Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting - 2 December 2025 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- D. McLaren, tenant
- S. Scott, tenant
- J. Proctor, tenant
- J. Wormald, tenant
- M. Flintoft, tenant
- Andrew Bebbington, Housing Policy Officer
Apologies:
- E. Middleton, tenant
- E. Booth, tenant
Stephen opened the meeting and welcomed everybody. Introductions were made.
- Minutes and matters arising
- Rent Setting and Service Charge Policy
- The Contractor Code of Conduct
- Visual survey of Independent Living Community communal areas
- Government Innovation Fund
- Conference
- 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:
- full year satisfaction information to be included on the action plan included
- Tenant and Leasehold Annual Report to be sent to Senior Officers before being put on the website. Sent to Senior Officers
- Katherine Proctor, Assistant Director of Housing, Denis Southall, Head of Housing, Kate Grandfield Housing Management Service Manager and Emma Thorpe Housing Management Team Leader to be invited to the Conference in March. All invited, Katherine Proctor, Denis Southall and Emma Thorpe accepted
- how to get replacement washing lines - this is classed as a repair so please report as usual. The block that required new washing list that was raised at the last meeting has been reported to repairs
- Tenant Engagement Apprentice - no update as yet. We are hoping to advertise in February to have an apprentice start in May
Rent Setting and Service Charge Policy
Andrew Bebbington, Housing Policy Officer
Andrew explained that this policy is needed as there is a balance between affordability and making sure enough income is received to provide good quality homes.
Our draft policy proposes increasing rent at Consumer Price Index +1%. This meets the government ’10 year rent settlement for social housing’.
The tenure of new build homes was discussed, in particular the mix of affordable and social housing. There is usually a mix of housing including shared ownership, this offers more opportunities for residents. It makes the whole build financially possible.
Green belt building sites need to have 30% affordable housing, 80% of this has to be social housing.
The Right to Buy scheme reduced social housing numbers however the government has recently changed the discounts available so it is no longer as attractive as previously.
It was noted that the government formula for calculating rent is not very accessible.
The Panel agreed that consultation should be undertaken on rent increases, and they would welcome annual consultation. The best time would be late summer.
The two paragraphs, 4.6 and 4.8 are not very clear. It was agreed to re-write them.
7.4 It is not clear what ‘exceptional circumstances with a significant impact on Housing Revenue Account financial viability’ means. Agreed to make it more clear.
The Panel thanked Andrew from bringing this new policy to them for feedback.
The Contractor Code of Conduct
Both codes of conduct sent with the papers for the November meeting.
Contractor Code of Conduct
This was agreed. The next step is to send it to our Investment Manager and Capital Project Officers for comment.
It will then be brought back to the Panel.
Action to send the Contractor code of Conduct to Building Services.
Housing Officer Code of Conduct
It was noted that there is some overlap between the two codes of conduct.
This was agreed. The next step is to send it to the Housing Management team and the Repairs team for feedback.
It will then be brought back to the Panel.
Action to send the Housing Officer Code of Conduct to the Repairs team and Housing Management.
Visual survey of Independent Living Community communal areas
It has been agreed that Tenant Scrutiny Panel will be doing a visual survey of internal communal areas of our Independent Living Communities over the next few weeks.
The programme was agreed at the last meeting to start on Tuesday 20 January at Delwood.
I have sent letters to the residents at Delwood and Barstow House to let them know we are going and why we are going. I will send letters to residents of the other Independent Living Communities two weeks before we visit.
I will be in touch next week to arrange transport for those of you who would like transport. I will also send the full address for those who would like to make their own way.
Government Innovation Fund
An update to let you know that the closing date for applications to this fund is Friday 9 January 2026. The drafted application in on track to be submitted.
If we are successful funding will be awarded in February 2026, project delivery in 2026 to 2027.
I will keep you up to date with any progress.
Conference
To be held on Tuesday 17 March 2026 in West Offices.
Katherine Proctor, Assistant Director of Housing, Denis Southall, Head of Housing, and Emma Thorpe, Housing Team Leader have all agreed to come along.
As previously, all refreshments and lunch will be provided.
Transport will be arranged nearer the date.
Action plan
Julie will update this and send it with the papers for the next meeting.
Any other business
Forward Plan
The number of policies and strategies that Tenant Scrutiny Panel are being asked to review is increasing rapidly. To prevent ‘burn out’, managing this was discussed.
It was agreed that Task and Finish Groups/Focus Groups would be effective. The Tenant Scrutiny Panel members agreed that they would review each piece of work when they agree the agendas for upcoming meetings. They will manage this appropriately.
Interview for the Tenant Engagement Apprentice
The Panel members agreed to be involved with the interview process for this post. Following discussion, it was agreed that the interviews will consist of two parts. One will be a formal interview the other part will be with the Tenant Scrutiny Panel.
The candidates will be asked to talk to the panel for five minutes about a hobby or something that interests them. This part of the interview will be on line in the early evening before the more formal interview.
Action to discuss further at the February meeting.
Next meeting
Tuesday 3 February 2026, 6.30pm via Microsoft Teams.
Agenda items:
- Fire Management Plan and Operational Guidance. This is an internal document with drafts of tenant posters and more. The tenant documents are the ones to be reviewed
- registration letters
- Tenant Engagement Apprentice Interviews
- updates
- Independent Living Community visual survey
- Government Innovation Fund
- conference
Previous meeting minutes are available by contacting the Housing Equalities and Engagement Facilitator.
Also see