Response 4049911

Response to request for information

Reference

4049911

Response date

24 July 2026

Request

This is a request for disclosure of all information held by the authority in the following categories. Where documents are held in electronic form, please can they be provided in that form, as specified in section 11(1)(a) of the Act.

1. Full HMO Licence Documentation
   • The original HMO licence application, including all forms, declarations, and supporting documents submitted by the applicant. 
   •  All renewal applications, including any changes in declared details between the original application and subsequent renewals.
   • Any amendments or variations to the licence, including correspondence requesting or approving such amendments.
   • The issued licence itself, including all conditions attached.
   • Any management plan submitted in connection with the licence application or renewal.
   • Any fit and proper person assessment undertaken in respect of the licence holder or manager.
2. Internal Decision-Making Records
   • All emails, internal memoranda, and electronic communications between council officers, elected members, and/or third parties relating to the approval, renewal, or any review of the HMO licence.
   • Meeting notes, minutes, officer reports, and committee papers in which the Property or its licence was discussed.
   • Any officer delegated decision record authorising the grant or renewal of the licence.
   • Any record of objections received during any consultation period, and how those objections were considered.
3. Clarification of Discrepancies Between the Public Register and the Physical Property
   • All records relating to the number of floors, rooms, storeys, or habitable units recorded in connection with the licence application and any subsequent assessments.
   • Any records noting discrepancies between the physical characteristics of the Property and the information submitted by the applicant.
   • Records of any exemptions granted, including their legal basis, and any officer or legal advice obtained in connection with such exemptions.
   • Correspondence with the applicant or licence holder in which the accuracy of declared details was queried or corrected.
   • Any record of a site visit in which the physical Property was compared with the licence application details.
4. Fire Safety Compliance Records
   • All fire risk assessments carried out in respect of the Property, including assessments commissioned by or submitted to the council.
   • Inspection reports conducted by the council or by the fire and rescue service in relation to the Property.
   • Any enforcement notices, remediation notices, or prohibition orders issued under the Housing Act 2004 or the Regulatory Reform (Fire Safety) Order 2005 in relation to the Property.
   • Correspondence with Nottinghamshire Fire and Rescue Service (or the relevant fire authority) regarding the Property.
   • Evidence of satisfactory compliance with mandatory fire safety standards, including emergency lighting, fire detection, means of escape, fire doors, and alarm testing.
   • Any outstanding fire safety deficiencies or unresolved enforcement action.
5. Parking and Amenity Assessments
   • Any assessments of parking provision, parking impact, or on-street parking capacity conducted in connection with the HMO licence or any change of use application.
   • Assessments of waste storage and refuse collection adequacy for the number of occupants licensed.
   • Any assessment of outdoor amenity space, communal facilities, or suitability of the Property for the permitted number of occupants.
   • Correspondence with the local highways authority or parking authority in connection with the Property.
6. Change-of-Use Considerations and Third-Party Contractor Involvement
   • All communications, applications, expressions of interest, or discussions involving SERCO, probation services, the National Probation Service, the Home Office, Migrant Help, or any asylum housing provider or accommodation management contractor, in relation to the Property.
   • Any planning applications, pre-application discussions, or permitted development notifications relating to a change of use of the Property.
   • Any advice obtained from the council’s legal or planning team regarding whether a change of use would require planning permission.
   • Any licences, contracts, or funding agreements between the council and SERCO or any other housing provider relating to the Property or to schemes in the surrounding area.
   • Any equalities impact assessment or community impact assessment conducted in connection with a proposed change of use.
   • Any communications with the licence holder or property owner regarding a proposed change of use or the identity of future occupants.
7. Enforcement History
   • A full record of all complaints received by the council regarding the Property, including the date, nature, and outcome of each complaint.
   • Records of any investigations, formal cautions, improvement notices, emergency remedial action notices, or other enforcement actions taken under the Housing Act 2004.
   • Any prosecution or civil penalty action taken in connection with the Property or the licence holder.
   • Any licence suspension, revocation, or refusal to renew, and the reasons given.
   • Records of any anti-social behaviour referrals or environmental health complaints linked to the Property.
8. Inspection History
   • A chronological list of all inspections of the Property carried out by council officers, including the date, purpose, and inspector name or reference.
   • The findings and follow-up actions arising from each inspection.
   • Officer notes or field reports resulting from each visit.
   • Details of any inspections requested but not carried out, and the reasons given.
9. Risk Assessments
   • Any risk assessments conducted in relation to the suitability of the Property for vulnerable occupants, including those under probation supervision or those with no recourse to public funds.
   • Any assessment of community impact or safeguarding implications associated with the proposed or actual change in use.
   • Any safeguarding referrals or multi-agency risk assessment conference (MARAC) involvement linked to the Property or its proposed occupants.
   • Any assessment carried out under the council’s statutory duties under the Care Act 2014 or the Children Act 1989 in connection with the Property.

Response

We have considered your request under the Freedom of Information Act (FOIA). Under Section 1(4) FOIA the Council is only obliged to provide information which it holds in recorded form as at the date of your request.  We have undertaken reasonable and proportionate searches of our records for the requested information and confirm that the information you have requested at points 2, 3, 4,.5, 6, 7 and 9 is not held by the Council at this time. 

In terms of point 1 we do not hold the information requested save for the latest licence and limited documentation of the last renewal. These are disclosed here with any personal data (other than the name of the licensee) redacted.

Application

License

Where Information is not held, it is either because it was never generated, never recorded or was held but has now been disposed of due to the Council’s retention practices.  

In terms of point 4.8, we do not hold the information requested save for a note of some of the relevant dates.  We can confirm that the date of the inspection was 9 January 2023.  A screenshot of this record is produced here. 

Refusal Notice in relation to section 44 FOIA
We hold one DBS document which is ancillary to the application which we will not be disclosing under the above sections of the FOIA.
Section 44 (1)(a) exempts information if its disclosure is prohibited by other legislation.  This is an absolute exemption which is not subject to the public interest test. 

Section 16 FOIA Advice and Assistance
FOIA covers the duty to provide recorded information where permitted pursuant to the Act. You can pursue complaints that are not related to recorded information through the Council’s Complaints Procedure.