1.9 Mutual Exchange

• 1.9.1 Policy
• 1.9.2 Procedure
  • 1.9.2.1 Registering for Mutual Exchange
  • 1.9.2.2 Limitations on Exchanges
  • 1.9.2.3 Finalising an Exchange and Tenancy Type
  • 1.9.2.4 Mutual Exchange with a Tenant of Another Housing Association
  • 1.9.2.5 Appealing Decisions

1.9.1 Policy

The Mutual Exchange Program helps tenants already housed by Bridge Housing to find other tenants who might want to exchange their Bridge Housing dwellings and provides a way for tenants to move to a location they prefer, or to get more suitable accommodation, by exchanging with another Bridge Housing tenant.

Bridge Housing provides a matching service to help tenants find and contact other tenants living in homes that are suitable to mutually exchange. An exchange may involve more than two tenants. The time taken to find a match depends on the availability of tenants in the desired location who want to exchange.

When a match is found between two (or more) tenants, letters containing the other tenant's contact details are sent to each of them. They arrange to view each other's dwelling and decide whether or not they want to exchange. Tenants cannot move until Bridge Housing has approved the exchange.

Mutual exchanges will only be approved if:

• Both rental accounts are up to date
• Both water usage accounts are up to date
• The number of bedrooms is appropriate to the size of the household
• Any damage to the current dwelling is fixed before moving
• The tenant's income level does not exceed the income eligibility limits for public housing (this condition may by waived if the exchange is related to a medical condition or disability that means the current housing is unsuitable)
• There are no substantiated nuisance and annoyance complaints against the tenant.

Tenants cannot offer financial or other incentives to encourage other tenants to exchange. If Bridge Housing becomes aware that incentives of any form are involved, the exchange will not be approved.

Tenants are able to register in the Mutual Exchange Program. There is no charge for this service. Tenants may also advertise in the newspaper or arrange an exchange themselves provided that they advise Bridge Housing/seek approval from Bridge Housing.

Some properties may not be approved for Mutual Exchange, for example:

• Properties that are proposed for sale or redevelopment
• Homes that have been modified for occupants with a disability
• Properties belonging to specific supported housing programs
• Tenants can reject an offer to exchange without incurring a penalty.

Tenants who are approved for a transfer can also register in the Mutual Exchange Program.

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1.9.2 Procedure

1.9.2.1 Registering for Mutual Exchange

Tenants register for Mutual Exchange by completing a registration form. They specify the location and the type of dwelling they would like.

Bridge Housing:

• Checks that the size of dwelling the tenant has requested is appropriate for the tenants household and then
• Sends a letter confirming registration.

The tenant’s details are entered into Bridge Housing's Tenancy Management System (TMS) indicating that the tenant would like a mutual exchange. When a match is found, Bridge Housing will notify each tenant and send them a letter containing the name and phone number of the other tenant. The tenants then make their own arrangements to view each other's dwelling.

If the tenants agree to exchange they must notify Bridge Housing. Tenants are under no obligation to accept an exchange and can reject an alternate home without penalty.

Tenants will be told in writing whether their application for mutual exchange has been approved or rejected. If it has been rejected, the tenant will be told why.

Tenants may advertise exchanges in newspapers but must not offer any financial or other incentive.

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1.9.2.2 Limitations on Exchanges

Mutual exchanges will generally not be approved if:

• One of the properties is part of a proposed redevelopment site or likely to be sold
• A property would be under-occupied by more than one bedroom, or severely overcrowded
• Extensive modifications have been made to a dwelling to meet the needs of the tenant, or
• The exchange would result in a tenant losing an advantage gained by previous transfer.

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1.9.2.3 Finalising an Exchange and Tenancy Type

Mutual exchanges must be approved by Bridge Housing before the tenants move. If they move before approval is given they may have to return to their previous dwellings. Moving without approval is a breach of the Tenancy Agreement.

The tenants must sign a new Tenancy Agreement for the new home. They sign at the same time, in the Bridge Housing office. Tenants are responsible for arranging keys and for paying their own removal costs. If a tenant is on the transfer register they will be taken off the shortlist once a mutual exchange is finalised.

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1.9.2.4 Mutual Exchange with a Tenant of Another Housing Association

Bridge Housing may consider a mutual exchange between a Bridge Housing tenant and a tenant of another housing association. The exchange is subject to the written approval of both housing associations.

A Bridge Housing tenant wishing to arrange an exchange with a tenant of another housing association must apply in writing to Bridge Housing stating clearly the name, address and landlord (housing association) of the tenant with whom they wish to exchange.

On receipt of the request Bridge Housing will initiate the mutual exchange process with the proposed housing association.

Bridge Housing will write to the other housing association referring to the proposed exchange and give the following information:

• The date the request was received
• The name and address of Bridge Housing's tenant and the other landlord's tenant
• Household composition of the Bridge Housing tenant
• Household income.

Bridge Housing will require the following information on the tenant with whom the exchange is proposed:

• Household composition
• Household income – for eligibility purposes
• Rent history
• Any breaches of conditions of tenancy
• Whether or not there is a CTTT order in place
• Any support agency involvement or support needs.

This will enable Bridge Housing to make a decision on the proposed exchange.

Bridge Housing cannot approve an external exchange, unless the other housing association agrees.

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1.9.2.5 Appealing Decisions

If a client believes we made the wrong decision they should ask for a formal review of the decision. To do this a client needs to complete an appeals form stating why they disagree with the decision. An appeals form and copy of Bridge Housing's Appeals and Complaints Policy is available from Bridge Housing's office or they can be downloaded from our website www.bridgehousing.org.au.

If a client is unhappy with the outcome of an appeal to Bridge Housing they can lodge a second level appeal with the Housing Appeals Committee. The Housing Appeals Committee is an independent agency that reviews certain decisions made by staff of Community Housing organisations and Housing NSW. For information on the Housing Appeals Committee call 1800 629 794 or go to www.hac.nsw.gov.au.

Applicants can appeal about the following Bridge Housing decisions under this policy:

• Eligibility for approval to exchange

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