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ANGUS COUNCIL
MINUTE of MEETING of the HOUSING COMMITTEE held in the Town and County Hall, Forfar on Tuesday 9 November 1999 at 4.20 pm.
Present: Councillors FRANK ELLIS, ALISTAIR GRAY, IAN ANGUS, BILL CROWE, STEWART McGLYNN, GLENNIS MIDDLETON, JOY MOWATT, ROBERT MYLES, PETER NIELD, GEORGE NORRIE, BILL ROBERTON and SHEENA WELSH.
Councillor ELLIS, Convener, in the Chair.
1. MINUTES
(a) Previous Meeting
The minute of meeting of this Committee of 28 September 1999 was approved as a correct record and signed by the Convener.
(b) Executive Sub-Committee
The minute of meeting of the Housing Executive Sub-Committee of 26 October 1999, a copy of which is appended hereto, was submitted and noted. (APPENDIX)
2. 2000/01 REVENUE BUDGET
There was submitted Report No 1129/99 by the Director of Finance advising the Committee of the latest position with regard to the preparation of the other Housing Departmental 2000/01 Revenue Budget and associated issues. Appended to the Report was a summary of the Departmental Provisional Base Budget for 2000/01 as submitted to the Director of Finance and subsequently reviewed by the Technical Validation Group.
The Committee agreed:-
(i) to note the contents of the Report for its interest at this stage in the budget process; and
(ii) to note that more detailed Reports with specific recommendations would be brought forward later in the budget cycle.
3. HOUSING CAPITAL PROGRAMME - HRA BLOCK - 1999/2000
With reference to Article 4 of the minute of meeting of this Committee of 28 September 1999, there was submitted Report No 1125/99 by the Director of Finance regarding the Housing Capital Programme - HRA Block 1999/2000 detailing the latest estimate for the year and the spend figures to the end of October 1999. A combination of additional capital receipts and recently identified programme revisions had necessitated adjustments to the Programme and performance would continue to be carefully monitored.
The Committee agreed:-
(i) to note the figures presented for the Housing Capital Programme - HRA Block for 1999/2000; and
(ii) to note that the total programme had been adjusted to £6.274m giving an over-estimate of £0.074m and that this was being closely monitored.
4. MILLENNIUM OPERATING REGIME PROCEDURES
There was submitted Report No 1104/99 by the Director of Housing advising the Committee of the main operating procedures applicable in relation to outwith office hours contacts over the Millennium holiday period. The Report detailed what was, in effect, a continuation of the well established holiday and outwith office hours cover for emergency scenarios over the Millennium period and no additional measures were considered necessary.
The Committee agreed to note the terms of the Report.
5. CUSTOMER SERVICE AND QUALITY (SERVQUAL) SURVEY RESULTS
With reference to Article 4 of the minute of meeting of the Contract Services Committee of 2 June 1998, there was submitted Report No 1115/99 by the Director of Housing informing the Committee of the main findings of a Customer Service and Quality (SERVQUAL) Survey carried out with a sample of Council tenants.
The Report advised that public sector organisations needed to ensure that they were providing quality services that matched customer expectations as closely as possible. This was fundamental to ensuring Best Value in service provision. The SERVQUAL methodology employed by the Housing Department had identified those elements of the service that were most important to its customers. The results indicated that generally the service provided was of a high quality. It had also highlighted where customers felt that the service provided did not meet their expectations. The results would allow the Department to identify the work that needed to be done to bridge the gaps between those expectations and customers perceptions of how well the service was provided. The questionnaire results, and detailed comments made by respondents, would be invaluable in identifying areas for improvement and targeting resources (human and financial) to make the improvements.
The Committee agreed:-
(i) to note the findings of the Report which recognised that the Housing Department was delivering good service; and
(ii) to accept the recommendation that further analysis be carried out in order to improve the quality of the housing service.
6. HOME ENERGY CONSERVATION ACT (HECA) - FIRST PROGRESS REPORT
With reference to Article 7 of the minute of meeting of this Committee of 25 May 1999, members were advised that under the terms of the Home Energy Conservation Act 1995, Angus Council had to report periodically to the Scottish Executive on the progress being made towards achieving the energy efficiency targets set out in the Council’s HECA strategy.
Two years on from that document being published in November 1997, the initial progress report was now required to be submitted to the Scottish Executive by 31 January 2000. This was a change from the original notification which asked for the report by 31 October 1999. Due to the timing of this deadline, the report would be forwarded to the Scottish Executive by the required date and subsequently submitted to the Housing Committee on 22 February 2000 for homologation.
The Committee agreed to note the position.
7. COMMUNITY SELF BUILD, STRATHAIRLIE, ARBROATH
With reference to Article 19 of the minute of meeting of this Committee of 25 May 1999, there was submitted Report No 1116/99 by the Director of Housing recommending that three blocks of flats at Strathairlie, Arbroath be demolished in order to clear the site for a Community Self-Build project.
The Report indicated that the three remaining unimproved blocks were in poor physical condition and would require considerable investment to renovate them to an acceptable standard. Community Self-Build would bring wider benefits to individuals and the community, and would tie in with the trend towards inclusion and empowerment. Consequently, demolition and clearance would allow a new build project to proceed on the site, and recycling and use of materials from the buildings would be in keeping with sustainable development principles.
The Committee agreed:-
(i) to note the contents of the Report;
(ii) to approve the rehousing of the remaining tenants at 110-120 Airlie Crescent, 68-90 and 107-117 Strathmore Avenue and the payment of any subsequent home loss and disturbance compensation; and
(iii) to the demolition of 110-120 Airlie Crescent, 68-90 and 107-117 Strathmore Avenue and the temporary landscaping of the site.
8. CLOSING ORDERS
There was submitted Report No 1124/99 by the Director of Environmental and Consumer Protection regarding two properties which failed to meet the "Tolerable Standard" as prescribed in the Housing (Scotland) Act 1982.
The Committee agreed to recommend that Closing Orders be placed on Smithy House, Netherton of Melgund, Brechin and 11 Church Street, Edzell.
9. COUNCIL HOUSE SALES
With reference to Article 7 of the minute of meeting of this Committee of 10 August 1999, there was submitted and noted Report No 1126/99 by the Director of Finance detailing Council House sales for the period to 30 September 1999.
10. BEST VALUE SERVICE REVIEW - COUNCIL HOUSE SALES
With reference to Article 10(b) of the minute of meeting of the Policy and Resources Committee of 26 October 1999, there was submitted Joint Report No 1079/99 by the Director of Housing and the Director of Law and Administration formally presenting the findings of the Best Value Service Review Team set up jointly by the Housing and Law and Administration Departments on Council House sales.
The Report indicated that the review had identified a number of different issues, mostly of a minor nature, which required to be addressed. The main conclusion of the review, however, was that the current standard of the service was acceptable and that this was supported by the high level of public satisfaction indicated from the customer survey. Issues identified by the Review Team were detailed in the Service Improvement Plan attached to the Report with a copy of the Service Review Report available in the Members’ Lounge.
The Committee, for its interest, agreed:-
(i) to note the contents of the Report of the Best Value Service Review Team on Council House Sales; and
(ii) to approve the implementation of the recommendations of the Service Improvement Plan as set out in the Appendix to the Report.
11. 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 following items so as to avoid the disclosure of information which was exempt in terms of Part 1 of Schedule 7A to the Local Government (Scotland) Act 1973, paragraphs 3, 4, 6, 8, 9 and 10.
12. COUNCIL HOUSE SALES - QUARTERLY SCHEDULES
With reference to Article 22 of the minute of meeting of this Committee of 10 August 1999, there was submitted and noted Report No 1127/99 by the Director of Finance which detailed individual Council House sales for the second quarter of 1999/2000.
13. IMPROVEMENT GRANT APPLICATIONS APPROVED UNDER DELEGATED AUTHORITY
With reference to Article 10 of the minute of meeting of this Committee of 28 September 1999, there was submitted and noted Report No 1085/99 by the Director of Planning and Transport detailing the applications for Improvement Grants totalling £27,821, which had been approved under delegated authority.
14. REPAIR GRANT APPLICATIONS APPROVED UNDER DELEGATED AUTHORITY
With reference to Article 11 of the minute of meeting of this Committee of 28 September 1999, there was submitted and noted Report No 1086/99 by the Director of Planning and Transport detailing the applications for Repair Grants totalling £24,980, which had been approved under delegated authority.
15. SERIOUS ARREARS CASES - HOUSING REVENUE ACCOUNT TENANTS
There was submitted Report No 1128/99 by the Director of Housing regarding serious arrears of rent in respect of 25 Council House tenants as detailed in the Appendix to the Report.
The Director of Housing reported on the up-to-date situation on each case, following which the Committee agreed:-
(i) that cases 1, 2, 4, 9, 11, 12, 13, 14, 15, 16, 17, 20, 21, 22, 23 and 25 be monitored but that approval be given to evict if regular payments to reduce the arrears were not received;
(ii) that action on cases 3, 5, 6, 8 and 10 be suspended meantime and that a further Report be brought to the Committee by the Director of Housing at a future date; and
(iii) to note that in cases 7, 18, 19 and 24, the rent arrears had been cleared.
16. REPAIRS NOTICE - 54 BRIDGE STREET, MONTROSE
There was submitted Report No 1131/99 by the Director of Planning and Transport advising the Committee on the background to a request for the Council to serve a Repairs Notice and the reasons for recommending against such action.
The Committee agreed that the request to serve a Repairs Notice in respect of roof repairs at 54 Bridge Street, Montrose, be declined.
17. TENDERS
(a) Environmental Improvements at Brown Street and Smieton Street, Carnoustie
There was submitted Report 1120/99 by the Director of Property Services reporting on tenders received for the external upgrading of the corner block of properties at 5-15 Brown Street and 2, 2A and 2B Smieton Street, Carnoustie comprising the formation of pitched roofs over existing flat roofs, new external insulation and render system to the rear of the building, installation of new canopy with supports, new balcony supports, door entry system, TV aerial installation, provision of external lighting and improved stairwell lighting, redecoration works, external door and window replacements, extensive external works including stores, paved areas, landscaping, entrance gates and all associated items of a repair and maintenance nature.
The Committee agreed:-
(i) to authorise the acceptance of the lowest tender for the several works, that of Muirfield (Contracts) Ltd, Dundee, in the amount of £152,068.22;
(ii) to approve the estimated total cost of £182,941 (at outturn prices);
(iii) to note that allowance for this project had been made in the Final Revenue and Capital Budget 1999/2000; and
(iv) to note that the additional revenue expenditure arising from this project (first full year 2001/2002) was £18,300 per annum in respect of loan charges calculated over 20 years.
(b) Deck Access Repairs at Newton Avenue, Newton Crescent, and Fraser Path, Arbroath
There was submitted Report No 1121/99 by the Director of Property Services reporting on tenders received for the removal of existing floor coverings to concrete deck access to flats and the installation of new covering with screed laid to falls and additional rainwater drainage to 2-24 Newton Avenue, 10-32, 66-88, 90-112, 116-136 Newton Crescent, and 10-32, 34-56, 58-80 Fraser Path, Arbroath.
The Committee agreed:-
(i) to authorise the acceptance of the lowest tender for the several works, that of G & B Contractors Ltd., Forfar, in the amount of £52,374;
(ii) to approve the estimated total cost of £59,470 (at outturn prices);
(iii) to note that allowance for this project had been made in the Final Revenue and Capital Budgets 1999/2000; and
(iv) to note that the additional revenue expenditure arising from this project (first full year 2000/2001) was £5,900 per annum in respect of loan charges calculated over 20 years.
(c) Kitchen Replacements at Lordburn Place, Forfar
There was submitted Report No 1122/99 by the Director of Property Services reporting on tenders received for the removal of existing kitchen fittings, rewiring to the kitchen area and the installation of new fitted kitchens, including floor finishes work, general builder’s work and redecoration to 55 houses in Lordburn Place, Forfar.
The Committee agreed:-
(i) to authorise the acceptance of the lowest tender for the several works, that of Muirfield (Contracts) Ltd, Dundee in the amount of £112,515.20; and
(ii) to note that allowance for this project had been made in the approved HRA planned maintenance programme 1999/2000.
(d) Window and Door Replacements, Contract 13, Lower Craigo Street, Queen Street, Seagate and York Place, Montrose
There was submitted Report No 1123/99 by the Director of Property Services reporting on tenders received for the removal of existing windows and doors and their replacement with new timber double glazed windows, the installation of kitchen and bathroom fans and the replacement of insulation in roof spaces to 29 houses in Lower Graigo Street, Queen Street, Seagate, and York Place, Montrose.
The Committee agreed:-
(i) to authorise the acceptance of the lowest tender for the several works, that of Muirfield (Contracts) Ltd, Dundee in the amount of £87,346.53;
(ii) to approve the estimated total cost of £97,829 (at outturn prices);
(iii) to note that allowance for this project had been made in the Final Revenue and Capital Budgets 1999/2000; and
(iv) to note that the additional revenue expenditure arising from this project (first full year 2000/2001) was £9,700 per annum in respect of loan charges calculated over 20 years.
(e) Heating Installations, Contract 5, Wards Road, Brechin - Extension of Contract to include additional properties at Guthrie Park and Maisondieu Lane, Brechin
With reference to Article 13(e) of the minute of meeting of this Committee of 28 September 1999, there was submitted Report No 1119/99 by the Director of Property Services reporting on the addition of 15 houses to the heating installations contract currently being executed by James Lammond and Son, Brechin
The Committee agreed:-
(i) to approve the addition of 15 houses to the contract currently being executed by James Lammond & Son, Brechin;
(ii) to approve the estimated revised total cost of £181,829 (at outturn prices);
(iii) to approve the estimated revised contract sum of £163,051 which represented an overspend in excess of 5% of the original contract sum, reported to the Director of Finance in accordance with clause 6.5 of Financial Regulations;
(iv) to note that the expenditure arising from this project would be accommodated within the Final Revenue and Capital Budgets 1999/2000; and
(v) to note that the revenue expenditure arising from this project (first full year 2000/2001) was £18,200 per annum in respect of loan charges calculated over 20 years.
(f) Window and Door Replacements, Contract 5, Threewells Drive, Forfar - Extension of Contract to include Additional Properties at Threewells Drive, Forfar
With reference to Article 3 of the minute of meeting of the Executive Sub-Committee of the Housing Committee of 30 June 1999, there was submitted Report No 1134/99 by the Director of Property Services reporting on the addition of 33 houses to the window and door replacement contract currently being executed by R S Hill, Douglastown, by Forfar.
The Committee agreed:-
(i) to approve the addition of 33 houses to the contract currently being executed by R S Hill, Douglastown, by Forfar;
(ii) to approve the estimated revised total cost of £210,110 (at outturn prices);
(iii) to approve the estimated revised contract sum of £190,142 which represented an overspend in excess of 5% of the original contract sum, reported to the Director of Finance in accordance with clause 6.5 of Financial Regulations;
(iv) to note that the expenditure arising from this project would be accommodated within the Final Revenue and Capital Budgets 1999/2000; and
(v) to note that the revenue expenditure arising from this project (first full year 2000/2001) was £21,000 per annum in respect of loan charges calculated over 20 years.