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ANGUS COUNCIL
MINUTE of MEETING of the HOUSING COMMITTEE held in the Town and County Hall, Forfar on Tuesday 29 September 1998 at 4.10 pm.
Present: Councillors FRANK ELLIS, IAN ANGUS, HELEN ANGUS, WILLIAM DOIG, Mrs RENATE LAMONT, STEWART McGLYNN, IAN MACKINTOSH, STEWART MOWATT and SANDY WEST.
Apologies: Apologies for absence were intimated on behalf of Councillors WILLIAM CROWE, JACK GIBB, IAN HUDGHTON and GLENNIS MIDDLETON.
Councillor ELLIS, Convener, in the Chair.
1. MINUTES
(a) Previous Meeting
The minute of meeting of this Committee of 11 August 1998 was approved as a correct record and signed by the Convener.
(b) Executive Sub-Committee
There was submitted and noted the minute of meeting of the Housing Executive Sub-Committee held on 17 September 1998, a copy of which is appended to this minute (APPENDIX I).
2. IMPROVEMENT GRANT APPLICATIONS
The Committee noted a list of applications for Improvement Grants totalling £44,162, approved under delegated authority by the Director of Planning and Transport, as detailed in Report No 954/98.
3. REPAIR GRANT APPLICATIONS
The Committee noted a list of applications for Repair Grants totalling £9,376, approved under delegated authority by the Director of Planning and Transport, as detailed in Report No 955/98.
4. CLOSING ORDERS
(a) Revocation
There was submitted Report No 996/98 by the Director of Environmental and Consumer Protection regarding Closing Orders which required to be revoked, following works having been undertaken to bring the houses up to the "tolerable standard" as prescribed in the Housing (Scotland) Act 1987.
The Committee agreed to recommend that the Closing Orders placed on the undernoted properties be revoked:-
(i) Cottage, namely 19 East Hemming Street, Letham;
(ii) Cottage, namely The Cottage, Nether Middleton Farm, Glen Ogilvy, by Glamis;
(iii) Cottage, namely 7 West Cottage, Plans of Thornton, Glamis;
(iv) Cottage, namely No 1 Cottage, Meikle Kenny, Lintrathen;
(v) East Kinwhirries Farmhouse, by Kirriemuir;
(vi) 55 East High Street, Forfar;
(vii) Second floor flat, namely 29 Hill Street, Montrose; and
(viii) Second floor flat, namely 29 Hill Street, Montrose.
(b) Making
There was submitted Report No 997/98 by the Director of Environmental and Consumer Protection regarding a property which failed to meet the "tolerable standard" as prescribed in the Housing (Scotland) Act 1982.
The Committee agreed to recommend that a Closing Order be placed on the 4 apartment lower flat, 20 Leysmill, Leysmill, by Arbroath.
5. BEYOND THE TOLERABLE STANDARD
It was reported that the Scottish Office had issued a consultation paper on proposed revisions to the "Tolerable Standard" for housing, which had remained largely unchanged since its introduction in 1969. The Standard set minimum acceptable standards for basic amenities in housing provision in Scotland.
The Committee noted that views on the paper were to be submitted to the Scottish Office by 15 October 1998, and consultation was underway between the Housing, Planning and Transport and Environmental and Consumer Protection Departments of the Council, with a view to returning comments to the Scottish Office by the deadline. No major amendments were proposed in the paper, but it was recognised that condensation dampness was an important issue.
The Committee agreed that the appropriate officers of the Council compile a response to the paper for submission to the Scottish Office by the deadline and that a Report be submitted to this Committee on 10 November 1998.
6. COMMUNAL TV AERIAL SYSTEMS, BORROWFIELD AREA, MONTROSE
With reference to Article 5 of the minute of meeting of this Committee of 26 May 1998, it was reported that the communal TV systems within the Borrowfield area, Montrose were regularly breaking down due to the age of the systems and the penetration of water into the underground cable ducts between blocks of houses.
The Committee noted that the cost of replacing the communal systems with individual aerials for Council tenants only, and providing a new communal satellite system in the block of flats at Langley Avenue and Newmanwalls Avenue, would not exceed £10,000 and could be met from the Housing Planned Maintenance Budget for 1998/99.
The Committee approved the proposed replacement of the communal aerial system.
7. ANNUAL COUNCIL HOUSE GARDEN COMPETITION
With reference to Article 7 of the minute of meeting of this Committee of 14 April 1998, there was submitted Report No 995/98 by the Director of Housing on the results of the annual Council House Garden Competition for 1998.
The Committee agreed:-
(i) to note the list of prize winners set out in Appendix 1 to the Report and that the award ceremony had already taken place; and
(ii) to thank Mr Clive Meldrum, Silverwells Garden Centre, Arbroath, for sponsoring the competition.
8. GARAGE SITES IMPROVEMENT PROGRAMME
There was submitted Report No 979/98 by the Director of Housing advising members of the Housing Department’s Garage Site improvement programme, and the various factors which affected its implementation.
The Report concluded that the 70 garage sites owned by the Housing Department, on which car owners erected their own wooden garages, had, to some extent, received little attention in recent years and it was hoped that, by raising the issues highlighted by a recent survey, this state of affairs could be addressed and a planned programme of improvement and review initiated.
The Committee agreed:-
(i) to approve a rolling improvement programme of sites based on a division of available annual budget between lighting and resurfacing requirements;
(ii) to approve a review of leasing charges to reflect the costs of the improvement programme;
(iii) to approve the enforcement of garage type and construction rules and guidelines;
(iv) to approve the pursuit of unauthorised users of garage sites for servitude right of access payments;
(v) to approve an application to the Environmental Trust for Landfill Tax monies to fund habitat creation and soft landscaping enhancements on suitable sites; and
(vi) to approve discussions with appropriate consultants leading to the selling of sites suitable for development.
9. BEST VALUE - SERVICE REVIEW VOID MANAGEMENT
With reference to Article 13 of the minute of meeting of this Committee of 26 May 1998, there was submitted Report No 994/98 by the Director of Housing which gave details of the Housing Department Service Review on Void Management.
The Report advised that it was proposed, from 1 November 1998, to introduce various measures to provide management information which would enable the Housing Department to monitor key aspects of the void process. In particular, information on refusal rates and reasons measured by town, size and type could be monitored and appropriate management measures taken to minimise voids and thus prevent the Angus Void Performance deteriorating in line with the national trend.
The Committee noted the contents of the Void Management Service Review and agreed:-
(i) to accept the findings that the current service was above acceptable standard;
(ii) to accept the Service Improvement Plan; and
(iii) to ask the Director of Housing to report back on the implementation of the Service Improvement Plan after it had been in operation for a period of one year.
10. BEST VALUE - ACTIVITY BASED COST MANAGEMENT - PILOT PROJECT
There was submitted Report No 975/98 by the Director of Housing regarding a proposed pilot project for activity based cost management within the Housing Department.
The Report advised that the project objectives would be:-
(i) to enable relevant staff to acquire an understanding of the business practice behind activity based costing through a focus group in a workshop style setting;
(ii) to develop existing awareness and understanding among staff of process mapping and an appreciation of how this technique would form part of the review;
(iii) to provide direction in the gathering of relevant information in relation to the requirement of the activity based costing project;
(iv) to produce high level financial activity based costing data by quantifying direct staff costs, information technology, property and consumable costs;
(v) to identify key services and customer groupings for activity based costing analysis; and
(vi) to encourage staff to contribute suggestions and ideas for improvement and change in service delivery.
The Committee agreed that a pilot project in regard to activity based cost management be undertaken in respect of the rent collection, accounting and arrears recovery service within the Housing Department at an estimated cost of £3,600.
11. NEW HOUSING PARTNERSHIPS - THE NEXT PHASE
There was submitted Report No 978/98 by the Director of Housing which provided information on the further development of New Housing Partnerships.
The Report advised that the Scottish Office Development Department had indicated that, as a result of the Comprehensive Spending Review, the Government had decided on a major expansion in its New Housing Partnerships Programme. Over the three years 1999-2002, an additional £278m was to be made available to support new projects which met the criteria for New Housing Partnerships.
It was also reported that some funding would be made available for development or regeneration partnership work but it was indicated that New Housing Partnership resources were not intended to be used for stock which was to remain in Council ownership, nor for repair grants for owner-occupied stock. New Housing Partnership resources could be used for demolition, land acquisition and new build or a combination of these.
Members expressed concern that the proposals would provide a reduced service to tenants and reiterated that they were opposed to wholesale stock transfer, although willing to give consideration to very small scale transfers in certain circumstances.
The Committee agreed:-
(i) to note the range of projects which might be eligible for new funding in the period 1999-2002; and
(ii) that no bid be submitted for 1999-2000 New Housing Partnerships funding.
12. PERFORMANCE IN REGARD TO THE MANAGEMENT OF RENT ARREARS
There was submitted Report No 974/98 by the Director of Housing which advised members on the outturn Rent Arrears Performance Indicators, at the end of the 1997/98 financial year.
The Committee agreed to note the continuing good performance of the Department in relation to control of rent arrears and that the Council had been invited to give a presentation at the forthcoming Chartered Institute of Housing workshop on the subject.
13. DEFAULT SUPPLIERS FOR GAS AND ELECTRICITY SUPPLIES
There was submitted Report No 980/98 by the Director of Housing advising members of the issues arising from deregulation of gas and electricity supplies and the implications for the Housing Department and its tenants.
The Report indicated that deregulation of the domestic gas and electricity markets was causing complications for Angus Council as a social landlord, and confusion for householders. By nominating a preferred supplier the Council could remove these complications and, at the same time, clarify the situation for tenants, whilst benefiting from the other advantages that a marketing alliance would bring.
The Committee agreed that the Council negotiate preferred default supplier arrangements for both domestic gas and electricity supplies to Council houses.
14. COMPREHENSIVE, INTEGRATED HOUSING MANAGEMENT SYSTEM AND ASSOCIATED SERVICE - SELECTION OF CONTRACTORS
With reference to Article 14 of the minute of meeting of the Finance and Information Technology Committee on 1 September 1998, there was submitted Joint Report No 944/98 by the Directors of Housing, Finance, Information Technology and Law and Administration advising the Committee of progress being made in assessing options for purchasing an Integrated Housing Management system.
The Committee noted the terms of the Report and agreed to homologate the decision of the officers to forward tender documents to the four firms as detailed in the Report.
15. CURRENT HOMELESSNESS SITUATION IN ANGUS
There was submitted Report No 971/98 by the Director of Housing setting out statistical and performance information in relation to homelessness applications dealt with in Angus over the last 10 years.
The Report highlighted the significant and continually growing problem of homelessness in Angus and suggested how best to address and manage this trend.
The Committee agreed:-
(i) to note the sizeable increase in case load, anticipated future influences, declining performance indicator and the management/supervisory needs outlined; and
(ii) to ask the Director of Housing to bring forward a Report recommending what action was required to resolve problems caused by the increasing workload.
16. CRIME AND DISORDER ACT 1998 - ANTI-SOCIAL BEHAVIOUR ORDERS - EXTENDED POWERS OF EVICTION
It was reported that the Scottish Office had recently issued two draft guidance papers regarding measures to be introduced under the Crime and Disorder Act 1998.
The first guidance paper related to Anti-Social Behaviour Orders and comments had been requested by 23 October 1998.
The second paper related to guidance on extended powers of eviction and comments were required by 6 November 1998.
The Committee noted:-
(i) that a small Working Group comprising representatives from the Housing, Social Work and Law and Administration Departments was currently examining the two draft guidance papers in order that comments on each might be submitted by the relevant date; and
(ii) that the comments submitted to the Scottish Office would be submitted to the November meeting of this Committee for information.
17. HOUSING CAPITAL PROGRAMME - HRA BLOCK 1998/99
There was submitted Report No 984/98 by the Director of Finance on the Housing Capital Programme - HRA Block - 1998/99, detailing the latest estimate for the year and also the spend figures to the end of August 1998.
The Committee noted the figures presented and agreed that the total programme remain at £6.470m.
The following item, was on the determination of the Convener, dealt with as a matter of urgency because of the need to update members of this Committee prior to the improvement works being started.
18. PROPOSED PROGRAMME OF REFURBISHMENT OF LOCAL HOUSING OFFICES AND FURTHER DEVELOPMENT OF ACCESS OFFICES
With reference to Article 22 of the minute of meeting of the Policy and Resources Committee of 8 September 1998, there was submitted Joint Report No 564/98 by the Chief Executive, Director of Property Services, Director of Personnel, Director of Finance and Director of Housing proposing a programme of refurbishment of local Housing Offices, the provision of local ACCESS Offices and suggesting methods of funding and timetables for implementation.
The Report concluded that there was a need to make improvements to a number of local Housing Offices and that there was also an opportunity to combine such a programme of improvements to include making provisions for ACCESS Office services.
The Committee agreed to note the contents of the Report for its interest.
19. EXCLUSION OF PUBLIC AND PRESS
The Committee resolved, in terms of Standing Order 27(2), that the public and press be excluded from the meeting during consideration of the undernoted items to avoid disclosure of information which was exempt in terms of Paragraphs 1, 2, 6, 8, 9 and 10 of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973.
20. COMMUNITY SELF-BUILD, STRATHAIRLIE, ARBROATH
There was submitted Report No 981/98 by the Director of Housing regarding the results of a tender for the feasibility of Community Self-Build at Strathairlie, Arbroath.
The Committee agreed that the tender submitted by Gowrie Housing Association for the sum of £5,000 to investigate the feasibility of Community Self-Build at Strathairlie, Arbroath be accepted.
21. PROPOSED REPURCHASE OF 46 GALLOWSHADE ROAD, FORFAR
There was submitted Report No 983/98 by the Director of Housing which recommended the repurchase of the property situated at 46 Gallowshade Road, Forfar.
The Committee noted the Report and agreed:-
(i) to the repurchase of 46 Gallowshade Road, Forfar; and
(ii) to approve the proposal that the property be utilised as temporary Homeless Persons Accommodation until detailed plans for the future of the entire area had been confirmed.
22. DISPOSAL OF SHOP UNIT AT 2 GRAMPIAN PARK, FORFAR
There was submitted Report No 976/98 by the Director of Housing regarding the disposal of a shop unit at Grampian Park, Forfar.
The Committee recommended that the shop unit at 2 Grampian Park, Forfar be sold to Gray Guild Kitchens Limited at a valuation of £21,000 with the purchasers meeting all the Council's legal and survey expenses.
23. DISPOSAL OF BIN STORE/SHEDS TO REAR OF 57-73 GRANT ROAD, ARBROATH TO ANGUS HOUSING ASSOCIATION LIMITED
There was submitted Report No 982/98 by the Director of Housing recommending that permission be granted to Angus Housing Association to demolish bin stores/sheds to the rear of 57-73 Grant Road, Arbroath with the subsequent disposal of Angus Council's area of ground to the Association.
The Report indicated that a large area of land at Strathairlie had already been sold to Angus Housing Association to allow redevelopment and the further area of land now required was minimal and contained a bin store and sheds which were not in use.
The Committee agreed:-
(i) that Angus Council grant immediate permission for Angus Housing Association Limited to demolish a bin store and three sheds to the rear of 57-73 Grant Road, Arbroath, which were in the Council's ownership; and
(ii) that permission be granted to enter into negotiations regarding the formal disposal of the ground.
24. NEW HOUSING PARTNERSHIPS - 1998/99 FUNDING
There was submitted Report No 977/98 by the Director of Housing advising members that a bid had been submitted for funding under the latest round of the New Housing Partnerships Initiative.
The Committee homologated the action taken to submit a bid for a share of the remaining £2m for 1998/99 New Housing Partnerships to assist in the regeneration of the Strathairlie area of Arbroath.
25. SERIOUS ARREARS CASES - HOUSING REVENUE ACCOUNT TENANTS
There was submitted Report No 998/98 by the Director of Housing regarding serious arrears of rent in respect of two Council house tenants as detailed in the Appendix to the Report.
The Director of Housing gave up to date information on each case, following which the Committee agreed that both cases be monitored but that approval be given to evict if regular payments to reduce the arrears were not received.
26. TENDERS
(a) Modernisations at 10, 12 and 14 Laurelbank, Forfar
There was submitted Report No 1006/98 by the Director of Property Services on tenders received for the modernisation of properties at 10, 12 and 14 Laurelbank, Forfar.
The Committee approved the terms of the Report and agreed:-
(i) to authorise acceptance of the lowest tender for the several works, being that submitted by R S Hill, Joiners and Building Contractors, Forfar, in the amount of £85,796.54;
(ii) to approve the estimated total cost of £103,609 (at out-turn prices);
(iii) to note that an allowance of £75,000 for this project had been made in the approved 1998/99 HRA Housing Capital Programme and that the additional expenditure would be contained within the overall allowance for modernisations within the programme; and
(iv) to note the additional revenue expenditure arising from this project.
(b) External Refurbishment and Environmental Improvements at Warddykes, Arbroath, Phase 4
There was submitted Report No 1004/98 by the Director of Property Services on tenders received for the external refurbishment and environmental improvements to 12 properties at Warddykes Avenue, Arbroath - Phase 4.
The Committee approved the terms of the Report and agreed:-
(i) to authorise acceptance of the lowest tender for the several works, being that submitted by Inwood (Builders) Limited, Forfar, in the amount of £140,412.15;
(ii) to approve the estimated total cost of £156,666 (at out-turn prices);
(iii) to note that allowance for this project had been made in the approved 1998/99 HRA Housing Capital Programme; and
(iv) to note the additional revenue expenditure arising from this project.
(c) External Refurbishment and Environmental Improvements at Warddykes, Arbroath - Phase 5
There was submitted Report No 1005/98 by the Director of Property Services on tenders received for the external refurbishment and environmental improvements to 12 properties at Warddykes Avenue, Arbroath - Phase 5.
The Committee approved the terms of the Report and agreed:-
(i) to authorise acceptance of the lowest tender for the several works, being that submitted by Inwood (Builders) Limited, Forfar, in the amount of £140,638.71;
(ii) to approve the estimated total cost of £156,918 (at out-turn prices);
(iii) to note that allowance for this project had been made in the approved 1998/99 HRA Housing Capital Programme; and
(iv) to note the additional revenue expenditure arising from this project.
The following matter, was on the determination of the Convener, dealt with as a matter of urgency, to allow the transfer of the posts to proceed.
27. TRANSFER OF SHELTERED HOUSING POSTS
There was submitted Joint Report No 1007/98 by the Director of Social Work, Director of Housing and Director of Personnel regarding the proposed transfer of posts in Angus Council Sheltered Housing Complexes from the Social Work Department establishment to that of the Housing Department, where the posts would be funded from the Housing Revenue Account.
The Report advised that it was proposed that all sheltered housing posts be transferred to the Housing Department establishment with effect from 1 October 1998. At this time, the Housing Department would assume full responsibility for staff in Angus Council Sheltered Housing Complexes and all such posts would be funded from the Housing Revenue Account.
The Committee noted and approved the terms of the Report for its interest and agreed that a further Report on the financial implications be submitted to this Committee in due course.