Agenda Document Pack - Housing and Community Safety Committee - 11/02/2025
Moray Council · 11 February 2025
Back to Housing and Community Safety Committee — 11 February 2025 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
Housing and Community Safety Committee Tuesday, 11 February 2025 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, 11 February 2025 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 10 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 19 November 2024 5 - 12 5. Written Questions ** 6. Housing Investment Plan to 30 November 2024 Report by Depute Chief Executive (Economy, Environment and Finance) 13 - 30 7. Moray Affordable Housing Investment Programme Report by Depute Chief Executive (Economy, Environment and Finance) 31 - 48 8. Housing and Property Budget Report to 30 November 2024 Report by Depute Chief Executive (Economy, Environment and Finance) 49 - 60 Page 1
Page 2
9. Tenant Survey Improvement Plan 2025-28 Report by Depute Chief Executive (Economy, Environment and Finance) 61 - 76 Item(s) which the Committee may wish to consider with the Press and Public excluded 10. DLO Budget Monitoring Report to 30 November 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 2
Page 3
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 3
Page 4
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 4
Page 5
MORAY COUNCIL Minute of Meeting of the Housing and Community Safety Committee Tuesday, 19 November 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 ALSO PRESENT Councillor Elaine Kirby APOLOGIES Ms Jane Bartecki IN ATTENDANCE Depute Chief Executive (Economy, Environment and Finance), Head of Housing and Property Services, Mr A Kennedy (Knowledge Partnership), Property Asset Manager, Housing Strategy and Development Manager, Building Services Manager, 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 Item 4. Page 5
Page 6
the class described in the relevant Paragraphs of Part 1 of Schedule 7A of the Act. Paragraph Number of Minute Paragraph Number of Schedule 7a and Reason 16 9 - Information on terms proposed or to be proposed by or to the Authority. 4 Minute of meeting dated 10 September 2024 The Minute of the meeting of the Housing and Community Safety Committee held on 10 September 2024 was submitted and approved. 5 Written Questions The Committee noted that no written questions had been submitted. 6 Tenant Survey 2024 Under reference to paragraph 8 of the Minute of the meeting of this Committee dated 8 February 2022, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of the Moray Council Tenant Survey 2024 findings. The Chair welcomed Mr Alan Kennedy from Knowledge Partnership who provided the Committee with a short presentation in relation to the Tenant Survey 2024 including key results for tenant satisfaction and areas that officers will be looking to explore. Following consideration, the Committee joined the Chair in thanking Mr Kennedy for his informative presentation and thereafter unanimously agreed: i) to note the main findings of the Tenant Survey 2024; and ii) that a Tenant Survey Improvement Plan will be reviewed and updated and presented to Committee during 2025. 7 Housing Investment Report to 30 September 2024 Under reference to paragraph 9 of the Minute of the meeting of this Committee dated 7 May 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing 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. During his introduction, the Property Asset Manager advised of a typo at paragraph 3.7 of the report and that the overall spend to 30 September 2024 should read £4,946K however the figure in Appendix 5 was correct. This was noted. Page 6
Page 7
Following consideration, the Committee unanimously agreed to: i) note the progress of the Housing Investment Programme to 30 September 2024, as detailed in Sections 3, 4 and Appendices I to VI; ii) note the progress on the improvement plan as highlighted in Section 4; iii) approve the amendment of the upper limit of spend per property to £50,000, as detailed in Section 4; and iv) note the revised projected outturn to 31 March 2025, as detailed in Section 5 of the report and Appendices I to VI. 8 Affordable Housing Investment Programme Under reference to paragraph 9 of the Minute of the meeting of this Committee dated 10 September 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of progress on the Affordable Housing Investment Programme in Moray. During her introduction, the Housing Strategy and Development Manager advised that she had recently been made aware from the Scottish Government that there may be some slippage funding from the wider Highland Region which may come to Moray and augment the Affordable Housing Investment Programme however the funding may go towards reducing the front funding that some of the Registered Social Landlords are providing on the Affordable Housing Investment Programme, rather than new sites. This was noted. Following consideration, the Committee unanimously agreed to note: i) the resource planning assumption received from the Scottish Government; ii) progress on the Moray Affordable Housing Investment Programme; iii) progress on delivery of housing at Bilbohall, Elgin; iv) progress on the delivery of the Council’s new build and acquisition programme; and v) the recent update from Scottish Government in relation to slippage funding which may come to Moray. 9 Strategic Housing Investment Plan - SHIP 2025-26 - 2029-30 Under reference to paragraph 7 of the Minute of the meeting of this Committee dated 10 September 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) asking the Committee to approve the Council's draft Strategic Housing Investment Plan (SHIP) 2025/26 - 2029/30/ Following consideration, the Committee unanimously agreed: i) to note the draft SHIP; Page 7
Page 8
ii) to approve the consultative draft SHIP submitted to the Scottish Government on 30 October 2024; and iii) that further progress reports on the SHIP are presented to this Committee as required. 10 Housing Business Plan Review 2024 and Preparation for the HRA Budget Setting 2025-26 Under reference to paragraph 8 of the Minute of Moray Council dated 28 February 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of the findings of the Housing Revenue Account Business Plan review which has recently been completed. The report also considered 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 February 2025. During discussion, the Committee thanked Officers for answering queries on the report ahead of the meeting, in particular the query in relation to the Resource Planning Assumption detailed at paragraph 4.5 of the report which should read £7.127m and not £7.169m as printed. This was noted. Following consideration, the Committee unanimously agreed: i) to note the main findings of the Housing Business Plan 2024 Review and that housing activities must remain fundable and affordable within the constraints of the accounting regime for housing; ii) to maintain council new build provision at 50 units per annum; iii) to consult tenants on a fixed rent increase applicable to the next 3 years i.e. 2025/26, 2026/27 and 2027/28; and iv) 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. 11 Grass Cutting Scheme Review Update Under reference to paragraph 9 of the Minute of the meeting of the Communities Committee dated 7 April 2004, the Committee had before it a report by the Depute Chief Executive (Economy, Environment and Finance) providing the Committee with the results of the Grass Cutting Scheme review consultation and presenting a revised Grass Cutting Scheme for approval including charging options for the Committee to consider. The Chair advised that an email had been circulated to the Committee prior to the meeting providing an additional option 5 for consideration at recommendation 2.1 (iii) which was an amalgamation of options 3 and 4 and would provide means testing. The Chair further stated that discussion had taken place in relation to a payment plan that tenants may choose if required and moved that the Committee agree the recommendations as amended selecting option 5 as the preferred charging option. Councillor Gatt seconded this. Page 8
Page 9
Following consideration, the Committee unanimously agreed: i) to note the results of the public consultation on the Grass Cutting Scheme, as set out in Section 4 and Appendix I of the report; ii) to approve the revised Grass Cutting Scheme as set out in Appendix II of the report; iii) to note the charging options presented in Paragraphs 5.3 and 5.4 and approved Option 5: 5 Default of Full cost recovery from tenants (10 cuts) Means tested part cost recovery from tenants, part subsidy from HRA (10 cuts) 320 £248.80 £120.00 Dependent on proportion of tenants eligible for means testing which had been circulated to the Committee for consideration prior to the meeting whilst noting that discussions were underway in relation to providing tenants with a payment plan if required; and iv) that the revised Grass Cutting Scheme will be implemented on 1 April 2025. 12 Housing and Property Budget Report to 30 September 2024 Under reference to paragraph 7 of the Minute of the meeting of Moray Council dated 28 February 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) presenting 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. Following consideration, the Committee unanimously agreed to note 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 and Property. 13 Scottish Social Housing Charter Compliance Report Under reference to paragraph 8 of the Minute of the meeting of this Committee dated 10 September 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing 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. Page 9
Page 10
During discussion surrounding the Council's performance on key Charter indicators it was noted that indicator 27 "Gross rent arrears as a % of rent due for the reporting year" was coloured red and it was queried whether this was an error. In response, the Head of Housing and Property Serviced advised that this was an error and indicator 27 "Gross rent arrears as a % of rent due for the reporting year" should be coloured green. This was noted. Following consideration, the Committee unanimously agreed to note the: i) Council’s performance against the Scottish Social Housing Charter in 2023/24 and that indicator 27 "Gross rent arrears as a % of rent due for the reporting year" should be green; and ii) content of the Annual Performance Report detailed in Section 5 of the report. 14 Damp-Mould and Condensation in Council Houses Report Under reference to paragraph 10 of the Minute of the meeting of this Committee dated 13 February 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) providing 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. Following consideration, the Committee unanimously agreed to note: 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. 15 Performance Report (Housing and Property) Period to September 2024 Under reference to paragraph 5 of the Minute of the meeting of Moray Council dated 7 August 2019, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) informing the Committee of the performance of the service for the period to 30 September 2024. Following consideration, the Committee agreed to note: i) performance in the areas of Service Planning, Service Performance, and other related data to the end of September 2024; and Page 10
Page 11
ii) the actions being taken to improve performance where required. 16 Building Services Trading Operation Budget Monitoring to 30 September 2024 Under reference to paragraph 11 of the Minute of the meeting of this Committee dated 7 May 2024, the meeting had before it a report by the Depute Chief Executive (Economy, Environment and Finance) presenting budget monitoring information for the period to 30 September 2024 for the Building Services Trading Operation. Following consideration, the Committee unanimously agreed to note: i) the financial information for the period to 30 September 2024, as detailed in section 5 and Appendix I of the report; ii) Building Services operating performance for the period to 30 September 2024, as set out in section 6 of the report; and iii) the revised projected outturn to 31 March 2025, as detailed in section 7 and Appendix I of the report. Page 11
Page 12
Page 12
Page 13
REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 11 FEBRUARY 2025 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 November 2024 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 scrutinise and note:- (i) progress of the Housing Investment Programme to 30 November 2024, as detailed in Section 3 and APPENDICES I to VI; (ii) progress of the improvement plan as highlighted in Section 4; and (iii) 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 minute refers) and this Committee at its 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 provides an update on the investment plan and details progress in relation to the Compliance Improvement Plan. 3.2 The Investment Plan is made 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 Item 6. Page 13
Page 14
APPENDICES I – VI and an outline of performance in each area provided below. 3.3 APPENDIX I shows income and expenditure to 30 November 2024. Annual Budget (£000s) Budget to 30/11/2024 (£000s) Actual & committed to 30/11/2024 (£000s) Variance to 30/11/2024 (£000s) 26,434 17,623 11,984 (45%) 5,909 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. Annual Budget (£000s) Budget to 30/11/2024 (£000s) Actual & committed to 30/11/2024 (£000s) Variance to 30/11/2024 (£000s) 4,708 3,139 3,273 (70%) (134) Within the financial year to 30 November 2024 works delivered, included 8,853 housing repairs and 266 void properties repaired. Since the start of this calendar year properties that become void are being checked for their Energy Performance Certificate (EPC) rating and any properties which are currently not in a band C or higher are being improved where possible to ensure our housing stock meet the SHQS. As works are being undertaken to improve the quality of our housing stock there has been an increase in the average spend in relation to individual voids and as stated it is expected that the budget will be exceeded. The current projection is by £1,542k however work is being undertaken to ensure any capital works are moved to the appropriate capital budget lines which are outlined in APPENDIX V. 3.5 APPENDIX III shows the expenditure on Estate Works. Annual Budget (£000s) Budget to 30/11/2024 (£000s) Actual & committed to 30/11/2024 (£000s) Variance to 30/11/2024 719 479 412 (57%) 67 Works in this area to 30 November 2024 have included works to repair unadopted roads which serve tenant properties and also drainage works to resolve some flooding issues. It should be noted that asbestos works is being undertaken in relation to the Compliance Improvement Plan with spend in this appendix reducing from the last report. This is due to spend being reallocated to the capital budget for the improvement works rather than revenue spend. Page 14
Page 15
3.6 APPENDIX IV shows the expenditure on Cyclical maintenance. Annual Budget (£000s) Budget to 30/11/2024 (£000s) Actual & committed to 30/11/2024 (£000s) Variance to 30/11/2024 (£000s) 1,555 1,037 £371k (24%) £666k As stated in the last report in November 2024, a significant underspend in this budget is in relation to External Decoration and Fabric which is delivered via the DLO. The DLO have confirmed that an external contractor has been appointed to assist with the remainder of the programme, which is weather dependant, it is now expected that this budget will not be fully expended resulting in some of this work not being completed. The outstanding work will be carried over into next year and discussions are ongoing with the DLO to ensure next years planned works and outstanding works from this year are completed. 3.7 APPENDIX V shows the planned maintenance and other investments split between revenue and capital spend. Annual Budget (£000s) Budget to 30/11/2024 (£000s) Actual & committed to 30/11/2024 (£000s) Variance to 30/11/2024 (£000s) 19,452 12,968 7,928 (41%) 5,040 This budget heading includes spend on the Compliance Improvement programme with details of that provided in section 4 below. The projected spend on the Compliance Improvement programme has been combined into two budget heads “Energy Efficiency Standard for Social Housing (EESSH) – Social Housing Net Zero” and “EESSH/EESSH 2/Insulation” to make reporting more straightforward. The reason for this is that the majority of the works required to improve the performance of the housing stock against the SHQS is energy performance improvements like insulation and improved heating systems. However, there has been the need to improve some bathrooms, kitchens, windows and doors which have separate lines in the budget reporting papers. Within the appendix the projected outturn for all headings except the two mentioned above is based on planned work being undertaken out with the Compliance Improvement programme. The one area of capital work which is not linked with the Compliance Improvement programme is roof replacement where a major project is progressing to replace the roof at a block of flats in the Hainings, Forres which is expected to complete by the summer. Considering the revenue spend noted in this appendix there continues, as noted in the report in November, a significant underspend in relation to Rainwater Goods and Roof Moss Cleaning budget lines. Some progress has been made in the last month or so on this area by the DLO following the appointment of an external contractor with the expectation that all works will be completed by 31 March 2025 as planned. Page 15
Page 16
3.8 APPENDIX VI shows the position with regard to grant expenditure for Private Sector Housing Grant to 30 November 2024. Annual Budget (£000s) Budget to 30/11/2024 (£000s) Actual & committed to 30/11/2024 (£000s) Variance to 30/11/2024 (£000s) 113 75 84 (112%) (9) Notwithstanding overspend to date it is expected that the budget will not be fully committed with a projected underspend of £30k. 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, (paragraph 9 of the minute refers). This report highlighted the level of performance in relation to SHQS and 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% compliant by financial year end 2024/25. 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 have commenced in all areas through various external 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. It is expected at the time of writing this report that by the financial year end that compliance with SHQS should be in excess of 80%. This is below the target of 90% however is significantly higher than 15% at financial year end 2023/24. 4.3 In relation to capital spend to 30 November 2024 in connection with the improvement plan, it is confirmed that this extends to £6,202k which is included in APPENDIX V in this report however is split between various headings as outlined in paragraph 3.7 above. 4.4 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 the end of November 2024, SHQS compliance is at 34%, an increase of 19% from the year end position at 31 March 2024. Page 16
Page 17
5. REVISED OUTTURN PROJECTION TO 31 MARCH 2025 5.1 APPENDICES II to VI detail the projected outturn for each budget heading. The projected outturn for the entire budget is summarised in APPENDIX I which now anticipates a year end spend of £31,587k. Annual Budget (£000s) Revised Projected Expenditure (£000s) Variance (£000s) 26,485 31,587 (5,102) 5.2 This revised outturn has been influenced by projections against the improvement plan. As outlined in paragraph 3.7 above, due to the progression of the Improvement Plan the specific capital budget headings do not align with multiple measures being undertaken in properties to meet the SHQS standard. The expected outturn for the Compliance Improvement Plan capital works is £15,500k. As per the approval gained at this Committee on 7 May 2024, the approval of the increased budgetary provision of £5,102k will be progressed via delegated authority as appropriate. 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. (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. In order to optimise the improvement objectives within the accelerated programme in line with contractor capacity, the HRA budget was set on a 3-year basis with flexibility to draw forward expenditure from years 2 and 3 as required. (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. Page 17
Page 18
(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 and Construction Manager, Housing Asset Manager, Chief Financial Officer, Georgina Anderson, Senior Solicitor and Caroline O’Connor, Committee Services Officer. All agree with 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 £11,984k to 30 November 2024, which represents 45% of the 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 £31,587. Author of Report: Neil Strachan, Property Asset Manager Background Papers: Held on file/sharepoint Ref: SPMAN-1285234812-1752 Page 18
Page 19
APPENDIX I 30 November 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 4,708 3,273 70% 1,435 6,250 Estate Works 719 412 57% 307 967 Cyclic Maintenance 1,555 371 24% 1,184 737 Planned Maintenance (Revenue) 1,913 789 41% 1,124 2,106 Planned Maintenance (Capital) 16,941 6,807 40% 10,134 21,098 Other Investment 598 332 56% 266 429 Sub Total 26,434 11,984 45% 14,450 31,587 Other Capital Expenditure New Build - Capital Costs 15,037 4,485 Total 41,471 16,469 Funded by HRA Revenue 9,493 5,177 Government Grant 15,825 3,722 Use of Council Tax Discount 650 0 Prudential Borrowing 12,862 6,325 Other Grants 0 725 Capital Receipts 0 0 C.F.C.R 2,641 0 Total 41,471 15,949 INVESTMENT PROGRAMME INCOME AND EXPENDITURE 2024/25 Item 6. Page 19
Page 20
Page 20
Page 21
(all amounts in £'000) RESPONSE AND VOIDS REPAIRS Annual Budget 2024/25 Expenditure plus commitments to date % expendituere plus committed to date Budget balance Projected outurn to 31 March 2025 West Area 900 612 68% 288 969 East Area 860 666 77% 194 1,521 Central Area 850 526 62% 324 874 Void House Repairs 1,462 1,184 81% 278 2,250 Gas Heating Repairs 636 285 45% 351 636 4,708 3,273 70% 1,435 6,250 30 November 2024 INVESTMENT PROGRAMME EXPENDITURE 2024/25 Item 6. Page 21
Page 22
Page 22
Page 23
APPENDIX III (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 92 25% 280 372 Landscape Maintenance 90 73 81% 17 90 Estates/Forum Upgrades 230 247 107% -17 500 719 412 57% 307 967 30 November 2024 INVESTMENT PROGRAMME EXPENDITURE 2024/25 Item 6. Page 23
Page 24
Page 24
Page 25
APPENDIX IV (all amounts in £'000) CYCLIC MAINTENANCE Projected Outturn Annual Budget 2024/25 Expenditure plus commitments to date % expendituere plus committed to date Budget balance Projected outturn to March 2025 Gas Servicing 419 241 58% 178 400 Solid Fuel Servicing 5 16 320% -11 16 Air Source Heat Pump Servicing 65 31 48% 34 71 Smoke Detector Servicing 16 5 31% 11 16 External decoration & fabric repairs 835 54 6% 781 192 General Servicing 60 22 37% 38 22 House condition surveys 0 0 0% 0 0 Fire Risk Assessments & associated works 155 2 1% 153 20 1,555 371 24% 1,184 737 INVESTMENT PROGRAMME EXPENDITURE 2024/25 30 November 2024 Item 6. Page 25
Page 26
Page 26
Page 27
APPENDIX V (all amounts in £'000) PLANNED MAINTENANCE & OTHER INVESTMENTS Projected Outurn Annual Budget 2024/25 Expenditure plus commitments to date % expendituere plus committed to date Budget Balance Projected outturn to 31 March 2025 Kitchens and Bathrooms 1,153 1,673 145% -520 350 Bathroom Replacements 395 561 142% -166 50 Central Heating 2,588 1,732 67% 856 1,941 Doors and Windows 2,537 499 20% 2,038 1,325 EESSH - Insulation 1,641 42 3% 1,599 311 EESSH - Social Housing Net Zero Fund 5,631 772 14% 4,859 3,000 EESSH / EESSH 2/ Insulation 1,281 985 77% 296 12,500 Major works 694 491 71% 203 600 Smoke/Co upgrade 0 46 0% -46 46 Roof replacements 1,021 6 1% 1,015 975 Sub Total (Capital) 16,941 6,807 40% 10,134 21,098 Rainwatergoods 290 11 4% 279 261 Rainwatergoods - Roof Moss Cleaning 232 98 42% 134 209 Roof and Fabric Repairs 0 0 0% 0 0 Plumbing Upgrades 60 27 45% 33 60 Electrical Upgrades 1,114 562 50% 552 1,388 Safety & Security 25 46 184% -21 50 Sheltered Housing 12 2 17% 10 5 Decoration Vouchers 120 40 33% 80 120 Shower Installations 60 3 5% 57 13 Sub Total (Revenue) 1,913 789 41% 1,124 2,106 Disabled Adaptations 548 269 49% 279 350 Misc 0 14 0% -14 14 EPC certs 0 0 0% 0 15 Enabling Projects 50 49 98% 1 50 Sub Total (Other Investment) 598 332 56% 266 429 Total 19,452 7,928 41% 11,524 23,633 INVESTMENT PROGRAMME EXPENDITURE 2024/25 30 November 2024 Item 6. Page 27
Page 28
Page 28
Page 29
APPENDIX VI (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 59 54 84 84 15 CATEGORY DESCRIPTIONS Category C Grant Assistance to aid Independent Living - House Condition Works 30 November 2024 SCHEME OF ASSISTANCE - 2024/25 PRIVATE SECTOR HOUSING GRANT Item 6. Page 29
Page 30
Page 30
Page 31
. REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 11 FEBRUARY 2025 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) scrutinises progress on the Moray Affordable Housing Investment Programme; ii) scrutinises progress on the delivery of the Council’s new build and acquisition programme; iii) scrutinises progress on delivery of housing at Bilbohall, Elgin; and iv) approves the Jubilee Cottages, Victoria Road Lettings Plan at Appendix I for implementation. 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 7. Page 31
Page 32
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 19 November 2024, this Committee approved the Council’s SHIP (para 9 of the draft Minute refers). 3.3 On 7 May 2024, this Committee was advised that, as anticipated, the RPA for 2024/25 had been substantially reduced (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 7 of the Minute refers). 3.5 This Committee is presented with regular updates on the progress of the Affordable Housing Programme, most recently on 19 November 2024 (para 8 of the draft Minute refers), which advised that the revised RPA for 2024/25 is £7.127m. 4. MORAY STRATEGIC LOCAL PROGRAMME (SLP) 4.1 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: Page 32
Page 33
Currently under construction Site Town No of units Landlord Completion date (est) Banff Road Phase 2 Keith 26 Moray Council Mar 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 High St/ South St redevelopment Elgin 38 Places for People Nov 2026 Total 155 Site start expected during 2024/25. Site Town No of units Landlord Site start (est) Kineddar Meadows Lossiemouth 8 Osprey Housing Feb 2025 Bilbohall Phase 1 (R2) Elgin 28 Moray Council TBC Total 36 4.2 The SHIP includes a substantial shadow programme of developments. 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). 4.3 At the time of writing there was no confirmation of RPA for 2025/26 or beyond. However, should sufficient funds become available in 2025/26 approval is sought to bring Speyview, Aberlour Phase 2 forward, selected for the following reasons: • full planning consent has been granted; • the site is already in Council ownership; • The shared infrastructure has been partly funded by the Growth Deal • cost efficiencies can be achieved by moving construction directly from Phase 1 to Phase 2; and • there continues to be buoyant demand for affordable housing in Aberlour and the wider Speyside area, evidenced by the Council’s Housing List. 4.4 Progress on programme delivery will be reported to this Committee on a biannual basis. Council Acquisition Programme 4.5 The SHIP provides facility to purchase properties from the open market for provision of affordable housing, where strategic and value for money criteria have been met. Page 33
Page 34
4.6 Open market purchases will be prioritised as follows: 1. Where the purchase will assist the Council with delivery of SHQS/ EESSH/ capital improvements. 2. Where the purchase will assist the Council to meet housing need in pressured areas and/or where new affordable housing development is constrained. 3. Where the purchase will assist the Council to meet specialist housing need. 4. Where the purchase will bring an empty property back into occupation. 4.7 Open market acquisitions approved to proceed or completed: Funding Source completion 2023/24 completion 2024/25 (est) Affordable Housing Supply Programme 1 3 Rural Affordable Homes for Key Workers Fund 0 1 Temporary Accommodation Pressures 0 1 5. SSEN 5.1 SSEN have plans to complete a £20billion investment programme. Full details are available on the SSEN website at Projects - SSEN Transmission. SSEN need to bring their workforce into the north of Scotland to deliver this programme. This impacts on Highland, Moray, Aberdeenshire and Angus local authority areas. Workforce accommodation will be required during 2025 – 2030. 5.2 SSEN have published their Housing Strategy, which was launched at the Highland Housing Challenge Summit in Aviemore on 22 October 2024. The Strategy is available here ssent-housing-strategy-2024-. 5.3 Prior to the launch, SSEN completed a series of engagements with local authority strategic housing leads and volume house builders, seeking advice, ideas and opportunities for how their worker housing need requirements might be met. 5.4 Officers have provided options for SSEN, drawn from the SHIP Shadow Programme, with the aim of enabling delivery of affordable housing stalled due to lack of funding. Given that delivery and occupation within required timescales are fundamental to SSENs programme, options where planning consent has already been granted have been prioritised. At the time of writing a number of regional housing associations were actively considering participation. 6. BILBOHALL 6.1 The first phase of development at Bilbohall (R2) was granted planning consent on 22 October 2024 (102 units). Officers had intended to publish a tender for procurement of a construction contractor in December 2024, to deliver 28 units plus shared infrastructure at the earliest possible opportunity, with the aim of achieving site start in Feb/Mar 2025. Page 34
Page 35
6.2 However, in November 2024 SSEN further reduced the electrical capacity they can make available to the site, to a level where delivery is not viable. The electrical supply is constrained until 2030, pending delivery of infrastructure upgrades involving works extending from Elgin town centre to the Bilbohall site. 6.3 The Bilbohall design team will complete their commission and will finalise preparation of the tender documents, but publication of the tender has been suspended pending further review of capacity by SSEN. 6.4 Formal engagement with SSEN on this matter has been initiated. 6.5 There is potential for the consented units at Bilbohall to be made available to SSEN to meet their workforce housing need described in Section 5 above. 7. JUBILEE COTTAGES, VICTORIA ROAD, ELGIN 7.1 On 28 January 2025, Corporate Committee agreed that 8no. Trust properties at Jubilee Cottages, Victoria Road, Elgin should be leased to the Council on terms and conditions to be agreed by the Head of Housing and Property, the Head of Governance Strategy and Performance and the Chief Financial Officer (Para 7 of the draft Minute refers). 7.2 It is necessary to set out how the allocation of these properties will deviate from the Council’s approved Allocations Policy. The draft Lettings Plan available at APPENDIX I sets out how the allocation of these properties will adhere to the spirit of the original Trust in contemporary context, noting that many of the original terms are archaic and deemed unenforceable. 8. 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. Page 35
Page 36
(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. (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. 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, Page 36
Page 37
the Chief Financial Officer and Committee Services Officer (Lissa Rowan). 9. CONCLUSIONS 9.1 The report provides an update on the current and future affordable housing investment programme. The report provides an update on the Council’s own new build and acquisition programme. The report includes an update on the Bilbohall, Elgin development and actions taken to assist SSEN with their workforce housing need. 9.2 The report presents a draft Lettings Plan applicable to Trust properties at Jubilee Cottages, Victoria Road, Elgin for approval. Author of Report: Fiona Geddes, Housing Strategy and Development Manager Background Papers: with author Ref: SPMAN-1285234812-1738 Page 37
Page 38
Page 38
Page 39
APPENDIX I Moray Council Local Lettings Plan Trust Properties – Jubilee Cottages Author Housing and Property Services Date agreed X by Housing and Community Safety Committee Date of next review Item 7. Page 39
Page 40
Index Section 1 Introduction Section 2 Aims and objectives of the Local Lettings Plan Section 3 Legislative and regulatory requirements Section 4 Local Lettings Plan criteria Section 5 Creating sustainable communities Section 6 Monitoring of the Local Lettings Plan Section 7 Reporting and review Page 40
Page 41
APPENDIX I 1. Introduction 1.1 The Council must make best use of its housing stock, which includes how these are allocated. The Housing (Scotland) Act 1987 (as amended) requires that social landlords let properties in a way that gives reasonable preference to those in greatest housing need, makes best use of the available stock, maximises choice and helps to sustain communities. Legislation provides landlords with the discretion to operate a separate lettings process from their Allocations Policy for different parts of their housing stock. 1.2 Local Lettings Plans provide an open and transparent framework which set out any variation to the Allocations Policy needed to take account of and address local need and circumstances. The plan must operate within all the relevant legislation governing the allocation of houses as detailed in the Allocations Policy. 1.3 This Local Lettings Plan applies to eight Jubilee Cottages at Victoria Road in Elgin. 1.4 Jubilee Cottages were built by the City and Royal Burgh of Elgin in 1897 to establish a memorial to the Diamond Jubilee Year of Queen Victoria. The properties were transferred by a Deed of Trust to the Trustees in 1899. Moray Council are Trustees. The properties are managed by the Council’s Housing Service on behalf of the Trustees. 1.5 Jubilee Cottages are to be used, as far is as is possible, in accordance with the terms of the Trust Deed. To achieve this every allocation of eight properties will adhere to this Local Lettings Plan. 2. Aims and objectives of the Local Lettings Plan 2.1 The overall aim of the Local Lettings Plan is to provide an open and transparent framework which sets out any variation to the Allocations Policy needed to let Trust properties at Jubilee Cottages. Page 41
Page 42
APPENDIX I 2.2 The specific objectives of the Local Lettings Plan are to: • comply with the terms of the Trust Deed (APPENDIX I), as far is practical and in accordance with current legislation and good practice; • set out the specific criteria that applicants must meet in order to be made an offer of housing to specific properties; • make the best use of housing stock and meet housing need; and. • assist to the improve shortage of affordable housing and alleviate homelessness 3. Legislative and regulatory requirements 3.1 The primary legislation governing allocations of Council housing is contained within the Housing (Scotland) Act 1987 as amended by the Housing (Scotland) Act 2001, the Homelessness etc (Scotland) Act 2003 and the Housing (Scotland) Act 2014. This legislation provides the Council with the discretion to develop allocation and local letting policies in line with local priorities. 3.2 The Local Lettings Plan promotes good practice and complies with guidance from the Scottish Government and the Scottish Housing Regulator, including the Scottish Government’s Social Housing Allocations – A Good Practice Guide (2019) and the standards and outcomes detailed in the Scottish Social Housing Charter. 3.3 Local Lettings Plans are used to consider specific local factors and: • must comply with all relevant legislation; • should be operated alongside the Allocations Policy and act as an additional set of circumstances that will be considered or rules that will be applied; • should apply to a specific geographical area and be supported by evidence on why it is required; • should have clear outcomes and be time limited; and • must be published. Page 42
Page 43
APPENDIX I 3.4 When developing a local lettings plan, landlords should consult with tenants, applicants and other key stakeholders and have an effective monitoring framework in place to make sure the aims of the plan are being met. 3.5 In the absence of any powers in a deed of trust, the powers under the Trusts (Scotland) Act 1921 apply. These powers include granting leases provided that they are not at variance with the terms and purposes of the trust. Equality and diversity 3.6 The Council will seek to ensure that all applications are assessed in accordance with its duties under the Equalities Act 2010. Full consideration will be given to the Council’s Public Sector Equality Duty (PSED) when assessing the applications. This requires public authorities to: • eliminate discrimination, harassment and victimisation; and • advance equality of opportunity; and to foster good relations between persons who share a relevant protected characteristic and those who do not. The Council will also have due regard while considering the circumstances of the case where the applicant is a part of a protected group under this legislation, and detailed below, prior to reaching any decision or outcome. 3.7 The Council will endeavour to ensure that no individual is discriminated against on grounds of sex or marital status, on racial grounds, or on grounds of disability, age, sexual orientation, language or social origin, or other personal attributes, including beliefs, or opinions, such as religious beliefs or political opinions. 3.8 To support the needs of customers whose first language is not English, the Council will provide translation and interpretation services when needed. The Council will ensure that information is accessible and available in other formats such as large print, tape and Braille, as required. Page 43
Page 44
APPENDIX I 4. Local Lettings Plan criteria 4.1 The Council’s Housing List comprises three groups of applicants – homeless list, waiting list and transfer list. In accordance with good practice, the Council sets a target annually for allocations to each of these groups. 4.2 The Local Lettings Plan will provide greater flexibility in allocating Trust Properties at Jubilee Cottages by not applying these quotas. Instead, the Council will allocate properties in such a way that achieves the stated objectives of this Plan. 4.3 Applicants must be eligible for the specific property type to be considered for an offer of housing. Eligibility criteria and household categories are set out in the Allocations Policy. 4.4 Housing law does not prevent landlords from considering the fact that someone lives in their area and giving priority to local people. This is known as having a local connection to an area and landlords can take into account the fact that the applicant is resident in their area. However, Section 20(2)(aa) of the Housing (Scotland) Act 1987 (as amended) prevent a landlord from taking into account whether an applicant lives in its area if the applicant: i) is employed, or has been offered employment, in the area; or ii) wishes to move into the area to seek employment and the landlord is satisfied that this is the applicant’s intention; or iii) wishes to move into the area to be near a relative or carer; or iv) has special social or medical reasons for requiring to be housed within the area; or v) wishes to move into the area because of harassment; or vi) wishes to move into the area because he or she runs the risk of domestic abuse. (Please note that local connection is also covered under homelessness legislation and is defined differently in relation to homelessness). Page 44
Page 45
APPENDIX I 4.5 To ensure that allocations meet the aims and objective of the Local Lettings Plan detailed in section 2.2, applicants who fulfil the following criteria and who have selected X in their top three areas of preference (as stated in their housing application) as the primary factor and their points’ level as secondary: Priority Criteria First preference Applicants who: • have a local connection* to Elgin; and • are aged 65 year or over; and • require a ground floor property. Second preference Applicants who: • have a local connection* to Elgin; and • require a ground floor property. Third preference Applicants who require a ground floor property. *Local connection will be considered as living or working or being in full time education in Elgin. This will be applied in accordance with the legislative provisions set out in Section 4.4. 4.6 Exclusions will apply where an applicant (or member of their household) is considered to pose a risk to the local lettings plan aims and objectives due to any of the following: • an applicant or member of their household has been evicted for antisocial behaviour or subject to an antisocial behaviour order within the last three years; • where the applicant or member of their household has been evicted from a tenancy for rent arrears in the last three years; • where the applicant or a member of their households has a history of convictions for criminal behaviour, drug dealing or abuse; or • the applicant has high support needs but has previously failed to accept support or engage with support services provided. 4.7 Prior to making an offer of housing, tenancy checks will be completed in relation to the applicant and their household. A satisfactory tenancy check will be Page 45
Page 46
APPENDIX I required before an applicant will be shortlisted for consideration of an offer of housing. 4.8 Where support needs are identified, prior to receiving an offer of tenancy, a support plan detailing a sufficient level of support in order for the applicant to sustain their tenancy must be in place and the applicant must demonstrate appropriate engagement with this support. 5. Creating sustainable communities 5.1 By prioritising applicants by their top three area preferences and the considering their suitability in terms of their local connection, the local lettings plan enables offers to be made to applicants who have specified that they want to live in the letting area in which the Jubilee Cottages properties are located. 5.2 Whilst reasonable preference is required to be given to those with a range of vulnerabilities, in order to create and maintain a sustainable community, consideration will be given to balance the profile and needs of people living in the area. The Council will seek to avoid any over concentration of vulnerable tenants with similar needs within the properties at Jubilee Cottages. This aims to provide a balance between households that will need additional support and those that will not. 6. Monitoring of the Local Lettings Plan Local Lettings Plan Panel 6.1 A Lettings Plan Panel will be responsible for implementing and monitoring the operation of the local lettings plan. This Panel will comprise of: • Housing Needs Operations Manager (Chair); • Area Housing Manager (responsible for the letting area); and • Housing Needs Officer. 6.2 The Lettings Plan Panel be provided with a potential shortlist of applicants from which they will identify applicants to whom offers of housing will be made. To Page 46
Page 47
APPENDIX I aid the selection process, the Panel will have access to tenancy references, support and care arrangements, antisocial behaviour records etc. The Panel will consider the extent to which this information might impact on the establishment of a sustainable community and the aims of this Plan. 6.3 Decisions made by the Panel will be clear and proportionate and accountable. The Chair will ensure that a robust and accountable audit trail of the decisions made by the Panel is maintained, to ensure that no individuals or groups are being unfairly disadvantaged. Any decision to bypass an applicant for an offer must be related to the stated objectives of the Lettings Plan. 6.4 The Jubilee Cottages Local Lettings Plan will be published on the Moray Council website. 6.5 It is emphasised that the following Extract of Deed is a legal summary of the original trust terms drafted several decades ago and is provided for reference only, noting that much the language and content is deemed archaic and unenforceable. Page 47
Page 48
APPENDIX I EXTRACT FROM DEED OF TRUST FOR JUBILEE COTTAGES, ELGIN Page 48
Page 49
REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 11 FEBRUARY 2025 SUBJECT: HOUSING AND PROPERTY SERVICES BUDGET MONITORING TO 30 NOVEMBER 2024 BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 This report presents the budget position for the Housing Revenue Account (HRA) and General Services Housing & Property Budget for the period up to 30 November 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 November 2024. 3. BACKGROUND 3.1 Moray Council agreed the HRA Budget for 2023/24 at the meeting on 28 February 2024 (paragraph 8 of the Minute refers). Housing and Property budget monitoring reports are presented quarterly. 4. HOUSING REVENUE ACCOUNT TO 30 NOVEMBER 2024 4.1 Appendix I details the HRA budget position to 30 November 2024. 4.2 The HRA budget for the period to 30 November 2024 is as follows, including variances arising: Annual Budget Budget to 30/11/2024 Actual to 30/11/2024 Variance to 30/11/2024 £26,190k £9,310k £8,719k £591k Supervision & Management £3,300k £3,116k £184k Sheltered Housing £45k £29k £16k Item 8. Page 49
Page 50
Repairs & Maintenance £5,717k £5,444k £273k Bad & Doubtful Debts £67k £52k £15k Downsizing Incentive Scheme £48k £48k - Service Development £133k £30k £103k 4.3 The key expenditure variances to 30 November 2024 are summarised below. 4.4 Supervision and management – there are a range of variations within this budget resulting in a net underspend of £184k. This includes underspends in staffing (£283k), arising from vacancies and pension contribution rates being lower than budgeted provision, £22k for software due to invoice timing and £7k for training. This was partially offset by overspends in insurance (£74k) due to higher premiums, voids (£45k) arising from increased costs of refurbishment and other minor/cumulative spend of £9k, which included pool car recharges, rental expenditure and Council Tax on void properties. 4.5 Sheltered Housing – there was an underspend of £16k in the sheltered housing budget, arising from an underspend in energy costs (£12k) and non domestic rates no longer being payable for Gurness Circle (£4k). 4.6 Repairs and maintenance – there was an underspend of £273k in the repairs and maintenance budget, arising from lower than anticipated expenditure on planned/cyclical maintenance (£842k), which was partially offset by higher than budgeted void costs (£307k) and response repairs (£262k). A detailed report of the Building Services activity is provided on this agenda. 4.7 Bad and doubtful debts – there was an underspend of £15k against provision for bad & doubtful debts, based on write-offs for Q1 and Q2 of the reporting year. 4.8 Downsizing Incentive Scheme – this is on budget. 4.9 Service Developments – there is an underspend of £103k, partly arising from a delay in appointing to the enhanced anti-social behaviour posts and provision for tenancy sustainment not being considered until the last quarter of the budgetary year. 4.10 HRA income for the period to 30 November 2024 is as follows: HRA Income 2024/25 Budget to 30/11/2024 Actual to 30/11/2024 Variance to 30/11/2024 £25,975k £17,739k £17,864k £125k Non-dwelling rents £203k £202k (£1k) House Rents £17,435k £17,519k £84k Other Income £101k £143k £42k Page 50
Page 51
4.11 The income at 30 November 2024 was £125k higher than expected. This is due mainly to improved performance in rent collection (£84k) and higher than anticipated tenant recharges (£42k), partially offset by slightly lower income for non dwelling rents (£1k). 4.12 The key income variances to 30 November 2024 are summarised below. 5. HRA PROJECTED OUTTURNS 2024/25 5.1 Appendix I also details projected outturns for 2024/25: Annual Budget Variance to 30/11/2024 Projected Outturn to 31/03/2025 Projected Variance to 31/03/2025 £26,190k £591k £25,464k £726k Expenditure 5.2 Supervision and management - An underspend of £171k is projected. This variance arises from an underspend in staffing costs arising from vacancy levels and lower than budgeted pension contributions (£320k), partially offset by anticipated overspends in voids (£75k) and insurance (£74k), based on cost of refurbishment and higher premiums respectively. The voids expenditure in this budget arises from staffing, whereas the reference in paragraph 5.4 pertains to property costs. 5.3 Sheltered Housing – An underspend of £10k is anticipated based on lower than budgeted energy and non domestic rates expenditure. 5.4 Repairs and Maintenance - An overspend of £1,128k is projected. This is comprised of £788k in void costs due to the higher cost of refurbishment, £754k in response repairs due to higher demand and £200k in property fees, attributable to the accelerated programme. These will be partially offset by an underspend of £546k in planned/cyclical programmes, arising from lower than anticipated external decoration and fabric repairs undertaken and a higher than budgeted surplus in the DLO (£68k), arising from the higher volume of work undertaken for the accelerated investment programme. 5.5 Financing costs - An underspend of £227k is projected due to lower than estimated interest costs on borrowing. 5.6 Bad and Doubtful debts – An underspend of £60k is projected based on current rent collection and write-off levels. 5.7 CFCR - The level of Capital from Current Revenue (CFCR) is projected to be £1,336k lower than budgeted, in order to bring the year end balance in line with the reserve provision. 5.8 Downsizing Incentive Scheme – There is no variance currently projected. Page 51
Page 52
5.9 Service Developments – An underspend of £50k is anticipated, due to the additional time required to recruit to posts. 5.10 Total expenditure on the HRA - Projected to be £726k lower than budgeted. 5.11 The key projected variances to 31 March 2025 are summarised below. Service Description Overspend (£000) Underspend (£000) Net Variance (£000) Supervision & Management 171 Sheltered Housing 10 Repairs & Maintenance (1,128) Financing Costs 227 Bad & Doubtful Debts 60 CFCR 1,336 Service Development 50 TOTAL (1,128) 1,854 726 Income 5.12 Total income to the HRA is projected to be £152k higher than originally budgeted for 2024/25, with £127k in additional rental income arising from improved performance and £28k in additional recharges. This is anticipated to be partially offset by lower than anticipated interest on revenue balances (£3k) due to the lower interest rates. 5.13 The key projected income variances to 31 March 2025 are summarised below. Service Description Overspend (£000) Underspend (£000) Net Variance (£000) House Rents 127 Income on Revenue Balances (3) Other Income 28 TOTAL (3) 155 152 5.14 Overall, a surplus balance of £2.250m is projected for the HRA budget in 2024/25. 6. GENERAL SERVICES HOUSING & PROPERTY BUDGET 6.1 Appendix II provides details of the budget position to 30 November 2024. Page 52
Page 53
6.2 The General Services Housing and Property budget for the period to 30 November 2024 is as follows: Annual Budget Budget to 30/11/2024 Actual to 30/11/2024 Variance to 30/11/2024 £4,492k £3,715k £3,577k £138k 6.3 Planning and Development - consists of Improvement Grants and Affordable Housing budgets, including disabled adaptations. The position at 30 November 2024 shows an underspend of £21k, arising from an underspend in discretionary grants. 6.4 Housing Management - relates to the Gypsy/Traveller budget. The position at 30 November 2024 shows an overspend of £2k, arising from higher site clearance costs than budgeted due to increased activity levels. 6.5 Homelessness/Allocations - comprises of Homelessness and Housing Support services. There was an underspend of £106k in this budget, comprised of underspends in Temporary Accommodation (£102k) arising from additional income from revised charges, and general homelessness (£31k), partially offset by an overspend of £27k 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 2024/25. 6.6 Miscellaneous General Services Housing – comprises various small budgets for which there is currently a £1k variance. 6.7 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. 6.8 The Property Services Budget - includes the budgets for the Design Team and Property Resources. There is an overall underspend of £12k to date. Within the Design Team there was an overspend of £12k, predominantly arising from higher than budgeted software costs. Property Asset Management has a £24k underspend, however this includes overspends in schools repairs and maintenance (£94k), central repairs and maintenance (£79k) and management of surplus properties (£37k). This follows a significant increase in the rates payable under the new heating maintenance contract and the service is limiting non-essential expenditure in order to manage this cost pressure. These overspends were offset by higher than budgeted income within the industrial portfolio (£225k), resulting in an overall net variance of £12k. 6.9 The key expenditure variances to 30 November 2024 are summarised below. Service Description Overspend (£000) Underspend (£000) Net Variance (£000) Planning & Development 21 Housing Management (2) Homelessness/Allocations 106 Page 53
Page 54
Service Description Overspend (£000) Underspend (£000) Net Variance (£000) Misc. General Services Housing 1 Property Services 12 TOTAL (2) 140 138 6.10 As at 30 November 2024, the General Services Housing & Property budget shows a net underspend of £138k. 7. GENERAL SERVICES HOUSING & PROPERTY SERVICES PROJECTED OUTTURNS 2024/25 7.1 Appendix II also indicates the projected outturns for 2024/25: Annual Budget Variance to 30/11/2024 Projected Outturn to 31/03/2025 Projected Variance to 31/03/2025 £4,492k £138k £4,514k (£22k) 7.2 Planning and Development - Projected to underspend by £30k. This is based on an anticipated underspend in discretionary grants. 7.3 Housing Management – There is no variance currently projected. 7.4 Homelessness/Allocations - Projects an underspend of £108k. An anticipated underspend of £120k is anticipated for temporary accommodation, arising from the revised charges and high recovery rates. This is expected to be partially offset by an overspend in housing support (£12k). 7.5 Miscellaneous General Services Housing - There is no variance currently projected. 7.6 Building Services – An underspend of £2k is anticipated, arising from the projected share of the DLO surplus for General Services work. 7.7 Property Services - Projects an overspend of £387k. This is comprised of anticipated overspends of £140k in Design & Construction, largely due to lower than budgeted fee income and £247k in Property Asset Management, arising from the higher cost of repairs and maintenance and surplus property activities. The service is working on controlling costs and increasing revenue in order to mitigate this position by year-end. 7.8 Housing and Property Savings – Staffing savings are anticipated to be £225k more than the budgeted provision. 7.9 The key projected variances to 31 March 2025 are summarised below. Page 54
Page 55
Service Description Overspend (£000) Underspend (£000) Net Variance (£000) Planning & Development 30 Homelessness/Allocations 108 Building Services 2 Property Services (387) General Services Housing & Property Savings 225 TOTAL (387) 365 (22) 7.10 Overall, it is now projected that the General Services Housing Budget will overspend by £22k on the agreed budget, with approaches set out above to mitigate the eventual outturn. 7.11 The Housing and Property Service has delivered the following savings, which were baselined into budgets at the start of 2024/25: Saving £000 Homelessness - block purchase discount 96 Homelessness - 5 additional flats 5 Housing Needs - Housing Support apportionment 220 Housing General Services - Gypsy Travellers 8 Property - Commercial rent reviews 65 Property - Close corporate offices 46 Homelessness Rent reduction 8 Total £448 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. Page 55
Page 56
(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 (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 November 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-1285234812-1759 Page 56
Page 57
Housing Revenue Account APPENDIX I Budget Monitoring to 30th November 2024 Service Description Annual Budget 2024- 25 Budget to 30 Nov 2024 Actual to 30 Nov 2024 Variance to 30 Nov 2024 Projected Outturn to 31 Mar 2025 Projected Variance to 31 Mar 2025 Expenditure £,000 £,000 £,000 £,000 £,000 £,000 Supervision & Management 6,081 3,300 3,116 184 5,910 171 Sheltered Housing 64 45 29 16 54 10 Repairs and Maintenance 9,694 5,717 5,444 273 10,822 (1,128) Financing Costs 7,188 0 0 0 6,961 227 Bad & Doubtful Debts 250 67 52 15 190 60 CFCR 2,641 0 0 0 1,305 1,336 Downsizing Incentive Scheme 72 48 48 0 72 0 Service Development 200 133 30 103 150 50 Total Gross Expenditure 26,190 9,310 8,719 591 25,464 726 Income £,000 £,000 £,000 £,000 £,000 £,000 Non-dwelling rents 260 203 202 (1) 260 (0) House rents 25,126 17,435 17,519 84 25,253 127 IORB 437 0 0 0 434 (3) Other income 152 101 143 42 180 28 Total Income 25,975 17,739 17,864 125 26,127 152 Surplus / (Deficit) for the year 215 (8,429) (9,145) 716 663 878 Accumulated Surplus Balance brought forward 1,587 1,587 Estimated Surplus Balance at 31st March 2,250 2,250 Item 8. Page 57
Page 58
Page 58
Page 59
General Services Housing & Property Appendix II Monitoring to 30th November 2024 Annual Budget Actual & committed Variance Projected Projected Service Description Budget to to at Outturn Variance 2024-25 30 Nov 2024 30 Nov 2024 30 Nov 2024 2024-25 2024-25 £'000 £'000 £'000 £'000 £'000 £'000 Planning & Development 261 193 172 21 231 30 Housing Management 15 27 29 (2) 15 0 Homelessness / Allocations 1727 1185 1079 106 1619 108 Miscellaneous General Services Housing 232 128 127 1 232 0 Building Services 0 (160) (160) 0 (2) 2 Property Services 2193 2342 2330 12 2580 (387) General Services Housing & Property Savings 225 - - - 0 225 General Services Housing & Property Allocations (161) - - - (161) 0 General Services Housing & Property Total 4492 3715 3577 138 4514 (22) Item 8. Page 59
Page 60
Page 60
Page 61
REPORT TO: HOUSING AND COMMUNITY SAFETY COMMITTEE ON 11 FEBRUARY 2025 SUBJECT: TENANT SURVEY IMPROVEMENT PLAN BY: DEPUTE CHIEF EXECUTIVE (ECONOMY, ENVIRONMENT AND FINANCE) 1. REASON FOR REPORT 1.1 To inform the Committee of the service improvement actions arising from the findings of the Tenant Survey 2024. 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) approves the Improvement Plan at Appendix I for implementation; and ii) notes that the next Tenant Satisfaction Survey will be carried out in 2027. 3. BACKGROUND 3.1 The Council carries out a Tenant Satisfaction Survey every three years to gather tenants’ views on 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 three years. 3.3 On 19 November 2024, the Housing and Community Safety Committee considered the main findings of the Tenant Survey 2024 and agreed that a further report would be presented which would set out improvement actions required by the Housing Service (paragraph 6 of the draft Minute refers). Item 9. Page 61
Page 62
4. TENANT SURVEY IMPROVEMENT PLAN 4.1 The Tenant Survey Improvement Plan is attached at APPENDIX I. The actions set out in the plan have been developed in response to views expressed by tenants in the 2024 survey. Some of these improvement actions have already been included in the Housing and Property Service Plan and are referred to accordingly. 4.2 The main issues identified by tenant in the survey, along with the Service response are detailed below: 4.2.1 Housing Repairs Among tenants who had repairs completed in the past year, 78.1% reported being satisfied with the quality of the last repair, while 17.5% expressed dissatisfaction. This marks a decline from 2021, when 83.7% of tenants were satisfied with their most recent repair experience. The following are the top referenced issues relating to housing repairs and how these matters are to be addressed: • Reduce the time it takes to start the repair • Improve the quality of repair work including the quality of the materials used for repairs • Reduce the time it takes to complete a repair • Complete the repairs on the first visit whenever possible. The implementation of the Repairs Improvement Plan will streamline existing processes, ensuring quicker initiation of repair jobs. Progress in this area includes regular oversight by the Repairs Review Group, with significant changes expected due to the appointment of a Project Lead in August 2024. Increasing the number of repairs completed correctly on the first visit will ensure higher-quality outcomes and minimise the need for follow-ups. Efforts will be made to ensure a minimum standard of 90% of reactive repairs (ARC Indicator 10) are completed right first time. This will be monitored as per Section 5 of this report. • Improve communication with Council staff • Make it easier to report a repair Improved communication channels will be integrated as part of the Repairs Improvement Plan. The Repairs Review Group's ongoing discussions aim to identify gaps in communication and provide training to council staff for better interaction with tenants. The planned digital self-service tool will simplify the process of reporting repairs, making it more accessible and user-friendly for tenants and will allow more efficient scheduling and tracking of repair appointments, reducing delays. Optimising expenditure by categorising repair jobs accurately will also free up resources for quicker repair completions. This Page 62
Page 63
will be supplemented with a review on post works work surveys conducted after reach repair. • Resolve damp and/or mould issues The Damp, Mould, and Condensation in Council Housing Action Plan focuses on addressing these persistent issues. Updates were provided to Housing and Community Safety Committee on 19 November 2024 (paragraph 14 of the draft Minute refers). Enhanced measures include preventative maintenance and addressing root causes through improved insulation and ventilation solutions. In order to review effectiveness, follow-up procedures have been developed to evaluate the repairs, upgrades or solutions. Further interventions will take place should previous actions be unsuccessful. For the first time, the Scottish Housing Regulator will collect indicators on landlords’ performance in responding to reports of damp and mould. Social landlords will start collecting data for the new indicators from 1 April 2025. The first ARC using the new indicators will be due by 31 May 2026. 4.2.2 Housing Stock improvement Tenant satisfaction with the quality of housing is set out in the Tenant Satisfaction Survey 2024 and reveals that 81.0% of tenants are satisfied with their home whilst 13.5% are dissatisfied in 2024. The issues raised can be addressed effectively through ongoing and planned initiatives as outlined in APPENDIX I. Below is a detailed response to each issue: • Improve/Upgrade the Bathroom • Improve/Upgrade the Kitchen The Housing Investment Program reflects tenant priorities, including kitchen and bathroom upgrades, which will be phased throughout the 2024-25 period. This ensures alignment with tenant expectations and compliance with the Scottish Housing Quality Standard (SHQS). • Improve/Upgrade the Windows • Reduce Cold/Draughts and Provide Better Insulation • Improve/Upgrade Doors (Internal or External) Tenant-identified priorities, including the above improvements, are being addressed through the Housing Investment Program. These upgrades aim to reduce energy loss and improve living conditions, aligning with regulatory standards. Improved insulation is a key focus under the EESSH program to enhance energy efficiency and reduce cold and draughts. This includes installing advanced insulation systems in housing stock across Moray. These efforts are part of the phased improvement plan to achieve carbon neutrality. Page 63
Page 64
• Improve/Upgrade the Outside of the Building (e.g., Roof) Exterior improvements, including roof upgrades, are a priority under the Housing Investment Program. These upgrades ensure buildings remain weatherproof, energy-efficient, and structurally sound. The work will be phased through 2024-25 and beyond, reflecting tenants' feedback and regulatory requirements. • Improve/Upgrade the Boiler/Heating System Upgrading heating systems is a principal measure within the EESSH initiative. Internal and external contractors are undertaking this work, contributing to improved energy efficiency and tenant comfort. These upgrades are progressing as part of the broader goal of achieving 85% compliance by March 2025. 4.2.3 Neighbourhood Management and ASB Tenants were asked about their satisfaction with how Moray Council, as their landlord manages their neighbourhood. Currently, 73.6% of tenants report being satisfied, while 17.9% are dissatisfied. This represents a decline from 2021, when 89.6% of tenants expressed satisfaction with neighbourhood management. The following response outlines how ongoing and planned actions aim to address the raised concerns effectively: • Dealing with Anti-Social Behaviour • Reducing Noise • Tackling Drug Use The Community Safety Response Plan directly tackles anti-social behaviour by setting outcome measures and reducing referrals. Challenges such as recruitment for Community Warden posts may impact progress, and adjustments will be made as needed to address resource limitations. Addressing drug use is an integral part of the Community Safety Response Plan. Collaborative efforts with Police Scotland, social services, NHS Grampian and other Community Safety Partners will focus on prevention, education, and enforcement. A zero tolerance to serious drug crime has been implemented including the issuing of Notice of Proceeding and Eviction Orders for those that have been convicted. Antisocial Behaviour will also be escalated through Notice of Proceedings actions, along with the issuing of Acceptable Behaviour Contracts and Antisocial Behaviour Orders. Page 64
Page 65
• Maintaining Trees, Shrubs, and Grass Areas • Improving Communal Areas Provision has been planned for tenant led community projects that will be ran through the estates forum and audit groups. Plans include a budgetary provision to be dispensed through tenant led projects. 4.2.4 Communication and Customer Service At the end of the survey, tenants were asked if there were any changes or improvements they would like to see in the housing service. Excluding those who had no additional feedback (78.7%) or responded with "don't know" (0.4%), the analysis revealed three key areas for improvement among the remaining tenants: communication and responsiveness (13.7%), maintenance and repairs (12.2%), and property condition (7.9%). A comprehensive list of tenant comments related to this matter can be found in the Tenant Satisfaction Survey 2024. 4.2.5 Tenant Participation In 2024, tenant satisfaction with being kept informed decreased slightly, with 83.7% of tenants rating it as good, compared to 91.3% in 2021. Most tenants (63.5%) read the "Tenants Voice" newsletter, and among them, 75.1% found it useful. However, when asked about receiving the newsletter digitally, 31.5% expressed interest, with the majority preferring the paper version. Satisfaction with participation opportunities has also declined, with 74.9% satisfied in 2024 compared to 96.2% in 2021, reflecting a wider trend across Scotland. Tenants dissatisfied with participation cited lack of awareness, interest, time, or trust in the Council’s decision-making process as reasons. The Action Plan at APPENDIX I highlights strategic initiatives aimed at enhancing tenant engagement and awareness. Below is a detailed response to the identified issues: Increase Participation The revised Tenant Participation Strategy, approved 7 May 2024 at the Housing and Community Safety Committee (paragraph 8 of the Minute refer), was the initial step for increasing tenant involvement. Progress is ongoing, with 20% of the implementation completed, including the successful relaunch of the Tenant Forum AGM and the election of new office bearers. The next steps include expanding outreach efforts to involve more tenants in decision-making processes including a tenant led editorial panel for the Tenant’s Voice, ensuring diverse representation in forums (with hybrid options), and hosting regular engagement events to encourage participation. Page 65
Page 66
Increase Awareness Awareness efforts are embedded in the strategy implementation, emphasising communication and visibility of tenant participation opportunities. Strategies include creating accessible informational materials, utilising digital platforms for outreach, and conducting targeted campaigns to raise awareness about the tenant forum, events such as estate walkabouts, and other initiatives. A localised approach has been adopted. It is hope this will increase awareness, relevance and facilitate tenants’ schedules better with events such as conversation cafes and participating at local community events such as Families Fest and Pride in Moray. This is cited in the Tenant Participation Strategy 2024-29. 4.2.6 Rents and Affordability As set out in Tenant Satisfaction Survey 2024, 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. To address concerns regarding the condition of properties, rent increases, and rent levels relative to income, the following actions are being implemented: Improvement in Property Condition Efforts are ongoing to ensure properties meet the standards for quality and maintenance. This aligns with broader housing initiatives to address tenant feedback on property conditions. These include planned maintenance, upgrades, and alignment with tenant priorities to improve living environments. Development of a Multi-Year Rent Setting Strategy A structured rent increase strategy is under development to provide stability and transparency in conjunction with the Housing Revenue Account (HRA) Business Plan review. Proposals for rent increases for the next three years were presented to the Housing and Community Safety Committee on 19 November 2024 (paragraph 10 of the draft Minute refers) and an extensive consultation process has just concluded on 3 January 2025. This ensures tenants' views are incorporated into the rent-setting process. The Rent Setting Policy, approved in February 2024 (paragraph 7 of the draft Minute refers), aims to make rent levels more equitable while ensuring compliance with statutory guidance and financial governance requirements. Page 66
Page 67
5. FUTURE ACTIONS 5.1 This Action Plan will be monitored on an ongoing basis and will be reported to Committee via existing structures e.g. the Annual Report on the Charter (ARC), Housing and Property Service Plan and monthly management KPIs. 5.2 The next Tenant Survey will be carried out in 2027 and will provide an opportunity to assess the outcomes of this Improvement Plan and successive Housing and Property Service Plans. 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 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. (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 Housing Operations Manager, the Building Services Manager, Legal Page 67
Page 68
Services Senior Solicitor (Georgina Anderson), and Committee Services Officer (Lissa Rowan). 7. CONCLUSION 7.1 This report seeks approval of the Moray Council Tenant Survey Improvement Plan at Appendix I, for publication and implementation. 7.2 Progress on the delivery of the Tenant Survey Improvement Plan will be reported via existing structures as detailed in Para 5.1 above. An updated plan will be presented to a future meeting of this Committee. Author of Report: Martin Gray, Senior Housing Officer (Information) Background Papers: Held by author Tenant Satisfaction Survey 2024 Housing and Property Service Plans. Housing Investment Plan Ref: SPMAN-1285234812-1750 Page 68
Page 69
APPENDIX II 1 Housing and Property Tenant Satisfaction Survey Improvement Plan 2024/25 – 2027/28 Improvement Area – Communication and customer service Outcome - Tenants receive a better response to service requests and enquiries Improvement Actions Measures Target Completion Lead Reporting Progress Respond to tenant requests for improved digital repairs reporting Improved tenant satisfaction with repairs service March 2025 Building Services DLO Manager Housing and Community Safety Committee; Tenants Voice; Moray Tenant Forum Source a digital self-service tool to book repair appointments. Work has commenced looking into self-service tools available both; ‘in house’ and with external software providers Review of out of hours service provision Improved tenant satisfaction March 2026 Building Services DLO Manager Housing and Community Safety Committee; Tenants Voice; Moray Tenant Forum Review implementation of improved repairs reporting and consider opportunities to maintain and improve the tenant satisfaction for appropriate out of hours activities. Item 9. Page 69
Page 70
APPENDIX II 2 Improvement Area – Repairs Outcome – Repairs are delivered on time and repair appointments kept Improvement Actions Measures Target Completion Lead Reporting Progress Completion of ongoing repairs process review, to include Response Repairs Policy review, ICT systems and approaches to gathering tenant feedback Review complete March 2025 Housing Asset Manager/Buildin g Services DLO Manager/Repair s Working Group Housing & Property Management Team Project Lead appointed August 2024. Repairs Review Group has been meeting since 2023 to overview existing processes Implement repairs process review Improved tenant satisfaction March 2026 Building Services DLO Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee Performance Report; Tenants Voice; Tenant Survey2027 Project Lead appointed August 2024. Repairs Review Group has been meeting since 2023 to overview existing processes Maintain good performance in repairs completed right first time Improved tenant satisfaction Increased post works survey performance Improved ARC Indicator measure March 2025 and annual Building Services DLO Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee Performance Report; Tenants Voice; Tenant Survey2027 Maintain a minimum standard of 90% of reactive repairs completed right first time. Address damp, mould and condensation in council housing Improved tenant satisfaction March 2025 and annual Benchmarking SHN Jun 26 Housing Asset Manager/Buildin g Services DLO Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee Performance Report; Tenants Voice; Tenant Survey2027 Enhanced staff procedures, to include triage process, nearing completion ARC Indicator measure data to be developed Page 70
Page 71
APPENDIX II 3 Improvement Area – Housing Stock Condition Outcome – Tenants live in better quality and more energy efficient homes Improvement Actions Measures Target Completion Lead Reporting Progress Achieve SHQS compliance 85% compliance 95% compliance March 2025 March 2026 Housing Asset Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee; Tenants Voice; Moray Tenants Forum At 31 March 2024, 22.6% of the Council’s properties were SHQS compliant. Substantial increase in funding in 2024/25 and implementation of acelerated investment programme focusing on energy efficiency measures should deliver a substantial improvement by end March 2025. Further work will be undertaken to quanitfy the extent that abeyances can contribute to compliance and thereafter programmed as soon as practicable. Maintain SHQS compliance and develop long term investment plan to include kitchen and window upgrades Implement Asset Management Module Housing Asset Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee; Tenants Voice; Moray Tenants Forum Stock Condition Survey 2021 has been used to populate the NEC asset management module, updated with outputs from the accelerated investment programme. Further asset data enhancements underway e.g. EICR recording. The Asset Management module will form the basis for 30year investment planning going forward. Deliver a robust cyclical maintenance plan to include external paintwork, moss cleaning, gutter repairs Better Homes board; Tenant Satisfaction Survey 2027 Best Value review to be added to Service Plan 2025/26. Tenants’ priorities taken into account in identifying details of planned maintenance programme. Tenants satisfied with quality of their home exceeds March 2025 and annual Housing Asset Manager Tenants Survey 2027; Tenants Voice; Housing and Community Safety Committee; Annual Return on Charter (ARC); Over 90% of 2024/25 housing investment funding has been assigned to programmes reflect tenant survey priorities of energy efficiency, including heating and insulation improvements, and kitchen and window upgrades. Page 71
Page 72
APPENDIX II 4 Improvement Actions Measures Target Completion Lead Reporting Progress local authority average. Annual Performance Report. Annual Performance Report to tenants provides information on how the Council has addressed their investment priorities in the delivery of planned maintenance programme. Tenant Survey 2024 outcomes on priorities for future investment priorities will inform the 30year Investment Plan. Details of the planned maintenance programme and progress on delivery reported in the Tenants Voice/Annual Performance Report/online. Page 72
Page 73
APPENDIX II 5 Improvement Area – Neighbourhood Management Outcome - Tenants are satisfied with quality and management of their neighbourhoods in relation to issues of litter, parking and traffic management, landscape maintenance, play areas for children, crime and antisocial behaviour. Improvement Actions Measures Target Completion Lead Reporting Progress Prepare community safety response plan incorporating recommendations from agreed Annual Community Safety report 31-Mar-2025 Housing Operations Manager Community Planning Partnership/ Housing and Community Safety Committee The Community Safety response plan has been drafted and is currently progressing through Community Planning Partnership prior to submission to committee. However, revisions may be required depending on the resources available to deliver the plan. Address anti-social behaviour, drug nuisance, noise nuisance impacting upon Tenant’s wellbeing Tenants satisfied with the landlord's contribution to management of neighbourhood exceeds local authority average NOPs Evictions March 2027 and annual Housing Operations Manager Annual Performance Report; Housing and Community Safety Committee; Tenant Survey 2027 Following the enhancement of service resource, additional focus will be applied to issues affecting tenant satisfaction with their home/neighbourhood and will enable enforcement action to proceed where supporting evidence is available and deemed proportionate. A zero-tolerance approach to drug dealing from Council properties will be taken in conjunction with partner agencies. Develop new ways of working with tenant and resident groups, other Council services and partners to address local neighbourhood issues. Tenants satisfied with the landlord's contribution to management of neighbourhood exceeds local authority average March 2025 and ongoing Housing Operations Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee; Tenants Voice; Moray Tenant Forum; Tenant Survey 2027 Customer Engagement Officer recruited in April 2023. Tenant led initiative funding to be included in 2025/26 budget to enable locally identified improvements to be made. This will align with the Estate Walkabouts approach and the budgetary provision made for estate works. The Estates Budget for environmental improvements within neighbourhoods to be included as part of the Council’s Participatory Budget arrangements Participatory Budget agreed March 2025 and annual Head of Housing and Property Full Council; Housing and Community Safety Committee; Moray Tenant Forum Tenants offered opportunity to participate in annual estate walkabouts to identify local priorities for use of the estates budget. Page 73
Page 74
APPENDIX II 6 Improvement Area – Rents and affordability Outcome - Tenants can afford to pay their rents and heat their homes Improvement Actions Measures Target Completion Lead Reporting Progress Rent Setting Policy implementation HRA business plan sustainability 13-Feb 2024 Head of Housing & Property Tenants Voice; Moray Tenant Forum; Housing and Community Safety Committee; Policy approved by Housing and Community Safety Committee Develop and Implement Multiyear rent setting strategy Rent levels 2025/26 to 2027/28 Head of Housing & Property Tenants Voice; Moray Tenant Forum; Housing and Community Safety Committee; Tenant Rent Consultation; Full Council Based on HRA Business Plan review 2024 Tenant consultation completed. Proposals to be considered by Moray Council on 26 Feb 25 Establishment of rent conference Annual event Autumn 2025 Head of Housing & Property Tenants Voice; Moray Tenant Forum; Housing and Community Safety Committee; Tenant Rent Consultation; Full Council Engagement with the Moray Tenant Forum will inform the content and approach for an inaugural rent conference in Autum 2025, becoming part of the ongoing engagement in relation to housing quality, investment, service standards and rent levels. Evaluation of the tenant assistance fund Evaluation pending June 2025 Housing Operations Manager Moray Tenants Forum; Housing and Community Safety Committee Following approval of the initial fund in February 2024, an initial evaluation was provided to Housing & Community Safety in June 2024. Approval for an ongoing scheme was provided and a further evaluation will be provided to the June 2025 committee meeting. Complete options appraisal for future rent increases, in conjunction with HRA Business Plan review Review complete 2027 Head of Housing & Property Tenants Voice; Moray Tenants Forum; Housing and Community Safety Committee; Tenant Rent Consultation; Full Council The Housing Revenue Account (HRA) Business Plan review to be presented to Housing and Community Safety Committee in autumn 2027, along with proposals for rent increases. Council houses more energy efficient Council houses SHQS compliant 31 March 2025 March 2027 Housing Asset Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee See accelerated investment programme above. Over 700 new build properties built since 2011 with high levels of energy efficiency. Page 74
Page 75
APPENDIX II 7 Improvement Actions Measures Target Completion Lead Reporting Progress Fewer than 35% of tenants consider they are at risk of fuel poverty Performance Report; Tenants Voice; LHS Tenant Survey 2027 Page 75
Page 76
APPENDIX II 8 Improvement Area – Tenant Participation Outcome - Tenants have greater opportunities to engage with their landlord on service development and decision-making. Improvement Actions Measures Target Completion Lead Reporting Progress Implementation of tenant participation strategy 2024 -2029 Tenants satisfied with the options to participate in decision making exceeds local authority average March 2025 and annual Housing Strategy & Development Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee; Moray Tenants Forum; Tenants’ Voice; Tenant Participation Strategy Customer Engagement Officer appointed April 2023. Tenants Forum membership increased. Office bearers elected at AGM Nov 2024 2024/25 local authority average – 80% Moray - 75% Improve Tenants Newsletter (Tenants Voice) 2025/26 Tenants Forum Moray Tenants Forum; Tenants’ Voice; Tenant Participation Strategy Tenant led author group established. Development and commencement of PB approach Participatory budgeting implemented in housing services March 2026 and ongoing Head of Housing & Property Housing and Community Safety Committee; Tenant Participation Strategy Customer Engagement Officer appointed April 2023 Implement best practice solutions to improve participation, learning from high performing local authorities and Registered Social Landlords (RSLs) Tenants satisfied with the options to participate in decision making exceeds local authority average March 2025 and ongoing Housing Strategy & Development Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee; Tenants Voice; Moray Tenant Forum; Tenant Participation Strategy Customer Engagement Officer attends SHN and TPAS meetings and ongoing membership of North East Tenant, Residents and Landlords Together (NETRALT) and Northern Tenant Partnership (including Moray and Highlands), formerly the Moray Tenants Partnership. Undertake a three yearly, large scale, independent survey of tenant satisfaction Tenants satisfied with the options to participate in decision making exceeds local authority average 31-Mar-2028 Housing Strategy and Development Manager Annual Return on Charter (ARC); Annual Performance Report; Housing and Community Safety Committee; Tenants Voice; Moray Tenant Forum; Procurement of independent consultancy in 2026/27 Page 76