Agenda and minutes

The Chair reported that Councillor C Cooke was attending another council meeting and would be late for the meeting and had tendered his apologies accordingly.  The Vice-Chair reported that Councillor M Cook had sent her apologies for being late.

The minutes of the previous meeting held on 8^th December 2022  were approved as a correct record.

(Moved by Councillor J Harper and seconded by Councillor D Cook)

There were no declarations of interest.

There was no further update on the Chair which was not otherwise covered on the agenda.

The Chair reported that he presented the recommendations from this Committee in respect of the Asset Management Strategy to Cabinet at its meeting on 19 January 2023 and Cabinet agreed that it would report back to this Committee on its recommendations directly.  The Committee agreed to retain this item on the Action Log with a review date of June 2023 to track the responses received.

No new items.

(Report of the Leader of the Council)

The Report of the Leader of the Council to provide the Committee with an overview of Council performance, risk and financial health-check towards achieving the strategic projects detailed within the Corporate Plan and Medium-Term Financial Strategy. The information contained within the report covered performance for the third quarter of the financial year (October to December 2022). Following this Committee’s consideration the report to be considered by Cabinet at its meeting on 23rd February 2023.

Councillor M Cook joined the meeting at 6.15pm.

The Committee thanked the Officers for the Report.

To receive any update from the working groups.

Quarterly Performance Report Review Working Group

The Chair reported that the target date for completing this review would be moved to the first meeting of the next municipal year so that working group members could provide any comments and the review be progressed over the next couple of months.  The Chair requested that members of the group provide these comments to him as soon as possible.

Leaseholder Charges Communication Working Group

Councillor M Cook presented to the Committee an overview of the activities undertaken and views and positions reached by the working group, together with other members of the working group, which covered:

1.    That there had been two meetings of the working group which comprised councillors M Cook, D Cook, C Cooke, S Goodall, J Harper and S Peaple. 

2.    Officers had provided information and data requested by the working group.

3.    In terms of the numbers of properties impacted this had been confirmed as 44 leaseholder roofs and 72 roofs within council owned stock and the council was working through it’s retained properties and that there would be further roofs to be considered over the coming years.

4.    The process previously used for undertaking replacements was outlined which involved a mixture of pre inspection, condition surveys, age profiling and local knowledge based on repairs history to build up an annual list.

5.    In respect of the properties focussed on this time, the process had involved s20 Consultation.  It was reported that the way that stock condition assessments worked meant that a sample of around 20% of similar properties would be undertaken, followed by data analysis to determine the programme of works and timelines.  Therefore, the council had potentially sent letters to leaseholders to notify them that their roofs could require replacement where an inspection of the specific roof, in advance of the notification letters being issued, had not been undertaken. It was the working group’s opinion that prior to such formal notification, the council should write to request access to inspect to determine what works would be required.

6.    Residents had provided evidence and the working group had aimed to ensure they were involved as far as possible.

7.    It was reported that the procedure was a complicated and legalistic one and whilst the council had followed the procedure, it was possible that there could be some holes in the procedure which could be looked at.  It was reported that currently the council consulted with leaseholders first and following that inspected the properties and that potentially this should be done the other way round.

8.    That the working group felt that the language used in communications was not sufficiently accessible and transparent to the leaseholders.

The Committee considered the working groups findings and following discussion made several recommendations to Cabinet.

RESOLVED that the Committee recommended:

1.    That the council look at using an independent assessor for works to confirm costs were correct.

2.    That an assessment be done for all repairs in advance of leaseholders being asked  ...  view the full minutes text for item 72.

Discussion item – Link to the Forward Plan is below:

Browse plans - Cabinet, 2023 :: Tamworth Borough Council

No further items were identified from the Forward plan for this Committee’s consideration at this time.

To review and discuss the Work Plan and Action Log

The Chair highlighted that at the November 2022 meeting the Committee had discussed the Social Housing Regulation preparedness item and the Committee agreed to keep this on the work plan.  The Chair highlighted that this item was expected to be considered at this Committee’s meeting on 9^th March 2023 and committee members were requested to provide any further questions or comments on the Social Housing Regulation – Improvement Plan prior to the meeting.

The Work Plan was updated as follows:

Corporate Scrutiny Work Plan

The Committee considered the Action Plan and agreed to retain the Asset Management Strategy item.