1. HMO Re-licensing project
To support councils re-licensing mandatory HMOs from Spring 2011
John Marr
12 October 2010

2. Project overview
With many initial 5 year licences due for renewal from Spring 2011, we have launched a project to support councils in this work
The project seeks to enable councils to adopt a streamlined process and application form for the re-licensing of HMOs, which can be operated with limited resources, whilst minimising the reputational risk of a major incident in a licensed HMO owing to poor management or sub-standard conditions
Simplifying re-licensing will allow resources to be targeted more at the rogue landlords

3. Project scope The project will
look at issues facing councils in re-licensing their mandatory HMOs
not look at HMO definitions, or changes and implications from the new planning rules on HMOs
consider the extent to which processes and forms can be streamlined within existing legislation
consider ROLHMO and seek to challenge government on whether the Register is relevant, adds value and should be continued
work in themed groups/ work strands reflecting the key issues identified and to be addressed

4. Project outputs
We have formed a project group of mandatory licensing specialists from a range of councils across the country
Currently 28 specialists from 25 councils; new members welcome
The group’s work will be informed by and take account of constructive input from external stakeholders including landlords’ groups/ associations.
The group will develop a package of guidance and resources for councils which will support their timely and effective delivery of re-licensing. This will be promoted and made available by LG Regulation from next Spring.
LG Regulation will offer a prompt and effective advice and assistance service via web, , phone and in person.

5. Key issues The group identified top key issues to be tackled:
Legislative constraints: extent to which a streamlined process & form can be used within existing legislation – key overarching issue
Fees: Discounts and uplifts; fees structure; reviewing the LGA Fees Toolkit; developing a simple fee calculator for HMO re-licensing, and best practice guidance around fee setting for re-licensing
Form: Developing a streamlined and simplified application form for re-licensing, which can be used by others, can be easily made available online and is EU Services Directive compliant
Process: Streamlining the re-licensing process to ease burdens on councils and landlords; process should cater for verification of key information, checks, inspections etc without having to re-submit everything required for a totally new application.
Conditions: Developing best practice guidance around the setting of conditions for a re-licensed property, including issues around what should happen when conditions on the original licence have/ have not been met or are no longer appropriate to the circumstances.

6. Delivering the work
The project is structured around four sub-groups covering Fees, Form, Process and Conditions; the whole group is asked to consider the overarching legislative constraints issue
A project launch meeting in London on 3 August enabled groups to begin working on the key issues face-to-face
Since then, we have set up a new online Community of Practice which allows most of the work to be done remotely. The CoP is facilitated by LG Regulation
Ad hoc meetings may be held, subject to resources, as part of our work to meet with councils around the country
External stakeholders, including representatives of landlord organisations, will be consulted at key stages in the work
We will also work with the National HMO network

7. Delivering the work: more on Communities of Practice (CoP)
A CoP is a network of individuals with common problems or interests who get together to:
Explore ways of working
Identify common solutions
Share good practices and ideas
The project group expressed a strong desire for a dedicated CoP to facilitate and support their work; we have set one up
CoPs for local government are hosted by LG Improvement and Development on their website

9. Benefits of CoP approach
Saves time
Accelerates learning
Allows project members to connect
Efficient, effective and good value
Reduces need for costly travel
Great way of sharing good practice
Keeps everyone in the loop
The re-licensing CoP is available to council officers only – it is a private community and a secure area for sharing thinking, ideas and work

11. Emerging issues to date - Fees
Existing toolkit too complex; should be simplified
Toolkit should be EU Service Directive compliant – enabling open, fair and transparent fee setting
Consider best practice approaches to use of discounts and uplifts
Final fee structure will reflect process, and extent to which it can be streamlined

12. Emerging issues to date - Form
Re-licensing form-filling will be too onerous if not simplified to “has anything changed?”
Need to streamline/ shorten the form where possible
Can landlords be expected to upload eg certificates?
Use of information councils already hold on databases – copied into new forms?
Concern about legislative constraints and how these might be overcome

13. Emerging issues to date - Process
Process and fees issues are interlinked – these sub-groups will need to work closely together
Need to produce flow-chart procedure for re-licensing
Make more use of electronic documents
Assessment of “fit and proper” status
Assessment of Fire Safety arrangements, and involvement of local fire service
Inspections and Cat 1 Hazards

14. Emerging issues to date - Conditions
Verification that former conditions have been met
Continuation of former conditions
Setting new conditions; appropriateness
Need to demonstrate consideration of the particular circumstances when setting conditions – blanket or model conditions not permissible (recent Cardiff RPT decision)

15. Outline timescale
Project group was formed during July. New members with availability to commit & actively contribute are welcome.
Formal project launch was on 3 August in London
Since then, Group has been developing further detailed work programme/ action plans with LG Regulation
August – October, initial consideration of key issues by groups
12 October – HMO network conference session. To highlight the project; provide opportunity for further views/ input
Oct – Jan, development of support package
Feb, review & refine to final version
End March 2011, launch & Councillor Briefing

16. Your chance to contribute
Delivering re-licensing successfully will be an important challenge for councils
Resources are becoming more scarce as budget cuts take effect
Simple cost-effective re-licensing should allow more resources to be targeted at rogue landlords
If you have tackled or are tackling re-licensing issues, this project is a great opportunity to share knowledge/ experience and contribute to better outcomes for councils across the country
If you would like to be actively involved, contact or call

17. Questions
Q & A
will be taken in the afternoon Panel Discussion