Meeting documents

     HOUSING AND ECONOMIC DEVELOPMENT COMMITTEE

     Minutes of the meeting of the Committee held on

     27 July 1998

     PRESENT

     Cllr Mrs C C Martens (in the Chair)

Cllr Mrs F G Bettison

Cllr J M Campbell

Cllr A D Collingwood

Cllr D A E Cox

Cllr D G Fieldhouse

Cllr A Gielgud

Cllr S H Graham

Cllr D A B Green

Cllr P J Herschel*

Cllr R W Jennings

Cllr Mrs V A Letheren*

Cllr B R Pollock

Cllr Mrs J Riddington

Cllr Mrs J S R Waite

(Apologies for absence were received from Councillors P J Cartwright and I M Coleman).

* Standing Deputies

1.     MINUTES

RESOLVED: That the Minutes of the meeting of the Committee held on 1 June 1998 be approved as a true record and signed by the Chairman.

The substantive Minutes discussed at the meeting held on 6 July 1998 were as follows:-

Minute No 2 - Council Flats - Potential for Improvements

The Panel received a presentation from Professor Alice Coleman following her commission to consider and investigate proposals for a comprehensive redevelopment of certain Council owned properties in the District.  The Panel also received advice from representatives of TPAS on the proposals and noted the skills TPAS could contribute to facilitate this process.  The Panel has authorised the officers to carry out further investigations to assess the relative merits of the potential options.

Minute No 5 - Shiplake House, Fishermans Way, Bourne End

Following the carrying out of a tenant consultation exercise of the flats at Shiplake House, the Panel has agreed to progress to the next stage the proposal to convert Shiplake House (currently designated for Aged Persons) to Ageneral needs@ accommodation, and to consider feasibility plans and costings for conversion at a future meeting.

Minute No 6 - External Auditor=s Recommendations - Progress Report

In accordance with the Panel=s performance review and monitoring programmes, Members received a report detailing the action taken since the Council=s external auditor=s recommendations were formally received by the Policy and Resources Committee.

Minute No 7 - Audit Commission Performance Indicators - 1997/98 and 1998/99

Details of the projected outturn position for 1997/98 and targets set internally were submitted.  The Panel noted this position and confirmed the 1998/99 targets set for the services under the responsibility of the Panel.

Minute No 8 - Performance Indicators - Tourist Information Centres

Performance results for the Tourist Information Centres at Marlow and High Wycombe for 1997/98 were submitted and noted.  The Panel agreed the performance figures for 1998/99.  

Minute No 9 - Revenue and Capital Budgetary Control

The submission of statements of the 1997/98 revenue outturn position for general fund and housing revenue account for the Housing and Economic Development Committee together with a three-month statement of spend against budget for both revenue and capital schemes for 1998/99 was received.  The Panel noted the explanation for the variation between estimate and outturn and the general fund element of its work and for the housing revenue account.

Minute No 10 - Best Value - Policy and Service Review

The Panel considered the first in-depth policy and service review of the Environmental Health service, together with a service review timetable, action plan for the Housing Division comprising customer care, voids, resident wardens and repairs and maintenance, and the Environmental Health service overview and policy and service review for renovation grants.

The Panel approved the timetable submitted and action plan for the Housing Division and policy and service review for renovation grants.  Members also agreed that an additional meeting be held in March 1999 to consider a report on the issues identified, the results of the customer consultation and proposals for the annual performance plan for the renovation grant service.  The Panel recommended that the Housing and Economic Development Committee should grant delegated authority to the Panel to agree an annual performance plan for renovation grants.

Minute No 11 - Housing Services Division - Performance Data

Details of the Business Unit=s performance data for the Housing Services Division based on a range of performance indicators were submitted.  The action being taken in certain areas was noted by the Panel.

RESOLVED: That the Minutes of the meeting of the Housing and Economic Development Panel held on 6 July 1998 be received and the recommendation contained in Minute No 10 be approved and adopted.

3.     HOUSING INVESTMENT PROGRAMME BID 1999/2000

The Committee was invited to consider the process to be adopted in order for the Council=s draft HIP=s bid to be considered for submission to the Department of the Environment, Transport and the Regions by 4 September 1998.

Details of the overall sums allocated to the Council for the last four financial years were submitted, and Members noted that in view of the timescales involved it was suggested that the Director of Property and Housing in consultation with the Committee Briefing Group be authorised to determine the final content of the HIP bid which incorporated the Local Housing Strategy document.  Members were invited to forward any individual views or suggestions on the HIP submission to their respective Group Member.  

RESOLVED: (i)  That the Director of Property and Housing in consultation with the Housing and Economic Development Committee Briefing Group be authorised to determine the final content of the Council=s HIP=s bid which incorporates the Local Housing Strategy document; and

(ii) that the meeting of the Briefing Group be held at 12.30pm on Thursday, 20 August 1998.

The Committee=s comments were invited on a report being submitted to a special meeting of the Planning, Environment and Transportation Committee on 28 July 1998 which identified the main implications and the recommended response to SERPLAN=s draft strategy which it was intended to form the basis of Government guidance for land use planning in the South-East up to the year 2016.

The draft strategy which identified important policies sought to achieve a combination of encouraging the economic success of the region and maintaining a high quality of environment, together with producing a more sustainable pattern of development, better use of the urban areas in the region and producing a change from unnecessary use of the private car to greater use of improved public transport.

It was noted that the levels of housing suggested by SERPLAN were less than the projections of the Government, and that the draft strategy would provide a framework for sustainable development across the region which were covered in six policy themes.  Following the detailed exercise being carried out Members noted that the middle housing option was being recommended to the Committee to support as the Council=s response to SERPLAN.

A Member advised the Committee that the Council would need to be able to defend the option it decided on at any inquiry and that protecting the economy of the area was also a very important aspect.  Reference was also made to the need for significant Government assistance to be obtained to develop Abrown field@ sites in some instances.  The Director of Planning, Transport and Development undertook to review this suggestion and include reference to it in the Council=s response to SERPLAN.

Another Member referred to proposals for energy efficiency in all new properties in the District, and the Committee agreed that reference to energy efficiency should also be included in the Council=s response to SERPLAN.

RESOLVED: (i)  That the Planning, Environment and Transportation Committee be advised that the Committee supports the following aspects of the recommended response to AA Sustainable Strategy for the South East@:

Regional Variations     - Commentary 4

Housing Provision     - Commentary 5

Theme 2  Encouraging

          Economic success     - Commentary 10-14

Theme 3  Opportunity and

Equity           - Commentary 15-21

Theme 4  Regeneration and

Renewal           - Commentary 22 and 24;

(ii) that the Committee=s comments on energy efficiency be highlighted and included in the Council=s response to SERPLAN.

The report before the Committee set out a suggested course of action of the working balance and capital receipt initiative monies in order to utilise these sums before the end of the 1998/99 financial year.

The Committee was reminded that the Council=s external auditors had recommended that the level of working balances for the housing revenue account should not be allowed to fall below the level of ,1.2M in order to provide a sufficient barrier against unforseen commitments.  The current working balance was ,2.1M.  No change in the priorities already agreed by the Committee were proposed.

A recent stock condition survey had identified substantial amounts of work in order to bring the housing stock up to the required standard.  These works included AP bedsit conversions, central heating and window replacements.  It was also agreed to extend the  A P Bedsit conversion programme.

RESOLVED: (i)  That the additional available monies, up to a maximum amount of ,1.2 million be utilised to extend the modernisation, conversion and Duplex programmes by the use of ,700,000 from working balances and ,500,000 from the Capital Receipt Initiative; and

(ii) that copies of the 1998/99 Modernisation/ Improvement programme be circulated to all Members of the Committee.  

6.     FILE ON ACTION TAKEN UNDER DELEGATED POWERS

The file on action taken under delegated powers since the last meeting was submitted for the Committee=s attention.  (File Sheet Nos: 153-158).

A Member referred to the existing and future rental arrangements arising from the Bucks Association of Mental Health move from 46 St Mary Street to 260 Desborough Road.  The Director of Property and Housing undertook to supply the Member with the information requested.

7.     INFORMATION SHEETS

The Committee received an Information Sheet distributed since the last meeting.  (Issue No: 25/98).

EXCLUSION OF THE PRESS AND PUBLIC

RESOLVED: That pursuant to S100(A)(iv) of the Local Government Act 1972 the press and public be excluded from the meeting during consideration of Minute Nos 20-23 because of their reference to matters which contain exempt information as defined in paragraphs 1 (staffing), 4 (information relating to any particular applicant), 9 (Terms proposed) of Schedule 12A to the aforementioned Act as set out on page 7 of the agenda.

8.     FUTURE DIRECTION FOR HOUSING

The Committee was reminded that the Council=s HIP submission was now based on a three-year plan, and that consideration needed to be given to the future of the Council=s housing stock.  The detailed report and appendix before the Committee followed the appointment of Chapman Hendy Associates to carry out an appraisal of the options available to the Committee in the future management of the Housing service, and consider the implications of each option put forward.  Members were reminded that the decision to review the options had resulted following the existing financial regime imposed on the Council, and that a recent stock condition survey had indicated that there was a continuing need to invest in the stock over and above the resources which were currently being made available.  Members were advised that the full Chapman Hendy report would be available in the Members= Room.

The Committee received a detailed slide presentation from the Council=s Head of Financial Services which clarified the comments made in the appendix submitted.

In discussing the advantages and disadvantages arising from the slide presentation, the Committee considered that it would be prudent to take the preliminary steps outlined in the slide presentation and continue investigations, providing that expenditure could be kept to a minimum in pursuing this matter and that the Council=s interest be registered with the Department of the Environment, Transport and the Regions.

Members were conscious of the need to protect tenants= interests in this matter and a Member identified five areas where it would be advantageous for the Members to receive further information.  The Director of Property and Housing undertook to advise Members of the information requested by means of an exempt Information Sheet.

RESOLVED: That the Policy and Resources Committee be asked to support the courses of action outlined in the report submitted.

9.     PRIVATE FINANCE INITIATIVE

The Director of Property and Housing was currently investigating a method of financing new-build affordable schemes in partnership with Housing Associations.  The report before the Committee updated Members on the progress of these investigations.

Members were advised of the response from the Department of the Environment, Transport and the Regions following the Council=s submission to the Department for approval in principle to the proposal.

RESOLVED: (i) That the Director of Property and Housing be authorised to continue investigations into the possibility of a private finance initiative for the provision of affordable/social housing in partnership with a housing association; and

(ii) that a further report on this matter be submitted to the next meeting of the Committee.

The Committee received the file on exempt action taken under delegated powers since the last meeting (Sheet Nos 75-76).

11.     HOUSING SERVICES DEVELOPMENT

The Committee was reminded that defined activities within the Housing Management Division were subjected to competitive tendering and a contract awarded to the in-house team.  The contract commenced on 1 April 1997.

The effect of the competition had resulted in a reduction in the number of staff required with additional work to ensure financial viability.  Members noted that a great deal of effort had been exerted by the in-house team to meet the specification requirements and that these efforts had been hampered by maternity leave, staff replacement, long-term illness and the need to employ agency staff at short notice.

The first year=s costs had been contained within budget but there were several elements of the contract which had not been managed satisfactorily and the current management approach had failed to find effective solutions.

The report before the Committee followed in-depth investigations and sought to address these issues and also enable the contract to remain within the financial limits and terms previously agreed.  

In discussing the current situation and changes suggested Members noted the existing staffing structure of the Housing Management Division and the staffing structure proposed.  Details of the changes in responsibilities and working practices of several members of staff arising from this were noted.

The Committee was of the view that the in-house team would continue to struggle to meet all its requirements unless improvements were introduced.  Sections of the Housing Management Division required changes in resourcing to maintain an adequate service including supervision of the new private contractors and to ensure the further development of the voids programme.

RESOLVED: That the report submitted be noted; and

(ii) that the management changes set out in the report be agreed to be implemented with immediate effect.

(The Meeting commenced at 7.00pm and concluded at 10.10pm)

     _______________

     CHAIRMAN

The following officers were in attendance at the meeting:-

Mr H Potts               -     Director of Property and Housing

Mr W Holkham          -     Head of Housing Client Services

Mr J Piddington          -     Head of Financial Services

Mr D Ruddock          -     Assistant District Solicitor

Mr D Turner          -     Head of Planning Policy and Economic Development

Mr A Small               -     Principal Accountant

Mr R G Key          -     Principal Administrator, Committee Services