11 MAR 2003

HOUSING COMMITTEE

Minute of Meeting held in the Council Offices, Stornoway, on Tuesday, 11 March 2003 at 11.00am

PRESENT

Mr George Lonie (Chairman)

Mr Norman M Macleod (Vice-Chairman)

Mr Alexander A Macdonald

Mr Malcolm J Graham

Mr Roderick J Murray

Mr Angus Campbell

Mr Angus Nicolson

Mr Donald I Nicholson

Mr Murdo Macleod

Mr Martin C Taylor

Mr Norman L Macdonald

Mr David Blaney

APOLOGIES

Mr Iain Morrison

Mr Ian M Macleod

Mr Calum Mackay

MINUTES

Housing Committee,

Housing Review Panel

1

2

The Minute of Meeting of 4 February 2003 was approved.

The Minutes of Meetings of the Housing Review Panel of 11 December 2002 and 11 February 2003 were noted.

FINANCE

Housing Revenue Account Capital Programme 2002/03

PR110.01

3

The Director of Housing submitted a Report concerning the Housing Revenue Account Capital Programme 2002/03. The Report detailed the expenditure on the Programme and summarised details of variations within the Programme.

It was agreed to recommend that:

(1) the Housing Revenue Account Capital Programme 2002/2003 be revised as detailed at Appendix 1 of the Report to take account of project variations, and;

(2) the Expenditure Profile shown at Appendix 2 be noted.

It was further agreed to recommend that the Director of Housing be requested to submit a Report concerning ground maintenance in areas where there was Council housing, on the basis that the Report would also outline the position with regard to those living in Council flats, for the maintenance of communal garden areas.

Housing Revenue Account Interim Capital Programme 2003/04

PR110.01

4

The Director of Housing submitted a Report giving details of the proposed Interim Housing Revenue Account Capital Programme for 2003/04. It was stated in the Report that the Interim Housing Revenue Account Capital Programme for 2003/04 had been prepared on the basis of the current best estimate of funding available and was also consistent with the Comhairle's investment strategy, as set out in the Housing Revenue Account Financial Plan. The Report detailed the proposed method of procurement for each individual project contained within the Interim Housing Revenue Account Capital Programme for 2003/04.

The Director of Housing advised the Committee that the procurement proposals detailed in the Report achieved value for money.

It was agreed to recommend that the Interim Housing Revenue Account Capital Programme for 2003/04 as set out at Appendix 1 of the Report be approved with the finalised programme being submitted to the Committee at its meeting in June 2003 for consideration.

Housing Revenue Account Capital Programme 2002/03: Capital Funded from Current Revenue

PR110.01

5

The Director of Housing submitted a Report giving information on progress on individual projects included in the Housing Revenue Account Capital Programme 2002/03: Capital Funded from Current Revenue. It was stated in the Report that any individual projects not completed by 31 March 2003 would be continued over into 2003/04.

It was agreed to recommend that progress with respect to the Housing Revenue Account Capital Programme 2002/03, Capital Funded from Current Revenue be noted

POLICY

Housing Stock Transfer - Delivery of Homelessness Service

H05.10.21

6

The Chief Executive submitted a Report relating to the delivery of the Western Isles Homelessness Service in the event of a Housing Stock Transfer. It was stated that the Comhairle had a statutory duty to assist homeless and potentially homeless persons in terms of the Housing (Scotland) Act 1987, Part II, and the Housing (Scotland) Act 2001.

It was agreed to recommend, insofar as the Committee's interest was concerned, that:

(1) in the event of a housing stock transfer, the operational activities of the homelessness service should be contracted out to the new Housing Association;

(2) the legislative requirements relating to strategic planning, monitoring and review of the homelessness service be considered further within the wider context of future delivery of the other residual housing functions; and

(3) should a housing stock transfer not take place, the future delivery of a homelessness service and the other residual housing activities be retained within the remit of the Housing Department.

Supporting People Initiative - Update

H12.27

7

The Director of Housing and the Director of Social Work submitted a joint Report providing updated information relating to the implementation of the Supporting People Initiative, due to be introduced on 1 April 2003. It was indicated in the Report that from 1 April 2003, Supporting People Grant would replace Housing Benefit as the funding source for individuals receiving housing support services directly linked to their tenancy. It was further indicated that the value of the Supporting People Grant to be made available to the Comhairle for 2003/2004 had yet been notified by the Scottish Executive.

It was agreed to recommend that, insofar as the Committee's interest was concerned that:

(1) the implementation arrangements for the Supporting People Initiative as detailed in the Report be approved; and

(2) further reports be submitted, for approval, as the Initiative becomes established and permanent procedures are developed.

MANAGEMENT

Housing Revenue Account Repairs and Maintenance Budget 2002/03

H05.01.01

8

The Director of Housing submitted a Report giving details of expenditure incurred and committed in respect of the Housing Revenue Account Repairs and Maintenance Budget 2002/03. It was stated in the Report that it was anticipated that the expenditure on the Housing Revenue Account Repairs and Maintenance Budget 2002/03 could exceed the budgetary revision in the sum of £18,312. The Report emphasised that the Repairs and Maintenance Budget for 2002/03 would continue to be closely monitored.

It was agreed to recommend that the Report be noted.

Housing Revenue Account Cyclical Painterwork Programme 2002/2003 Progress Report

H05.16

9

The Director of Housing submitted a Report concerning progress with regard to the Cyclical Painterwork Programme for 2002/03 for properties held on the Housing Revenue Account. The Report stated that the Cyclical Painterwork Programme 2002/2003 had been completed by 20 February 2003 and that the quality of work associated with the Programme had been very satisfactory.

It was agreed to recommend that progress with respect to the Housing Revenue Account Cyclical Painterwork Programme 2002/03 be noted.

It was agreed that the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely information relating to the amount of any expenditure proposed to be incurred by the Comhairle under any particular contract for the acquisition or disposal of property or the supply of goods or services.

Housing Revenue Account Cyclical Painterwork Programme Procurement

H05.16

10

The Director of Housing submitted a Report concerning the procurement of works forming the Cyclical Painterwork Programme for properties held on the Housing Revenue Account. It was stated in the Report that the procurement method for Cyclical Painterwork Programme was reviewed on an annual basis.

It was agreed to recommend that the Cyclical Painterwork Programme 2003/04 for properties held on the Housing Revenue Account in Lewis and Harris be procured as an addendum to the Building Maintenance Contract 2002-2006, currently held by the Comhairle's Building Maintenance DSO, subject to the Director of Housing being satisfied that the prices received, as identified in the Report, represented value for money.

HOUSING BENEFIT

Housing Benefit Service: Department for Work and Pensions Help Team

H05.01.01

11

The Director of Housing submitted a Report outlining progress with regard to the Department for Work and Pensions Help Team's Improvement Plan for the Comhairle's Benefit Service. The background to the preparation of the Improvement Plan was detailed in the Report and it was indicated that the work undertaken by the Help Team represented an "externalised" Best Value Review, which had examined in considerable detail, the procedures and paperwork used by the Benefit Service. The Improvement Plan contained detailed recommendations on how the Benefit Service could become compliant with the Department of Work and Pensions Performance Standards, as well as satisfying the guidelines laid down by the Benefit Fraud Inspectorate. It was emphasised that implementation of the Improvement Plan would have significant resource implications for the Comhairle and that a further Report on this issue would be submitted to the Comhairle in the late summer of 2003.

It was agreed to recommend that:

(1) the progress with regard to the Department of Work and Pensions Help Team's Service Improvement Plan be noted, and;

(2) a further Report be submitted to the Comhairle during 2003, indicating how the Department for Work and Pensions Help Team's Service Improvement Plan could be implemented and resourced.

PRIVATE HOUSING

Revisions to Housing Grants Priority Pointing System

H10.01.01

12

The Director for Sustainable Communities submitted a Report outlining proposed revisions to the current priority pointing system for housing grant applications. It was emphasised in the Report that over the last two years, grant approvals in the order of £4.5m had been directed to those individuals who occupied the worst housing and that this was in accordance with a Comhairle Key Task. The Report stated that a significant number of grant enquiries had been received from individuals whose houses were falling into serious disrepair. The Report further intimated that the Housing Grants Member/Officer Working Group had supported a revision to the qualifying threshold for the priority pointing system used for housing grants, which would not only allow the continuation of the work of eliminating the worst housing, but would also enable work to be undertaken to those properties which were falling into serious disrepair. The Report referred to the major changes which were taking place in relation to the funding of private sector housing grants and highlighted the role that Communities Scotland could play in the allocation of funds for private sector housing grants.

It was agreed to recommend that:

(1) the Comhairle approve the alterations to the Priority Assessment Form in accordance with Paragraphs 5.1 - 5.3 of the Report;

(2) a revised eligibility threshold of 15 Property Assessment Points or more to be achieved before a grant award would be considered;

(3) it be delegated to the Director for Sustainable Communities to further amend the threshold of Property Assessment Points if demand exceeded the available resources, and;

(4) the Comhairle note that the continuing demand for housing grants exceeded the budgetary provision in the Programme of Capital Expenditure for 2003/04 and that it be delegated to the Director for Sustainable Communities to seek additional direct grant funding for housing grants, on any terms he may deem appropriate, including making representations to, and seeking meetings with COSLA, the Scottish Executive and any other appropriate individuals and organisations.

It was further noted that this matter could be raised at the Meeting of the Highlands & Islands Convention, scheduled to be held in the Western Isles in October 2003.

SALE, LEASE OR APPLICATION FOR LAND

Lease of "Portakabin" at Westview Grove, Stornoway to Manor/Castle Residents Association

H15.27.08

13

The Director of Housing submitted a Report seeking approval for the lease of a "portakabin" unit at Westview Grove, Stornoway to the Manor/Castle Residents Association. The Report stated that there was a clearly identified need for a community facility in the Manor/Castle area for use by the Residents Association and intimated that the Unit would be available for the Comhairle's use, when it was not required for use by the Association or locally based groups and organisations.

It was agreed to recommend that:

(1) the requirement for the use of the "portakabin" unit at Westview Grove, Stornoway by the Manor/Castle Residents Association be noted, and;

(2) the "portakabin" unit at Westview Grove, Stornoway be leased to the Manor/Castle Residents Association at a "token" rent, subject to obtaining the Scottish Ministers' consent, initially for a period of one year and renewable thereafter on an annual basis and that this lease be effected by the Director of Corporate Services, in consultation with the Director of Housing.

Balivanich Leisure Area - Disposal of Land

H15.27.09

14

The Director of Housing submitted a Report inviting the Committee to consider a request from the Balivanich Community Leisure Area Group to acquire an area of ground at Tindill Road, Balivanich to enable them to facilitate a number of community based leisure activities.

It was agreed to recommend that:

(1) the land at the Old Gym Site in Tindill Road, Balivanich be transferred to the Balivanich Community Leisure Area Group at nil cost, subject to obtaining the Scottish Ministers' consent, and;

(2) it be delegated to the Director of Corporate Services, in consultation with the Director of Housing to arrange for the disposal of the land on the appropriate terms and conditions.

RELATED MATTERS

Cearns Community Association Horticultural Project - Progress Report

H01.21

15

The Director of Housing submitted a Report giving details of the progress and achievements associated with the Horticultural Project sponsored by the Cearns Community Association. It was stated that the Project, which had employed two workers from 1 March 2002 - 30 September 2002 had attracted funding from Western Isles Enterprise, Western Isles Health Board, New Deal and the Comhairle. Details of the crops grown were given in the Report and it was further intimated that it was envisaged that the Project would also generate employment opportunities during the summer of 2003.

It was agreed to recommend that the Report be noted.

It was further agreed to recommend that the Committee visit the site of the Cearns Community Association's Horticultural Project.

PERFORMANCE MANAGEMENT

Reports Outstanding Progress

PR33.01.12

16

The Director of Corporate Services submitted a Report detailing the Reports Outstanding arising from decisions of the Committee.

It was agreed to note the Reports Outstanding: Progress.

PRESENT	Mr George Lonie (Chairman)
	Mr Norman M Macleod (Vice-Chairman)
	Mr Alexander A Macdonald
	Mr Malcolm J Graham
	Mr Roderick J Murray	Mr Angus Campbell
	Mr Angus Nicolson	Mr Donald I Nicholson
	Mr Murdo Macleod	Mr Martin C Taylor
	Mr Norman L Macdonald	Mr David Blaney

APOLOGIES	Mr Iain Morrison	Mr Ian M Macleod
	Mr Calum Mackay

		MINUTES
Housing Committee, Housing Review Panel	1 2	The Minute of Meeting of 4 February 2003 was approved. The Minutes of Meetings of the Housing Review Panel of 11 December 2002 and 11 February 2003 were noted.
		FINANCE
Housing Revenue Account Capital Programme 2002/03 PR110.01	3	The Director of Housing submitted a Report concerning the Housing Revenue Account Capital Programme 2002/03. The Report detailed the expenditure on the Programme and summarised details of variations within the Programme. It was agreed to recommend that: (1) the Housing Revenue Account Capital Programme 2002/2003 be revised as detailed at Appendix 1 of the Report to take account of project variations, and; (2) the Expenditure Profile shown at Appendix 2 be noted. It was further agreed to recommend that the Director of Housing be requested to submit a Report concerning ground maintenance in areas where there was Council housing, on the basis that the Report would also outline the position with regard to those living in Council flats, for the maintenance of communal garden areas.
Housing Revenue Account Interim Capital Programme 2003/04 PR110.01	4	The Director of Housing submitted a Report giving details of the proposed Interim Housing Revenue Account Capital Programme for 2003/04. It was stated in the Report that the Interim Housing Revenue Account Capital Programme for 2003/04 had been prepared on the basis of the current best estimate of funding available and was also consistent with the Comhairle's investment strategy, as set out in the Housing Revenue Account Financial Plan. The Report detailed the proposed method of procurement for each individual project contained within the Interim Housing Revenue Account Capital Programme for 2003/04. The Director of Housing advised the Committee that the procurement proposals detailed in the Report achieved value for money. It was agreed to recommend that the Interim Housing Revenue Account Capital Programme for 2003/04 as set out at Appendix 1 of the Report be approved with the finalised programme being submitted to the Committee at its meeting in June 2003 for consideration.
Housing Revenue Account Capital Programme 2002/03: Capital Funded from Current Revenue PR110.01	5	The Director of Housing submitted a Report giving information on progress on individual projects included in the Housing Revenue Account Capital Programme 2002/03: Capital Funded from Current Revenue. It was stated in the Report that any individual projects not completed by 31 March 2003 would be continued over into 2003/04. It was agreed to recommend that progress with respect to the Housing Revenue Account Capital Programme 2002/03, Capital Funded from Current Revenue be noted
		POLICY
Housing Stock Transfer - Delivery of Homelessness Service H05.10.21	6	The Chief Executive submitted a Report relating to the delivery of the Western Isles Homelessness Service in the event of a Housing Stock Transfer. It was stated that the Comhairle had a statutory duty to assist homeless and potentially homeless persons in terms of the Housing (Scotland) Act 1987, Part II, and the Housing (Scotland) Act 2001. It was agreed to recommend, insofar as the Committee's interest was concerned, that: (1) in the event of a housing stock transfer, the operational activities of the homelessness service should be contracted out to the new Housing Association; (2) the legislative requirements relating to strategic planning, monitoring and review of the homelessness service be considered further within the wider context of future delivery of the other residual housing functions; and (3) should a housing stock transfer not take place, the future delivery of a homelessness service and the other residual housing activities be retained within the remit of the Housing Department.
Supporting People Initiative - Update H12.27	7	The Director of Housing and the Director of Social Work submitted a joint Report providing updated information relating to the implementation of the Supporting People Initiative, due to be introduced on 1 April 2003. It was indicated in the Report that from 1 April 2003, Supporting People Grant would replace Housing Benefit as the funding source for individuals receiving housing support services directly linked to their tenancy. It was further indicated that the value of the Supporting People Grant to be made available to the Comhairle for 2003/2004 had yet been notified by the Scottish Executive. It was agreed to recommend that, insofar as the Committee's interest was concerned that: (1) the implementation arrangements for the Supporting People Initiative as detailed in the Report be approved; and (2) further reports be submitted, for approval, as the Initiative becomes established and permanent procedures are developed.
		MANAGEMENT
Housing Revenue Account Repairs and Maintenance Budget 2002/03 H05.01.01	8	The Director of Housing submitted a Report giving details of expenditure incurred and committed in respect of the Housing Revenue Account Repairs and Maintenance Budget 2002/03. It was stated in the Report that it was anticipated that the expenditure on the Housing Revenue Account Repairs and Maintenance Budget 2002/03 could exceed the budgetary revision in the sum of £18,312. The Report emphasised that the Repairs and Maintenance Budget for 2002/03 would continue to be closely monitored. It was agreed to recommend that the Report be noted.
Housing Revenue Account Cyclical Painterwork Programme 2002/2003 Progress Report H05.16	9	The Director of Housing submitted a Report concerning progress with regard to the Cyclical Painterwork Programme for 2002/03 for properties held on the Housing Revenue Account. The Report stated that the Cyclical Painterwork Programme 2002/2003 had been completed by 20 February 2003 and that the quality of work associated with the Programme had been very satisfactory. It was agreed to recommend that progress with respect to the Housing Revenue Account Cyclical Painterwork Programme 2002/03 be noted.
		It was agreed that the public, including the press, be excluded from the meeting during consideration of the following item on the grounds that exempt information as defined in Paragraph 1 of Schedule 7A of the Local Government (Scotland) Act 1973 would be disclosed, namely information relating to the amount of any expenditure proposed to be incurred by the Comhairle under any particular contract for the acquisition or disposal of property or the supply of goods or services.
Housing Revenue Account Cyclical Painterwork Programme Procurement H05.16	10	The Director of Housing submitted a Report concerning the procurement of works forming the Cyclical Painterwork Programme for properties held on the Housing Revenue Account. It was stated in the Report that the procurement method for Cyclical Painterwork Programme was reviewed on an annual basis. It was agreed to recommend that the Cyclical Painterwork Programme 2003/04 for properties held on the Housing Revenue Account in Lewis and Harris be procured as an addendum to the Building Maintenance Contract 2002-2006, currently held by the Comhairle's Building Maintenance DSO, subject to the Director of Housing being satisfied that the prices received, as identified in the Report, represented value for money.
		HOUSING BENEFIT
Housing Benefit Service: Department for Work and Pensions Help Team H05.01.01	11	The Director of Housing submitted a Report outlining progress with regard to the Department for Work and Pensions Help Team's Improvement Plan for the Comhairle's Benefit Service. The background to the preparation of the Improvement Plan was detailed in the Report and it was indicated that the work undertaken by the Help Team represented an "externalised" Best Value Review, which had examined in considerable detail, the procedures and paperwork used by the Benefit Service. The Improvement Plan contained detailed recommendations on how the Benefit Service could become compliant with the Department of Work and Pensions Performance Standards, as well as satisfying the guidelines laid down by the Benefit Fraud Inspectorate. It was emphasised that implementation of the Improvement Plan would have significant resource implications for the Comhairle and that a further Report on this issue would be submitted to the Comhairle in the late summer of 2003. It was agreed to recommend that: (1) the progress with regard to the Department of Work and Pensions Help Team's Service Improvement Plan be noted, and; (2) a further Report be submitted to the Comhairle during 2003, indicating how the Department for Work and Pensions Help Team's Service Improvement Plan could be implemented and resourced.
		PRIVATE HOUSING
Revisions to Housing Grants Priority Pointing System H10.01.01	12	The Director for Sustainable Communities submitted a Report outlining proposed revisions to the current priority pointing system for housing grant applications. It was emphasised in the Report that over the last two years, grant approvals in the order of £4.5m had been directed to those individuals who occupied the worst housing and that this was in accordance with a Comhairle Key Task. The Report stated that a significant number of grant enquiries had been received from individuals whose houses were falling into serious disrepair. The Report further intimated that the Housing Grants Member/Officer Working Group had supported a revision to the qualifying threshold for the priority pointing system used for housing grants, which would not only allow the continuation of the work of eliminating the worst housing, but would also enable work to be undertaken to those properties which were falling into serious disrepair. The Report referred to the major changes which were taking place in relation to the funding of private sector housing grants and highlighted the role that Communities Scotland could play in the allocation of funds for private sector housing grants. It was agreed to recommend that: (1) the Comhairle approve the alterations to the Priority Assessment Form in accordance with Paragraphs 5.1 - 5.3 of the Report; (2) a revised eligibility threshold of 15 Property Assessment Points or more to be achieved before a grant award would be considered; (3) it be delegated to the Director for Sustainable Communities to further amend the threshold of Property Assessment Points if demand exceeded the available resources, and; (4) the Comhairle note that the continuing demand for housing grants exceeded the budgetary provision in the Programme of Capital Expenditure for 2003/04 and that it be delegated to the Director for Sustainable Communities to seek additional direct grant funding for housing grants, on any terms he may deem appropriate, including making representations to, and seeking meetings with COSLA, the Scottish Executive and any other appropriate individuals and organisations. It was further noted that this matter could be raised at the Meeting of the Highlands & Islands Convention, scheduled to be held in the Western Isles in October 2003.
		SALE, LEASE OR APPLICATION FOR LAND
Lease of "Portakabin" at Westview Grove, Stornoway to Manor/Castle Residents Association H15.27.08	13	The Director of Housing submitted a Report seeking approval for the lease of a "portakabin" unit at Westview Grove, Stornoway to the Manor/Castle Residents Association. The Report stated that there was a clearly identified need for a community facility in the Manor/Castle area for use by the Residents Association and intimated that the Unit would be available for the Comhairle's use, when it was not required for use by the Association or locally based groups and organisations. It was agreed to recommend that: (1) the requirement for the use of the "portakabin" unit at Westview Grove, Stornoway by the Manor/Castle Residents Association be noted, and; (2) the "portakabin" unit at Westview Grove, Stornoway be leased to the Manor/Castle Residents Association at a "token" rent, subject to obtaining the Scottish Ministers' consent, initially for a period of one year and renewable thereafter on an annual basis and that this lease be effected by the Director of Corporate Services, in consultation with the Director of Housing.
Balivanich Leisure Area - Disposal of Land H15.27.09	14	The Director of Housing submitted a Report inviting the Committee to consider a request from the Balivanich Community Leisure Area Group to acquire an area of ground at Tindill Road, Balivanich to enable them to facilitate a number of community based leisure activities. It was agreed to recommend that: (1) the land at the Old Gym Site in Tindill Road, Balivanich be transferred to the Balivanich Community Leisure Area Group at nil cost, subject to obtaining the Scottish Ministers' consent, and; (2) it be delegated to the Director of Corporate Services, in consultation with the Director of Housing to arrange for the disposal of the land on the appropriate terms and conditions.
		RELATED MATTERS
Cearns Community Association Horticultural Project - Progress Report H01.21	15	The Director of Housing submitted a Report giving details of the progress and achievements associated with the Horticultural Project sponsored by the Cearns Community Association. It was stated that the Project, which had employed two workers from 1 March 2002 - 30 September 2002 had attracted funding from Western Isles Enterprise, Western Isles Health Board, New Deal and the Comhairle. Details of the crops grown were given in the Report and it was further intimated that it was envisaged that the Project would also generate employment opportunities during the summer of 2003. It was agreed to recommend that the Report be noted. It was further agreed to recommend that the Committee visit the site of the Cearns Community Association's Horticultural Project.
		PERFORMANCE MANAGEMENT
Reports Outstanding Progress PR33.01.12	16	The Director of Corporate Services submitted a Report detailing the Reports Outstanding arising from decisions of the Committee. It was agreed to note the Reports Outstanding: Progress.