Aims
The Co-operative aims to enhance the independence and quality of life of disabled residents by:
- Providing adaptations directly; and
- Offering advice on applications for assistance from relevant local authorities.
The Co-operative aims to enhance the independence and quality of life of disabled residents by:
In the context of this policy, adaptations are modifications to the Co-operative’s properties carried out to restore or enable independent living, privacy and dignity for individuals with disabilities and their families.
Minor adaptations include the provision of ramps, grab rails, handrails and lever taps.
Major adaptations typically involve more extensive and complex work such as the installation of lifts, provision of showers or the conversion of bathrooms or kitchens.
Due to budgetary constraints, the Co-operative will usually only consider the direct provision of adaptations where costs are not likely to exceed £500. Subject to funding being available, the Co-operative aims to complete such adaptations within three months of the receipt of referral.
Where costs are likely to exceed £500, the Co-operative will usually be unable to assist tenants and they will instead be offered advice on how to apply to the local authority for a Disabled Facilities Grant.
All requests for adaptations will be considered by the Co-operative’s Committee of Management.
Referrals for minor adaptations will be accepted from Occupational Therapists or tenants’ General Practitioners.
Referrals for major adaptations must be supported by an Occupational Therapist’s report.
Where major adaptations are required and the tenant applies for a Disabled Facilities Grant, the Co-operative will liaise with the local authority in respect of the proposed works.
Where the Co-operative’s consent to major adaptations is sought, the Committee of Management will have regard to:
Where adaptations will result in an ongoing maintenance liability, the Co-operative will consider the appropriateness of the following options prior to giving consent and (where appropriate) try to reach agreement with the tenant or other relevant party:
In the event that the demand for adaptations exceeds the funds available within the relevant budget, the Co-operative will maintain a waiting list of requests for minor adaptations. These cases will be dealt with in date order as funds become available (except where delay might result in exceptional hardship or a clear risk to health and safety).
When a property with minor adaptations falls vacant, the Co-operative will consider whether the adaptations are likely to have an adverse impact on its ability to re-let it. If this is the case, the adaptations may be removed.
Where a vacant property has had major adaptations, subject to the provisions of its lettings policy, the Co-operative will try to identify an applicant for rehousing whose needs will be met by the adaptations provided. If there are no suitable applicants on the Co-operative’s own waiting list, applications may be sought from the waiting lists of other co-operatives, housing associations or the local authority. Major adaptations will usually be removed only where it has not proved possible to identify a suitable applicant from these sources.
Princes Park Housing Co-operative Limited (the Co-op) is committed to developing a culture in which Anti-Social Behaviour (ASB) is not tolerated, and which encourages those suffering from any form of ASB to feel comfortable in approaching the Co-op for assistance.
The Co-op will ensure that all existing tenants and applicants are made aware that ASB by them, members of their household or invited guests is unacceptable. Tenants will be made aware of the obligations placed upon them by their conditions of tenancy.
The Co-op views eviction as a last resort and aims to tackle and resolve ASB cases by making full use of the non-legal and legal remedies available, and by working with other statutory and voluntary agencies. However, the use of possession proceedings may be sanctioned if other methods fail to produce a satisfactory resolution.
Reports of ASB will be treated confidentially and action will be taken only after discussion with complainants. The safety and security of witnesses will be a prime consideration and, where appropriate, witnesses will be directed to appropriate support agencies.
The Office of the Deputy Prime Minister defines ASB as “any conduct that is capable of causing nuisance or annoyance to any person and directly or indirectly relates to or affects the housing management function of a relevant landlord. It can also consist of or involve using or threatening to use housing accommodation owned or managed by a relevant landlord for an unlawful purpose.”
“The persons that the conduct may cause nuisance or annoyance to can include anyone who has a right to live in a property owned or managed by the landlord or any person living in any other property within the neighbourhood (e.g. owner occupiers, tenants of other landlords) and anyone else lawfully in such property or in the locality, for example working or using local facilities.”
Examples of ASB include:
North West Housing Services will deal with incidents of ASB on behalf of the Co-op and may utilise the following methods:
In serious cases, North West Housing Client Services will usually work with the Co-op’s legal advisors. Legal proceedings will only be undertaken with the consent of the Co-op’s Committee of Management.
North West Housing Services will record and monitor incidents of ASB in order to:
The Co-operative has a simple two stage procedure for dealing with formal complaints.
Formal complaints must be made on the Co-operative’s complaint form or in writing to the Co-operative’s agent:
Princes Park Housing Co-opThe receipt of a complaint will be acknowledged in writing within five working days.
The investigation into the complaint will normally be carried out by the relevant NWHS Client Services Officer and a Complaints Officer. If the complaint relates to a decision made by the Client Services Officer, NWHS may identify another officer to conduct the investigation.
The Complaints Officer will be a member of the Co-operative’s Committee of Management. The Committee of Management will identify those members authorised to act as Complaints Officers.
When approached to act as Complaints Officer in individual cases, members must declare any potential conflict of interest and must not contribute to the investigation of matters in which they have a personal interest.
The investigating officers will:
The investigating officers will normally arrange a confidential interview with the complainant to obtain this information and carry out any further necessary enquiries before writing to the complainant to confirm their findings and to detail any action to be taken. The Co-operative will aim to complete this process within 10 working days of the receipt of the complaint. Where this does not prove possible, the complainant will be informed in writing of the reason for any delays.
If the complainant remains dissatisfied, s/he may proceed to Stage 2 by writing to the investigating officer from NWHS.
Formal complaints must be made on the Co-operative’s complaint form or in writing to the Co-operative’s agent:
Requests to proceed to Stage 2 will be acknowledged in writing within five working days of receipt.
This stage consists of a review of the Stage 1 investigation by a panel of at least two members of the Co-operative’s Committee of Management. The Committee of Management will identify a pool of members who can participate in the panel and delegate authority for dealing with complaints to the panel.
The members of the panel will not normally have been involved in the Stage 1 investigation. Committee members should not participate in the panel where there are potential conflicts of interest or the member has a personal interest in the subject of the complaint. The panel may seek assistance from independent advisors.
An appeal hearing will normally be arranged to allow the complainant to present their appeal. The complainant may bring along a family member or friend to assist.
The appeals panel may uphold, overturn or amend the judgement of the investigating officers or refer the matter to the Committee of Management.
The complainant will be notified of the outcome of the appeal in writing. The Co-operative aims to complete this process within 15 working days of the receipt of the request to proceed to Stage 2. Where this does not prove possible, the complainant will be informed in writing of the reason for any delays.
This is the last stage in the Co-operative’s complaints procedure. If the complainant remains dissatisfied, s/he may refer the complaint to the Housing Ombudsman Service.
The Co-operative tries to offer tenants the best possible service but there will be occasions when things go wrong. If we have made a mistake, we will apologise and try to resolve problems at the first point of contact but there may be instances where a person wishes to take things further and we have a formal complaints procedure to allow this. In accordance with our Equality and Diversity policy. This policy also takes into account any complaints raised about any form of discrimination or harassment relating to age, disability, gender, gender re-assignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation
Our policy and procedure aims to:
Ensure that complaints are dealt with as quickly as possible;
Allow people easy access to the procedure by offering support to anyone who has additional needs
Complaints may be received from anyone who receives or is requesting a service from the Co-operative, including:
Complaints may be received from others acting on your behalf such as solicitors, councillors, Members of Parliament or advice organisations
We treat any expression of dissatisfaction about the standard of services, action or lack of action as a complaint. Examples include dissatisfaction with:
Although we will listen and give assistance where possible with the following, we will not treat them in the same way as complaints:
We try to ensure that complaints are resolved at the first point of contact (e.g. with our agent North West Housing Services’ client services officer or maintenance officer). If you remain dissatisfied, a formal complaint can be made by:
Assistance can be obtained by visiting our office or calling us on 0151 726 2200.
On receipt of a formal complaint, the complaints procedure will apply. If the complaint relates to alleged discrimination by the Co-operative on the grounds of age, disability, gender, gender re-assignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation, a person has the right to lodge a complaint with the The Equality and Human Rights Commission.
England: 0845 604 6610 Text phone: 0845 604 6620 Email: englandhelpline@equalityhumanrights.com
Local Office Arndale House, The Arndale Centre, Manchester, M4 3AQ Telephone 0161 829 8100 (non helpline calls only) Fax 0161 829 8110 info@equalityhumanrights.com
Any claims for compensation must be made in writing no longer than 14 days after the incident to which the claim relates. If you are claiming for damage to possessions, you must allow the Co-operative or its agents to inspect the damaged items. If you dispose of the items without allowing for an inspection, the Co-operative will not consider your claim.
The Co-operative’s insurers, or, Princes Park Co-ops management committee will deal with most claims.
If you remain dissatisfied after the Co-operative’s complaints procedure has been exhausted on appeal, or it has taken more than eight weeks for your complaint to be resolved you may refer your complaint to the Housing Ombudsman Service by contacting them:
North West Housing Services
Email
info@housing-ombudsman.org.u
info@housing-ombudsman.org.uk
www.housing-ombudsman.org.uk
The people who got together to found PPHC did so because they believed that they could provide better housing by managing their own affairs. The guiding principal of the Co-op is that all of its members have a right to be involved in its running, and all its members have a right to be consulted about any changes the Co-op intends to make to the way it does things, which may affect some or all of its members. The Co-operative believes that it should be run in an open and democratic way and will seek to promote that aim.
The 1985 Housing Act requires all Housing Associations to adopt certain consultation procedures, and these requirements have been incorporated into the Co-op's policy and procedures. We give below our policy, first on consultation, and secondly on participation.
The Co-operative will go beyond the requirements of the 1985 Housing Act, by adopting additional procedures or extending the rights to consultation to all members, where it feels that the Housing Act does not give enough scope for effective control of members' rights and conditions.
Every tenant and prospective tenant of the Co-operative has a right to become a member, by buying a share for the sum of £1. When members end their tenancy with the Co-operative their share will be cancelled and they have a right to the return of their £1.
The Co-operative recognises the rights conferred by membership of a Co-operative, and will make every effort to allow members to take up those rights, by ensuring that it holds meetings in accessible places, at reasonable times, with adequate notice. It will also cover reasonable childcare costs in order to allow parents/carers to attend meetings.
The Co-operative acknowledges the rights of tenenats and prospective tenants to have access to any personal information about them which is held by the Co-operative or its agents. Such information will not be made available to any third party without the written permission of the tenant.
All letters and documents sent to members will be written in clear and simple language.
The Co-operative adopts the procedures given below as the best way to act on our policies.
If the Management Committee of the Co-op is planning any changes to housing management or policy or starting any new programme of maintenance or improvement or demolition which is likely to substantially affect either all or a group of its members, the Co-op must write to the members concerned and invite them to submit their views within a specified period, but not less than fifteen days. These views must be taken into account before a decision is made by the Management Committee.
If the Co-operative is approached by any other body for permission to do works which may affect its members, the Co-op will provide affected members with full information about the proposals and their likely impact and give a minimum of fifteen days for comments which will then be taken into account in any decision.
If the Committee of the Co-op proposes to change the terms of tenancy or tenancy conditions it will follow the procedures for consultation given in the 1985 Housing Act.
The Committee of the Co-operative will inform tenants of the way in which their views were considered when decisions were taken. This may take the form of a copy of the minutes of the meeting.
Decisions relating to the Co-operative will be taken by the Management Committee, which will take into account any consultation carried out. The Management Committee consists of up to fifteen members who will either be elected at the Annual General Meeting, or co-opted onto the Committee during the year. "Co-opting" means that someone who wants to join the Committee has been proposed and seconded by two existing Committee members, and a vote has been taken by the whole Committee, to accept them as a member.
The Co-operative will encourage a regular turnover in Management Committee members, and will expect one third of the Committee to resign at the A.G.M. although those members can stand for re-election.
Officers of the Committee (Chair, Vice-Chair, Secretary, and Treasurer) will serve for one year but may stand for re-election at the first Committee meeting after the Annual General Meeting.
If a Committee Member has failed to attend three consecutive Committee meetings, without providing any explanation to the Committee, the Committee will deem that they have resigned and a new member can be co-opted.
The Management Committee will normally meet monthly, but will hold at least ten meetings each year. All members have a right to attend Management Committee meetings, although it is usually a good idea to let the Committee know of an intention to attend so that it can ensure that the premises used for the meeting are large enough.
The Management Committee will seek to organise the business of the meetings well, and limit the length of reports in order to avoid very lengthy meetings, but also in the hope that there will be some time left for socialising between Committee Members.
If an urgent decision has to be taken on a matter of the day-to-day running of the Co-op, between monthly meetings, where a delay for consultation with the full Committee would not be in the best interests of the Co-operative, the Chair and Secretary may make a decision within the rules and policy, although they should consult with other Committee members where possible.
If a tenant wishes to become a member of the Committee so that they can join a sub-committee dealing with an issue they are interested in, they are welcome to do so, even if they cannot regularly attend Committee meetings.
All recommendations and decisions of sub-committees must be ratified at the next full Committee meeting.
The Co-operative will make available as much training as it can afford in order to assist Committee members to gain a thorough understanding of housing issues relating to the Co-op.
The Co-operative will pay travelling expenses and reasonable subsistence expenses (as laid out in the Expenses and Subsistence Policy) for any Committee member who attends a course or Conference on behalf of the Committee.
The Co-operative will ensure that at least one letter a year is sent to members, giving details of the time, date and location of meetings.
Minutes of Management Committee Meetings are circulated to all Committee members, and anyone else that the Committee wishes to receive them, and are available to any member who asks to be put on the mailing list. The minutes will also be available at the Anual General Meeting, and at the office of the Co-operatives Agent.
Minutes of the Annual General Meeting are circulated to all members.
An Annual report will be presented to the Annual General Meeting, and copies will be available to all members from the office of the Management Agent.
The Co-operative wishes to adopt policies and procedures that are in the best interests of its members, and that reflect the views of the majority of its tenants.
The policies and procedures will usually be drawn up by Commimttee members, and then circulated to the membership asking for comments within a specified time, but not less than fifteen days. All comments should be put in writing so that they can be considered by the Committee. The Policy and procedures in question must be approved by the next Management Committee meeting or at the Annual General Meeting.
Members may come and speak to their written comments at that meeting, but comments from members who have neither responded in writing nor notified our agents of an intention to make a verbal statement, within the specified time limit, will not be accepted at the meeting. This restriction is solely in the interest of planning time limits on meetings.
The Co-op currently employs North West Housing Services as its Management Agent. The Agent employs staff to carry out the instructions of the Co-op and to provide repairs and maintenance, housing management, accounting, training and development services. They should be the first point of contact for any member with a problem, and will always provide information about times and places of meetings, and will contact members of the Committee where necessary.
If members feel that the Co-operative or its agents have failed to comply with its policy or procedures on Consultation or Participation, they should ask the Agent to provide a copy of the Complaints policy and follow the procedure given there in order to make sure that their complaint is properly dealt with.
The Co-operative aims to:
The Co-operative's tenancy agreements clearly state that the tenant is responsible for the internal decoration of the property. Tenants of the Co-operative must decorate their property and maintain that decoration to an acceptable standard for the duration of their tenancy.
Tenants who cause damage to the decoration of another tenant's property (e.g. by causing a leak into the downstairs flat) will be held responsible for that damage.
Tenants are expected to have contents insurance providing cover for damage to their own property or belongings caused by a third party and for damage they may cause to another tenant's property or belongings.
The Co-operative may recharge tenants for any expenses incurred through damage caused either accidentally or because of negligence of the tenant.
The Co-operative recognises that occasionally the internal decoration of the property may be damaged in circumstances that are not the fault or responsibility of the current tenant.
Decoration Allowances will be considered to contribute towards the cost of decorating or maintaining the decoration of a tenant's property where it is agreed that paintwork, woodwork or wall coverings are damaged or in poor condition through no fault of the tenant and that redecorating is required.
The Co-operative will offer an Allowance towards the internal decoration of its properties in the following circumstances:
New Tenancies
The Co-operative will consider an Allowance in circumstances a) and b) as detailed above.
For hard to let properties, the Management Committee may agree to offer an enhanced decoration
allowance as an incentive for tenants to accept the property.
Transfers
Tenants requesting a transfer to another Co-operative property will have the decoration of their
property assessed by a representative of the Managing Agent at the pretransfer inspection.
The property the tenant is transferring out of must be decorated to an acceptable standard
and the Co-operative reserves the right to refuse a transfer if decoration has not been carried
out or maintained. Where a transfer is urgent and the tenant does not have time to carry out
necessary works to the decoration the Co-operative may recharge the tenant for any Allowance
it decides to offer the next tenant in order to maintain the standard of decoration to the flat.
Exchanges
The Co-operative will consider an Allowance in circumstance a) as detailed above.
Decants
When a tenant has decanted out of their current property through no fault of their own
in order for major works to be carried out, an Allowance will automatically be offered.
Once the major works are complete, and the tenant exercises the right to return to the
original property, the allowance will automatically be offered for the rooms affected.
Major works
Allowances will be considered for tenants who have had major works carried out which
have affected the decoration of the property, but where a decant was refused or deemed not to be essential.
The Management Committee will delegate responsibility to an inspecting member of the Co-operative's Maintenance Sub-Committee to offer a decoration allowance to a maximum of £250 in circumstances a) and b) as detailed above.
Authority for claims under circumstance c) is not delegated to the Maintenance Sub-Committee and may only be decided by the Management Committee to a maximum of £250.
The Maintenance Sub-Committee member deciding the Decoration Allowance should not be the tenant, or related to or a close personal friend of the tenant who will receive the Allowance.
Claims under circumstance a) may be made verbally through the Co-operative's Managing Agent.
Claims under circumstance c) must be made in writing and addressed to Co-operative's Management Committee via the Co-operative's Managing Agent.
The Co-operative will not consider claims for Decoration Allowances:
As the Co-operative owns properties that have rooms of different sizes, the inspecting Maintenance Sub-Committee member will decide if a room qualifies as a large or small room. Decorations allowances will not be offered for non standard rooms such as airing cupboards or rooms designed solely for storage. Where a bedroom has an associated dressing room it should automatically be considered a large room.
The committee will implement a maximum award of £250
| Room | Large | Small |
|---|---|---|
| Living Room | £30 | £40 |
| Living/kitchen room | £55 | £40 |
| Bedroom | £40 | £30 |
| Kitchen only | £30 | £20 |
| Kitchen/dining room | £40 | £30 |
| Bath/shower room | £30 | £20 |
| Hall only | £30 | £20 |
| Hall/stairs/landing | £50 | £30 |
| Woodwork only | £10 | £5 |
| Stain block paint (by area) | £10 | £5 |
| Wallpaper needs stripping | £10 | £5 |
| Single wall/ceiling (by area) | £10 | £5 |
The Co-operative will only undertake decoration works to tenant's flats in exceptional circumstances e.g. In the event of an insurance claim covering the cost of the works. Decoration works may only be issued after inspection by and with the agreement of a member of the Maintenance Sub Committee.
Void Properties
Properties in maintenance for void works undergo a joint prevoid inspection by a
member of the Maintenance Sub-Committee. At this inspection the Decoration Allowance
should be decided by the Maintenance Sub-Committee Member and recorded on the void inspection sheet.
Where it is not practical for the Decoration Allowance to be decided at the prevoid inspection,
the Allowance should be decided at the post void inspection and the Managing Agent informed accordingly.
Decoration Allowances for Tenants
Where a tenant makes a claim for an Allowance, it will only be considered following a
joint inspection by a member of the Maintenance Sub-Committee and a representative of
the Co-operative's Managing Agent. This inspection should occur within 28 days of the
tenant submitting a claim. The Maintenance Sub-Committee Member will decide on the
Allowance and inform the Managing Agent. In circumstances where the damage has been
caused by a third party, the Decoration Allowance may only be agreed by the Management Committee.
Where a tenant is being decanted for major works through no fault of their own, the Allowance
will automatically be offered without inspection.
The Co-operative's agents will provide a voucher for the Decoration Allowance which may be spent on decorating materials
Where appropriate, the Co-operative will aim to provide Decoration vouchers for new tenants within 28 days of the start of tenancy.
Following an inspection of a tenant's property in respect of a claim for a Decoration Allowance, the Co-operative's Managing Agent will inform the tenant of the decision in writing within five working days of the inspection, or within five working days of the meeting at which the decision is made in cases of third party damage. The Co-operative will then aim to provide the Decoration voucher to the tenant within 28 days.
In order to demonstrate the Co-operative's commitment to continuous improvement and best value, this Policy and Procedure is due to be reviewed in 2015.
Princes Park Housing Co-op recognises that certain groups and individuals in society may be disadvantaged because of the discrimination they experience as a result of age, disability, gender, gender re-assignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation. These are protected characteristics under the law and we are committed to ensure that our policies and practices promote equality of opportunity for all.
This discrimination can be direct or indirect or by association and may take place at personal or institutional levels.
Princes Park Housing Co- op will work to ensure that Tenants (members) are:
Princes Park Housing Co-op is committed to promoting equality for all. If a tenant feels they have been subject to discrimination which is in direct conflict with our commitment to equality of opportunity, they should raise this with the management committee via their housing officer
All Tenants have a responsibility to treat others with dignity and respect. If a tenant or committee member is found to have acted in a deliberately discriminatory manner, this could be a breach of their tenancy agreement.
All Tenants, as members of the co-op will be informed that an equality and diversity policy is in operation and are bound to comply with its requirements. This policy will also be drawn to the attention of contractors and our management agent though appropriate communication channels.
It is expected that when co-op members are representing Princes Park Housing Co-op in an external capacity and as part of their role, that they will ensure that equality and diversity principles and practices are adhered to.
Princes Park Housing Co-op will regularly evaluate its services and the effectiveness of its equality and diversity policy.
Princes Park Housing Co-ops commitment to equality and diversity is an active one. This document will be amended on a regular basis as part of this active commitment.
Princes Park Housing Co-op will seek to keep up-to-date with new developments in Equality and Diversity practice and actively seek information on this issue.
Introduction
Princes Park Housing Co-op recognises that certain groups and individuals in society may be disadvantaged because
of the discrimination they experience as a result of age, disability, gender, gender re-assignment, marriage or
civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation. These are protected
characteristics under the law and we are committed to ensure that our policies and practices promote equality of
opportunity for all.
This discrimination can be direct or indirect or by association and may take place at personal or institutional levels.
This policy applies to all Committee members and tenants who are also members of the co-op and its contractors and management agency.
In line with our commitment to equality and diversity, this policy can be made available in a variety of formats, including large print, translated into another language or other media. Reasonable adjustments will also be made to assist individuals who are disabled.
We are committed to promoting an environment of respect and understanding, encouraging diversity and eliminating discrimination by providing equality of opportunity for all. Throughout our co-op there will be a consistent approach to promoting equality and diversity across all areas of our activity.
We are committed to the principles of good governance and sustainability and will do our best to develop fair and consistent policies, procedures and practices.
We will not tolerate any form of prejudice, discrimination, harassment or victimization or hate crime.
We recognise that we can reduce the disadvantages that people experience by making access to our housing services, management committee and facilities more responsive to our community and individual needs. We as a housing co-op will do our best to make reasonable adjustments where necessary.
We are committed to valuing diversity in our Co-op and recognise that our ability to meet these diverse needs is improved by having a Co-op which generally reflects the local population and has the skills, training and understanding to achieve our objectives.
Members of Princes Park Housing Co-op, as well as our management committee, should reflect the profile of our community
We will develop positive policies and procedures to;
Promote and monitor equal opportunities;
Prevent, and where necessary deal effectively with, any form of discrimination, harassment, prejudice, victimization or hate crime.
If necessary, we will prepare an Equality Action Plan to make this policy effective
Our members and volunteers as committee members are expected to comply with the provisions of this policy to ensure that there is no discrimination in the provision of access to housing, services, or membership.
We require our contractors and consultants to either have an equal opportunities policy or endorse our policy as a condition of gaining access to our list of approved contractors.
We will develop and foster an environment where harassment or bullying is known to be unacceptable and individuals can feel confident enough to bring forward complaints without fearing prejudice. Our Code of Conduct is in place to deal with this.
In all areas of potential discrimination, we will follow relevant government guidance on applying legislation. We will do our best to reflect good practice in our procedures and action planning as part of our ongoing commitment to and demonstration of our social responsibility.
Members are expected to report any suspected breaches of the Equality and Diversity Policy and procedure to Princes Parks management commitee or, in the case of a Committee member, to the housing Officer.
Members and Committee members are expected to know and apply Princes Park Housing Co-op’s policy and to ensure that the procedure for lodging a complaint is accessible to all.
Committee members should:
•Encourage concerns to be expressed openly and honestly;
Make sure individual members of the co-op are not victimized.
All members, including Committee members will be made aware of this policy as part of their induction to Princes Park Housing Co-op. Further awareness raising and training will be given as appropriate to their role.
All tenant as members of the will be made aware of our Equality and Diversity Policy as part of the Tenancy agreement
Members who breach this policy and associated procedures will render themselves liable to investigation and to possible disciplinary procedure.
Committee members who breach this policy and associated procedures will render themselves liable to investigation in accordance with our policy on breaches of the Committee Members’ Code of Conduct.
Individuals may also render themselves liable for criminal charges
Equality
Treating everyone fairly and ensuring that they are given fair chances. It is not about treating everyone in the same way, but recognising that their needs are met in different ways. Equality focuses on those areas covered by the law, namely the key areas of age, disability, gender, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, and sexual orientation.
Diversity
Valuing individual differences.
Harassment
This is conduct that violates a person’s dignity or is intimidating, hostile, degrading, humiliating or offensive. The intention of the perpetrator is irrelevant; it is the impact on the individual which determines whether harassment has taken place.
Victimisation
Treating someone less favorably and discriminating against them because they have pursued or intend to pursue their rights relating to alleged discrimination, complained about the behavior of someone harassing them or giving evidence in someone else’s discrimination complaint.
Positive Discrimination
Giving advantages to groups in society which are often under-represented. Positive Discrimination is unlawful in the UK.
Positive Action
For example, addressing imbalances in the Co-op by encouraging members of under represented groups to take part as a committee member.
Failure to make Reasonable Adjustments
Where arrangements disadvantage an individual because of a disability and reasonable adjustments are not made to overcome the disadvantage.
Direct Discrimination
Treating a person less favourably than others based on their having one of the protected characteristics under discrimination law.
Indirect Discrimination
Where a policy, practice, procedure, provision or criteria that applies to everyone in the same way may disadvantage an individual or group with protected characteristics.
Discrimination by Association
Treating a person differently because of their association with someone with protected characteristics.
Perceptive Discrimination
Discrimination against a person because the discriminator thinks the person possesses that characteristic; eg a person is not excepted on to our waiting list on the basis that the committee assumes the applicant does not have the correct visa to live-in the UK as they have a foreign looking name on their application form.
Princes Park management committee will be responsible for ensuring this policy is adhered to and for preparing and monitoring procedures.
We will maintain records, set appropriate performance targets and regularly monitor performance against these targets to enable us to review the effect of our Equality and Diversity Policy and track progress on our Action Plan.
Our management committee will receive various performance reports at a frequency determined by them and progress on our Equality Action Plan will be reported annually, with any recommendations for further action.
This policy will be reviewed 5 years from the date of implementation or latest review; which will be the date the policy is approved by the Committee of Management, or earlier if deemed appropriate. In the event that this policy is not reviewed within the above timescale, the latest approved policy will continue to apply.
Former Tenants Debts and Credits Policy
Princes Park Housing Co-operative (the Co-op) aims to:
Former tenants’ debts may include rent arrears and debts relating to rechargeable repairs and court fees.
Debts owed by former tenants will be actively pursued with recovery action starting within a month of the end of the tenancy. The aim is to achieve the following outcomes within 12 months of the end of the tenancy:
Where the former tenant does not reach and maintain a satisfactory agreement to pay, action may be taken through a debt collection agency.
Where tenants cannot be traced or where there is no reasonable expectation of recovery, the debt will be written off within 12 months of the end of the tenancy or of the breakdown of any agreement. Authority to approve the writing off of debts may only be granted by the Co-op’sManagement Committee.
Debts of £ 50.00 or lower will not require authority by Committee/Board to be written off.
Debts owed by current tenants relating to previous tenancies will not normally be written off while the debtor is a current tenant.
Wherever possible, former tenants’ credits will be refunded within six months of the end of tenancy.
From time to time, the death of a tenant may result in a household being left in a Co-operative property with no right of succession to the tenancy.
In such circumstances, the Co-operative will consider an application for housing from the household left in occupation. The Co-operative may:
Applications must be made on the appropriate housing application form. Proof of residence from an official source must be provided. (Official sources include Inland Revenue, Benefits Agency, local council, employer, banks and building societies.)
In considering applications, the Co-operative will have regard to:
This policy aims to ensure that:
The Co-operative will comply with all relevant equal opportunities legislation and will not discriminate against applicants on the grounds of race, ethnic origin, religion, gender, age, disability or sexual orientation.
Applications for housing may only be made when waiting lists are open (see the section on Operation of the Waiting List below.)
Applications for housing must be made on the official application form and submitted to the Co-operative’s managing agent:
Princes Park Housing Co-op via
Tel. 0151 726 2200
Assistance with the completion of forms is available upon request.
Applicants for housing must be at least 18 years old.
All applications will be considered by an authorised sub-committee of the Co-operative’s committee of management (the “allocations sub-committee”). The sub-committee will receive advice from the Co-operative’s managing agent who will also carry out the administration of the lettings policy on the Co-operative’s behalf.
Members of the allocations sub-committee will declare an interest and not participate in decisions which directly affect housing applications from members of their families.
Applicants who do not qualify for the size and/or type of accommodation provided by the Co-operative will be notified in writing that their application has been unsuccessful.
Where applicants may qualify, an interview will be carried out. Unless exceptional circumstances apply, this interview will normally be carried out at the applicant’s current residence. The interview will normally be carried out by at least two members of the allocations sub-committee who may be accompanied by a representative of the managing agent. The interview will aim to:
A record of the interview will be made and kept with the original application form.
The Co-operative will try to visit applicants within one month of the date of application.
When assessing the housing needs of applicants, the Co-operative will take account of the following circumstances:
When considering the applicant’s likely contribution to the Co-operative, the allocations sub-committee will try to make an impartial assessment of:
The Co-operative has properties of different types and sizes. The table below provides examples of household types which will normally be considered for each property size and type.
The Co-operative may offer properties to other households where there are good reasons for doing so (for example, where there are sound medical reasons, to allow a property to be let more quickly or to help maintain a balanced community).
| Property | Household Types |
|---|---|
| One bedroom flat |
Single person Couple Applicants over 55 years old in designated blocks |
| Two bedroom flat |
Single person Couple Two adults sharing Single person or couple with access to child |
| Three bedroom flat |
Couple with two, three or four children Lone parent with two, three or four children Households where three adults are sharing |
| Two bedroom house |
Couple with one or two children Lone parent with one or two children Couple needing separate bedrooms on medical grounds Two adults sharing Single person or couple with resident carer |
| Three bedroom house |
Couple with two, three or four children Lone parent with two, three or four children Households where three adults are sharing |
Children of different sexes may share a bedroom until the age of 7.
Children of the same sex may share a bedroom until the age of 16.
Applications may be rejected where applicants have previously engaged in serious anti-social behaviour or where there have been serious breaches of a previous tenancy.
The Co-operative has a very limited number of properties available for letting each year. To ensure that applicants accepted to the waiting list can be rehoused within a reasonable timescale, very few applications are accepted and the waiting list is closed when sufficient applications are held. Applications will not be considered when the waiting list is closed. The allocations sub-committee will decide upon the number of applications to be held for each property type and review this as necessary depending on turnover of properties.
From time to time, the allocations sub-committee will open the waiting list for a limited period and invite applications. This will be publicised locally.
Applications received in this period will be considered in accordance with this policy. The Co-operative will aim to write to all applicants within one month of the date of the application interview.
All applications received will be considered by the allocations sub-committee. Applications will only be accepted to the waiting list where there is a demonstrated housing need. Where there are more applications than places available on the waiting list, priority will be given to those applicants assessed as in greatest housing need. Where applicants have similar levels of housing need, consideration will also be given to the likely contribution applicants will make to the Co-operative.
The Co-operative may review its waiting list from time to time by asking applicants to confirm their current housing circumstances. Applications may be removed from the waiting list where circumstances have changed.
Offers of accommodation must be authorised by the allocations sub-committee who will receive advice from the Co-operative’s managing agent. Decisions taken will be formally recorded.
Vacant properties will usually be allocated to applicants from the waiting list in date order, based on the date of application.
Where there are exceptional reasons for offering vacant properties outside of date order, the allocations sub-committee will clearly record the reasons for doing so.
Upon request, the Co-operative will consider entering into an arrangement with the local authority to allocate up to 50% of vacant properties to nominees from the authority’s waiting list.
The Co-operative may enter into arrangements with other housing providers to accept and make nominations for vacancies.
Where the Co-operative plans to carry out programmes of improvement, major repair or demolition which require tenants to vacate properties, first priority may be given to these tenants when offers of vacant properties are made.
The Co-operative will consider applications for transfer from existing tenants in accordance with the housing need criteria set out above. Transfer applications may be made at any time. Successful transfer applications will be placed on the waiting list in the same way as other applications.
Applications for transfer will not normally be considered where the tenant has rent arrears or there is a serious outstanding breach of tenancy conditions. Such applications may be reconsidered where arrears have been cleared or breaches of tenancy rectified.
A property inspection will be carried out before any offer is made to a transfer applicant and such offers may be made conditional upon the completion by the tenant of any repairs necessary due to the neglect or actions of the tenant, member of the tenant’s household or visitors.
Applicants wishing to appeal against decisions taken in accordance with this policy should refer to the Co-operative’s complaints policy, copies of which are available from North West Housing Services.
The Co-operative aims to provide an effective and efficient repair and maintenance service which responds to tenants’ needs and protects its assets.
The Co-operative’s responsibilities to maintain and repair its properties are set out in Section 11 of the Landlord and Tenant Act 1985 and in its tenancy agreements.
The Co-operative’s responsibilities include the repair and maintenance of:
The Co-operative is not responsible for:
The Co-operative may carry out repair work and recharge tenants in a number of circumstances. This includes work to rectify unauthorised alterations and repairs required due to damage caused by a tenant, household member or visitor.
Tenants should report repairs directly to our managing agent:
Princes Park Housing Co-operative provide an out-of-hours service for emergency repairs only.
Emergencies outside office hours should be report as above
Works up to an estimated cost of £500 can be authorised by NWHS as Managing Agent. Where costs are likely to exceed this sum, approval to proceed must be given by the Co-operative’s Maintenance Officers up to £1,500 and full Committee approval over £1,500.
The Co-operative’s managing agent will pre-inspect repairs in a number of circumstances, including where:
Managing Agent standing orders are attached as appendix 1. These contain authorisation levels and trigger limits for quotations.
The Co-operative maintains a list of approved contractors which is periodically reviewed to ensure that contractors are performing to a satisfactory standard, have the necessary insurance cover and adopt appropriate policies on health and safety and equal opportunities.
Before works orders are issued to contractors, repairs are assigned to a priority category depending on the urgency of the repair. Examples are provided below:
Wherever possible, the Co-operative will ask contractors to contact tenants to make a convenient appointment to complete repairs.
All tenants are obliged to provide access to the Co-operative’s agents and contractors to allow for the inspection and completion of repairs. Repeated failure to provide access may result in legal action.
The Co-operative places the highest priority on securing access to carry out annual gas servicing and gas safety checks. All tenants are encouraged to allow our contractors into their homes to complete this work. Legal action may be taken when access is not provided.
The Co-operative has established a programme of works to property exteriors and communal areas which will be completed every few years. This cyclical maintenance programme includes inspection, pre-painting repairs and painting.
The Co-operative recognises that components within its properties have a limited lifespan and that it is more cost-effective to replace these components on a programmed basis rather than when problems arise. Typical examples include kitchens and bathrooms.
When the Co-operative adopts such a planned maintenance programme, non-priority repairs to the components concerned may be suspended pending forthcoming programmed works.
The Co-operative’s managing agent, North West Housing Services, administers claims against the Co-operative’s property insurance policy.
The policy does not cover damage to or loss of tenants’ belongings and tenants are encouraged to take out their own contents insurance.
In the event of a tenant making a claim for compensation against the Co-operative for damage to belongings, the damaged goods must be retained until they have been inspected by North West Housing Services.
To minimise rent loss and maximise the use of its housing stock, the Co-operative will try to turn vacant properties round with the minimum of delay.
The Co-operative agrees minimum standards for vacant properties and makes these available to prospective tenants.
Complaints about repairs are dealt with under the Co-operative’s complaints policy, copies of which are available from the managing agent.
This policy has been designed to complement, clarify and reinforce the sections in the tenancy agreement that relate to nuisance and the keeping of animals;
Please also note that tenants are responsible for the actions of their visitors, and that this includes the behaviour or actions of animals belonging to visitors.
This section of the policy applies to those tenants who currently keep animals in their properties. Once the animal(s) has/have gone, tenants will not be allowed to obtain another animal. Tenants will not be allowed to obtain additional animals under any circumstances.
This section of the policy applies to those tenants who currently keep animals in their properties. Once the animal(s) has/have gone, tenants will not be allowed to obtain another animal. Tenants will not be allowed to obtain additional animals under any circumstances.
The Co-operative is a landlord which is run by it's tenants who have to work, and take decisions, to try and provide a good Housing Service to all it's tenants. It is important that all tenants understand how the Co-operative functions, for example the Rules, Finance, the work of agents, and policy/procedure; it is also essential that Committee Members are trained in the proper conduct and control of the Co-operative's work. Training and eductaion is, therefore, to be a continuing service offered by the Co-operative, which will attempt to ensure that training programmes are available to Committee Members and other tenants. The Co-operative will seek to ensure the provision of training by including it in it's agency Management Agreement, and as an item in it's budget where possible.
The Co-operative's agents are requested to suggest and provide suitable training sessions, in an annual programme. To find out what training the Co-opeartive's Members need the Management Committee will carry out an annual Training Needs Analysis by surveying all Co-oerative Members, and Committee Members. This programme is to be promoted and publicised in Newletters, and by personal contact with tenants.
The sessions are to be run by agents, external tutors, and Co-operative Members. Courses and conferences will also be made available. To ensure that courses are run the Co-operative will allow the training in it's annual budget, and a Management Committee Member will check progress and report back.
It is recognised that different courses may need to be run for Membership and Committee Members. For the Membership a basic Co-operative induction course should be available which covers Co-operative principles, how the Co-operative is run, Rules, Finance, and the Management Agreement. For Committee Members, or those interested in joining the Committee, courses could include Rules, Housing Monitoring and Performance Expectations, Finance, Budgeting and Accounts, Rent, Landlord and Tenant, Equal Opportunities, Contractors and tendering procedures, plus skills courses.
The Co-operative welcomes any suggestions from it's tenants about useful or interesting training.