Tenant Scrutiny Panel

Tenant Scrutiny Panel - previous Meeting Minutes

Tenant Scrutiny Panel Meeting - 3 June 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
Fiona Brown, Business Change Manager

Apologies:

D. McLaren, tenant

Stephen opened the meeting and welcomed everybody. Introductions were made.

Minutes and matters arising
Housing Landlord Annual Report
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
all members to be sent a copy of the Tenant Satisfaction Survey report when available
Fiona to be asked to remind the Senior Management Team for a topic to Mystery Shop
satisfaction data to be sent with the papers for this meeting. Completed
Local Offer to be updated and sent with the papers for this meeting. Completed
height of washing lines and heavy, high bins to be raised with relevant teams. Completed

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Housing Landlord Annual Report

Fiona Brown, Change Manager.

Earlier today (Tuesday 3 June) Executive considered a report titled ‘Housing Landlord Annual Report’. Read the main report alongside the supporting documents.

The report gives information about Housing’s performance as a landlord, covering repair timescales, rent collection, health and safety compliance, and residents’ feedback amongst other areas of work.

The satisfaction information included in the report is from the data collected through the Tenant Satisfaction Survey completed in Autumn 2024.

The report includes our priorities for the coming year. The priorities have been shaped by feedback from tenants and existing performance levels, as well as responding to the Consumer Standards as set out by the Regulator of Social Housing.

If approved this will form the basis of our annual report for tenants and will give a clear set of priorities and actions for the next 12 months.

The link to the report was sent to Panel members during the meeting.

Action: Julie to send the Tenant Satisfaction Survey report to members with the papers for the next meeting.

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Satisfaction Data

The last 6 months’ of the satisfaction data collected monthly was sent to Panel members with the papers for this meeting.

Home Improvement Programme

This survey is now undertaken by telephone. The number of responses was very low and it is hoped that telephone surveys will increase the response rate.

Any work outstanding can also be followed up as the tenant’s permission can be sought.

Further data to be brought to the next meeting.

Action: Julie to bring further data to the next meeting.

External painting

Satisfaction is low as are response rates. The contractor has been asking tenants to complete a survey at the end of the work, which it is thought reduced the number of responses to the independent survey. The new Capital Project Officer has reminded the contractor that satisfaction levels need to be collected independently so it is hoped that response rates will rise.

Window Replacement

The number of completed properties is very low. A new programme has just begun which should improve the data available. The lifespan of windows was raised.

Action: Julie to find out the life span of windows.

Responsive repairs

Satisfaction rates could be improved. However it was noted that operatives being polite and respectful is almost always above 90%.

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Local Offer

The updated Local Offer was sent with the papers for this meeting. This was agreed.

Action: Julie to update the website with the reviewed Local Offer.

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Representation of Panel Members

Whether involved tenants represent all tenants in terms of their protected characteristics cannot be determined as yet. More information regarding the protected characteristics of all tenants is needed. The Annual visits to be undertaken by Housing Management Officers should gather this. This is to be updated on the action plan so it can be picked up next year.

Action: Representation of Panel members to be on the Action Plan for 2026.

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Mystery Shopping

The consultation regarding Open Door will be sent to Tenant Voice members in the next week. Topics for future mystery shops to be brought to future meetings.

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HEIP update

This budget will support the work of Neighbourhood Teams.

At the Executive meeting in December, it was agreed to adopt the Neighbourhood Model as a way of working. Neighbourhood teams are being formed. There will be four neighbourhood teams across York.

This budget will support the work of these teams through the Neighbourhood Investment Programme.

This now needs to be removed from the agenda.

Action: HEIP to be removed from future agendas.

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Action Plan

Julie will update this and send it with the papers for the next meeting.

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Any other business

the current number of voids was requested. Although this would usually be part of the Performance Panel remit, it was agreed that the figure be brought to the next meeting. Action: number of voids on 1 July 2025 to be brought to the next meeting
an individual issue was raised regarding a communal door. To be addressed outside of the meeting. Action: Julie to address outside of the meeting
the recent Fairness and Respect Training. The panel asked for an overview of the training and the number of operatives (with their work area) who have attended. Action: Julie to bring the information to the next meeting

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