Performance Panel Terms of Reference
Performance Panel is formed by a group of residents to further scrutinise the work of our Housing Team.
- Name of Group
- Purpose of Group
- Activities to be undertaken
- Undertaking performance
- Management of the Performance Panel
- Recruitment of Panel members
- Equality and Diversity
- Monitoring and review
Name of Group
Performance Panel
Purpose of Group
The Performance Panel will be independent from Housing, supported by the Housing Equalities and Engagement Facilitator. It will:
- Receive regular officer reports relating to performance and will comment on and challenge officers appropriately
- Monitor performance against targets within Building Services and Housing Services
- Monitor performance against Key Performance Indicators and targets
- Undertake benchmarking and best practice comparisons
Activities to be undertaken
The Performance Panel will identify service areas by:
- Using Open Data to identify falling performance against targets
- Identify trends in falling performance
- Asking Officers to identify an area of work
The Performance Panel will ask the Senior Officer responsible for the area of work to attend a meeting where they will discuss the reasons for falling performance levels. This may include an action plan indicating actions to be taken to improve performance of the service.
The Performance Panel may appoint task and finish groups to carry out specific elements of the process where necessary. These groups will report to the Performance Panel and will cease to exist once their work has been completed.
The Performance Panel will feed back to tenants and staff on its work through Open Door, the Annual Report, the website, and other methods.
Undertaking performance
A timeline for implementation of any agreed actions will be determined. The Performance Panel will monitor the actions and timeline to ensure delivery of the recommendations.
Management of the Performance Panel
It is expected the Panel will meet four times each year. Additional meetings may be arranged dependant on the need.
Papers will be sent to all Panel members by email and post at least two weeks before the date of the meeting.
Panel members will prepare for meetings by reading the papers in advance, ensuring they know the subject matter, and preparing questions/comments for the meeting.
Where Panel members are unable to attend a meeting, they should forward their views/comments on the matters to be discussed to the Housing Equalities and Engagement Facilitator.
There shall be a maximum number of 12 Panel members.
The quorum of any formal meeting shall be 50%+1 of current membership of the Panel. A quorum must include either the Chair or Deputy Chair.
Council Officers who support the Panel will at all times seek to ensure the independence of the Panel.
A Chair and Deputy Chair will be appointed for a one-year term via self nomination followed by a ballot of Panel members. Both posts are eligible for re-election annually.
Performance Panel members will be given the opportunity to declare any interest in any of the activities the panel will be undertaking. This will be recorded at the meeting. If there is a clear conflict of interest the member will be expected to withdraw from scrutiny in that area.
Members will aim to attend 75% of meetings. The Panel may agree to long-term absence based on Panel members’ individual circumstances.
The Performance Panel will be supported and facilitated by the Housing Equalities and Engagement Facilitator.
All members of the Performance Panel will be expected to comply with the City of York Council code of conduct.
Performance Panel members who do not comply with the code of conduct will be asked to resign by the Performance Panel.
Performance Panel members must not disclose confidential information to anyone else outside the panel. Members who breach confidentiality will be removed from the Panel.
If a Performance Panel member wishes to resign, they should inform the Chair via the Support Officer in writing or by email.
Recruitment of Panel members
All tenants are eligible to apply to join the panel, provided that:
- They are not a City of York Council Housing employee.
- If Panel members are employees of the City of York Council, they should not disclose the department they work in
- The number of tenants who work for City of York Council should not exceed 20% of the total membership
- They are not in rent arrears without an agreement to repay
- They have not breached their agreement to repay arrears
- They do not have a notice seeking possession in place for a breach of tenancy
- They are not subject to any anti-social behaviour order or investigation.
- They are not Elected Ward Councillors
The Performance Panel may co-opt additional members (including independents) with no voting rights to the Panel if they feel they add a particular skill or expertise that is not present on the existing Panel.
Formal and informal training will be agreed with new and established members of the Panel to help them fulfil their role.
Equality and Diversity
The Performance Panel will aim to ensure it is representative of the tenants it serves and will encourage applications from all diversities
The Performance Panel will consider the effect of equality and diversity in all aspects of its scrutiny work.
Monitoring and review
Each year a health check of the Panel will take place to ensure it is performing its duties effectively. The Performance Panel will lead the health check in partnership with their Support Officer.
The Terms of Teference will be reviewed annually as part of the process.