Agenda item

The Panel will receive an update on the approach to effectively communicate and engage with tenants and leaseholders in council high risk residential buildings on matters relating to fire safety.

Officer: Michelle Anderson-Dore – Head of Partnerships, Homes and Neighbourhoods

Michelle Anderson-Dore - Head of Partnerships, Homes and Neighbourhoods and Graham Sykes – General Manager, Partnerships gave an update on the approach to effectively communicating and engaging with tenants and leaseholders, focusing on the Council’s high risk residential buildings on matters relating to fire safety.

It was explained that the approach was the use of a friendly and restorative tone of communication, with a focus on face-to-face engagement where possible. The Fire Safety Engagement Team had a very visible presence across the blocks. A bi-monthly newsletter was circulated to residents of the high-rise blocks, primarily focussing on fire safety and compliance but including any other key messages. There were also opportunities for tenants to get involved and communication would also take place associated with the resolution of any specific concerns. A quarterly survey was sent out to tenants, noticeboards and signage had been reviewed, social media was utilised, and information animations were being produced.

Questions and comments were invited from Panel Members, with the following issues being covered:

·       In terms of the The Tenant Advisory Grants Panel (TAGP’s) role in allocating small grants; the pot was £38,000 and traditionally this had only been open to tenants and residents associations with projects having to meet Council priorities. This had now been extended to other community groups and widened to encompass any project related to safety. The Tenant Involvement Team were the main source of communication in terms of making people aware of this opportunity but the Fire Safety Champions (FSC) could also access this funding.

·       In respect of the barriers to recruitment of the FSCs, officers had been very conscious of the need to ensure that the communications were as friendly as possible and, where possible, recruitment had been undertaken face-to-face; it had quite often been undertaken successfully when linked into engagement on another issue. It was suggested that there could also be a role for the existing FSCs in this regard and it was explained that this was planned for the next stage of recruitment.

·       It was clarified that the term ‘Building Safety Gateways’ was taken from the    Ministry of Housing, Communities and Local Government (MHCLG) guidance and referred to the new arrangements being brought into place to ensure that all new buildings that fell within scope followed prescribed gateways for building control and planning.

·       In response to a question about fire safety concerns associated with excess waste in bin chutes it was explained that this had been the subject of a newsletter, the chutes were checked on a regular basis and cleaned annually.

·       Although it was early days, the FSCs not having yet received their initial training, it was considered that they could become involved in issues such as this going forward, and they would be important in pulling together items for the newsletter.

·       In respect of the staffing position in the high-rise blocks, it was explained that although there could be vacancies or absence due to sickness the aim was always to provide cover as appropriate and work to a full complement of staff.

·       In response to a comment it was acknowledged that newsletters should be sent to Ward Councillors; the last edition of the Berry Brow newsletter had been provided to the Newsome ward councillors and this practice would be adopted from now on.

·       In terms of training, the housing officers and the Residents Engagement Team had received an overview from the compliance team so that they were able to carry out a block inspection to the same level as the neighbourhood housing officers. Details of the training provided to the Fire Safety Champions could be provided for the Panel.

·       Where there were issues, the approach that would be taken was restorative, whereby relationships were established and resolution achieved through conversations and ensuring understanding and this had proved successful so far. Although it was accepted that there may be cases where enforcement proved necessary, and action would be taken in these instances, this would always be the last option.

·       The Environmental Protection Act (EPA) process was not currently used in terms of the gas safety programme but was being trialled in respect of electrical testing, there were currently 560 properties which did not have a five-year certificate.  There were currently no issues in respect of the high-rise blocks but it was believed that there may be more of a challenge with the low-rise blocks where there were a lot more leaseholders.  

·       The Council was mindful of the impact of taking the route of an injunction in terms of the individual then potentially having a criminal record.

·       In terms of the visibility about where the 560 properties were in the process and the last time each had been contacted, it was explained that all were within a ten-year electrical testing regime and an up to date record was maintained.

·       The TAGP was the principle body in respect of oversight of the engagement framework and the tenant involvement strategy and fed into the HAB, which took a strategic oversight.   

·       In response to questions in relation to the accessibility of communications, it was explained that no requests had been received, to date, in respect of providing the newsletter in different formats or languages but this could be done and would be picked up on a case by case basis in consultation with the individual concerned. The Council was working to better understand the demographics of the blocks. A lot of the newsletters were hand delivered and the Housing Management Team would work to identify any such needs.

·       The new Housing Management system would log preferred methods of communications for residents; and officers were working closely with the accessibility team to ensure website content was appropriate.

·       The importance of information being in accessible format was stressed.

·       A question was asked about the ongoing resourcing of communication once work rolled out to other properties and the continuation of the flow of information for the future.  It was explained that there was a Fire Safety Engagement Team in addition to the Housing Officers and the Independent Living Officers and there was an additional resource plan in respect of the high-rise regeneration programme and all these elements would work together. Additional resources had been approved to support the longer-term regeneration programme.

It was noted that:

-       Information on the training to be provided to the Fire Safety Champions would be circulated to Members.