Guide To The Nomination Agreement - RBKC

Transcription

June 2012Guide to the Nominations Agreementwww.rbkc.gov.uk

The Royal Borough of Kensington and ChelseaGuide to theNominations AgreementThis nominations agreement applies toall lettings activity for Registered Provider(previously known as Housing Associationor Registered Social Landlord) propertieswithin the Royal Borough of Kensingtonand Chelsea. This includes those inside theborough where development was funded byother sources. This agreement is applicableto general needs and sheltered housing butexcludes supported housing which is subjectto separate lettings arrangements.True voidsIf the property is a true void, the Councilshould receive three out of every four twobedroom and larger properties and one out ofevery two studio or one-bedroom properties,ideally in strict sequence.This is to ensure the Council receives itsentitlement and a cross section of differentdwelling types and sizes during each financialyear. If a RP has a specific need for a true voidwhich should go to the Council, they shouldconsult with the Council before they allocatethe property.The nomination agreement is:Definition of a true void First letting:100 per cent of new properties(new build or acquisition and rehab) unlessthere is a scheme specific agreement tovary this.Voids created as a result of: Relets:75 per cent of two bedroom and larger sizes50 per cent of studio and one bedroom.The calculation of the Council’s entitlementto relets is based on the reason the propertybecomes vacant/void. Voids fall intotwo categories: TRUE VOIDS of which the Council receives75 per cent of two bedrooms or largerand 50 per cent of bedsit and one bedroomproperties (unless under the agreement fora specific scheme a different percentagehas been negotiated). NON-TRUE VOIDS to which the Councilhas no entitlement.Operating the agreementThe Registered Provider (RP) should look atthe reason why the property became emptyand, using the following definitions, decidewhether it is a TRUE or NON-TRUE VOID.2 a tenant moving to another landlord whereno reciprocal commitment exists the death of a tenant where there is nostatutory right of succession a tenant moving out to buy another property abandonment of tenancy eviction rehousing of permanent decant a temporary decant returning to their formerhome (permanent vacancy).Non-true voidsIf the property is a non-true void, the RP hasno obligation to offer it to the Council, unlessit is the subject of a separate agreement, forexample reciprocal or audit debt.Definition of a non-true voidVoids created by: a temporary move of the tenant tenant transfer within the RP’s own stock reciprocal arrangements and moves viaHousingmoves/Mutual Exchange.

Guide to the Nominations AgreementNotifying us of a vacantproperty for lettingAt the end of this booklet is an example of ourVacant Property Form. This form should becompleted to notify us of a vacant propertyto which we can nominate a household. Itshould be completed with as much detail aspossible about the property, rent and type oftenancy. In order to provide our applicantswith as much information as possible whenadvertising and shortlisting, we require detailsabout the area such as local amenities andtransport and also about the accessibility ofthe property.Types of accommodation and tenancies:Accessible housingAlmost all social housing stock in the RoyalBorough has been assessed to see howaccessible it is. Properties have been awardedan Accessible Housing category, and thisis stored on our housing managementsystem IBS. On the Vacant Property Formwe ask additional questions to confirm theaccessibility of a property. Householdson our Common Housing Register whorequire accessible properties are awardeda preference for a property type. Accessinformation will therefore enable us to makesure that accessible homes are let to thosewho need them.Sheltered housingSheltered housing is made up of selfcontained accommodation within schemesthat have a staff presence. In this borough,housing applicants are eligible for shelteredhousing if they meet the minimum age criteria,60 years or 55 if the person is disabled. Staffwill offer an enhanced housing managementservice (concierge type service). If theaccommodation is sheltered housing, pleaseindicate this on the Vacant Property Form.Older people’s designated housingOlder people’s designated housing is generalneeds housing that is ring-fenced for olderresidents. In contrast to sheltered housing,there is no staff presence on site. Eligibility isbased on an age criteria, mostly for over 65s(though some will accept tenants aged 55 andover). If the accommodation is older person’sdesignated, please indicate this on the VacantProperty Form.Affordable Rent tenanciesOn the Vacant Property Form we ask RPsto state if the property will be set at anAffordable Rent or a Target Rent (sometimesknown as social rent). Please provide therent level under the appropriate heading,again so we can advertise this correctly. If itis an Affordable Rent tenancy, RPs shouldcomplete what percentage of the marketrent the rent level is, or say if it is the LocalHousing Allowance cap rate.Fixed term tenanciesThe Vacant Property Form should also beused to indicate the type of tenancy that willbe given to the successful applicant. If thisis to be set at a fixed term tenancy, it shouldalso detail what term is expected to beoffered.Decanting tenants who need to moveUsing true void properties for decanting tenantsmust be negotiated and agreed with theCouncil. If an RP needs to decant tenants eithertemporarily or permanently for regeneration or tocarry out repairs, an agreement can be set up totemporarily suspend the nomination agreement.This allows for true voids to be used for thesepurposes, and once the decanting has takenplace for any debt of properties to be given tothe Council for letting over an agreed periodof time.3

The Royal Borough of Kensington and ChelseaThe lettings processShortlistingOur Housing Allocations Policy describes howwe prioritise applicants for housing and howwe will shortlist and let properties. We makedirect offers to a very small portion of theproperties and this is done at our discretionand in line with the policy. Direct offers ordirect nominations cannot be requestedby RPs.Shortlisting will take place the week after theproperty has been advertised. Properties withviewing dates will be shortlisted first. The CBLand Allocations team will contact RPs withshortlists within this time-frame. The shortlistcontains details of applicants in priority order.Some RPs prefer the CBL and AllocationsTeam to contact applicants to advise themof the viewing date and time while other RPsprefer to do this themselves.The Council has three attempts to let aproperty before it is referred back to theRP. Where necessary, a direct let will beconsidered, particularly for properties that areavailable for specific groups or if a propertyhas been advertised unsuccessfully for twobidding rounds.Voids monitoring will focus on general needsaccommodation and sheltered housing lets.Temporary decants should be recorded aspart of the monthly return (which is describedlater in this document), however, the detailswill be recorded for information only and willnot figure in the performance calculation.Advertising propertiesProperties to be advertised should be notifiedto the Choice Based Lettings (CBL) andAllocations Team no later than 12 noon onthe Friday preceding the week the property isto be advertised. Please complete a VacantProperty Form for each property that isavailable. These should always be sent byemail to housingnominations@rbkc.gov.ukProperties received by the closing date willnormally be advertised the following Mondayor Tuesday with a closing date of midnightthe following Sunday. If a property needs a‘sensitive’ letting please discuss this witheither the CBL and Allocations Team Leaderor the Housing Options Manager. Please call020 7361 3008.Wherever possible, please give a viewingdate for inclusion in the advert as this helpsapplicants plan ahead.4Please note that all personal data istransmitted as encrypted email and RPsmust be signed up to CJSM (Criminal JusticeSecure email) to be able to receive and readsuch emails.If the property is not let or viewed withinsix weeks of a RP receiving the shortlist,the property will be re-advertised. This is toensure that housing is allocated to those mostin need of housing and the shortlist is up todate. Applicants may be rehoused within sixweeks and therefore the original list no longerup to date.ViewingsBefore the viewings, we will provide aspreadsheet listing the names and contactdetails of shortlisted applicants. Thisdocument will also contain details of anyknown risks or support needs relevant to theviewing process.At the viewing, applicants will confirm whetherthey would like the property or not. At thisstage, the housing officer for the RP shouldcomplete the viewing results column onthe shortlist and email back to the housingnominations inbox.Under no circumstances should a housingofficer make an offer to any applicant atthe viewing. An offer should only be madeonce the RP has received confirmationdetails from the CBL and Allocations Teamwho work in strict preference group andpriority order.

Guide to the Nominations AgreementVerification processHousing for older peopleOnce the successful applicant has beenconfirmed, the CBL and Allocations Team willsend the RP a Verification of the ApplicantForm. This form contains personal informationabout the successful applicant together withdetails about any specific needs or knownrisks. Any additional information about theapplicant will have to be collected by theRP and is the responsibility of the RP notthe Council.As with general needs accommodation, theVacant Property Form should identify thevoid property as being either a shelteredhousing or older people’s designated propertyso that the CBL and Allocations Team canshortlist applicants according to the relevantage criteria.If the tenancy is accepted, and where thehousing applicant may need assistance tomove or resettle, a referral to the tenancysupport team (via the Social Inclusion Team)may be made by either a member of theCouncil or the RP.A Post Tenancy Verification Form will besent to an RP who has failed to inform theCBL and Allocations Team of a letting beforethe start of the tenancy. The RP shouldconfirm to the CBL and Allocations Team, asquickly as possible, whether the tenant hassigned the tenancy and has a tenancy startdate. The information should be sent to theteam at housingnominations@rbkc.gov.uk.If there is any delay in starting the tenancyplease also advise the team immediately. Asmany of our applicants are currently livingin temporary accommodation it is essentialthat we are aware of their tenancy start dateso that we can cancel their accommodation,and to ensure if the applicant is claiminghousing benefit an application can be madefor the new property. The CBL and AllocationsTeam will send the verification form to RPswithin one working day of confirmation of thesuccessful applicant so this information isavailable at the tenancy sign-up.An officer from either the Housing OptionsTeam or the CBL Team will aim to be presentat the viewing for each sheltered housingand older people’s designated property. Therole of officers at viewings will be to provideinformation and advice to housing applicantsabout property suitability and wider options.Where an applicant has complex accessneeds, a housing occupational therapist (OT)will attend the viewing with the applicant.If the tenancy is accepted, and where thehousing applicant may need assistance tomove or resettle, a referral to the TenancySupport Team (via the Social Inclusion Team)may be made by either a member of Councilstaff or the RP.Tenancy floating supportThe aim of the floating support service is tohelp people to maintain independent livingand sustain tenancies. Floating support isavailable to people aged 55 and over living inKensington and Chelsea with low to mediumsupport requirements. To qualify for the freesupport service, residents must be in receiptof Housing Benefit. Charges may apply forthose who are not.The floating support service offerssupport with: correspondence, filling in forms andadvocating on behalf of the older person understanding housing options income maximisation finding out which services are available5

The Royal Borough of Kensington and Chelsealocally and helping people to connect withtheir local community accessing social care and voluntaryservices.Residents are assessed and allocated anamed worker. The worker will agree asupport plan with the resident to help themto achieve their goals and monitor progress.Referrals can be made by Council officers,RP staff or directly by applicants. Furtherinformation and referral forms are availablefrom the Council’s Social Inclusion Team atSIT@rbkc.gov.uk.Monitoring the agreementRPs must complete Monthly Void MonitoringReturns to reflect all lettings activity relevantto the Royal Borough of Kensington andChelsea. An example of the returns form is atthe end of this booklet. If there is no activityduring a particular month, a “NIL” returnnotification is requested for audit purposes.The NIL return is acceptable in the form of abrief email. It is essential that void returns aresubmitted to the Council on a regular basis atthe end of each month. RPs must be specificin completing “The Letting” section using theappropriate code to confirm the reason whya property became void. Only the codesspecified by the Council should be used inthis section.The Council sends monthly reminder emails todesignated RP nominations contacts. If staffchange, it is important to tell us as soon aspossible to ensure continuity of contact andthe full complement of returns for each year.We also need to know about staff changesso that we can offer training and introduceourselves. If it is evident from the returnsthat an RP has mis

Guide to the Nominations Agreement Verification process Once the successful applicant has been confirmed, the CBL and Allocations Team will send the RP a Verification of the Applicant Form. This form contains personal information about the successful applicant together with details about any specific needs or known risks. Any additional information about the applicant will have to be collected .