Agenda item

To consider the updated Damp, Condensation and Mould Policy 2026 (Appendix 2) (report of the Assistant Director – Housing enclosed).

Consideration was given to the report of the Assistant Director – Housing which asked members to consider the updated Damp, Condensation and Mould Policy 2026 (Appendix 2).

The Housing Repairs Manager presented the updated Damp, Condensation and Mould Policy for 2026, and the following main points were highlighted:

·         The policy had been revised to comply with Awaab’s Law and had been informed by extensive tenant engagement;

·         Feedback from focus groups, surveys and tenant panels had highlighted the need for clearer communication, timely updates and better understanding of responsibilities; and

·         Such improvements, alongside learning from complaints and stock condition data, had been incorporated into the revised policy to strengthen processes, transparency and tenant support, while maintaining legislative compliance.

Members considered the report and made the following comments:

• Members sought reassurance that the revised policy would lead to clearer and more consistent communication with tenants throughout the damp, condensation, and mould process, and asked what safeguards were in place to maintain contact where officers were on leave or absent.
  • The Housing Repairs Manager explained that a dedicated Damp and Mould Team had been established, with revised scripts, follow?up letters and defined contact points introduced to better manage tenant expectations. Ownership of cases now remained with the Damp and Mould Team throughout, supported by shared inboxes, a central telephone number and office cover arrangements to ensure continuity of communication.

• Members asked whether the policy applied to outbuildings such as external toilets or washing facilities.
  • The Housing Repairs Manager responded that:
    • The Council remained responsible for the external structure of all buildings and for internal areas classed as habitable or providing essential facilities, such as outside toilets. Non?habitable structures, such as storage sheds, were generally excluded; and
    • Each case would be assessed individually, and that advice or low?level treatment would still be offered where appropriate.

• Members queried the use of the term ‘decanted’ within the policy flowchart and sought clarity on whether this referred to temporarily removing tenants from their homes.
  • The Housing Repairs Manager confirmed that decanting referred to temporary relocation in circumstances where tenant safety required this, such as significant hazards requiring urgent repair. The  terminology could be softened, for example by using ‘temporarily relocated’, while maintaining clarity around the process.

• Members asked whether they would be able to view the risk assessment and triage tools used to assess damp and mould cases.
  • The Housing Repairs Manager responded that:
    • The triage tools assessed both the severity of the issue and household vulnerabilities to determine response priority. That the documentation would be circulated to members by email after the meeting.

• Members identified an error within the table at the bottom of Appendix 3 and asked whether the date should read 16 December 2025.
  • The Housing Repairs Manager confirmed this would be corrected.

• Members raised concerns about contractors cancelling or attending appointments at short notice and asked how contractors were being held to account and whether repeat issues were monitored.
  • The Housing Repairs Manager explained that contractor performance was reviewed regularly through contract meetings, that a strengthened code of conduct was being introduced, and that future contracts would require clearer evidence of appointment confirmation through written and electronic notifications.

• Members queried the tender process used to appoint contractors undertaking damp and mould works and how contractor performance was assessed.
  • The Housing Repairs Manager advised that the current contract had been appointed through an open tender process, evaluated on both cost and quality, in line with procurement requirements.

• Members expressed concern that a proportion of contractor visits had taken place without prior notice to tenants and asked how this would be prevented in future.
  • The Housing Repairs Manager advised that this issue linked to wider contract management improvements and that clearer appointment confirmation processes were being implemented to strengthen accountability.

• Members asked whether follow?up contact for tenants requiring additional support, including the six?month review, would be limited to telephone contact.
  • The Housing Repairs Manager confirmed that whilst initial follow?ups were usually by phone, home visits could be arranged where appropriate and that cases could be flagged for earlier or more frequent contact depending on risk and vulnerability.

• Members commented on the low response rate to the tenant survey and queried how the Council could ensure wider awareness of reporting routes for damp and mould issues.
  • The Housing Repairs Manager acknowledged the low response rate, advising that this could skew results, and confirmed that reporting awareness continued to be promoted through handbooks, campaigns, and direct engagement, enabling officers to act where concerns were raised.

AGREED:

1)    That Tenant feedback on the revised Housing Damp Condensation and Mould (DCM) Policy 2026 be noted;

2)    That following the noting of feedback from the Policy Development Panel on the revised Housing Damp Condensation and Mould (DCM) Policy 2026, the policy be recommended to Cabinet for adoption; and

3)    That the recommendation to delegate minor operational amendments to the Assistant Director - Housing in consultation with the Portfolio Holder for Strategic and Operational Housing, be supported.