Rugby Borough Council Allocations Policy

Rugby Borough
Council
Allocations
Policy
If you would like this document in another language or format, or if you

require the services of an interpreter, please contact us.
FINAL VERSION Approved by Cabinet 15 April 2013
Section One
Rugby Borough Councils Allocations Policy
Page
Background
Key aims and objectives
Equality and fairness
Section Two
The Housing Waiting list
Page
Introduction
Eligibility
Qualifying person criteria
People aged 16 or 17
Joint applications
Multiple applications
Transferring tenants
Applications from Elected Members, Board Members and
employees
How to apply and the process
Changes in circumstances
Regular reviews
Cancelling applications
Withholding information/providing false information
Reviews
Making a complaint
Review of the Allocations Policy
10
10
10
10
11
11
11
Section Three
Assessing Housing Need
Page
Reasonable preference groups

Worsening circumstances
The banding system
Cumulative need
Band 1+
Band 1
Band 2
Band 3
Band 4
Reserve List
Homeless applicants
Shared facilities
Medical grounds
Welfare grounds
Hardship grounds
Overcrowding
Serious harassment and violence
Disrepair
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12
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13
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14
15
15
15
15
16
16
17
18
19
19
20
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Access to children
Section Four
Processing Allocations
Page
Short-listing
Viewing properties and receiving offers
Feedback on results
Best use of stock
Nominations
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Section Five
Local Letting Policies
Page
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24
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Rural Allocation Policy

Incentive Scheme
Multi-storey Charter
Succession and left in occupation
Section Six
Processing Allocations
Page
Appendix 1 Contact Details

Appendix 2 Accommodation Matrix
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Section One
Rugby Borough Councils Allocations Policy
Background
This is the Rugby Borough Councils (the councils) allocations policy. This policy
shows how the council will let their stock. The council also nominate households to
landlords of social housing properties for Orbit, Midland Heart, Waterloo, Bromford
Living and Warwickshire Rural Housing Association.
All lets by the council are completed through this policy and a summary is available
by contacting the Councils Housing Options Team.
The council will publicise on its website the lets for that week which will include
which band the property was allocated to and how long the household had been in
the band, www.rugby.gov.uk
Please note that some of the Housing Associations also allocate their properties
through their own systems. See Appendix 1 for their contact details.
The council only let 323 properties in 2011/12 and social housing is not a viable
housing solution for everyone. The Council offer a housing options interview on a
drop-in basis. So if you would like to know more about your housing options go to
the Town Hall or contact the Housing Options Team. If you are unable to attend the
Town Hall home visits can be completed.
Full Contact Details for the Housing Options Team:
Visit: Rugby Borough Council, Town Hall, Evreux Way, Rugby, CV21 2RR
between 9am 5pm
Phone: 01788 533833
Email: housingoptionsteam@rugby.gov.uk
Some households will not be allowed on the housing waiting list this will be
determined by this allocations policy and the households will have a right of review.
Key Aims and Objectives

The overall aim of the allocations scheme is to ensure that all social housing within
the borough is allocated fairly and objectively to those in the greatest housing need,
having regard to any legislative requirements and Codes of Guidance issued by the
Department of Communities and Local Government and the Homes and
Communities Agencies. The Policy also has regard to the Warwickshire Tenancy
Strategy under Localism Act s153 and our current Homelessness Strategy under
Homelessness Act 2002 s1.
Equality and Fairness

The council will ensure its policies and practices are non-discriminatory and will
promote equal opportunity by preventing and eliminating discrimination on the
grounds of age, disability, gender reassignment, pregnancy and maternity, race
(this includes ethnic or national origins, colour or nationality), religion or belief (this
includes lack of belief), gender, sexual orientation. The Council aims that the
allocations policy is accessible, responsive and sensitive to the diverse needs of
individuals.
The impact of the policy will be monitored, to ensure that it promotes equality of
opportunity to all. In order to achieve this, all customers will be asked to provide
details of their ethnic origin and any other demographic information when they apply
to join the housing list.
The council will ensure all potential customers have equality of information about
the service and equal opportunity to apply and receive offers of accommodation.
The council will do this by:
Completing an assessment of the Allocations Policy and the system to
ensure it does not discriminate any groups
Providing practical assistance to those who may have difficulty in
understanding the policy or the allocations system.
Providing practical assistance, in the customers preferred way, where the

customer may have difficulty completing an application.
Monitoring the profile of those who are applying and obtaining properties
to ensure that minority and hard to reach groups are actively engaged in
the service
Support for Vulnerable Customers

The council will ensure that all applicants including vulnerable people are able to
access the waiting list. Please contact us if you need any assistance or have any
questions about the process.
Section Two
The Housing Waiting List
Introduction
All households can apply for the housing list, however, following the changes from
the Localism Act 2012, there is eligibility and qualifying criteria that the Council
considers before allowing households on the list. These criteria are described
below. Once a household is on the list they will be considered for all vacancies
suitable for their needs and areas they have expressed an interest to live in.
Eligibility
Ineligible due to Immigration Status.
Some people travelling to the United Kingdom from abroad are not entitled to social
housing on the basis of their status as detailed in Section 160A of the Housing Act
1996 as amended.
Where a registration form indicates that this may be an issue, checks will be made to
confirm the eligibility status of an applicant.
If you are not sure if this section applies to you please contact us and we will advise
you.
If you are ineligible we have no duty to offer you a home but we will offer you advice
on your other housing options.
Such customers should provide their passports and/or other relevant
information to confirm immigration status.
Qualifying Person Criteria

The council has the right under Housing Act 1996 section 160ZA(7) to determine
classes or criteria for households who do or do not qualify for entry to the list. The
following criteria has been laid out by the council for this provision. Please contact
the Housing Options Team if you need further information.
No Housing Need
A household with people under 60 will not be accepted on the list unless they fall
within one of the categories required to have a reasonable preference as laid out
in the Housing Act 1996 s167 (2):
People who are homeless (within the meaning of Part 7);
people who are owed a duty by any local housing authority under section
190(2), 193(2) or 195(2) (or under section 65(2) or 68(2) of the Housing Act
1985) or who are occupying accommodation secured by any such authority
under section 192(3);
people occupying insanitary or overcrowded housing or otherwise living in
unsatisfactory housing conditions;
people who need to move on medical or welfare grounds; and

people who need to move to a particular locality in the district of the authority,
where failure to meet that need would cause hardship (to themselves or to
others).
Residency Criteria
A household must fulfil the following residency criteria to be accepted on the list:
Currently live, or have lived, within Rugby borough area and have done for at
least 6 out of the last 12 months or 3 out of the last 5 years.
Have immediate family (mother, father, brother, sister, son, daughter,
grandparents, step-relatives, adoptive parents) who are currently living in the
Rugby Borough area and have done for at least five years or more.
Have a contract of employment within the Rugby borough area
The need to care for, or receive care from someone who lives in the borough
The following households will be exempt from these criteria:
People who are moving in to the borough to take up work or escape violence.
Existing tenants of the council seeking to move to a smaller home
Members of the Armed Forces
Debts relating to housing, Convictions and Anti-Social Behaviour
Applicants will need to demonstrate that they fulfil the following criteria to qualify for
the list:
An applicant must not owe any property related debts to the council, a social
or private landlord unless an agreement has been in place that the applicant
has complied with for at least 6 months before the application and the debt at
the point of application cannot exceed 750.
Neither the applicant nor any member of his or her household has been
convicted of a criminal offence related to their current or previous property or
vicinity of property within 2 years proceeding the date of application where the
council considers the offence serious enough to pose a risk to other tenants.
This can include drug dealing from the property or burglary in the same
vicinity.
Neither the applicant nor any member of his or her household has been
convinced of a criminal offence serious enough for the council to consider
them to be a risk to other tenants in the last 10 years
Neither the applicant nor any member of his or her household has been made
subject to an anti-social behaviour order (ASBO) or an anti-social behaviour
injunction (ASBI) or a possession obtained under Ground 2, Schedule 2,
Housing Act 1988 which is currently valid.
Neither the applicant nor any member of his or her household has been made
subject to an anti-social behaviour order (ASBO) or an anti-social behaviour
injunction (ASBI) or a possession obtained under Ground 2, Schedule 2,
Housing Act 1988 in the 5 years preceding the date of application. The
Council will consider whether these orders would pose a serious risk to other
tenants.
Affordability
Applicants will not qualify to be accepted on the list if they are homeowners or have
the funds to solve their own housing situation.
This will not apply to the following households:
Those that need to move because of disability or frailty and this need cannot
be reasonably met in their current accommodation after investigation of their
housing situation by the Housing Options Team
The investigation will include if the household could solve their housing
situation by selling the property and moving to more suitable accommodation
and people in these circumstances will be expected to sell their property at
the earliest opportunity.
Information on Applications
People Aged 16 and 17
The Deed of Trust enables applicants who are 16 or 17 years old to be tenants of
council properties.
The Deed of Trust must only be completed in the following circumstances:
The applicant must be 16 or 17 years old
The applicant has been offered a property or qualified to succeed under the
Housing Act
The property being offered must be the applicants only home
The signer of the Deed of Trust must be over 18 and be a suitable and
responsible adult
The signer of the Deed of Trust understands that they are not liable for rent
arrears, but that they will assist the young person to conduct their tenancy in a
satisfactory manner. There will be an expectation that the signer of the Deed of
Trust will provide assistance to the young person if the council has to apply to
court because of a breach in their tenancy conditions.
Joint Applications
Joint applications will be accepted, provided both customers are eligible, aged
16 or over and intend to occupy the property together as their only or main
home.
Multiple Applications
Multiple applications will not be allowed. If multiple applications do exist, the
application which is a true reflection of the customers circumstances will be kept
open. Any other applications will be cancelled.
Transfers & Management Moves

Existing social housing tenants can apply to move and will have their priority
assessed in the same way as other customers. However, some transfer moves are
exempt from the requirements of Part 6 of the Housing Act 1996 and will be dealt
with separately. This includes assignment or succession by a relative and mutual
exchange.
In certain circumstances a landlord may approach their tenant to initiate a move to
a different property. This could be to meet an urgent housing need or to release a
property to meet a particular housing need and therefore make better use of the
stock. In these cases the property concerned will be allocated outside of the
allocations scheme.
Where a landlord uses introductory tenancies a transfer to another property will not
be allowed until the tenancy no longer has introductory status.
Applications from Elected Members, Board Members and

Employees
Applications can be accepted from employees, elected members, board members
and their close relatives, provided they are eligible to apply and subject to the rules
in Schedule 1 of Housing Act 1996. Customers must disclose any such relationship
at the time of application.
How to apply and the process

The household will need to attend a housing options interview at the council. If it is
felt at the meeting and from subsequent investigations including obtaining the
proofs needed to assess the claim, that the person fulfils the both the Eligibility and
Qualifying Criteria they will be accepted on the list.
For those people who cannot attend the councils Town Hall, home visits or
telephone calls will be utilised as appropriate.
All households will be sent a letter explaining why they have been accepted or
denied acceptance on the list, their priority on the list, their priority date and
outlining the right of review of any decisions.
Please note that checks and investigations on households current housing situation
will also be made at the point of allocation.
Please contact the Housing Options Team if you need any further advice
or information.
Changes in Circumstances
Applicants who move to a new address or whose circumstances change after they
have been accepted onto the housing list (e.g. someone joining or leaving their
household) should immediately contact the Housing Options Team to notify them of
the change.
If the change of circumstances affects the customers priority banding they will be
informed in writing of the outcome of the reassessment.
Regular Reviews
For people in Band 1, 2, 3 and 4 we will review all applicants on a regular basis
including contacting applicants to verify that they would like to stay on the list. We
will ensure that all vulnerable applicants will be contacted in the most accessible
way for the individual applicant. Households on the reserve list will be reviewed on
a more regular basis.
Cancelling Applications
Applications will only be cancelled in the following circumstances:
A request has been received from the applicant (or their advocate) in
writing.
There is no reply to the annual review
The customer has been re-housed
Notification has been received from an executor or personal representative
that the customer is deceased and s/he was the sole applicant.
It is discovered that the customer has given false or misleading information
in their application.
Evidence is obtained that the applicant is no longer eligible.
If information requested remains outstanding after timescales given have
elapsed.
For households on the reserve list, if an applicant turns down an offer of
accommodation
Applicants will be informed of the reason(s) why their application has been
cancelled and informed of their right to request a review of the decision (see section
on Reviews below).
Deliberately Withholding Information or Providing False

Information
It is a criminal offence (punishable by a fine of up to 5,000) if an applicant gives
false information or withholds information related to their housing application.
Possession proceedings can be instigated if a tenancy was obtained by giving false
information.
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Reviews
Applicants have the right to request a review against decisions made in the
allocation process.
The customers request for a review of the decision should be made within 21 days
of the decision being made. The customer should provide supporting evidence if
necessary and explain why they require a review of the original decision.
An independent senior officer from Rugby Borough Council making the decision for
the application will carry out reviews. The officer will not have been involved in the
original decision. The officer will consider the evidence provided and decide
whether to overturn or support the original decision. The customer will be informed
of the outcome of the review in writing within 21 days of receipt of the request.
If applicants are dissatisfied with the review they can go though the councils
complaints procedure (please see below) and/or seek legal advice.
Making a Complaint
All customers who make a complaint will be treated fairly and objectively. A written
reply to any complaint received will be sent out within the timescales set out in the
councils complaints policy. Copies of these can be obtained from the council.
If the customer has gone through the complaints procedure and remains dissatisfied,
they can contact the Housing Ombudsman Service - http://www.housing
ombudsman.org.uk/default.aspx , Address - 81 Aldwych, London WC2B 4HN
Telephone - 0300 111 3000, Fax - 020 7831 1942 or email info@housing
ombudsman.org.uk or apply for a judicial review (social housing tenants and other
customers).
Review of the Allocations Policy

The Allocations Policy will be reviewed after 12 months of adoption.
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Section Three
Assessing Housing Need
Reasonable Preference Groups
Applications will be assessed under this scheme, to ensure that those in greatest
housing need are given preference for an allocation of accommodation. Landlords
within the partnership give reasonable preference to customers as set out in s167Z
(2) of the Housing Act 1996 and the Homelessness Act 2002. These are:
Applicants who are homeless. This includes applicants where there is a
statutory duty to re-house as well as applicants who are intentionally
homeless and those who do are not in priority need.
Applicants occupying unsanitary or overcrowded housing or otherwise living
in unsatisfactory housing conditions
Applicants who need to move on medical or welfare grounds, including
grounds relating to disability
Applicants 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 or to others)
In addition, section 167ZA(2) gives housing authorities the power to frame their
allocation schemes to give additional preference to particular descriptions of
customers who fall within the reasonable preference categories and who have
particularly urgent housing needs.
To ensure that local priorities are met, the scheme may provide for other factors,
other than those set out in section (2) of the Housing Act 1996 in determining which
categories of customers are to be given preference for an allocation of
accommodation within the scheme, providing they do not dominate the scheme at
the expense over those listed in the statutory preference categories as listed in
167ZA(2).
Worsening own Circumstances

In some circumstances applicants may be assessed as deliberately worsening their
housing circumstances. These cases will be investigated and re-assessed where
appropriate which may include a reduced priority banding. For example, if a
household were in privately rented accommodation with no overcrowding issues
and then gave that tenancy up to move in with relatives where they are
overcrowded, their band priority will be assessed as though they were still
occupying the privately rented accommodation. Applicants will be notified of this
decision and advised of the right to request a review of this decision.
The Banding System

If a household is eligible and qualifies for the waiting list their housing need will be
given priority. The council will use the policy to assess the housing need of housing
applicants and will advise them which band reflects their need most appropriately.
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There will also be prioritisation of applicants within specific bands. All applications
will be given an application date. Within each band there will be prioritisation using
the date that the applicant is placed within the band awarded to their application.
Cumulative Need
If an Applicant (or one or more members of their household, as applicable) has
more than one housing need (cumulative need) within the band in which they have
been placed, their case will be assessed to see whether the application should be
given additional priority and placed in a higher band.
Examples would be where applications are assessed as having a need within the
allocations scheme under two or more categories in Band 2 they will move to Band
1 or two or more categories in Band 3 will move to Band 2.
Applicants who are in the Armed Forces will also have added reasonable
preference for those in the highest need (Band 1)
Band 1+
Applicants in the following circumstances will be placed in the highest priority band
(Band 1+):
Applicants assessed as statutory homeless who are owed a full housing duty and
who also display exceptional cumulative housing needs where the needs in question
were not specifically related to their homelessness application.
Applicants who are in urgent housing need (band 1) and are members of the
Armed Forces.
Band 1
Applicants in the following circumstances are deemed to have an urgent need
for re-housing:
Applicants assessed as statutorily homeless who are owed a full housing duty.
(Please see page 15-16)
Applicants in properties that are assessed as having a lack of facilities or that
are subject to statutory Prohibition or Demolition Orders in accordance with
legislation and statutory regulations. This would also include situations where
the condition of property occupied is seriously detrimental to the health of any
of the household and the defects to the property cannot be readily remedied.
(Please see page 20)
Applicants with a high need for alternative accommodation on the grounds of
significant social/ welfare need including issues of vulnerability. (Please see page
17)
Where applicants are unable to continue to occupy their current accommodation
due to a high medical need or disability. (Please see page 16-17)
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Applicants who cannot continue to live in their current home because of serious
harassment or violence. (Please see page 19)
Applicants with a need to move to a particular locality where significant hardship
would be caused if they did not move. (Please see page 18)
Applicants who are overcrowded because their present home is short of at least 3
bedrooms. (Please see page 19)
Applicants who are in short term supported housing (up to 2 years) and are
required to move on to alternative accommodation urgently. Confirmation about
these circumstances will be required from the organisation providing the supported
accommodation.
Applicants leaving Warwickshire Probation Service approved premises will be
assessed by the Housing Options Team and be placed on Band 1 if accepted.
Band 2
Applicants in the following circumstances will be placed in priority Band 2:
Applicants who are assessed as homeless or threatened with homelessness but
where there is no statutory duty to obtain housing. (Please see 15-16)
Applicants with a medium need for alternative accommodation on the grounds of
serious social/ welfare need including issues of vulnerability. (Please see page 18)
Applicants with a medium medical need who have been assessed as requiring
suitable alternative accommodation because their medical condition and/ or
disability is having a significant detrimental affect on their ability to live
independently at home. (Please see page 18)
Applicants who are overcrowded because their present home is short of at least 2
bedrooms. (Please see page 19)
Applicants living in council housing who are under occupying their current
accommodation.
Applicants with a medium need to move to a particular locality where serious
hardship would be caused if they did not move. (Please see page 18)
Applicants who are sharing facilities with more than one household, this could
include sharing the bathroom or kitchen. (A household is defined at page 16
below.)
Applicants who are in Armed Forces accommodation and who lived in a
particular District or Borough partnership area before they joined up will be
placed in this category six months before discharge and vacation of service
accommodation is required.
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Band 3
Applicants in the following circumstances will be placed in priority Band 3:
Applicants living in a property that has minor disrepair and/or in poor condition but
is not a risk to health or safety.
Applicants with a low medical need or disability where a move to more suitable
alternative accommodation would improve their health (Please see page 17)
Applicants who have a low housing need on welfare grounds will be placed in Band
3. (Please see page 18)
Applicants who are overcrowded because their present home is short of 1 bedroom.
(Please see page 19)
Band 4
Those applicants over 60 who have no identified housing need and do not have the
financial resources and ability to find their own housing solutions including
seeking adaptations to their current home.
Applicants who are home owners but consider they have a need to move into
sheltered or adapted accommodation. The Housing Options Team will assess their
needs and if these can be met by other methods: i.e. adaptations to their current
property. If the applicants are accepted as needing to be re-housed the expectation
will be that their current property will be sold on the open market.
Reserve List
Applicants in the following circumstances will be placed on the reserve list band:
The top 50 people who apply for go onto the list but are not accepted because they
are under 60 and do not have an identified housing need. These applicants will
only be placed in the reserve list if they will accept (types of properties to be taken
from previous lets from 2012/2013 that have been allocated to band 4 when data is
available)
This list will be reviewed and updated regularly and applicants will be taken off the
list if they do not accept an allocation or the council is unable to contact them on a
regular basis.
Further Information about Categories

Homeless Applicants
Local Authorities within the Partnership have a legal duty under Part VII of the
Housing Act 1996 (as amended by the Homelessness Act 2002) to ensure that
homeless applicants owed a full housing duty under s.193 (2) are provided with
suitable accommodation. Applicants meeting this criterion will have received a letter
from the relevant Authority making the decision confirming that they have a duty to
assist the applicant to obtain housing. Homeless applicants to whom the full duty is
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owed will be placed in Band 1 in order to be re-housed by the authority that has the
duty to secure accommodation for them.
As Band 1 is effectively the highest priority band for most customers and all those
within it are considered to be in high levels of relative need, it is not considered
possible or necessary to accord any further priority to such homeless customers.
Such customers are, by virtue the s193 (2) duty, provided with accommodation
suitable to their needs. However where a homeless customer exhibits an
exceptional cumulative need, they may be placed in Band 1+.
Homeless applicants are awarded priority within the allocations scheme because of
their urgent need to be re-housed. For this reason homeless applicants will be
placed in Band 1+ or Band 1 and this banding will be taken from them if they do not
accept an allocation which the council considers to be suitable. Applicants can ask
for a review of the suitability of any accommodation offered.
Applicants who are assessed as homeless or threatened with homelessness in 28
days in accordance with the Housing Act 1996 (as amended by the Homelessness
Act 2002) and there is no statutory duty to obtain housing will be placed in Band 2.
Shared Facilities
Priority is given when an applicant is in circumstances where they have to share
facilities with more than one household. This could be in a circumstance where the
applicant is sharing facilities with people who are not members of their family.
Sharing facilities would include sharing a bathroom and/or kitchen. A household is
defined as an applicant or somebody who normally resides with them and it is
deemed reasonable that they would continue to live with them. However in some
circumstances, where for example an applicant has lived independently and then
had to move back to live with family, additional priority may be given following an
assessment of the circumstances.
Medical Grounds
In these circumstances evidence would be required to support the case.
Priority may be awarded on medical grounds if information received indicates a
move will benefit the health of the customer or their household.
When determining the level of medical need a customer has, we will consider
whether the provision of adaptations will assist with improving their housing
circumstances.
High
Where applicants are unable to continue to occupy their current accommodation
due to a high medical need or disability, these customers will be placed in Band 1.
Examples would include:
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o A wheelchair user occupies a home where facilities are upstairs and therefore
inaccessible
o An applicant is due to be discharged from hospital and their current
accommodation is totally unsuitable
o A referral has been received from a mental health professional stating that the
current housing be having a severe effect on an applicant's mental well being
o Any applicant who needs to move to suitable adapted accommodation
because of serious injury, medical condition or disability which they, or a
member of their household, have sustained as a result of service in the Armed
Forces.
Medium
Applicants with a medium medical need who have been assessed as requiring
suitable alternative accommodation because their medical condition and/ or
disability is having a significant detrimental affect on their ability to live
independently at home.
Low
Applicants who have been assessed as having a low medical need or a disability
where a move to suitable alternative accommodation would improve their health will
be placed in Band 3.
Welfare Grounds
Applicants with care or support needs, or other social needs may need to move to
alternative accommodation on welfare grounds
High
Those applicants needing to move urgently on welfare grounds will be placed in
Band 1. Priority of this level will only be awarded if the current situation is so
significant it will have a serious impact on the well being of the applicants.
o Parents forced to live apart (where they have previously lived together)
except where it could reasonably be expected for both parents to live in
either of the homes that they occupy.
o Child separated from parents (where they have previously lived together)
where the child cannot occupy the current home of the parent, and that
they will live as a family unit if suitable accommodation is allocated.
o An applicant with a high degree of vulnerability and their housing situation
is having a detrimental effect on their quality of life.
Medium
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Applicants who have a medium housing need on welfare grounds will be placed
in Band 2.
o Applicants who need to move to receive care or support
o Applicants who need to move as part of an agreed support plan to re
integrate them into the community
Low
Applicants who have a low housing need on welfare grounds will be placed in Band
3.
Hardship Grounds
Applicants may need to move to a specific locality in order to give or receive care, to
be able to access specialised medical treatment or to take up particular education,
employment or training opportunities in a particular local authority district. Applicants
may have a specific financial hardship related to their housing need.
High
Those applicants needing to move urgently on hardship grounds will be placed in
Band 1. Priority at this level will only be awarded if the current situation is so
significant that it will cause significant hardship to the applicant or to others.
o An applicant needing to move to a particular area to take up employment
and if they did not significant financial hardship would be caused.
o An applicant needing to move to be closer to a vulnerable relative where
there is no alternative solution and not to do so would cause significant
hardship.
o An independent assessment has indicated that they cannot afford their
housing costs and therefore cannot continue living in their current
accommodation without facing significant hardship
Medium
Applicants with a medium housing need to move to a specific locality on hardship
grounds will be placed in Band 2.
o Applicants who need to move and if they did not do so they would not be
able to take up an educational opportunity
o Applicants who need to move to a particular area provide support and not to
do so would cause personal hardship. An independent assessment has
indicated that their current financial circumstances are impacting on their
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ability to pay for the costs of their accommodation and that this is causing
hardship.
Overcrowding
Only children permanently residing with the main applicant are included. (Living
permanently would mean that children must spend at least 50% of the time with the
main applicant) In these circumstances evidence would be required to support the
case and this may include a home visit in order to make an assessment. The type of
information we would require would be proof of child benefit or tax credit award, a
court order if one is in place or a residency order.
For the purpose of assessing overcrowding the following criteria will be used:
o The main applicant and a household member living permanently with the
main applicant will be considered as couple if the latter has a relationship of
Husband or Wife or Partner
o A separate bedroom will be allotted to each couple and also to each individual
person within the household unless it is children in certain circumstances.
(Please see below).
o Two children of the same sex may share a room up to the age of 16 years.
o Two children of different sexes may share a room up to the age of 10 years.
o An expected child is included from 6 months prior to the expected date of
birth.
o A couple may be allotted a bedroom each where medical reasons dictate.
We reserve for ourselves the discretion to modify the above criteria and not apply
them rigidly particularly where that would result in unfairness to the particular
applicant or other applicants generally. In particular in certain circumstances the size
of the bedrooms in a property and the relationship between those sharing a bedroom
will be taken into account as well as the sex of the children when carrying out an
overcrowding/bedroom shortage assessment.
Serious Harassment or Violence

In these circumstances evidence would be required to support the case and an
investigation will be carried out in conjunction with other agencies as appropriate.
o An applicant suffering domestic abuse from a partner, former partner or relative
with whom they currently reside and for whom the use of an injunction or other
form of legal action may not be appropriate.
o An applicant suffering serious harassment and legal remedies are not working
or are inappropriate. Harassment implies a degree of deliberate intent with
some underlying motive and can be distinguished from neighbour disputes or
nuisance.
19
Disrepair
Applicants who are required to leave their homes as a result of an emergency
Prohibition Order served in relation to the premises under the Housing Act 2004 will
be placed in Band 1
Customers living in unsafe or unsanitary housing conditions (as defined by the
Housing Health and Safety Rating System (HHSRS)) and there is a high risk of
harm will be placed in Band 1.
Access to Children
For those customers who require an additional bedroom for access purposes
appropriate information to verify circumstances will be required. Examples could be
a copy of the childs birth certificate, court order if one is in place or a residency
order. Each case will be assessed on an individual basis.
If an applicant has less than 50% access to children no additional bedroom
requirement will be given and there will be no increase in banding. Preference will
be given to applicants with children who are permanently at home or at home over
50% of the time.
20
Section 4
Process of Allocating Properties
Short Listing
Local connection criteria will be taken into account when short listing applicants
for vacancies.
Applicants are matched to suitable properties and will be placed in the order of
priority. The date that an application was placed in their most current category
(the effective date) will also be used to prioritise applications.
If two or more customers within the same band are matched to the same
property for which they qualify, their application date or the date they entered
their current band will be used to determine the higher priority.
Where properties are targeted at specific customers, they will be given priority
for that type of accommodation e.g. accessible accommodation for customers
with disabilities or new build properties where certain eligibility rules apply under
special Planning requirements. (Section 106 agreements)
Viewing Properties and Receiving Offers
If you are offered a property an officer will contact you directly by telephone in
the first instance to invite you to view the property. Offers are held open for a
limited time only. If we are unable to contact you by telephone then we will send
you an email or letter informing you of the offer and asking you to contact us
within a certain time period. If you do not contact us we will move on to the next
person on the shortlist.
We will arrange an appointment with you to view as soon as it is possible to
enter the property safely, this may be while repairs are still being done so it may
not be clean and tidy. Please let us know immediately if you will need help from
an interpreter or signer at your viewing and sign up appointments. Viewing the
property will give you an opportunity to find out more about holding a council
tenancy, ask questions and gather information. You will be able to view the
property once before deciding whether or not to accept the offer. Before you
accept you should consider the cost of rent, utility and other bills and your
income.
If you do not want to accept the offer you should let the officer know
immediately and give your reasons for refusal. You should consider this
carefully and discuss with the officer as in some cases this may affect your
future housing options.
If you decide to accept the offer the officer will make an appointment for you to
sign for the tenancy. Your sign up appointment will take up to 45 minutes and
during the interview the officer will discuss your tenancy agreement, how to pay
your rent, how to claim housing benefit if required, and contacting utility
21
suppliers. Decoration vouchers may be issued to help towards the cost of

redecorating your new home. These are issued dependent on the physical
condition of the internal dcor and do not make any allowance for customer
taste.
You will be expected to begin paying your rent as soon as your tenancy starts.
If you are transferring from one council tenancy to another you will be liable for
the rent at both properties until you return keys to the property you are vacating.
There are several different methods of paying your rent Direct Debit, online, over
the phone, by payment card at local post offices. You can discuss this with the officer
at viewing or sign up.
Feedback on Results
Lettings results will be made available to the public upon request. Information
will also be available on the website and will include the following information:
The total number of people considered for an allocation
The successful customers band effective date.
Properties where a direct offer was made.
Best Use of Stock

Properties will be allocated in a way that makes the best use of a landlords stock.
You can find out more about how landlords will act to make the best use of their
stock by asking to see their allocations procedures leaflet.
Nominations
The council is currently negotiating agreements with their preferred partner
housing associations following the end of UChoose, the sub regional choicebased lettings scheme on 30 June 2013.
22
Section 5
Local Lettings Policies, Succession and Left in Occupation
Rural Allocation Policy
For some properties in rural settings a local connection to the Parish will need to be
established.
A local connection to a parish is established if the applicant has, at the time of
registration:
been continuously resident within the parish, or adjoining parish, for the
last 5-years
been a person, or persons residing permanently in the parish, or an
adjoining parish for 5 years, or more, within the previous 20 years
has a contract of employment at a workplace within the parish, or
adjoining parish, and this work is not of a casual or temporary nature
current family associations within the parish, i.e. parents, sons,
daughters, brothers or sisters who have lived within the parish,
adjoining parish, for the last 5-years
If there is not an applicant that meets the above local connection criteria, we will
adopt the following approaches, listed in order of how we will use them:
Firstly, we will consider applicants resident in the parish, or adjoining
parishes, that have lived there from 4-years down to 12 months those
having been resident longest receiving highest priority
Secondly, if there are still no qualifying applicants we will then consider those
resident in the surrounding parishes, initially resident for 5 years, then if there
is no suitable applicant, those that have lived there from 4-years down to 12
months those having been resident longest receiving highest priority
Finally, if there is still no qualifying applicant in the adjoining or surrounding
parishes we will consider other applicants resident within the borough initially
resident for 5 years, then if there is no suitable applicant, those that have lived
there from 4-years down to 12 months those having been resident longest
receiving highest priority
Incentive Scheme
To try and make better use of its limited housing stock, the Council offers an
incentive scheme for tenants aged 60 or above, who want to move out of large family
Council houses into sheltered housing. To be eligible, tenants must:

Have a housing application in to transfer to sheltered accommodation

Live in Council housing that is suitable for a family, i.e. a 2 or 3 bedroom
house (not a flat)
Under this scheme the Council will pay for the tenants removals as well as the
disconnection and reconnection of their cooker and the transfer of their telephone
line.
23
A payment of 500 is also made by the Council toward the miscellaneous costs
associated with moving. Although you will technically be renting two properties for
one week whilst you are moving, rent will only be charged on one of them.
Multi Storey Charter

Applicants will be considered for this section if:
They are living in high rise flats or other accommodation on the second
floor or above for at least 2 years
Have a child under 12
That the child resides with them on a permanent basis (at least 50% of
the time)
The charter is conditional upon the following:
The applicant must be registered on the councils waiting list
The tenancy must have been conducted satisfactorily including payment
of rent.
Succession and Left in Occupation

When a tenant has succeeded to a tenancy but the property is more extensive
than they need they may be asked to move to more suitable accommodation.
These transfer applicants will be placed in priority Band 2 because they are
under occupying their current accommodation.
Two reasonable offers may be made. If they are not accepted possession may
be sought through the County Court
When an applicant does not have a right to succeed to a tenancy but is left in
occupation on the death of the tenant their landlord may consider whether the
applicant:
Has been living with the tenant for a year before the tenants' death
OR
Has been looking after the tenant for a substantial period of time (for example
12 months or more)
OR
Has accepted responsibility for the tenants' dependants
24
Appendix 1
Local contacts and allocation details
Rugby Borough Council
www.rugby.org.uk
Telephone: 01788 533 833

Letter: Town Hall, Evreux Way,
Rugby, CV21 2RR
Email: housingoptionsteam@rugby.gov.uk
Orbit Heart of England - Rugby
www.orbitheartofengland.org.uk
Telephone: 0345 8 500 500
Letter :1 & 3 Locke House, The Railings
Woodside Park, Rugby CV21 2AW
Email: info@orbit.org.uk
Orbit currently hold their own list for 1

bedroom flats and bedsits in Brownsover.
Please contact them directly.
Midland Heart
www.midlandheart.org.uk
Telephone: 0345 60 20 540
Letter : 20 Bath Row, Birmingham, B15 1LZ
Email:
customer.servicecentre@midlandheart.org.uk
Waterloo Housing Group

www.waterloo.org.uk
Phone: 0121 3554501 or 4651 or 0800
0800 435016
Letter: Waterloo House,76-78 Boldmere
Road, Sutton Coldfield
West Midlands B73 5TJ
Affinity Sutton
www.affinitysutton.com/
Telephone : 0300 100 0303
Letter: 60 Nelson Way, Bilton, Rugby
CV22 7LF
Bromford Group
http://www.bromfordgroup.co.uk
Telephone: 0330 1234 034
Letter:
Email:
customerservices@bromford.co.uk
Local area Office:

Touchstone House
Whitley Village
Coventry
CV3 4HZ
Midland Heart have a separate list and

(stock) in the Rugby borough area please
contact them above for more details
Sanctuary Housing Association

www.Sanctuary-housing.co.uk
Phone: 0800 288 9782
Letter: 164 Birmingham Road, West
Bromwich West MidlandsB70 6QG
Email:
marketing&lettings@sanctuary
housing.co.uk
Warwickshire Rural Housing Association

http://www.warwickshirerha.org.uk/
Telephone: 01530 278080
Letter: Warwickshire Rural Community
Council, Warwick Enterprise Park,
Wellesbourne, Warwick, CV35 9EF
25
Appendix 2
Accommodation Matrix
The table below sets out the property types for which applicants are eligible this
is based on bedroom need and type of accommodation. The differences in bed
need are because of different child ages.
Single
Person
Couple
1 child
family
2
child
family
3
child
family
4
child
family
5+child
family
Single
person
over 50
Couple
over 50
Self-contained
bedsit
1 bed flat
1 bed house
2 bed
flat/maisonette
2 bed house
Large 3 bed
house
4 bed house
5 bed house
2 bed
bungalow
Small 3 bed
house
1 bed
bungalow
1 child
family
over 60
Guidance notes:
A small 3 bedroom house is defined as less than 85 square metres;
Pregnant applicants are eligible for accommodation in the relevant
group, provided that proof of pregnancy is provided;
Where there is no qualifying applicant, any applicant on the list is
eligible for consideration.
26
Applicants who are registered disabled and less than 60 years of age
can be considered for sheltered flats and bungalows.
Applicants over the age of 60 with access to children can be
considered for general needs properties.
Applicants will not be eligible for an allocation to a property if they are
under-occupying as per the Welfare Reform under-occupation charge
criteria.
27

Rugby Borough Council Allocations Policy

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If you would like this document in another language or format, or if you

FINAL VERSION Approved by Cabinet 15 April 2013

Reasonable preference groups

FINAL VERSION Approved by Cabinet 15 April 2013

Rural Allocation Policy

Appendix 1 Contact Details

FINAL VERSION Approved by Cabinet 15 April 2013

Key Aims and Objectives

FINAL VERSION Approved by Cabinet 15 April 2013

Equality and Fairness

understanding the policy or the allocations system.

Providing practical assistance, in the customers preferred way, where the

Support for Vulnerable Customers

FINAL VERSION Approved by Cabinet 15 April 2013

Qualifying Person Criteria

1985) or who are occupying accommodation secured by any such authority

under section 192(3);

people occupying insanitary or overcrowded housing or otherwise living in

unsatisfactory housing conditions;

FINAL VERSION Approved by Cabinet 15 April 2013

people who need to move on medical or welfare grounds; and

FINAL VERSION Approved by Cabinet 15 April 2013

application which is a true reflection of the customers circumstances will be kept

open. Any other applications will be cancelled.

FINAL VERSION Approved by Cabinet 15 April 2013

Transfers & Management Moves

Applications from Elected Members, Board Members and

How to apply and the process

FINAL VERSION Approved by Cabinet 15 April 2013

Deliberately Withholding Information or Providing False

FINAL VERSION Approved by Cabinet 15 April 2013

Review of the Allocations Policy

FINAL VERSION Approved by Cabinet 15 April 2013

allocation schemes to give additional preference to particular descriptions of

particularly urgent housing needs.

Worsening own Circumstances

The Banding System

FINAL VERSION Approved by Cabinet 15 April 2013

FINAL VERSION Approved by Cabinet 15 April 2013

FINAL VERSION Approved by Cabinet 15 April 2013

Further Information about Categories

FINAL VERSION Approved by Cabinet 15 April 2013

FINAL VERSION Approved by Cabinet 15 April 2013

accommodation is totally unsuitable

except where it could reasonably be expected for both parents to live in

either of the homes that they occupy.

they will live as a family unit if suitable accommodation is allocated.

o An applicant with a high degree of vulnerability and their housing situation

is having a detrimental effect on their quality of life.

FINAL VERSION Approved by Cabinet 15 April 2013

integrate them into the community

FINAL VERSION Approved by Cabinet 15 April 2013

Serious Harassment or Violence

FINAL VERSION Approved by Cabinet 15 April 2013

FINAL VERSION Approved by Cabinet 15 April 2013

suppliers. Decoration vouchers may be issued to help towards the cost of

Best Use of Stock

FINAL VERSION Approved by Cabinet 15 April 2013

having been resident longest receiving highest priority

Have a housing application in to transfer to sheltered accommodation

FINAL VERSION Approved by Cabinet 15 April 2013

Multi Storey Charter