Tenancy Management Policy May 2024

The Council is committed to helping tenants to maintain their tenancy and offers a variety of ways to support tenants in achieving a successful tenancy. The Council aim to:

• Offer appropriate advice including financial inclusion and tenancy sustainment support either directly or by referral/signposting to external specialist agency
• Develop constructive partnerships with agencies that can assist with the provision of support and services to vulnerable residents
• Provide training for staff that equips them with the knowledge of support services available from other agencies and know how to access them
• Update and regularly review web services to ensure that there is clear, concise and easily accessible information for Council tenants on the points raised in this policy.

10.1 Tenancy Inspections

The Council will utilise tenancy inspections and neighbourhood reviews to engage with tenants to ensure that the Council are delivering a good quality service focussing on the quality of neighbourhoods.

Tenancy inspections are necessary to ensure tenants can live comfortably in their homes. The Council expect tenants to maintain their property in a reasonable condition at all times in accordance with their tenancy agreement. The Council will monitor to ensure that tenants keep to the terms of their tenancy agreement, taking appropriate action to resolve any breaches effectively.

During inspections particular attention will be paid to:

• Identify households who may require support or an intervention for example, hoarders
• Ensure the property and any gardens and outdoor space are in a good state of repair, and in a clean and tidy condition
• Ensure any outstanding repair or maintenance issues have been reported
• Ensure the property has not been damaged. Where malicious damage is evident, cases will be treated as a serious tenancy breach and the tenant(s) will be charged for any repairs or maintenance carried out as a result
• Identify where there have been any alterations, improvements or changes without consent
• Identify if any other tenancy condition appears to have been breached
• Identify if the property is being used unlawfully
• Ensure pets or livestock are not being kept without permission
• Identify changes to the household and update tenancy records
• Take photographs of tenancy holders to tackle tenancy fraud
• Pick up any neighbourhood issues
• Ensure that tenants are aware of the different ways of contacting us, promoting digital access and how they can be involved in tenant engagement activities.

If access is refused for a property inspection, the Council will follow its policy and procedures on access, which may result in court action against the tenant compelling them to give access or an eviction order.

10.2 Monitoring Introductory and Demoted Tenancies

All new Council tenancies will be introductory tenancies. The tenant will be monitored throughout the 12-month introductory or demoted tenancy.

Housing Officers will contact and visit introductory tenants throughout this 12-month period, specifically at 6 weeks and 6 months. At 6 months Housing Officers will complete a formal introductory tenancy review and assess whether the tenancy should be allowed to continue,extended, or terminated. This decision will take into account:

• Whether a tenant has paid their rent in full and on time
• Whether there have been reports of anti-social behaviour
• Whether there have been any breaches of tenancy.

10.3 Monitoring Secure Tenancies

To monitor secure tenancies, the Council will undertake a programme of tenancy inspections. All tenancies will be inspected at least once over a 5-year period, if issues or concerns are identified further inspections will take place at a frequency deemed necessary to resolve the issues.

The Council can inspect a Council home at any point. Tenants will be notified at least 24 hours in advance of a tenancy inspection-taking place.

The Council can carry out an unannounced tenancy inspection, in response to:

• Alleged damage to the property or significant disrepair
• Safeguarding concerns for the tenant; or any household members
• Suspected tenancy fraud.

Where tenancy breaches are identified the Council work with tenants to resolve them. If the tenant refuses to engage or amend their behaviour the Council will take enforcement action. The action will be proportionate to the circumstance, and the Council will always use the least severe measures to remedy the situation. Serious or persistent breaches will be escalated, and ultimately the Council will seek to obtain a possession order from the County Court.