Introduction

Phoenix Community Housing (Phoenix) aims to be open, honest and clear about all aspects of its business.  This is particularly important when it concerns allocating properties in the Phoenix area. Phoenix will ensure that communication and publicity of its allocations policies and local letting scheme explain simply and clearly what the processes are and how priorities have been reached. 

Phoenix will ensure that this policy complies with the Housing Corporation's Regulatory Code – in particular  Sections 3.5 and 3.6.

Phoenix will ensure that in implementing this policy, it will use its housing stock effectively to meet the housing needs of applicants and tenants and to develop and maintain sustainable and stable communities.

The aims of the policy are:

To meet the housing needs of applicants and tenants by –

·        giving reasonable preference to those in housing need;

·        implementing a local lettings policy to address the particular housing needs in the Phoenix area

·        maximising the choices available to applicants and tenants;

·        improving the information available to applicants and tenants to enable them to make an informed choice;

·        balancing the needs of the individual with the needs of the wider community;

·        working closely with Lewisham Council and other relevant agencies, e.g.  Health Services, the Police and other social landlords etc. in assessing an individual's need for rehousing, and making the best match within available resources.

Phoenix will ensure that a copy of the full policy or a summary of it can be made available to any applicant or tenant requesting it. Each applicant for housing will also receive a copy of the Housing Corporation's publication ‘A charter for housing association applicants and residents', which sets out what applicants (and tenants) can expect from their landlord.  

Phoenix will ensure in implementing this policy that its obligations under charity law and pursuant to its charitable objects are met, and will therefore make every effort to see that those who are in need by virtue of their financial hardship, old age or infirmity are provided with accommodation and relevant associated facilities.

Policy Statement

Phoenix is committed to: -

·        Working with Lewisham Council to assess local housing needs and to assist the Council in fulfilling its statutory duty to secure accommodation for people in housing need.

·        Ensuring that its accommodation is made available equally to all sectors of the community irrespective of ethnic background, race, religion, gender, disability etc. Phoenix will take account of legislation, its equality and diversity policy and good practice in this area, such as the Commission for Racial Equality's code of practice.  To ensure that this is achieved Phoenix will monitor all of its applications and report to the Board and local area boards on a quarterly basis.

·        Keeping the void period of any empty property to a minimum to maximise use of stock and rent monies due to Phoenix. By keeping the levels of vacant properties to a minimum, this will also contribute to maintaining stable and sustainable communities.

·        Ensuring the social inclusion of vulnerable people in society by the fair application of this policy in conjunction with best practice.

·        Ensuring that throughout the letting process staff pay attention to appropriate legislation and good practice such as the Human Rights Act 1998, the Data Protection Act 1998, equal opportunity legislation and best practice.

Phoenix will ensure that, where permitted by its charitable objects, it gives reasonable preference to:-

·        People occupying unsanitary or overcrowded housing or otherwise living in unsatisfactory conditions

·        People occupying housing accommodation which is temporary or occupied on insecure terms

·        Families with dependent children

·        Households consisting of or including someone who is expecting a child

·        Households consisting of or including someone with a particular need for  accommodation on medical and welfare grounds

·        Households where social or economic circumstances are such that they have difficulty in securing settled accommodation

·        Persons owed a duty under homelessness legislation

Assessing Housing Need in the Phoenix Area

Phoenix will carry out a comprehensive assessment of the housing needs in the area, not only for Phoenix and social housing residents, but private sector residents too.  This will provide a clear picture of the true housing need in the area and assist Phoenix determine how best to use its housing stock to meet current and long-term housing demand.

Applying to Phoenix for housing

Phoenix will provide applicants with as much information and advice as possible, to enable them to complete their application form and consider their housing options. Anyone who applies to Phoenix  may see a copy of their entry on request. They will also be given information to assist them to assess when an offer is likely to be made to them.

Supporting Evidence.

Phoenix will, however, in accordance with its general approach to dealing with anti-social behaviour ensure that each application is closely scrutinised. This will require the applicant to produce: -

·        Proof of identity

·        Birth and marriage certificates

·        References from existing landlords regarding the tenants conduct of tenancy (consent for this information will be given on the housing application form)

Phoenix Officers will also carry out home visits to confirm proof of residence.

Phoenix will reserve the right in accordance with the Data Exchange Agreement and with the applicant's permission to investigate any background of criminal activity that may inform or influence the potential allocation of Phoenix property.  However each case would be assessed on a individual basis and in accordance with the Phoenix equality and diversity policy.

Notification and Right To Review

Phoenix will notify in writing any applicant of the reasons for their exclusion, and will inform them of their right for a review of the decision. Any request for a review of the decision will be considered by a person not involved in the original decision,  which in these circumstances will be the Housing Manager  or Operations Manager. The outcome of the review will be confirmed in writing to the applicant.

Allocating Properties

Choice-based lettings

Phoenix will operate a choice-based lettings scheme that enables housing applicants to identify which empty properties they would want to be considered for.  Phoenix will explore the potential benefits of joining the ‘Homesearch' scheme (currently used by Lewisham Council) for the allocations of its properties.  

Phoenix will ensure that any allocation of accommodation is in accordance with its equality and diversity policy.

Local lettings policy

In recognition of the high demand for housing, particularly from overcrowded households in the local area, Phoenix will introduce a local lettings policy to provide Phoenix residents with an opportunity of securing a bigger property to meet their housing needs.

The local lettings policy will mean that some of the properties that become empty will only be available to residents living in the Phoenix area.  This will directly help those tenants that Phoenix consider have a priority for housing, for example those who are over-crowded.

Under-occupation scheme

Phoenix will explore new ways to promote and encourage under-occupying tenants to move to smaller properties through its under-occupation scheme. The scheme would provide a personal transfer service arranging and paying for the tenant's removals as well as other removal costs, (e.g. the disconnection and reconnection of domestic appliances such as cookers and washing machines and the redirection of mail) . In addition Phoenix would consider providing specific support and assistance to the tenant where needed for example assistance with packing.  Phoenix would also provide cash incentives for tenants to move based on how many bedrooms they are giving up.

Phoenix would also pursue additional  funding to develop housing schemes of smaller bedroom properties in the Phoenix area to increase the supply of properties for under-occupying tenants to move to.

Mutual Exchanges

Phoenix recognises the importance of supporting and strengthening the local community. It recognises that many people who were previously resident or have links with the area want to move back to be part of this strong and friendly community, but may not have sufficient priority to be rehoused in the area.  Phoenix will promote the mutual exchange scheme as a way of assisting people to locate a home in the area.  This could involve enhancing the mutual exchange scheme through advertising and improving the promotion of the scheme, as well as informing and advising tenants on the application process.  

Medical needs

Phoenix will ensure that all housing applicants (and/or members of their household's) medical needs are taken into account when they are considered for re/housing.  This may involve referral to an occupational therapist to assess what aids or adaptations are required or confirmation from Phoenix's medical advisor to assess their specific housing need.

Supporting Special Needs.

Phoenix will be supportive of housing applicants that have special needs,  such as young single people, those with mental health problems, disabled people and elderly people, 

Sheltered housing for people over 55 years:

Although there is no specific  sheltered housing for the elderly in the Phoenix area, there are several blocks of flats that are designated for people over 55 years. Each home in the designated older people's blocks is linked up to the ‘Linkline' service, a 24 hour community care line service for tenants to call for help in emergencies.

Empty properties

Priority will be given to keeping empty homes to a minimum and to ensure that they are kept secure and regularly checked when empty.

Phoenix will endeavour, where possible, to allocate properties before the current tenant moves out to reduce the amount of time the property is empty.  This approach will also avoid the problem of squatting (illegal occupation) as Phoenix would be able to move squatters out if there is an intended occupier signed up to the property.

Borough wide and national rehousing schemes

Phoenix residents can apply to Lewisham Council to be considered under its rehousing schemes.  Phoenix residents can also apply for the nationwide rehousing schemes such as ‘Fresh Start' (for rehousing mainly in the north of England and South Wales) and the Seaside & Country homes Scheme (for singles and couples 60 and over).  

Siblings sharing bedrooms

Phoenix will review policies concerning siblings sharing bedrooms.   For example Phoenix would look at the degree of the age gap to determine the suitability of siblings sharing.

Responsibility

The Director of Customer Services will be responsible for the implementation of  this Policy. This will include training of the appropriate employees in this policy and related policies including Equality and Diversity Policy.

The Director of Housing will also be responsible for ensuring effective links with Lewisham Council, other RSLs and other agencies at a strategic level to ensure that Phoenix can contribute to wider issues in relation to allocations and lettings.

Consultation

The Director of Customer Services will ensure that this policy continues to be developed and improved in accordance with the Phoenix's tenant participation and consultation Policy.

Review

Phoenix will review this policy regularly to ensure it is operating in a fair and consistent manner in accordance with the Phoenix's equality and diversity policy. The review will seek to ensure that objectives and targets are being achieved in line with Phoenix's standards in effectiveness, achievement of target timescales and value for money.   

In undertaking this review Phoenix will consult, in accordance with Phoenix's tenant participation and consultation policy, with: -

·        Lewisham Council

·        Local area boards

·        Tenant groups, representatives and consultative forums as appropriate

·        Phoenix tenants generally

·        Other registered social landlords (RSLs) in Lewisham

·        Any other relevant organisation

Performance

Phoenix  will provide ‘high level' performance information in this service area for monitoring purposes by the Board or a designated sub-committee.

Headline performance information will be reported to tenants and leaseholders on a regular basis, through a variety of means. More detailed performance information will be available upon request and as required.

Overriding principle

Notwithstanding anything contained in this document or any of the Associated Documents listed below, Phoenix cannot be obliged to take any action or refrain from taking any action which is not permitted by or otherwise in accordance with its charitable objects from time to time.

Associated Documents

Equality and Diversity Policy

Customer Care Policy and Procedures

Tenant Participation and Consultation Policy

Anti-Social Behaviour Policy

Allocation and Lettings Procedures

Phoenix Tenants Handbook

Policy on Elderly and Disabled Residents

Domestic Violence Policy

Harassment Policy