Common use of Nomination Procedure Clause in Contracts

Nomination Procedure. For both first lets and subsequent relets the procedure will be as follows: a) The relevant RSL should request a nomination from the relevant local authority as soon as it is known that a property will become available. b) A standard form should be used for all nomination requests. This form will provide the relevant authority with specific information about the vacant property, the date of the request, and the date that the property is becoming vacant, and if possible the date it will be available for letting. c) Any special criteria for a particular property should be provided on the nomination request form and agreed in advance with the local authority concerned. These special criteria could include the measures agreed to create a balanced and sustainable community see Paragraph 2 (“Objectives of the Development”). d) The local authority will undertake to respond to the nomination request with the relevant details of the nominees within TEN working days for first lettings and THREE working days for relets. If it is not possible to nominate within this timescale the RSL will be informed promptly. If the relevant LA is unable to provide a nomination it shall inform the RSL promptly. The RSL will then offer the property to the other local authority signatory to this agreement. If they cannot find a suitable nominee the property will be offered to a household on its own waiting or transfer list. Each authority will provide the details of the nomination on a standard form, copies of which will be e-mailed to the RSL. E-mail will be the preferred from of written communication under this agreement. e) Each authority will nominate on the basis of one nominee per vacancy. Should the nomination prove to be unsuccessful the LA will undertake to make a further nomination immediately upon receipt of the result form, and within three working days. f) The authority shall inform the nominee that they are to be nominated to an RSL, and that the RSL will contact them shortly. g) The RSL will be responsible for confirming the relevant details of the prospective nominee. In selecting potential nominees the LA will have regard to the need to produce a sustainable and balanced community and will therefore select on the basis of the criteria and targets set out at paragraph 2 “Objectives of the Development”. h) Relets to vacant properties that arise after first letting will be dealt with outside this agreement and will be subject to existing good practice nomination guides.

Nomination Procedure. For both first lets 5.1 RPs will inform Royal Greenwich as early as possible where there is likely to be a potential vacant property. If the property is not ready for occupancy the Allocations Team should still be informed of the vacancy. This will allow Royal Greenwich time to select the most appropriate nominee and subsequent relets to minimise void loss. 5.2 Royal Greenwich requires a minimum six weeks’ notice period where a nominee is required for the procedure will occupancy of a newly built or fully refurbished properties. 5.3 The RP must inform Royal Greenwich’s Allocations Team of any slippage to handover date and any nominee put forward for such properties should also be as follows: a) The relevant RSL should request a nomination from the relevant local authority informed as soon as it is known that a property will become availablepossible. b5.4 Where possible RPs should endeavour to provide Royal Greenwich with at least 3 weeks’ notice of any pending void by utilising the Termination of Tenancy clause within resident’s Tenancy Agreements. 5.5 RPs should notify Royal Greenwich as early as possible of any vacant property by completing a "RPs Notification and Nominations Request Form" (see appendix 1) A standard for each vacant property, giving an estimated time when the property is likely to be ready for occupancy, the size and features of the property, local amenities and a digital image of the property. This form should be used for all nomination requests. This form will provide the relevant authority with specific information about the vacant property, the date completed in full and accurately to avoid delays. 5.6 Digital images of the request, and the date that the property is becoming vacant, and if possible the date it will be available for letting. c) Any special criteria for a particular property should be provided on in a high resolution JPEG file format from a digital camera. Images should include the front façade of the property and garden if available. For a new build property this could be an artist’s impression. 5.7 The completed nomination request form and agreed in advance with the local authority concerned. These special criteria could include the measures agreed to create a balanced and sustainable community see Paragraph 2 (“Objectives of the Development”). d) The local authority will undertake to respond to the nomination request with the relevant details of the nominees within TEN working days for first lettings and THREE working days for relets. If it is not possible to nominate within this timescale the RSL will be informed promptly. If the relevant LA is unable to provide a nomination it shall inform the RSL promptly. The RSL will then offer the property to the other local authority signatory to this agreement. If they cannot find a suitable nominee the property will be offered to a household on its own waiting or transfer list. Each authority will provide the details of the nomination on a standard form, copies of which will digital image should be e-mailed to Royal Greenwich's Allocations Team for the RSLpreparation of Greenwich Homes adverts. 5.8 When Royal Greenwich receives notification of a vacant property, the Allocations Team will: select specific properties to be used for Regional Nomination and then select properties for the purpose of direct offers to applicants who fall under the Additional Preference category as outlined in the Royal Borough allocations policy and procedure document. 5.9 Royal Greenwich will advertise properties weekly on the Greenwich Homes website and fortnightly in the local newspaper, Greenwich Info. E-mail Each advert will clearly indicate a closing date by which applicants need to have placed a bid. Deadlines are as follows: The RP Notification and Nomination Request Form are to be forwarded to the Allocation Team each Tuesday by 12:00 noon to be included in the following week’s edition of Greenwich Homes and the local newspaper. Greenwich Homes will be published every Wednesday on the preferred internet and every other Wednesday in Greenwich Info Bids from of written communication under this agreementapplicants on the housing register will be accepted from 1pm each Wednesday until midnight on the following Sunday when bidding closes. e5.10 Properties that are advertised in Greenwich Homes should avoid the exclusion of categories of applicants from applying for a property without a satisfactory reason. Advertisements should comply with the Equalities Act 2010. Where there is a local lettings plan this will be reflected in the published advert. 5.11 Using Royal Greenwich’s Nominations Form, the Allocations Team will attempt to email the relevant RP with at least 3 suitable nominees (1 in the case of a new build property) within 3 working days of the closing date. Nominees will be selected in date order of priority or registration date in accordance with Royal Greenwich's Allocations Policy. 5.12 Nominations will be for a specific property. RPs should not make changes or offer alternative accommodation without discussions with the Allocations Team first. 5.13 Each authority will nominate on the basis round of one nominee per vacancy. Should the nomination prove multiple viewings is considered to be unsuccessful the LA will undertake to make one nomination. 5.14 Where a request for a further nomination immediately upon nomination(s) following a refusal by a previous round of nominations Greenwich Homes will endeavour to provide further nominees within 24 hours of receipt of the result form, and within three working daysrequest; provided the request is received by 12 noon. Royal Greenwich will put forward up to 2 cycles of nominees for each property. f) The authority shall inform 5.15 In the nominee event that they are Royal Greenwich fails to be nominated to an RSL, and that put forward three suitable nominees for a void property or it has exhausted its list of suitable applicants the RSL will contact them shortlyRP in consultation with Royal Greenwich may seek a suitable occupant from its own sources. g) 5.16 Royal Greenwich will supply the RP with any name and contact number of any support worker such as Occupational Therapist, Social Worker etc. that may be linked to the applicant’s case. This information must be clearly identified on the Nominations Form (see appendix 2). 5.17 The RSL RP will be responsible for confirming making the relevant details offer of accommodation to the nominee, co-ordinating the viewing and letting the property. The final confirmed offer, following RP checks and prior to viewing should be made in writing to the nominee. Where there is the involvement of an Occupational Therapist or any other Support Worker involved with the case the RP will be responsible for advising the appropriate officer of the prospective nomineeviewing data and time so that they are able to attend. 5.18 RP will inform Royal Greenwich by e-mail of the result of any nominee put forward for a property within two working days of the nominee viewing the property. In selecting potential nominees The result should be emailed to ▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇.▇▇. the LA will have regard tenancy commencement date, if the property is accepted; the reasons why a nominee was ineligible or rejected by the RP; or the reason the nominee refused the property; provide a copy of the formal offer letter to the need nominee to produce a sustainable and balanced community and enable RBG to discharge duty in homeless cases 5.19 RPs will therefore select on the basis endeavour to inform Royal Greenwich of the criteria result of all nominees as early as possible for monitoring purposes and targets set out at paragraph 2 “Objectives of the Development”to ensure that applicants who are still eligible to apply are not disadvantaged by delays in processing refusals. h) Relets to vacant properties that arise after first letting will be dealt with outside this agreement and will be subject to existing good practice nomination guides.