STROUD DC
ESTATE MANAGEMENT POLICY
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PART 1
POLICY BACKGROUND & COVERAGE
Introduction
1.1
The Council aims to manage its estates efficiently and effectively to ensure that our
estates provide a high quality living environment for tenant and residents.
1.2
This policy details the arrangements for the management of estates in the ownership
of the Council.
1.3
All policies have been developed jointly by councillors, tenants and members of staff.
Key Principles of the Estate Management Policy
2.1
The key principles of the Estate Management Policy are to:
 Maintain, in conjunction with residents, clean, tidy and well cared for communal
areas on our estates. These include both hard scaped and landscaped areas, as
well as the internal communal areas of our properties themselves.
 Carry out regular visits and site inspections of all of our estates and communal
areas on a regular basis, to highlight and subsequently address any area falling
below our acceptable standards.
 Work in partnership with Tenant and Resident Groups, and other Agencies to
make stronger, safer and sustainable communities.
2.2
The Strategic Head of Tenant Services will be responsible for the overall
implementation of Estate Management Policy.
2.3
The Council fulfils its estate management responsibilities through a combination of
the following policies:
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Abandoned Vehicles
Abandoned Possessions
The Letting and Management of Allotment Sites
Cleaning of Communal Areas (Flats)
Emergency Access to Tenants Homes
Encroachment on Housing Land
Environmental Improvements
Estate Inspections
The Letting and Management of Garages
Grounds Maintenance
Pest Control
Pets
Property Inspections and the Deterioration of Premises
Removal of Litter
Unauthorised Occupation
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Relevant legislation and regulatory compliance
3.1
The Council will ensure that it manages its estates in accordance with best practice
and relevant policy and legislation, including the following:
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Allotments Act 1950
Animal Welfare Act 1976
Clean Neighbourhoods and Environment Act 2005
Dangerous Dogs Act 1991
Environmental Protection Act 1990
Housing Act 1985
Land Registration Act 1925
Land Registration Act 2002
Limitation Act 1980
Local Government (Miscellaneous Provisions) Act 1982
Refuse Disposal Act 1978
Road traffic Regulations 1984
Removal and Disposal of Vehicles Regulations 1986
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PART 2
ABANDONED VEHICLES
Introduction
1.1
The Council will comply with legislation and good practice in relation to the removal
of abandoned vehicles.
Reporting of Abandoned Vehicles
2.1
Where is has come to our attention that a vehicle has been abandoned on communal
land on our estates or on a highway on one of our estates, we will work with
colleagues in the Council’s Community Safety Unit to:
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establish whether the vehicle is abandoned
establish the identity of the vehicles owner
remove the vehicle as quickly as possible
Definition of Abandoned Vehicle
3.1
The Community Safety Officer will visit the vehicle within 48 hours and take
photographs of the vehicle.
3.2
The Community Safety Officer will have regard to the following, when reaching a
decision about whether a vehicle has been abandoned:
(a) The vehicle is untaxed, and
(b) There is no current vehicle keeper registered with the Driver and Vehicle
Licensing Agency (DVLA)
(c) The vehicle has been stationary for a significant amount of time
(d) The vehicle is significantly damaged, run down or unroadworthy
(e) The vehicle is burned out
(f) The vehicle lacks one or more of its number plates
(g) The vehicle contains waste
3.3
Where the investigations have resulted in the Community Safety Officer reaching the
conclusion that the vehicle is abandoned, the Officer will report that the vehicle has
been confirmed to be abandoned to Gloucestershire Police to establish whether the
vehicle has been involved in any criminal activity. Once the Police have cleared the
vehicle for collection, or have notified that they have no interest in the vehicle, the
Community Safety Officer will arrange for its removal.
3.4
Vehicles will be removed according to the following timescales:
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3 hours (burnt out or dangerous vehicles)
48 hours (intact)
4 days for take back vehicles (vehicles where the owner has agreed to surrender
the vehicle)
Risk Implications
4.1
The failure to tackle abandoned vehicles on communal land (including roads) on
housing estates could potentially lead to the deterioration in the quality of the
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environment of the estate, creating difficulties letting properties, increasing levels of
complaints from residents and damage to the Council’s reputation.
Financial Implications
5.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
5.2
The Council will need to ensure that the procedures for removing abandoned
vehicles from communal land on housing estates are implemented in such a way as
to ensure their rapid removal, whilst ensuring efficiency and cost effectiveness.
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PART 3
ABANDONED POSSESSIONS
Introduction
1.1
The Council will act in accordance of legislation and best practice in relation to the
handling and disposal of possessions remaining in a property at the end of the
tenancy.
Management and Disposal of Abandoned Goods
2.1
If a tenant leaves goods in the premises after moving out, either through
abandonment, eviction or at the end of the tenancy, we will make every effort to trace
the tenant(s) in the case of abandonment or eviction, or liaise with the tenant's family,
or the executor of the estate in the case of death, to arrange for the collection of
goods following the death of the tenant who was the sole occupant of a dwelling.
2.2
If goods remain in the home two working days after the tenant has moved out, we will
inspect the property and make a detailed list of the goods left in the home and the
condition of those goods. They will take photographs of the goods, particularly if they
are of high value.
2.3
Where the address of the former tenant is known, they will be contacted and advised
of the goods that remain in the property.
(a) If the goods remaining in the property are perishable and/or of low value, we will
advise the former tenant that they have a period of 7 days to clear the goods from the
property. Following a period of 7 days if no arrangements have been made by the
former tenant to recover the goods from the property we will arrange for their removal
and disposal.
(b) If the goods in the property are of a substantial value, we will advise the former
tenant that that they have a period of 7 days to clear the goods from the property.
Following a period of 7 days if no arrangements have been made by the former
tenant to recover the goods from the property we will arrange for their removal and
storage for a period of 28 days. Where the former tenant approaches the Council to
recover possession of them of their property, they will be charged for the costs of
making inquiries into their whereabouts and the cost of removal and storage. Where
former tenant’s possessions have been in our possession for more than 28 days, we
will arrange their sale by auction and credit the former tenants rent account with the
proceeds of the sale, less the Council’s costs in establishing their whereabouts,
removal, storage and sale by auction.
(c) If the former tenant does not wish to collect their possessions from their former
home, we will ask them to provide consent to their removal and disposal.
2.4
Where the whereabouts of the former tenant, following detailed inquiries, cannot be
established we will take the following action.
(a) If the goods remaining in the property are perishable and/or of low value, we will
arrange for their immediate disposal.
(b) If the goods in the property are of a substantial value, we will place the goods in
storage and give written notice to the tenant that the goods have been placed in
storage. This notice will be sent to the tenant’s last known forwarding address or to
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another person/relative nominated by the tenant. If a forwarding or contact address is
not known the notice will be secured to the front door (or other prominent place on
the outside of the property). We will store the goods for a period of six months and
following this time, if they remain unclaimed we will arrange their sale by auction and
credit the former tenants rent account with the proceeds of the sale, less the
Council’s costs in establishing their whereabouts, removal, storage and sale by
auction.
Risk Implications
3.1
The failure to deal with abandoned possessions in compliance with legislation could
potentially lead to a claim against the council for damages, leading to damage to the
Council’s reputation.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
4.2
The Council will need to ensure that the procedures for dealing with abandoned
possessions are implemented in such a way as to minimise the potential for claims
against the council and to recover the council’s costs in removing and storing
abandoned possessions.
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PART 4
THE LETTING AND MANAGEMENT OF ALLOTMENT SITES
Introduction
1.1
The Council will let and manage allotments on housing land in accordance with the
Allotments Act 1950.
Letting of Allotment Sites
2.1
The Council will maintain a waiting list of applicants for plots on each allotment site
located on land on housing estates.
2.2
We will let plots on allotment sites on the following basis:
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first preference will be given to existing council tenants;
where there is more than one council tenant on the waiting list, we will offer the
vacant plot to the tenant whose application has been registered for the longest
period;
where no existing council tenant is on the waiting list for the vacant plot we will
let it to the applicant whose application has been registered the longest;
where there are no applicants for the vacant plot, the vacancy will be advertised
with first preference being given to existing tenants and then to those who live
close to the allotment site.
Management of Allotment Sites
3.1
Allotment holders will be required to sign our standard allotment agreement.
3.2
We will charge allotment holders a maximum of £10.00 per year. The rent will be
payable yearly in advance.
3.3
We will incorporate allotment sites into our programme of estate inspections. Where
it comes to our attention that the tenant has breached their allotment agreement, we
will contact them and request that they remedy the breach.
3.4
Where it comes to our attention that the allotment holder has continued to breach
their allotment agreement, we will take further action which could include recovering
possession of the plot.
Risk Implications
4.1
The failure to let and manage allotment sites on housing land could potentially lead to
a deterioration in the quality of the environment of housing estates. Failure to comply
with the council’s responsibilities, as set out in the allotment agreement and the
Allotment Act 1960 could lead to action against the council and damage to the
Council’s reputation.
Financial Implications
5.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
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5.2
The Council will need to ensure that the procedures for letting and managing
allotment sites provide an efficient and cost effective service.
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PART 5
CLEANING OF COMMUNAL AREAS (FLATS)
Introduction
1.1
The Council will ensure that communal areas within blocks of flats are regularly
cleaned.
Cleaning of Communal Areas in Flats (General Needs)
2.1
Tenants/leaseholders of general needs flats are responsible for sharing the cleaning
duties of communal hallways, landings and staircases in accordance with the
Conditions of Tenancy.
2.2
We will arrange for the service to be provided, at a cost shared equally between the
tenants/leaseholders in the block where either:
(a) a majority of tenants/leaseholders in the block have voted in favour of the
Council providing the service. In such circumstances tenants/leaseholders will be
balloted by letter and provided with the additional charge for cleaning the block.
The service is then only to be implemented where over 50% of
tenants/leaseholders in a block are in favour;
or,
(b) the accepted standard of cleanliness is not being maintained in the block. In
such circumstances we will consult with all tenants/leaseholders on the proposed
introduction of the cleaning service, including the date that the service will
commence and the additional charge to their rent/service charge.
2.3
We will provide details of the cleaning specification to all tenants/leaseholders who
pay for the cleaning of communal areas and will investigate, respond to and address
all complaints by tenants/leaseholders about the quality of the cleaning service
provided.
2.4
We will inspect communal areas in all blocks of flats on a monthly basis to monitor
the quality of the cleaning service provided.
Cleaning of Communal Areas in Flats (Sheltered Housing)
3.1
We will provide a cleaning service to all communal areas within sheltered housing
schemes. The cost of providing the service will be pooled across all sheltered
housing schemes and recovered via an individual unit charge.
3.2
We will provide details of the cleaning specification to all sheltered housing tenants
and will investigate, respond to and address all complaints by sheltered housing
tenants about the quality of the cleaning service provided.
3.3
We will inspect communal areas in all sheltered housing schemes on a monthly basis
to monitor the quality of the cleaning service provided.
Risk Implications
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4.1
The failure ensure that communal areas in flats are cleaned to a high standard could
potentially lead to a deterioration in the quality of the accommodation and difficulty
letting property, leading to a loss of rental income. The failure to ensure that
communal areas of flats are cleaned to a high standard, where tenants and
leaseholders pay a charge for the cleaning service could potentially lead to action in
relation to breach of contract, damaging the Council’s reputation.
Financial Implications
5.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
5.2
The Council will need to ensure that the specification and procedures for the cleaning
of communal areas in flats ensure a high quality of environment and an efficient and
cost effective service for tenants and leaseholders.
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PART 6
EMERGENCY ACCESS TO TENANTS HOMES
Introduction
1.1
The Council will secure access to the homes of tenants, without their consent, where
failure to do so is causing, or is likely to cause a threat to the health and safety of
other tenants and residents, and/or significant damage to property.
Emergency Access to Tenanted Property
2.1
The Council will always arrange access to a property, to undertake a repair, with the
tenant at the time the repair is requested.
2.2
However, in certain circumstances when an emergency repair request is made, it
may be necessary to access the home of another tenant to undertake the repair, for
example a burst water main in a flat which is leading to damage in a flat below. In
such circumstances we will contact the tenant to arrange access to carry out the
repair.
2.3
In the event that we are unable to contact the tenant of the property, where the repair
is required, and the failure to undertake the repair is causing or is likely to create a
threat the health and safety of other tenants and residents, and/or significant damage
to property we will secure access to the property to undertake the repair.
2.4
The Police will, where possible, be in attendance when emergency access is gained.
Where the Police are not able to attend, the contractor will only secure access to the
property in the presence of a Council Officer. Where we have gained emergency
access into a tenanted property, we will make good any damage to the property at no
cost to the tenant.
2.5
Where Officers have secured emergency unauthorised access to a tenanted
property, they will notify the tenant in writing of the fact, the steps taken to contact
them, the reasons why access was needed urgently and the repairs completed in the
property.
2.6
The property will be secured following the emergency access and the tenant will be
advised of how they can regain access.
Risk Implications
3.1
The failure to secure emergency access to tenanted property to undertake
emergency repairs could potentially lead to significant damage to property and a
threat to the health and safety of other residents, leading to damage to the Council’s
reputation.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
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4.2
The Council will need to ensure that the procedures for securing emergency access
to the homes of tenant’s who can’t be contacted, are implemented in such a way as
to minimise the potential for claims of trespass, and trespass to goods.
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PART 7
ENCROACHMENT ON HOUSING LAND
Introduction
1.1
The Council will act promptly to address encroachment on communal land in our
ownership.
Addressing Encroachment on Communal Land on Housing Estates
2.1
Where an individual occupier, either tenant or private owner is alleged to have
encroached upon communal land in the ownership of the Council on one of our
estates, we will investigate the matter and clarify the exact position of the boundary.
2.2
We will advise the individual of the exact location of the boundary and advise them to
desist from their act of encroachment, to reinstate the legal boundary and reinstate
the Council’s land to its previous condition.
2.3
Where the perpetrator fails to act to either leave the land and/or re-instate the
boundary and/or re-instate the land to its previous condition, we will commence legal
proceedings to remedy matters.
Risk Implications
3.1
The failure to address encroachment on communal land on housing estates will
potentially lead to adverse possession claims on parcels of land in the council’s
ownership, prohibiting development of the land and reducing any potential capital
receipt from the sale of the land.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
4.2
The Council will need to ensure that the procedures to address encroachment of
communal land on housing estates do so in the most efficient and cost effective
manner possible.
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PART 8
ENVIRONMENTAL IMPROVEMENTS
Introduction
1.1
The Council will work with Tenants and Residents to identify environmental
improvements to communal land on our estates.
Identifying and Addressing Environmental Problems on Communal Land on Housing
Estates
2.1
We will undertake a regular programme of estate inspections, which will include all
communal land on our estates.
2.2
Where tenants and residents have identified a problem(s), we will work with them,
and where appropriate other partners, to identify a solution(s) to the problem.
2.3
We will allocate a sum each year within our capital programme to address
environmental problems on our estates.
2.4
Where we plan to undertake environmental improvement works we will advise all
tenants and residents in the immediate area of the work we plan to undertake, and
seek their comments on the proposal before commencing any works.
Risk Implications
3.1
The failure to undertake planned programmes of environmental works will potentially
lead to the quality of the environment of the estates deteriorating, leading to tenants
and residents commencing action against the Council and damage to the Council’s
reputation. Failure to consult with tenants on planned programmes of environmental
works is contrary to the rights of secure tenants to be consulted on matters of
housing management.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively and that it
makes adequate provision in capital budgets for works of environmental
improvement on communal land on housing estates.
4.2
The Council will need to ensure that the procedures in place to plan and undertake
works of environmental improvements help maintain a high quality living environment
in the most efficient and cost effective manner possible.
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PART 9
ESTATE INSPECTIONS
Introduction
1.1
The Council will undertake a regular programme of inspection of our housing estates,
to monitor the quality of the environment.
Estate Inspections
2.1
We will undertake a programme of regular estate inspections. We will use estate
inspections to monitor the condition of the estate and identify the following:
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outstanding repairs to communal areas
poorly maintained gardens and boundaries
abandoned vehicles on communal land
unauthorised parking
problems with the performance of the grounds maintenance contractor
vandalism and graffiti
work required to trees on tenant services owned communal land
the condition of garage areas, allotments and play areas
the condition of lighting on estates
the existence of pest infestations on communal land
the cleanliness and condition of bin stores and refuse collection points
The regularity of the inspection will depend on the type of estate. (See 3.1).
Categorisation of Estates
3.1
We will categorise all of our estates into one of three groups, either Priority 1, 2 or
Priority 3 estates. We will publish details of the designation given to all our estates.
3.2
Priority 1 estates typically comprise a number of properties, the majority of which are
still owned by the Council, and involve regular input and management from Estates
Officers. Priority 1 estates will be inspected on a monthly basis.
3.3
Priority 2 estates are typically smaller, consisting of a limited number of properties
requiring less intensive input from the Estates Officers. Priority 2 estates will be
inspected every three months.
Priority 3 estates are more rural with lower need of regular inspeactions often being
managed by tenants and residents within the area. These areas will be inspected
every 6 months
3.4
3.5
All areas are subject to annual review to ensure the regime is still fit for purpose and
may be redesignated according to the condition and need.
Advising Local Residents of Estate Inspections and the Production of Action Plans
4.1
We will advise local residents of the date and time of estate inspections, to enable
residents to participate and identify issues of concern to them.
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4.2
We will produce an action plan following each estate inspection, which will be placed
on an appropriate section of our website. The action plan will show the tasks
resulting from the inspection and the responsibility for completing them.
Risk Implications
5.1
The failure to undertake regular inspections of housing estates and take action to
address issues identified during inspections will potentially lead to the quality of the
environment of the estates deteriorating, tenants and residents commencing action
against the Council and damage to the Council’s reputation.
Financial Implications
6.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
6.2
The Council will need to ensure that the procedures and the actions it takes following
estate inspections, help maintain a high quality living environment in the most
efficient and cost effective manner possible.
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PART 10
GARAGES
Introduction
1.1
The Council will let and manage garages on housing land in such a manner as to
maximise income whilst ensuring an efficient and effective service for garage
tenants.
Letting of Garages
2.1
The Council will accept applications from all residents of Stroud District for the
tenancy of garages located on land on housing estates. All applicants must complete
our application.
2.2
We will advertise vacant garages on-line, setting out the location of the garage, its
weekly rent and a deadline time and date for the receipt of bids for the garage.
2.3
Registered applicants must apply for the tenancy of a vacant garage on line.
2.4
We will determine who will be offered the tenancy of the vacant garage on the
following basis:
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first preference will be given to existing council tenants who are not existing
garage tenants;
where there is more than one council tenant, who are not garage tenants, who
have bid for the vacant garage, we will offer the tenancy of the vacant garage to
the tenant who lives on an estate closest to the vacant garage;
where there is more than one council tenant, who are not garage tenants, who
have bid for the vacant garage, who both live either on the same estate or on
estates equal distance from the vacant garage, we will offer the tenancy of the
vacant garage to the tenant whose application has been registered for the
longest period;
where no existing council tenant is on the waiting list for the vacant plot we will
let it to the applicant, who is not an existing garage tenant, whose application has
been registered the longest;
2.5
Management of Allotment Sites
3.1
All applicants offered the tenancy of a vacant garage site will be required to sign our
garage tenancy agreement.
3.2
We will charge garage tenants a rent, payable weekly in advance. The rent will be
increased on an annual basis in line with the increase in council house rents.
3.3
We will incorporate garage sites into our programme of estate inspections. Where it
comes to our attention that the tenant has breached their tenancy agreement, we will
contact them and request that they remedy the breach.
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3.4
Where it comes to our attention that the tenant has continued to breach their tenancy
agreement, we will take further action which could include recovering possession of
the garage.
Risk Implications
4.1
The failure to let and manage garages on housing land could potentially lead to a
deterioration in the quality of the environment of housing estates and reduced levels
of rental income. Failure to comply with the council’s responsibilities, as set out in the
garage tenancy agreement could lead to action against the council and damage to
the Council’s reputation.
Financial Implications
5.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
5.2
The Council will need to ensure that the procedures for letting and managing
allotment sites provide an efficient and cost effective service.
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PART 11
GROUNDS MAINTENANCE
Introduction
1.1
The Council will ensure that work is undertaken on a routine basis to ensure that
communal grounds on housing estates are maintained to a high standard.
Management of the Maintenance of Grounds
2.1
The Council will let a contract for the maintenance of grounds on housing estates
from time to time, to ensure that it achieves best value.
2.2
We will publish details of the schedule of grounds maintenance work to all communal
land on housing estates, including the description of the work planned for each parcel
of land and the frequency that the work should be completed. The details of the
grounds maintenance work will be published on our website.
2.3
We will respond to complaints about the grounds maintenance service from tenants
and residents within 5 working days and pass the complaint onto the contractor.
Risk Implications
3.1
The failure to maintain communal land on housing estates to satisfactory standard
will potentially lead to damage to the Council’s reputation.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
4.2
The Council will need to ensure that the procedures it operates ensure that
communal grounds on housing estates are maintained to the highest possible
standard in the most efficient and cost effective manner possible.
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PART 12
PEST CONTROL
Introduction
1.1
The Council will take action to address pest infestations on communal land and will
work with tenants to address pest infestations in individual properties.
Pest Infestations on Communal Land
2.1
We will take action to address infestations of the following on communal land on
housing estates:
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rats
mice
cockroaches
ants
fleas
wasp nests
bees nests
silver fish
carpet beetles
wood lice
cluster flies
moths
Pest Infestations in Individual Properties
3.1
We will advise tenants that they are responsible for addressing pest infestations in
the property (home and garden) they rent from us. We will advise tenants where they
can go for help in tackling the infestation and the likely costs of work.
3.2
Where the behaviour of the tenant or their household is identified as a probable
cause of the pest infestation we will contact the tenant and advise them of this view
and request that they take appropriate action to eradicate the infestation and prevent
further occurrences.
3.3
Where the tenant has failed to act in a reasonable time we will take further action to
remedy the situation.
Risk Implications
4.1
The failure to address pest infestations on communal land on housing estates will
potentially lead action against the council, a fine and damage to the Council’s
reputation. Failure to address pest infestations in individual properties could lead to
nuisance to neighbours and damage to the council’s reputation.
Financial Implications
5.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
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5.2
The Council will need to ensure that the procedures it operates ensure that instances
of pest infestation on communal land on housing estates and within the cartilage of
the homes of tenants are addressed in the most efficient and cost effective manner
possible and in such a way as to minimise nuisance to tenants.
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PART 13
PETS
Introduction
1.1
The Council accepts that keeping pets offers significant benefits to their owners and
therefore encourages it. This policy is intended to outline the conditions under which
tenants may keep animals in our accommodation and is based upon best practice.
Consent for Keeping Pets and their Management in our Homes
2.1
Tenants must apply to us for consent to keep pets in their homes. We will base our
consent for keeping pets, including their number on guidance provided by the
Parliamentary Pet Advisory Committee (Guidelines on Pet Management for Housing
Providers 2nd Edition).
2.2
Any tenant who exceeds the number of pets permitted by their tenancy agreement
may have enforcement action, including eviction, taken against them.
2.3
All pets must be permanently identified by microchip or tattoo and the identification
details must be registered with us. To comply with current legislation dogs must also
wear a collar and tag. Cats should be neutered.
2.4
Dogs listed in the Dangerous Dogs Act 1991 and any animal listed in the Schedule of
the Dangerous Wild Animals Act 1976 may not be kept. The keeping of such animals
will in all cases be viewed as a serious breach of tenancy and will result in action
being taken.
2.5
Tenants are responsible for the health and welfare of their pets, their day to day
management and care.
2.6
Tenants must not breed any animal kept in our property or offer any animal for sale
from the property under any circumstances.
2.7
Tenants are responsible for the control of their pets and any pets visiting the
property.
2.8
Tenants wishing to construct outside accommodation for their pet, other than a hutch
and exercise pen for small mammals, must first seek written permission from us. An
application for such permission must include plans of the proposed construction and
detail the species to be kept. We will respond within 28 days of the tenant’s written
request for consent. Where we refuse consent we will clearly state the reasons why
we have done so.
2.9
No pet should be left in the property when the tenant is away unless clear
arrangements have been made to provide adequate care.
Tenants must sign up to a pet policy agreement from April 2014 if they reside in a
sheltered unit or a communaly served block of flats
2.10
Risk Implications
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3.1
The failure to implement the pets’ policy will potentially lead to nuisance caused by
pets owned by council tenants and damage to the Council’s reputation.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
4.2
The Council will need to ensure that the procedures it operates ensure that the pet’s
policy is implemented in the most efficient and cost effective manner possible.
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PART 13
PROPERTY INSPECTIONS AND THE DETERIORATION OF PREMISES
Introduction
1.1
The Council will inspect the homes of tenants on a Bi Annual basis to ensure that
they are complying with their conditions of tenancy. Where tenant’s actions result in
the deterioration of the premises we will take action to tackle this problem.
Property Inspections
2.1
We will visit the homes of new tenants within the first six weeks of their tenancy, to
establish how well they are settling in and to answer any questions they may have
about their home, their tenancy and their neighbourhood.
2.2
We will visit the home of every tenant once every two years. Where a concern has
been raised in the meantime we will action as follows:





following report or complaint from a neighbour;
if information about poor standards is received from a contractor working on our
behalf;
if issues are identified by Housing staff during an estate inspection e.g. rubbish
bags accumulating outside a property may indicate there are issues with the
internal standard of the property;
if issues are identified by Maintenance staff during the course of their work.
If issues are identified by support providers or other relevant agency
we will carry out a thorough inspection of the property to ensure that the tenant is
complying with their conditions of tenancy.
2.3
We will provide the tenant with written notice of our intention to inspect the property.
Where the tenant fails to provide us with access to their home, following the provision
of notice to inspect the property, we will take action to secure access to undertake
the inspection.
Deterioration of Premises
3.1
Where it is found that the tenant is failing to comply with their conditions of tenancy,
in particular failing to maintain the home in good condition, we will write to them
advising them of the work they need to carry out and the timescale for its completion.
3.2
Where the tenant fails to comply with our requests for work to be completed in a
reasonable timescale we will take further action. The action we take will be
proportionate to the issues presented by the tenant but could include one or more of
the following:



follow up visits
referral to other agencies e.g. Environmental Health, Social Services, Support
providers
action against the tenancy e.g. undertakings or injunctions, or possession
proceedings.
Risk Implications
4.1
The failure to inspect council homes on a regular basis will potentially lead to the
some properties deteriorating at a significantly faster rate than would be the norm,
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potentially causing nuisance and annoyance to neighbours, harming the council’s
reputation.
Financial Implications
5.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
5.2
The Council will need to ensure that the procedures it operates ensure that
properties are inspected and action taken in the most efficient and cost effective
manner possible.
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PART 14
REMOVAL OF LITTER
Introduction
1.1
The Council will act to remove litter from communal land on housing estates, to
ensure that our estates provide a high quality living environment.
Removal of Litter
2.1
Where we receive a complaint from a resident about an accumulation of litter on
communal land on one of our estates we will comply with the provisions of the Code
of Practice on Litter and Refuse which accompanies Part IV (section 89) of the
Environmental Protection Act 1990 and remove the litter within one working day. ? is
this correct
2.2
Where we are made aware of the name of the person who deposited the litter on our
land we will take further action against the person.
Risk Implications
3.1
The failure to address litter on communal land on housing estates will potentially lead
to the service of a Litter Abatement Order, a fine and damage to the Council’s
reputation.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
4.2
The Council will need to ensure that the procedures it operates ensure that instances
of littering on communal land on housing estates are addressed in the most efficient
and cost effective manner possible.
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PART 15
UNAUTHORISED OCCUPATION OF COUNCIL HOUSING
Introduction
1.1
Where the Council becomes aware that properties it owns and manages have been
occupied by persons who do not have our authorisation to occupy the property, we
will take firm and prompt action to remove the unauthorised occupiers from the
property.
Action to Remove Unauthorised Occupiers
2.1
We will put in place arrangements for our staff and service users to report
unauthorised occupancy.
2.2
Where it is brought to our attention that accommodation is being occupied by
persons who have not received the authorisation of the council, we will institute
proceedings to recover possession.
2.3
Where the court grants us possession and the occupier has failed to vacate the
dwelling, we will apply to the court for a warrant for the occupier’s eviction.
Risk Implications
3.1
The failure to address unauthorised occupation will potentially create a loss of rental
income and cause damage to the Council’s reputation.
Financial Implications
4.1
The Council will need to be mindful of the need to ensure that its staffing
establishment is sufficient to implement the Council’s policy effectively.
4.2
The Council will need to ensure that the procedures it operates ensure that instances
of unauthorised occupation tenancies are addressed in the most efficient and cost
effective manner possible.
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PART 9
EQUALITIES
Introduction
1.1
The Council is committed to giving an equal service to all. Any action taken under
this policy will comply with current equalities legislation.
Procedures and Practices
2.1
The Council’s staff and contractors will operate in such a way to ensure that their
procedures and practices are sensitive to the needs of individual residents and to
ensure that they do not discriminate and act in accordance with the Equalities Act
2010 which includes the 7 strands below:







2.2
ethnicity
age
disability
religion or belief
gender
sexual preference
gender identity
Enforcement of the Estate Management Policy will from time to time need to be
tailored to meet the needs of individuals, for example the approach to addressing the
condition of an individual property may vary from case to case because of the
vulnerability of the tenant. All cases will be considered on an individual basis.
Information
3.1
The Council will in all reasonable circumstances make information available in a
variety of information formats, including:




3.2
braille
large print
audio tape/CD
community languages
Where specialist services are required to ensure that information is accessible to the
tenant or member of their family, we will ensure that these are made available.
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PART 10
PERFORMANCE MONITORING
Introduction
1.1
The Council will monitor its performance in delivering its Estate Management Policy
to ensure that the service is delivered effectively.
Performance Monitoring
2.1
To help achieve the Council’s aim of ensuring continuous improvement in the
services it provides and to ensure that it meets all statutory obligations, the Council
will put in place systems and processes which allow it to monitor and evaluate
performance.
2.2
The Council will constantly monitor service standards and its achievement of targets
in relation to the delivery of its Estate Management Policy.
2.3
The Council will continually review its services by measurement against the
performance of other social housing providers, with the aim of achieving continuous
improvement and to ensure compliance with best practice
2.4
The following information will be reported annually to the Tenancy Managemnt
Service Development Group (SDG) and the Stroud Council Housing Forum (SCHF)





2.5
the % of tenants who are satisfied with estate management services
the % of tenants in flats who are satisfied with the cleaning of communal areas
the % of tenants who are satisfied with grounds maintenance work
number of times the council has secured emergency access to tenanted property
without the tenants consent
number of times action has been taken to remove unauthorised occupiers
We will ensure that appropriate performance information in relation to the
performance of the Estate Management Policy is published on our website and in the
tenant’s newsletter.
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PART 11
REVIEW OF ESTATE MANAGEMENT POLICY
1.1
This policy will be reviewed by the Council every three years unless there is a
change in legislation or regulation.
1.2
Where there has been a change in legislation which has an impact on the policy, the
policy will be reviewed within 3 months of the legislation or regulation coming into
affect.
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PART 12
APPROVALS
Date approved by the Housing Management Forum:
xxth October 2010
Date approved by the Council:
xxth November 2010
Date for review of the policy:
November 2011
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