Agenda item

To receive a report updating the Environment Select Committee on the main compliance disciplines associated with the Council’s landlord role in the provision of social housing.

Councillor Phil Alford, Cabinet Member for Housing, along James Barrah, Director for Assets, and Nick Darbyshire, Head of Strategic Assets Maintenance and Facilities Management, updated the Committee on the main compliance disciplines associated with the Council’s landlord role in the provision of social housing.

The background to the report as per Section 2 of the report was outlined, with Members being informed that the service was reporting a high level of performance against the key compliance indicators and where compliance was not 100%, the service had a full and detailed understanding of the reasons, with plans being developed to improve performance towards achieving 100%.

Officers highlighted that the majority of reporting was around the housing landlord function, with activity routinely going to the Housing Board. As such, officers felt that as the area was one of the highest risks, the report focussed on providing greater visibility and assurance in terms of the current performance and that there was a focus on raising the profile of the service and information flowing into the organisation. It was highlighted that the Landlord Compliance Policy Framework had been reviewed and revised over the past 12 months, with key policies and corresponding procedure documents being re-written before being considered and ratified by the Housing Board.

It was explained that a structured approach was required to provide the highest levels of assurance, with compliance activity being considered, delivered, and reported against the key governing framework as outlined within the report. Officers noted that a cycle of internal audits on each discipline had been commissioned, with 2 specific key compliance areas being audited in 2024 by the South West Audit Partnership; namely, Gas Safety and Fire Safety. Furthermore, external assurance had been sought with a full review of the housing data contained within the QL Housing Management System being commissioned from a consultant provider, Savills, to provide feedback on data quality, validate the current compliance activity, and identify any data gaps. Officers were pleased to report that the assessment had commended the Council for its efforts and performance in establishing a comprehensive compliance dataset and accurately reporting on landlord compliance obligations.

During the discussion, points included:

• The data relating to fire safety doors was raised and it was explained that as regulations had changed in recent years, a regime had been put in place to inspect each door on an annual basis and so officers had made a fresh start on data collection. As such, the figure would continue to rise in time, with an aim to employ Compliance Technicians to assist in the 12 monthly rolling programme.
• It was explained that Asbestos Surveys were undertaken on a cyclical basis every 4 years with additional surveys being undertaken when major refurbishments, demolition, or any other major construction works were required in a property when asbestos-containing materials were most likely to be disturbed. In response to a query, officers stated that they would look at how to track any remedial works as they were noted as repairs jobs at present.
• In relation to damp and mould, it was emphasised that ventilation was critical for management of any issues, with officers highlighting that work was being undertaken with landlords and tenants to encourage best practice whenever a case was identified. Furthermore, Members were informed that a routine cycle of information went out in newsletters, with the latest iteration including a video to illustrate how to do self-checks/tests of carbon/smoke detectors, and moisture management.
• It was further noted that all of the disciplines outlined in the report were the cornerstone of the Council’s communications with residents, with officers looking at different approaches for continuing to ensure access to properties to undertake surveys in order to meet responsibilities and keep tenants safe.
• Officers were thanked for their hard work and presentation.

At the conclusion of the discussion, it was:

Resolved:

The Committee:

a)    Noted the contents of the report and progress being made.

b)    Requested an update report in 2025.