Agenda item

To inform the Committee of the new Housing Repairs Policy which sets the framework for the delivery of all aspects of the repairs service to include repairing responsibilities and the processes of delivery of planned, cyclical and reactive repairs.

The Cabinet Member for Housing and Planning presented the report which concerned the new Housing Repairs and Maintenance Policy which laid out the responsibilities of the Council as a landlord and also the responsibilities and expectations of tenants in respect of housing repairs and maintenance to the housing stock of the Council.

The draft document had been compiled following the work carried out with the Social Housing Regulator to improve engagement with tenants. The document was part of a consultation process and a framework for delivering repairs and maintenance. The document also included key performance targets and at page 67, Appendix 2, there was a specific proposed Damp and Mould Protocol.

The Head of Technical Services stated that the document set out a framework for the delivery of repairs and maintenance within the repairs team and covered both responsive repairs and also capital improvements as well as cyclical work such as painting and decorating and some of the compliance activities.  Previously the information had been available in a set of separate protocols and the proposed policy brought all those protocols into a transparent framework which tenants would be consulted on.

It was acknowledged that a lot of the work was reliant on the implementation of the IHMS system to enable data led decisions to be made and also the ongoing monitoring of KPIs.

The framework made clear the expectations of both the Council as a landlord and what was expected of tenants.  The separate Damp and Mould protocol had been compiled following the recent report from the Social Housing Regulator and to make transparent what the Council’s responses would be to significant damp and mould cases. 

The Housing Team were congratulated on compiling the document before the Committee. 

Comments were made in respect of

·       the Damp and Mould protocol with concern being expressed in respect of investigations into damp and mould and tenant’s intervention which may impede an investigation and how this would be managed.

·       Fencing repairs and potential safety concerns especially where tenants were elderly or vulnerable.

·       Security was raised in relation to smoke and carbon dioxide detectors and accessibility when changing batteries.

·       Issues with faulty fobs for gaining entrance in communal accommodation

A question was asked in respect of changes to the documents content and best practice from other local authorities. It was stated that the format had been changed for clarity, so that it was clear what was expected of tenants.

Members acknowledged the work that had gone in to compiling the document and asked how regularly the policy would be reviewed, refreshed and revised.

It was stated that the policy was a key document and communication in respect of the document with tenants was very important and various consultation routes were being put in place.  There would be an on-line consultation as well as a telephone message reminding people that the document was out for consultation.  It was also proposed to create a north and south focus group to try and engage with as many tenants as possible. 

Documents were routinely reviewed in respect of changes required by legislation and the report by the Social Housing Regulator had prompted the Damp and Mould review and to keep it as a separate protocol document.  It was suggested that a communication strategy was worked up in respect of documents and that they were reviewed at least once every four years.

The Cabinet Member for Housing and Planning welcomed the comments made by Members and stated that policies were reviewed regularly due to the nature of the housing sector.  Reference was made to the national scene and the tragedy that had occurred in the Northwest which had made a review of the Damp and Mould Protocol timely.

Further comments were made about the amount of information within the document and how it was presented to people making sure that the important information was highlighted.  An amendment was proposed to the second recommendation within the report to include the Cabinet Member for Housing so that the recommendation read:

That the Committee recommends that the Director of Housing in conjunction with the Cabinet Member for Housing make alterations and amendments to the Policy to incorporate comments arising from consultation, for submission and adoption at full Council.

The amendment was seconded.

(10:55am Councillor Whittington left the meeting and did not return)

The Acting Director of Housing stated that a communication strategy was being undertaken to enable effective consultation and he hoped to be able to circulate it to the Committee within the next four weeks.

Further comments were made about the format of the Communication Strategy and that it would need to be available in a variety of formats and also the right to repair and what was classed as a priority, with an example being given of a failure to repair.  It was stated that response time was usually one day but it was difficult to set a timeframe.

As the amendment had been proposed and seconded the Chairman read out both recommendations with the amendment.  On being put to the vote they were AGREED.

Recommendation

1.             That the Committee notes the Housing Repairs and Maintenance Policy and that it is in line with best practice and will ensure clear operational guidance for staff and all customers.

2.             That the Committee recommends that the Director of Housing in conjunction with the Cabinet Member for Housing make alterations and amendments to the Policy to incorporate comments arising from consultation, for submission and adoption at full Council.