Agenda item

To consider a report by Chief Internal Auditor (copy enclosed) providing details of a recent Internal Audit report of Housing Tenancy that received a ‘Low’ assurance rating.

The Chief Internal Auditor (CIA) introduced the Internal Audit of Housing Tenancy report (previously circulated) alongside the Lead Officer - Community Housing (LOCH).

The report provided details of a recent Internal Audit report of Housing Tenancy that received a ‘Low’ assurance rating. The scope of the audit which was carried out focused on data validity checks, policies and procedures, subletting and lodgers, and tenancy misuse. Within the review the issues which were highlighted were relating to system data inaccuracies and absence of tenancy audits to check that the terms of tenancy agreements were being met e.g. legitimate persons were living at the property with no unauthorised subletting or lodgers. During the review, the service confirmed that tenancy audits were due to commence and were in the process of being rolled out.

Procedures and guidelines around tenants verification checks, subletting, lodgers and tenancy misuse and potential tenancy fraud required development to ensure that a consistent process was applied. It was also outlined that whilst Housing staff reviewed National Fraud Initiative matches, there was little information sharing outside of this to assist with prevention and detection of fraud. Also, a more coordinated approach across different housing sections was needed to ensure that all key information relating to tenants and occupants were recorded to ensure that tenancy information was kept up-to-date and any potential misuse was addressed.

The following points were discussed further –

·         Since the audit had been carried out a new IT system was being implemented, and it was assured that the information which was held would be kept up to date, and accurate.

·         The visitation to tenants had proved difficult as some tenants were in occupation for several years and would not like any disturbances, it was also highlighted that unless there was legal cause to evict someone, they could only leave if they wished to. There would also be contact with the residents hopefully once a year.

·         The matter of fraud was outlined, and it was clarified that there was a good community communication with the Council and if something seemed incorrect local residents would report the matter. Another method which was being rolled out was to ensure that tenants would supply photographic identification which ensure the identity of the tenant.

Members queried the following points with officers –

·         Members commended the work which had been carried out since the audit, however as corporate landlords stated that the Council should ensure that the correct tenants reside in the houses.

·         It was queried whether the photographic images of the tenants would be GDPR compliant. Members were informed that the taking images of the tenants were compliant and other Housing Associations used the practice.

·         It was queried whether tenants would have to inform the Council if they had lodgers in the house with them. Responding members were informed that it was legal for tenants to have lodgers as long as the tenant lived in the house as well.

·         Checks through systems and other agencies was queried. It was clarified that the National Fraud Initiative was used however with GDPR sharing information between agencies was not prohibited.

·         It was queried whether the Housing team have good communication with local elected members, as they had a good understanding of the wards and the people. Communication would be carried out with local members.

·         Members were informed that the Housing team had a good working relationship with the local Police.

RESOLVED –

(i)    That the Corporate Governance and Audit Committee note the audit on the Internal Audit of Housing Tenancy

(ii)  A follow up report be returned to the Corporate Governance and Audit Committee in September 2020.

At this juncture there was a break 11:20am.

The meeting resumed at 11:35am