Allocation Consultation 2019 

Allocation consultation survey:

Faifley Housing Association Limited

1.1.       Background

Following the drafting of our allocation policy, we carried out an allocation consultation review. Details of this review are provided below. Copies of the full allocation report are available, on request.

1.2.       Our consultation process

Our consultation process was comprehensive and involved two main approaches to foster active consultation with applicants. This process took place from 1 June 2019 to 28 June 2019.

This section describes the main elements of the consultation process by reference to the following issues:

·      persons and/or groups with whom we consulted; and

·      methods of consultation.

1.3.       Persons and/or groups with whom we consulted

We consulted with three specific groups as part of the consultation process. This included (in alphabetical order):

·      applicants for housing, including tenants applying for other housing;

·      Faifley Housing Association tenants; and

·      staff within Faifley Housing Association.

Note

As there are no registered tenant organisations in Faifley, we consulted with tenants individually.

1.4.       Applicants for housing, including tenants applying for other housing

We sent out a standard letter to all applicants on our housing list, including any Faifley Housing Association tenants on the housing list. This was sent out along with our consultation questionnaire.

Applicants were requested to complete the consultation questionnaire and invited also to attend one of the consultation events held in June 2019.

In line with our commitments to equal opportunities, we offered to provide questionnaires in an accessible format to applicants, as appropriate. For example, questionnaires could be made available in other formats such as in larger print.

1.5.       Faifley Housing Association tenants

We issued all Faifley Housing Association tenants a copy of the consultation questionnaire along with the standard letter. This ensured that we were complying with law and good practice commitments.

1.6.       Staff of Faifley Housing Association

We consulted with staff through internal training that was delivered to discuss the new allocation policy proposals. At these events, we collated staff views and used staff comments to inform the policy revision process.

1.7.       Other organisations

In line with good practice guidance, we also liaised with other local organisations, including the local authority by sending them information about our new allocation policy.

1.8.       Methods of consultation

In order to ensure comprehensive consultation, we implemented two methods of consultation. These methods were:

·      consultation by post and/or electronically; and

·      local meetings.

Each of these methods is now described below.

Consultation by post and electronically

Consultation using our standard questionnaire, either in writing or electronically, was the main method adopted. If service users chose to respond electronically, this was done by replying on-line to a specialist in-box set up for the consultation process.

Local meetings

Two meetings were arranged to discuss the allocation policy and planned revisions with applicants. The venue was the Faifley Housing Association Office that is accessible for the local community

One meeting was arranged in the afternoon and one in the evening to give applicants choice and to address the needs of different individual people.

No applicants attended either of these meetings, as issue that is considered in more detail in section 8.

1.9.       Summary

Our consultation process was tailored to our organisational scale and context. Most applicants chose to consult on the revised allocation policy using the questionnaire.

1.10.   Key recommendations

Six main recommendations are made to enhance future consultation activities, as well as enhancing the quality and comprehensiveness of allocation services. These will be referred to committee for approval.

Recommendation 1

The revised allocation policy should now be referred to the full management committee for approval and implementation as soon as possible.

Recommendation 2

Ensure that more comprehensive information is gathered at applicant stage in relation to equality profiles, including accessibility requirements. This issue to be integrated into the equality strategy that includes a comprehensive data equality collection procedure.

Recommendation 3

Ensure that more specific information is gathered at the application stage in terms of consultation methods preferred by applicants.

Recommendation 4

Ensure that more comprehensive information is provided to all applicants in their allocation information pack, including information about the suspension policy

Recommendation 5

Disseminate information to applicants and tenants through a specialist newsletter; and use this opportunity to ascertain why applicants did not respond to the survey. This is important to identify possible barriers and to use this information to support future consultation activities, as well as informing our tenant participation strategy.

Recommendation 6

Ensure that West Dunbartonshire Council are provided with copies of the consultation report and summary reports are provided to select organisations. This should include summary report information being put onto the Association’s website (this document).