Allocations policy

ALLOCATIONS POLICY

1. Policy Statement and Aims

1.1 This policy sets out how Castles & Coasts Housing Association (CCHA) will allocate our available rented homes, in a fair, transparent and efficient way, taking into account the housing need and aspirations of residents and potential residents, in line with relevant legislative and regulatory requirements.

1.2 The policy excludes the allocation of other tenure types, which are not rented, i.e. Shared Ownership, Rent to Buy and Outright Sale properties, and also successions or assignments of tenancies.

1.3 CCHA’s aim is to meet the aspirations of those in greatest housing need, and we will work together with Local Authority partners to give priority for re-housing to those people in the ‘reasonable preference’ categories of need prescribed by Government guidance, and to find joint solutions to address local housingneed.

1.4 Our policy is to treat everyone applying for housing fairly, being inclusive to all. We will provide additional support, where necessary, to ensure that everyone is able to apply for housing.

1.5 As well as addressing the needs of individuals, we intend our policy to have a beneficial effect on local communities, by contributing to the development of sustainable communities.

1.6 This policy covers all applicants whoregister an interest to apply for a CCHA home, either via a Choice Based Lettings (CBL) scheme or directly with CCHA. Where we are a partner of a CBL scheme, the specific Allocations Policy of the given CBL scheme applies. Details on geographical areas covered by a CBL scheme are outlined at Appendix 1.

1.7 This policy applies to both new applicants and existing residents who wish totransfer.

1.8 In some cases, applicants who apply for a CCHA home will be ineligible or unsuitable. These circumstances are defined in Section 6.

2. Relevant Legislative and Policy Framework

2.1 This Allocations Policy is aligned to the following legislation:

• Housing Act 1996 (as amended by the Homelessness Act 2002 and the Localism Act 2011)

• Equality Act 2010

• Housing and Regeneration Act 2008

• Localism Act 2011

• Welfare Reform Act 2012

• The Government’s Social Housing Allocations Guidance

• Immigration Act 2016

• Homelessness Reduction Act 2017

• Regulator of Social Housing’s Tenancy Standard

3. Definitions

3.1 The following definitions are used within this policy.

Definition

Choice Based Lettings

Castles & Coasts Housing Association

Allocations Policy - Version 1

Explanation

This scheme allows housing applicants to apply for available housing, in accordance with their needs and geographical preferences.

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

Section 106 Agreement

Local Lettings Policy

Nominations Agreements

Agreement for Tenancy

This is a Legal Agreement relating to conditions applied as part of the property or development’s Planning Permission, which sets out residency eligibility criteria.

This is a set of criteria which applicants of housing must meet, in specific geographical areas, usually where housing supply is low and demand is high.

This is an agreement whereby the Local Authority can nominate applicants for properties within a specific scheme. This is usually an agreed percentage of overallallocations.

This is an agreement where a tenancy is granted to an applicant under 18 years old. It allows the individual to occupy the property, ahead of them turning 18. An appointed Guarantor acts as a representative of the resident, until that date, and guarantees compliance with the conditions set out within the Tenancy Agreement.

4. Eligibility

4.1 Social housing is primarily allocated to those people in housing need under Section 69 of the Housing and Regeneration Act 2008. An individual’s circumstances will be considered at the point of application and as identified at Pre-Tenancy Assessment stage.

4.2 The following eligibility criteria applies to applicants of CCHA’s rented homes:

• Anyone who is over the age of 18, and is a UK resident, with the right to live and work in the UK, with recourse to public funds.

• Anyone who is between the age of 16and 18 years old may apply for housing, subject to providing details of a Guarantor, who will agree to the adherence to the obligations under the agreement for tenancy granted to the individual, until the resident turns 18 yearsold.

• Existing residents of CCHA homes can register for a transfer to another property, where there is a housing need. Normally, they will only be eligible if they have an up to date rent account and have conducted their tenancy in line with their obligations within the Tenancy Agreement. However, exceptions may be made. In these cases, the resident will be required to pay or agree a reasonable Repayment Programme in respect of financial arrears, as a term of their new tenancy.

5. Affordability

5.1 As a responsible landlord, CCHA must establish that prospective residents are able to sustain a tenancy, before we offer them a home. A Pre-Tenancy Assessment will, therefore, be carried out prior to the offer of a tenancy. This will assess the applicant’s ability to afford and sustain atenancy.

5.2 Where it is clear that an applicant would be in financial difficulty, if they wereto be offered the property, and effectively not be able to sustain a tenancy, CCHA may decline the tenancy. Alternatively, CCHA may offer additional support, to help the applicant access support and advice, to assist them to access housing which is affordable and sustainable.

6. Applicants Who Are Ineligible

6.1 Applicants who meet the following criteria are ineligible to apply for CCHA’s rented homes:

• Applicants without the right to rent, as defined under the provisions of the Immigration Act 2016, are ineligible to apply for social housing.

• Owner occupiers will be allowed to register their interest for a CCHA rented home. However, the priority banding they are awarded will depend on an assessment of their financial means and their ability to purchase suitable accommodation or remain in their current home.

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

6.2 CCHA expects applicants registering for housing to be able to meet the standards of behaviour required of them by our Tenancy Agreements. Where an applicant’s current behaviour indicates that they would be unsuitable to be a resident, they will not be eligible to register, until they can evidence that they have engaged with relevant support and/or there has been an evidenced period of changed behaviour. Where possible, we will signpost people to relevant support agencies.

6.3 Local Authorities can treat a person as ineligible where they, or a member of their household, has been guilty of behaviour serious enough to make them unsuitable to be a resident and, at the time of the application, the applicant is still unsuitable to be a resident. We agree with, and will adopt, this approach.

6.4 Unacceptable behaviour includes, but is not limited to:

• Anti-Social Behaviour (ASB)

• Racial harassment and other hate related crimes

• Criminal behaviour

• Violence

• Violence or threats of violence to staff or the agents of contractors or partner organisations

• Serious housing related debt

6.5 We will not exclude applicants unless we have followed the 3 steps below to be considered before making that assessment:

1) Is the behaviour unacceptable?

The ASB need not have led to possession, prosecution or other enforcement action by a statutory agency, provided that, on the balance of probability, the household is responsible.

2) Is the unacceptable behaviour serious enough to make the applicant unsuitable as a resident of the landlord?

Where there would be entitlement to a Possession Order, CCHA will need to ensure that the behaviour was serious enough to make the person unsuitable to be a CCHA resident.

3) Is the behaviour current or has it improved?

Unacceptable behaviour will be behaviour at the time the application is considered. Previous unacceptable behaviour may not justify a decision to consider the applicant as unsuitable, if that behaviour can be shown to have improved.

6.6 Where all 3 steps of the above assessment have been satisfied, an applicant may still be deemedas ineligible, if:

• an applicant has provided false information or deliberately withheld information in connection with their application.

• an applicant owes money for housing related debt. This is usually where the outstanding debt is over £1,000 or where there has been no active engagement or attempt to repay the outstanding debt.

• legal proceedings are underway to end an existing tenancy. This includes the service of a Notice of Seeking Possession, because of the resident’s breach of a condition oftenancy.

• after inspection, we consider an applicant’s current CCHA property to be in an unacceptable condition.

& Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

6.7 If an applicant is a resident of CCHA and they request a transfer, we will, generally, not consider the application, unless there is an established housing need. We will consider each individual transfer application according to the circumstances of the case.

6.8 CCHA will not adopt a ‘blanket ban’ approach. The decision on whether an applicant is deemed to be ineligible, will be made on a case by case basis.

6.9 Where an applicant is deemed to be ineligible, they will be given the reasons for that decision and will be informed of their right to appeal thedecision and, also, the process of appeal.

7. Housing Applications from CCHA Staff, Board Members and their FamilyMembers

7.1 In line with CCHA’s Employment, Housing and Contract Awards to Staff, Members and their Family Members Policy, we ask applicants to provide details, on their application, as to whether they havea connection to CCHA. A connection includes the following:

• they are employed by CCHA, either directly or as a sub-contractor or agent.

• they are a director, owner, Board Member, trustee or has some other controlling or financial interest in the Association.

• they hold shares in the Association or has some other financial stake or interest in its success.

• if there is some other connection or link that a reasonable person could take to create a conflict of interest.

7.2 Where the above applies, the Chief Executive will assess the housing application, to ensure the applicant has the greatest need for the property, over any other applicants for the property.

8. Property Type Eligibility

8.1 Usually, we will not offer accommodation which does not meet an applicant’s identified housing need, i.e. a property too small or too big for the household. However, discretion may be applied, under exceptional circumstances.

8.2 We will, generally, offer the following sizes of properties to the following types ofapplicants:

Property Type

Bedsit / 1 bedroom property

2 bedroom property

3 bedroom property

4 bedroom property

Household Type

• A single person

• A couple

• A couple with 1 child

• A single person with 1 child

• A couple with 2 children

• A single person with 2 children

• 2 single people

• A couple with 2 or 3 children

• A single person with 2 or more children

• A couple with 3 or more children

• A single person with 3 or more children

Please note that the household composition is dependent on the age and sex of children, in line with size eligibility criteria used to assess benefit criteria for housing costs.

9. CBL, Nomination Agreements and Section 106 Agreements

9.1 CCHA is committed to working in partnership with relevant Local Authorities, through joint housing application and allocation schemes, including CBLs and Nominations Agreements, where these are applicable.

9.2 Where Section 106 Agreements or Local Lettings Policies apply to CCHA properties, we are required to allocate within the terms of these, for example, specific local connection or age restrictions. Where these agreements are preventing the prompt allocation of a property, or scheme, we will negotiate with the Local Authority to widen the criteria, where possible, in order to meet current housing need within the area.

10. Direct Application Process

10.1 In geographical areas where CCHA properties are not allocated through a designated CBL scheme, or where CBL systems become unavailable or obsolete, we operate a direct application and waiting list process for the allocation of properties in these areas. In addition, we also liaise with Local Authorities in these areas, as required, where there are Nominations Agreements in place.

11. Managed (Direct) Allocations

11.1 In some exceptional circumstances, a property will be allocated directly to an applicant outside ofthe Allocations Policy. There are two instances wherea managed allocation ismade. The first being where CCHA has a legal obligation. This is where:

• a Court Order states that CCHA is obliged to provide a property.

• it is necessary to decant an existing CCHA resident to an alternative property, due to major repairs, health and safety reasons, demolition, fire or flood.

11.2 The second being, where a sensitive allocation is required, dueto theperson’s previous history, where there is an urgent need for housing, and it would cause serious hardship or risk to the applicant. This is where:

• current residents who are at imminent risk of violence and are to be housed through a witness protection programme.

• vulnerable residents who are to be housed as part of a multi-agency protocol, where a full support package is in place.

• an existing resident is required to move to make best use of stock and suitable accommodation has not been secured through the Allocations Policy, e.g. to make available a fully adapted property, urgently required by a priorityresident.

• there is a need agreed between housing and Adult Social Care or Children’s Services to provide a specific property for vulnerable individuals. For example, where a property is required for people with learning disabilities to live together withsupport.

• a sensitive allocation is required for a particular property because of previous issues of drug dealing, violence, public protection or ASB.

• a risk to the sustainability of a current tenancy is identified and a move to a smaller property would be mutually beneficial.

Please note that the above list is not exhaustive.

12. Assessing Housing Need

12.1 We will give reasonable preference to the following categories of housingneed:

• People living in unsatisfactory conditions, i.e. unsanitary or overcrowded.

• People whom the Local Authority have accepted as statutorily homeless under the Housing Act 1996 and to whom they owe a continuing duty to house.

• Households consisting of, or including someone with, a particular needforrented accommodation on medical or welfare grounds, including grounds related todisability.

• People who need to move to a particular locality in the district of the housing authority where failure to meet that need would cause hardship to themselves orothers.

12.2 CCHA’s rented homes are allocated on a points based system, in accordance with housing need. The table at Appendix 2 provides a detailed overview of the points system.

13. Mutual Exchanges and Transfers

13.1 CCHA will support existing residents who wish to move through a transfer and/or a mutual exchange.

13.2 Residents have the right to exchange accommodation with certain other CCHA residents, residents of other housing associations and Local Authorities. Residents must obtain prior written approval from us.

13.3 CCHA has the right to refuse a transfer or mutual exchange. Section 6 outlines the circumstances in which a tenancy would be ineligible. In addition, where an existing resident has a Starter Tenancy or a tenancy which is less than a year old, this is also likely to be ineligible.

14. Housing Fraud

14.1 Social housing fraud is a criminal offence, and anyone found to have deliberately provided false information, or withheld information as part of a housing application, will be denied a tenancy and, CCHA will report this to the Police, as necessary.

14.2 If we discover this type of irregularity at the offer stage, we will withdraw the offer. A tenancy found to be obtained by deception, may also be at risk of repossession.

15. Cross References and Future Policy Review

15.1 This policy will be applied in conjunction with the following CCHA policies and procedures:

• Anti-Social Behaviour Policy

• Decant Policy

• Domestic Abuse Policy

• Equality & Diversity Strategy

• Empty Property Management Policy

• Employment, Housing and Contract Awards to Staff, Members and their Family Members

• Safeguarding Policy

• Tenancy Policy

15.2 The Allocations Policy will be reviewed in light of any new legislation or Regulatory Standards or every 3 years, whichever comes first.

& Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

CBL SCHEMES

1. North East

1.1 In the North East, there are several CBL schemes in operation. These are:

• Northumberland Home Finder - properties located in Northumberland

• Tyne and Wear Homes - properties located in Newcastle, North Tyneside, Gateshead and South Tyneside

• Durham Key Options - properties located in Durham

• Compass - properties located in Darlington

• North Yorkshire HomeChoice - properties located in North Yorkshire

2. North West

2.1 In Cumbria, CCHA is a partner of Cumbria Choice, which is a sub-regional CBL scheme. All of CCHA’s rented properties in Cumbria are advertised and allocated on Cumbria Choice and in accordance with Cumbria Choice’s Allocations Policy.

2.2 CCHA’s properties in Lancaster are advertised and allocated via Lancaster City Council’s Ideal Choice Homes scheme. The scheme operates according to a Nominations Agreement between the Council and the partners, including CCHA.

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

POINTS ALLOCATION

Circumstance

Statutorily Homeless

Reason for Priority Band Assessment

If you are homeless or threatened with homelessness, you should initially contact your Local Authority. If you are accepted as statutorily homeless by them, and an obligation exists for them to provide permanent accommodation.

(Proof from the Local Authority will be required).

Threatened with homelessness If you have received a Notice to Quit, a Notice of Intention to Seek Possession from your landlord/employer or you are to be discharged from hospital, prison or the armed forces, 28 days prior to expiry of the notice.

(Proof from the Local Authority will be required).

Non-Statutorily Homeless If you are homeless or threatened with homelessness and are accepted as such by the Local Authority, but do not have a priority need as defined by the legislation.

Non-Secure Tenure

Local Authority Actions

(Proof from the Local Authority will be required).

• If you are living with family or friends and do not have the right to permanent or long-term security of tenure.

• If you are living in temporary accommodation such as bed and breakfast or a council run hostel for homeless families and donot have long term security of tenure

• If you are living in accommodation that is provided with your job

• If you are living in private accommodation under an“assured shorthold tenancy” or a licence

Your home is subject to a Compulsory Purchase Order. Points are awarded when the Purchase Order is confirmed.

1000 Points

500 Points

500 Points

75 Points

Points 75 Points

Points

500 Points Domestic Abuse If you are at risk of abuse or violence in your present home from someone who is part of your household or who is associated with your household, e.g. through a previous relationship, kinship or friendship with an ex-partner, and there is no accommodation which you could reasonably be expected to occupy.

For the definition of Domestic Abuse, please refer to the Domestic Abuse Policy.

1000 Points Hate Crime/ Harassment

*(This should be substantiated by your current landlord or Police reports).

If you or a member of your household is experiencing hate crime in or around your present home.

500 Points Severe Harassment

If you or a member of your household has been singled out for ASB, which makes living conditions intolerable, e.g. threats of violence, which may be carried out.

75 points

*(This should be substantiated by your current landlord or Police reports).

Other Levels of Harassment

If you or a member of your household is experiencing harassment of other kinds which are of a lower intensity or shorter duration and which

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

10 points

Relationship Breakdown

Overcrowding

UnderOccupation

Suitability of Present Accommodation

Lacking or Sharing Facilities

Reason for Priority Band Assessment Number of points awarded

are unlikely to result in physical violence, e.g. a low level of neighbour dispute, which is unlikely to be resolved by mediation or any other means.

If you are living with a former partner where a relationship has irretrievably broken down.

We consider that a separate bedroom is necessary for:

• Each couple living together.

• A parent in a single parent family.

• Each person aged 16 years and over.

• Each child aged 10 or over who would otherwise have to share a bedroom with a child of the opposite sex.

• Any other child.

In addition, we consider that in no household should more than two people have to share a bedroom.

If you are a resident of any landlord and your present accommodation is too large, we will award:

• if under-occupying by 1 bedroom

• if under-occupying by 2 bedrooms or more

(Please note you will not be awarded these points if the property which you occupy now is the same size as the property you are applying for).

• If you are a family with children under the age of 10 living wholly above the ground floor and would benefit from being housed in ground floor accommodation.

• If you have an evidenced medical need and living whollyabove the ground floor, without the use of a lift.

• Lacking or Sharing Facilities;

• Kitchen or cooking facilities

• Fixed bath or shower

• Inside toilet

• Hot water supply

• Permanent heating

• Electricity

Disrepair If your home is in a very poor state, as deemed by on Officer of the Local Authority under the Housing Health and Safety Rating System (HHSRS), as defined under Part 1 of the Housing Act 2004. e.g.:

• It is severely damp

• The roof or walls are leaking

• The electrical wiring is dangerous

• The window frames, doors or other woodwork is rotten

Health or Medical Factors

We will award points on one ground only:

• Where evidenced, you cannot use part of your home due to illhealth ordisability.

• Where evidenced, your ill-health or disability is made worse by the conditions under which you are living and moving to suitable accommodation would significantly improve your housing situation.

• Where evidenced, your health or disability is made worse by the location of your property and moving to suitable accommodation would significantly improve your housing situation.

A form will be sent out to you to complete if you indicate that you or anyone in your household, who is to be re-housed with you, has health

75 points

40 points (for each bedroom you are assessed as needing but do not have)

40 points 60 points

Circumstance Reason for Priority Band Assessment Number of points awarded or medical problems, which are adversely affected by your current housing circumstances. This information will be used to determine your points award.

Social Circumstances

Applicants who’s economic, or social and welfare needs, are reducing their prospects of securing and maintaining rented accommodation:

• Partners or members of the family who would otherwise live together but are forced to live apart.

• An applicant wishing to live nearer relatives to provide or receive support will be awarded (an address of relatives will be required, along with evidence information on the support provided).

• If you are a family with dependent children and/or you are pregnant (receipt of MATB1 Form).

• If you wish to move closer to your children’s school.

Points

Accommodation with Careline or Other Emergency Alarm

Independent Living

This housing is provided to support applicants 55 years and above. They are able to live independently, but they have the comfort of knowing that a community alarm is available in case ofemergency.

This housing is provided to enable applicants over the age of 55 to maintain an independent lifestyle but with the benefit of having a Wellbeing & Compliance Assistant, to provide support, where needed, and, in addition, the back-up of an emergency alarm system.

CCHA will do its best to ensure that this accommodation is provided to people in most need of it, but only if the service it provides is appropriate to those needs.

(Applicants for Independent Living will be subject to an assessment of their housing and general support needs)

20 points

40 Points

• Please note that if an applicant is awarded points for homelessness, no further additional points will be awarded.

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

Guidance and Procedures for Applicants

Section 1 - Introduction and background

1. The geographical context in which we operate

1.1.1 CCHA have housing stock located throughout the North East and North West of England and use different Choice Based Lettings (CBL) Schemes to advertise and allocate its available properties to rent.

1.1.2 In the North East, there are several CBL Schemes in operation, namely:

• Northumberland Home Finder for properties located in Northumberland

• Tyne and Wear Homes for properties located in Newcastle, North Tyneside, Gateshead and South Tyneside

• Durham Key Options for properties located in Durham

• Compass for properties located in Darlington

• North Yorkshire HomeChoice for properties located in North Yorkshire

1.1.3 There are some Local Authority areas that do not offer CBL Schemes therefore, CCHA will continue to allocate its vacant rented properties according to its own Allocations Policy and procedures.

1.2 In the North West

1.2.1 Since May 2011, in the North West, CCHA has been a partner of Cumbria Choice, a sub-regional CBL Scheme covering the whole of the county of Cumbria, of which we are a partner Association.

1.3 Cumbria Choice

1.3.1 The 6 district councils in Cumbria have adopted a common housing application, a common Housing Register and a common Allocations Policy so that customers are assessed on the same basis and have the same access to apply for any social housing vacancies which arise in the stock of the 13 Registered Providers, including CCHA

1.3.2 CCHA will advertise the majority of its vacant properties on Cumbria Choice and select a successful applicant for a tenancy according to the Cumbria Choice Allocations Policy located at http://www.cumbriachoice.org.uk

1.3.3 In addition, we have properties located in Lancaster and Lancaster City Council introduced its own CBL Scheme at the end of 2011.

1.4 Lancaster City Council

1.4.1 Lancaster`s Scheme is called Ideal Choice Homes and it began in November 2011. Full details can be found at: http://www.idealchoicehomes.co.uk

1.4.2 The scheme operates according to a Nominations Agreement between the Council and the partners, including CCHA. Registered Providers offer up to 100% of their vacancies to the Council (with a minimum level set at 50%).

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

1.4.3 The Nominations Agreement, details in full, the process to be followed. CCHA notifies the Council of upcoming vacancies. The Council advertises the vacancies, identifies appropriate candidates from their Housing Register according to their degree of housing need and sends us the details of their preferred nominee(s).

1.4.4 CCHA then consider the applicants in the order presented to us. In exceptional circumstances, we can reject the first nominee and proceed to the second, with the agreement of the Council. Otherwise, we will proceed to arrange a Pre-Tenancy Assessment and make the formal offer of the tenancy.

2. Applying for a CCHA Property

2.1 Who can apply?

2.1.1 Anyone over the age of 16 can apply for housing. In the case of Independent Living (IL), the normal minimum age is 55.

2.1.2 As minors cannot hold a tenancy, the normal course of action is to grant an agreement for tenancy until they are 18 with a guarantee given by an adult aged 18 years old or over, next of kin or by Social Services. The minor will sign the Agreement for Tenancy.

2.1.3 As well as people who apply directly to us, applicants are also referred to us, in the North East, through Local Authority nominations and Support Agencies and voluntary organisations.

2.2 Applicants not eligible for housing

2.2.1 Social housing is primarily allocated to those people in housing need, under Section 69 of the Housing and Regeneration Act 2008. An individual’s circumstances will be considered at the point of application and as identified at Pre Tenancy Assessment stage.

2.2.2 Applicants without the right to rent, as defined under the provisions of the Immigration Act 2016, are also barred from access to social housing.

2.2.3 We consider an applicant’s earnings (take home pay), their partner’s income, other sources of income, and savings or capital. We consider whether this means they could either afford to buy a property or rent on the private market, or whether they should be considered for social housing.

2.2.4 An applicant’s ability to buy a home will obviously vary for different sizes of home and this is considered when assessing eligibility.

2.2.5 Owner Occupiers (and those with the financial means to purchase property)

• Owner occupiers will be allowed to register and the banding they receive will depend on an assessment of their financial means and ability to purchase suitable accommodation or remain in their current home

• The decision will be made on a case by case basis and will be monitored for fairness

2.3 Registering for rehousing

2.3.1 Firstly, you are required to register and complete an online Application Form for the area you wish to live.

2.3.2 To register for a property via CBL, you need to register and complete an application with the relevant CBL Scheme, as shown in the table below:

& Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

In the North East

Area

Northumberland

Newcastle

North Tyneside

Gateshead

South Tyneside

Durham

CBL scheme to apply to for rehousing

www.northumberlandhomefinder.org.uk

www.tyneandwearhomes.org.uk

www.durhamkeyoptions.co.uk

Darlington www.compasscbl.org.uk

In the North West Cumbria www.cumbriachoice.org.uk

Lancaster

www.idealchoicehomes.co.uk

2.3.3 When you are accepted onto the relevant Housing Register, you will receive a letter with your registration number, date of registration and band (the priority you have been given for housing). You will need to keep this information safe, as you will need it in the future, when you start applying for properties.

2.3.4 When you complete your Application Form you must choose one Housing Association to administer your form. If you are a current or former resident of any of the partner Associations, then they must administer your application.

2.3.5 They will assess your priority for housing and review your application each year.

2.3.6 It is important that you notify them immediately of any change in your circumstances, as failure to do this may mean that you cannot be offered a property.

2.4 The Waiting List

2.4.1 For properties that are in areas where there isn’t a CBL Scheme in place, you will need to register with CCHA directly, to join the waiting list, at: https://castlesandcoasts.co.uk/find-a-home/housingapplication-form

2.4.2 You may apply directly to CCHA as well as registering via a CBL Scheme.

2.4.3 Within 10 working days of receiving your application we will write to you informing you of our decision.

2.4.4 If you are accepted, we will write to you informing you of how many points you have been awarded and the area(s)/scheme(s) for which you are registered.

2.4.5 Waiting lists are kept for each area.

2.4.6 Applicants are asked to let us know if their circumstances change while on the list. If your points have altered, due to your change in circumstance, you will be advised in writing.

2.4.7 CCHA reviews its direct waiting list annually. If you do not reply to the correspondence issued in connection with this, within 14 days, you will be removed from the list.

2.4.8 All applications will be subject to a Pre Tenancy Assessment, which would include, verification checks and documentation to be provided.

2.5 Assessing Housing Need

2.5.1 We will give reasonable preference to the following categories of housingneed:

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

• People living in unsatisfactory conditions i.e. unsanitary orovercrowded

• People whom the Local Authority have accepted as statutorily homeless under the Housing Act 1996 and to whom they owe a continuing duty to house

• Households consisting of, or including someone with, a particular need for rented accommodation on medical or welfare grounds, including grounds related todisability

• People who need to move to a particular locality, in the district of the Housing Association, where failure to meet that need would cause hardship to themselves or others

2.6 Points Allocation

Present Housing Tenure:

Statutorily Homeless

Threatened with homelessness

Circumstances/Reason for Priority Band Assessment

If you are homeless or threatened with homelessness you should initially contact your Local Authority. If you are accepted as statutorily homeless by them and an obligation exists for them to provide permanent accommodation you will be awarded:

(Proof from the Local Authority will be required)

If you have received a Notice to Quit, a Notice of Intention to Seek Possession from your Landlord/Employer or you are to be discharged from hospital, prison or the armed forces, 28 days prior to expiry of the Notice you will be awarded:

(Proof from the Local Authority will be required)

Non Statutorily Homeless If you are homeless or threatened with homelessness and are accepted as such by the Local Authority, but do not have a priority need as defined by the legislation, we will assess your application and you will be awarded:

Points Non Secure Tenure

(Proof from the Local Authority will be required)

• If you are living with family or friends and do not have the right to permanent or long term security of tenure

• If you are living in temporary accommodation such as Bed and Breakfast or a Council run Hostel for homeless families and do not have long term security of tenure

• If you are living in accommodation that is provided with your job

• If you are living in private accommodation under an “Assured Shorthold Tenancy” or a licence

Local Authority Actions

If your home is subject to a Compulsory Purchase Order. Points are awarded when the Purchase Order is confirmed.

Domestic Abuse If you are at risk of abuse or violence in your present home from someone who is part of your household or who is associated with your household, e.g. through a previous relationship, kinship or friendship with an ex- partner and there is no accommodation which you could reasonably be expected to occupy.

For the definition of Domestic Abuse, please refer to the Domestic Abuse Policy.

& Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21 Date approved by Board: 27.07.21

Points

Hate Crime/ Harassment

*(This should be substantiated by your current landlord or Police reports)

Severe Harassment

*(This should be substantiated by your current landlord or Police reports).

Other Levels of Harassment

If you or a member of your household is experiencing hate crime in or around your present home

Relationship Breakdown

If you, or a member of your household, has been singled out for anti social behaviour (ASB) which makes living conditions intolerable e.g. threats of violence which may be carried out.

If you, or a member of your household, are experiencing harassment of other kinds, which are of a lower intensity or shorter duration, and which are unlikely to result in physical violence e.g. a low level neighbour dispute which is unlikely to be resolved by mediation or any other means.

If you are living with a former partner where a relationship has irretrievably broken down.

Overcrowding We consider that a separate bedroom is necessary for:

• Each couple living together

• A parent in a single parent family

• Each person 16 years of age and over

• Each child aged 10 or over who would otherwise have to share a bedroom with a child of the opposite sex

• Any other child

In addition, we consider that in no household should more than two people have to share a bedroom.

points (for each bedroom you are assessed as needing but do not have)

Under Occupation

Suitability of Present Accommodation

If you are a resident of any Landlord and your present accommodation is too large, we will award:

• If under occupying by 1 bedroom

• If under occupying by 2 bedrooms or more

(Please note, you will not be awarded these points if the property which you occupy now, is the same size as the property you are applying for)

• If you are a family, with children under the age of 10, living wholly above the ground floor and would benefit from being housed in ground floor accommodation

• If you have an evidencedmedical need and living wholly above the ground floor, without the use of a lift

Lacking or Sharing Facilities If you are lacking or sharing the following facilities

• Kitchen or cooking facilities

• Fixed bath or shower

•

Disrepair If your home is in a very poor state, as deemed by on Officer of the Local Authority, under the Housing Health and Safety Rating System as defined under Part 1 of the Housing Act 2004 (HSSRS) e.g.

• It is severely damp

• The roof or walls are leaking

• The electrical wiring is dangerous

• The window frames or doors or other woodwork is rotten

We will award points on one ground only:

• Where evidenced, you cannot use part of your home due to ill health ordisability

• Where evidenced, your ill health or disability is made worse by the conditions under which you are living and moving to suitable accommodation would significantly improve your housing situation

• Where evidenced, your health or disability is made worse by the location of your property and moving to suitable accommodation would significantly improve your housing situation

A form will be sent out to you to complete, if you indicate that you or anyone in your household who is to be re-housed with you has health or medical problems which are adversely affected by your current housing circumstances. This information will be used to determine your points award.

Applicants whose economic or social and welfare needs are reducing their prospects of securing and maintaining rented accommodation:

• Partners or members of the family who would otherwise live together but are forced to live apart

• An applicant wishing to live nearer relatives to provide or receive support (an address of relatives will be required along with evidence information on the support provided)

• If you are a family with dependent children and/or if you are pregnant (receipt of MATB1 form)

• If you wish to move closer to your children’s school

This housing is provided to support applicants 55 years and above. They are able to live independently but have the comfort of knowing that a community alarm is available in case of emergency.

20 points

Independent Living This housing is provided to enable applicants over the age of 55 to maintain an independent lifestyle, but with the benefit of having a Wellbeing & Compliance Assistant, to provide support where needed, and in addition the back up of an emergency alarmsystem.

CCHA will do its best to ensure that this accommodation is provided to people with the highest needs, but only if the service it provides is appropriate to those needs.

(Applicants for IL will be subject to an assessment of their housing and general support needs)

Points

2.6.1 Please note, if you are awarded points for homelessness no further additional points will be awarded.

2.6.2 Please be aware, if you deliberately worsen your circumstances e.g. by choosing to move into less suitable accommodation or by creating overcrowding, you will not be given any additional points to those you would have received for your original circumstances. This will remain in effect for 6 months.

2.7 What type of accommodation will you be offered?

2.7.1 Normally, we will not offer accommodation which does not meet your identified housing need, i.e. a property too small or too big. Discretion may be applied.

2.7.2 We will generally offer the following sizes of properties to the following types of applicants:

Property type

Household type

Bed-sit/1 bedroom property Single person/couples

2 bedroom property Couple with 1 child, single person with 1 child, couple with 2 children, single with 2 children, 2 single people (e.g. brothers)

3 bedroom property Couple with 2 or 3 children, single person with 2 or more children

4 bedroom property Couple with 3 or more children, single person with 3 or more children

Note – subject to age and sex of children

2.8 People who may be deemed to be ineligible to be offered a tenancy

2.8.1 CCHA expects applicants registering for housing to be able to meet the standards of behaviour required of them by our Tenancy Agreements. Where an applicant`s current behaviour indicates that they would be unsuitable to be a resident they will not be eligible to register, until they can evidence that they have engaged with relevant support and/or there has been an evidenced period of changed behaviour. Where possible we will signpost people to relevant support agencies.

2.8.2 Local Authorities can treat a person as ineligible, where they or a member of their household, have been guilty of behaviour, serious enough to make them unsuitable to be a resident, and at the time of the application. The applicant is still unsuitable to be a resident. We agree with and will adopt this approach.

2.8.3 Unacceptable behaviour includes but is not limited to:

• ASB

• Racial harassment and other hate related crimes

• Criminal behaviour

• Violence

• Violence or threats of violence to staff or the agents of contractors or partner organisations

• Serious housing related debt

2.8.4 We will not exclude applicants unless we have followed the 3 steps to be considered before making that assessment:

i. Is the behaviour unacceptable?

The ASB need not have led to possession, prosecution or other enforcement action by a statutory agency, provided that, on the balance of probability, the household is responsible.

ii. Is the unacceptable behaviour serious enough to make the applicant unsuitable as a resident of the landlord?

Where there would be entitlement to a possession order, CCHA will need to ensure that the behaviour was serious enough to make the person unsuitable to be a CCHA resident.

iii. Is the behaviour current or has it improved?

Unacceptable behaviour will be behaviour at the time the application is considered. Previous unacceptable behaviour may not justify a decision to consider the applicant as unsuitable, if that behaviour can be shown to have improved.

2.8.5 Where all 3 steps of the assessment have been satisfied the applicant will be deemed as ineligible, if:

• an applicant has provided false information or deliberately withheld information in connection with their application

• an applicant owes money for housing related debt

• legal proceedings are underway to end the tenancy (this includes the service of a Notice of Seeking Possession because of the resident’s breach of a condition of tenancy)

• after inspection, we consider your current property to be in an unacceptable condition

2.8.6 If you are a resident of CCHA and you request a transfer, we will generally not consider you unless there is an established housing need. We will consider each individual transfer application according to the circumstances of the case.

2.8.7 CCHA will not adopt a ‘blanket ban’ approach. The decision on whether an applicant is deemed to be ineligible will be made on a case by case basis.

2.8.8 Where an applicant is deemed to be ineligible to join the register, they will be given the reasons for that decision and will have the right to request a review of/appeal thedecision.

2.9 Appealing against a decision of Ineligibility

2.9.1 If an appeal relates to an application made via a CBL Scheme, utilised by CCHA, the appeal would be reviewed as per that CBL Scheme’s appeals process.

2.10 Direct Applications/Appeals

2.10.1 If an applicant, who has applied to CCHA’s Waiting List, is deemed ineligible, they will be notified in writing, the reasons why and giving them a right to have the decision reviewed within 21 days.

2.10.2 If a review is requested the Lettings & Neighbourhoods (L&N) Team Leader will review the decision and provide the outcome in writing within 28 days.

2.10.3 If the applicant remains unhappy with the appeal review, a further panel review can be requested, that will consist of at least 2 members of the L&N Team who have not been involved in the original decision to exclude you from our waiting list. All requests for a review must be made within 21 days of notification. You will be informed of the appeal decision within 10 working days.

2.10.4 Consideration will be given to a person making a new application if they can demonstrate, with evidence, that the behaviour which caused them to be classed as ineligible has changed and there are no further incidents of serious unacceptable behaviour. The views of any support agency involved with the customer should be provided.

2.10.5 You may take your own independent advice or legal advice at any stage.

2.11 Transfer Requests

2.11.1 If you wish to transfer, your application will be assessed in line with your identified need. If there is no identified need your application will not be accepted.

2.11.2 We will use transfers to make the best of our housing stock. This means primarily to resolve overcrowding or under occupation of our properties. In some instances, this may be used to tackle significant ASB or resolve issues surrounding domestic abuse and violence.

2.12 Applications for housing by CCHA Staff, family members, members or those with a connection

2.12.1 We ask applicants to provide details on their application for re housing, as to whether they are members or employees of CCHA, whether they are closely related or connected to a member or employee, as any offer of accommodation to such applicants has to be approved by the Board. This is to ensure no undue influence or priority is given to such applications.

‘Staff’ includes employees, interims and temporary staff.

‘Family member’ or ‘related’ to includes partners, parents, siblings, children, grandparents, grandchildren, nephews, nieces, first degree cousins, step relationships and anyone else whom it would be reasonable for the Association to consider as being a close relative.

‘Members’ includes any member of a Committee or Board, whether or not a Board Member.

Someone is ‘connected’ with a company, partnership or other organisation if they, or a family member, close relative, or someone closely connected to them:

• is employed by the Association, either directly or as a sub contractor or agent

• is a Director, Owner, Board Member, Trustee, or has some other controlling or financial interest in the Association

• hold shares in the Association or has some other financial stake or interest in its success

• if there is some other connection or link that a reasonable person could take to create a conflict of interest

& Coasts

Allocations Policy - Version 1

advice obtained from Devonshires on 16.06.21 Date approved by Board: 27.07.21

3.

Advertising CCHA’s available properties

3.1 Advertising properties on CBL Schemes

3.1.1 With some CBL Schemes, CCHA place their own vacant property adverts directly, using the online CBL system, as noted above under Section 1, which are then advertised for applicants to express their interest (bid) during the advertising cycle.

3.1.2 Applicants can place up to 3 bids per advertising cycle, on vacant properties advertised through the various CBL Schemes that CCHA participate in.

3.1.3 When the advertising period is finished, CCHA access the online CBL system to shortlist from the bids placed by interested applicants.

3.1.4 Some CBL Schemes such as Durham Key Options, require vacant property details to be sent to the Administrators of their CBL Scheme, for them to place the advert on CCHA’s behalf. At the end of the advertising period, a list of applicants that have expressed their interest is sent to CCHA.

3.1.5 After assessing the housing need of the applicants that have bid on our vacant properties, we then make an offer of a tenancy, as appropriate, invariably to the applicant in greatest housing need.

3.2 Advertising available properties on the CCHA Website

3.2.1 Vacant properties located in Local Authority areas, that do not offer CBL Schemes, are allocated from a waiting list of applicants, in line with CCHA’s Allocations Policy and procedures (Please see Waiting List, section 2.4 and Points Allocation, section 2.6 above for further details).

3.2.2 To enable us to make the best use of our housing stock and ensure suitability, certain criteria may be applied to some property adverts.

3.2.3 In some instances, adverts will be placed on the CCHA Website as well as the local CBL Scheme.

4. Shortlisting and Allocation of available properties

4.1 The decision on who is selected for a vacant property will be made following the completion of a Pre Tenancy Assessment. This is to ensure eligibility, fairness, affordability and tenancy sustainability. We first consider whether we have to offer the vacancy to a direct applicant or to a nomination from the Local Authority, in accordance with any agreements.

4.1.1 The offer of a home normally goes to the person with the highest priority band, (and earliest effective date on the relevant CBL Scheme) or with the highest points for a direct applicant.

4.1.2 Where there is more than one applicant with the same band/points we consider the following factors:

• Time spent on the Housing Register or waiting list

• The suitability of each applicant for the vacancyavailable

4.1.3 Upon provisional offer of a tenancy, if you are not currently a resident with CCHA, we may seek satisfactory references if you have held a tenancy/licence with another Landlord. We supply a standard reference form for thispurpose.

4.1.4 If you are successful, we will arrange a viewing of the property, either virtually or in person and make you a written offer.

4.1.5 There may be occasions when we do not offer the property to the person with the highest number of points or in the highest priority band (on CBL). For instance, we may decide that the property is particularly suited to a person who is to be re housed under one of the Managed Allocations criteria, outlined at section 4.4, or we may vary the application of this policy so as to produce ‘Balanced Communities’ or meet ‘Local Lettings Plans’ which have been agreed with Local Authorities and other agencies, e.g. Police.

4.1.6 Local Lettings Plans can specify that applicants must be of a certain age and/or employed.

4.2 New Developments

4.2.1 On new developments, we will allocate in line with any Section 106 (S106) Agreement.

4.3

S106 Agreements

4.3.1 A S106 Planning Agreement is a planning requirement, which may impose obligations on CCHA about the use of social housing provided. There will be certain circumstances where we may be required to give additional priority to an applicant for having a connection with the Local Authority area in which the applicant would be rehoused, i.e. close family connection, or working in the area.

4.3.2 This situation will arise in connection with schemes where a S106 Planning Agreement is in force and we will advise applicants of such arrangements at the time of advertising a property for such a scheme. There may be occasions where the terms of the S106 Agreement will exclude an applicant from applying for a particular scheme.

4.3.3 There are certain types of housing applicants, who are now exempt under statutory guidance, from having to establish a local connection with a particular area and Local Authorities should be reflecting this in their administration of S106 Agreements.

4.3.4 For further details, please contact our Customer Services Team on 0800 0851171 or email: cs@castlesandcoasts.co.uk

4.4 Local Lettings Policies

4.4.1 Local Lettings Policies are used within geographical areas to make an adjustment to the main Allocations Policy.

4.4.2 The Local Lettings Policy will include additional criteria that will be specific to local issues that will need to be considered when allocating properties within that area.

4.4.3 Examples of situations when Local Lettings Policies are used could include criteria, such as:

• Priority to local people in rural areas, especially where a development has a S106 Agreement in place

• A mix of household sizes, often in new developments, to give abalanced community

• To reduce the likelihood of ASB in areas that have existing high levels of ASB

4.4.4 In these circumstances, the criteria of the Local Lettings Policy will be detailed in a separate Local Lettings Policy for the scheme, as the CBL systems CCHA uses do not recognise local connections as part of the bidding process. The property advertisement will confirm that a local connection is required.

4.4.5 Applicants who make a bid and meet the advertised criteria, will then be short listed under the requirements of the Local Lettings Policy.

& Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

4.5 Managed Allocations

4.5.1 In some exceptional circumstances, a property will be allocated directly to an applicant outside of the Allocations Policy. This may be when a sensitive allocation is required due to the persons previous history, where there is an urgent need for housing and it would cause serious hardship or risk to the customer if they were required to ‘bid’ for a property, where there is a need to make best use of the housing stock, or for other housing managementreasons.

4.5.2 This is not an exhaustive list, but examples of these instances are:

• Residents who need to move on a temporary basis due to a fire or flood or other need to decant from their home

• Current residents who are at imminent risk of violence and are to be housed through a witness protection programme

• Vulnerable residents who are to be housed as part of a multi agency protocol where a full support package is in place

• Where an existing resident is required to move, to make best use of stock and suitable accommodation has not been secured through the Allocations Policy e.g. to make available a fully adapted property, urgently required by a prioritycustomer

• Where there is a need, agreed between housing and Adult Social Care or Children’s Services, to provide a specific property for vulnerable individuals. For example, where a property is required for people with learning disabilities to live together with support

• Where a sensitive allocation is required for a particular property because of previous issues of drug dealing, violence, public protection or ASB

• Where a risk to the sustainability of a current tenancy is identified and a move to a smaller property would be mutually beneficial

4.5.3 When an allocation is made through management discretion this information will be included in the allocations results which are published. The discretion will be exercised by prior approval of the L&N Manager, IL Manager or in their absence, the Head of Housing.

4.6 Affordability

4.6.1 It is imperative that new residents, are given all the information they need, before deciding to take a tenancy with CCHA. This includes information on whether they can afford to sustain the tenancy and pay the rent.

4.6.2 Pre Tenancy Assessment and Affordability Assessments will be carried out with prospective residents prior to a formal offer of accommodation, to ensure that they are able to afford and sustain a tenancy with CCHA.

4.6.3 Where affordability is in question and support in the provision of furniture/white goods is identified to help new residents at the start of their tenancy, the L&N Officer/IL Officer/Property Agent may access the Sustainability Fund to assist with this.

4.7 Owner Occupiers and those with the financial means to purchase property

4.7.1 Any property offered will need to be used as your only or principal home. We will request that you sign to acknowledge that your existing home will be sold.

4.7.2 You will take up occupation of your home at the commencement date, you will occupy your home as your only or principal home and will not part with possession of your home or sub let part of it.

4.7.3 Additional information required:

Upon provisional offer of a tenancy, if you are not currently a resident of CCHA but you have held a tenancy/licence with another landlord, we will seek a satisfactory written tenancy reference. Where you have not held a tenancy and/or you are a homeowner, we may seek a character reference. We supply standard reference forms for these purposes.

4.8 Payment of Rent

4.8.1 We will require your rent payment in advance, either 1 week or 1 month in line with the frequency of payment going forward, when you sign your Tenancy Agreement. CCHA’s preferred payment method is Direct Debit.

4.9 Mutual Exchanges

4.9.1 As a resident of CCHA, you have the right to exchange accommodation with certain other CCHA residents, residents of other Housing Associations and Local Authorities. You must obtain prior written approval from CCHA. Please see CCHA Mutual Exchange Procedure for details.

4.9.2 Mutual Exchanges through Homeswapper

• CCHA will pay the subscription of any resident who registers with this internet based mutual exchange service, where they can enter the details of the property they currently occupy and the property they hope to obtain and to be provided with the details of those properties which match their requirements.

• We will publicise the availability of this service and provide reasonable support in using the service to residents who do not have access to the internet.

5 Garage and Garage Sites Policy

5.1 Policy Statement/Aims

5.1.1 This policy sets out the principles under which CCHA allocates garages and garage sites.

5.1.2 Our policy is to treat all those applying to us fairly, to be inclusive of all groups and for our procedures to be clear and open. We will provide support to more vulnerable customers where this is required.

5.1.3 We acknowledge that some people who apply to us for garages or sites will be ineligible because of their previous unacceptable behaviour or housing related debt. The associated procedures to this policy are clear and open about the reasons under which we will exclude certain applicants, but we also advise such applicants of what actions they can take to subsequently be accepted onto our waiting lists.

5.2 Eligibility

5.2.1 Applicants, who are over the age of 18, may apply to join the waiting list for garages and garage sites. Normally, where the applicant is a resident, they will only be eligible if they have a clear rent account and have conducted their tenancy in a satisfactory manner.

5.3 Affordability

5.3.1 As a responsible landlord, CCHA must establish that prospective licence holders are able to sustain a licence agreement andassociated rental payments before we offer them a garage or site. Licences will not be offered to applicants with a housing related debt of any amount as the priority debt must

advice obtained from Devonshires on 16.06.21

approved by Board: 27.07.21

always sit with the rental payment. Where it is clear that an applicant would be in financial difficulty if they were to be offered the garage or site, and effectively not be able to sustain the licence, CCHA may decide not to make an offer of a licence.

5.4 Responsibilities

5.4.1 The Housing Services Director has overall responsibility for the Allocations Policy which includes the allocation of garages and garage sites.

6. Guidance for Garage or Garage Site Applicants

6.1 Registering for a Garage or Garage Site

6.1.1 If you are interested in registering for a garage or garage site with CCHA please make contact with our Customer Service Team on 0800 085 11711 or cs@castlesandcoasts.co.uk

6.1.2 You will be required to complete an application form

6.1.3 If you are a current or past resident of CCHA, a check of your rent account will be conducted. If it is identified that you have any current or previous housing related debt you will not be eligible to join the waiting list. Applicants will be eligible to recontact us at any point at which their housing related debt is cleared in full.

6.1.4 You will then be placed on the waiting list for the area in which you require a garage or site. Garages and sites will be allocated to current residents of CCHA first and then on the basis of those on the waiting list the longest.

6.1.5 At the point a garage or site becomes available, CCHA will review the waiting list for that area and contact the applicant at the top of the list in line with the above. If the applicant has accrued any housing related debt or there are new issues with the tenancy since the applicant applying, a licence will not be offered.

6.1.6 The signing of the licence agreement will be carried out via Docusign. Where this is not possible licences will be sent out via post or signed in person.

6.2 Payment of Rent

6.2.1 We will require payment of your licence charge in advance, either 1 week or 1 month in line with the frequency of payment under the licence, when you sign your licence. CCHA’s preferred payment method is Direct Debit.

6.3 Notice to end the licence by either party

6.3.1 Where a CCHA resident gives notice on their CCHA rented property and they hold a current garage licence or site they will be required to give notice on their licence also. Where an Owner Occupier rents a garage or site and they choose to move away from the scheme the same rule will apply. Where there is no demand and no waiting list for that area this can be overturned on a case by case basis. This is to ensure CCHA makes best use of its garage and site stock enabling current CCHA residents’ access to storage.

6.4 Reviews

6.4.1 The waiting lists for garage and garage sites will be reviewed on a 12 month basis and applicants will be written to, asking if they wish to remain on the waiting list. Where an applicant does not respond in 28 days, they will be removed from the waiting list.

& Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

7. Policy for Allotments

7.1 Policy Statement/Aims

7.1.1 This policy sets out the principles under which CCHA allocates Allotments.

7.1.2 Our policy is to treat all those applying to us fairly, to be inclusive of all groups and for our procedures to be clear and open. We will provide support to more vulnerable customers where this is required.

7.1.3 We acknowledge that some people who apply to us for allotments will be ineligible because of their previous unacceptable behaviour or housing related debt. The associated procedures to this policy are clear and open about the reasons under which we will exclude certain applicants, but we also advise such applicants of what actions they can take to subsequently be accepted onto our waiting lists.

7.2 Eligibility

7.2.1 Applicants who are over the age of 18 may apply to join the waiting list for an allotment. Normally, where the applicant is a resident, they will only be eligible if they have a clear rent account and have conducted their tenancy in a satisfactory manner.

7.3 Affordability

7.3.1 As a responsible landlord, CCHA must establish that prospective licence holders are able to sustain a licence agreement and associated rental payments before we offer them an allotment. Licences will not be offered to applicants with a housing related debt of any amount as the priority debt must always sit with the rental payment.

7.3.2 Where it is clear that an applicant would be in financial difficulty if they were to be offered an allotment, and effectively not be able to sustain the licence, CCHA may decide not to make an offer of a licence.

7.4 Responsibilities

7.4.1 The Housing Services Director has overall responsibility for the Allocations Policy which includes the allocation of allotments.

8. Guidance for Allotments Applicants

8.1 If you are interested in registering for an allotment with CCHA please make contact with our Customer Service Team on 0800 085 1171 or cs@castlesandcoasts.co.uk

8.1.1 You will be required to complete an application form.

8.1.2 If you are a current or past resident of CCHA, a check of your rent account will be conducted. If it is identified that you have any current or previous housing related debt you will not be eligible to join the waiting list. Applicants will be eligible to recontact us at any point at which their housing related debt is cleared in full.

8.1.3 You will then be placed on the waiting list for the area in which you require an allotment.

8.1.4 Allotments will be allocated to current residents of CCHA first, and then on the basis of those on the waiting list the longest.

8.1.5 At the point an allotment becomes available CCHA will review the waiting list for that area and contact the applicant at the top of the list in line with the above. If the applicant has accrued any housing related debt or there are new issues with the tenancy since the applicant applying a licence will not be offered.

8.1.6 The signing of the licence agreement will be carried out via Docusign. Where this is not possible, licences will be sent out via post or signed in person.

8.2 Payment of Licence charge

8.2.1 We will require your yearly licence charge in advance when you sign your licence. CCHA’s preferred payment method is Direct Debit.

8.3 Notice to end the licence by either party

8.3.1 Where a CCHA resident gives notice on their CCHA rented property and they hold a current allotment licence they will be required to give notice on their allotment also.

8.3.2 Where an Owner Occupier rents an allotment and they choose to move away from the scheme the same rule will apply.

8.3.3 Where there is no demand and no waiting list for that area this can be overturned on a case by case basis. This is to ensure CCHA makes best use of its allotment stock enabling current CCHA residents’ access to allotments.

8.4

Reviews

8.4.1 The waiting lists for allotments will be reviewed on a 12 month basis and applicants will be written to, by email or letter, asking if they wish to remain on the waiting list. Where an applicant does not respond in 28 days, they will be removed from the waiting list.

CCHA’s Allocations Procedures for Staff

Section 1 - Allocations Policy Guidance and Procedures for Staff

1. Procedure to signpost applicants to apply for housing

1.1.1 Firstly, an applicant is required to register and complete an online Application Form for the area where they wish to live.

1.1.2 To register for a property via Choice Based Lettings (CBL), they need to register and complete an application with the relevant CBL Scheme, as shown in the table below:

Area

In the North East

Northumberland

CBL Scheme to Apply for Rehousing

www.northumberlandhomefinder.org.uk

Newcastle www.tyneandwearhomes.org.uk

North Tyneside

Gateshead

South Tyneside

Durham www.durhamkeyoptions.co.uk

Darlington www.compasscbl.org.uk

In the North West Cumbria www.cumbriachoice.org.uk

Lancaster http://www.idealchoicehomes.co.uk

1.1.3 The applicant will then be assigned a unique reference number which should be quoted in all correspondence with the applicant.

1.2 The Waiting List

1.2.1 For properties that are in areas where there isn’t a CBL Scheme in place, an applicant will need to register with CCHA directly, to join the waiting list, at: https://castlesandcoasts.co.uk/find-ahome/housing-application-form

(The standard CCHA Housing Application Form (Appendix 1) is attached at the bottom of these procedures).

1.3 Processing the application and timescales

1.3.1 Cumbria Choice (CC) CBL Applicants

1.3.2 As we are a full partner of CC, we have responsibility for processing online applications where an applicant has selected CCHA as their current landlord, or if the applicant wishes to move to one of our operating areas within Cumbria.

1.3.3 Staff members will login to the back office CBL system, to process online applications received within 10 working days of the online application being submitted.

1.3.4 CC Allocations Policy contains guidance for officers in their operational use. The Policy can be found at: http://www.cumbriachoice.org.uk/Data/ASPPages/1/186.aspx

1.3.5 Mutual Exchange – The new CC System will have Mutual Exchange functionality and those in housing need will not be accepted due to the change in Bands to A, B & C.

1.3.6 Transfer Applicants will need to call us if they cannot register for Mutual Exchange if they are not in housing need

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

1.4 Other CBL Scheme Applicants

1.4.1 We use other CBL Schemes to advertise and allocate our properties, but we do not have responsibility for processing any housing applications. Any applicants interested in CCHA properties, will bid for them once the responsible Local Authority or Registered Housing Provider has activated their application for rehousing.

1.5 Direct Applicants

1.5.1 The CCHA Application Form should be date stamped on receipt if received via post. All online applications are digitally date stamped through Umbraco.

1.5.2 If the information is incomplete the applicant will be notified within 10 working days of receipt, with a request for the information to be supplied before the application can be considered.

1.5.3 Once all information is received, the application should be input into the Open Housing system by a Lettings & Neighbourhood (L&N)/Independent Living (IL) Assistant within 10 working days of receipt, so that the Waiting List is accurate and up to date.

1.5.4 The applicant will then be assigned a unique reference number which should be quoted in all correspondence with the applicant and the L&N/IL Assistant should generate an Acceptance Letter from the Open Housing system to send to the applicant by email or post within 10 working days.

1.5.5 If the L&N/IL Assistant anticipates a delay in assessing the housing need of an applicant against the points criteria, then the standard Acknowledgement Letter should be sent to the applicant within 5 days of receipt via email. The standard Acknowledgement Letter is available from Open Housing.

1.5.6 If the applicant has no points and no housing need then a letter may be sent by the L&N/IL Assistant to advise them of this.

1.5.7 Waiting lists are kept for each area.

1.6 Information required from an applicant(s)

1.6.1 It is important to check that all relevant information has been supplied on the application, however,

• The application will need to be verified

• Eligibility and the How to Rent will need to be assessed

• Supporting verification documentation requested i.e. proof of identify, proof of address for the single or joint applicants

• Household composition to assess the number of bedrooms required

• 5 years housing history including current housing tenure, to enable us to obtain landlord references

• Details of any unspent or pending criminal convictions

• Details of any anti social behaviour (ASB) action taken

• Details of any debt or housing related debt

1.7 Applicant Verification - documentation required

• Proof of identification for how to rent purposes for single and joint applicants

• Proof of address for single or joint applicants

• Proof of income, i.e. payslips or proof of benefits

• Proof of National Insurance Number for single and joint applicants

1.8 Eligibility

1.8.1

Anyone who is a UK resident, who has recourse to public funds and is over the age of 18 is eligible for housing with CCHA.

1.8.2 Applicants who are between the age of 16 and 18 years old may register for housing subject to providing details of a guarantor who will agree to stand as guarantor of the tenant’s adherence to their obligations under the agreement of tenancy.

1.8.3 In the case of IL the normal minimum age is 55.

1.8.4 Existing tenants of CCHA can register for a transfer to another property where there is an established housing need.

1.8.5 Normally, they will only be eligible if they have a clear rent account and have conducted their tenancy in a satisfactory manner. However, exceptions may be made where there are exceptional circumstances. In such cases, the resident will be required to pay or agree a reasonable repayment programme in respect of housing related debt as a term of their new tenancy.

1.8.6 An applicant`s eligibility for housing will be considered:

• At the time they apply to join the waiting list

• At the point at which they will be considered for an allocation of aproperty

• Or at any point, at which any new information comes to light

1.8.7 Applicants should meet the How to Rent eligibility criteria and provide documentation to demonstrate this.

1.8.8 For guidance, please refer to:

https://www.gov.uk/check-tenant-right-to-rent-documents/how-to-check https://www.gov.uk/government/publications/right-to-rent-document-checks-a-user-guide https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/ 931769/Right_to_Rent_Checks_A_user_guide_for_tenants_and_landlords.pdf

1.9 Assessing Criminal Convictions/ASB and/or Housing Debt

1.9.1 Unspent or pending convictions

1.9.2 If any unspent or pending convictions have been noted within the application, further details may be required to assess the eligibility of the applicant(s), i.e. if they are currently open to probation services, (have a probation officer), then we would obtain their contact details and the nature of the offences or offending history to assess whether the applicant would be suitable to be a tenant of CCHA.

1.9.3 Please note that some offences are deemed never to be spent but would still be assessed on an individual basis.

1.9.4 Any concerns should be discussed/authorised with the L&N/IL Team Leader.

1.10 ASB

& Coasts Housing Association Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21 Date approved by Board: 27.07.21

1.10.1 The assessing officer will be guided by the following considerations:

i. The ASB need not have led to possession, prosecution or other enforcement action by a statutory agency, provided that, on the balance of probability, the household is responsible.

ii. In normal circumstances the behaviour concerned should have occurred within the last 2 years. In cases of a more serious nature, for example, those involving criminal prosecution, a longer timescale may be appropriate.

iii. There must be reasonable grounds for believing that the behaviour could continue or be repeated. For example, the applicant may have issued threats, or there might be a history of repeat offending.

1.10.2 The assessing officer will specifically consider:

i. The seriousness of the applicant’s behaviour

ii. The duration of the behaviour and/or the number and frequency of incidents

iii. The length of time that has elapsed since the behaviour took place

iv. Any facts that indicate that there has been no further cause for concern in the last 6 to 12 months

v. Any relevant vulnerability or support needs that may explain the behaviour

vi. Whether there is meaningful engagement with support agencies

vii. Critically, whether there has been a significant and sustained change in the applicant’s behaviour

viii. Whether they believe on the evidence that the behaviour is likely to still reoccur now or at the point a tenancy was offered or commenced

1.10.3 Any concerns should be discussed with the L&N/IL Team Leader and supporting evidence is required.

1.11 Debt or Housing Related Debt

1.11.1 Details will need to be requested to obtain further information on the level of housing debt to assess for eligibility.

1.12 How decisions for applicants with a social housing debt will be made

Amount of debt

Applicants with debts of £1000 or more who have not made any arrangement to address the debt

Applicants with debts of £1000 or more who have not made any arrangement to address the debt should be ineligible to join the register unless the circumstances surrounding the debt are exceptional and the assessment concludes that there is no real risk of future non payment.

Applicants with debts of £1000 or more who have made any arrangement to address the debt

Applicants will be permitted to join the register and be able to bid for accommodation if they have maintained a payment arrangement for at least 13 weeks and have either:

• Repaid at least £750 or

• Repaid at least 25% of their original debt

Unless there are exceptional circumstances, or justification then any debt owed to CCHA would deem an applicant ineligible to be considered for our properties.

Any concerns where an applicant is offering to repay a high amount of debt in full would be required to provide further information as to where the monies have come from to discourage doorstep lenders/high interest loans.

Applicants with debts of £500 - £999

Applicants with debts of £1 - £499

Applicants with debts of £500-£999 should be eligible to join the register but ineligible to bid, unless the applicant can demonstrate there is no real risk of future non-payment.

Evidence there is a no real risk of future non-payment could include factors such as:

• A history of not having housing debts

• A history of regular rent payments

• A history of maintained payment arrangements

Where no such evidence exists, the applicant should be unable to bid until there is evidence of rehabilitation. Evidence of rehabilitation could include factors such as:

• Maintaining a payment arrangement for 8-26 weeks

• Reducing the debt to below £500 (in which case the above rules at iii would apply)

• Demonstrating that the causes of the previous problems have been addressed

Applicants with debts of £1-£499 should be eligible to join the register and eligible to bid, unless there is clear evidence of a future risk of non-payment.

Clear evidence of a future risk could include factors such as:

• A long history of housing debt

• A long history of poor rent payments

• A long history of breached payment arrangements

Where such evidence exists, the applicant should be unable to bid until there is evidence of rehabilitation. Evidence of rehabilitation could include factors such as:

• Maintaining a payment arrangement for 1-8 weeks

• Demonstrating that the causes of the previous problems have been addressed

1.12.1 Applicants who are disqualified for a housing related debt of £1000+ should notify CCHA immediately when they have either repaid at least £750 or repaid at least 25% of their original debt so they can qualify for the register. If it is agreed that the matter has been resolved and they can register, their effective date will be the date they have been assessed as qualifying for the register and will not be the date of their first application which resulted in the decision that they do not qualify.

1.12.2 The only exceptions to this qualification rule are applicants who can demonstrate that their circumstances are exceptional and that they would face serious hardship or risk through not being allowed to qualify. An exception may be considered where for example an applicant has a good payment history with a debt resulting from a one off incident or problem such as relating to Universal Credit, or benefits reforms, or where a tenant had to flee domestic abuse and a subsequent debt built up for their tenancy.

1.12.3 Additional procedural information on the consideration of exceptional circumstances and how applications where there is a ‘Debt Relief Order’, ‘Bankruptcy Declaration’ or ‘Individual Voluntary Agreement (IVA)’ are set out in Appendix 2.

1.12.4 Any concerns should be discussed/authorised with the L&N/IL Team Leader.

1.13 Appeals process for applicants appealing against an ineligible and non qualifying decision (Right to Review)

1.13.1 CCHA is committed to making the correct decisions on all applications. Notification letters by post or email notifying an applicant of ineligibility or non qualification for joining the Housing Register, or about the band that they have been awarded, or about any other decision concerning the facts of an applicant’s case, will state that the applicant has a legal right to request a review of the decision made.

1.13.2 An applicant has a right to request a review of a decision in the following circumstances:

• A decision that an applicant is ineligible, or not a qualifying person to join the Housing Register

• A decision regarding which band an applicant has been awarded

• The priority date granted for the band awarded

• To remove an applicant from the Housing Register

• Any decision about the facts of the case that has been used to assess their application

• Where an applicant considers that a decision has been reached based on incorrect information

1.14 How a request for a Banding/Points awarded review will be dealt with

1.14.1 Any review of a priority band/points awarded or further supporting information provided by the applicant(s) should be dealt with by the L&N Assistant or L&N Officer, to review and respond to within 10 working days.

1.15 The requirement to inform CCHA of any change of circumstances

1.15.1 Applicants are required to inform CCHA of any changes in their circumstances, which affect their Housing Application.

1.15.2 Examples of a change in circumstances include, but are not limited to:

• A change of address or contact details, for either themselves or members of their prospective household

• A change in their medical condition or disability, either existing or newly acquired

• Additional family members or other people they wish to add to their application (It will be for CCHA to decide whether they will allow additional people to join the application)

• Any family member or any other person on the application who has left the accommodation

• Any significant changes in income, savings or assets, which may require a reassessment under the income and savings qualification rule

1.15.3 Where there is any change in an applicant’s circumstances, an online Change of Circumstances Form must be completed, and supporting documents must be provided. If there is any change to the banding or points awarded, applicants will be informed in writing. The onus is on applicants to inform CCHA when there is a relevant change in their circumstances.

1.15.4 If the change in circumstances results in a higher banding or points award, the effective date will be the date they moved into the higher band or when points were awarded. If the applicant moves to a lower band or have fewer points, there will be no change to their effective date.

1.15.5 Note, a failure to notify CCHA of changes in circumstances may lead to the offer of any housing being withdrawn and the application suspended, whilst the changes are verified.

1.16 Appealing against a decision of ineligibility – CBL

1.16.1 If an appeal relates to an application made via a CBL Scheme, utilised by CCHA, the appeal would be reviewed as per that CBL Scheme’s appeals process

• Must be requested within 28 days of the date of the letter, for CC, advising the applicant of the decision on their application. Other CBL Schemes are 21 days

• The request for review should be made by email or letter to the relevant CBL Partnership, so that the managing partner Association, that made the initial decision, is responsible for administering the review

1.17 Direct Applications/Appeals

1.17.1 If an applicant who has applied to CCHA’s Waiting List, is deemed ineligible, they will be notified in writing the reasons why and giving them a right to have the decision reviewed within 21 days. If a review is requested the L&N/IL Team Leader will review the decision and provide the outcome in writing within 10 working days.

1.17.2 If the applicant remains unhappy with the appeal review, a further panel review can be requested that will consist of at least two members of the L&N/IL Team, who will not have been involved in the original decision to exclude the applicant from our waiting list. They will be informed of the appeal decision within 10 working days.

1.17.3 Consideration will be given to a person making a new application if they can demonstrate, with evidence, that the behaviour which caused them to be classed as ineligible has changed and there are no further incidents of serious unacceptable behaviour. The views of any support agency involved with the customer should be provided.

1.18 Assessing the number of bedrooms that an applicant(s) is entitled to

1.18.1 Normally, we will not offer accommodation which does not meet an applicant(s) identified housing need i.e. a property too small or too big.

1.18.2 Generally, we will offer the following sizes of properties to the following types of applicants:

Bed-sit/1 bedroom property Single person/couples

Property type

Household type

2-bedroom property Couple with 1 child, single person with 1 child, couple with 2 children, single person with 2 children, 2 single people (e.g. brothers)

3-bedroom property Couple with 2 or 3 children, single person with 2 or more children

4-bedroom property Couple with 3 or more children, single person with 3 or more children

Note – subject to age and sex of children

1.19 Assessing Housing Need

1.19.1 For guidance when banding applicants on CC, please refer to the CC Policy: http://www.cumbriachoice.org.uk/Data/ASPPages/1/186.aspx

1.19.2 For guidance when assessing and awarding points for the Direct Waiting List – please see Appendix 3. Appendix 4 (Medical form) will need to be completed by those applicants wishing to be rehoused on medical grounds.

1.20 CBL Scheme Links for staff

Area

CBL Staff (back office) access

In the North East Northumberland https://northumberland.abritasadmin.net/AWF/Login/Login.aspx

North Tyneside

Newcastle https://tyneandwear.abritasadmin.net/AWF/Login/Login.aspx

Gateshead

South Tyneside

Durham

Please note that we do not have back office access for DKO Darlington https://teesvalley.abritasadmin.net/AWF/Login/Login.aspx

In the North West Cumbria https://www.cumbriachoice.org.uk/AWF/Login/Login.aspx Lancaster www.idealchoicehomes.co.uk/AWF/Login/Login.aspx

1.21 Applications for housing by CCHA Staff, Family Members, Members or those with a connection

1.21.1 We ask applicants to provide details on their application for re housing as to whether they are members or employees of CCHA, whether they are closely related or connected to a member or employee, as any offer of accommodation to such applicants has to be approved by the Board. This is to ensure no undue influence or priority is given to such applications.

‘Staff’ includes employees, interims and temporary staff.

‘Family member’ or ‘related’ to includes partners, parents, siblings, children, grandparents, grandchildren, nephews, nieces, first degree cousins, step relationships and anyone else whom it would be reasonable for the Association to consider as being a close relative.

‘Members’ includes any member of a Committee or Board, whether or not a Board Member.

Someone is ‘connected’ with a company, partnership or other organisation if they, or a family member or close connection:

• is employed by the Association, either directly or as a sub-contractor or agent

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

• is a Director, owner, Board Member, trustee, or has some other controlling or financial interest in the Association

• hold shares in the Association or has some other financial stake or interest in its success

• if there is some other connection or link that a reasonable person could take to create a conflict of interest

1.21.2 For offers of accommodation to staff, relatives, members or those with a connection, as per above, a Probity Report is required.

1.21.3 Team Leaders complete Probity Reports to be checked by L&N Manager/IL Manager to seek approval.

1.21.4 Timescale for Approvals: suggestion for 3 working days

1.22 Housing fraud

1.22.1 Social housing fraud is a criminal offence, and anyone found to have deliberately provided false information, or withheld information as part of a housing application, will be denied a tenancy and, CCHA will report this to the Police, as necessary.

1.22.2 If we discover this type of irregularity at any stage, the application should be reassessed, and any offer may be withdrawn.

1.22.3 Please raise any concerns with your Team Leader to agree appropriate actions.

1.22.4 A tenancy obtained by deception may be repossessed.

1.23 Advertising CCHA’s Available Properties

1.23.1 Advertising properties on CBL Schemes

1.23.2 With some CBL Schemes, CCHA place their own vacant property adverts directly using the online CBL system (as noted under Assessing Housing Need Section above), which are then advertised for applicants to express their interest (bid) during the advertising cycle.

1.23.3 Applicants can place bids during the advertising cycle on vacant properties advertised through the various CBL schemes that CCHA participate in.

1.23.4 When the advertising period is finished, CCHA access the online CBL system to shortlist from the bids placed by interested applicants.

1.23.5 Some CBL Schemes, such as Durham Key Options, require vacant property details to be sent to the administrators of their CBL Scheme for them to place the advert on CCHA’s behalf. At the end of the advertising period, a list of applicants that have expressed their interest is sent to CCHA.

1.23.6 After assessing the housing need of the applicants that have bid on our vacant properties, we then make an offer of a tenancy, as appropriate, invariably to the applicant in greatest housing need.

1.23.7 To enable us to make the best use of our housing stock and ensure suitability, certain criteria may be applied to some property adverts, such as:

• Local Lettings Policies

• S106s

• Pet Policies

• Properties requiring a sensitive let (if there is a history of ASB within that scheme or high

& Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21 Date approved by Board: 27.07.21

1.23.8 We may tailor our adverts to allow under occupation where the property is of lesser demand and an applicant has been assessed as being able to afford a property larger than they need.

1.24 Advertising Available Properties on the CCHA website

1.24.1 All CCHA properties are advertised on the CCHA website and shortlisted in line with the relevant CBL Scheme or Waiting List.

1.24.2 If Staff are contacted by an applicant, not registered with the relevant scheme, they should be supported in registering an application to enable them to place bids.

1.24.3 CCHA may utilise other advertising methods and platforms to advertise their available properties.

1.25 Shortlisting and Allocation of Available Properties

1.25.1 The decision on who is selected for a vacant property will be made following the completion of a Pre Tenancy Assessment. This is to ensure eligibility, fairness, affordability and tenancy sustainability. We firstly consider whether we have to offer the vacancy to a direct applicant or to a nomination from the Local Authority, in accordance with any agreements.

1.25.2 The offer of a home normally goes to the person with the highest priority band, and earliest effective date on the relevant CBL Scheme or with the highest points for a direct applicant.

1.25.3 Where there is more than one applicant with the same band/points we consider the following factors:

• Time spent on the Housing Register or waiting list

• The suitability of each applicant for the vacancyavailable

1.25.4 Upon provisional offer of a tenancy, if the applicant is not currently a resident with CCHA, we may seek satisfactory references if they have held a tenancy/licence with another landlord. We supply a standard reference form for thispurpose (Appendix 5).

1.25.5 If they are successful, we will arrange a viewing of the property, either virtually or in person and make them a written offer.

1.25.6 There may be occasions when we do not offer the property to the person with the highest number of points or in the highest priority band, on CBL. For instance we may decide that the property is particularly suited to a person who is to be re housed under one of the Managed Allocation criteria outlined at Section 4 or we may vary the application of this policy so as to produce ‘Balanced Communities’ or meet ‘Local Lettings Plans’ which have been agreed with Local Authorities and other agencies, e.g. Police.

1.25.7 Local Lettings Plans can specify that applicants must be of a certain age and/or employed.

1.26

New Developments

1.26.1 On new developments, we will let in line with any S106 Agreement.

1.27 S106 Agreements and Local Lettings Policies (LLP)

1.27.1 Any S106 and/or LLP’s can be found at G:\Lettings and Neighbourhoods Central\LLP and Section 106 for reference purposes when shortlisting and allocating properties.

1.28 Managed Allocations

1.28.1 In some exceptional circumstances a property will be allocated directly to an applicant outside of the Allocations Policy. This may be when a sensitive allocation is required due to the person’s previous history, where there is an urgent need for housing and it would cause serious hardship or risk to the customer if they were required to ‘bid’ for a property, where there is a need to make best use of the housing stock, or for other housing managementreasons.

1.28.2 This is not an exhaustive list, but examples of these instances are:

• Residents who need to move on a temporary basis due to a fire or flood or other need to decant from their home

• Current residents who are at imminent risk of violence and are to be housed through a witness protection programme

• Vulnerable residents who are to be housed as part of a multi-agency protocol where a full support package is in place

• Where an existing resident is required to move to make best use of stock and suitable accommodation has not been secured through the Allocations Policy e.g. to make available a fully adapted property, urgently required by a prioritycustomer

• Where there is a need agreed between housing and Adult Social Care or Children`s Services to provide a specific property for vulnerable individuals. For example, where a property is required for people with learning disabilities to live together with support

• Where a sensitive allocation is required for a particular property because of previous issues of drug dealing, violence, public protection or ASB

• Where a risk to the sustainability of a current tenancy is identified and a move to a smaller property would be mutually beneficial

1.28.3 When an allocation is made through management discretion this information will be included in the allocations results which are published. The discretion will be exercised by prior approval of the L&N Manager, IL Manager or in their absence, the Head of Housing if the need arises to escalate.

1.28.4 The Management Move Justification form should be submitted and signed off by (LNM, ILM or HoH) Appendix 6.

1.29 Transferring Tenants

1.29.1 To consider a transfer request from a current CCHA tenant, they must have an established housing need, have a clear rent account, with no outstanding rechargeable repairs and have not been involved in any breaches of their current tenancy. In exceptional circumstances, a management move may be considered in line with previous guidance Managed Allocations.

1.29.2 One exception to this general rule is that where a CCHA tenant is under occupying their property and they have arrears which have accrued solely because of the effects of the under occupation charge under the Welfare Reform Act 2012.

1.29.3 Where this is the case the Income Officer would submit an Income Management Move Justification, see Appendix 7, to the relevant Team Leader to agree and have approved by the L&N Manager/IL Manager and Income Manager.

1.29.4 The exception above aside, the level of housing related debt needs to be considered together with applicants’ personal circumstances. Management Moves should be seen as an appropriate means of catering for residents changing housing needs and for maximising the best use of the stock e.g. under occupation or over crowding, and this may be a factor which overrides housing related debt cases, where an acceptable agreement has been reached with the resident and

Policy - Version 1

they are showing good faith in keeping to that agreement.

1.29.5 A pre vacation home visit will be required to assess and inspect the condition of a resident’s property to ensure that is has been maintained satisfactorily to address any issues at that point and prior to the property being void. Any current repairs should be reported to be attended to prior to the property being void and any issues such as authorised/unauthorised alterations can be addressed at this point.

1.29.6 If a resident has not maintained their property satisfactorily, then this may stop the transfer proceeding until any issues have been addressed. Any concerns can be raised with your TL.

1.30 Pre Tenancy Assessments (PTA)

1.30.1 A prospective resident’s current housing, financial circumstances and their ability to hold and sustain a tenancy should be obtained and may require referring to the Income Team if there are any concerns about the financial ability to pay their rent. The PTA Proforma (Matrix) will determine whether a referral is required. Approval should be obtained from your Team Leader once you have completed a PTA with the prospective resident (Appendix 8)

1.30.2 Owner Occupiers will be required to confirm that they understand that they will need to sell their existing home and use their new home as their principal residence. This is referred to within the consent section of the PTA.

1.31 Affordability

1.31.1 It is imperative that new tenants are given all the information they need before deciding to take a tenancy with CCHA, this includes information on whether they can afford to sustain the tenancy and pay the rent. This involves the Income Team working closely with the L&N Officer/IL Officer/Property Agent to ensure all required pre tenancy and affordability checks are carried out.

1.31.2 When a prospective applicant has been identified, the L&N Officer/IL Officer/Property Agent will complete a Pre Tenancy Assessment. Where concerns are identified in relation to affordability the application will be referred to the Income Team to carry out a more thorough affordability check. Depending on the outcome of this check the case will be either passed back to the L&N Officer/IL Officer/Property Agent to allow the let to go ahead. If the PTA is deemed unaffordable an agreement will be made between the Team Leader and the L&N Manager/IL Manager and Income Manager.

1.31.3 Where affordability is in question and the provision of furniture/white goods is identified the L&N Officer/IL Officer/Property Agent may access the sustainability fund to assist with this, by liaising with Income Officers.

1.31.4 Additional information required:

• References should be sought if the prospective tenant is not a current tenant of CCHA see Appendix 4 – Standard Reference form

• Where a prospective tenant has not held a tenancy and/or is a homeowner, we may seek a character reference

• Every applicant needs to have checks made via Open Housing, to identify any issues with previous tenancies or housing related debt, specifically with CCHA

1.32

Offer Letters

1.32.1 An offer of accommodation should be sent to the prospective resident via email or letter if an applicant does not have an email account. The offer will detail the property offered, rent/service

& Coasts Housing Association Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21 Date approved by Board: 27.07.21

charges and when this is charged must be checked at pre tenancy and at point of offer – G:\Relet rents requested and G:\Service Charges

1.33 Property Viewings

1.33.1 Virtual Viewings are CCHA’s preferred method of providing a viewing of an available property. However, in some circumstances, viewings in person may be arranged for vulnerable applicants or where the applicant will not agree to a virtual viewing.

1.33.2 Should we have an applicant moving to address any long term medical needs, the applicant would be responsible for making the decision as to whether the property would be suitable to meet these needs.

1.33.3 It must be made clear that any adaptations to the property, will not be considered within 12 months of the resident being in situ however, this may be considered in exceptional circumstances. Please discuss this with your Team Leader

1.34 Signing Up New Tenants

1.34.1 Remote sign ups are CCHA’s preferred method to sign up new tenancies, via DocuSign. However, in some circumstances, sign ups in person may be arranged for vulnerable applicants or with applicants that will not agree to a virtual sign up. G:\Lettings and Neighbourhoods Central\Sign Up Pack

1.35 Assured Tenancies and Assured Shorthold Tenancies

1.35.1 All ex D&S properties are subject to Assured Shorthold Tenancies.

1.36 Payment of Rent

1.36.1 We will require rent payments in advance, either 1 week or 1 month in line with the frequency of payment going forward, when a new resident signs their tenancy agreement. CCHA’s preferred payment method is Direct Debit.

1.37 Mutual Exchanges

1.37.1 Certain residents of CCHA have the right to exchange accommodation with other CCHA residents, tenants of other housing associations and Local Authorities. They must obtain prior written approval from us.

• We will publicise the availability of this service and provide reasonable support in using the service to residents who do not have access to the internet

• For residents applying via CC, we will encourage them to register a Mutual Exchange application at the same time as registering for CBL

1.37.2 Applicants should be encouraged to use CC Mutual Exchange if in the Cumbria area.

1.37.3 Mutual Exchanges through Homeswapper

• CCHA will pay the subscription of any resident who registers with this internet based mutual exchange service, where they can enter the details of the property they currently occupy and the property they hope to obtain and to be provided with the details of those properties which match their requirements

1.37.4 These procedures should be read in conjunction with:

& Coasts Housing Association Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21 Date approved by Board: 27.07.21

• Privacy Statement • Empty Property Management Procedure • Rent Arrears Policy and Procedure • Tenancy Policy and Procedure • Employment, Housing and Contract Awards to Staff, Members and their Family Members

2. Garages and Garage Sites Procedures for Staff

2. Procedure for Garages and Garage Sites

2.1 When contacted regarding a garage or site ask the applicant to complete the application form, see Appendix 9

2.1.1 Once received add the applicant’s details to the relevant waiting list. This can be located in L&N Folder/garage waiting list or garage plot waiting list.

2.1.2 Ensure you carry out an Open Housing check to confirm there is no outstanding housing related debt or issues with tenancy.

2.1.3 Advise the applicant they will be contacted as and when a garage or site in their area of choice.

2.1.4 When a garage or site becomes available please review the waiting list and contact the applicant at the top of the list – ensuring we contact the longest waiting CCHA tenants first before going to nontenants.

2.1.5 If the applicant is still interested, please carry out a check to OH to confirm there are no new housing related debts or tenancy related issues.

2.1.6 Arrange a sign up via Docusign where possible and in person where not. Rent in advance should be taken in all circumstance to reflect the payment schedule of the applicant, i.e. 1 week if paying weekly, 1 month if paying monthly and 1 year if an annual charge.

2.1.7 Any keys for garages should be passed to the license holder via either a key safe or delivery to their property as appropriate.

2.1.8 Set tenancy up on Open Housing and Sharepoint all associated paperwork.

3. Allotments Procedures for Staff

3. Procedure for Allotments

3.1 When contacted regarding an allotment ask the applicant to complete the Allotment Application Form, see Appendix 10

3.1.1 Once received add the applicant’s details to the relevant waiting list. This can be located in L&N Folder/allotment waiting list.

3.1.2 Ensure you carry out an Open Housing check to confirm there is no outstanding housing related debt or issues with tenancy.

3.1.3 Advise the applicant they will be contacted as and when an allotment in their area of choice becomes available.

3.1.4 When an allotment becomes available please review the waiting list and contact the applicant at the top of the list, ensuring we contact the longest waiting CCHA tenants first before going to non

3.1.5 If the applicant is still interested, please carry out a check to Open Housing to confirm there are no new housing related debts or tenancy related issues.

3.1.6 Arrange a sign up via Docusign where possible and in person where not. Yearly rent in advance should be taken in all circumstances.

3.1.7 Set tenancy up on Open Housing and Sharepoint all associated paperwork.

Castles & Coasts Housing Association

Allocations Policy - Version 1 Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21

Appendix 1 CCHA Application form for the North East: https://castlesandcoasts.co.uk/find-a-home/housing-application-form Paper Form: G:\Lettings and Neighbourhoods Central\Applications

Appendix 2 Additional procedural information on the consideration of exceptional circumstances and how applications where there is a ‘Debt Relief Order’, ‘Bankruptcy Declaration’ or ‘Individual Voluntary Agreement (IVA)’

Appendix 3 Guidance when assessing and awarding points for the Direct Waiting List

Appendix 4 NE Medical form

Appendix 5 Standard Reference form

Appendix 6 Management Move Justification form

Appendix 7 Income Management Move Justification form

Appendix 8 Pre-Tenancy Assessment (PTA)

Appendix 9 Garages and Garage Site Application form

Appendix 10 Allotment Application form

Castles & Coasts Housing Association

Allocations Policy - Version 1

Legal advice obtained from Devonshires on 16.06.21

Date approved by Board: 27.07.21