Lettings Policy

1. INTRODUCTION

Purpose

This policy relates to the way the Association allocates its homes. It does not cover Sheltered, key workers or supported housing.

Scope

For all Local Authorities and other stakeholders, applicants and staff working with applicants for housing. Staff in conjunction with the Lettings Procedure should read this policy.

2. REFERENCES

LEGAL REQUIREMENTS

In drawing up its Lettings Policy the Association has had full regard to statutory requirements.

2.1 Housing Act 1996 (Schedule 1)

It is the policy of the Association only to allocate tenancies to Committee members, staff or their close relatives where they have priority under the Association's normal lettings policy.

2.2 Housing Act 1985 (S.106)

The Association's 'rules' and 'procedures' for determining priority between individual applicants for allocations are set out in Priorities for Housing

A summary of the Lettings Policy is published in leaflet form and is made available to applicants, existing tenants and members of the public. Applicants housed by the Association are informed that they may inspect the personal information provided by them and recorded on their application.

2.3 Housing Corporation Regulatory Code 2002

2.4 Sex Discrimination Act 1975 (S.30)

2.5 Disability Discrimination Act 1995

2.6 Race Relations Act 1976 (S.21)

In drawing up its Lettings policy the Association believes it has taken steps which will prevent direct (intentional) or indirect (unintentional) acts of discrimination. These steps include:

• Following the Association's Equal Opportunities Policy
• Identifying the housing needs of all sections of the community and reflecting them in the Associations housing programme
• Making decisions about allocations in a weekly meeting attended by lettings staff
• Asking all applicants to complete a self assessment ethnic monitoring form, to enable us to monitor the number of applicants, the number of offers made and who we re-house each year.

2.7 Housing Corporation Guidance

The Association also follows the guidelines set out in the Housing Corporation Performance Standards

The Associations Lettings Policy and the internal procedures has been adopted for the selection of tenants and allocation of accommodation, to meet both the spirit and letter of the Housing Corporation Performance Standards, associated Circulars and of other guideline documents such as the "Code of Practice in Rented Housing" produced by the Commission for Racial Equality.

2.8 Internal Documents

• Mutual Exchange policy
• Lettings Procedure
• Voids & Lettings Timescales

3. DEFINITIONS

3.1 True voids are generally defined as:

• Voids within new build, newly rehabilitated or newly completed major repairs schemes (including properties originally vacated through decanting)
• Voids created through tenant moves to other landlords where no reciprocal arrangement exists
• Voids created through urgent transfer to another borough (if the Association cannot demonstrate reciprocity)
• Voids created by the death of a tenant where there is no statutory or contractual right to succession
• Voids created by tenants buying their own property in the private sector
• Voids created by eviction or abandonment of property

3.2 Non-True Voids are defined as:

• Voids created by transfers within the authority area
• Voids created through rehousing via HOMES
• Voids created by tenants who are returning decants

4. THE POLICY

4.1 THE ASSOCIATION'S OBJECTIVES

4.2 This policy will be reviewed annually or between review dates where it is appropriate due to major regulatory guidance.

4.3 St Pancras & Humanist housing association aims to provide good quality homes for those in the greatest housing need at a rent they can afford.

4.4 The Association recognises its responsibility to reflect the community in which it works. We are committed to a policy of Equal Opportunity in the assessment of housing need, and the allocation of accommodation.

4.5 Our aim is that no-one should be put at a disadvantage by qualifying conditions which are not justifiable, nor should they receive less favourable treatment because of their sex, marital status, age, disability, sexual orientation, ethnic origin, colour, political or religious beliefs.

4.6 To monitor the effectiveness of our Lettings Policy we keep ethnic records of all those applying for housing, those applications which are refused and those who we house.

4.7 The Association attaches significant importance to building and maintaining good working relationships with the local authorities (L.A's) in whose areas it operates and seeks to work closely with L.A's and other agencies to identify and meet housing need.

4.8 The Association will work with L.A's to develop Common Housing Registers and Choice Based lettings schemes where possible, to simplify the application process and provide increased choice for applicants.

4.9 The Association realises that it needs to balance the needs of new tenants and the interests of existing tenants. Along with many other community landlords in inner city areas the numbers of new tenants who are both disadvantaged and have weak community links with the area can serve to cause tensions on estates. The Association seeks to develop Community Lettings policies in partnership with the LA areas, in which it operates, to ensure sensitive lettings, which reflect the needs of the local community, to improve the lettability of properties and make the best use of housing stock.

5. HOUSING GROUPS FOR WHOM ACCOMMODATION IS PROVIDED

5.1 Emergency Transfers

Emergency transfers are exceptional cases that are agreed by The Head of Neighbourhood Services (HNS) to be urgent, for example as a result of major fire or flooding, subject to the availability of empty properties.

5.2 Decants

These are tenants living in accommodation programmed by the Association for modernisation or where major works need to be carried out without the tenant in occupation. The tenant maybe re-housed whilst work is in progress either temporarily or permanently. These case are approved by the HNS

5.3 Management Transfers

These may be approved by a HNS after all other avenues have been explored and failed to resolve a difficult management problem.

5.4 Local Authority Nominees

All registered social landlords have a legal duty to assist local authorities, with their statutory duties in providing housing. The Association is committed to working with local authorities to assist those in housing need, particularly the homeless, by providing nomination rights to our homes. The Association receives funding from the Housing Corporation, , to enable us to build and acquire further properties and modernise our existing ones. As a condition of receiving these grants, we accept local authority nominations for re-housing to our "true voids" only (see definitions section 3). There are variations in our nominations obligations towards our partner local authorities. Many new developments have been subject to 100% nominations rights in accord with LA funding arrangements and service level agreements. Nomination arrangements vary from 50% through 75% to 100%.

5.5 Transfers

Existing tenants in housing need wishing to transfer accommodation are assessed under the Associations housing need criteria and points scheme.

5.6 Sheltered Housing & Residential Care Homes for the Elderly

The Association has a number of sheltered housing properties in London and the South East, which are allocated on age and links to the area where accommodation is provided. General needs housing transfer applicants who are under-occupying their current accommodation may be offered an incentive to move to sheltered accommodation. The Association operates a separate sheltered housing list and has referral arrangements for Care Homes - see separate Lettings Policy.

5.7 Referral Groups

The Association works with one referral group for general needs properties, Skills & Homes, who provide opportunities for people within Camden to acquire work and a place to live. The Association also has a commitment to provide housing where we have entered a contractual agreement to provide housing for specific clients where the Association has taken over land or the management of properties. At the start of each financial year we write to Skills and Homes and request a referral from them. The address is Skills and Homes c/o Camden Training Centre, 57 Pratt StLondonNW1 ODP.

5.8 Move-On Groups

The Association provides permanent accommodation for people with particular needs living in local hostels managed by the Association, to allow independence within those groups. An annual quota is established within the allocations plan. At the start of each year the Assessment and Support Officer within our Care and Support Division writes to the agencies requesting nominations and outlines their quota for the year.

5.9 Rough Sleepers Initiative

The Association participates in the Rough Sleepers Initiative, an Office of the Deputy Prime Minister Strategy involving the voluntary sector, which provides a range of hostels, move-on accommodation and support services for homeless people sleeping rough on the streets of central London. The Association has specific RSI units, which must be offered to the Housing Services Agency Clearing House for perpetuity (30 Years).

5.10Asylum Seekers

The Association has an obligation to re-house asylum seekers who are nominated by the Local Authority. We will re-house up to a maximum of 2 referrals per year within our normal quota.

5.11 Mobility and Exchange Schemes

The Association is committed to participating in specific schemes such as HOMES, which are designed to assist tenants who wish to move to other areas. The Association operates a mutual exchange scheme (see Mutual Exchange policy)

5.12 Second Generation Scheme

A small number of existing tenants' sons and daughters in serious housing need can be housed. From time to time the Association mayapply additional criteria in area's where there are community lettings plans.

5.13 Staff Service Accommodation

The Association provides some accommodation for residential caretakers and scheme managers, which is tied accommodation to enable better performance of their duties.

6. PRIORITIES FOR HOUSING

6.1 It is essential that voids are allocated efficiently and consistently and that discretion is minimised in deciding which housing group to offer an empty property to. Due to LA nomination agreements the Association currently only has discretion on non-true voids and a percentage of true voids.

6.2 The Association recognises that in some circumstances it may be appropriate to make offers of accommodation that are more generous than the standards stated and the need to consider how best to promote balanced communities particularly when letting new estates for the first time. It is in the interests of both tenants and the association that lettings are sensitive to these issues and may result in property/household size ratios that are more generous than as stated in Allocation of Accommodation by Household Size.(see 10.7)

6.3 The relative priorities for each housing group have been worked out so that when allocating a property of any bedroom size, the order in which the property is to be offered is clearly shown, using the table at 6.5.

6.4 The allocation of any property will commence with the vacancy being offered to group 1, the highest priority. The relative priority of cases within each group will have been decided separately. If there are no suitable cases in group 1, then the void is offered to the next group until the property has been offered to the highest priority case.

6.5 The table below shows the order in which properties of various bedroom sizes should be offered.

6.7 In deciding whether a true void vacancy will be offered to a local authority or to the other priority group two; it will be assessed whether the Association is on target for the quota of properties to be offered to the local authority.

6.8 No priority is given for "Move-On" or "Referral" cases in the 2, 3 and 4 bedroom categories as these groups are normally only offered studio and 1 bedroom accommodation and will only be considered for larger accommodation in exceptional circumstances.

7. ALLOCATIONS PLAN

7.1 In order to assess 'supply' and 'demand' in respect of allocations, the Lettings Team Manager produces an annual allocations plan, whereby the Board and the Senior Management Team ensure that lettings conform to strategic and corporate objectives.

7.2 The allocations plan will take into account the following priorities for allocating housing:

• Transfers from properties undergoing major works.
• Emergency and management transfers.
• Nomination agreements with relevant local authorities.
• Specific contractual arrangements already in operation.
• Staff Service accommodation.
• Transfer and mobility requests from existing tenants.
• Local move-on quotas for supported housing schemes.
• Outstanding reciprocal arrangements with Tenant mobility schemes and the Local Authority.
• Other referral agency arrangements.
• New schemes coming into management during the year.
• Asylum seekers
• Local Letting Plans
• Choice based lettings schemes

8. LOCAL AUTHORITY NOMINATIONS

8.1 Effective liaison between the Association and local authorities is essential to ensure that sensible lettings are made and the Association's void levels minimised.

8.2 The Association will ensure that up-to-date information regarding its tenant selection and allocation criteria is supplied to the L.A's. Full and accurate details of vacant properties should be supplied to the L.A. in order that suitable nominations can be made.

8.3 Equally, the L.A. should be encouraged to ensure that comprehensive information is supplied about prospective nominees' housing circumstances and any history relating to breach of tenancy.

9. TRANSFERS

9.1 By holding and allocating from a transfer list, the Association aims to assist those tenants in housing need or who wish to move into accommodation more suitable for their requirements.

9.2 In order to be considered for a transfer, tenants should have been in their present home for at least 18 months, not have a valid NOSP for breach of tenancy and should not be in rent arrears (this does not include outstanding Housing Benefit payments.) Tenant's who are in rent arrears will not be considered unless they have kept to an agreement to pay their arrears for 6 months.

9.3 Any tenant wishing to transfer should first complete a Transfer Application form which when completed should be returned to the Lettings Team Administrator

9.4 Management Transfers

A management transfer will be considered in the following circumstances:

• Where there are exceptional circumstances, which are not reflected adequately in the points system for example multiple recommendations from a Community Psychiatric Nurse, social worker or support worker.
• Where moving a tenant will resolve a difficult management problem as a last resort when all other remedies have been tried and it is felt to be in the best interest of all residents involved.

Tenants will complete a standard Transfer Application form at appendix1. The application will be assessed and approved by a HNS. The Lettings officer will report on all approved management transfers to the local board quarterly.

9.5 Like for Like Transfers Policy

9.5.1 Tenants can request a transfer to a vacant property for social reasons. They may or may not be registered on the Transfer List. It may be possible, in some cases, for a tenant to transfer to another dwelling if the vacancy is the same type and size as they currently occupy. This would constitute a transfer on a "Like for Like" basis.

9.5.2 A "Like for Like" transfer application will only be considered if the particular vacancy is not required immediately by an applicant from a high priority group or their home is required for a high priority applicant.

9.5.3 In assessing a "Like for Like" application, there should not be an element of betterment in transferring. Therefore, the following would not be considered as a "Like for Like" transfer:

• A move from an un-modernised to a modernised dwelling;
• A move from accommodation without central heating to one with central heating;
• A move from a higher floor (above third floor without a lift) to a lower floor.

9.5.4 If the application is successful, then the Association should not bear any financial loss due to the transfer. Tenants will therefore be required to pay rent for the new property on the Monday following acceptance of the accommodation. They will also be required to pay rent on the old property if the keys are not returned to the office by the new tenancy date.

9.5.5 A tenant moving under this policy will not receive a redecoration allowance.

9.5.6 Tenants should complete a transfer application (appendix 1) for consideration for a "Like for Like" transfer.

9.6 Under-occupation Transfers

9.6.1 The Association wishes to make the best use of its housing stock and enable tenants to exercise as much choice as possible. Often tenants who are under-occupying cannot afford to move to smaller accommodation, even though they may realise the benefits in the long term. It is proposed that we offer tenants who wish to move to smaller accommodation a cash incentive to move as follows;

• A sum of £2,000 if losing 3 bedrooms.
• A sum of £1,500 if losing 2 bedrooms.
• A sum of £1,000 if losing 1 bedroom.

This sum will go towards the cost of;

• Removals
• Reconnection of services
• Cost of new carpets and curtains.

9.6.2 Where it is agreed to transfer an under-occupying tenant to a smaller property but with one bedroom in excess of their needs these incentives would not apply.

9.6.1 This would also apply where a tenant was freeing up a unit to move to the private sector but would not apply to Homebuy applicants as the unit is referred to the LA for nomination

9.6.3 This policy will not apply where it is agreed to offer two separate properties to a tenant and adult child if they are freeing up a 3 bedroom property or larger. It will also not extend to more than one child or to marital breakdown.

10. Housing Need Criteria

10.1 All applicants for housing are assessed using the following criteria and will be allocated points accordingly:

Priority A 300 Points

Local Authority Nominations

Priority A 300 POINTS

• Victims of racial, sexual or other harassment or of domestic violence.
• Decants - tenants required to move for major works to the property.
• Urgent medical problems where an immediate transfer is needed (supported by a medical assessment form completed by a qualified medical practitioner)
• Extreme overcrowding (at least two additional bedrooms needed)
• Overcrowding by 1 bedroom and the eldest child (different sex children) is over 10 years old.
• Extreme overcrowding (at least four children in one bedroom).
• Under occupation
• Tenants urgently required to move for management reasons.

Priority B 200 points

• Overcrowding (1 additional bedroom needed)
• High priority medical reasons (supported by a medical assessment form completed by a qualified medical practitioner)
• Tenants who require a live in carer and need an additional bedroom.
• Tenants required to move for non-urgent management reasons
• A single tenant occupying a studio for at least 18 months.
• Couples who occupy a studio or one bedroom, one person flat.
• Tenants with 2 children of the (opposite sex) sharing a bedroom where one child is aged over 8 years, who require an extra bedroom.
• Tenants living in supported shared or self-contained accommodation, owned by the Association, who no longer need the specialist support provided.
• Like for like transfers where their property is required for a high priority transfer.

Priority C 100 points

• Tenant expecting a baby which will result in the need for an additional bedroom
• Tenants needing a home with larger rooms without an increase in the number of bedrooms (i.e. double bedroom instead of single bedroom required)
• Medium priority medical reasons (supported by a medical assessment form completed by a qualified medical practitioner)
• Need to be near relatives or friends to give or receive support.

Priority D 50 points

• Tenants joining the Transfer List with no particular housing need
• Like for like transfers where their property is not required for an applicant in a higher priority group.
• Low priority medical reasons.

10.3 Additional Needs Points

Once a priority group has been established for a tenant, tenants who have multiple needs within a group can be given additional need points of 2 for each factor. For example if a Category A tenant was a victim of racial harassment and there was also overcrowding, they would be given 302 housing need points.

10.4 Additional Points for Medical Grounds

Transfer applications with medical needs are prioritised by a qualified medical practitioner as A. B, C or D priority. Where multiple need is established additional points to reflect medical grounds will be awarded as follows:

• A Urgent - 4 points
• B High - 3 points
• C Medium - 2 points
• D Low - 1 point

10.5 Time Points

1 point is awarded for every complete year that a tenant is on the Transfer list.

Transfers are held in housing need and then date of approval order. Time Points are awarded for every year actively spent on the list - applications are updated every year at the anniversary of registration.

If a tenant's housing need becomes more urgent so that their transfer priority is upgraded, they will retain their original date of approval and any accompanying time points.

10.6 Medical Evidence

The Transfer Application form (See Appendix 1) asks tenants to provide medical evidence to support their application, if necessary.

The tenant will be required to ask a qualified medical practitioner to complete a Medical Assessment form supplied by the Association (see Appendix 2) The application will be prioritised in line with the doctor's assessment.

Additional medical evidence may also be considered if submitted by Social Workers and Occupational Therapists etc. when assessing rehousing priority

10.7 Allocation of Accommodation by Household Size

In the table below an extra bedroom will be allocated where there are children of the same sex where one child is aged over 8 years and the age difference is greater than 6 years and/or there are children of different sexes where one is over the age of 8.

A bedroom is regarded, as a single if the space is less than 10 square metres.


Property will be allocated as outlined in the allocation of accommodation by household size table and additional bedrooms will be offered for:

• Age difference and different sex of children as above.
• Where there is a need for a carer to have an additional bedroom
• Where a relative needs to live with a tenant to receive support (see section 15)

11. REFERRAL GROUPS

11.1 The Association recognises the important role played by Referral Agencies in the identification of areas of housing need not covered by existing legislation, and the promotion of groups otherwise unable to gain access to affordable housing, particularly the single homeless. The Association will review referral groups annually as part of the Allocations Plan.

11.2 Selection of Agencies

In keeping with its Equal Opportunities Policy, the Association is keen to ensure that those Agencies it uses includes representation from the following groups:

• Women
• People with disabilities
• Lesbians and gay men
• People of pensionable age
• Ethnic minorities

The local boards will agree all changes to Referral arrangements, additions to or deletions from the list of agencies.

11.3 At least one nomination will be given to each Referral Agency each year. Acceptance of additional nominees is dependent upon commitments to other housing groups.

11.4 Individual Agencies will decide their own priorities for nomination. The Association will award a priority to each application and they will be added to the waiting list in priority order.

The following criteria will be applied:

Category A - applicants suffering from harassment, having an urgent social/medical need to move, or in immediate danger of losing accommodation

Category B - all other applicants registered on the list

Applicants will be offered any areas unless they have specific reasons i.e. harassment grounds and any floor will be offered unless there are medical grounds.

12. MOVE-ON GROUPS

12.1 To enable the Association to provide permanent accommodation to enable independent living for people moving from Inner London hostel accommodation a quota will be set each year for each project.

12.2 The quota will take account of the estimated lettings of studios and one bedroom flats over the following 12 months, according to the allocations plan (see Allocations Plan). The quotas decided will be reported to the local boards as an element of 'demand' as part of the Allocations Plan report.

12.3 If move-on projects do not provide nominees in line with the agreed allocations plan then the Association will withdraw the quota for the year and review future commitments. If the Association is unable to meet their commitment in a year then the quota will be carried forward to the next year.

12.4 Housing Needs Criteria

It will be for individual projects to establish their own priorities for nomination of applicants, and to make those nominations in conjunction with the Supported Housing Manager.

An interview will be carried out for each applicant nominated and an Interview form completed.

• Once accepted onto the move-on waiting list, cases are then held in date of approval order.
• Move-on referrals should be prepared to accept properties as follows:
• Anywhere within Camden, unless the tenant is escaping violence or harassment from a particular area in Camden
• Any floor, with or without a lift, unless there are medical reasons, which prevent the applicant, from climbing stairs (medical evidence needed).

12.5 Offers

All move-on cases accepted onto the list will be subject to the One Offer policy All move-on cases will be offered studio or one bedroom accommodation. Applicants who have refused a reasonable offer of accommodation will be returned to the relevant project, which will be asked for a replacement applicant in line with their agreed quota.

Applicants from RSI hostels will be offered studio accommodation, unless there is a one-bedroom property, which is not required by a priority group.

13. HOMES

13.1 Outgoing Nominations

Tenants wishing to transfer to a housing association or local authority in another part of London, or the rest of the country, can be nominated only if the receiving association/authority is prepared to accept the nomination. Those organisations will therefore be contacted prior to the nomination using the HA HOMES directory, to confirm whether the tenants application will attract any priority under their rehousing criteria.

13.2 Incoming Nominations

The Association is similarly committed to assisting incoming applicants. To ensure that housing need is addressed, applications will generally only be considered if there is a connection with the Association area.

Priority will be given under two categories.

• Category A - applicants suffering from harassment/domestic violence, with a severe medical need to move and/or with an urgent need to give/receive support
• Category B - applicants having a firm job offer/already having gained employment, with a non-urgent medical need to move and/or with another local connection

All offers of accommodation made to incoming nominations will be subject to the One Offer policy and within the general Priorities for Housing.

14. SECOND GENERATION SCHEME

14.1 Introduction

Although the Association no longer operates a direct waiting list for accommodation, applications for housing are still considered from sons and daughters of existing tenants.

14.2 Their priority against other housing groups is low, however, and the number of allocations to this group will be small, except where a community lettings plan is in operation (Priorities for Housing).

14.3 Criteria for Assessing Applications

To qualify for addition to the list; a son or daughter applicant must have been resident in the family home for at least 18 months. Applications from sons and daughters, who have left the family home and returned less than 18 months before applying, will be refused. All applicants will be visited at home and an Interview form completed. Applications may not be considered where there is a breach of tenancy.

14.4 Applications will be assessed in two ways. To be added to the Second Generation list an applicant must either be in housing need or overcrowded in their present accommodation, or both in which case additional priority is given (see Points System).

14.5 Applicants will be considered to be in housing need if they

• Are victims of racial or sexual harassment, or actual or threatened physical abuse within the home
• Have an urgent medical need for housing

Overcrowding is assessed according to the following criteria:

All bedrooms in the family home will be counted as available bedrooms even if they are currently used as dining rooms or second living rooms

• In instances where one or two adults and a child are sharing a bedroom, the application will be accepted on the grounds of overcrowding. If two bedrooms are available (whether or not the second is used as a bedroom) this will not be regarded as overcrowding
• If two adult family members (i.e. people over the age of 18) are sharing a single bedroom and there is no other bedroom available, the applicant will be considered to be overcrowded.
• If one applicant has been accepted on the list on the grounds of overcrowding, no further applications from other members of the family will be accepted.

14.7 There may be separate criteria in areas where there is a community lettings plan which may include that the applicant is in employment or has to live in a specific area in order to provide support to a relative.

14.8 Points System

• Applicants in housing need or who are overcrowded will receive 20 points when they join the Second Generation Scheme.
• Applicants who are in housing need and overcrowded, will receive an additional 4 points when they join the Second Generation Scheme.
• Applicants will receive 1 Time Point for every year they are on the Second Generation list.
• Any offer of accommodation will be made to the applicant who is highest on the list ie there is no area preference given.

14.9 Offers of Accommodation

All offers of accommodation will be subject to the One Offer policy

14.10 In cases of Second Generation applicants, a reasonable offer to single people will be a studio (unless there are special circumstances). All couples will be offered 1 bedroom accommodation.

14.11 If a Second Generation applicant refuses a reasonable offer of accommodation their name will be deleted from the list, and will not be considered for any further offers.

15. HOUSING AND REHOUSING OF CARERS

15.1 There are an increasing number of requests from tenants to move to a larger flat, because of their need to have a live-in carer.

15.2 The Association defines a carer as someone who provides care for a tenant who is unable to manage alone because of their age, sickness or disability. A key factor in determining whether someone is a carer is whether the dependency relationship is higher than a normal dependant relationship between family members. In other words, the carer's opportunities to work and socialise will be restricted as a result of their being a carer.

15.3 Where it is accepted that a live in carer is needed that application will attract priority B.

16. INVITED GUESTS POLICY

16.1 The Association allocates homes to people depending on the size of the household. The tenancy agreement states the maximum number of persons who can live in the accommodation.

16.2 The Association will not be responsible for re-housing tenants to larger homes who allow an 'invited guest' to live with the household, except in the following circumstances:

16.3 Exceptions

• Where a child under 16, not living at the property at the start of the tenancy, obtains a residence order to live with the tenant.
• Where a tenant needs to provide full time care for elderly or chronically ill relatives.

16.4 Investigations

Before agreeing to accept an application, the Association will make enquiries to establish all the circumstances arising from the request to transfer to larger accommodation, including the possibility of re-housing by another landlord.

17. HARD TO LET SCHEME

17.1 The Association has tried to address the problem of refusals by implementing a 'Harder to let' policy. Harder to let properties are defined as: 'Properties on the 3rd floor and above, without lift and may be either with or without central heating'.

17.2 The policy allows us to offer an extra bedroom to applicants who would not be eligible for that size property under the Lettings policy. For example, tenants who are eligible for a 2-Bed may be offered a 3-Bed as an incentive for accepting a 'Harder to let' property or applicants on other lists may be offered an extra bedroom. We usually apply this policy when a property has been refused several times.

17.3 We anticipate with the development and roll out of Home Connections that the definitions of harder to let will change. To date all properties let through Home Connections have found their "market value".

18. COMMUNITY LETTINGS

18.1 The Association recognises that in order to support and sustain communities from time to time it may be necessary to introduce community lettings policies. The primary objectives will be different in each area, but should include; reducing turnover, improving void turnaround, achieving a better balance in the community, allowing flexible allocations and involving the community in making allocations successful.

18.2 Community lettings pilots may be recommended by recognised tenants groups or staff with first hand knowledge of issues in the area. A standard form will be completed (appendix 4). The Local Boards will approve the individual schemes, which will be reviewed annually.

18.3 The schemes will be monitored to ensure that lettings are representative of the ethnic make-up of the local community and will be used as part of a wider strategy to tackle the problems in an area.

19. ONE OFFER POLICY

19.1 The One Offer policy was introduced to improve void management by ensuring that the number of offers per property is minimised, and to ensure that properties are offered to those in the greatest housing need.

19.2 The policy provides that, with the exception of decants and sheltered housing, all housing groups will only receive one offer of accommodation, but the offer must be 'reasonable'. Transfers receive one reasonable offer and are suspended for 12 months if the offer is refused.

19.3 Definition of a Reasonable Offer

For the offer to be a reasonable one, it must take into account the following requirements:

• Condition of Dwelling
• Size of Accommodation
• Floor Level
• Proximity to social support networks
• Proximity to Source of Harassment
• Availability

19.4 Appeals System

A formal appeals system exists through the complaints policy, at a staff level not directly involved in the original allocation, to assess whether the factors in selection have been reasonably applied and whether an application should be suspended. In the first instance, however, all appeals should be directed to the Lettings Team Manager. Applicants should write to the Lettings Team Manager giving as much detail as possible, as to the reason for their appeal.

The Lettings Team Manager will make a decision within 3 working days as to whether the offer was reasonable will write to the tenant informing them of the decision. If the offer is declared unreasonable, the applicant's details will be amended where applicable so that the next offer takes account of the reasons for refusal.

If the applicant is not satisfied with the decision of the Lettings Team Manager they should follow the Association's Complaints Procedure from this point.

20. SHORT LIFE ACCOMMODATION

20.1 It is the Association's policy to maximise the use of its properties in the period between the purchase of a new property, or after the rehousing of any decanted tenants and the commencement of rehabilitation works.

20.2 If the property is in good structural condition and reasonably fit for habitation and there is a minimum period of six months before the works are due to commence, consideration will be given to offering it on an assured shorthold tenancy.

20.3 The Association has connections with a number of groups who can provide referrals for short life accommodation, and assured shorthold tenancies will be granted for these referrals.

20.4 The level of charges fixed for any property will usually be equivalent to its 'target' rent.

20.5 Assured shorthold tenancies will be terminated giving the required two months notice when the Association requires the property for works, and the shorthold tenant will not be offered permanent accommodation unless nominated either by a local authority or referral agency.

21. NON SHELTERED ACCOMMODATION FOR OLDER PERSONS

21.1 As part of its Lettings Policy, the Association normally reserves the following flats for allocation to persons over the age of 55.

• 195 Brecknock Road,
• Flats 1-3 Dawlish Mansions,
• Flats 1-6 Gairloch House,
• Flats 1-10 Hillwood House,
• Flats 52, 54, 64-67, 80-83, 88-91
• Flats 1-18 Winifred Paul House

22. VOID CONTROL AND MONITORING OF LETTINGS

22.1 It is the Association's policy to limit void periods on its properties by ensuring that inspections are carried out promptly, repair works are ordered and offers made within the shortest time possible. (see Lettings Procedure)

22.2 The Association produces regular statistical monitoring reports on aspects of void management, which are presented to the Local Boards.

22.3 The Association also considers monitoring to be a vital part of ensuring that those applying for and obtaining housing are assessed for and allocated housing in a fair way, in line with central Government legislation and the Association's Equal Opportunities Policy.

22.4 The Association participates in the system of monitoring known as CORE, which has been set up by the NHF and the Housing Corporation. Core Digital is the preferred method used for monitoring purposes.

22.5 The Association also keeps records relating to ethnic origin. These records are analysed on a regular basis to ensure that the Association is receiving applications from, and housing members of ethnic groups in the numbers that should be expected given their representation in local communities.

22.6 The Association will analyse the information collected from CORE on a regular basis and produce a regular report for the Local Boards, as well as an annual report showing statistical and other information on the people housed during the previous 12 months.

23. HOUSING ADVICE

23.1 The Association recognises that its primary aim is the provision and management of good quality rented housing and that there are specialist agencies, which can provide advice to people with housing problems. The Association also recognises its position within and accountability to the local community as a major provider of low-cost rented housing.

23.2 Although the Association no longer operates a direct waiting list it endeavours to provide those experiencing housing difficulties with:

• Information regarding access to The Association's housing stock i.e. a copy of the Lettings Policy

Housing Guidance Notes give:

• Basic advice about their housing problem and/or advice about where they can obtain advice and assistance

25. APPENDICES

Appendix 1 - Transfer form

Appendix 2 - Medical Assessment form

Appendix 3 - Interview form

Appendix 4 - Community Lettings Proposal form