Venue: Council Chamber, Arun Civic Centre, Maltravers Road, Littlehampton, BN17 5LF. View directions
Contact: Katherine Davis (01903 737984)
No. | Item |
---|---|
Apologies Minutes: Apologies were received from Councillors Batley and English. |
|
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: There were no declarations of interests. |
|
The Committee will be asked to approve as a correct record the minutes of the Residential and Wellbeing Services Committee held on 18 June 2024. Minutes: The Minutes of the previous meeting held on 18 June 2024, were approved by the Committee and signed by the Chair. |
|
ITEMS NOT ON THE AGENDA THAT THE CHAIRMAN 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 presented at the meeting.
The Chair advised that agenda Item 13 – Pets Policy had been withdrawn from the agenda by officers. |
|
Public Question Time To receive questions from the public (for a period of up to 15 minutes). Minutes: There were no public questions. |
|
Invitation to Sussex Police to discuss contribution to the Safer Arun partnership Detective Superintendent Grantham and Inspector Wickings, Sussex Police will be in attendance at the meeting to give a general presentation on how the Police are contributing to the Safer Arun Partnership Plan 2023-2025 and local policing priorities and to answer questions from Members. West Sussex Division Minutes: The Chair welcomed Chief Inspector Keating-Jones and Inspector Wickings to the meeting and invited them to give a general presentation on how the Police are contributing to the Safer Arun Partnership Plan 2023-2025 and local policing priorities.
Ch Insp Keating-Jones gave a presentation covering his areas of responsibility. He referred to the policing priorities in the Chichester and Arun District, which broadly reflected those set by Police headquarters and the wider police priorities. These included delivery of an outstanding service to victims and the public, to catch criminals and protect our communities, and the strategies of the headquarters that filter into the District as an overarching Police strategy. Divisional and District priorities were predominantly centred around domestic abuse increases and providing better safeguards for victims. Prioritisation was also given to residential burglaries and robberies, as well as the protection of women and girls and to reduce violence against them, and to increase reporting where possible. This was carried out mindfully and ethically in line with the Police Race Action Plan and to protect minority and underrepresented communities.
Referring to District level policing, priorities were in place to solve the more inquisitive crimes, particularly surrounding theft from shops, tackling youth violence and anti-social behaviour. A number of operations were in place under the leadership Insp Wickings and would be addressed under the questions submitted by members in advance of the meeting. A pressing priority was managing the Police response to unauthorised traveller encampments, which were encroaching more on Arun. He drew attention to the Chichester District that had a disproportionately higher number of unauthorised encampments advising that a great deal of work was being done to facilitate their way of life and to utilise Police powers where appropriate. However, the potential unintended consequences of moving the encampments on means they could move into other council areas instead. Insp Wickings was involved in the detail of the operation and would be able to answer questions on the subject as well.
The Committee then asked Ch Insp Keating-Jones and Insp Wickings a number of questions that had been submitted in advance.
Cllr Cooper: My ward in Rustington has seen successive month on month rises in crime (or reported crime) up to June 2024. · I have checked a few other wards and have seen a similar picture. · Is this a consistent picture across most Arun Wards, and has there been a comparable increase in available PCSO or Officers to deal with this rise? · Would it also be possible to receive rates on crimes solved/dealt with on a local level?
Insp Wickings explained that the Police had undertaken research of their own. Arun District has had a slight increase in crime of approximately 7% year on year, which was not significantly higher than expected. In relation to solved crimes, Rustington has had a slight reduction of 1%. From a Police perspective there had not been a significant increase particularly when taking into account the number of crimes being reported. Rustington currently had a 12% ... view the full minutes text for item 180. |
|
Budget 2025/26 Process The purpose of this report is to inform Members of the budget process for 2025/26 as required by Part 6, Section 2 of the Council’s Constitution.
Minutes: The Chair invited the Interim Financial Services Manager and Deputy S151 Officer to present the report to members, which provided a summary of the Council’s budget process for 2025/26. He highlighted the key dates set out in paragraph 3.7 and confirmed that member briefings would take place for each of the service committees during the process.
The Chair then invited questions and comments from members. Further information was requested regarding the consultation that would take place with members to enable members to feed into the budget process. The Interim Financial Services Manager and Deputy S151 Officer advised that the consultation report before members set out the budget timetable with the member consultation arrangements to be determined over the next two months. In response to a question on the latest position regarding the setting up of a Budget Working Party, as detailed in paragraph 4.2, the production of a draft terms of reference, he undertook to provide an update on the latest position outside of the meeting.
The Committee noted the Budget process for 2024/25 as outlined in the report. |
|
Budget Monitoring Report to 30 June 2024 The purpose of this report is to appraise the Housing & Wellbeing Committee of its forecast out-turn against the 2024/25 budgets, which were approved by Full Council at its meeting of the 21 February 2024 Minutes: The Chair invited the Interim Financial Services Manager and Deputy S151 Officer to present the report to members, which outlined the Committee’s forecast outturn against the 2024/25 budget.
He highlighted Table 1 that set out the 2024/25 revenue outturn forecast as at Quarter 1, which highlighted an overspend risk of £95k. The variances predominantly related to 1) Homeless and Housing Advice following an increase in homelessness with a net forecast overspend of £425k offset by the receipt of grant funding; and 2) Revenues and Benefits offset by a salary underspend. Both of these areas were being monitored and would be realigned accordingly once the 2024/25 process had started. Table 2, set out progress made against approved savings targets and to paragraph 3.6 detailing the reasons for the £150k shortfall. The Housing Revenue Account (HRA) balance was forecast to increase the reserve to £1.5m by the end of the financial year and indicated an in-year surplus of over £300k. He drew attention to financial pressures, at Table 4, relating to Supervision and Management, which was offset by a large saving in the repairs and maintenance budget since the service was brought in-house. The HRA Capital Programme forecast an underspend of £15.224 million, mainly relating to stock development, sheltered accommodation and the carried over Decarbonisation project The figures contained in the report were subject to audit and were monitored on a monthly basis.
The Chair then invited questions and comments from members.
· The ‘Revised 2024/25 Budget’ column for Table’s 3, 4 and 5 should read ‘Original 2024/25 Budget’. · Responding to a comment about the decarbonisation project, the Interim Financial Services Manager and Deputy S151 Officer the saving of £3 million was due to the budget not yet being spent. · In response to a question concerning issues compounded by the unknowns from enhanced prisoner release schemes, the Group Head of Housing, Wellbeing and Communities replied that two out of three individuals had presented themselves. He undertook to find out the expected issues and additional numbers that the Council expected to face. · Details were requested concerning the salary underspend and its relationship with the variants detailed within the HRA account. The Interim Financial Services Manager and Deputy S151 Officer advised these were not related and that the £335k revenues and benefits general fund underspend related to a one-off saving due to staff vacancies. · Responding to clarification sought concerning the Quarter 1 slippage forecast in the HRA Capital Programme, the Interim Financial Services Manager and Deputy S151 Officer explained the figures were distorted by the previous year’s slippage of £9m, the details of which were set out in the 2024/25 final outturn. The revised areas included stock development, sheltered accommodation and decarbonisation. The Group Head of Housing, Wellbeing and Communities referred to a review of sheltered housing member briefing held, where members were advised that although funding was available, as yet no schemes were available to come forward. Since the briefing, officers had been working on the outcomes, including the future of the Flaxmean House ... view the full minutes text for item 182. |
|
Draft Final Outturn - 2023/24 The purpose of this report is to appraise the Housing & Wellbeing Committee of its draft final out-turn against the 2023/24 budgets which were approved by Full Council at its meeting of 9 March 2023, subject to external Audit. 2022/23 figures are also shown for information.
Minutes: The Chair invited Jason Stott, Interim Financial Services Manager and Deputy S151 Officer to present the report, setting out the draft final outturn position for the 2023/24 financial year, to members.
He drew attention to the Revenue Budget at Table 1 of the report that showed the movement from the forecast at Quarter 3 and the final outturn at Quarter 4. The forecast overspend of £158k against the budget of £5.937m had improved resulting in a variance of £20k. Due to the £133k homelessness temporary accommodation provision increase and revenues and benefits salaries reduced by £239k, as well as additional grants contributing, subject to audit. The Housing Revenue Account (HRA) outturn 2023/24 position showed it was lower than forecast and a reserve opening balance of £608k. Whilst there had been an income overachievement for a number of service areas there were still significant expenditure pressures that had resulted in the original targets not being met. However, the HRA account was moving in the right direction with a forecasted increase to £1,471k expected by the end of 2024/25. The HRA Capital Programme 2023/24 slippage mainly related to stock development, decarbonisation, and sheltered accommodation. The home improvements and energy efficiency overspending was due to a backlog being addressed and statutory requirements to undertake some types of work.
The Chair invited questions and comments from members. A member commented on the high number of unbudgeted write-offs. The Interim Assistant Chief Financial Officer and S151 Officer explained the improved situation, following built up wright-offs of £370K had enabled £270k to be released back into the HRA account. A member referred to the large amount of depreciation at Table 3 and asked how significantly adverse the final outturn was since first budgeted. He replied that this depreciation mostly related to repairs and maintenance capital spending with the £1.5m overspend resulting in a knock-on impact for depreciation. He drew attention to this financial year’s pressure on depreciation and advised that officers held fortnightly meetings to reduce this amount, but still had some more work to do. Responding to clarification sought regarding write-offs, previously the unspent funds from the write-offs budget were added to a separate balance sheet providing a separate housing reserve. Responding to a question concerning sheltered accommodation voids the Group Head Of Housing, Wellbeing And Communities confirmed these were included in the long-term void losses.
The Committee noted the report. |
|
Housing management system update – Civica CX Housing and Abritas This report provides Members with an update on the implementation of Phase 1 of our housing management and choice-based lettings system Minutes: The Chair invited the Business Improvement Manager to present the report to members, which provided an update on the go live of Civica CX Housing and the Arbitas choice based lettings system, as well as an update on the commencement of Phase 2. The internal and external project teams had done a good job in implementing Phase 1, which had gone smoothly with staff doing well to pick up the new system and who were now embedded in the new ways of working. The contractor and the case and task online portals go live day on 3 June 2024 went smoothly with limited issues and support provided for users of the system.
Details were provided of the benefits that included improved processing times, workflow tasks managed within the system resulting in a move away from spreadsheets and manual processes, and a contractor portal to modernise work with external contractors. The tenant portal would be rolled out at the end of autumn, delivering improved repairs reporting. The Housing Options Team had completed all re-registration applications ahead of the first bidding cycle and had gone well with customers using the Arun homefinder portal to bid on properties as they became available. Phase 2 was underway and reference was made to paragraph 4.10.1 of the report that set out the included modules.
The Chair invited questions and comments from members. A member expressed concerns that the budget for the Civica project had tripled after previously being advised that no extra budget was required and the project would be completed on time. He referred to a report considered by the Housing and Wellbeing Committee on 15 June 2022 stating that Phase 1 would be complete by August 2023 and Phase 2 by May 2024. Information was requested on the further budget required and the revised timings. In response the Business Improvement Manager advised that the additional budget for 2025/26 would enable Phase 2 to go live during Summer 2025. A report considered by this Committee during 2023 had set out the reasons for the Phase 1 project slippage, due to the asset management module not being ready for implementation during Phase 1. She undertook to provide details of the figures regarding the extra budget required, outside of the meeting.
A comment was made that it was pleasing to see a better management system and to see its implementation proceeding. Responding to a question concerning the possibility of a system failure, the Business Improvement Manager explained that Civica was a Cloud system hosted off site with business continuity planning in place with back- ups for services. Complaints handling would be built into a case management system. Task Pass had enabled staff to use step-by-step processes with housing staff given access to complaints, voids and anti-social behaviour information in a move to a full case and task-based system for all workflows. Residents were encouraged to use the online Portal with those without online access still having the facility to report repairs by telephone or face to ... view the full minutes text for item 184. |
|
Homelessness and Rough Sleeping Strategy 2024-2029 To ask Members to adopt the Council’s Homelessness and Rough Sleeping Strategy for the period 2024-2029. Additional documents:
Minutes: The Chair invited the Group Head of Housing, Wellbeing and Communities to present the report to members. The report provided the results of the public consultation that had taken place from 8 July 2024 to 4 August 2024 following approval by the Committee. The consultation had included a stakeholder event, parish and district councillor event and two public drop-in events, unfortunately only attended by one person. An online survey had taken place throughout the consultation, receiving 50 responses. Details of the consultation responses were provided at Appendix 1, resulting in minimal changes, one of which was the introduction of an objective to develop a plan for acquisitions and disposals to increase the council’s stock and temporary accommodation.
The recommendations were then proposed by Councillor Yeates and seconded by Councillor Cooper.
The Chair invited members to ask questions or make comments. A member commented that this was an essential piece of work thanking officers for the effort that had gone into producing the Strategy. Whilst it was acknowledged that there were complex reasons for the delays, it was hoped that the issues raised would be taken forward and not forgotten. Reference was made to the Strategy’s vision to reduce homelessness and the matter that some people saw homelessness as a way of life, which officers should note, as a lifestyle someone did not agree with should not be imposed on them. Referring to the officer explanatory comments “The necessity of drug and alcohol support services, alongside mental health funding is reiterated.” to the action, Developing more permanent solutions to homelessness and rough sleeping, it was important that the Council did not lose sight of these findings.
In response to the thanks expressed by members for the work undertaken, the Group Head of Housing, Communities and Wellbeing advised that the to the thanks were due to the Business Improvement Manager and the Housing Options Manager for project managing the process.
The Committee
RESOLVED
2.1 That the Committee notes the outputs of the public consultation, and the amendments made to the final strategy as a result. 2.2 It is recommended that the Housing & Wellbeing Committee grant delegated authority to the Head of Housing Wellbeing & Communities to make minor amendments to approve the final version of the Homelessness & Rough Sleeping Strategy 2024-2029. |
|
Housing Strategy 2024-2029 To ask Members to approve the Council’s Housing Strategy for the period 2024-2029
Additional documents:
Minutes: The Chair invited the Business Improvement Manager to present the report to members. The report provided details of the consultation undertaken with the Council’s statutory partners following the Committee’s approval at its previous meeting and set out the proposed changes to the Housing Strategy 2024-2024.
The recommendations were then proposed by Councillor Yeates and seconded by Councillor Butcher.
The Chair invited members to ask questions or make comments. A comment was made that the Strategy needed to be translated into policies to drive the Council’s planning policy. It was suggested that the Strategy as a lever that would lead to the creation of homes in the right areas that needed affordable homes. A member referred to the difficulty in understanding if there was a demand for all the different types of retirement flats. Were the people expected to move into these flats the elderly living in the District, or would they be from outside the District due to the large numbers being developed without any controls. There was concern that affordable housing schemes were not included in retirement flat developments and that the Council did not receive CIL monies for this provision and was not convinced that the numbers being developed were required. It was commented that the recent legislation introduced concerning rent was likely to result in less people wanting to rent a home. Officers were thanked for thework undertaken in producing the Strategy, which was a good starting point. The Group Head of Housing, Wellbeing and Communities thanked members for their comments advising that officers also saw the Strategy as a starting point, providing a framework for more detailed discussions on some of the issues the Council was facing.
The Committee
RESOLVED
2.1 Adopt the final version of the Council’s Housing Strategy for the period 2024-2029 2.2 Give delegated authority to the Group Head of Housing, Wellbeing and Communities to make minor changes to the strategy and any amendments necessary to reflect legislative and regulatory changes.
|
|
To seek approval of the updated Pet Policy. Additional documents:
Minutes: This item was withdrawn by officers as advised by the Chair at the beginning of the meeting.
It was agreed that a member round table discussion would take place with members to express their views on the Pets Policy before being considered for adoption by the Committee. |
|
Housing services complaints performance and determinations Q1 This report provides members with an overview of our complaint handling performance in quarter 1 for the period 1 April 2024 to 30 June 2024 Additional documents: Minutes: The Chair invited the Business Improvement Manager to introduce the report to members. Although response times during Quarter 1 had slightly decreased they remained within target levels and compared well with similar sized local housing authorities. Officers continued to take steps to ensure response times remained high. Following changes made to how the housing repairs service was delivered, complaints had decreased when compared to Quarter 1 2023. Officers continued to identify trends and root causes to address any issues. There had been an increase in staff complaints this quarter, primarily surrounding training and communication with action being taken to address this issue. It was noted that the Council had received more compliments than complaints this Quarter and that complaint satisfaction was at 53%, almost 20% more than other similar sized local authorities.
The Chair invited members to ask questions or to make comments. A member thanked officers for the report and was pleased to see that complaints were heading the right direction.
The Committee noted the report. |
|
This report sets out the performance of housing services at Quarter 1 for the period 1 April to 30 June 2024 Additional documents:
Minutes: The Chair invited the Business Improvement Manager to introduce the report, which set out the performance of Housing Services during Quarter 1, to members. It was explained that compared to the previous Quarter, seven performance measures had improved and seven had declined, with three of the declining measures remaining within target. Referring to overall repairs’ satisfaction, this was high with May at 96% and June 2024 at 88% following the introduction of the In-house Team and remained at over 90%. However satisfaction had reduced in relation to other external contractors. Arrears had increased this quarter from 4.45% to 6.42%, partially attributed to an increase in June, impacted by IT system downtime due to the implementation of Civica. Officers would continue to focus their effects on this area to deliver improvements during Quarter 2. The number of nightly paid emergency accommodation had either reduced or remained static and whilst the number of temporary accommodation stays had increased they remained below the West Sussex average. Performance in dealing with housing fraud activity, set out at appendix 2, remained high with four properties recovered during Quarter 1.
The Chair invited members to make comments or ask any questions. A member congratulated officers in achieving 96% satisfaction for overall repairs satisfaction during May.
The Committee noted the contents of the report. |
|
This report is to update the Committee on the Q1 Performance Outturn for the Key Performance Indicators (KPIs) which make up the Corporate Plan, for the period 1 April 2024 to 30 June 2024 Additional documents: Minutes: The Chair invited the Group Head of Housing, Wellbeing and Communities to introduce the report to members. An important new Indicator ‘CP43 - Overall Tenant Satisfaction’ had been included following a change in the methodology and frequency of data collection.
The Chair invited members to make comments or ask questions. The Group Head of Housing, Wellbeing and Communities confirmed that the tenant satisfaction survey was undertaken quarterly and continual transactional surveys for housing services were undertaken throughout the year on customer experience.
Members noted the report. |
|
Outside Bodies - Feedback Minutes: The Committee noted the report from Councillor Birch on the Police and Crime Panel.
Councillor Long advised that she would provide a report on the West Sussex County Council Adult Social Care Committee to the next meeting. |
|
The work programme for the municipal year 2024/25 is attached for members review and comment.
Minutes: The Group Head of Housing, Wellbeing and Communities advised of the following changes to the Work Programme 2024/25:
· Introductory Tenancy Policy and Tenancy & Lettings Policy: Moved from November 2024 to February 2025 · HRA Business Plan Update: Moved from November 2024 to February 2025 · ASB Policy: Moved from November 2024 to March 2025
These reports would now be considered next year, following consideration of national Government announcements due to take place at the end of October 2024 relating to housing, which could lead to a longer-term rent settlement in the budget. He explained that the Housing Service was undertaking an ambitious project and reports would only be brought to Committee for consideration following a robust review.
Members than noted the work programme for 2024/25. |