Agenda and draft minutes

To note any substitution of Panel Members in accordance with Council Procedure Rules.

Apologies for absence were received from Cllr Tim Rowse with Cllr Duncan Jones substituting for him and from Cllr Margaret Birleson with Cllr Alan Chesterman substituting.

To confirm as a correct record the Minutes of the meeting held on 19 February 2025 (previously circulated).

The minutes of the meeting held on 19 February 2025 were approved as a correct record.

No notifications for urgent business were received.

To note declarations of Members’ disclosable pecuniary interests, non-disclosable pecuniary interests and non-pecuniary interests in respect of items on this Agenda.

No declarations of interest were received.

Up to thirty minutes will be made available for questions from members of the public on issues relating to the work of the Committee and to receive any petitions.

No questions or petitions were received.

Report of the Executive Diretor (Resident Services and Climate Change).

The Service Manager (Housing Repairs & Building Safety) presented a report on the Repairs and Maintenance Policy. The aim of the policy was to set out the council’s approach to repairs and maintenance for it’s housing stock and provide clear expectations to residents. The policy sets out the position of all standard repairs and maintenance including planned improvement and cyclical maintenance. The Tenants Panel are to be consulted on the policy and the review of the policy includes major amendments as set out in the report.

During the discussion the following points were raised:

·         A Member asked why this policy was being heard now before going to the Residents Panel for consultation.

·         The Service Manager (Housing Repairs & Building Safety) explained they were already doing a consultation on another policy at the same time which is the Aids and adaptations policy.

·         A Member commented on the topics of ‘Responsive Repairs’ and ‘Urgent Repairs’ and suggested that, in line with the upcoming legislation, the wording needs to be clear around emergency versus urgent repairs.

·         The Service Manager (Housing Repairs & Building Safety) responded that all repairs will be taken as they come in dependent on their responsibility but was happy to make the amendments and suggested amending it to Cat 1 hazards within emergency repairs and on a responsive line.

ACTION – The Service Manager (Housing Repairs & Building Safety) to make amendments to the wording as stated within the policy.

RESOLVED: - unanimous

The Panel recommended the Repairs and Maintenance to Cabinet subject to feedback from the Residents’ Panel.

Report of the Executive Director (Resident Services and Climate Change)

The Executive Director (Resident Services and Climate Change) presented a report regarding the Government’s announcement that new legislation will be brought forward requiring social landlords to investigate and fix damp and mould in their housing within certain timescales (not yet specified) from October 2025, as well as repair all emergency hazards within 24 hours. This government announcement comes off the back of the tragic death of toddler Awaab Ishak

in a housing association property in Rochdale, where the coroner found that his death was attributed to prolonged exposure to damp and mould. It is a government commitment to bring forward this legislation. It's known as AWAAB's law and it will be implemented through the Renter's Rights Bill. This Act will come through in the coming months and there will be a phased implementation of the Act.

During the discussion the following points were raised:

·         Tenants Panel asked with regards excess cold and heat, whether there will be  temperatures assigned to this.

·         The Executive Director (Resident Services and Climate Change) responded that the legislation will give guidelines about when these come into place but there’s already an existing housing health & safety rating scheme with lots of guidance around it. Surveyors and Officers are trained in how to apply that HHSRS rating and will follow the guidance in there. The guidance talks about minimum temperatures in terms of excess cold.

·         A Member asked how the tenant’s ability to pay for heating, due to the cost of living, will impact this as they tend to dial down the temperature due to the cost.

·         The Executive Director (Resident Services and Climate Change) responded that in order to help manage damp and mould and condensation you need a good amount of heating and ventilation as well and the cost of living makes it challenging for some tenants to do that. They are not keen to open a window in winter to help dry clothes. The Council’s role is to give the right advice about maintaining that balance. If tenants are struggling to pay bills for heating they can be signposted to areas of support.

·         The Service Manager (Housing Repairs & Building Safety) added that they are also speaking to contractors about social value and about helping people learn what help they can get for energy and heating bills.

·         A Member commented it would be good to meet with some of the bigger health charities i.e. Macmillan’s to ensure someone suffering illness where their feeling of hot or cold is different from everybody else. These charities may have other ways of pulling in some more finance.

·         A Member asked if there will be a program to add extractor fans in bathrooms and toilets and if there will be a rolling programme so that every bathroom will be updated.

·         The Service Manager (Housing Repairs & Building Safety) confirmed that extractor fans are already being installed in bathrooms and kitchens and one of the first things done when inspecting a damp and mould job is a mould wash and installation  ...  view the full minutes text for item 85.

Report of the Executive Director (Resident Services and Climate Change)

The Executive Director (Resident Services and Climate Change) provided a report of the Damp and Mould Policy revision. A further review will be undertaken once the Awaab’s Law requirements are known which will be before October 2025.

During the discussion the following points were raised:

·         A Member asked what the review cycle is

·         The Executive Director (Resident Services and Climate Change)  replied that it would normally be every two or three years and will say on the policy. Generally, three years is the rule but there is also a caveat that if it is identified that it needs a review before that, a change in legislation will bring that forward. IT was confirmed that that the policy will be reviewed once the requirements for Awaab’s Law are known which will be before October 2025.

RESOLVED: - unanimous

a)    The Panel noted and agreed the revised Damp and Mould Policy.

b)    The panel agree that the decision to approve the policy be taken by the executive member using their delegated powers, subject to feedback from the Resident’s Panel.

Report of the Executive Director (Resident Services & Climate Change)

The ASB & Community Safety Manager presented a report outlining the revision of the Domestic Abuse policy which provides guidance on how the Council will deal with and respond to DA reports it receives through a framework of prevention, support and enforcement. The draft DA Policy reflects changes to the previous policy in the review of legislation and regulatory standards.

During the discussion the following points were raised:

·         A Member asked if residents who are presenting to us are being referred to the Herts Domestic Abuse helpline and if not it is something that should be done.

·         The ASB & Community Safety Manager responded it was something that is done as part of the housing obligations when people present as homeless but would be happy to check through the policy to ensure it is mentioned and come back to members to confirm. He also mentioned that there is a lot of information on the website that helps staff as well as residents before they approach and after they’ve approached also.

Action Check policy with regard to referring people on to Herts Domestic Abuse Helpline.

·         A Member explained about a difficult DA case and they had reached out to CAB and the first thing they asked was if they were male or female as the level of support will depend on their gender. In the equalities section there is no bias within what is provided. The member was seeking assurance that this is the situation because there are clearly some men who are in that situation and need every bit of support as women.

·         The ASB & Community Safety Manager reassured Members that this doesn’t play into the level of service that is offered, that question is asked at all.

·         A Member asked if it restricts the number of choices for referring people, for example for one gender there can be 10 choices but for another gender it might only be two or three.

·         The ASB & Community Safety Manager replied what the borough so far has not seen a lot of males reporting DA and, should a trend in this area rise significantly, it will be looked at to try and commission specific services to support these individuals who wish to flee violence.

·         A Member commented that one issue a man can face if they suffer from DA, is there are very few places they can go if they have children and in some cases the man has to go somewhere on their own. There is a need to have a refuge for men with children. 

·         There was discussion around the name of the policy which sounds cold and that there should be a strap line that says something in the lines of it helping and supporting people.  It was suggested that the policy could be called ‘The Domestic Abuse Support Policy’.

RESOLVED: unanimous

a)    The Panel noted the report as set out .

b)    The panel agreed that the decision to approve the policy be taken by the executive member using their  ...  view the full minutes text for item 87.

Report of the Executive Director (Resident Services and Climate Change)

The Assistant Director (Homes and Neighbourhood) gave a report on the Mutual Exchange Policy Revision which sets out how the council will process exchange applications in a fair and consistent way and in accordance with legislation. It set out clearly tenants’ obligations and responsibilities also ensuring that they understand the implications of mutual exchange.

During the discussion the following points were raised:

·         A Member asked what a flexible tenancy is.

·         The Assistant Director (Homes and Neighbourhood) replied that the Council is no longer doing flexible tenancies but still got tenancies through to the end of their current 5-year term and then will become short hold tenancies.

·         A Member commented that there appeared to be a number of typos within the policy at section 7.4 which caused confusion and wording that was unclear.  

·         The Assistant Director (Homes and Neighbourhood) apologised for the confusion and said she would take it back to the team to be reviewed.

ACTION The Assistant Director (Homes and Neighbourhood) to arrange for the policy to be reviewed.

Report of the Executive Director (Resident Services and Climate Change)

The Assistant Director (Homes and Neighbourhood) gave a report on the Decant Policy which detailed the approach Welwyn Hatfield Borough Council takes should a tenant or leaseholder be required to vacate a property either temporarily or permanently. The Tenants Panel are to be consulted on this policy.

During the discussion the following points were raised:

·         A Member commented regarding the issue around pets.  Item 7.1 stated that residents are responsible for making arrangements  for rehousing their pets, but then it goes on to say after the discretionary disturbance payments in 23.4.6 that where tenants have found somewhere for their pet to stay the Council may reimburse reasonable rehoming costs. The Member suggested it might be useful under section 7 to refer to the statement in section 23.4.6

·         The Assistant Director (Homes and Neighbourhood) agreed that this could be done.

Action – Add wording to section 7 referring the reader to section 23.4.6.

·         A Member suggested that section 7 needed to have something about support pets and point them to a section that discusses this.

Action – To add wording to section 7 directing readers to information regarding support pets.

·         A Member suggested with regard to support for vulnerable people that there be something in there about assessing support for staff who might have to go out to these vulnerable people, do a risk assessment due to potential lone working safety risks.

·         The Assistant Director (Homes and Neighbourhood) replied there is a policy for staff and loan workers. There is an internal process in place for staff, including going out in the evening when lone staff are required to wear a lone worker’s device that can be tracked. Staff are kept up to date with online risk assessment training.  Also, training is being reassessed in regard to face-to-face risks due to incidents occurring in the Council’s reception area.

·         A Member asked for reassurance, that residents are decanted into suitable accommodation, for instance someone with a guide dog cannot be separated from them, that would not be considered suitable accommodation.

·         The Assistant Director (Homes and Neighbourhood) reassured that this would be highlighted in the report that when looking for suitable accommodation, i.e. a B&B, then one that allows for guide dogs would be sought.

·         Tenant panel commented that if someone is in a council property and have permission for a dog but they are being decanted to another house, surely the pet should be allowed to go with them.

·         The Assistant Director (Homes and Neighbourhood) responded that with this policy a tenant won’t be going from house to house or flat to flat. They will probably be placed in a B&B first until alternative accommodation has been found. It will depend on how long they are going to be decanted for. It could be an emergency and they just need to get out, but it could also just be for a couple of days. If it is going to be longer than that accommodation will be sought.

·         Tenant panel commented  ...  view the full minutes text for item 89.

Report of the Executive Director (Resident Services and Climate Change)

The Executive Director (Resident Services and Climate Change) presented the Aids and Adaptations Policy which set out the scope of the service in providing aids and adaptations and the criteria by which the council will assess requests for aids and adaptations work.

During the discussion the following points were raised:

·         Member asked with regard to recouping costs from people who submit right to buy application whether the 5 years is like a shutter or if it tapers off towards the 5 years and whether the entire cost is expected to be paid at once..

·         The Assistant Director (Homes and Neighbourhood) responded  that it could be tapered over five years.

·         A Member asked a question regarding right to buy. Because of the nature of a lot of people who have had adaptations done, five years is a long-time health-wise for some people. Should there be a new tenancy within those five years, would the incoming tenants be made aware that there is still a number of years left to pay, when or if they did a right to buy application?

·         The Assistant Director (Homes and Neighbourhood) confirmed that yes the incoming tenants would need to be made aware. It is about who has had the benefit of it and with right-to-buy the council will be losing that the stock and it’s about having the ability to recycle the funds, but it would be proportionate and made clear to the new tenant going in and or at the point of sale.

·         A Member asked if a property could be converted as a temporary measure, for instance if a tenant had an accident and needed a wheelchair but it couldn’t be manoeuvred in their property or whether it would be a permanent adaptation. Also, if a tenant’s parent(s) is a wheelchair user and gone to stay with their son/daughter who were to take on care responsibility, would the council be able to adapt the property?

·         The Assistant Director (Homes and Neighbourhood) responded that with regards the question of temporary adaptations, the council would do a permanent adaptation, because in regard to needs, they are going to limited so it’s about the length of the needs for the adaptation. In regard to care responsibilities, if somebody moves into the property, that becomes their principal home and they are part of the household, therefore an application for an adaptation will be considered but it needs to be the principal home.

·         Tenants Panel asked if aids and adaptations is where they go straight to the County Council or if it is solely through the local council.

·         The Assistant Director (Homes and Neighbourhood) responded that if an occupational therapist report is required you would go to Hertfordshire County council because they employ the Occupational therapists, and they will provide the report to the local authority as the landlord. There is also the Disabled Facilities Grant which can be accessed by homeowners or those in private rented sector who have been given permission by their landlord to do  ...  view the full minutes text for item 90.

Report of the Executive Director (Place)

The Assistant Director (Leisure, Community & Culture) presented the Homelessness and Rough Sleeping Strategy 2025-2029 which provided an update and summarised the Council's Rough Sleeping and Homelessness Strategy 2025-2029 and action plan.

·         A Member commented regarding the number of rough sleepers in Welwyn Hatfield. The report stated that in comparison nationally the number of rough sleepers in Welwyn Hatfield remains low, however the figures show a different story. If the national average is 6.8 rough sleepers per 100,000 population and Welwyn Hatfield population is about 120,000, for the number to remain low the expectation would be that there would be approximately 8 but the total is 14 and therefore above the national average. There are some good bits in the action plan for eradicating rough sleeping but there is something at the end that says development of the website to include a range of support services, and it is unlikely that rough sleepers will have access to the internet.

·         The Assistant Director (Leisure, Community & Culture) agreed to relook at this and make amendments and reword the rough sleeping paragraph around the comparative number of rough sleepers.

·         The Member then asked the Panel if the topic of rough sleeping should be looked at more in depth, i.e. look at the analysis of the individuals, their circumstances, what makes them choose to sleep rough and suggested asking Officers to bring a more detailed look at rough sleeping to a subsequent panel.

·         The Assistant Director (Leisure, Community & Culture) added that while the numbers are going up there are people known to the council who wish to be rough sleepers and who have the offer of properties but refuse the support and they still have to be counted under rough sleepers.

·         A Member asked if there is a separate category for ex-military who have let the forces due to mental health problems and decided to be a rough sleeper,  and asked whether we can help ex-military more.

·         The Assistant Director (Leisure, Community & Culture) responded that there is the restart programme with Resolve which is funded by the Council so that when someone reported as being a rough sleeper they will then go and engage with that person, regardless of whether they are ex-military or anybody else rough sleeping.

·         A Member suggested this should go to Overview and Scrutiny Panel for consideration of what scrutiny needs to be done for rough sleeping and asked if it could be put through to OSC for consideration as either a task & finish or a report for the 2025/26 OSC work programme.

·         The Executive Director (Resident Services and Climate Change) confirmed the Panel can make that as a recommendation going through for consideration by OSC that there will be workshop in the new municipal year to look at topics for the forward programme for overview and scrutiny.

·         The Executive Director (Resident Services and Climate Change) added that the report asks for permission to go out to a public consultation on this strategy.

Councillor Zukowskyj  and Councillor Hobbs moved and seconded  ...  view the full minutes text for item 91.