Agenda Document Pack - Housing and Community Safety Committee - 19/11/2024
Moray Council · 19 November 2024
Back to Housing and Community Safety Committee — 19 November 2024 and its agenda
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Housing and Community Safety Committee Tuesday, 19 November 2024 NOTICE IS HEREBY GIVEN that a Meeting of the Housing and Community Safety Committee is to be held at Council Chambers, Council Office, High Street, Elgin, IV30 1BX on Tuesday, 19 November 2024 at 09:30. BUSINESS 1 Sederunt 2 Declaration of Group Decisions and Members Interests * 3 Resolution Consider, and if so decide, adopt the following resolution: "That under Section 50A (4) and (5) of the Local Government (Scotland) Act 1973, as amended, the public and media representatives be excluded from the meeting for Item 16 of business on the grounds that it involves the likely disclosure of exempt information of the class described in the relevant Paragraphs of Part 1 of Schedule 7A of the Act.” 4 Minute of meeting dated 10 September 2024 7 - 12 5 Written Questions ** 6 Tenant Survey 2024 Report by Depute Chief Executive (Economy, Environment and Finance) 13 - 24 7 Housing Investment Report to 30 September 2024 Report by Depute Chief Executive (Economy, Environment and Finance) 25 - 42 Page 1
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8 Affordable Housing Investment Programme Report by Depute Chief Executive (Economy, Environment and Finance) 43 - 48 9 Strategic Housing Investment Plan - SHIP 2025-26 - 2029 -30 Report by Depute Chief Executive (Economy, Environment and Finance) 49 - 54 10 Housing Business Plan Review 2024 and Preparation for the HRA Budget Setting 2025-26 Report by Depute Chief Executive (Economy, Environment and Finance) 55 - 62 11 Grass Cutting Scheme Review Update Report by Depute Chief Executive (Economy, Environment and Finance) 63 - 96 12 Housing and Property Budget Report to 30 September 2024 Report by Depute Chief Executive (Economy, Environment and Finance) 97 - 106 13 Scottish Social Housing Charter Compliance Report Report by Depute Chief Executive (Economy, Environment and Finance) 107 - 114 14 Damp-Mould and Condensation in Council Houses Report Report by Depute Chief Executive (Economy, Environment and Finance) 115 - 122 15 Performance Report (Housing and Property) Period to September 2024 Report by Depute Chief Executive (Economy, Environment and Finance) 123 - 128 Item(s) which the Committee may wish to consider with the Press and Public excluded Page 2
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16 Building Services Trading Operation Budget Monitoring to 30 September 2024 • 9. Information on terms proposed or to be proposed by or to the Authority; Summary of the Housing and Community Safety Committee functions: To deal with matters relating to Housing/HMOs, Housing Regeneration, Homelessness, Social Inclusion, Equalities, Community Safety, Anti- Social Behaviour (including road accidents) and Community Liaison. Watching the Meeting You can watch the webcast live by going to: http://www.moray.gov.uk/moray_standard/page_43661.html Webcasts are available to view for 1 year following the meeting. You can also attend the meeting in person, if you wish to do so, please come to the High Street entrance door and a member of staff will be let into the building. Page 3
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GUIDANCE NOTES * Declaration of Group Decisions and Members Interests - The Chair of the meeting shall seek declarations from any individual or political group at the beginning of a meeting whether any prior decision has been reached on how the individual or members of the group will vote on any item(s) of business on the Agenda, and if so on which item(s). A prior decision shall be one that the individual or the group deems to be mandatory on the individual or the group members such that the individual or the group members will be subject to sanctions should they not vote in accordance with the prior decision. Any such prior decisions will be recorded in the Minute of the meeting. ** Written Questions - Any Member can put one written question about any relevant and competent business within the specified remits not already on the agenda, to the Chair provided it is received by the Proper Officer or Committee Services by 12 noon two working days prior to the day of the meeting. A copy of any written answer provided by the Chair will be published on the Council’s committee management system by 4pm the day before the meeting. The Member who has put the question may, after the answer has been published, ask one supplementary question directly related to the subject matter at the meeting, but no discussion will be allowed. No supplementary question can be put or answered more than 10 minutes after the Council has started on the relevant item of business, except with the consent of the Chair. If a Member does not have the opportunity to put a supplementary question because no time remains, then he or she can submit it in writing to the Proper Officer who will arrange for a written answer to be provided within 7 working days. Page 4
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MORAY COUNCIL Housing and Community Safety Committee SEDERUNT Councillor Amber Dunbar (Chair) Councillor Donald Gatt (Depute Chair) Councillor James Allan (Member) Councillor Neil Cameron (Member) Councillor John Divers (Member) Councillor Jérémie Fernandes (Member) Councillor David Gordon (Member) Councillor Juli Harris (Member) Councillor Sandy Keith (Member) Councillor Marc Macrae (Member) Councillor Paul McBain (Member) Councillor Shona Morrison (Member) Councillor Derek Ross (Member) Councillor John Stuart (Member) Councillor Sonya Warren (Member) Ms Alison Angus (Non-Voting Member) Ms Jane Bartecki (Non-Voting Member) Ms Elizabeth McKnockiter (Non-Voting Member) Clerk Name: Lissa Rowan Clerk Telephone: 07765 741754 Clerk Email: committee.services@moray.gov.uk Page 5
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MORAY COUNCIL Minute of Meeting of the Housing and Community Safety Committee Tuesday, 10 September 2024 Council Chambers, Council Office, High Street, Elgin, IV30 1BX PRESENT Councillor James Allan, Ms Alison Angus, Councillor Neil Cameron, Councillor John Divers, Councillor Amber Dunbar, Councillor Jérémie Fernandes, Councillor Donald Gatt, Councillor David Gordon, Councillor Juli Harris, Councillor Sandy Keith, Councillor Marc Macrae, Councillor Paul McBain, Ms Elizabeth McKnockiter, Councillor Shona Morrison, Councillor Derek Ross, Councillor John Stuart, Councillor Sonya Warren APOLOGIES Ms Jane Bartecki IN ATTENDANCE Depute Chief Executive (Economy, Environment and Finance), Head of Housing and Property Services, Property Asset Manager, Housing Strategy and Development Manager, Building Services Manager, Mrs E Armit, Senior Housing Officer (Policy), Mr M Gray, Senior Housing Officer (Information), Mrs G Anderson, Senior Solicitor and Mrs L Rowan, Committee Services Officer as Clerk to the Committee. 1 Chair Councillor Dunbar, being Chair of the Housing and Community Safety Committee, chaired the meeting. 2 Declaration of Group Decisions and Members Interests In terms of Standing Order 21 and 23 and the Councillors’ Code of Conduct, there were no declarations from Group Leaders or Spokespersons in regard to any prior decisions taken on how Members will vote on any item on the agenda or any declarations of Member’s interests in respect of any item on the agenda. 3 Resolution The Committee resolved that under Section 50A (4) and (5) of the Local Government (Scotland) Act 1973, as amended, the public and media representatives be excluded from the meeting for the items of business detailed below, on the grounds that it involves the likely disclosure of exempt information of the class described in the relevant Paragraphs of Part 1 of Schedule 7A of the Act. Item 4 Page 7
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Paragraph Number of Minute Paragraph Number of Schedule 7a and Reason 12 9 - Information on terms proposed or to be proposed by or to the Authority. 4 Minute of meeting dated 25 June 2024 The Minute of the meeting of the Housing and Community Safety Committee held on 25 June 2024 was submitted and approved. 5 Written Questions The Committee noted that no written questions had been submitted. 6 Housing Investment Plan Update Under reference to paragraph 7 of the Minute of the meeting of Moray Council dated 1 March 2023, a report by the Depute Chief Executive (Economy, Environment and Finance) informed the Committee of the actual outturn to 31 March 2024 for the Housing Investment Plan along with an update on progress on the Investment Plan for 2024/25. During his introduction, the Property Asset Manager advised of an error in paragraph 11 of the report where the date should read 31 March 2025 and not 31 March 2024 as printed. This was noted. Following consideration, the Committee unanimously agreed: (i) the Housing Investment Programme outturn to 31 March 2024, as detailed in Section 3 and Appendices I to VI of the report whilst noting that the date at paragraph 3.11 should read 31 March 2025 and not 31 March 2024 as printed; and (ii) the progress that has been made on the Investment Plan in the first quarter of financial year 2024/25. 7 Moray Affordable Housing Investment Programme Under reference to paragraph 10 of the Minute of the meeting of this Committee dated 7 May 2024, a report by the Depute Chief Executive (Economy, Environment and Finance) informed the Committee of progress on the Affordable Housing Investment Programme in Moray. During discussion surrounding the additional £80m over 2 years from the Scottish Government for affordable housing, it was noted that this had to be used for open market purchases, and it was queried whether a short brief could be provided to the Committee on how the Council will select these properties. Page 8
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In response, the Head of Housing and Property Services advised that he provide the Committee with a short brief on how the Council will select these open market properties. Thereafter, the Committee unanimously agreed: (i) to note the resource planning assumption received from the Scottish Government; (ii) to note the outcomes from the engagement with partners and stakeholders in the Investment Programme; (iii)to approve the prioritisation detailed at Appendix I of the report; and (iv)that a short brief would be issued to the Committee on how the Council will select properties from the open market for affordable housing. 8 Scottish Social Housing Charter Compliance The Committee had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of compliance with the Scottish Social Housing Charter and the Scottish Housing Regulator's Regulatory Framework. During his introduction, Mr Gray, Senior Housing Officer advised the Committee of an error in Appendix I in relation to the percentage of properties in Moray which meet the Scottish Housing Quality Standard which should read 22.6% and not 22.3% as printed. This was noted. During discussion surrounding gypsy/traveller sites, it was acknowledged that the Council is committed to meeting the needs of the gypsy/traveller community however it was noted that some recent unauthorised encampments had had an adverse impact on the local community as a result of an unauthorised encampment not being left as it was found and it was queried whether this paragraph in the Charter could reflect the Council’s intention that the needs of both the gypsy/traveller community and the broader community are met. In response, the Head of Housing and Property Services agreed to amend the paragraph to read that the Council “aims to ensure that the needs of both the encampment residents and the broader community are met”. The Committee joined the Chair in thanking the Service for the work that had been undertaken identifying council properties with RACC and thereafter unanimously agreed to: (i) approve the draft assurance statement as set out in Appendix I of the report noting that the percentage of properties in Moray which meet the Scottish Housing Quality Standard is 22.6% and not 22.3% as printed subject to the wording in the paragraph regarding Gypsy/Travellers being amended to read that the Council “aims to ensure that the needs of both the encampment residents and the broader community are met”; and Page 9
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(ii) note that a summary of performance on the key Annual Return on the Charter (ARC) indicators against national/benchmarking results will be presented to the Committee on 19 November 2024. 9 Grass Cutting Scheme Review Under reference to paragraph 9 of the Minute of the meeting of the Community Services Committee dated 7 April 2004, a report by the Depute Chief Executive (Economy, Environment and Finance) advised the Committee of the need to review and revise the Grass Cutting Scheme and sought permission to consult with key stakeholders. During discussion surrounding the consultation with the Council's customers and key stakeholders in relation to the revised Grass Cutting Scheme, it was noted that the consultation would take place by email, online and mail drop assisted by the Customer Engagement Officer however it was queried whether Age Scotland could be included in the consultation process as it was acknowledged that this change to the scheme would affect many elderly customers. In response, Mrs Armit, Senior Housing Adviser agreed to include Age Scotland in the consultation. Following consideration, the Committee unanimously agreed: (i) to note the requirement to review the Grass Cutting Scheme; (ii) to approve the revised draft Grass Cutting Scheme, as set out in Appendix I and Section 5 of the report, for consultation; and (iii)that a consultation on the revised draft Grass Cutting Scheme is undertaken with key stakeholders, as set out in Section 6 of the report, including Age Scotland. Ms Angus, Tenant Representative left the meeting at this juncture. 10 Moray Home Energy Efficiency Programme The Committee had before it a report by the Depute Chief Executive (Economy, Environment and Finance) providing details of progress on the Moray Home Energy Efficiency Programme. During her introduction, the Housing Strategy and Development Manager advised that, since writing the report, she had received an update in relation to the SCARF scheme and confirmed that 53 applications had been made from Moray residents with 10 installations of carbon reduction measures already carried out and 3 more installations scheduled, which was encouraging. Following consideration, the Committee unanimously agreed: (i) to note the progress made on the delivery of the Moray Home Energy Efficiency Programme; and Page 10
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(ii) the approaches to delivery of the 2024/25 programme detailed in Section 5 of the report. 11 Housing and Property Services Budget Report - 30 June 2024 Under reference to paragraph 7 of the Minute of the meeting of Moray Council dated 28 February 2024, a report by the Depute Chief Executive (Economy, Environment and Finance) presented the Committee with the budget position for the Housing Revenue Account (HRA) and General Services Other Budget for the period up to 30 June 2024. Following consideration, the Committee unanimously agreed to note the budget monitoring report for the period to 30 June 2024, including an underspend of £187k for the Housing Revenue Account and an overspend of £33k for General Services Housing and Property. 12 Building Services Trading Operation Budget 2024-25 - Budget Monitoring [Para 9] Under reference to paragraph 11 of the Minute of the meeting of this Committee on 7 May 2024, a report by the Depute Chief Executive (Economy, Environment and Finance) presented budget monitoring information for the period to 30 June 2024 for the Building Services Trading Operation. Following consideration, the Committee unanimously agreed to note: (i) the financial information for the period to 30 June 2024, as detailed in Section 5 and Appendix I of the report; and (ii) Building Services operating performance for the period to 30 June 2024, as set out in Section 6 of the report. Page 11
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: TENANT SURVEY 2024 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To inform the Committee of the Moray Council Tenant Survey 2024 findings. 1.2 This report is submitted to Committee in terms of Section III (G) (13) of the Council's Scheme of Administration relating to the Council’s performance management framework. 2. RECOMMENDATIONS: 2.1 It is recommended that the Committee: (i) considers the main findings of the Tenant Survey 2024; and (ii) agrees that a Tenant Survey Improvement Plan will be reviewed and updated and presented to Committee during 2025. 3. BACKGROUND 3.1 The Council has instructed independent market researchers to survey tenants on their views on our Housing Services. Tenant feedback has an important role in assessing how the Council is performing in its landlord role and for prioritising service improvements. 3.2 Social landlords are required to report on tenant satisfaction as part of the Annual Return on the Charter (ARC) to the Scottish Housing Regulator (SHR). The SHR expects landlords to carry out a survey of tenants at least once every 3 years. 3.3 The Tenant Survey 2021 was reported to this Committee on 8 February 2022 (paragraph 8 of the Minute refers). Item 6 Page 13
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4. TENANT SURVEY 2024 4.1 Following a competitive tender process, the Housing Service commissioned Knowledge Partnership to carry out the 2024 survey and produce a report on the results. Knowledge Partnership is an independent market research organisation with extensive experience of working with social landlords on tenant surveys. 4.2 The survey aimed to assess tenants’ views and experiences of the Housing Service, evaluate compliance against the Scottish Social Housing Charter outcomes and allow comparison with previous baseline results. The questionnaire was based around the following themes: views on landlord services; views on accessing services, communication and tenant participation; views on repairs and housing quality; views on the neighbourhood; views on rents and affordability; and views on investment priorities. 4.3 The Customer Engagement Officer supported our Tenant representatives to review the questionnaire that would be utilised by the telephone researchers prior to its use. This feedback helped the service to develop a questionnaire that was both reasonable in length and easy to understand. 4.4 Publicity was arranged to raise awareness and maximise the response rate and included promotion within the Tenants’ Voice newsletter, the Council’s website, local press and on social media. Letters/emails and text messages were sent to potential correspondents. 4.5 During July through September 2024, Knowledge Partnership invited 1,500 randomly identified tenants to take part in the survey by telephone. They were divided by different categories like towns, property types, and number of bedrooms etc to ensure fair representation of our tenant profile. 5. KEY FINDINGS 5.1 The table below shows a summary of key satisfaction results from the Tenant Satisfaction Survey 2024: Page 14
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Overall Tenant Satisfaction 5.2 81.7% of tenants are satisfied with the housing services provided in 2024, a slight decline from 82.8% in 2021 but within a statistical variance of 1.9%. Highest satisfaction levels come from tenants living in bungalows (86%) and smaller properties (1 bed) (85.1%). Tenants least satisfied live in small family homes (79.7%), flats (79.8%) and larger homes (74.9%). Housing Quality 5.3 81% of tenants are satisfied with their housing quality, reduced slightly from 82.7% in 2021. Satisfaction is highest among tenants of smaller properties and air-source heated homes, and lowest in larger homes (73.5%). Repairs Service 5.4 78.1% are satisfied with the repairs service, down from 83.7% in 2021. Tenants report dissatisfaction with delays in starting and completing repairs, as well as the quality of repairs. Affordability 5.5 78% of tenants rate their rent as good value for money, down from 86.4% in 2021. Tenants in smaller properties are more likely to report their rent as good value (80.6%) compared to those in larger homes (74.8%). Neighbourhood Management 5.6 73.6% of tenants are satisfied with how the Council manages the neighbourhoods, a substantial decrease from 89.6% in 2021. Primary concerns include maintenance of trees, shrubs, and grass areas, along with anti-social behaviour and noise. Damp and Mould 5.7 26.1% of tenants report damp or mould issues, with 56.6% still waiting for the Council to address the issue after reporting it. Page 15
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Communication and Participation 5.8 83.7% of tenants feel informed about services, though participation in decision -making processes has dropped significantly from 96.2% in 2021 to 74.9% in 2024. 5.9 These points reflect both positive areas and opportunities for improvement, particularly in repairs, tenant participation, and neighbourhood management. Knowledge Partnership will present their findings to the Housing and Community Safety Committee. A summary of the findings is available at APPENDIX I. 6. FUTURE ACTIONS 6.1 The findings of the survey will be reported to tenants via a future meeting of the Tenants Forum, via the Tenants’ Voice newsletter and social media channels. The full report will be published on Moray Council’s website at Housing Performance - Moray Council 6.2 Officers will consider the findings of this survey and will present an Improvement Plan to a future meeting of this Committee. The Improvement Plan will focus on areas of activity identified within the survey findings e.g. repairs, where a service review has already been initiated and tenant participation, where a new strategy was agreed by this Committee in May 2024. 7. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP) The monitoring and management of performance assists the Council to continue to improve its housing services and manage assets effectively to provide the best outcomes for tenants and other service users. This contributes towards meeting the actions, outcomes and priorities within the Corporate Plan and the Housing and Property Service Plan. (b) Policy and Legal Reporting on Scottish Social Housing Charter performance indicators is a legal requirement under the Housing (Scotland) Act 2010. (c) Financial implications The cost of this function was met within HRA budget. Any costs associated with implementing improvements will be met from within existing budgets. (d) Risk Implications There are no risk implications associated with this report. (e) Staffing Implications There are no staffing implications associated with this report. Page 16
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(f) Property There are no property implications associated with this report. (g) Equalities/Socio Economic Impact There are no equalities implications arising from this report. (h) Climate Change and Biodiversity Impacts There are no climate change nor biodiversity implications arising from this report. (i) Consultations Consultation on this report has been carried out with the Head of Housing and Property, the Housing Strategy and Development Manager, the Housing Services Manager, the Housing Needs Manager, the Building Services Manager, Senior Solicitor (Georgina Anderson), and Committee Services Officer (Lissa Rowan). 8. CONCLUSION 8.1 This report provides information on the development of the Moray Council Tenant Survey 2024. 8.2 The Tenant Survey Improvement Plan will be reviewed in the light of the findings of the 2024 survey and an updated plan presented to a future meeting of this Committee. Author of Report: Martin Gray, Senior Housing Officer (Information) Background Papers: Held by author Ref: SPMAN-1285234812-1685 Page 17
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Tenant Satisfaction Survey 2024 Survey Report MORAY COUNCIL HOUSING SERVICES October 16, 2024 Authored by: Alan Kennedy, Knowledge Partnership APPENDIX IItem 6 Page 19
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Executive Summary This tenant satisfaction survey was carried out by Knowledge Partnership on behalf of Moray Council’s Housing Service (the Council) using an interviewer led telephone questionnaire. The survey was administered between 11th August 2024 and 7th September 2024 and by the conclusion of the survey period, 1,500 tenants had been surveyed, representing 38.9% of all available sampled tenants. Overall satisfaction ➢ Taking everything into account, 81.7% of tenants are satisfied with housing services in 2024. Approx. one in ten tenants (11.0%) are dissatisfied with the Council’s service overall. The comparable Council satisfaction figure for 2021 was 82.8% satisfied whilst the Scottish council sector average is 79.4%1. ➢ Analysis of the responses for overall tenant satisfaction by property details illustrates some degree of variation, e.g. the most satisfied tenants are those who live in bungalows (86.0% satisfied) and smaller properties (0-1 bed, 85.1%). Conversely, the least satisfied tenants overall live in houses or flats (both 79.7% satisfied) or larger homes (3 or more bed,74.9%). ➢ In relation to tenant profile, tenants who are retired (89.2% satisfied overall, single person households (86.3%), and those who are aged 55 plus (85.1%) or have no children at home (83.6%) are amongst the most satisfied with services overall. Amongst the least satisfied tenants overall are those living as two-or-more person households (76.5% satisfied), younger tenants aged 16 to 35 (76.4%) and tenants who are unable to work (74.3%). ➢ Overall tenant satisfaction by housing market area (HMA) is distributed as follows; Forres HMA (85.1% satisfied), Speyside HMA (82.6%), Elgin HMA (81.9%), Buckie HMA (80.0%), Keith HMA (80.0%) and Cairngorm HMA (57.1%% - caution 7 surveys only). Housing quality ➢ Most tenants (81.0%) are satisfied with the quality of their home whilst 13.5% are dissatisfied in 2024. The current year satisfaction figure for this measure is approx. 2% points adrift of that found during the 2021 survey (82.7% satisfied). The Scottish council average for housing quality satisfaction is currently 79.0%. ➢ Housing quality satisfaction is highest for tenants living in smaller properties (0-1 bed, 86.6% satisfied with housing quality) and bungalows (85.9%). Satisfaction on this measure is lowest for tenants who live in houses (77.4%) and larger, 3 or more bed properties (73.5%). ➢ In relation to tenant profile, satisfaction with housing quality is highest amongst tenants who are retired (92.1% satisfied), live as a single person household (87.4%), are aged 55 plus (87.4%) and have no children at home (85.0%). Conversely, satisfaction is lowest amongst tenants who are aged 16 to 34 (69.7% satisfied), classed as other not working2 (68.1%) and tenants whose homes include children (66.9%). ➢ An analysis of housing quality by housing market area (HMA) shows the following order of satisfaction; Cairngorm HMA (85.7% - 7 tenants only), Forres HMA (83.6%), Elgin HMA (81.6%), Speyside HMA (80.7%), Buckie HMA (80.4%) and Keith HMA (75.5%). 1 Scottish Housing Regulator ARC average for Scottish Councils (excluding Moray Council) published on 30/8/2024 2 Carer, job seeker, student, stay at home e.g. parent APPENDIX I Page 20
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Repairs service ➢ Amongst tenants whose homes have been repaired in the last year, 78.1% are satisfied with the last repair whilst 17.5% are dissatisfied. In 2021, a larger proportion (83.7%) were satisfied with their most recent property repair. The social housing sector average (which includes landlords’ in house transactional repairs data that generally results in higher levels of recorded satisfaction) is 86.2% satisfied. ➢ Analysis of repairs service satisfaction by HMA and property details shows for example that the most satisfied tenants live in Cairngorm HMA (100.0% satisfied with last repair) and Speyside HMA (81.5%), or in flats (81.1%). The least satisfied tenants live houses (76.4%) or in Buckie HMA (73.6%). ➢ Based on repairs completed in the last year, the most satisfied tenants are those who are retired (85.9% satisfied) whilst the least satisfied with this service are tenants who are ‘other not working’ (70.0%). Damp and mould ➢ Across all tenants, the proportion whose property has damp and mould is approx. one in four (26.1%). ➢ Most tenants who are aware of damp and mould in their home have reported this to their landlord (67.8%) and when considering the outcome of this report, over half (56.6%) are waiting on the Council to address this matter whilst 29.1% say that the issue has re-occurred after reporting it. ➢ For those tenants who have reported damp and mould to the Council, the three main ways in which this problem has presented itself to them are black mould (22.2%), condensation (21.7%) and wet patches on walls or ceilings (19.2%). Information, participation and contact ✓ In 2024, 83.7% of tenants rated ‘being kept informed’ as good, whilst 8.7% said that the Council was poor on this measure (and 7.7% replied ‘neither good nor poor’). Tenant satisfaction with being kept informed has declined somewhat compared to the 2021 survey (91.3% saying good). The latest Scottish council average for keeping tenants informed is 82.6% satisfied. ➢ Most tenants (63.5%) have read ‘Tenants Voice’ during the last 12 months (36.5% have not). Of those tenants who have read the newsletter, three quarters (75.1%) said they found it to be useful whilst 18.8% did not and 6.1% responded ‘don’t know’. ➢ All tenants were asked if they would read the newsletter if it were sent to them by email rather than post. Across all tenants, 31.5% would be happy to read a digital version of the newsletter whilst 9.4% had no strong view either way (giving a possible digital/email figure of 40.9%). Most tenants however (57.8%) would prefer to stay with the paper version of the newsletter, including 62.9% of those who currently read Tenants Voice. ➢ The main channel used by tenants to contact the Housing Service is telephone (82.4%), followed by e-mail (9.9%). ➢ Approx. three in four tenants (74.9%) are satisfied with opportunities to participate in 2024 whilst 7.9% are dissatisfied (17.3% of tenants are neutral on this question answering ‘neither-nor’). In 2021, 96.2% of tenants were satisfied on this measure whilst the current Scottish council average is 80.3%. We would note here that the Scotland wide social housing change in the participation indicator between 2021/22 and 2024 is -16.3%. points). ➢ Tenants who said they were not satisfied with participation were asked to say why this was the case. An example of some of the comments made in relation to this question reflects issues related to not being aware of APPENDIX I Page 21
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participation options and an unwillingness to participate through lack of interest/time or trust in the Council’s decision-making process Rent and cost of living ➢ Most tenants (78.0%) rate rent as good value for money, whilst 9.3% say that rent is poor value (and 12.7% answered ‘neither good nor poor’ value). In 2021, 86.4% of tenants rated rent as good value. The latest Scottish council average for this measure is 78.8%. ➢ Analysis shows that the tenants who tend to be the most positive about rent value live in smaller properties (0-1 bed, 80.6%). The least positive tenants on this measure are those who live in larger homes (3 or more bed, 74.6%). ➢ In terms of tenant profile, the most positive tenants on rent value are those who are retired (82.8% say that rent is good value), single person households (80.9%) and tenants on rent benefit (80.7%). Conversely, amongst the least positive on this measure are tenants with children at home (75.7% say rent is good value), employed tenants (75.7%), and larger households (two-or-more person households,74.8%). ➢ Tenants’ rating of rent value for money according to HMA is as follows; Cairngorm HMA (100.0% rating rent as good value), Forres HMA (81.6%), Elgin HMA (80.5%), Speyside HMA (78.6%). Keith HMA (71.8%), and Buckie HMA (71.8%). ➢ Excluding those tenants whose rent was paid in full using housing benefit or universal credit, 2/3rds (66.0%) said that their rent was affordable whilst 34.0% disagreed with 25.9% saying their rent payments were just about affordable. ➢ Approx. one third of tenants (34.4%) agree that they have, during the last 12 months, chosen not to put their heating on because they could not afford to. The tenant segments that are most likely to say that they had not put their heating on during the last 12 months include; tenants who are unable to work (45.1% of these tenants), tenants living in Speyside HMA (41.8%), and those with larger, 3 or more bed properties (40.5%). Neighbourhoods ➢ Tenants were asked if they were satisfied or dissatisfied with how their landlord managed the neighbourhood they lived in. The results for this enquiry show that 73.6% of tenants are satisfied on this measure whilst 17.9% are dissatisfied. In 2021, 89.6% of tenants were satisfied with ‘neighbourhood management’ whilst the Scottish council average is 78.5%. ➢ Satisfaction with neighbourhood management by HMA reveals the following distribution: 1. Cairngorm HMA (85.7% of tenants satisfied – caution 7 tenants only) 2. Forres HMA (76.6%) 3. Elgin HMA (73.9%) 4. Keith HMA (73.4%) 5. Speyside HMA (72.4%) 6. Buckie HMA (71.1%). APPENDIX I Page 22
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Conclusions The 2024 tenant satisfaction survey indicates that most tenants (81.7%) are satisfied with the overall service they receive from their landlord. In addition, around seven to eight in ten tenants are satisfied with key elements of the housing service such as repairs, quality of home and rent value for money. All tenants were asked to say what the Council’s Housing Service was particularly good at and this question elicited the following responses: Q - What do you think that the Council's housing service is particularly good at? 1. Repairs, especially emergency repairs (15.5%) 2. Responsive, generally in the context of repairs (4.1%) 3. Having good staff/housing officers (2.1%) 4. Communicating well (1.2%). Possible areas for further investigation Whist most tenants have expressed satisfaction with the housing service they receive from the Council, a minority have identified scope for improvement and based on the tenant feedback in these and other areas, we would propose the following as having potential for further investigation: Housing quality and condition − All tenants were invited to comment on any improvements that could be made to the quality of their home and the top five responses to this question were: o Improve/upgrade the windows (11.9% of all improvement comments) o Improve/upgrade the bathroom (10.1%) o Improve/upgrade the kitchen (8.9%) o Reduce cold/draughts/better insulation (7.0%) o Improve/upgrade the boiler/heating system (5.7%). Repairs − From the perspective of their last property repair, tenants four main areas for improvement are: o Reducing the time it takes to start a repair (12.3% of all improvement comments). o Improving the quality of the repair (8.5%) o Communication with Council staff (8.1%) o Reducing the time to complete a repair (6.9%). Damp and mould − Whilst most tenants (67.8%) have reported damp and mould in their home to their landlord approx. one in three (32.2%) have not. This suggests a need to provide tenants with further information on how to report this issue to the Council. APPENDIX I Page 23
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Tenants Voice − We note that 31.5% of tenants would be happy to read a digital version of Tenants Voice whilst 9.4% had no strong view either way (giving a possible digital/email figure of 40.9%). This may indicate some scope for reducing communication costs by issuing the newsletter by email rather than by post to those four in ten tenants who would prefer this format. Tenant participation − We observe that 25.2% of tenants were not satisfied with participation and that this reflected issues related to not being aware of the participation options and an unwillingness to participate, generally because of a lack of interest/time or trust in the Council’s decision-making process. In the context of this feedback, there may be a need to provide further information to tenants on participation opportunities and to evidence (to tenants) that engaging in participation can lead to beneficial change. Cost of living − Approx. one third of tenants (34.4%) agree that they have, during the last 12 months, chosen not to put their heating on because they could not afford to. The Council therefore may wish to examine ways in which they can promote assistance to tenants to help them heat their homes more easily. Neighbourhoods − The three HMAs with the lowest level of neighbourhood satisfaction are Keith, Speyside and Buckie HMAs suggesting some further action is needed to investigate this matter. Across all HMAs the main neighbourhood issues that tenants would like the Council to address are: o Maintaining trees, shrubs and grass areas (10.6% of all improvement comments) o Dealing with anti-social behaviour (9.3%) o Reducing noise (3.4%) o Tackling drug use (3.3%) o Improving communal areas (3.3%). Priority issues − When, at the conclusion of the survey, tenants were asked to suggest any improvements or changes to the service provided by the Council the most frequently mentioned service areas/assets were: − Communication/responsiveness (13.7% of all improvement comments) − Maintenance/repairs (12.2%) − Property repairs (7.9%). − In addition, when tenants were asked to say what could be done to improve the housing service overall, the three main items identified were communications, repairs and housing condition. APPENDIX I Page 24
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: HOUSING INVESTMENT 2024/25 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 This report informs the Committee of the progress on the Housing Investment Plan 2024/25 at the end of Quarter 2, with specific update on the Housing Investment Improvement Plan. 1.2 This report is submitted to Committee in terms of Section III G (3) of the Council's Scheme of Administration relating to the maintenance of the Council’s housing stock. 2. RECOMMENDATION 2.1 It is recommended that the Committee:- (i) considers and notes the progress of the Housing Investment Programme to 30 September 2024, as detailed in Sections 3, 4 and Appendices I to VI; (ii) considers and notes the progress on the improvement plan as highlighted in Section 4; (iii) approves the amendment of the upper limit of spend per property to £50,000, as detailed in Section 4; and (iv) considers and notes the revised projected outturn to 31 March 2025, as detailed in Section 5 of the report and Appendices I to VI. 3. BACKGROUND 3.1 The Council meeting of 28 February 2024 approved the Housing Revenue Account Annual Budget for 2024-25 (para 8 of minute refers) and this Committee at this meeting of 7 May 2024 approved the improvement actions detailed in the Housing and Property Scottish Housing Quality Standards (SHQS) Compliance Improvement Plan (para 9 of minute refers). This report Item 7 Page 25
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provides an update on the investment plan and details progress in relation to the Compliance Improvement Plan. 3.2 The Investment Plan is made up of 6 main headings, Response Repairs, Void Repairs, Estate Works, Cyclical Maintenance, Planned Maintenance and Other Investment. The detailed spend in each area is included in Appendices I – VI and an outline of performance in each area is provided below. 3.3 APPENDIX I shows income and expenditure to 30 September 2024. The figures show that an overall spend to date of £8,150k was achieved, which represents a spend of 31% against the £26,486K annual budget. The level of expenditure within the individual budget headings that make up the programme are shown in paragraphs 3.4 to 3.12 below. 3.4 APPENDIX II shows expenditure on Response and Void Repairs. Spend was £2,413k to 30 September 2024 against a budget of £4,708k, works delivered, included 8,002 housing repairs and 210 void properties repaired. This represents a spend of 51% against the £4,708k budget. It should be noted that since the start of this calendar year voids are being checked for their EPC rating and any properties which are currently not in a band C are being improved where possible to ensure our housing stock meet the Scottish Housing Quality Standard. 3.5 APPENDIX III shows the expenditure on Estate Works. Spend was £475k to 30 September 2024 verses a full year budget of £719k. This represents 66% of the annual budget of £719k. Works in this area have included works to repair unadopted roads which serve tenant properties and also drainage works to resolve some flooding issues. 3.6 APPENDIX IV shows the expenditure on Cyclical maintenance. Spend was £316K to 30 September 2024 verses a full year budget of £1,555k. This represents 20% spend of the annual budget of £1,555k. A significant underspend is in relation to External Decoration and Fabric which is delivered via the DLO. They have confirmed that an external contractor has now been appointed to assist with the remainder of the programme, which is weather dependant, however, still anticipated to be completed by financial year end. 3.7 APPENDIX V shows the planned maintenance and other investments split between revenue and capital spend. Overall spend to 30 September 2024 was £4,661K which represents 25% of the annual budget of £19,453k. The spend to date also includes £2,872k of work carried out on the Accelerated Housing Investment programme. In relation to revenue spend there has been significant underspend in relation to Rainwater goods and Roof Moss Cleaning this is delivered via the DLO. They have confirmed following a delay in tendering out moss removal works due to other commitments; a contractor has now been appointed and works commenced in early September 2024. The contractor assures the DLO that all properties will be completed by 31 March 2025. In respect of capital spend it is noted the low percentage spend to date. Initial part of this financial year has been used to secure contractors to deliver the significant improvements required to our housing stock. These arrangements are now in place and we expect to see spend increase over the second half of the year. Page 26
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3.8 APPENDIX VI shows the position with regard to grant expenditure for Private Sector Housing Grant to 30 September 2024. The legally committed figure in Category C of £70k represents 62% of the allocated budget. Spend to 30 September 2024 was £52k which represents 46% of the allocated budget. It is expected that this budget will fully commit. 3.9 An issue with the measurement of a consignment of windows ordered and received in 2022 is currently being reviewed by Internal Audit, due to a proportion of the glazed units received being the incorrect size. Whereas the initial window programme included 102 addresses in various locations within Moray, the majority were suitable for installation. The residual issue affects 17 properties (16.7% of the original programme), all located in Carnie Place, Buckie. Options to reuse these windows are being considered and replacement windows for the affected properties will be arranged as soon as practicable. Findings of this review and recommendations arising will be conveyed to committee upon completion. 4. SCOTTISH HOUSING QUALITY STANDARD (SHQS) COMPLIANCE IMPROVEMENT PLAN/PROGRESS UPDATE 4.1 This Committee on 7 May 2024 approved a report titled Housing Investment 2024/25 budget, (paragraph 9 of the minute refers). This report highlighted the level of performance in relation to Scottish Housing Quality Standards (SHQS) and Energy Efficiency Standard for Social Housing (EESSH) and outlined the intended improvement actions to accelerate improvement in compliance with these standards. 4.2 The SHQS Compliance Improvement Plan outlined the actions that were to be undertaken over the coming 12 months to reach a target of 90% compliance. Since the report in May work has been undertaken to progress the plan. Specifically, programmes of remedial/improvement works across the housing management areas have been developed. Works has commenced in areas through various contractors including the Council’s in house DLO. The works being undertaken to ensure compliance with SHQS include insulation (internal and external / cavity wall and also loft top up), heating upgrades including installation of no carbon burning heat sources with solar photovoltaic panels, kitchen and bathroom upgrades and some window replacements. The focus for the programme is to ensure compliance with SHQS however information gathered during this process will also help focus programmes of works for future years. As at 30 September 2024, 3965 properties which represents 62% of the housing stock has now achieved an EPC rating of C or better. 4.3 In addition to the energy efficiency measures the other significant compliance matter is the full compliance with electrical certification (EICRs). Work has progressed to undertake the checks across the entire portfolio with work being undertaken by the in house DLO and supported by a number of external contractors. As at 30 September 2024, 52% of our properties are EICR compliant, which is an increase from 36% as at 31 March 2024. 4.4 As at the end of September SHQS compliance is 32.45%. This is an increase of 9.82% from the end of July. This figure is anticipated to significantly Page 27
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increase once EPC certification is uploaded to the housing system following improvement measures. 4.5 While the Council will strive for 100% of our properties to be compliant with EESSH there are cases where a property cannot be upgraded and this is recognised by the Scottish Government where an exemption can be applied. On 1 May 2018 the Communities Committee approved a report which detailed the challenges of upgrading property to the EESSH standard and outlined that officers would apply a maximum spend per property of £10,000 with properties identified as requiring higher investment would be considered uneconomic and would be classed as exemptions. 4.6 It is not considered appropriate to retain this maximum spend limit. Officers will continue to ensure best value to the Housing Revenue Account however the upper limit will now be raised to £50,000 with any spend above this threshold reviewed by senior officers before being authorised. The main reasons for increasing the threshold are the increase in material and labour over the passage of time and also the drive to install carbon free heat sources which are significantly more costly than traditional fossil fuel burning heat sources. 5. REVISED OUTTURN PROJECTION TO 31 MARCH 2025 5.1 APPENDICES II to VI detail the projected outturn for each budget heading. This is summarised in APPENDIX I which now anticipates a year end spend of £35,690k. 5.2 This revised outturn has been influenced by projections against the accelerated investment programme in relation to achieving SHQS compliance. An increased spend of £9,204K is anticipated, 82% (£7,523k) of which is attributed to additional Capital investment specifically in relation to insulation and heating upgrades which show significant overspends in appendix V. As pre the approval gained at this Committee on 7 May the approval of this increased budgetary provision will be progressed via delegated authority. 5.3 Lead managers will continue to monitor budget position, particularly in relation to the accelerated housing investment programme. 6. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) The maintenance of the Council’s housing stock and dealing with homelessness are priorities identified within the Corporate Plan, the Council’s Local Housing Strategy, the Strategic Housing Investment Plan (SHIP) and the Housing and Property Service Plan. (b) Policy and Legal Maintenance and improvement works are carried out in order to meet statutory legal requirements and in accordance with current relevant policies. Page 28
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(c) Financial implications The financial implications associated within this report are dealt with in sections 3 and 5 of the report along with appendices I to VI. (d) Risk implications Failure to expend agreed budgets may affect the Council’s ability to maintain stock at the SHQS, replace life expired elements and attain the EESSH. Budget Managers are aware of responsibilities for managing budget allocations and approval for variance will be sought from Committee in line with the Financial Regulations. (e) Staffing implications There are no staffing implications within this report. (f) Property The improvement and maintenance of the housing stock will ensure that it remains sustainable in the longer term both physically and environmentally. (g) Equalities/Socio Economic Impact There are no equalities issues associated with this report, as it is to inform the Committee on budget monitoring. (h) Climate Change and Biodiversity Impacts The continued investment in the Council Owned Housing Stock identified in this report will assist the Council to achieve its climate change targets by utilising a range of energy saving measures that incorporate zero or low carbon into design, construction materials and systems that support the Council in achieving The Energy Efficiency Standard for Social Housing (EESSH). It is anticipated that by 31 March 2025 over 80% of the Council’s housing stock will have an EPC rating of C or higher. (i) Consultations Consultations have taken place with the Head of Housing and Property Services, Building Services Manager, Design & Construction Manager, Housing Asset Manager, Lorraine Paisey (Head of Financial Services), Georgina Anderson, Legal Services Senior Solicitor and Lissa Rowan (Committee Services Officer). All agree the content of the report where it relates to their area of responsibility. 7. CONCLUSION 7.1 The report shows that the Councils progress in respect of Housing investment for both the Council’s housing stock and the private sector has achieved an overall spend of £8,150k to 30 September 2024, which represents 31% of annual agreed budget. The report also provides details of the progress in relation to the Housing and Property SHQS Compliance Improvement Plan, and the latest budget projection now anticipates a year end spend of £35,690k. Page 29
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Author of Report: Neil Strachan, Property Asset Manager Background Papers: Held on file/sharepoint Ref: SPMAN-1285234812-1694 Page 30
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APPENDIX I INVESTMENT PROGRAMME INCOME AND EXPENDITURE 2024/25 30 September 2024 Annual Budget 2024/25 Expenditure to date % Budget spent to date Budget balance Projected outturn to 31 March 2025 Expenditure Response, Gas & Void Repairs 4,759 2,413 51% 2,346 5,541 Estate Works 719 475 66% 244 967 Cyclic Maintenance 1,555 316 20% 1,239 1,409 Planned Maintenance (Revenue) 1,913 820 43% 1,093 2,380 Planned Maintenance (Capital) 16,942 3,960 23% 12,982 24,465 Other Investment 598 166 28% 432 928 Sub Total 26,486 8,150 31% 18,336 35,690 Other Capital Expenditure New Build - Capital Costs 15,037 2,466 Total 41,522 10,605 Funded by HRA Revenue 9,544 4,190 Government Grant 15,825 1,884 Use of Council Tax Discount 650 0 Prudential Borrowing 12,862 4,506 Other Grants 0 25 Capital Receipts 0 0 C.F.C.R 2,641 0 Total 41,522 10,605 Item 7 Page 31
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APPENDIX II INVESTMENT PROGRAMME EXPENDITURE 2024/25 30 September 2024 (all amounts in £'000) RESPONSE AND VOIDS REPAIRS Annual Budget 2024/25 Expenditure plus commitments to date % expenditure plus committed to date Budget balance Projected outurn to 31 March 2025 West Area 900 469 52% 431 969 East Area 860 500 58% 360 1,100 Central Area 850 374 44% 476 874 Void House Repairs 1,462 874 60% 588 1,962 Gas Heating Repairs 636 196 31% 440 636 4,708 2,413 51% 2,295 5,541 Item 7 Page 33
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APPENDIX III INVESTMENT PROGRAMME EXPENDITURE 2024/25 30 September 2024 (all amounts in £'000) ESTATE WORKS Annual Budget 2024/25 Expenditure plus commitments to date % Budget spent to date Budget balance Projected outturn to 31 March 2025 Garage Upgrades 27 0 0% 27 5 Asbestos 372 115 31% 257 372 Landscape Maintenance 90 34 38% 56 90 Estates/Forum Upgrades 230 326 142% -96 500 719 475 66% 244 967 Item 7 Page 35
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APPENDIX IV INVESTMENT PROGRAMME EXPENDITURE 2024/25 30 September 2024 (all amounts in £'000) CYCLIC MAINTENANCE Projected Outturn Annual Budget 2024/25 Expenditure plus commitments to date % expenditure plus committed to date Budget balance Projected outturn to 31 March 2025 Gas Servicing 419 181 43% 238 419 Solid Fuel Servicing 5 12 240% -7 16 Air Source Heat Pump Servicing 65 16 25% 49 65 Smoke Detector Servicing 16 2 13% 14 16 External decoration & fabric repairs 835 50 6% 785 753 General Servicing 60 21 35% 39 50 House condition surveys 0 32 0% -32 70 Fire Risk Assessments & associated works 155 2 1% 153 20 1,555 316 20% 1,239 1,409 Item 7 Page 37
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APPENDIX V INVESTMENT PROGRAMME EXPENDITURE 2024/25 30 September 2024 (all amounts in £'000) PLANNED MAINTENANCE & OTHER INVESTMENTS Projected Outurn Annual Budget 2024/25 Expenditure plus commitments to date % expenditure plus committed to date Budget Balance Projected outturn to 31 March 2025 Kitchens and Bathrooms 1,153 913 79% 240 3,262 Bathroom Replacements 395 382 97% 13 395 Central Heating 2,588 1,407 54% 1,181 3,758 Doors and Windows 2,538 237 9% 2,301 1,500 EESSH - Insulation 1,641 564 34% 1,077 564 EESSH - Social Housing Net Zero Fund 5,631 409 7% 5,222 4,000 EESSH / EESSH 2/ Insulation 1,281 12 1% 1,269 5,000 Major works 694 0 0% 694 5,717 Smoke/Co upgrade 0 35 0% -35 40 Roof replacements 1,021 1 0% 1,020 229 Sub Total (Capital) 16,942 3,960 23% 12,982 24,465 Rainwatergoods 290 2 1% 288 261 Rainwatergoods - Roof Moss Cleaning 232 0 0% 232 209 Roof and Fabric Repairs 0 381 0% -381 610 Plumbing Upgrades 60 32 53% 28 60 Electrical Upgrades 1,114 361 32% 753 1,040 Safety & Security 25 19 76% 6 25 Sheltered Housing 12 2 17% 10 5 Decoration Vouchers 120 21 18% 99 120 Item 7 Page 39
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Shower Installations 60 2 3% 58 50 Sub Total (Revenue) 1,913 820 43% 1,093 2,380 Disabled Adaptations 548 166 30% 382 427 Misc 0 121 0% -121 250 EPC certs 0 21 0% -21 250 Enabling Projects 50 24 48% 26 1 Sub Total (Other Investment) 598 166 28% 382 928 Total 19,453 4,946 25% 14,457 27,773 Page 40
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APPENDIX VI PRIVATE SECTOR HOUSING GRANT SCHEME OF ASSISTANCE - 2024/25 30 September 2024 (all amounts in £'000) Budget Allocation 2024/25 Spend to date Balance Legally Committed Anticipated Year end Spend Completed Cases CATEGORY Independent Living Category C 113 52 61 70 70 12 CATEGORY DESCRIPTIONS Category C Grant Assistance to aid Independent Living - House Condition Works Item 7 Page 41
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. REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: MORAY AFFORDABLE HOUSING INVESTMENT PROGRAMME BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To inform the Committee of progress on the Affordable Housing Investment Programme in Moray. 1.2 This report is submitted to Committee in terms of Section III G (10) of the Council's Scheme of Administration relating to the preparation and implementation of strategic housing plans. 2. RECOMMENDATION 2.1 It is recommended that the Committee:- i) notes the resource planning assumption received from the Scottish Government; ii) scrutinises progress on the Moray Affordable Housing Investment Programme; iii) scrutinises progress on delivery of housing at Bilbohall, Elgin; and iv) scrutinises progress on the delivery of the Council’s new build and acquisition programme. 3. BACKGROUND 3.1 The Council receives an annual resource planning assumption (RPA) from the Scottish Government’s More Homes Division to fund the supply of new affordable housing in Moray. The Council’s Strategic Housing Investment Plan (SHIP) determines how this funding will be used to plan and deliver the affordable housing priorities of the Local Housing Strategy. The investment and project priorities set out in the SHIP form the basis of an annual Strategic Local Programme Agreement (SLP) between the Council and the Item 8 Page 43
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Scottish Government. The SLP details the projects that will be funded during the year, the affordable housing developers who will deliver them, the targets for grant expenditure and the milestones by which progress on delivery will be measured. The Council and Registered Social Landlords (RSLs) are the principal developers of affordable housing in Moray. 3.2 On 21 November 2023, this Committee approved the Council’s SHIP (para 9 of the Minute refers). 3.3 On 7 May 2024, this Committee was advised that, as anticipated, the RPA for 2024/25 had been substantially reduced to £6.556m (para 10 of the Minute refers) and agreed a rationale for reprioritisation and reprofiling of projects anticipated to start during 2024/25/26. The agreed priorities are: corporate and strategically important projects, i.e. Bilbohall; Speyview, Aberlour; supported housing for people with learning disabilities i.e. Woodview2, Lhanbryde; Western Village, Elgin South; Growth Deal and Levelling Up Fund Housing Mix Project developments i.e. South Street/High Street, Elgin; Dallas Dhu, Forres; NHS key worker housing, to be agreed following the publication of NHS Housing Need Assessment currently in development; and Open market acquisition of long-term empty homes. 3.4 On 10 September 2024, this Committee was advised of the outcomes of a series of stakeholder engagements and approved a list of developments to be prioritised (para 9 of the Minute refers). 4. MORAY STRATEGIC LOCAL PROGRAMME (SLP) Resource Planning Assumption 2024/25 (RPA) 4.1 On 28 March 2024, Moray Council received notification of the RPA for 2024/25, i.e. £6.556m. This RPA is reduced from that expected and detailed in Para 3.2 above but is consistent with reductions in RPA across Scotland following the Scottish Government budget announcement on 19 December 2023. 4.2 On 22 May 2024 the Scottish Government advised that the RPA had been increased slightly to £6.758m for 2024/25. 4.3 On 10 September 2024, Moray Council received notification of its allocation from the additional £40m announced by the First Minister on 26 April 2024. Moray Council will receive an additional £369k in 2024/25 and the revised RPA is £7.127m. These additional funds are to be directed towards acquisitions to help address temporary accommodation pressures. The Housing Asset Team are currently assessing a number of properties in an effort to maximise use of these funds. At the time of writing there was no indication of RPA for 2025/26 or beyond. 4.4 On 7 October 2024, Moray Council received notification of a further allocation from £2m made available to local authorities to assist with increased housing and homelessness pressures. Moray Council’s Page 44
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allocation will be £15k to be spent during 2024/25. Officers are currently considering options for use of these funds. 4.5 The following tables illustrate the affordable housing programme where construction has already commenced, or where the project fits with the prioritisation previously agreed, and where the 2024/25 RPA has not been exceeded: Currently under construction Site Town No of units Landlord Completion date (est) Banff Road Phase 2 Keith 26 Moray Council Feb 2025 Kineddar Meadows Lossiemouth 10 Osprey Housing Sep 2025 Western Village, Elgin South Elgin 42 Grampian HA Jan 2026 Speyview Phase 1 Aberlour 39 Moray Council Feb 2026 Total 117 Site start expected during 2024/25. Site Town No of units Landlord Site start (est) High St/ South St redevelopment Elgin 38 Places for People Dec 2024 Bilbohall Phase 1 (R2) Elgin 28 Moray Council Mar 2025 Total 66 4.6 Officers will continue to maintain a substantial shadow programme of developments in the SHIP which is presented elsewhere on this agenda. Should additional grant funding become available, officers will be able to bring a project(s) forward from the shadow programme, in accordance with the priorities agreed by this Committee in May 2024 (para 10 of the Minute refers) and set out in Para 3.3 above. 4.7 Progress on programme delivery will be reported to this Committee on a biannual basis. 5. BILBOHALL 5.1 The first phase of development at Bilbohall (R2) was granted planning consent on 22 October 2024 (102 units). Officers intend to publish a tender for procurement of a construction contractor to deliver 28 units plus shared infrastructure at the earliest possible opportunity, with the aim of achieving site start in Feb/Mar 2025. 5.2 The R7 site which forms part of the Bilbohall Masterplan (formerly The Firs), is not part of the most recent planning consent and does not form part of the first phase of development. However, the existing buildings at The Firs continue to attract antisocial behaviour and vandalism. The site has been Page 45
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secured with Heras fencing, but occasional antisocial behaviour has caused nuisance to the neighbouring homeowners at Fairfield Avenue. 5.3 Following a comprehensive value for money assessment, officers have now completed the following actions to address this nuisance issue: A decision to demolish all the existing buildings as soon as possible has been made. Plans to provide robust hoarding around the site and enhanced site security have been initiated. 6. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP) Addressing the shortage of affordable housing in Moray is a key priority of the Corporate Plan and 10 Year Plan, the Council’s Local Housing Strategy and Strategic Housing Investment Plan (SHIP) and the Housing and Property Service Plan. The Strategic Local Programme reflects priorities for investment in the provision of new affordable housing to meet need identified in the Local Housing Strategy. The affordable housing programme supports the aims of the 10 Year Plan by providing new affordable housing for an increasing population and a growing and diversifying economy. The target of 50 Council house completions per annum will be delivered within the investment planning and funding framework provided by the programme. (b) Policy and Legal The affordable housing supply programme contributes to meeting the Council’s statutory duties to address homelessness and meet housing need in Moray. (c) Financial implications The report provides details of the resources being made available by the Scottish Government to part-fund affordable housing in Moray. The Council has agreed that 50 new council houses will be built per annum. The current HRA Business Plan has made provision for the level of borrowing required to part-fund the Council’s housebuilding programme. The Housing Service intends to complete a further review of the HRA Business Plan by December 2024. (d) Risk Implications The lack of RPA beyond 2024/25 is a significant risk to larger developments where construction costs may extend beyond one financial year. Moray Council and RSL Boards may be unable to commit to a project if the Scottish Government funding commitment is unconfirmed. There is a risk that slippage or reduction in the programme will result in loss of Scottish Government More Homes Division grant funding to Moray, with the funds diverted to other LAs. Page 46
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The programme may be impacted by economic and market conditions and site-specific issues as developments proceed. In particular, interest rates and potential front funding will impact on the cost of development. There are processes in place to manage these risks and mitigations considered. (e) Staffing Implications There are no staffing implications arising from this report. (f) Property The report details the ongoing programme for development of additional affordable housing in Moray in response to strategic needs and specifically the Council new build programme to increase the Council’s own supply of affordable housing. (g) Equalities/Socio Economic Impact The housing needs of equalities groups are identified in the Local Housing Strategy (LHS). The Moray Affordable Housing Programme seeks to deliver the housing priorities identified in the LHS. (h) Climate Change and Biodiversity Impacts The aims of the affordable housing programme are closely aligned to the Council’s Climate Change Strategy, and Local Heat and Energy Efficiency Strategy (LHEES). (i) Consultations This report has been subject to consultation with the Depute Chief Executive (Economy, Environment and Finance), the Head of Housing and Property Services, Legal Services Senior Solicitor (Georgina Anderson), the Property Asset Manager, the Head of Economic Growth and Development, the Strategic Planning and Development Manager, the Chief Financial Officer and Committee Services Officer (Lissa Rowan). 7. CONCLUSIONS 7.1 The report provides details of an update on the current and future affordable housing investment programme, including the recently revised Resource Planning Assumption for 2024/25. Author of Report: Fiona Geddes, Housing Strategy and Development Manager Background Papers: with author Ref: SPMAN-1285234812-1677 Page 47
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: STRATEGIC HOUSING INVESTMENT PLAN (SHIP) 2025/26 - 2029/30 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To ask the Committee to approve the Council’s draft Strategic Housing Investment Plan (SHIP) 2025/26 - 2029/30. 1.2 This report is submitted to Committee in terms of Section III G (10) Council’s Scheme of Administration relating to the preparation and implementation of strategic housing plans. 2. RECOMMENDATION 2.1 It is recommended that the Committee:- i) considers and comments on the draft SHIP; ii) approves the consultative draft SHIP submitted to the Scottish Government on 30 October 2024; and iii) agrees that further progress reports on the SHIP are presented to this Committee as required. 3. BACKGROUND 3.1 The Council has submitted its SHIP to Scottish Government annually since 2007. The SHIP sets out the Council’s priorities for investment in affordable housing to meet the housing supply targets and outcomes stated in the Local Housing Strategy (LHS). In setting local investment priorities, the SHIP is intended to guide the allocation of resources available for affordable housing in Moray. The SHIP identifies the housing projects prioritised by the Council for inclusion in the Moray Affordable Housing Programme. 3.2 On 21 November 2023, the Committee approved the Council’s current SHIP (2024/25-2028/29) for submission to the Scottish Government (paragraph 9 of the Minute refers). Item 9 Page 49
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3.3 On 7 May 2024 and again on 10 Sep 2024, in the context of reduced Resource Planning Assumption, the Committee approved a rationale for prioritisation of developments deliverable within constraints (paragraphs 10 and 7 of the Minutes refer respectively). 4. THE MORAY SHIP 2025/2026 - 2029/2030 4.1 The consultative draft SHIP is available on the Council’s website at www.moray.gov.uk/ship. In common with previous practice, this version has already been submitted to the Scottish Government to comply with their deadline of 31 October 2024. However, they will only regard the SHIP as finalised after it has the approval of this Committee. 4.2 In summary, the SHIP will: set out the Council’s investment programme for achieving LHS outcomes relating to increasing supply of affordable housing; place an emphasis on deliverability when prioritising projects; identify the resources required to deliver the investment priorities, including Scottish Government funding and other sources of public funding; and enable the involvement of key stakeholders in the development and implementation of proposals. 4.3 The SHIP includes details of affordable housing completions over the last 5 years, disaggregated by location, and house size and type. 4.4 The investment priorities set out in the SHIP have been developed to fit with the Local Housing Strategy 2019-24, as approved by Communities Committee on 2 April 2019 (Paragraph 8 of the Minute refers). Prioritisation 4.5 The primary consideration in the approach to prioritising this year’s SHIP has been the reduction in available Scottish Government grant funding (RPA). The approach agreed by the Committee, and referenced in Para 3.3. above, has been reflected in the draft SHIP. 4.6 A further key consideration is deliverability. Opportunities are generally included in the SHIP at a point where there is a realistic prospect of delivery i.e. funding availability and statutory consents in place. 4.7 With most of Moray’s housing land in private ownership, the programme continues to be largely dependent on Local Development Plan affordable housing policy requirements, currently set at 25%. This means that the phasing of much of the SHIP programme is driven by the timescales of landowners and private developers for the delivery of affordable housing obligations. Consequently, any change in the plans of private developers could impact adversely on the delivery of the SHIP programme with impacts greater for major sites with large obligations, e.g. Kinneddar Meadows, Lossiemouth; Findrassie and Elgin South; R7 and R8 Buckie. Page 50
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4.8 Historically, land banking of affordable housing sites has provided certainty and control to set against programming uncertainties associated with developer led opportunities. The land for developments proposed at Banff Road, Keith and Bilbohall, Elgin, are already in the ownership of either the Council or Grampian Housing Association. In the context of constrained grant funding, and limited supply of affordable housing, it is challenging to prioritise land banking opportunities. 4.9 In terms of geographical distribution, the SHIP seeks to allocate investment to areas where the demand for affordable housing is greatest. Accordingly, a significant proportion of funding has been directed to the Elgin Housing Market Area. However, with high levels of demand across Moray, the SHIP seeks to apportion provision across all housing market areas in accordance with the number of households wherever possible i.e. in the Buckie, Forres, Keith and Speyside Housing Market Areas. Specialist housing 4.10 The LHS aims to meet the needs of households in need of specialist housing, especially older people, wheelchair users and people with learning disabilities. Section 5 of the draft SHIP makes provision for approximately 20% of units to be delivered as amenity housing and wheelchair accessible housing in the vast majority of the developments listed. The SHIP makes provision for housing with specialist on-site support for people with learning disabilities at Western Village, Elgin South; Bilbohall, Elgin and Garmouth Road, Lhanbryde. 4.11 The approach to the size and type of properties that will be funded is set out in Section 4 of the draft SHIP and is unchanged from the previous year. 4.12 The SHIP includes developments with the potential to deliver housing suitable for key workers, primarily NHS clinical staff at Bilbohall and High Street, Elgin, in response to needs identified in the Housing Need and Demand Assessment 2023. These opportunities will require further detailed discussion with the NHS to progress. Intermediate Tenures 4.13 The LHS Affordable Housing Supply Target includes a target of approximately 12% of affordable units met as intermediate tenure. Intermediate tenure housing aims to provide an opportunity for low-income households to purchase a home, or an equity share in a home, or which aims to provide affordable rented accommodation to households in lower priority need categories on Housing Lists. The proposals at Findrassie, and High Street, Elgin include intermediate tenures (mid-market rent and/or shared equity) to promote tenure diversification. Resources 4.14 Historic RPAs and out-turn spend for each of the last 5 years is available at Section 9 of the SHIP, available on the Council’s website. 4.15 On 10 September 2024, Moray Council received notification of its allocation from the additional £40m announced by the First Minister on 26 April 2024. Moray Council will receive an additional £369k and the revised RPA for Page 51
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2024/25 is £7.127m. These additional funds are to be directed towards acquisitions to help address temporary accommodation pressures. The Housing Asset Team are currently assessing a number of properties in an effort to maximise use of these funds. There is no indication of RPA for 2025/26 or beyond. 4.16 The SHIP includes a substantial shadow programme to allow projects to be brought forward in the event of delay, slippage or should additional funding become available. 4.17 The SHIP provides details of other sources of funding that can be used to support the Moray programme, including Council Tax levy on empty homes totalling around £600k per annum, and commuted payments in lieu of affordable housing as required by planning policy. It is anticipated that income from commuted payments will continue to remain comparatively low. The approach to seeking commuted payments is set out in Section 9 of the draft SHIP. Consultation with stakeholders 4.18 The SHIP has been developed through a collaborative process involving primarily the Scottish Government, partner RSLs and local housing developers but also other Council services, particularly Health and Social Care Moray and Planning colleagues. 5. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) identifies an increase in the supply of affordable housing as one of the key components of a growing, diverse and sustainable economy in Moray. The SHIP reflects priorities for investment in the provision of new affordable housing to meet need identified in the Local Housing Strategy. (b) Policy and Legal The production of the Council’s SHIP helps the Council to meet statutory duties in respect of addressing housing need in Moray. (c) Financial implications There are no direct financial implications to the Council arising from this report. The SHIP provides details of the resources available to fund the supply of affordable housing in Moray. (d) Risk Implications The major risks to the delivery of the Moray affordable housing programme have been assessed as part of the development of the SHIP. The SHIP provides high level details of proposed future investment in Council house building. The current macro-economic factors including high inflation, higher cost of borrowing, and workforce shortages, continue to adversely impact on the cost of development. Given the constraints on RSL and Council prudential borrowing, and on Page 52
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Scottish Government More Homes Division funding, pressure on costs presents a significant risk to progress on delivery. (e) Staffing Implications There are no staffing implications arising from this report. (f) Property There are no property implications arising from this report. (g) Equalities/Socio Economic Impact The housing needs of equalities groups are identified in the LHS. The LHS is subject to an Equalities Impact Assessment. The Moray Affordable Housing Programme seeks to deliver the housing priorities contained in the LHS. (h) Climate Change and Biodiversity Impacts The aims of this SHIP are closely aligned to the Council’s Climate Change Strategy, and Local Heat and Energy Efficiency Strategy (LHEES). (i) Consultations This report has been subject to consultation with the Depute Chief Executive (Economy, Environment and Finance), the Head of Housing and Property, the Head of Economic Growth and Development, Strategic Planning and Development Manager, the Head of Community Care, the Chief Officer (Health and Social Care Moray), the Chief Financial Officer, the Climate Change Strategy Officer, the Senior Solicitor (Georgina Anderson), the Housing Needs Manager, the Housing Services Manager and Committee Services Officer (Lissa Rowan). 6. CONCLUSION 6.1 This report provides the Committee with details of the Council’s consultative draft SHIP 2025/2026 - 2029/2030 as submitted to the Scottish Government, in accordance with SHIP Guidance. The Committee is asked to approve the draft SHIP for publication and implementation. Author of Report: Fiona Geddes, Housing Strategy and Development Manager Background Papers: Held by author Ref: SPMAN-1285234812-1676 Page 53
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: HOUSING BUSINESS PLAN REVIEW 2024 AND PREPARATION FOR THE HRA BUDGET SETTING 2025/26 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To inform the Committee of the findings of the Housing Revenue Account Business Plan review which has recently been completed. The report also considers the implications of this review for the budget preparation work to be carried out prior to presentation of the draft HRA budget 2025/26 for Council’s consideration in Feb 2024. 1.2 This report is submitted to Committee in terms of Section III G (1) of the Council's Scheme of Administration relating to long term financial planning in the discharge of the Council’s housing functions. 2. RECOMMENDATION 2.1 It is recommended that the Housing and Community Safety Committee:- (i) considers the main findings of the Housing Business Plan 2024 Review and notes that housing activities must remain fundable and affordable within the constraints of the accounting regime for housing; ii) agrees to maintain council new build provision at 50 units per annum; iii) agrees to consult tenants on a fixed rent increase applicable to the next 3 years i.e. 2025/26, 2026/27 and 2027/28; and (v) agrees that the views of tenants are included within the Housing Revenue Account Budget for 2025/26, due to be presented to Council in February 2025. Item 10 Page 55
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3. BACKGROUND 3.1 The Housing (Scotland) Act 1987 requires that income and expenditure in relation to a local authority's own direct provision of housing must be recorded separately within a Housing Revenue Account (HRA). The HRA should be self-financing i.e. income is sufficient to cover expenditure. 3.2 The Housing Business Plan was first developed in 2005 when Councils were required to demonstrate that they had the financial means to improve their housing stock to meet the Scottish Housing Quality Standard (SHQS). Arneil Johnston Consultants have been assisting officers with regular reviews and updates since then. The Business Plan assesses the affordability and feasibility of Council plans in relation to housing over a 30-year period. It considers risk scenarios and tests the affordability of the Plan against these potential dangers. The Business Plan is reviewed on a three-year cycle and provides the assurance that the Council is able to fund its housing activities within the constraints of the accounting regime for housing. 3.3 The Business Plan was last reviewed in 2022 and was reported to Moray Council on 22 February 2022 (paragraph 5 of the minute refers). 3.4 On 13 February 2024, Housing and Community Safety Committee approved a revised Rent Setting Policy for implementation from April 2024 (paragraph 7 of the minute refers). 3.5 On 28 February 2024, Moray Council approved the HRA budget for 2024/25 which included a rent increase of 7.7% and details of the Housing Investment Plan 2024/25 to 2026/27 (paragraph 8 of the minute refers). 4. HOUSING BUSINESS PLAN REVIEW 2024 4.1 The 2024 Business Plan Review aims to demonstrate how the Council can ensure that Scottish Housing Quality Standard (SHQS) and Energy Efficiency for Social Housing (EESSH) standards are achieved and maintained, and fund a modest new build and acquisition programme, whilst keeping a positive balance on the Housing Revenue Account (HRA). 4.2 It is a 30-year business plan model which takes account of all costs and income connected with the management and maintenance of the stock over that period. The Business Plan Modelling Tool used adheres to these principles: Based on accurate information and sensible assumptions Sets out all areas of HRA budgeted expenditure including management, maintenance and investment Sets out all available income over time Measures financial position over the next 30 years Supports scenario planning and risk assessment. Page 56
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Risk Assessment and Sensitivity Analysis 4.3 An integral part of the development of the business plan is the identification and mitigation of risk in the business plan framework. It is recognised that Moray Council has adopted a positive approach to risk management by: Identifying the current risks to the Council associated with the provision of housing services; Identifying any additional risks arising or likely to arise in the lifetime of this plan; Quantifying and understanding the significance of these risks in terms of likelihood and impact, thereby enabling prioritisation; Considering existing arrangements for avoiding risk where possible and managing risks otherwise; and Developing action plans to assist in mitigating/controlling these risks. 4.4 To ensure the revised business plan can withstand risk, several individual and multiple risk factors which could potentially arise in the future have been tested on the outcomes of the business plan. These include risks arising from regulatory requirements, inflation and interest rate risk and potential risks arising from the macro-economic environment. New Build and Acquisition Programme 4.5 The Council’s Strategic Housing Investment Plan (SHIP), presented elsewhere on this agenda, makes provision for 201 Council house completions and/or acquisitions from 2024/257.2 to 2029/30. The resource planning assumption (RPA) for 2024/25 is £7.169m. Given there is ongoing uncertainty with regards to the capacity of the local housing associations to develop, it can be assumed that the continuation of the Council’s own new build and acquisition programme will be a key factor in ensuring that the available resources are fully utilised. 4.6 The new build programme is financed primarily through a combination of Scottish Government subsidy and HRA prudential borrowing. The 2024 Review has confirmed that a new build programme of 50 units per annum for the next 5 years remains affordable on the assumption that there will be no major changes in the macro-economic environment. Rent Affordability 4.7 The SHR requires landlords to assess affordability of rents. Although there is no nationally recognised affordability measure, it is accepted that affordable rents require households to pay no more than 25-35% of their income on housing costs. Following implementation of the Council’s revised Rent Setting policy, the 2024 Review has tested the affordability of Council revised rents based on comparisons with RSLs, peer local authorities and Local Housing Allowance. The Review found that: On average Moray Council’s rents are 31% lower than local RSL rents. Council rents are between 41-46% below the LHA level depending on the property size. All property sizes are comfortably below the LHA threshold. Page 57
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Despite the 7.7% rent increase in 2024/25, Moray rents remain competitively priced when benchmarked to all local authorities and locally operating peer RSLs. 5. KEY FINDINGS 5.1 The 2024 review found: Supervision and Management costs are below the local authority average. Debt per unit is below the local authority average. Based on a rent strategy of 6% for 5 years and CPI+1% thereafter, the Council can achieve and then maintain SHQS compliance. The planned rent increases deliver a positive CFCR throughout the 30- year term. Following implementation of the revised Rent Setting Policy in April 2024, rents continue to be affordable. 5.2 The Review recommends that Moray Council proceed with a rental strategy of at least 6% over the next 5 years. 6. FUTURE ACTIONS 6.1 Arneil Johnston will present their findings to Elected Members in February 2025. 6.2 A further HRA Business Plan review will be completed in 2027 to inform HRA budget setting for 2028/29. 7. RENT INCREASE CONSULTATION 7.1 Section 25 of the Housing (Scotland) Act 2001 allows landlords to increase rent (or any other charge payable) under a Scottish secure tenancy so long as they give tenants at least four weeks’ notice of the increased rent due to be paid. Before they issue this notice, landlords must consult with tenants affected by the proposal and be able to demonstrate how they have taken regard of their views in reaching a decision about rent increases. 7.2 The Business Plan review models rent increases at 6% for the first 5 years, and CPI+1% thereafter to year 30. This scenario will allow the Council to continue to fund the accelerated investment programme, maintain SHQS compliance in the longer term, and continue with a programme of 50 new build completions/acquisitions per year for 5 years. 7.3 The Review includes an assessment of the affordability of 2024/25 rents and has found that, despite the revised Rent Setting Policy and the above inflation rent increase in 2024/25, Moray Council’s rents remain affordable, remain lower than local RSL properties, and remain the lowest average in Scotland. Therefore Committee approval is sought to consult tenants on rent increases of at least 6% applicable to each of the next 3 years i.e. 2025/26, 2026/27 and 2027/28. Page 58
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7.4 A 3-year increase will provide the financial stability to fund the investment programme which aims to achieve and maintain SHQS compliance. The 3- year increase would be reviewed during its term if there were any further macroeconomic events which substantially affect the HRA Business Plan assumptions e.g. increased inflation. 7.5 It is proposed that the Council consult tenants on rent increase options which are equivalent to and above this amount. The consultation will present tenants with the following options applicable to 2024/25, 2025/26 and 2026/27: 6% increase i.e. Business Plan minimum. 7% increase i.e. enabling accelerated kitchen & bathroom programme. 7.6 The information provided to tenants as part of the consultation will provide rental increase options along with details on how rental income is used, explains how rents are used to fund improvements to homes and will include a comparison with other local authority rents. 7.7 The consultation process will involve: publication of comprehensive explanatory information on the Council website; developing an online survey available on the Council’s website and publicising it across the Council’s social media platforms; and contacting Moray Council tenants, the Register of Interested Tenants; and Moray Tenant’s Forum to seek their feedback. 7.8 Subject to this Committee’s approval, the consultation will commence on 20 November 2024 and close on Friday 3 January 2025. Tenants’ views will be gathered and will be included within the HRA annual budget setting report for 2025/26 which will be presented to Council in February 2025. 8. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcome Improvement Plan (LOIP)) The provision of new affordable housing and maintenance of the Council’s housing stock are priorities identified within the Corporate Plan and the Housing and Property Service Plan. They also reflect the Housing and Property Service Plan priority to manage assets efficiently and effectively, to provide a quality housing service, and to contribute to delivery of the Local Housing Strategy. (b) Policy and Legal In addition to the statutory requirement to consult tenants on proposals to increase rent, as set out in 7.1, the Scottish Social Housing Charter aims and outcomes (14 & 15) require social landlords to set rents and service charges in consultation with their tenants and other customers so that: a balance is struck between the level of services provided, the cost of the services and how far current and prospective tenants and other customers can afford them. Page 59
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tenants get clear information on how rent and other money is spent, including any details of individual items of expenditure above thresholds agreed between landlords and tenants. (c) Financial Implications The HRA Business Plan 2024 has reviewed the legislative work programmes that the Council will be required to deliver in future years. It concludes a rent increase of 6% over the next 5 years and CPI+1 thereafter will ensure that the Council’s housing activities, and prudential borrowing to support a new build programme of 50 units per year for 5 years, will remain fundable and affordable. The Business Plan will be reviewed again after 3 years. (d) Risk Implications The Business Plan has modelled all potential risks and concludes that the Council’s housing activities continue to be fundable and affordable. (e) Staffing Implications There are no impacts arising from this report. (f) Property There are no impacts arising from this report. (g) Equalities/Socio Economic Impact There are no impacts arising from this report. (h) Climate Change and Biodiversity Impacts There are no impact arising from this report. (i) Consultations This report has been prepared with the assistance of the Council’s Accountancy team. Consultation on this report has also been carried out with the Chief Financial Officer, the Governance, Strategy and Performance Manager, the Property Asset Manager, the Housing Strategy and Development Manager, the Building Services Manager, the Housing Operations Manager, Legal Services Senior Solicitor (Georgina Anderson), and the Committee Services Officer (Lissa Rowan). 9. CONCLUSION 9.1 This report sets out the main findings of the Housing Business Plan Review 2024. The findings provide reassurance that current housing investment priorities are fundable and feasible. Subject to agreement, consultation with tenants on a rent increase for the next 3 years will be carried out prior to the Council setting its annual rent increase for 2025/26. Page 60
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Author of Report: Edward Thomas, Head of Housing and Property Background Papers: held by author Ref: SPMAN-1285234812-1712 Page 61
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: GRASS CUTTING SCHEME REVIEW UPDATE BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 This report provides Housing and Community Safety Committee with the results of the Grass Cutting Scheme review consultation and presents a revised Grass Cutting Scheme for approval. It presents charging options for the Committee to consider. 1.2 This report is submitted to Committee in terms of Section III (G) (3) of the Council's Scheme of Administration relating to carrying out the management and maintenance of the Council's housing stock. 2. RECOMMENDATION 2.1 It is recommended that the Housing and Community Safety Committee:- (i) considers and notes the results of the public consultation on the Grass Cutting Scheme, as set out in Section 4 and APPENDIX I; (ii) approves the revised Grass Cutting Scheme as set out in APPENDIX II; (iii) considers the charging options presented in Paragraphs 5.3 and 5.4 and approves Option 4; and (iv) agrees that the revised Grass Cutting Scheme will be implemented on 1 April 2025. 3. BACKGROUND 3.1 Council tenants are required under the terms and conditions set out in the Scottish secure tenancy (SST) agreement to take reasonable care to keep their garden from becoming overgrown, untidy or causing a nuisance unless the Service has agreed to take care of it. The Housing Service has a responsibility for monitoring the condition of tenants’ gardens and has Item 11 Page 63
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procedures in place with enforcement action for use where deemed necessary. This can include undertaking the work and recharging the tenant. 3.2 In recognition that some Council tenants are considered medically unfit to cut their grass, a Council Grass Cutting Scheme was established and agreed by the Community Services Committee on 7 April 2004 (Paragraph 9 of the Minute refers). 3.3 At its meeting on 10 September 2024, this Committee were advised that internal budget consultations had identified that the Housing Service had not been charged the equivalent cost of providing the grass cutting scheme and were presented with the financial costing associated with the delivery of the Scheme (Paragraph 9 of the Minute refers). The report highlighted that from 1 April 2025, the Housing Service will be required to pay the full cost associated with the delivery of the grass cutting scheme. The cost to the Housing Revenue Account (HRA) based on the current service provision which is estimated at £244,819 (not including any inflationary increase) is unbudgeted. To mitigate against the pressure on the HRA and improve the operation of the scheme, a review of the Scheme was undertaken. 3.4 The principal changes proposed following the review of the Grass Cutting Scheme were: Removing age from the eligibility criteria and focusing on capability, since age does not accurately reflect tenants’ physical or mental ability to carry out the task. Amending the criteria to include that the tenant must have a recognised long-term illness or disability in line with the legal definition of disability under the Equality Act 2010 – ‘if you have a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities.’ Substantial’ is more than minor or trivial and ‘long- term’ means 12 months or more. Removing the caveat of “not having any other able-bodied person in household who is able to help” and replacing this with “not having any other tenant”, since tenants have a legal responsibility for the Scottish Secure Tenancy whereas the household member does not. Removing the provision of the service for free to anyone in receipt of Housing Benefit / Universal Credit, as being in receipt of benefits does not necessarily evidence affordability issues. While there is no specific state benefit that can be accessed for support with garden costs, the Housing Service does offer support to tenants to maximise their benefit entitlement. Recharging all eligible tenants who want to receive the service, in line with the revised terms and conditions, for the full cost of the service, with no applicable discounts. Given the financial environment in which the Council is operating and the sustained pressure on budgets, a priority for the review was to ensure that the Scheme is self-financing and mitigates against any risk posed to the HRA. Page 64
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4. CONSULTATION 4.1 At its meeting on 10 September 2024, Committee approved the revised Grass Cutting Scheme, which included a revised eligibility criteria and that participating tenants would pay the full cost for receipt the service, for consultation (Paragraph 9 of the Minute refers). The consultation process involved: the publication of the revised Grass Cutting Scheme on the Council website; publication of frequently asked questions (FAQs) on the Council website which explained changes to the scheme, including that participating tenants will be charged the full cost of receipt of the service; development of an online survey on the Council’s website and which was publicised across the Council’s social media platforms; and contacting relevant stakeholders and requesting feedback. 4.2 A total of 1590 emails and 1097 letters were issued requesting feedback from: all tenants currently on the Grass Cutting List; a 20% random sample of tenants; the Moray Tenants’ Forum; the register of interested tenants; and relevant key stakeholders, including Age Scotland. Paper copies of the consultation survey were available upon request. 4.3 The consultation survey asked the following generic questions about the revised scheme: (i) Do you support the review of the draft Grass Cutting Scheme? (ii) Did you find the draft Grass Cutting Scheme easy to read and understand? (iii) Is there a section of the Grass Cutting Scheme that you would like to see reworded? (iv) Is there something in the Grass Cutting Scheme that we have missed that you think should be included? (v) Is there anything you think should be removed? 4.4 The consultation, which lasted four weeks, prompted 157 responses (6% percent response rate). 4.5 An overview of the responses, details of the comments returned and a response to the comments are included at APPENDIX I. The comments returned have been amended to correct grammatical and typing errors. Any comments relating to personal circumstances, or which were not relevant to the Grass Cutting Scheme review have been removed. 4.6 An overview of the feedback returned along with a summary of the comments received is set out below. Do you support the review of the draft Grass Cutting Scheme? 157 respondents opted to answer this question and of these, 106 respondents (67.52% of those who answered the question) supported the review of the Page 65
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Grass Cutting Scheme. Twenty nine respondents (18.47%) did not know if they supported the review and 22 respondents (14.01%) did not support the review. Did you find the draft Grass Cutting Scheme easy to read and understand? 156 respondents opted to answer this question and of these 129 respondents (82.69% of those who answered the question) found the revised Grass Cutting Scheme easy to read and understand. Sixteen respondents (10.26%) did not find the Scheme easy to read and understand and 11 (7.05%) were unsure. Is there a section of the Grass Cutting Scheme that you would like to see reworded? 156 respondents opted to answer this question and of these 14 respondents (8.97% of those who answered the question) wanted a section of the Grass Cutting Scheme reworded. Is there something in the Grass Cutting Scheme that we have missed that you think should be included? 156 respondents opted to answer this question and of these 97 respondents (62.18% of those who answered the question) did not think that anything had been missed from the Grass Cutting Scheme, while 31 respondents (19.87% of those who answered the question) thought that an item had been missed and 28 respondents (17.95%) did not know. Is there anything you think should be removed? 152 respondents opted to answer this question and of these 98 respondents (64.47% of those who answered the question) did not think that anything should be removed from the Grass Cutting Scheme, whilst only 14 respondents (9.21% of those who answered the question) wanted a section of the scheme removed. Do you have any additional comments? 77 respondents provided feedback to this question. 4.7 The comments received regarding the Scheme related to: legislative requirements that the Council must comply with; a level of detail which is not relevant to the Grass Cutting Scheme, but which is included elsewhere. For example, in separate policies or supporting procedures and resources; requests for financial information which will not be included in the actual Grass Cutting Scheme since they will be subject to change, but which will be published and updated on the Council website; the annual application process which is required to ensure that those on the Scheme meet the eligibility criteria and have a need for the service; personal circumstances which cannot be considered as part of the review; and proposals which had been considered by the review but had been discounted due to financial and practical feasibility implications. Page 66
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Full consideration has been given to the feedback received and where appropriate will be used to develop supporting operational procedures and tenant information resources for the Scheme. 4.8 The following minor amendments have been made to the revised Grass Cutting Scheme in italics for ease of reference: clarification that the scheme does not apply to communal or shared areas maintained by Open Spaces; clarification that only those receiving the service pay for the service i.e. these costs are not absorbed by all Moray Council tenants; and confirmation that non-payment will result in refusal of re-registration for the subsequent year and debt recovery action will be taken to recover debt and associated cost. 4.9 The revised Grass Cutting Scheme is provided as APPENDIX II for this Committee’s approval. 5. IMPLEMENTATION OF THE REVISED GRASS CUTTING SCHEME 5.1 Subject to this Committee’s approval of the revised Grass Cutting Scheme, an implementation plan will be developed to ensure that a “go live” date of 1 April 2025 is achieved. This will include: developing the new application process and operational procedures to ensure that the Scheme is delivered consistently and transparently with a clear and robust audit trail of applications, assessments and decisions; developing information resources including associated charges to be publicised on the Council’s website and an article in the Tenants’ Voice to inform tenants; and staff briefings to maximise awareness and understanding of the changes. 5.2 Tenants currently on the Grass Cutting Scheme will be contacted in due course to inform them of the changes, including the revised eligibility criteria and estimated cost of the service for 2025/26. They will be invited to reapply should they want to be considered for the Scheme next year. 5.3 Officers have completed an Integrated Impact Assessment (IIA) which is available at APPENDIX III. The IIA identifies that the Scheme will have a positive impact for those with the protected characteristic of disability, as defined by the Equality Act 2010. The IIA notes that those with a disability group who generally tend to have less disposable income than non-disabled groups. Charging Options 5.4 The revised Scheme has been developed on the basis of full cost recovery from tenants participating in the Scheme and tenants receiving around 15 cuts per year. For 2024/25 an interim agreement is in place where the Housing Service will be charged £181,650 for the provision of the service. Had this cost been chargeable, the unsubsidised cost of the service for 2024/25 would have been £259.50 per tenant. Based on full cost recovery and the current number of tenants receiving the service, Officers estimate this cost would increase to £373.20 per tenant for 2025/26 as a baseline. This is dependent on assumptions regarding the Open Spaces recharge, inflationary increase Page 67
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etc. It should be noted that should the number of tenants in receipt of the service decrease, there may be cost and / or resourcing issues for Open Spaces, with potential that the cost and the actual amount tenants are charged could increase further. 5.5 The options presented below model capping the Scheme at 5% of Council tenants (320) and an alternative reduction to 10 cuts per season instead of 15. Whilst utilising the 5% figure as a baseline, should the scheme be oversubscribed by eligible tenants who had previously been on the scheme, this number may be exceeded for a transitional period. In addition to full cost recovery, an option to charge eligible tenants £120 per season and subsidise the remainder from the HRA is included. Open Spaces may have to review their staffing resources in line with the reduced activity anticipated. Based on the number of variables it is not possible to accurately estimate the number of tenants who will participate in the new Scheme. 5.6 This Committee is asked to consider which of the following scheme/charging options should be implemented: Option No. of tenants Cost per tenant, per season Total tenant recharge HRA subsidy 1 Baseline (15 cuts) 656 £373.20 £244,819 0 2 Full cost recovery from tenants (15 cuts) 320 £373.20 £119,424 0 3 Full cost recovery from tenants (10 cuts) 320 £248.80 £79,616 0 4 Part cost recovery from tenants, part subsidy from HRA (10 cuts) 320 £120.00 £38,400 £41,216 6. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) The Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP) identify the need to address the shortage of affordable housing and tackle homelessness. The Grass Cutting Scheme assists to make the best use of the Council’s housing stock and promote healthier citizens and adults living healthier, sustainable independent lives safeguarded from harm. (b) Policy and Legal There are no legal implications arising from this report. (c) Financial implications The Housing Revenue Account (HRA) deals with expenditure and income for the Council’s housing stock. This includes the costs associated with the grass cutting scheme which is offered only to eligible council tenants. The revised scheme which has been subject to tenant Page 68
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consultation is baselined on full cost recovery from tenants in receipt of the service, with an option to part subsidise from the HRA (Option 4). Budgetary provision for this option would be £41,216 per the assumption of 320 tenants and following engagement with tenants an actual figure of scheme members will inform the HRA budget for 2025/26. Given the scale of change, it is proposed a further £50k transitional provision is also assigned in the budget to ensure deliverability in year 1. The gross budget would nonetheless be below the current contribution from the HRA for the financial year 2024/25 and will reduce the costs on an ongoing basis, whist also enabling a saving to the general services budget in lieu of the unrecovered cost of the previous scheme. (d) Risk Implications There are no risk implications arising from this report. (e) Staffing Implications The level of staffing within the Open Spaces team may require to be reviewed to adjust to the anticipated reduction in eligible tenants on the scheme and a reduced number of cuts per season. (f) Property There are no property implications arising from this report. (g) Equalities/Socio Economic Impact An Integrated Impact Assessment (IIA) was completed as part of the Grass Cutting Scheme review and updated during the public consultation which identifies a positive impact on a protected group as outlined in the IIA APPENDIX III. However, the IIA assumes that the Scheme will operate on a full cost recovery basis, with all costs incurred passed on to participating tenants. The IIA highlights that those from a disability group tend to have less disposable income than non disabled groups. (h) Climate Change and Biodiversity Impacts There are no climate change or biodiversity arising from this report. (i) Consultations Consultation on this report has taken place with the Head of Housing and Property, Housing Services Manager, Housing Strategy and Development Manager, Officers within the Housing and Property Service Paul Wolverson (Service Manager, Open Spaces Management and Cemetries), Equal Opportunities Officer, Georgina Anderson (Legal Services Senior Solicitor) and Lissa Rowan (Committee Services Officer) and any comments have been incorporated into the report. 7. CONCLUSION 7.1 This report provides Housing and Community Safety Committee with the results of the revised Grass Cutting Scheme consultation, along with charging options. It presents a revised Grass Cutting Scheme for approval and implementation on 1 April 2025. Page 69
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Author of Report: Gillian Henly / Emma Armit, Senior Housing Officer (Policy) Background Papers: With Author Ref: SPMAN-1285234812-1678 Page 70
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APPENDIX I Grass Cutting Scheme Review 2024 – Consultation Results Do you support the Grass Cutting Scheme? Number % Yes 106 67.52 No 22 14.01 Don’t know 29 18.47 Total 157 100 Did you find the Grass Cutting Scheme easy to read and understand? Number % Yes 129 82.69 No 16 10.26 Don’t know 11 7.05 Total 156 100 Is there a section you would like to see re-worded? Number % Yes 14 8.97 No 114 73.08 Don’t know 28 17.95 Total 156 100 What would you like to see reworded? Comments received Response to comments Grass cuttings: If someone else cuts or lifts grass cuttings, can they be put in brown bin with waste permit? Should be lifted instead of blowing to public areas / others gardens / taken into house on shoes. Not picking up Grass or using grass blowers to redistribute the grass is a false economy and has Yes. Information will be provided in the scheme leaflet. Considered but was discounted as it would require new machinery and result in extra cost for lifting and disposing of cuttings, which would increase tenant cost further. Current process contributes towards biodiversity. Item 11 Page 71
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APPENDIX I knock on effects elsewhere such as choking drain covers etc. Costs: What are the costs of the service? Are they per cut or yearly total? What are the costs to the Council? Too much – disabled and have large garden Will I have to pay for it? Cost in comparison to private/public alternative? Payment methods? Costs are per cut, therefore the overall annual cost will increase. All tenants eligible for and receiving the scheme will be charged the full amount which Open Spaces charge the Housing Service. The cost will be publicised on the Council website along with the application process once finalised. All tenants accepted onto the Scheme will be informed of the costs and the payment options. Simpler language/words. Unclear if all tenants pay or just those using Scheme. The Scheme is written in line with Plain English guidance. Scheme wording revised slightly to clarify that only tenants using the service will pay. Age – if elderly and cannot physically cut grass, do not appreciate being made exempt or having to pay expensive private handyman. Age alone is not necessarily a measure of ability. If the tenant meets the criteria but cannot evidence receipt of valid benefits, we will accept validation from a health professional to support the application. Application – tenants should not have to re-apply yearly. People’s circumstances can change hence the re-application and verification process. Is there something that we have missed that you think should be included? Number % Yes 31 19.87 No 97 62.18 Don’t know 28 17.95 Total 156 100 Page 72
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APPENDIX I What do you think should be included? Comments received Response to comments Who should receive service: Ensure people getting service are genuinely disabled and don’t have able bodied people living with them who could cut grass as quite a few get help who don’t need it. Should just be for elderly / those with mobility issues. If there is someone in the household who is not the tenant or a joint tenant, they have no legal obligation to cut the grass. The new assessment process will identify those who are most in need of the service, but the service will be charged at the new cost. Flats / Communal grounds. Tenants in a flat with a designated garden will be responsible for their garden and will qualify for the Scheme if the meet the new assessment criteria. Arrangements for shared / communal ground being maintained by Open Spaces is separate to the Grass Cutting Scheme and therefore out with the scope of this review. Tenants that can't afford the grass cutting equipment and tenants whose home has been built on old farmland (grass is very hard to control and look after and most general equipment isn't strong enough) should be offered the help and opportunities to use the scheme. I also think when one person in a couple isn't able to cut the grass due to health issues, they shouldn't be refused help just because the other person is able as that person is usually their carer and very busy doing the job of 2 people already and deserves the opportunity of help. Unfortunately, the Scheme cannot account for every eventuality. Dispersed Housing. Any dispersed housing getting grass cut will be separate to the grass cutting scheme, with any costs usually met from the Temporary Accommodation Charge for the property. Therefore, outwith the scope of this review. Not everyone with a disability applies for benefits. If the tenant meets the criteria but cannot evidence receipt of valid benefits, we will accept validation from a health professional to support the application. Page 73
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APPENDIX I Enhanced Service. Weeds should be included (grow into our garden from neighbours and are unsightly or between slabbed areas). Moss removal. Hedge cutting service. The Council only provides a grass cutting service. There are no plans to expand this to include weeding, hedges or any form of enhanced service. Weeds from surrounding properties / ground should be reported to the Contact Centre and allocated to appropriate Service for action depending on tenure. System / Timetable Like bin collection timetable so tenant knows when grass being cut. Used to be every second Monday but it’s a hit or miss for past two summers. Planning has to take priority to keep tenants up to date. Generally, it operates on a two week rota, but external factors such as the weather may see the need to deviate at times. Recommendations to be made to Open Spaces to see if any service improvement can be identified. Consider garden specifics: Not all gardens are equal in size or topology. Some are significantly more challenging than others. You have missed the safety element where it may be unsafe for an individual to do this alone. Weather conditions may mean that it is difficult to undertake this work safely. Particularly for the elderly or infirm. This is not a factor in determining eligibility for the Scheme which focuses solely on grass cutting only. Tenants that live in Council rented properties should be responsible for taking care of their gardens, regardless of the cost. Some of the properties are disgusting and are totally neglected. Tenant has responsibility under Scottish Secure tenancy agreement to maintain garden and is monitored in line with the Estate Management Policy and Procedures. Payment for the service should be made in advance at application stage. Payment methods and arrangements are still to be finalised and publicised. Is there anything you think should be removed? Number % Yes 14 9.21 No 98 64.47 Don’t know 40 26.32 Total 152 100 Page 74
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APPENDIX I What do you think should be removed? Comments received Response to comments Annual Application Process Yearly applying will increase people’s mental health causing instability. Should consider every 2 or 3 years. If someone is disabled and finds it difficult to deal with things, should not ask to re-apply every year. It should be permanent for certain individuals. I feel sorry for older people who use this service & who will now have to reapply annually. This is not fair on them & I presume will generate more secretarial work. Please consider the elderly & those unable to renew applications. If there is a reduction in the uptake of this service please redeploy your workforce to local cemeteries. Noted, however, we need to ensure that those receiving the service meet the criteria are those most in need and individual circumstances can change. We aim to make the annual process more like a fact checking exercise to simplify the process and keep any action required minimal. Administrative duties in relation to the grass cutting service is expected to reduce. Claiming benefits should not necessarily entitle people to this service. The eligibility criteria is based on specific benefits that assess an individual’s capabilities and mobility which is relevant to the process. Certain exemptions regarding who can get their grass cut. Fundamental to review and operation of service. Not feasible. Charging tenants for service / Charging people for not cutting their grass when it's rained constantly for three months / Increased costs to cover it all. Fundamental to review and operation of service. Not feasible. Social tenant getting it done for them. They have all day. Buy or loan them a mower and tell them tidy their garden. Tenants will receive service if meet eligibility criteria, in need of assistance and pay for the service. Everything needs removing /All of it. Not feasible. Do you have any other comments? Please note, only comments that have not already been addressed above are listed below. Comments received Response to comments Page 75
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APPENDIX I Positive feedback A great scheme for those that are unable to tend to their own gardens. It is essential they have this service available, so they are able to have access to green space within the comfort of their local area/home. Some individuals are unable to go to other places to have access to green space. It’s a great service which I would struggle without. its a god send, thank you. As an elderly person that used to be able to cut my grass, I am very grateful for this service. It has been a good service. The men who come are always respectful even almost always lifting my rotary washing line cover so it doesn't get strimmed. This didn't happen in the beginning and the cover is shredded at the bottom. I find it great because I am not able to cut the grass but by having this it keeps things tidy. Brilliant service my mom elderly mom be lost without it. I currently benefit from the grass cutting scheme and find it such a help that takes away a real worry for me. Due to the medication I am on my concern is that I may miss something that I need to highlight if I have to fill a form in yearly to obtain this valuable service. They do a good job. Noted. The documentation was all fine, I do not, however, support removing the service from legitimately disabled tenants and requiring them to re-apply every year, as this seems like it will likely leave those who require the assistance the most as those who are the most likely to no longer receive it. I do, however, support confirming that the tenants are actually in receipt of the relevant benefits to qualify. Intention is to further support disabled tenants which is reflected in the change of eligibility criteria. The cost for the service will increase under the review to make it a sustainable service. Eligibility of benefits is necessary to confirm disability/ability. I wouldn't object to paying for the service. Noted. People in general if they have disabilities and are receiving additional benefits. Their chronic illnesses may deteriorate quicker against the equality act. Noted. Page 76
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APPENDIX I Total waste of taxpayers money, no surprise when moray council is involved, council officers totally incompetent as are the Councillors, needs to be better. Noted. A cost-cutting scheme by Moray Council to make tenants pay for their own grass maintenance according to the terms of their lease and whatever their means. I think this is a cost cutting scheme that is going to be upsetting many tenants and their ability to maintain their gardens. Local authority services must be cost effective. Not all tenants pay for the service, only those in receipt of the service will pay. My friend is physically and mentally disabled and definitely needs the help. Has no one to help with paperwork, finances etc. and it is these people that will bear the brunt. I’m sure the very needy will have carers (council) they would advise who should get priority. And why don’t you post info to the disabled of any help from handy men/ women who can do jobs voluntarily. By post because a lot of the older generation don’t use the internet. Tenants who meet the eligibility criteria, which includes the definition of disability as set out in the Equality Act 2010. Those on the list will be invited to re-apply for the revised Scheme using a simplified fact-checking method. Postal communications are possible where requested. Does this mean that only 7% of council tenants would actually receive this service. I understand that the garden and cemeteries department is under stress due to a number of factors, however if a tenant pays additional for the service, can it not be kept. I understand the tenancy agreement made when we sign, and I do feel that if it would have been charged for then additional staff and the upkeep of equipment would be paid for by the tenants using this service. Tenants eligible and receiving the service will be charged an increased cost to provide the service. Moray Council should make more of an effort to help disabled or elderly tenants that are unable to cut their grass or maintain their garden. Clearer information and guidance should be provided. The scheme provides the grass cutting service to support these groups however the Council need to increase the cost of the service to those eligible to cover the costs of the service. Hope the cost is comparable with those charged by private businesses. Council cuts neighbours grass and the following week a gardener, who was charging £25 per hour two years ago, cuts it and does general maintenance. Do not undercharge for your services. The annual cost of the service is comparable. As above many people deserve the help and are not getting it. The revised eligibility criteria will help ensure that those eligible will receive the service. Page 77
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APPENDIX I It would seem that the vulnerable are targeted. The revised eligibility criteria will help ensure that those eligible will receive the service. The service delivered needs to be cost-effective. I hope it is given to people who genuinely need it. The revised eligibility criteria will help ensure that those eligible will receive the service. I wouldn't object to paying for the service. Noted. Those physically able to cut their own grass should do so. I have neighbours who don't work but can party and go about their lives but get their grass cut. I'm a single working parent who struggles with a chronic health condition and I have to pay someone to do mine. There needs be a way to cut down costs to the council without penalising the elderly or disabled. But physically fit people can do their own grass? The review will identify those who are in most need of the GCS. There will be some who will no longer qualify. Those who don’t qualify will still be responsible for maintaining their garden by either cutting the grass themselves or paying someone else to do it on their behalf. Please do not make the cost too high, most people who get there grass cut are already paying £50,for the brown bin. Brown bin costs are separate to the costs of the grass cutting scheme. The cost will be kept to a minimum but must cover the cost to Moray Council of providing the service. It is not fair to charge a service that is for disabled tenants. The requirements of the Equalities Act 2010 are being considered as part of the review and an Integrated Impact Assessment carried out. Stop it or increase costs. The service will be withdrawn from those who no longer meet the new criteria and full cost recovery is anticipated when costing the service. Residents that are currently on the scheme should obviously remain on the list. This is not a feasible option due to the change in the criteria and to do so Page 78
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APPENDIX I would mean that not everyone would meet the eligibility criteria. All tenants can apply for consideration under the revised scheme. This appears to be another opportunistic attempt to place increased charges on tenants and in particular those least able to do or pay for it. It is unfair to financially penalise the elderly, infirm or ill with physical labour or financial pain. This should be a shared cost. This will ultimately lead to tenants getting hurt due to trying to save costs and being injured as a consequence. The requirements of the Equalities Act 2010 are being considered as part of the review and an Integrated Impact Assessment carried out. Please note that the total number of responses decreases for each question throughout the survey. This is due to some respondents not answering all the questions. Page 79
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DRAFT 1 APPENDIX II Housing & Property Service Grass Cutting Scheme 1. Scope of the Scheme 1.1 The scope of Moray Council’s Grass Cutting Scheme is to provide a clear and transparent framework and criteria for delivering a grass cutting service to tenants based on their capability to maintain their garden to a reasonable condition. It allows those who are unable to maintain their gardens to an acceptable standard due to a substantial and / or long term physical or mental health problem an option to purchase an in-house service at a pre-determined cost. Any communal or shared ground maintained by Moray Council’s Open Spaces Service is not covered by this Scheme. 1.2 Tenants who require a service are not obliged to use Moray Council’s service and can source alternative independent private service providers if they prefer to do so. 2. Principles of the Scheme 2.1 The principles underpinning the Council’s Grass Cutting Scheme are: Legality – the Council seeks to ensure that its Grass Cutting Scheme reflects the legal provisions of the Scottish standard secure tenancy agreement and good practice. Mutuality – the scheme is in place for the mutual benefit of both tenants and Moray Council, as the social landlord. Consistency – the Council will apply the Scheme in a consistent manner to ensure that applicants with similar circumstances are assessed equally to achieve similar outcomes. Equality – the Council will make sure that it does not act in a discriminatory manner when administering the Scheme. 3. Objectives 3.1 The specific objectives of the Grass Cutting Scheme are to: Item 11 Page 81
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DRAFT 2 APPENDIX II provide a grass cutting service for tenants who meet the eligibility criteria as set out at Section 7, where they are unable to do so themselves; assess applications in an objective, consistent and fair manner in line with individual circumstances; and promote and sustain well-kept housing estates and neighbourhoods. 4. Legal Provisions 4.1 The primary legislation governing the Scottish secure tenancy agreement (SST) is the Housing (Scotland) Act 2001, as amended by the Housing (Scotland) Act 2014. Paragraph 2.11 of the tenant’s SST sets out the requirements for looking after any garden attached to the property - ‘If you have exclusive use of a garden attached to the house, you must take reasonable care to keep it from becoming overgrown, untidy or causing a nuisance (unless we have agreed to take care of it). If you fail to do this, we are entitled to decide exactly what work requires to be done so as to comply with this duty’. 5. Equality and diversity 5.1 The Council is committed to preventing discrimination and promoting equality of opportunity for every person who seeks assistance with their tenancy. In accordance with the Equality Act 2010: the Council seeks to ensure that the Grass Cutting Scheme does not discriminate between individuals with one or more of the following protected characteristics: age, disability, gender reassignment, marital status/civil partnership, pregnancy and maternity, race, religion or belief and sexual orientation. Staff will apply the legal definition of disability when assessing applications for the service - ‘if you have a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities.’ Substantial’ is more than minor or trivial and ‘long-term’ means 12 months or more. Page 82
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DRAFT 3 APPENDIX II 5.2 In providing the grass cutting service, full consideration will be given to the Council’s Public Sector Equality Duty (PSED). This requires public authorities to eliminate discrimination, harassment and victimisation; advance equality of opportunity; and to foster good relations between persons who share a relevant protected characteristic and those who do not. 6. Service Provision 6.1 The grass cutting service is provided by fully trained and insured staff from Moray Council’s Open Spaces Management and Cemetries team (OSMC), who will use appropriate equipment for the task. OSMC staff will, where appropriate, also provide advice and information regarding areas of health and safety which are identified during the garden visits where they deem necessary. The service will incorporate: Limitations – the service includes cutting grass within the boundaries of the tenant’s garden. Grass cuttings will not be lifted and no other garden work will be undertaken. If further work is identified as being required, this will be subject to available resources at the time, a separate quote from OSMC, and fully payable by the tenant. Frequency – Grass will be cut approximately 10 times per year between the months of April and October. This could increase or decrease slightly, depending if the growth is greater or less than normal. Annual Cost – Tenants will have to apply to the Scheme each year. A charge will only be made to the tenant’s eligible for and receiving the service, which will be equal to the full cost of Moray Council providing the service. Tenants will be informed of the cost of the service, plus on costs, in advance of the grass cutting season. Costs will be published and updated on the website. Any non-payment will result in refusal of re- registration for the following year and appropriate debt recovery action being taken to recover the costs. 6.2 Operational procedures are available for Housing Staff to follow to ensure relevant training, consistency of assessment, application and ease of service delivery. Page 83
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DRAFT 4 APPENDIX II 7. Eligibility Criteria 7.1 The grass cutting service is available to Moray Council tenants where they meet the following eligibility criteria: Are unable to cut their grass due to a recognised substantial and long- term illness, physical or mental health disability as defined by the Equality Act 2010 (Section 5.1 above) where there is no other able tenant (please note this does not relate to another household member) living with them who is also responsible for meeting the terms and conditions as set out in the SST; and Are in receipt of any physical or mental health related benefit. Evidence of entitlement must be provided. Examples include Personal Independence Payment (PIP), Adult Disability Payment (ADP), Pension Age Disability Payment (PADP) and Attendance Allowance. 7.2 Where no passport benefit is available, evidence from a relevant health professional confirming the medical condition will need to be provided and will be stored in accordance with Moray Council’s data protection and GDPR requirements and retention schedule. 8. Monitoring 8.1 Moray Council Housing Service will: monitor the applications and confirm the evidence provided for the scheme annually; maintain the list of current tenants receiving the service, with a cap of 320 gardens, as well as a waiting list where required; carry out an annual tenant satisfaction survey and monitor any issues of concern, reporting back to OSMC for improvement actions where necessary; and continue to monitor the cost of the service from OSMC and review as required in line with inflation and pressure on the Housing Revenue Account. Page 84
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DRAFT 5 APPENDIX II 9. Complaints 9.1 Any tenant who is not satisfied with the outcome of their Grass Cutting Scheme application can request a review in writing by the Area Housing Manager in the first instance. If the tenant is not completely satisfied with the outcome of the case, it will be referred to the Housing Services Manager for their consideration. 9.2 If the tenant is still not satisfied with any aspect of the Grass Cutting Scheme they can escalate the case through the Moray Council Corporate Complaints Process. Page 85
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III INTEGRATED IMPACT ASSESSMENT (IIA) COVERING EQUALITIES & SOCIO ECONOMIC DUTIES HUMAN RIGHTS AND RIGHTS OF THE CHILD DATE UPDATES/EXECUTIVE SUMMARY VERSION DETAILS Insert Date (e.g. 03/10/2023) Add brief notes/highlight which section amended (e.g. first draft of IIA completed and submitted to SFC 25/10/2023 for consideration; noting that further work on Stage 2 will be required). Insert (ShP) Version Info (when details have been agreed) (e.g. 5.0 03/10/2023 11:21 AMcL) 05/08/24 First draft IIA submitted for H&CS Committee deadline 05/08/2024 for consideration. 16/10/24 2nd draft IIA submitted for H&S Committee following public consultation for consideration. STAGE 1 - DO I NEED AN INTEGRATED IMPACT ASSESSMENT? Name of policy or proposal: MC Housing Tenants – Grass Cutting Scheme Is this a Mark X below New activity, programme or policy? Change to an existing activity, programme or policy? X Budget proposal? Duties: tick the boxes you think apply No Maybe Yes Equalities: Will your proposal have an impact on groups with protected characteristics? Consider the impact of your proposal on people and how they access your services and information without barriers. X Socio-economic Not every person/family has access to regular income or savings. Will your proposal have an adverse impact on them X Does your proposal impact on the human rights of people? X Does your proposal impact on the rights of children and young people X Item 11 Page 87
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III Reasoning Briefly describe your reasoning for the responses given above: The Moray Council Grass Cutting Scheme has been reviewed in order to improve operation of the scheme and to mitigate against unbudgeted pressure on the Housing Revenue Account. The principal changes to the Grass Cutting Scheme were to Remove age from the eligibility criteria and focusing on capability, since age does not accurately reflect tenants’ physical or mental ability to carry out the task. Amend the criteria to include that the tenant must have a recognised long-term illness or disability in line with the legal definition of disability under the Equality Act 2010 – ‘if you have a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities.’ Substantial’ is more than minor or trivial and ‘long-term’ means 12 months or more. Remove the caveat of “not having any other able-bodied person in household who is able to help” and replacing this with “not having any other tenant”, since tenants have a legal responsibility for the SST whereas the household member does not. Remove the provision of the service for free to anyone in receipt of HB / UC, as being in receipt of benefits does not necessarily evidence affordability issues. While there is no specific state benefit that can be accessed for support with garden costs, the Housing Service does offer support to tenants to maximise their benefit entitlement. Recharge all eligible tenants who want to receive the service, in line with the revised terms and conditions, for the full cost of the service, with no applicable discounts. The Housing and Community Safety Committee agreed on 10 September 2024 that a public consultation on the Scheme was undertaken to inform the review. If you have answered “maybe” or “yes” to any of the Stage 1 questions above then proceed to complete the Stage 2 Integrated Impact Assessment questions below. If you have answered “no” to the Stage 1 questions above then provide the details below and submit to [email] Lead Officer for developing the contract N/A Other people involved in the screening (this may be council staff, partners or others i.e. contractor or community) N/A Date N/A Page 88
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III STAGE 2: INTEGRATED IMPACT ASSESSMENT Brief description of the affected service 1. Describe what the service does: Moray Council Grass Cutting Scheme provides a grass cutting service to tenants (between April and October) who meet the following criteria (as set out in Section 7.1 of the Scheme). Are unable to cut their grass due to a recognised substantial and long-term illness, physical or mental health disability as defined by the Equality Act 2010 (Section 5.1 above) where there is no other able tenant (please note this does not relate to another household member) living with them who is also responsible for meeting the terms and conditions as set out in the SST; and Are in receipt of any physical or mental health related benefit. Evidence of entitlement must be provided. Examples include Personal Independence Payment (PIP), Adult Disability Payment (ADP), Pension Age Disability Payment (PADP) and Attendance Allowance. Participating tenants will be charged the full cost of providing the service. 2. Who are your main stakeholders? Open Spaces carry out the service on Housing’s behalf for eligible Council tenants who are not able to cut their grass. 3. What changes as a result of the proposals? Is the service reduced or removed? The activities of the service will remain the same, but the eligibility criteria is under review. The proposed new criteria will: change / limit who will be eligible meaning some, who currently or previously received the service, will no longer receive the service at all under the revised criteria. the legal definition of disability under the Equalities Act 2010 will be considered when assessing tenants eligibility to access the scheme. tenants will no longer receive a subsidised or discounted service meaning full cost recovery for the service will be passed onto the tenants requiring the service. 4. How will this affect your customers? The current Grass Cutting Scheme list will close. Tenants currently on the grass cutting list will need to re-apply along with any other interested tenants and will be subject to assessment to establish if they meet the revised criteria. If they do not meet the criteria they will no longer be eligible for the service. Every tenant accepted on to the revised Scheme will be required to pay for receipt of the service. There will be no discounts or subsidies. Tenants will be advised of the cost of the service each year. 5. Impact on staff providing the service There is the potential for more complaints to be received and addressed by Housing Staff / Managers. It is anticipated that operational changes will reduce the Housing Admin resource required to continually monitor accounts for payments and fluctuations but this resource Page 89
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III would need to be re-diverted to confirm validation of eligibility and annual fact check / re- registration for scheme. Potential impact on Open Spaces staffing requirements to deliver the service. This will be dependent on whether the number of eligible tenants on the list increase or decrease. 6. Please indicate if these apply to any of the protected characteristics Protected groups Potential impacts and considerations Race No Disability Yes – positive impact for those with disability to receive service following the revision to the eligibility criteria. Tenants receiving the service will be required to pay the full cost of the service. Carers (for elderly, disabled or minors) No Sex No Pregnancy and maternity (including breastfeeding) No Sexual orientation No Age (include children, young people, midlife and older people) No Religion, and or belief No Gender reassignment No Inequalities arising from socio- economic differences Yes – Following the review and revision to the Scheme, tenants will no longer receive a free or subsidised service. The Scheme will operate on a full cost recovery basis with all costs incurred passed on to participating tenants. Since the eligibility criteria focuses more on capability and disability under the Equality 2010 Act. The increased costs of the service will in large be met by disability group who generally tend to have less disposable income than non-disabled groups. Human rights List of convention rights Describe, where applicable, if and how specific rights are engaged Article 5: Right to liberty and security No Article 6: Right to a fair trial No Article 8: Right to respect for private and family life, correspondence and the home No Article 10: Freedom of expression No Article 11: Freedom of assembly and association No Article 12: Right to marry No Page 90
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III List of convention rights Describe, where applicable, if and how specific rights are engaged Article 14: Prohibition of discrimination (in relation to the convention rights) No Article 1 of Protocol 1: Protection of property No Article 2 of Protocol 1: Right to education No Article 3 of Protocol 1: Right to free elections by secret ballot No Children’s Rights and Wellbeing Relevant articles – UNCRC Article 2 – Non discrimination No Article 12 – Respect of the views of the child No Article 3.1 – Best interest of the child No Article 6.2 – Right to survival and development No 7. Evidence. What information have you used to make your assessment? Performance data During the review to develop the revised Scheme, the Housing Service Grass Cutting List tenant data was used which was matched to tenant data-set held in NEC to identify age, disability and whether the tenant receives UC or HB. While this allowed some modelling the data was not as robust as it could have been due to some recording issues in the NEC Housing system. Internal consultation Consultation with Open Spaces, Accountancy, Equal Opportunities Officer, Legal, Housing Services Manager, Housing Strategy & Development Manager, Housing Admin, Head of Service. Consultation with affected groups The Housing and Community Safety Committee agreed on 10 September 2024, that a tenant consultation period was undertaken during September / October 2024 to ensure Housing fulfil the legal duty to consult with tenants on issues affecting them “in relation to housing management, repairs or maintenance, where the proposal, if implemented, is likely significantly to affect the tenant” – S.54 Housing (Scotland) Act 2001. The consultation process involved: the publication of the revised Grass Cutting Scheme on the Council website; Page 91
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III publication of frequently asked questions (FAQs) on the Council website which explained changes to the scheme including that participating tenants will be charged the full cost of receipt of the service; development of an online survey on the Council’s website and which was publicised across the Council’s social media platforms; and contacting relevant stakeholders and requesting feedback: o all tenants currently on the Grass Cutting List; o a 20% random sample of tenants; o the Moray Tenants’ Forum; o the register of interested tenants; and relevant key stakeholders, including Age Scotland. Local statistics Due to the data issues for current tenants, further disability data based on applications received in 2023-24 was sought to give some indicative data for going forward, taking into account the potential change in criteria in relation to disability. Approximately 502 (29%) of all applications received (23/24) contain someone who has declared a disability. These include autoimmune, mental health, neuro-diverse and sensory conditions / impairments that are not all are physical or obvious. Approximately 441 (26%) applications last year had a main applicant only and a further 61 (3.5%) have a main and joint applicant both with a disability of some sort. National statistics Benchmarking against other local authority schemes. Other Cost analysis has been carried for 2023/24, 2024/25 and projected spend for 2025/26 to ensure a position of full cost recovery. 8. Evidence gaps Do you need additional information in order to complete the information in the previous questions? No 9. Mitigating action Can the impact of the proposed policy/activity be mitigated? Please explain Restricting the eligibility criteria, will effectively mean that only those with a disability, which is evidenced via passport benefit payment, will be eligible for receipt of the service. The Equality Act 2010 Act states that the reasonable adjustment duty applies where a Page 92
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III disabled person is placed at a substantial disadvantage in comparison to non disabled people. Since only disabled people will be eligible for the scheme, no reasonable adjustments are needed. While projected information based on the proposed revised eligibility criteria shows higher rates of those that meet the definition of a disability as defined by the Equalities Act 2010, many may not wish to take up the service based on their own individual capability. If all those who meet the definition were accepted onto the scheme and discounts were applied, this would have a significant impact on the HRA. In addition, tenants may also decide to use alternative independent contractors to cut their grass. 10. Justification If nothing can be done to reduce the negative impact(s) but the proposed policy/activity must go ahead, what justification is there to continue with the change? Due to current budget constraints across the Council, Open Spaces are no longer in a position to subsidise the grass cutting service to Housing, while the HRA also faces significant pressures given its commitment to deliver ambitious upgrade programmes as outlined in the Business Plan to improve the standard of housing stock to meet regulatory requirements set by the Scottish Housing Regulator (SHR). The Housing Service needs to move away from the previously subsidised service and towards full cost recovery from the tenants to help minimise additional pressure on the HRA. The revised criteria and annual monitoring should assist with ensuring the service is reserved for those who have a real need for the assistance. The implementation of full cost recovery for receipt of the grass cutting service will create an increased financial charge to eligible tenants, mainly within the disability group. While there is currently no specific state benefit that can be accessed for support with garden costs, the Housing Service does offer support to tenants to maximise their overall benefit entitlement. Page 93
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III SECTION 3 CONCLUDING THE IIA Concluding the IIA 1. No potential negative impacts on any of the protected groups were found. 2. Some potential negative impacts have been identified. The impacts relate to: √ Reducing discrimination, harassment, victimisation or other conduct prohibited under the Equality Act 2010 √ Promoting equality of opportunity Fostering good relations 3. The proposals interfere with human rights and/or the rights of the child N/A 4. Negative impacts can be mitigated the proposals as outlined in question 9. 5. The negative impacts cannot be fully mitigated but are justified as outlined in question 10. √ 6. Further consultation with affected groups is needed. √ 7. It is advised not to go ahead with the proposals. Decision Set out the rationale for deciding whether or not to proceed with the proposed actions: As per Q10 above. Date of Decision: 16/10/24 Page 94
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SPFINANCE-565096732-34 24/10/2024 13:13 APPENDIX III Sign off and authorisation: Service Housing & Property Department Housing Policy/activity subject to IIA Grass Cutting Scheme We have completed the integrated impact assessment for this policy/activity. Name: Emma Armit Position: Senior Housing Officer (Policy) Date: 24/10/24 Authorisation by head of service Name: Position: Date: Permission to publish on website - Please return this form to the Equal Opportunities Officer, Chief Executive’s Office. Page 95
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: HOUSING AND PROPERTY SERVICES BUDGET MONITORING – 30 SEPTEMBER 2024 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 This report presents the budget position and projected outturn for the Housing Revenue Account (HRA) and General Services Other Housing Budget for the period up to 30 September 2024. 1.2 This report is submitted to Committee in terms of Section III G (1) of the Council's Scheme of Administration relating to the management of budgets. 2. RECOMMENDATION 2.1 It is recommended that the Committee scrutinises and notes the budget monitoring report for the period to 30 September 2024, noting an underspend of £315k for the Housing Revenue Account and an overspend of £16k for General Services Housing & Property. 3. BACKGROUND 3.1 Full Council agreed the HRA Budget for 2023/24 at the meeting on 28 February 2024 (paragraph 7 of the Minute refers). Housing and Property budget monitoring reports are presented quarterly. 4. HOUSING REVENUE ACCOUNT TO 30 SEPTEMBER 2024 4.1 APPENDIX I details the HRA budget position to 30 September 2024. 4.2 The main expenditure variances relate to:– 4.2.1 Supervision and management – there are a range of variations within this budget resulting in a net underspend of £290k. This includes underspends in staffing (£303k), arising from vacancies and the budget provision for pay award, £23k for software due to invoice timing and £6k for training. This was partially offset by an overspend of £38k in voids due to activity levels, Council Tax (£3k) and other minor/cumulative spend of £1k. Item 12 Page 97
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4.2.2 Sheltered Housing – there was an underspend of £17k in the sheltered housing budget, arising from an underspend in energy costs (£12k) and £5k in other minor/cumulative expenditure. 4.2.3 Repairs and maintenance – there was an overspend of £163k in the repairs and maintenance budget, which arises from additional expenditure of £240k in voids due to volume and unit costs and £156k in response repairs due to activity levels; these overspends were partially offset by an underspend of £233k in planned/cyclical maintenance. The main underspends in this area are £298k in external decoration & fabric, £119k in rain water goods and £103k in electrical upgrades, whilst there were overspends in roof and fabric repairs (£381k, Miscellaneous (£121k) and Estate Upgrades (£104k). A mid- year review of programmes is being undertaken to ensure optimal outturn and further detail is provided within the DLO Budget Monitoring report. 4.2.4 Bad and doubtful debts – there was an overspend of £2k against provision for bad & doubtful debts following the mid-year write-offs. 4.2.5 Downsizing Incentive Scheme – there was an underspend of £3k, with fewer transfers taking place. Work continues to increase the uptake following the revised allocations policy implementation, which is expected to increase spend as the year progresses. 4.2.6 Service Developments – there is an underspend of £89k, with elements of provision which had been allocated expected to progress in the latter part of the year. 4.2.7 The income at 30 September 2024 was £21k higher than expected. This is due mainly to increased house rental income (£63k), partially offset by lower than anticipated tenant recharges (£18k). 5. HRA PROJECTED OUTTURNS 2023/24 5.1 APPENDIX I also details projected outturns for 2024/25. Expenditure 5.2 Supervision and management - An underspend of £184k is projected. This variance arises from an underspend in staffing costs (£274k), which has arisen due to vacancies; this is partially offset by projected overspends in voids (£70k) based on current costs/volumes and software (£20k) arising from costs associated with new modules/licences. 5.3 Sheltered Housing – An underspend of £10k is projected due to lower energy and rates expenditure. 5.4 Repairs and Maintenance - An overspend of £1,791k is projected. This is principally based on the significant increase in investment under the accelerated programme (£899k), with other overspends in voids (£500k), response repairs (£333k) and property fees (£200k) also anticipated based on current activity levels; these would be partially offset by a projected DLO surplus of £141k. Page 98
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5.5 Financing costs - An underspend of £886k is projected due to lower than estimated interest costs on borrowing. At the time the budget was set this stood at 5.6%, however the current rate has reduced to 4.7%. 5.6 Bad and Doubtful debts – An underspend of £60k is projected based on current performance. 5.7 Capital From Current Revenue (CFCR) - The level of CFCR is projected to be underspent by £1,368k based on anticipated expenditure levels and to meet the reserve target for the HRA balance. 5.8 Downsizing Incentive Scheme – There is no variance currently projected. 5.9 Service Developments – An underspend of £50k is projected. 5.10 Total expenditure on the HRA - Projected to be £767k lower than budgeted, reflecting the lower than anticipated expenditure across the various budget lines detailed above. Income 5.11 Total income to the HRA is projected to be £111k higher than originally budgeted for 2024/25, comprised of £123k in additional rental income and £10k of other income, partially offset by £22k lower interest on revenue balances following the reduction in interest rates. 5.12 Overall, a reserves balance of £2.250m is projected for the HRA budget in 2024/25, in line with the reserves policy. 6. OTHER HOUSING & PROPERTY BUDGET 6.1 APPENDIX II provides details of the budget position to 30 September 2024. 6.2 Planning and Development - consists of Improvement Grants and Affordable Housing budgets, including disabled adaptations. The position at 30 September 2024 shows an overspend of £12k, arising from higher than anticipated spend in discretionary grants. 6.3 Housing Management - relates to the Gypsy/Traveller budget. The position at 30 September 2024 shows an overspend of £2k, arising from higher than budgeted expenditure on toilets, waste and site clearance. This arises from the level of encampments in-year. 6.4 Homelessness/Allocations - comprises of Homelessness and Housing Support services. There was an underspend of £79k in this budget, comprised of underspends in Temporary Accommodation (£84k), and general homelessness (£20k), partially offset by an overspend of £25k in Housing Support. This continues to represent a significant improvement on the longstanding deficit in temporary accommodation prior to the increase in service charges in 2023/24. Page 99
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6.5 The Building Services Budget - is reported in detail separately on this Committee’s agenda and any surplus achieved or deficit will be returned to the HRA. 6.6 The Property Services Budget - includes the budgets for the Design Team and Property Resources. There is an overall overspend of £75k to date. Within the Design Team there was an overspend of £16k, predominantly arising from lower than budgeted fee income. Property Asset Management has a £59k overspend, with increased schools and other repairs and maintenance expenditure year to date, largely arising from higher costs in heating maintenance, resulting in an overspend which is partly offset by additional income within industrial estates. 6.7 As at 30 September 2024, the Miscellaneous General Services Housing budget shows a net overspend of £6k, arising from open space maintenance costs. 7. OTHER HOUSING PROJECTED OUTTURNS 2024/25 7.1 APPENDIX II also indicates the projected outturns for 2024/25. 7.2 Planning and Development - There is no variance currently projected. 7.3 Housing Management - There is no variance currently projected. 7.4 Homelessness/Allocations - Projects an underspend of £108k. An anticipated overspend in housing support (£12k) is projected to be offset by an underspend of £120k in temporary accommodation. 7.5 Miscellaneous General Services Housing - There is no variance currently projected. 7.6 Building Services - Projected outturn is considered in further detail in the separate report on the Committee’s agenda, at this stage is projected to result in an underspend of £2k arising from the anticipated surplus. 7.7 Property Services - Projects an overspend of £395k. This is comprised of anticipated overspends of £138k in Design & Construction, arising from lower than anticipated fee income and £255k in Property Asset Management, arising from the higher heating maintenance costs. The service will consider appropriate options to mitigate this position by year-end. 7.8 Housing and Property Savings – Staffing savings are anticipated to be £143k more than the budgeted provision, being dependent on vacancy levels. 7.9 Overall, it is now projected that the General Services Housing Budget will overspend by £142k on the agreed budget, with approaches set out above to mitigate the eventual outturn. Page 100
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8. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) The provision of new affordable housing, the maintenance of the Council’s housing stock and dealing with homelessness are priorities identified within the Corporate Plan, the Council’s Local Housing Strategy, the Strategic Housing Investment Plan (SHIP) and the Housing and Property Service Plan. (b) Policy and Legal There are no policy or legal implications arising from this report. (c) Financial Implications The financial implications of this report are considered in Sections 4 to 7 of this report and detailed in APPENDICES I and II. (d) Risk Implications Budget Managers are aware of their responsibilities for managing budget allocations and approval for variance will be sought from the Committee in line with Financial Regulations. (e) Staffing implications There are no staffing implications arising from this report. (f) Property None. (g) Equalities/Socio Economic Impact There are no equalities/socio economic impacts arising from this report. (h) Climate Change and Biodiversity Impacts There are no climate change/biodiversity impacts arising from this report. (i) Consultations This report has been prepared in close consultation with Finance staff. Consultation on this report has been carried out with Chief Financial Officer, Georgina Anderson (Legal Services Senior Solicitor), Senior Managers within Housing and Property Services and Caroline O’Connor (Committee Services Officer) who all agree the content of the report where it relates to their area of responsibility. 9. CONCLUSION 9.1 This report sets out the budget position for the HRA and General Services Housing budgets to 30 September 2024 and also comments on the variances on these budgets. Author of Report: Edward Thomas, Head of Housing and Property Background Papers: Held by author Ref: SPMAN-1285234812-1674 Page 101
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Housing Revenue Account APPENDIX I Budget Monitoring to 30th September 2024 Service Description Annual Budget 2024-25 Budget to 30th Sept 2024 Actual to 30th Sept 2024 Variance to 30th Sept 2024 Projected Outturn to 31st Mar 2025 Projected Variance to 31st Mar 2025 Expenditure £,000 £,000 £,000 £,000 £,000 £,000 Supervision & Management 6,081 2,463 2,173 290 5,897 184 Sheltered Housing 64 36 19 17 54 10 Repairs and Maintenance 9,694 4,085 4,248 (163) 11,485 (1,791) Financing Costs 7,188 0 0 0 6,302 886 Bad & Doubtful Debts 250 50 52 (2) 190 60 CFCR 2,641 0 0 0 1,273 1,368 Downsizing Incentive Scheme 72 36 33 3 72 0 Service Development 200 100 11 89 150 50 Total Gross Expenditure 26,190 6,770 6,536 234 25,423 767 Income £,000 £,000 £,000 £,000 £,000 £,000 Non-dwelling rents 260 143 143 0 260 (0) House rents 25,126 13,333 13,396 63 25,249 123 IORB 437 0 0 0 415 (22) Other income 152 71 89 18 162 10 Total Income 25,975 13,547 13,628 81 26,086 111 Surplus / (Deficit) for the year 215 (6,777) (7,092) 315 663 878 Accumulated Surplus Balance brought forward 1,587 1,587 Estimated Surplus Balance at 31st March 2,250 2,250 Item 12 Page 103
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General Services Housing & Property Appendix II Monitoring to 30th September 2024 Annual Budget Actual & committed Variance Projected Projected Service Description Budget to to at Outturn Variance 2024-25 30th Sept 2024 30th Sept 2024 30th Sept 2024 2024-25 2024-25 £'000 £'000 £'000 £'000 £'000 £'000 Planning & Development 257 170 182 (12) 257 0 Housing Management 14 20 22 (2) 14 0 Homelessness / Allocations 1676 845 766 79 1568 108 Miscellaneous General Services Housing 263 102 108 (6) 263 0 Building Services 0 (110) (110) 0 (2) 2 Property Services 2135 1848 1923 (75) 2530 (395) General Services Housing & Property Savings 143 - - - 0 143 General Services Housing & Property Allocations (161) - - - (161) 0 General Services Housing & Property Total 4327 2875 2891 (16) 4468 (142) Item 12 Page 105
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: SCOTTISH SOCIAL HOUSING CHARTER COMPLIANCE BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To inform the Committee of the details of the Council’s 2023/24 performance following data published by the Scottish Housing Regulator and compliance with both the Scottish Social Housing Charter and Regulatory Framework. 1.2 This report is submitted to Committee in terms of Section III (G) (13) of the Council's Scheme of Administration relating to the Council’s performance management framework. 2. RECOMMENDATION 2.1 It is recommended that the Housing and Community Safety Committee: i) scrutinises the Council’s performance against the Scottish Social Housing Charter in 2023/24; and ii) notes the content of the Annual Performance Report detailed in Section 5. 3. BACKGROUND 3.1 The Scottish Social Housing Charter came into force on 1 April 2012. The aim of the Charter is to improve the quality and value of the services provided by social landlords. The Charter sets out the minimum standards and outcomes that tenants can expect from their landlord, including the quality of and value for money of services, the standard of homes and the opportunities to participate in their landlord’s decision-making processes. 3.2 Each year, social landlords must submit an Annual Return on the Charter (ARC) to the Scottish Housing Regulator (SHR). Using a range of performance indicators, the SHR monitors and assesses landlords’ performance against the Charter. To meet regulatory requirements, social Item 13 Page 107
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landlords must also produce a performance report for tenants and service users and submit an Assurance Statement by 31 October each year. 3.3 On 10 September 2024, this Committee approved the Assurance Statement for submission to the Scottish Housing Regulator. The Committee were also advised that a further report would be presented summarising 2023/24 performance on the key ARC indicators against national/benchmarking results along with a copy of the finalised Annual Performance Report (paragraph 8 of the draft Minute refers). 4. PERFORMANCE BENCHMARKING 4.1 A summary of the Council’s performance on key Charter indicators are outlined in the table below and includes data published by the SHR and Scotland’s Housing Network (SHN). It should be noted that the average performance for local authorities tends to be below the Scottish average, which includes all social landlords (local authorities, housing associations and housing co-operatives). Table Key Index same as or better than the peer group average within 5% of the peer group average more than 5% below the peer group average ARC Ind. No. Description Moray Council 2023/ 24 Scotland Avg 2023/ 24 LA Avg 2023/ 24 SHN Peer Gp Avg 2023/24 Overall Satisfaction 1 % of tenants satisfied with the overall service provided by their landlord 82.8% 86.5% 80.3% 81.6% The Customer/Landlord Relationship 2 % of tenants who feel their landlord is good at keeping them informed about their services and decisions 91.3% 90.5% 82.3% 84.8% 3&4 The average time in working days for a full response 1st stage (5 working days) 5 5 7 6 3&4 The average time in working days for a full response 2nd stage (20 working days) 23 18 22 22 5 % of tenants satisfied with the opportunities given to them to participate in their landlord's decision making processes 96.2% 87.7% 80.4% 79.6% Housing Quality and Maintenance 6 % of stock meeting the Scottish Housing Quality Standard (SHQS) 22.6% 84.4% 72.7% 74.0% 7 % of existing tenants satisfied with the quality of their home 82.7% 84.0% 78.7% 81.6% 8 Average length of time taken to complete emergency repairs (hours) 2.2 4.0 4.3 4.1 9 Average length of time taken to complete non -emergency repairs (working days) 6 9 9 11 Page 108
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ARC Ind. No. Description Moray Council 2023/ 24 Scotland Avg 2023/ 24 LA Avg 2023/ 24 SHN Peer Gp Avg 2023/24 10 % of reactive repairs carried out in the last year completed right first time 92.4% 88.4% 90.2% 92.4% 11 Number of times you did not meet your statutory duty to complete a gas safety check 2 79 82 2 12 % of tenants who are satisfied with the repairs and maintenance service 99.5% 87.3% 87.2% 87.4% Neighbourhood and Community 13 % of tenants satisfied with the landlord's contribution to the management of the neighbourhood they live in 89.6% 84.7% 79.7% 82.0% 14 % of tenancy offers refused during the year 32.1% 30.5% 33.4% 30.8% 15 % of anti-social behaviour cases reported in the last year which were resolved 64.5% 94.3% 85.1% 82.7% Access to Housing and Support 16 % of new tenancies sustained for more than a year (all sources) 93.6% 91.2% 91.4% 92.0% 17 % of lettable houses that became vacant in the last year 6.6% 7.2% 6.9% 6.7% 22 % of court actions initiated which resulted in eviction 17.7% 26.5% 27.7% 26.5% 24 % of referrals under Section 5 and other referral routes 15.2% 29.2% 28.9% 14.9% Getting Good Value from Rents and Service Charges 18 % of rent due lost through properties being empty during the last year 0.7% 1.4% 1.4% 1.1% 25 % of tenants who feel that the rent for their property represents good value for money 86.4% 81.6% 79.9% 81.5% 26 Rent collected as % of total rent due in the reporting year 99.9% 99.4% 99.5% 98.9% 27 Gross rent arrears as a % of rent due for the reporting year 4.7% 6.7% 8.4% 8.7% 30 Average length of time taken to re-let properties in the last year (calendar days) 35 57 66 53 4.2 Of the 24 indicators outlined above, 17 exceed the SHN Peer Group Average, with another 3 narrowly missing the same target. Overall Satisfaction 4.3 The 2021 tenant survey found that 82.8% of tenants were satisfied with the overall service provided by their landlord (indicator 1). Moray Council performs well in maintaining a positive customer/landlord delivery of services, still slightly below the Scottish average (86.5%) and slightly above the Local Authority (80.3%) average in this aspect. A new survey will be presented on the 2024/25 performance. The Customer/Landlord Relationship Page 109
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4.4 The 2021 tenant survey identified that 91.3% of tenants felt that the Council was good at keeping them informed about services and decisions (indicator 2). This was higher than the Scottish (90.5%) and Local Authority average (82.3%) and peer group average (84.8%). 4.5 Moray Council demonstrates efficiency in responding to tenant complaints. In the first stage, which requires a response within 5 working days (indicator 3) Moray Council achieved this in an average of 4.6 days. Both the Local Authority (6.6 days) and Scottish Average (5.1 days) fail to meet this. 4.6 Regrettably, in the second stage of complaint handling, where a response is expected within 20 working days, Moray Council maintains an average response time achieved of 23 days. This performance is notably lower than the Local Authority average (22 days) and falls short of the Scottish Average (17.5 days). 4.7 The 2021 tenant survey identified that 96.2% of tenants were satisfied with the opportunities given to them to participate in their landlord’s decision- making processes (indicator 5). This performance is significantly higher than both the Scottish average (87.7%) and peer group average (79.6%) and places the Council in the upper quartile for Local Authorities. Housing Quality and Maintenance 4.8 Several changes have been made to the Scottish Housing Quality Standard (SHQS) in recent years. From January 2021, the energy efficiency element was updated to reflect the Energy Efficiency Standard for Social Housing (EESSH). The Scottish Government proposed a review for EESSH2 in 2023 to strengthen and realign the standard with the target for net zero heat in Housing to 2040. As such there was no requirement to report EESSH data this year. 4.9 After the ARC submission, in late July 2023, the SHR invited landlords to reassess their SHQS compliance in relation to electrical inspections. Following a review of the Council’s position, the SHR was notified that the majority of properties fell slightly below the required electrical testing standard and therefore at 31 March 2022, 6.3% of properties met the SHQS (indicator 6). This has increased to 22.6% for 2023/24, at a rate below that desired. Improvement has been hindered by factors such as the availability of qualified contractors. 4.10 As at 31 March 2024, there were 4,936 properties which did not meet the SHQS, of which 999 properties which were exempt due to being ‘hard to treat’ or in abeyance (where work cannot be done for ‘social’ reasons such as the tenant refusing remedial works). 4.11 The 2021 survey found that 82.7% of tenants were satisfied with the quality of their home (indicator 7). This was close to the Scottish average of (84.0%), but higher than the Local Authority (78.7%) and peer group average (81.6%). 4.12 In 2023/24, the average time to complete emergency repairs (indicator 8) was 2.2 hours which was better than the Scottish average of 4.0 hours and the peer group average of 4.1 hours. Page 110
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4.13 Non-emergency repairs (indicator 9) were completed within an average of 6 working days which was also better than the Scottish average of 9 days and peer group average of 11 days. 4.14 The Council completed 92.4% (2022/23 – 90.2%) of non-emergency repairs right first time (indicator 10) in 2023/24, which was above the Scottish average of 88.4% and the same as the peer group average of 92.4%. 4.15 During 2023/24, only 2 of the Council’s properties did not have a gas safety check completed by the anniversary date (indicator 11). We were one of 14 Local Authorities that reported at least one gas safety failure. Neighbourhood and Community 4.16 The 2021 tenant survey found that satisfaction with the management of the neighbourhood (indicator 13) at 89.6% was above the Scottish average of 84.7% and the peer group average of 82.0%. 4.17 Applicants refused 32.1% (2022/23 - 34.3%) of tenancy offers (indicator 14) which was more than the Scottish average of 30.5% (2022/23 - 30.9%) and the peer group average of 30.8% (2022/23 – 34.9%). A low refusal rate helps to minimise void periods and rent loss, but tenancy sustainment measures (indicator 16) benefit from allowing applicants choice. 4.18 In 2023/24, 64.5% (2022/23 - 76.3%) of antisocial behaviour cases were resolved within local target timescales (indicator 15) which is below the Scottish average of 94.3% (2022/23 - 94.2%) and peer group average of 82.7% (2022/23 - 91.2%). Access to Housing and Support 4.19 Tenancy sustainment (indicator 16), where tenancies lasted for more than 12 months, was slightly higher in Moray at 93.6% (2022/23 - 92.0%) than the Scottish average of 91.2% (2022/23 - 92.0%) and peer group average of 92.0% (2022/23 - 91.2%). 4.20 The turnover of properties (indicator 17) in Moray Council of 6.6% (2022/23 - 7.4%) was lower than the Scottish average of 7.2% (2022/23 - 7.4%) and peer group average of 6.7% (2022/23 – 6.9%). 4.21 The proportion of court actions resulting in eviction (indicator 22) for Moray Council of 17.7% (2022/23 – 18.2%) was lower than the Scottish average of 26.5% (2022/23 – 17.2%) and peer group average of 26.5% (2022/23 - 16.0%). 4.22 In 2023/24, 34 court actions were initiated (11 in 2022/23) with 6 resulting in eviction for rent arrears (2 in 2022/23). The Housing Service only uses eviction as a last resort where all efforts to engage with the tenant have been unsuccessful. Getting Good Value from Rents and Service Charges Page 111
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4.23 The 2021 survey found that 86.4% of tenants feel their rent is good value for money (indicator 25). This is above the Scottish average of 81.6% (2022/23 - 81.8%) and peer group average of 81.5% (2022/23 - 83.1%). 4.24 The Council collected 99.9% (2022/23 – 98.6%) of the total rent due (indicator 26) which is similar to the Scottish average of 99.4% (2022/23 - 99.0%) and peer group average 98.9% (2022/23 – 99.4%). This indicator includes both current and former tenant arrears in the calculation. 4.25 At 4.66% (2022/23 - 4.5%), the Council had the second lowest level of gross rent arrears (indicator 27) of all Local Authorities. South Ayrshire Council had the lowest at 4.63% and Aberdeen City had the highest with 18.41%. The Scottish average was 6.7% (2022/23 - 6.9%) and the peer group average was 8.7% (2022/23 - 8.5%). 4.26 The rent lost through properties being vacant (indicator 18) in Moray was 0.7% (2022/23 - 1.0%), which is better than the Scottish average of 1.4% and peer group average of 1.1%. 4.27 The time to re-let empty properties reduced from 52 days in 2022/23 to 35 days in 2023/24 and is lower than the Scottish average (57 days) and peer group average (53 days). 4.28 5. ANNUAL PERFORMANCE REPORT 5.1 Social landlords must produce an annual report on their performance for tenants and other service users which details how they are achieving or progressing towards the outcomes and standards of the Charter. 5.2 The SHR expects the report to be developed in partnership with tenants and other customers, rather than exclusively by the Council. The format, content and design of the report has been based on discussions with tenant representatives and also from feedback forms from the previous year’s report. 5.3 The report mirrors the key themes of the Charter and will be available on the Council’s website at www.moray.gov.uk/housingperformance. The report will be publicised through the Tenants’ Voice newsletter and has been publicised through our social media channels. As has been the case in previous years, paper copies are issued to tenants on request. 6. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) The monitoring and management of performance assists the Council to continue to improve its housing services and manage assets effectively to provide the best outcomes for tenants and other service users. This contributes towards meeting the actions, outcomes and priorities within the Corporate Plan and the Housing and Property Service Plan. (b) Policy and Legal Page 112
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Reporting on Scottish Social Housing Charter performance indicators is a legal requirement under the Housing (Scotland) Act 2010. (c) Financial implications Any costs associated with implementing improvements will be met from within existing budgets. (d) Risk Implications The development of the Annual Performance Report is a requirement under the Scottish Housing Regulator’s regulatory framework. In addition, tenants and service users must be provided with meaningful opportunities to participate in the management of their homes and decision-making processes. Failure to meet these requirements presents a regulatory risk. (e) Staffing Implications There are no staffing implications associated with this report. (f) Property There are no property implications associated with this report. (g) Equalities/Socio Economic Impact There are no equalities implications directly arising from this report. (h) Climate Change and Biodiversity Impacts There are no climate change nor biodiversity implications directly arising from this report. (i) Consultations Consultation on this report has been carried out with the Head of Housing and Property, senior managers within the Housing and Property service, Senior Solicitor (Georgina Anderson), and Committee Services Officer (Lissa Rowan). 7. CONCLUSION 7.1 This report provides the Committee with an update on the Council’s performance and compliance with the Scottish Social Housing Charter, along with comparison with our peers. Author of Report: Martin Gray, Senior Housing Officer (Information) Background Papers: With author Ref: SPMAN-1285234812-1689 Page 113
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: DAMP, MOULD AND CONDENSATION IN COUNCIL HOUSES BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 This report provides the Committee with an update on the measures that the service has adopted to take a more proactive approach to deal with issues of damp, mould, and condensation within the Council’s housing stock. 1.2 This report is submitted to Committee in terms of Section III G (3) of the Council's Administrative Scheme relating to the maintenance of the Council’s housing stock. 2. RECOMMENDATION 2.1 It is recommended that the Committee scrutinises and notes: (i) the volume of tenants highlighting damp, mould and condensation problems following a recent tenant engagement exercise and an analysis of complaints received, as highlighted in Section 4 of the report; (ii) the measures being carried out to address these issues, as highlighted in Section 5 of the report; (iii) the revised damp and mould procedure that is now in place within the service, as highlighted in Section 6 of the report; and (iv) measures now in place to improve the recording and reporting of damp, mould, or condensation cases, as highlighted in Section 7 of the report. Item 14 Page 115
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3. BACKGROUND 3.1 A report was submitted to this Committee on 13 February 2024 (paragraph 10 of the minute refers) highlighting the current process and range of measures carried out to deal with dampness/condensation. 3.2 Following a recent tenant consultation exercise and an upturn in the volume of damp and mould reports received a further review of damp, mould and condensation process and procedures has been carried out. This review also seeks to improve recording of data to comply with new legislative recording and reporting measures, currently being proposed and consulted on by the Scottish Housing Regulator (SHR). 4. TENANT FEEDBACK ON DAMP/MOULD AND CONDENSATION ISSUES 4.1 A recent independent Tenant Satisfaction Survey carried out between August and early September 2024, sought feedback from tenants on a range of items that included specific questions in relation to housing quality, repairs and damp and mould. 4.2 Of the 1,500 tenants that responded, 26% (392) have experienced damp and mould issues in their home. 68% (265) of those tenants who are aware of damp and mould in their home confirmed having reported it, with over half 57% (150) confirming that they are waiting on the Council to address the matter. 20% (77) tenants also confirmed that the issue has re-occurred since reporting it. 4.3 The information gathered also shows that 127 tenants that experienced damp and mould issues have not reported this, which suggests that tenants need to be provided with further information on how to report this issue to the Council. 4.4 The three main issues in which this problem has presented itself to tenants are: Black mould (22.2%); Condensation (21.7%); and Wet patches on walls or ceilings (19.2%). 4.5 Other key factors such as location shows that these problems are most associated with larger homes, 3 or more bedrooms, (32.4%), flats (29.7%), and it is more prominent in rural areas such as Speyside area (31.6% of all cases). 4.6 This feedback has led to visits being made to most addresses highlighting damp, mould or condensation and inspections have been carried out to ascertain the extent of the issues, as well as highlight appropriate remedial action to remedy. Many of these properties have previously been reported and are awaiting measures carried out, some of which are included as part of the accelerated housing investment programme, due to their current energy performance rating, which in most cases is below Energy Performance Certificate Band D. Page 116
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4.7 Several properties with condensation, can be attributed to tenant’s lifestyle behaviours, with Officers providing a ‘Help Prevent Condensation, Damp and Mould’ guidance booklet to these tenants to highlight measures they need to take to stop condensation and get rid of mould, as well as details on how to report any further issues experienced. 4.8 The service received 30 formal complaints regards damp, mould and condensation between 1 October 2023 and 30 September 2024, however, Repairs Officers can deal with as much as an average of 20 cases per week during the winter months, with an overall 170 cases reported that required inspection in 2023/24. 4.9 Between 1 April and 30 September 2024, the Council has spent £108k from the reactive repairs budget dealing with damp and mould measures arising after tenants’ reports and complaints. Remedial works have been carried out to 44 properties in this period, at an average cost of £2.45k per property. This compares to a spend of £83k between 1 October 2023 and 31 March 2024 where remedial works was carried out to a further 82 properties at an average cost of £1k per property. 5. MEASURES BEIND CARRIED OUT TO DEAL WITH DAMP AND MOULD 5.1 A range of measures are currently being carried out to date to tackle damp and mould during 2024/25. These include: External Wall Insulation (EWI) Internal Wall Insulation (IWI) Cavity Wall Insulation (CWI) Loft Insulation (LI) Positive Input Ventilation systems (PIV) Replacement energy efficient kitchen and bathroom fans Gas /air source/high efficiency electric storage heating Professional cleaning and anti-fungal paint applied to surfaces Guidance to tenants on how to avoid condensation, damp, and mould through development of an advisory leaflet, publication of information on Moray Council website, articles in Tenants Voice newsletter and social media updates Trial of damp monitoring devices. Insulation Measures 5.2 A range of insulation measures as highlighted in 5.1 of the report have been identified to over 1,200 properties currently below Energy Performance Certificate Band D. These works are being carried out Moray wide as part of the accelerated housing investment programme, supplemented by the Social Housing Net Zero (SHNZ) fund. In most cases, this will significantly improve energy efficiency ratings in these properties to EPC Band C or better. Improved Ventilation 5.3 A range of ventilation measures are being carried out that include the installation of filterless, low energy fans fitted in bathrooms and kitchens that run continuously and significantly reduce condensation. This can be accompanied by the installation of a PIV unit, which introduce continuous Page 117
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fresh, filtered air into properties, encouraging movement of air from inside to outside. These measures have been carried out to over 600 properties to date and have proven to be successful where fused on a continuous basis by tenants. Heating Upgrades 5.4 A number of properties will receive replacement energy efficient heating systems as part of the accelerated housing investment programme. This ranges from replacement energy efficient gas heating to air source heating that includes solar panels and battery storge, which significantly reduces electricity costs. In cases where tenants are ‘off grid’ for gas and not keen to have air source heating, high heat retention (HHR) electric storage heating is being offered as an alternative, which stores up low-cost, off-peak energy to be used on demand through the day and is regarded as the most economical electric heating system on the market. Anti-fungal treatment/Guidance to Tenants 5.5 In many cases damp and mould if treated quickly will not reoccur if other measure such as ventilation is improved. In such cases, surfaced are professionally cleaned and then treated with an anti-fungal solution and redecorated. An updated web page and guidance leaflets are now also provided to tenants and available to download on the Council’s housing website at the link below: www.moray.gov.uk/dampandmouldleaflet www.moray.gov.uk/condensationdampmould Damp Monitoring Devices 5.6 A trial of AICO/HomeLink damp monitoring devices was fitted to 33 properties recently acquired at Pinegrove. These monitoring devices can be remotely accessed to provide data in relation to dampness in properties, and data is regularly monitored by the Housing Asset team to monitor any further remedial works that may be required, which in the case of these properties has recently involved the installation of PIV systems. 6. REVISED DAMP AND MOULD PROCEDURES 6.1 Following the introduction of damp and mould procedures that set out specific duties and timescales for Officers to deal with damp reports, a recent review has taken place to further enhance the process, as highlighted below: Contact tenant /arrange inspection by Repairs Officer (3 days vulnerable or serious report or 7 days standard). If only minor works are required (e.g. relay insulation and make good damage), works are instructed immediately to be completed within a maximum of 20 days. If a specialist damp survey is required, Repairs Officers order a specialist damp report (to be carried out within 14 days of inspection, or sooner if serious). The report is then shared with Housing/Asset Management, within 3 days of receipt. Each report is then reviewed and remedial works instructed by DLO Repairs Officer (within 7 days of report received). Page 118
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A copy of the report is issued to tenants by the DLO Repairs Officer (within 7 days of report being received) and contact is made with tenant to discuss the report and its recommendations (within 7 days of report received). Remedial works ordered and completed (within 20 days of instruction, however, serious cases prioritised quicker). A follow up visit (within 3 months of the works being completed) by DLO Repairs Officer is then made to ensure that measures have been carried out correctly and are a success. All data is then recorded on the Housing Management system for future review/analysis. 6.2 These procedures will continue to be regularly reviewed by the Damp and Mould working group to ensure that they are followed, in a bid to reduce damp and mould reports and complaints and improve customer satisfaction. 7. IMPROVED MEASURES TO RECORD AND REPORT DAMP, MOULD, AND CONDENSATION CASES 7.1 New legislative recording and reporting measures are currently being proposed with all Social Landlords by the Scottish Housing Regulator (SHR). This aims to enhance the recording and monitoring of damp and mould issues within social housing in Scotland, as issues of damp and mould continue to be a key area of concern for tenants. 7.2 The SHR has highlighted that where issues with damp and mould arise, it is important that they are dealt with effectively and quickly. Landlords are also encouraged to make sure they understand the prevalence of these issues across their stock and the reasons for this. The SHR recognised that the root cause of damp and mould can vary and, in some cases, can be complex. But regardless of the causes, mould spores can pose a danger to heath, especially for young children, older people or people with existing skin and respiratory conditions or weaker immune systems. Therefore, to give assurance that any reported cases of damp and mould are being dealt with quickly and effectively, the SHR has proposed three new Annual Return on Charter (ARC) indicators on damp and mould, as below: Average length of time taken to resolve cases of damp and/or mould; Percentage of resolved cases of damp and/or mould that were reopened; and The number of open cases of damp and/or mould at the year end. 7.3 This will mean that landlords will now have to report on the following: i) Number of cases of damp and/or mould that were resolved within the reporting year; ii) Number of resolved cases of damp and/or mould that were reopened (within 12 months); iii) Total number of working days to resolve cases of damp and/or mould; and iv) The number of open cases of damp and/or mould as of 31 March each year. Page 119
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7.4 As a result of these new statutory indicators, recording and monitoring, process and procedures will be reviewed by 1 April 2025, when this recording requirement commences. 8. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP) This proposal relates to: (i) Building thriving, resilient, empowered communities in the Corporate Plan; (ii) Developing a diverse, inclusive and sustainable economy in the LOIP; and (iii) Service Plan priorities 3 - Improving housing quality and 4 – Improving housing service quality. (b) Policy and Legal Maintenance and Improvement works are carried out to meet statutory requirements and in accordance with current relevant policies. (c) Financial implications All works highlighted are funded from the Housing Investment Budget. (d) Risk Implications Budget Managers are aware of responsibilities for managing budget allocations and approval for variance will be sought from Committee in line with the Financial Regulations. Failure to deal with issues of condensation and dampness may affect the Council’s ability to maintain its stock at the Scottish Housing Quality Standard. (e) Staffing Implications There are no staffing implications associated with this report. (f) Property The improvement and maintenance of the housing stock will ensure that it remains sustainable in the longer term both physically and environmentally. (g) Equalities/Socio Economic Impact There are no equalities or socio-economic impacts implications in this. report. (h) Climate Change and Biodiversity Impacts The investment in the Council owned housing stock identified in this report will assist the Council achieve its climate change targets by utilising a range of energy saving measures that incorporate zero or low carbon into design, construction materials and systems that also supports the Council in achieving The Energy Efficiency Standard for Social Housing (EESSH). Page 120
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(i) Consultations This report has been prepared in close consultation with the Head of Housing and Property Services, Housing Asset Manager, Housing Services Manager, the Design and Construction Manager and Caroline O’Connor (Committee Services Officer), who all agree with the recommendations of this report. 9. CONCLUSION 9.1 The damp and condensation process procedures and recording identified in this report will assist the Council to improve its homes as well as living conditions for a number of our tenants in properties ‘at risk’, which inevitably will improve tenant satisfaction and reduce complaints. Ongoing investment in the Council’s housing stock enables the Council to address these issues, improve the quality of housing stock available to tenants in Moray and enables the stock to be maintained to achieve the Scottish Housing Quality Standard (SHQS) and Energy Efficiency Standard for Social Housing (EESSH). Author of Report: Mike Rollo, Building Services Manager Background Papers: Held by Author Ref: SPMAN-1285234812-1711 Page 121
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REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 19 NOVEMBER 2024 SUBJECT: PERFORMANCE REPORT (HOUSING AND PROPERTY SERVICES) – PERIOD TO SEPTEMBER 2024 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To inform the Committee of the performance of the service for the period to 30 September 2024. 1.2 This report is submitted to Council in terms of Section III (A) (4) of the Council's Scheme of Administration to monitor performance of the services within the Committee’s remit in accordance with the Council’s performance management framework. 2. RECOMMENDATION 2.1 It is recommended that Committee: (i) scrutinises performance in the areas of Service Planning, Service Performance and other related data to the end of September 2024; and (ii) notes the actions being taken to improve performance where required. 3. BACKGROUND 3.1 On 7 August 2019, the Moray Council, approved a revised Performance Management Framework for services (para 5 of the minute refers). 4. SERVICE PLANNING 4.1 Each service plan sets out the planned strategic and service level priorities and outcomes it intends to deliver in the coming year aligning closely with financial planning, corporate and community planning partnership strategic priorities. This report provides an interim update on progress on the service plan, key outcomes and performance indicators. The Committee is invited to Item 15 Page 123
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review progress to secure assurance that it is satisfactory and to provide scrutiny and further direction where performance requires attention. 4.2 Whilst the Service Plan is to be reported over the period 1 April 2024 to 31 March 2025, several actions extend beyond this timescale. As a result, at the end of the period the plan will not achieve 100% completion. 4.3 The narrative included is by exception, links to Service Plan Actions and Performance Indicators can be accessed within the Backing Papers of this report. Figure 1 RAG STRATEGIC LEVEL Delivery of the Housing, Investment and Affordable Housing Supply programmes 50% Systematic Review of Housing Repairs 18% Housing Needs 52% Energy Efficiency within Building and Housing Stock 8% Housing Revenue Account 44% Tenants Survey 2024 50% Gas Scheduling System 40% Rent Strategy 43% Review of Teams 10% Workforce Health & Wellbeing 33% 41% SERVICE PLAN PRIORITIES SERVICE LEVEL OVERALL PLAN PROGRESS Comment At the end of the period to 30 September 2024 the plan is progressing well. Data not available - Data not yet published or unavailable due to reporting timescales. 8 2 7 8 2 SERVICE PLAN PI'S Achieving Target Within Target Below Target Data Only Data not available 27 Strategic Outcomes - successes 4.4 The draft Strategic Housing Investment Plan (SHIP) has been circulated with partners and stakeholders for consultation. During the previous reporting period (2023/24) 96 affordable new builds were completed. 50 of these new builds were completed by Moray Council, 33 in Keith and 17 in Elgin HMAs. Planned builds by Grampian Housing in Lhanbryde were delayed due to unviable costs resulting in retendering for this project. A further property was acquired from the open market during the period. As of September 2024, 135 properties were under construction across five sites, one development (Banff Road Phase 2, Keith) with 26 properties is due to complete within 2024/25. (ACTION: HP25-4.1, PI: H1.10a) Strategic Outcomes – challenges and actions to support 4.5 Nothing to report. Page 124
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Service Level Outcomes – successes 4.6 The action to undertake the Tenants Survey is well advanced. Completion of the survey has been carried out and the results have been reported. Once reviewed the improvement plan can be developed. The previous survey was undertaken in 2021 with 83% of residents indicating they were satisfied with overall services provided by their landlord, placing Moray in the middle of our comparator authority group. (ACTION: HP25-5.5a, PI: H.1.1) 4.7 Gas servicing systems have been reviewed and this action is now complete. Processes have been streamlined removing the ‘Servitor’ gas servicing module with all data now stored on the existing unsupported gas database and all gas certificates stored on the X-Tag system. It is noted, however, that one gas service failure occurred during quarter 2, the only one in the year to date. This failure was in a newly acquired property for which no valid gas certificate was provided by the seller. Processes have been updated to ensure all properties acquired by the Council either have a gas certificate or serviced immediately after acquisition. (ACTION: HP25-5.6a, PI: H2.13a) Service Level Outcomes – challenges and actions to support 4.8 A lead officer was appointed in quarter 2 to progress the implementation of the ‘Repairs Improvement Plan’ and is gathering ‘as is’ processes to inform improvement. The completion date for this action has been extended by one month to 30 April 2025. The Plan will address a consistent and significant increase in the number of complaints received during the first half of 2024/25. A total of 144 complaints were received during the first two quarters of the current year in comparison with 78 in the same period of 2023/24 showing an 85% increase. 85 complaints relating to Repairs/Capital/Planned Maintenance were closed during quarters 1 and 2, 63% of all complaints closed. (ACTION: HP25-5.1a, PIs: H1.8, H1.8a, H1.8b, H1.8c) 4.9 The action to monitor the progress of the energy efficiency within housing stock is predominantly measured by two annual indicator milestones. Energy projects to reduce emissions are ongoing to include installation of LED lighting and Solar panels and replacement of heat sources within buildings. Both internal and external contractors are engaged in work to improve Energy Efficiency Standard for Social Housing (EESSH) by improving insulation, installation of new heating systems and upgrading bathrooms. The percentage of housing stock meeting EESSH in 2023/24 was recorded as 65%, latest local data shows there has been little movement in this figure with 4,174 of 6,382 (65.4%) properties meeting the required standard. Direct emissions data is not yet available for 2023/24 although if the trend continues, a further fall in emissions (improvement) is expected when figures are published later this year. (ACTION: HP25-5.3a, PIs: H2.2b, H1.20, HSN05a) 4.10 Work to complete the review of teams and implement efficiency savings is ongoing. An annual milestone is in place which will complete once efficiency savings have been made. The process remains at the review stage with proposals drafted for consideration prior to 31 October. Once the review is finalised the proposal can progress to consultation prior to approval. At current pace it is not expected that this action will complete by the agreed date of 31 March 2025. (ACTION: HP25-5.8b) Page 125
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4.11 The Economic Growth and Development Service Plan action relating to Community Safety is incorporated into this performance report in line with the remit of the Housing and Community Safety Committee. The action to create a Community Safety response plan is reported at 25% complete. A draft plan has been created however revisions may be required due to the ongoing challenges with Community Warden recruitment. (ACTION: EGD24-25 5.5.1) 5. SERVICE PERFORMANCE 5.1 In line with the Performance Management Framework, operational performance is reviewed quarterly by departmental management. Areas performing well and/or areas subject to a decreasing trend or where benchmarking results show performance significantly below comparators will be reported to this committee for member scrutiny. 5.2 The narrative included in this report is by exception, links to Service Performance Indicators can be accessed within the Background Papers at the end of this report. Figure 2 Operational Indicators - successes 5.3 Three of the five target time indicators measuring reactive repairs performed better than target during quarter 2 with urgent repairs carried out within 1 day at 98.8%, priority repairs carried out within 5 days at 98.5% and ordinary repairs carried out within 20 days at 98.9%. These three indicators have consistently performed to target in the past four quarters. (PI: H2.10b, H2.10c, H2.10d) 5.4 The percentage of new unauthorised encampments visited within the target timescale met the target of 100% in quarter 2 showing an improvement from quarter 1 (66.7%). Of the 22 (6 in Q1 & 16 in Q2) unauthorised encampments during quarters 1 and 2, 20 were visited within the target timescale. (PI: H6.2) Operational Indicators - challenges and actions to support 5.5 Emergency reactive repairs completed within 4 hours at 89.3% failed to meet the set target of 99.9%. One tradesman covers all areas of Moray Out of Hours (OOH) making it challenging to complete all reactive repairs due the emergencies being prioritised by urgency and location. (PI: H2.10a) Page 126
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5.6 The proportion of Voids repairs carried out within timescale (54%) in quarter 2 failed to meet the set target (90%). Void repairs now include energy efficiency measures carried out, which often involve coordination of multiple trades that can result in extended completion dates. It may be appropriate to review the target timescale to account for these complexities. (PI: H2.10e) 6. OTHER PERFORMANCE RELATED DATA Complaints & MP/MSP Enquiries 6.1 In line with the Performance Management Framework, complaints are reviewed quarterly by departmental management in terms of time taken to respond, outcome and learning points. Links to complaints tables can be accessed within the Backing Papers of this report. 6.2 144 complaints were received in the half year to September 2024 and 136 closed. 93% (127) were closed at frontline stage, of which 89 (70%) were upheld, 8% (10) were partially upheld and 22% (28) were not upheld. 93 (73%) frontline complaints were closed within the 5-day target timescale. Average time to close frontline complaints during the first half of 2024/25 was 5 days. 28 frontline complaints were granted extension. 6.3 Nine investigative complaints were closed within the period, six of which were not in need of escalation. Of the six, two (33%) were upheld, two partially upheld and two were not upheld. One of the three escalated complaints was upheld and two were not upheld. One investigative and one escalated complaint were closed within the 20-day timescale. Five investigative or escalated complaints were granted extensions. 6.4 More than 70% of complaints either upheld or partially upheld related to repairs or planned maintenance, which has been identified as a priority within the Service Plan. 6.5 A total of 65 MP/MSP enquiries were received during the first half of 2024/25, of which 57 were resolved within the period. The areas where most enquiries were made were Housing needs with 60% (39) and Housing Services with 28% (18) enquiries. 7. SUMMARY OF IMPLICATIONS (a) Corporate Plan and 10 Year Plan (Local Outcomes Improvement Plan (LOIP)) Performance measurement is used to ensure the efficient and sustainable delivery of services to meet the Council’s priorities in both the Corporate Plan and the LOIP. (b) Policy and Legal The Council has a statutory requirement to publish a range of information that will demonstrate that it is securing best value and assist in comparing performance both over time and between authorities where appropriate. (c) Financial implications None. Page 127
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(d) Risk Implications None. (e) Staffing Implications None. (f) Property None. (g) Equalities/Socio Economic Impact An Equality Impact Assessment is not required as this report is to inform the Committee on performance. (h) Climate Change and Biodiversity Impacts None. (i) Consultations The Depute Chief Executive (Economy, Environment & Finance), Head of Housing and Property Services and Service Managers and Lissa Rowan, Committee Services Officer, have been consulted with any comments received incorporated into this report. 8. CONCLUSION 8.1 As of 30 September 2024 the plan overall is 41% complete, with the single strategic action being 50% complete. The Service Level element of the plan is 33% complete. One service level action completed during the period and the remaining 13 service level actions are in progress. No plan actions are overdue for completion. Author of Report: Iain Sneddon, Research & Information Officer Background Papers: Service Plan Actions Service Plan Performance Indicators Service Performance Indicators Service Complaints Ref: SPMAN-1285234812-1693 Page 128