Agenda and draft minutes

Venue: Council Chamber, Arun Civic Centre, Maltravers Road, Littlehampton, BN17 5LF. View directions

Contact: Katherine Davis (01903 737984) 

Media

Items
No. Item

552.

Apologies

Minutes:

Apologies for absence were received from Councillor English who was substituted by Councillor Elkins.

553.

Declarations of Interest

Members and Officers are invited to make any declaration of pecuniary, personal and/or prejudicial interests that they may have in relation to items on this agenda, and are reminded that they should re-declare their interest before consideration of the items or as soon as the interest becomes apparent.

 

Members and Officers should make their declaration by stating:

 

a)             the item they have the interest in

b)             whether it is a pecuniary/personal interest and/or prejudicial interest

c)             the nature of the interest

 

Minutes:

Councillor Bence declared a Personal Interest in agenda item 14 as a West Sussex County Council member of the West Sussex County Council Fire and Rescue Service Scrutiny Committee.

554.

Minutes pdf icon PDF 126 KB

The Committee will be asked to approve as a correct record the minutes of the Housing and Wellbeing Committee held on 23 November 2023.

Minutes:

The minutes of the Housing and Wellbeing Committee held on 23 November 2023  were approved and signed by the Chair.

555.

ITEMS NOT ON THE AGENDA THAT THE CHAIR OF THE MEETING IS OF THE OPINION SHOULD BE CONSIDERED AS A MATTER OF URGENCY BY REASON OF SPECIAL CIRCUMSTANCES

Minutes:

There were no urgent items for consideration.

556.

Public Question Time

To receive questions from the public (for a period of up to 15 minutes).

Minutes:

There were no urgent items for consideration.

557.

Leisure Operating Contract Annual Report pdf icon PDF 126 KB

This report will provide members of the Housing and Wellbeing Committee with an update in respect of the Council’s Leisure Operating Contract over the past 18-months and will include a presentation from the Council’s Leisure Operator Freedom Leisure.

Additional documents:

Minutes:

The Wellbeing Business Manager was invited to present the report.  He explained that the report provided members with an overview of Freedom Leisure’s trading and performance from April 2022 to September 2023, which had covered a period of rising energy costs and high inflation.  He advised that discussions were taking place with Wealden Leisure, trading as Freedom Leisure to discuss the optional extension of the Council’s Leisure Operating Contract 5 years, from 1 April 2027 to 31 March 2032.

 

The Wellbeing Business Manager then introduced those in attendance from Freedom Leisure who gave a detailed presentation to members.

 

 Matt Eden, Arun Area Manager provided an introduction to the Leisure Operating Annual Contract, explaining that Freedom Leisure was a ‘not for profit’ organisation.  He provided an update on the pressures experienced during this period of rising energy costs, high inflation and other pressures experienced by the leisure industry and was pleased to report that the financial situation was improving, which it was hoped provided some reassurance to the Committee.  He extended an invitation to the members of the Committee to visit the Leisure Centre to see it operating on a day by day basis.

 

 

Matt Wickham, Chief Operating Officer provided a presentation on the Leisure Operating Contract Annual Report April 2022 to September 2023 that covered the following topics

·     Area Insight

·     Throughput summary

·     Energy Saving Measures

·     Investments

·     Feedback

·     Incidents to Users Ratio

·     Finance Summary April 2022-March 2023

·     Finance Summary 2023 – September 2023

·     Team in Arun

·     Marketing

·     Social Media Coverage

·     Testimonials

·     Our Year in Numbers

Charlotte Simpson, Healthy Communities Manager provided a presentation on Healthy Communities Arun that covered the following topics:

·       What is Healthy Communities and what do we do?

·       Healthy Communities (For Families and Young People/Ageing Well/Affordability & Accessibility)

·       Investment

·       Healthy Communities in Pictures!

·       Healthy Communities Team

·       Testimonials

·       Case Study: Exercise Referral Classes

·       Case Study: healthy Walks in Arun

 

 

The Chair invited questions and comments from members: 

·        Responding to a question concerning the suspension of the Friday Night project because of anti-social behaviour,  it was advised that a number of lessons had been learned.  The Leisure Centre had been able to access a range of resources from other agencies who had given observations to assist them  in dealing with any further anti-social behaviour.  Going forward, a meeting was due to take place with the Council’s Wellbeing and Community Safety Manager to assist in making improvements to ensure the issue did not happen again.  A member asked if they could observe one of the sessions when the project reopened.

·        As regards to transport issues, discussions were taking place with the Council’s Wellbeing and Community Safety Manager on the provision of a bus service, including how it could be funded.    Any suggestions from the members of the Committee on the provision of transportation to encourage those not otherwise able to get to the Leisure Centre. 

·        It was explained that the Windmill Theare financial figures had not been included in the report, as they were commercially sensitive, and the request of the  ...  view the full minutes text for item 557.

558.

Consultation on Sussex Police Precept 2024 - 25 pdf icon PDF 80 KB

The Sussex Police and Crime Panel will meet on 26 January 2024 to discuss the proposed precept for policing in Sussex for 2024-25.  In taking the opportunity to discuss through this committee, Councillor Walsh will be afforded information with which to represent the Council during the panel’s discussion.

Minutes:

The Wellbeing & Communities Manager was invited by the Chair to introduce the report and advised that the Police and Crime Panel meeting on 26 January 2023 would consider the precept for 2024-25.  The precept had been circulated to all members for comment by 24 January 2024 and proposed a 5.4% increase in the Sussex Police Precept.  Councillor  Walsh would be in attendance at the meeting to provide the members comments.

 

The Chair  invited questions and comments from the Committee.  Councillor Walsh advised he intended to raise the issue that a number of residents were concerned about the lack of police presence in the District and of calls to the Police not being dealt with.  A comment was made that the lack of policing was impacted by the number of vacant posts that had not been filled and of the need for an improvement in community policing.

 

          The Committee then agreed to note the content of the Sussex Police and Crime Panel precept report for 2024.

 

559.

Committee General Fund Revenue and Capital Budgets and Housing Revenue Account Budgets 2024/25 pdf icon PDF 784 KB

The purpose of the report is for this Committee to consider and recommend its revenue budget for inclusion in the Council’s overall 2024/25 revenue budget. The report also considers the Housing Revenue Account (HRA) budget for 2024/25. These recommendations will be submitted to the Policy and Finance Committee on 8 February 2024 when it considers the overall revenue and capital budgets for 2024/25 so recommendations can be made to a Special Meeting of the Council on 21 February 2024 regarding the budgets to be set and level of Council Tax for the District for 2024/25

Minutes:

The Group Head of Finance and Section 151 Officer was invited by the Chair to present the report.  The report recommended this Committee’s Revenue, Capital and Housing Revenue Account (HRA) budgets to the Policy and Finance Committee on 8 February 2024, as part of the overall revenue and capital budget.   He highlighted some key points from the report advising that the revenue budget in overall terms had decreased by approximately £151k from 2023-24 and included financial strategy savings of £580k.  He explained that it was expected that the HRA balance would remain below £2 million until 2027-28.  However, the balance was expected to increase to £1 million during 2024-25. The HRA surplus for 2024-25 had been budgeted at £530k and included an increase for 7.7% in rents and garage rents.  Referring to the Capital Programme, he reported that the Sheltered Accommodation and Carbonisation projects continued to be delayed.  Turning to the Revenue budget he advised that the financial forecasting continued to be difficult in the current financial climate due to the high inflation rates, although they were expected to reduce in the coming months.  There was no growth in the budget proposals, only cost increases, with the council continuing to provide the same level of service.  He drew attention to the table at paragraph 4.4 that provided details of the net change in the revenue budget between 2023-24 and 2024-25.  In particular he explained that the ’Supported Accommodation’ budget increase had arisen because the subsidy set by the Department for Work & Pensions often did not cover the cost of the rent.  The budget of £590k  for financial support to Freedom Leisure  was not required in 2024-25.  Attention was drawn to the table at 4.5 with details of the savings and the risks associated with them, in particular the Emergency Accommodation and Temporary Accommodation savings .  It was noted that the Council will receive additional homeless prevention grant funding during 2024-25, which it was hoped would help absorb some of the financial pressures the council was facing in this respect.  

 

The Group Head of Finance and Section 151 Officer said that whilst he expected that members may have questions on some elements of the budget, he explained that if any amendments were made to increase the total budget for the Committee would create additional financial pressure on the Council’s revenue reserves.

 

          The recommendations were proposed by Councillor Walsh and seconded by Councillor Yeates.

 

          The Chair invited members to make comment or ask any questions where and a full debate was had where a number of points were raised including the following, which were responded to by officers:

·       Information was sought regarding the increasing Voids costs, where the Committee was advised that there would always be a number of voids due to tenancy changes.  However, this was the beginning of a voids plan to improve the situation.  Included in the figures were a number of long-term vacant properties, designated for regeneration or redevelopment, which had affected the figures. 

·       Concern was raised about  ...  view the full minutes text for item 559.

560.

Budget Monitoring Report to 31 December 2023 pdf icon PDF 787 KB

1.1.     The purpose of this report is to appraise the Housing & Wellbeing Committee of its forecast outturn against the 2023/24 budgets, which were approved by Full Council at its meeting of 9 March 2023.

 

 

Minutes:

The Chair invited the Group Head of Finance and Section 151 Officer to introduce the report.  He drew members’ attention to the anticipated Revenue Budget overspend of £158k, but advised that this would be countered by other areas of underspend across the council’s consolidated budget that would be reported to the Policy and Finance Committee on 8 February 2024.   He drew members attention to the situation concerning the HRA outturn overspend which had deteriorated by £351k since quarter 2, mainly due to the £230k spend on the repairs and maintenance budget due to increasing demand and continuing inflation rises.  It was predicted that the HRA balance would fall to £551k by the end of the financial year.  He reminded members of the £2million minimum balance that the council had set itself for the HRA reserve, and also explained that the statutory requirement was that the balance should not fall below zero.  He confirmed that once the procurement framework had been implemented that should have a positive impact on the HRA balance and was expected to reduce costs.   

 

The Chair invited questions and comments from members.  A member queried the reasons for the Repairs and Maintenance account’s adverse forecast, in respect of service demand and inflation, as well as the impact of planned maintenance works.  The Group Head of Housing acknowledged that a lack of investment for planned works would have an incumbent impact on the responsive repairs budget, which was currently happening to a certain extent.  Officers were in the process of developing a programme of works, which required an increase in investment built into the 2024-25 budget.  It was important that the Council had a proper understanding of the condition of the council’s stock.  In order to achieve this a census stock condition survey would be carried out  It was likely that the Committee would be asked to consider a report during 2024-25 that asked them to agree further investment over the next few years to improve the condition of the housing stock. He agreed to keep members updated on the progress officers made in  understanding the condition of the housing stock.  Responding to a comment made about the accuracy of past assessments, he advised that the previous stock condition survey data is not considered robust enough for new regulatory requirements. Had the data been maintained at the rate of 20% per year over the past 5 years, we might be in a different position, but a new census stock condition survey was required.  

.   

 

The Committee noted the report.

561.

Local Council Tax Reduction Scheme 2024/2025 pdf icon PDF 569 KB

The purpose of this report is to present options to amend the current Local Council Tax Reduction Scheme for 2024/2025.

Additional documents:

Minutes:

The Chair invited the Group Head of Finance and Section 151 Officer to introduce the report, which sought an increase in the Local Council Tax Reduction Scheme 2024-25 (Working age) banding widths of 6.7%, in line with inflation based on the September 2023 rate of CPI.   

 

The recommendation was proposed by Councillor Walsh and seconded by Councillor Yeates.

 

     The Committee:

 

               RESOLVED to approve

 

The increase in the income banding widths of the Local Council Tax Reduction Scheme in line with the Consumer Prices Index (Year 12) from 1 April 2024.

562.

Single Homelessness Accommodation Programme (SHAP) Update pdf icon PDF 103 KB

The Purpose of this report is for information only. We were unable to proceed with the SHAP bid because the financial modelling for the scheme identified made it financially unviable.

Additional documents:

Minutes:

The Chair invited the Housing Options Manager to present the report to members.  Details were provided of the reasons why it had not been possible to proceed with the SHAP bid as the financial modelling undertaken showed the scheme to be unviable.  Several other options had been considered for purchase as well as the re-development of existing stock but following investigation were unviable.

 

          A request was made by a member, that road names in reports should include details of the town they were located.

 

          The Committee noted the update report.

563.

Housing Allocations Policy update - Housing & Wellbeing pdf icon PDF 107 KB

Demand for properties in rural communities outstrips supply. To protect communities in the rural villages and parishes within Arun, a Rural Lettings Policy is required to ensure that the correct households are prioritised for housing via Arun’s Choice Based Lettings Scheme.

Additional documents:

Minutes:

        The Chair invited the Housing Options Manager to introduce the report.  The report sought agreement to the inclusion of an addendum incorporating the Rural Strategy into the Housing Allocations Policy adopted in June 2023, as it had been omitted.  Members noted that the implementation of the Policy had been delayed due to the delay in implementing the Abritas housing registration software during the testing process.  Due to the new software requiring the re-registration of all applicants the Policy will not be implemented until that time.  During the re-registration period additional temporary resources may be needed including providing advice to anyone that had difficulty applying online.

 

        The recommendation was proposed by Councillor Walsh and seconded by Councillor Pendleton.

 

        The Chair then invited questions and comments from members.  Responding to a question regarding the local connection criteria set out at paragraph 4.2, bullet point 4 of the report and how an ‘important service’ was defined the Housing Options Manager advised that, whilst not an exclusive list, it included those employed as teachers, doctors and the support services.  The Interim Business Improvement Manager advised that the implementation of the new system was within budget with the maintenance costs for the old system similar to those of the new system.

 

A non-member of the committee was allowed to make comment and ask questions.  Clarification was sought regarding those residents living in a rural parish that did not have any council properties and how that would affect their eligibility in respect of the criteria for the Rural Lettings Policy.  The Housing Options Manager explained that the rural lettings criteria ensured that residents who already had a rural connection to a parish could obtain accommodation within that parish.  In parishes where there were no council properties there would be the opportunity to bid for housing via a social housing provider.   In instances where the waiting list was exhausted because no none had bid for a property it would go out to the wider register.  It was noted that the criteria did not stop anyone from bidding for these properties, as they would be shortlisted depending on the criteria for the Rural Lettings Policy.

 

        The Committee:

 

                   RESOLVED

       

1.  To adopt the Rural Lettings Policy which sets out the procedure for letting properties advertised on our Choice Based Lettings scheme, which are located in the villages and parishes of the district where additional local connection criteria are applied, giving priority to current residents or members of their families.

2. (a) To note that the implementation of the Allocations policy adopted at the Housing and Wellbeing Committee in June 2023 has been delayed alongside the implementation of the Abritas software (part of the CIVICA project, and

 

    (b) To agree that the new Allocations Policy takes effect on the implementation of the Arbitras Software.

564.

Housing Ombudsman Complaint Handling Code Self-Assessment pdf icon PDF 112 KB

This report shares with members the outcome of our self-assessment against the Housing Ombudsman’s Complaint Handling Code.

 

Additional documents:

Minutes:

The Chair invited the Interim Business Improvement Manager to present the report to members.  The report provided details of the outcome of the council’s Housing Service self-assessment against the Housing Ombudsman’s Complaint Handling Code and the requirement to publish the results on the council’s website.  The council remained compliant with the code and met most of the best practices.  Details were provided of the introduction of a new joint Code adopted by the Housing Ombudsman and the Local Government and Social Care Ombudsman following the Social Housing Regulation Act 2023 placing the Complaint Handling Code onto a statutory footing and a requirement on the Ombudsman to monitor compliance with the Code.

 

The Char then invited members to make comment or ask questions.  A member sought and asked if this applied to third parties.  The Interim Business Improvement Manager responded to a request for clarification on the Code Requirement at Section 1.2, page 113, as to the use of the word ‘complaint’ and confirmed that, as well as residents, a third party acting on behalf of a resident would not be required to use the word ‘complaint’ either for it to be treated as such.

 

          The Committee noted that the self-assessment will be published on our website in accordance with the requirements of the Complaint Handling Code and note that the self-assessment will be published on the council’s website in accordance with the requirements of the Complaint Handling Code.

565.

Q3 Performance Report for the Key Performance Indicators (KPI’s) which form part of the Council’s Vision 2022-2026. pdf icon PDF 96 KB

This report will set out the performance of the Key Performance indicators at Quarter 3 for the period 1 April to 31 December 2023.

 

Additional documents:

Minutes:

The Group Head of Housing was invited to introduce the report updating the Committee with the Quarter 3 Performance Outturn for the Key Performance indicators for the period 1 April 2023 to 31 December 2023.  He drew attention to CP16 (average days to re-let all properties (key to key) excluding major voids) and reported that although this key performance indicator was not currently achieving there had been a slight improvement since Quarter 2.  He explained that some of the incumbent issues within the Housing Service during the year had run into quarter 3.  He provided details of the steps being taken to improve the situation, which included a new contractor being in place following a tender of the void works contract; and the re-establishment of the key to key meetings to look at the full journey of empty properties from the time the keys are handed in to being handed to new tenants to bring the hand over times down to acceptable levels.  An internal audit of the voids process been requested to review the actions taken already and to see if they had any additional recommendations to improve the situation.  Referring to the voids figures previously reported to the Committee, he advised that he intended to carry out a check of these figures, as he thought they included the ‘without exceptions’ figures, which would have affected the results.  He advised if this was the case, these figures would have a detrimental impact on the KPI target, as would have included  those properties not planned to come back in stock, as they were earmarked for regeneration or re-development.  Going forwards two sets of figures will be reported to the Committee, one with exceptions and one without, so that members can see a clear picture of what was happening with those properties that will come back into the housing stock to be let and the impact of the loss of rent.  He reported that during the week before, the number of void properties stood at 37 but this had increased to 43.   

 

     The Chair then invited questions and comments from members.  A member made reference to the two new KPIs he had requested that had been agreed at the committee meeting held on 12 September 2023, in respect of incidences of subletting tenancy fraud and the non-payment of service charges for communal areas by owners of flats sold under the Council’s right to buy scheme.  The Interim Business Improvement Manager, advised that the fraud figures had been added but it was accepted that they would not be included in the corporate performance figures, as that would require them to be reported to the Policy and Finance Committee.  They had therefore been added to the quarterly Housing Services performance measures report and had been reported for the first time to the previous Committee meeting.  As regards to  leaseholders, this information had also been included in the report.  

 

Members expressed their support for the steps being taken to reduce outturn for the  ...  view the full minutes text for item 565.

566.

Tenant Satisfaction Survey Results pdf icon PDF 115 KB

This report sets out the results of the Tenant Satisfaction Measures survey which ran during June and July of 2023.

Additional documents:

Minutes:

Councillor Bence declared a Personal Interest in in respect of this item as a West Sussex County Council member of the West Sussex County Council Fire and Rescue Service Scrutiny Committee.

 

The Chair invited the Group Head of Housing to present the report to members who provided details of the results of the Tenant Satisfaction Survey 2023-24, the results of which had been disappointing in respect of satisfaction levels.  He explained the survey had been carried out in accordance with the new consumer regulations standard of tenant satisfaction measures.  The survey methodology used was different to that used by other social housing providers, the majority having  undertaken telephone surveys, whilst in this instance it was undertaken through a postal questionnaire with the option to fill out survey online instead. He explained that the methodology chosen for surveys had an impact on the results and research suggested that the negative impact of the methodology used equated to broadly 15%.  Therefore, following analysis of the results that showed that no rating above 60% satisfaction was achieved against any measure when taking the negative impact of the methodology used into account.  The next steps would be to set up a series of online and in person tenant focus groups, particularly to discuss tenants’ dissatisfaction with the repairs service, communication, and of not listened to and acting on their views.   An improvement plan had been implemented that included a range of actions set out at paragraph 4.3.2 of the report.  He informed the Committee that officers were keen to implement the improvements in order to improve the service offered to tenants and he expected that in a year’s time he would be able to provide a more positive report to the Committee.  

 

The Chair then invited members to make comment or ask any questions.  Responding to a request for further information on who would facilitate the focus groups, the Group Head of Housing advised that the sessions would be arranged by the council’s Resident Engagement Officer and facilitated by himself.  The session were planned to take place during March 2024.  He would be in attendance as he wanted to hear firsthand the issues that tenants were experiencing and what was driving their dissatisfaction.  Members made comment regarding  complaints made by tenants in respect of the quality of repairs and maintenance works.  They expected a positive response from contractors to assist in increasing tenant satisfaction and expected  action to be taken in respect of  substandard or delayed work.  The Group Head of Housing confirmed that this was the case.  A member suggested a mixture of methodology for future surveys, to include the same methodology used for this survey, to show some ‘like for like’  enabling the level of any improvements to be assessed against the previous survey.  The Group Head of Housing advised that he would not necessarily recommend a mixed approach, as the survey was not the only means of engaging with tenants.  A programme of transactional surveys was being implemented that included surveying  ...  view the full minutes text for item 566.

567.

Work Programme pdf icon PDF 103 KB

The Committee is required to note the Work Programme for 2023/24.

Minutes:

The Committee noted the work programme for 2023-24.

 

The following items were agreed to be added to the work programme:

 

·         Voids Policy: Following the review of the new voids process it was request that the Voids Policy be brought to the Committee for approval.

·         Housing Policies: A list of the policies, their review dates and locations would be useful for members to have.  The Group Head of Housing advised that the Housing Management Team had developed a framework of all strategies, to identify any gaps  and the dates for review.  A report would be reported to a future meeting of the Committee, possibly March and members would be asked which of them they wanted the Committee to consider and which ones they were happy for officers to progress outside of the Committee.