Agenda and draft minutes

To receive apologies.

The Chair received Apologies from:

Richard Watters

Ivor Hussey

Abbie Johnson

Jay Burgess

Kevin Hellier

Jessie Bunn

Cllr Norman Cavill

Ian Candlish

To receive a welcome from the Chair.

The Chair, opened the meeting and went through housekeeping procedures.

To note the report presented by Stephen Boland, Tenancy Specialist.

Stephen Boland, Tenancy Specialist gave an overview of the updates from the engagement groups. A summarised version of discussion is below:

The award of 3 contracts for communal cleaning services to the preferred provider with the contracts commencing on 01/04/25 for a period of 2 years, with 2 x 1 year contract extension options available for up to a further 2 years for:

1.    Lot 1 – communal cleaning in meeting halls and extra care schemes (including specification for ad-hoc deep cleans and other ad-hoc requirements).

2.    Lot 2 – communal cleaning in flat blocks with internal communal areas. Lot 2 will cover 50% of HRA flat blocks based of a geographical split; and

3.    Lot 3 – communal cleaning in flat blocks with internal communal areas. Lot 3 will cover 50% of HRA flat blocks based on a geographical split.

In the current context, communal areas within flat blocks are identified as ground floor entrance areas, stairwells and upper floor entrance areas in low rise flat blocks. Somerset Council and the former Somerset West and Taunton Council has had a long-term arrangement in place with AIS Contract Cleaners for the cleaning of the communal areas. This arrangement only relates to domestic properties owned and managed by the former Somerset West and Taunton Council. The existing service is limited to the quarterly removal of cobwebs above 1800mm and the cleaning of window and door glass within the communal area. This service was introduced as a result of the need to avoid the risk of tenants and residents working at height. The current total spend is approximately £12,000 p/a. The cost of this services are already recharged to tenants in their service charge.

Some tenants and residents who reside in council flat blocks have communicated a general disappointment in the level of service received and have indicated a desire to increase the scope and improve the quality of the cleaning services currently provided. The latest Tenant Satisfaction Measures (TSM) report states that only 59% of our tenants are satisfied with communal cleaning.

A short questionnaire was sent out to tenants and residents earlier this year (2024) and the responses received clearly pointed to the following:

·       Dissatisfaction with the cleanliness of the internal communal area of their flat block;

·       Support for the introduction of a new internal communal cleaning service;

·       Support for the weekly cost of a new service to be in the range of £2 to £3; and

·       The service to focus on the following internal areas: Windows; Stairs/walls; Stairwell; and Landings.

After receiving the Update the group raised the following points (summarised):

·       Alex asked if consideration was given to upgrading carpets in communal areas instead of just cleaning them, especially if they are worn out. Stephen responds that there are separate budgets, if the judgement is that it needs to be renewed the request will be made and budget is set aside within the Annual Budget.

·       John asked if all contractors are certified and trained to be tenant-friendly and understandable.  ...  view the full minutes text for item 108.

To note the report presented by Kerry Prisco, Strategic Finance Business Partner.

Kerry Prisco, Strategic Finance Business Partner gave an overview of the updates from the engagement groups. A summarised version of discussion is below:

Rent Setting for 2025/26 – The recommendation for rent setting for 2025/26 is:

·       An increase of 2.7% on Dwelling Rents for 2025/26 in line with the Governments Rent Standard.

·       An increase of 2.7% for Sheltered and Extra Care housing rents in line with the dwelling rents increase.

·       An increase of 2.7% for Shared Ownership properties.

·       An increase of 2.7% on affordable rental tenures, with the rent being reviewed at relet based on 80% of open market rent capped at the LHA rate.

When setting rents the Council must comply with the Government’s updated Rent Standard.

Affordable Rented Properties and Shared Ownership - For affordable rented properties the rent is initially set at 80% of the open market rental value inclusive of service charges, capped at LHA Rate, and thereafter the rent increases according to the Government’s Rent Standard. For shared ownership properties the rents are set according to individual lease agreements

Rent Flex Policy - Within the 2019 Rent Standard the Government provides the opportunity for Councils to apply “rent flex” which gives the flexibility to set rents at up to 5% above social formula rate on general needs housing and up to 10% for sheltered and extra care housing. This is in recognition of higher costs that the Housing Provider might have, for example through providing enhanced support services, or due to deprivation and higher demand. In applying the flexibility, a housing provider should ensure that there is a clear rationale for doing so which takes into account local circumstances and affordability.

Rent flex will continue to be applied at relet for all properties in the HRA.

Void Loss - This accounts for the rental income lost through periods when the property is empty (aka void). A budget is included to account for income loss and this averages at approximately 1.42% across the entire stock.

Fees & Charges including Non-Dwelling Rental Income and Service Charges Income for 2025/26 – This incorporates income from non-dwelling rents (mainly garages but also shops, land access and meeting halls), charges for services and facilities, and contributions to HRA costs from leaseholders and Council tenants.

The recommendations for fees and charges are as follows:

·       The Service Charges for 2025/26 as shown in Appendix A for Homes in Sedgemoor and Appendix B for the In-House Service.

·       An increase of 2.7% for garage rents in the North

·       A freeze on garage rents in the West.

·       An increase of 1.7% on temporary accommodation daily rates.

·       An increase of 1.7% for Meeting Hall hourly rental rates

·       An increase of 1.7% for Guest Room charges

·       To discontinue the lifeline subsidy from 1 April 2025 for all new tenants (whereas existing tenants will still benefit from this protection).

Service Charges - Somerset Council will be doing more work in 2025/26 to review its service charges and ensure it applies charges consistently and transparently. We will be looking to  ...  view the full minutes text for item 109.

The Chair to consider any other business.

The Chair asked for any other business of which not was raised. The Chair thanked all for attending and closed the meeting.