Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting - 5 August 2025 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- S. Scott, tenant
- J. Wormald, tenant
- E. Middleton, tenant
- E. Booth, tenant
- M. Flintoft, tenant
- D. McLaren, tenant
Apologies: None
Julie opened the meeting and welcomed everybody. Introductions were
made.
Stephen opened the meeting and welcomed everybody. Introductions were made.
- Minutes and matters arising
- Home Improvement satisfaction data
- Feedback on Fairness and Respect Training
- Empty properties
- Away day
- Tenant Satisfaction Survey
- Tenant and Leasehold Annual Report
- Mystery shopping
- 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
- All members to be sent a copy of the Tenant Satisfaction Survey report when available
- Sent with the papers for this meeting. Now complete
- Fiona to be asked to remind the Senior Management Team for a topic to Mystery Shop. Senior Management Team will keep this in mind and let Fiona know when they have a topic
- Home Improvement Programme satisfaction data to be brought to the meeting. Data brought, this is an agenda item
- What is the lifespan of windows? The lifespan is 25 years
- Website to be updated with the reviewed Local Offer. Updated
- Representation of Panel Members to be on the Action Plan for 2026. Completed
- HEIP to be removed from future agendas. Completed
- Number of voids on 1 July 2025 to be brought to the next meeting. Information brought to be discussed in the meeting
- Fairness and Respect training information to be brought to the next
- meeting. To be an agenda item. Data sent with the papers for this meeting. Item on the agenda
- Replacement of communal doors programme. There is currently no programme for the replacement of communal doors. Tenant advised to report any issues to our repairs team. This has been fed back to the Panel member who raised this
Home improvement satisfaction data
This information had been sent with the minutes for the meeting.
It was noted that although satisfaction was 100% there were several comments relating to poor workmanship. Julie explained that this survey is undertaken via a telephone call and the satisfaction is checked with the tenant before the conversation is ended.
Feedback on Fairness and Respect Training
The figures provided for this training were not complete as two late sessions were not included.
Percentage figures were requested as this will give a better indication of the level of attendance.
Action: Julie to gather percentage figures for the next meeting.
Empty properties
There was a request at the meeting in June for the number of empty properties to be brought to the next meeting. As membership at the last meeting was low these figures along with the figures for 5 August were brought to this meeting.
After discussing the figures panel members asked for the following to be available for the next meeting:
- Rent loss through empty properties
- Benchmarking for empty properties. How does City of York Council compare to other Housing providers
- What is the process for the voids team once a property is vacant? 3
- When a tenant dies how long do relatives have to empty the property?
Empty properties to be included on the agenda for the next meeting.
Action: Julie to bring the above information to the next meeting.
Away day
The away day is Wednesday 13 August at Hazel Court. It was agreed that where needed, taxis will be booked to pick up at 9.30am with the return journey at 3.30pm. Julie will confirm via email.
The morning will begin with refreshments on arrival. Repairs will be the focus with a visit to the Building Services Office to view the ‘live time’ record of repairs calls. Lunch will be approximately 12.00pm to 1.00pm. The Head of Building Services, Paul Hester, will join the panel for the afternoon. He will share the priorities for his team and has asked that Panel members share their experiences with him.
Tenant Satisfaction Survey
The data had been sent with the papers for the meeting. It was noted that satisfaction is lower in almost all of the core questions against satisfaction last year.
Satisfaction with landlord’s approach to handling antisocial behaviour is significantly lower than last year in 10 of the area patches. It was felt that there could be many reasons for this. Poor feedback/communication with the person reporting the antisocial behaviour being an issue.
Landlord keeps communal areas clean and well maintained and neighbourhood as a place to live were identified as information to discuss at the next meeting.
Action: Tenant Satisfaction Survey to be added to the agenda for the next meeting.
Tenant and Leasehold Annual Report
The data had been sent with the papers for the meeting. It was noted that satisfaction is lower in almost all of the core questions against satisfaction last year.
Satisfaction with landlord’s approach to handling antisocial behaviour is significantly lower than last year in 10 of the area patches. It was felt that there could be many reasons for this. Poor feedback/communication with the person reporting the antisocial behaviour being an issue.
Landlord keeps communal areas clean and well maintained and neighbourhood as a place to live were identified as information to discuss at the next meeting.
Action: Tenant Satisfaction Survey to be added to the agenda for the next meeting.
Mystery shopping
No update.
Action plan
Julie will update this and send it with the papers for the next meeting.
Any other business
The Contractor Code of Conduct needs to be reviewed. We also need a code of conduct for our internal operatives. It was agreed to put this on the agenda for the next meeting.
Action: Julie to send the Contractor Code of Conduct with the papers for the next meeting
A Tenancy Sustainability Strategy is being drafted. Andrew Bebbington, Housing policy Officer would like to attend the meeting in October to gather views and feedback. All agreed.
Action: Julie to invite Andrew to the meeting in October
The panel have been asked to look at the Local Connection Policy. This is part of the process to register for a home. All agreed.
Action: Julie to gather information
Two personal issues were raised by panel members:
- one was relating to repairs, the panel member was advised to discuss it with the Head of Building Services at the meeting next week
- the other related to Open Housing, Julie will follow this up
Next meeting
Tuesday 2 September 2025, 6.30pm via Microsoft Teams.
Agenda items:
- empty properties
- Tenant Satisfaction Survey
- Feedback on Fairness and Respect Training
- away day
- Tenant and Leasehold Annual Report
- Contractor Code of Conduct review
- Local Connection Policy
Previous meeting minutes are available by contacting the Housing Equalities and Engagement Facilitator.
Also see