Performance Panel - previous Meeting Minutes
Performance Panel Meeting - 11 November 2025 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- S. Scott, tenant
- D, McLaren, tenant
- E. Middleton, tenant
Apologies: None
Julie opened the meeting and welcomed everybody. Introductions were made.
- Minutes and matters arising
- Lettings and relet times
- Void Benchmarking
- Void Process
- Terms of Reference
- Impact Assessments
- Any Other Business
- Next Meeting
Minutes and matters arising
The minutes were agreed as a true record of the meeting.
The following were matters arising:
- Void process to be sent with the papers for the November meeting:
Information sent - Updated lettings and relet times to be sent for discussion at the meeting in November:
Papers sent - Reviewed Terms of Reference to be included with the papers for the next meeting:
Terms of reference sent with the papers for this meeting. - Impact assessments to be investigated for the next meeting:
Impact Assessments to be discussed at the meeting.
Lettings and relet times
The length of time properties were void in May was low and in September the time spiked.
This was investigated during the meeting and it was found that five properties had very long relet times. Four of these were in Glen Lodge which have been refurbished so were empty for a long time.
Further data requested for the next meeting.
Action: Updated lettings and relet times to be sent with the papers for the next meeting.
Void Benchmarking
The benchmarking data was sent with the papers for the meeting.
The number of void staff compared to Housing staff is low compared to other similar organisations.
Void rent loss is high. This might be due to the non-lettable properties undergoing major work for example, Glen Lodge and Bell Farm flats.
It is assumed the values on the cost per unit graph are pounds. City of York Council are about average compared to similar organisations.
Void Process
This was discussed. This would be better if there were timeframes for each process. The length of time properties are empty could then be monitored to make sure performance met targets
Action: To ask for the process to have timeframes included.
Terms of Reference
The reviewed draft was sent with the papers for this meeting. There are some typos which need to be amended.
The following amendments were agreed:
- 3. States: The Performance Panel will ask the Senior Officer responsible for the area of work to attend a meeting where they will discuss the outlining reasons for falling performance levels. ‘The outlining’ to be removed
- Vice Chair will be changed to Deputy Chair
- Remove Leaseholders. It was felt that as the only service area relevant to Leaseholders is communal repairs they should not be included within this panel. Leaseholders discuss any issues with the Leasehold Management Team at the Leasehold Forum.
- The reference to Impact Assessment should be removed. This will be discussed as the next agenda point.
The Terms of Reference were then agreed.
This is the final document needed to create web pages. This will now be actioned as follows:
- Main page, text agreed at an earlier meeting
- Terms of Reference
- Minutes - the most recent minutes will be available
- Agenda - the agenda for the next meeting will be uploaded when it is available.
Action: Performance Panel web pages to be created
Impact Assessments
Several Impact Assessments were looked at. They are all based on the total engagement work of the housing providers.
It was agreed that monitoring the Engagement Strategy would form the basis for an impact assessment. This would ensure the Engagement Strategy is being met and that it remains fit for purpose. To be an agenda item for the next meeting.
Links to the Impact Assessments to be sent with the papers for the next meeting.
Action: Links to Impact Assessments to be sent to members. Engagement Strategy to be on the agenda and sent with the papers for the meeting.
Any Other Business
There was none
Next Meeting
Tuesday 10 February 2026, 6.30pm via Microsoft Teams
Agenda items:
- Empty property performance information
- Engagement Strategy and Impact Assessment