Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting - 6 May 2025 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- S. Scott, tenant
- J. Wormald, tenant
- E. Middleton, tenant
- E. Booth, tenant
Apologies:
- M. Flintoft, tenant
- D. McLaren, tenant
Julie opened the meeting and welcomed everybody. Introductions were made.
- Minutes and matters arising
- Election of the Chair for the coming year
- Satisfaction Data
- Local Offer
- Representation of Panel Members
- Mystery Shopping
- HEIP update
- Action Plan
- Any Other Business
- Next Meeting
Minutes and matters arising
The minutes were agreed as a true record of the meeting.
The following were actions at the last meeting:
- feedback from the Anti-Social Behaviour Policy consultation to be brought to a future meeting. This is being collated. It will be brought to a future meeting
- all members to be sent a copy of the Tenant Satisfaction Survey report when available
- Julie to send reminders for the repairs consultations to all members tomorrow (Wednesday 2 April 2025). Sent. Consultations closed Monday 14 April 2025
- Julie chase Fiona to raise Mystery Shopping at Senior Management Team. Fiona asked to remind the Senior Management Team
- Julie will report the length of time waiting for the phone to be answered when trying to report a repair and try to find out waiting times. Reported, unfortunately Building Services are experiencing a high level of sickness currently. Waiting time to have a repair done is also long. Hopefully this will resolve soon
- plumbers – are they qualified? A plumber told one of our tenants that he had no qualifications. Before working for City of York Council he was a handyman. As far as we know all our trades people are apprentice trained or have a relevant NVQ. This is very strange. If any more information can be given (for example, the date and time attended) further investigations can be made
Election of the Chair for the coming year
Those present agreed that a new chair needs to be elected. Stephen was nominated and the panel agreed unanimously Stephen Chaired the meeting.
Satisfaction Data
Julie has produced a list of satisfaction data collected regularly (see end of these minutes).
It was agreed that the data collected monthly should be brought to the next meeting. 6 months of data should be brought so any themes or trends can be identified.
A decision will be made at the next meeting regarding moving this forward.
The Tenant Satisfaction Survey data will be available soon. This will provide the remaining data along with the data from previous surveys.
There was a discussion around transactional surveys. These are the surveys that are sent automatically, immediately following provision of a service. We all receive these from, for example, dentists and doctors.
This is a very effective way of collecting ‘real time’ satisfaction data and is something that is currently being investigated.
Action: Julie to send the data with the papers for the next meeting.
Local Offer
It was agreed to keep the themes within the Local Offer.
Updates to the text were agreed. Julie to make these changes and send the amended Local Offer with the papers for the next meeting.
Action: Julie to send an updated Local Offer with the papers for the next meeting.
A short break was taken
Representation of Panel Members
At the meeting in March, it was agreed to find out what information is held regarding any disabilities tenants have told Housing about.
Only 875 tenants (out of around 7,500) have told Housing about a disability. It was felt that this is not enough information to determine if involved tenants are representative of tenants as a whole.
Mystery Shopping
Awaiting Senior Management Team suggestion for the next topic.
Tenant Voice will be asked to give some feedback regarding Open Door at the beginning of June. As this group of tenants will also be asked to undertake the real Mystery Shop of the repairs service it was felt that waiting until the planned consultation is complete would be beneficial.
Action: Fiona to be asked to remind the Senior Management Team.
HEIP update
Some drying areas have had work done to improve them over recent months. They are in Holgate Ward. The work has consisted of moss removal, washing posts replaced and refixed where necessary, such as repairing broken slabs.
Photographs of the completed work were available for the Panel.
Further drying areas are currently being improved.
The height of washing lines was discussed as most of them are too high for some tenants. This also raised the issue of communal bins being high and having heavy lids – also difficult for some people particularly wheelchair users.
Action: Julie to raise this with the relevant teams.
Action Plan
Julie will update this and send it with the papers for the next meeting.
Any Other Business
2 individual items were discussed. Julie to raise these and get back to the Panel member individually.
Next meeting
Tuesday 3 June 2025. 6.30pm via Microsoft Teams.
Agenda items:
- Local Offers
- Satisfaction information
- Representation of panel members
- Mystery Shopping
- HEIP update
Previous meeting minutes are available by contacting the Housing Equalities and Engagement Facilitator.
Also see