Government of Jersey

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A decision made (22/09/2008) regarding: Approval of Policy HD32 - Untidy Garden, Balcony, Driveway, etc.

Decision Reference: MD-H-2008-0090
Decision Summary Title :	DS – Approval of Policy HD32		Date of Decision Summary:	9th September 2008
Decision Summary Author:	Mike Porter – Tenant Services Manager		Decision Summary: Public or Exempt? (State clauses from Code of Practice booklet)	Public
Type of Report: Oral or Written?	Oral		Person Giving Oral Report:	Dominique Caunce
Written Report Title :			Date of Written Report:
Written Report Author:			Written Report : Public or Exempt? (State clauses from Code of Practice booklet)
Subject: A policy that describes the activities and responsibilities involved where the condition of a tenant’s garden, balcony, driveway or patio area is deemed to be in an unkempt and untidy condition.
Decision(s): The Minister approved Policy HD32.
Reason(s) for Decision: To ensure the orderly and appropriate maintenance of gardens, balconies, driveways and patio areas within States of Jersey Social Housing.
Resource Implications: NIL
Action required: Director of Tenant Services to ensure that policy HD32 is applied in a fair and consistent manner.
Signature:		Position: MINISTER
Date Signed:		Date of Decision (If different from Date Signed):

Approval of Policy HD32 - Untidy Garden, Balcony, Driveway, etc.

POLICY HD32

STATES OF JERSEY HOUSING DEPARTMENT

POLICY IN RESPECT OF GARDENS

The Housing Department has a ZERO TOLERANCE POLICY

in respect of the condition of gardens, balconies, driveways and patios

This policy describes the activities and responsibilities involved where the condition of a tenant’s garden, balcony, driveway or patio area is deemed to be in an unkempt and untidy condition.

The Policy applies to all rented property administered by the Housing Department. The Department expects tenants who have the benefit of a garden, balcony, driveway or patio to ensure they are kept in a clean, tidy and where appropriate well maintained condition at all times.

Responsibility for the management of untidy gardens, balconies, driveways and patios and for contributing to challenging this unacceptable behaviour rests with all staff in the Department.

The Housing Department’s Aims

To ensure that homes that have a garden/balcony/patio are given to those tenants who will enjoy the most benefit from them and who will keep them in an acceptable condition, allowing the Department to make the most appropriate use of its stock;

To ensure that all new tenants and those transferring between properties have the Department’s zero tolerance policy in respect of gardens explained to them;

To take early action and use preventative measures to reduce the instances of tougher action, as described in the final stages of the monitoring process in Appendix 1);

To adopt a firm but respectful approach to monitoring the condition of gardens/balconies/patios/driveway.

Tenants Responsibilities

The term “Tenant” includes sole and joint tenants. If two or more people have signed the Tenancy Agreement, they are jointly responsible for ensuring that any garden, balcony, driveway or patio area is kept in a clean, tidy and where appropriate well maintained condition at all times.

Preventative Measures

At the start of a Tenancy, the tenant will be issued with a tenancy agreement. Their responsibilities in respect of that tenancy, which includes maintaining the outside areas associated with their property, will be fully explained to them.

Specifically, an explanation will be given of the Zero tolerance policy in respect of gardens/balconies/patios.

Tenants transferring from one States property to another will only be considered for an alternative property with a garden/balcony/driveway or patio if they have been seen to look after such amenities at their previous properties;

When contacting a tenant on any matters all staff will be encouraged to take the opportunity to check the condition of gardens/balconies/driveway/patios.

How the Policy will be implemented - Monitoring Process (Appendix 1)

The Compliance Team is responsible for enforcing this Policy.

The attached Flow Chart shows the process the Compliance Team will follow in order to monitor the condition of gardens/balconies/driveway or patios.

Effective Date

The Policy shall become active on the date on which the respective Ministerial Decision is signed by the Minister.

Policy Drafted	15 August 2008	D Caunce

Policy Reviews	Date	Reviewed By

Monitoring Process Appendix 1

All family Estates will be visited by the Compliance Team on a 6 monthly basis, where required, some Estates may be visited more frequently.

ESTATE VISITED BY COMPLIANCE TEAM
m K	GARDEN FOUND TO BE IN EXCELLENT CONDITION will be noted and passed to Tenant Participation team – letter to be sent to tenant in gratitude
UNACCEPTABLE GARDEN. CO will door knock and advise tenant what is required. This will be followed by a letter to confirm. Re-visit arranged for max of 2 weeks time.
K
2 WEEKS ON. CO will re-visit and check improvements
m K	GARDEN FOUND TO BE IN IMPROVED & ACCEPTABLE CONDITION will be noted – thank you letter to be sent to tenant to advise of continued monitoring.
GARDEN STILL NOT ACCEPTABLE CO will issue final warning and remind tenant of what is required. Re-visit arranged for max of 2 weeks time.
K
FINAL VISIT 2 WEEKS ON. CO will visit and check improvements
m K	GARDEN FOUND TO BE IN IMPROVED & ACCEPTABLE CONDITION will be noted – thank you letter to be sent to tenant to advise of continued monitoring.
GARDEN STILL NOT ACCEPTABLE CO will consider tenants circumstances and make a judgement as to whether final action will be to :- A) Place tenant on transfer list to be moved to alternative accommodation without garden; OR B) Arrange for garden to be cleared and made good by contractors, cost to be passed on to tenant.	g g	Allocations Team to ensure expedient transfer at earliest opportunity. Tenant will continue to be closely monitored by Compliance Team