Agenda item

Paula Burton, Acting Assistant Director, Housing Management:

a)    provided information to Housing Scrutiny Sub Committee as to how feedback was given about issues raised during annual estate inspections

b)    advised that each year a programme of Estate Inspections was carried out by Officers from Tenancy Services, Members and representatives from Lincoln Tenant’s Panel (LTP); in 2023 there was also the addition of officers from the Investment Team and Housing Repairs Service

c)    highlighted that questions had been raised through Housing Scrutiny Sub Committee and Lincoln Tenants Panel about the process for providing feedback to members and tenants regarding progress on identified work

d)    stated that much of the information was recorded on spreadsheets as the current IT system could not specifically record issues raised during inspections, and  due to the number logged it would be very time consuming for officers to check manually whether the job had been completed or was in progress

e)    proposed an alternative opportunity with the implementation of a new IT system to enable the process for estate inspections to be fully recorded, to allow actions to be easily identified and reported

f)     referred to the opportunity for greater involvement of LTP members in the monitoring process, subject to consultation with LTP, taking the form of a sub-group focussed on checking outcomes

g)    offered a commitment to provide feedback to all Members on any issue raised at estate inspections for their area within 8 weeks of it being completed, also a report into Housing Scrutiny Sub Committee on the number of estate inspections completed, works raised, progress on completion dates and confirmation that Members had been provided with information relevant to their area

h)    added that clear information would be provided on whether works identified would be progressed individually or as part of Estate Regeneration programmes

i)     requested Member’s feedback on the content of the report.

Members discussed the content of the report in further detail.

The following questions/comments emerged from the discussions held:

Comment: Members of LTP expressed their disappointment that figures were not currently available, however, they looked forward to the implementation of a new IT system moving forward in a positive format with information on issues raised at estate inspections.

Comment: Members offered thanks to senior officers for their presence on the housing ward walks which made a huge difference, there were however still lengthy outstanding issues.

Question: When would the IT upgrade be implemented to enable estate inspection to be recorded?

Response: This would be between May-June 2024. Long term asset investment would  commence later in September 2024. We must address previous missed opportunities from estate inspections conducted and the improved technology would assist, alongside making staff more accountable in attending call-outs. There had been numerous staffing vacancies recently which had not helped, however, these posts were now filled. A senior officer would be present at each estate inspection and would carry out an audit of what happened the previous year. We were in a stronger position moving forward to provide meaningful reports.

Question: How many estate inspections would be held each year. Engagement with tenants was very important.

Response: There would be one estate inspection and a follow-up conducted by estate officers 6-7 weeks later. Officers would endeavour to give as much prior notice of the dates to Members.

Comment: Tenants came out of their homes to talk during estate inspections, often providing valuable information for officers.

RESOLVED that:

1.    The content of the report be noted.

2.    The proposal for Members to receive feedback on the outcome of estate inspections completed in their areas within 8 weeks be agreed.

3.    The outcomes of future estate inspections be reported annually and programmed into Housing Scrutiny Sub Committee future work programmes.