Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting - 2 September 2025 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- E. Middleton, tenant
- E. Booth, tenant
- D. McLaren, tenant
- J. Proctor, tenant
- Tim McDermott, Capital Project Officer
Apologies:
- S. Scott, tenant
- J. Wormald, tenant
- M. Flintoft, tenant
Julie opened the meeting and welcomed everybody. Introductions were
made.
- Minutes and matters arising
- Roofing Contract
- Agenda
- Away day
- Empty properties
- Tenant Satisfaction Survey
- Feedback on Fairness and Respect Training
- Tenant and Leasehold Annual Report
- The Contractor Code of Conduct
- Local Connection Policy
- 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
- 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
- Fairness and Respect training percentage figures to be brought to the next meeting
- figures sent with papers for the meeting - included as an agenda item
- 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?
- when a tenant dies how long do relatives have to empty the property?
All sent with the papers for the meeting:
- empty properties to be included on the agenda for the next meeting - included on the agenda
- Tenant Satisfaction Survey to be added to the agenda for the next meeting - added to the agenda
- The Contractor Code of Conduct to be sent with the papers for the next meeting - included with the papers
- Local Connection policy information to be gathered - some information sent with the papers for this meeting
- Andrew Bebbington to be invited to the meeting in October to discuss the Tenancy Sustainability Strategy
Roofing Contract
Tim McDermott, Capital Project Officer
Tim explained that he will be managing the roofing contract in the next few months and would like any suggestions to improve this service for tenants.
The Panel suggested that the flier used for the planned painting contract would be a useful way to start communications. The planned painting flier has information about the extent of the painting, contact numbers etc. A roofing contract flier could let tenants know the extent of the work, if they need to do anything before work starts (so giving as much time as possible for tenants to prepare) and phone numbers.
Tenants can keep the flier so they always have a phone number should any issues arise.
Scaffolding was discussed as this can cause anxiety for tenants. Scaffolding is very intrusive. The different ways scaffolding can increase anxiety were discussed:
- using the scaffolding to gain entry and burgle
- people walking on the scaffolding and being immediately outside an upstairs window
- blocking gates; limiting access/exit routes
- scaffolding poles not having wrap arounds to make sure they are safe
It was also noted that neighbours are affected by scaffolding. If they are not involved within the roofing programme they should be informed of the scaffolding, the length of time it will be in place etc.
Tim thanked the Panel for their feedback, time and input. He told the Panel that Jennings are the contractor for this programme of work (until the new financial year).
The Panel thanked Tim for coming.
Agenda
As the agenda is made up of several large pieces of work the following was agreed:
- away day - discuss at this meeting
- empty properties - Ask Performance Panel to take over this piece of work
- Tenant Satisfaction Survey - reschedule to the next meeting
- Fairness and Respect Training - discuss at this meeting
- Tenant and Leasehold Annual Report - Task and Finish group
- Contractor Code of Conduct - Task and Finish group
- Local Connection Policy - Task and Finish group
Away day
Unfortunately, the Head of Building Services, Paul Hester, was unable to join the Panel. Paul Simpson, Compliance Manager joined the Panel as did Tim McDermott, Capital Project Officer and Gary Fahey, Customer Support Team Leader.
Repairs was the focus of the morning with a visit to the Building Services Office to view the ‘live time’ record of repairs calls.
All agreed that this was a very useful and productive day. More events like this should be arranged, the next one in West Offices.
It was noted that two of the taxis picking tenants up from the away day were very late. After a long day waiting almost an hour for the taxi was unacceptable.
Julie apologised for this. As Streamline have the corporate contract this company have to be used as the taxi company for any City of York Council transport needs.
Empty properties
The following information was requested at the last meeting and sent with the papers:
- 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?
- when a tenant dies how long do relatives have to empty the property?
It was agreed that this scrutiny work fits better with the work of the Performance Panel. This information will be passed to them.
Action: To pass this to the Performance Panel.
Tenant Satisfaction Survey
The following are areas agreed to focus on:
- landlord keeps communal areas clean and well maintained
- neighbourhood as a place to live
It was agreed to reschedule this to the next meeting.
It would be helpful if relevant comments for these two areas could be sent with the papers for the next meeting. This will support the discussion.
Action: To be on the agenda for the next meeting. Relevant comments to be sent with the papers for the next meeting
Feedback on Fairness and Respect Training
Percentage figures sent with the papers for this meeting were discussed.
These are fairly good percentages. It was noted that the number (and percentage) of Building Service Co-ordinators attending this training was low. Other areas being attended by a much higher number (and percentage) of Officers.
Overall attendance seems to have been good.
Tenant and Leasehold Annual Report
To be discussed at a Task and Finish Group meeting on Thursday 11 September.
The Contractor Code of Conduct
This document needs to be reviewed and an Operatives Code of Conduct needs to be produced.
This will be discussed at a Task and Finish group on Thursday 18 September.
Local Connection Policy
To be discussed at a Task and Finish group on Thursday 25 September.
It was noted that there are some changes to the Local Connection Policy on the Government website.
Action: Julie to arrange the Task and Finish groups as above.
Action plan
Julie will update this and send it with the papers for the next meeting.
Any other business
Communal repairs
When a communal repair is reported the tenant is not given any information as to when the repair will be inspected/completed. It would be helpful if they were given an appointment.
Termination Policy
This was sent with the papers for the meeting on request of a Panel member at the last meeting.
It was noted that there are several grammatical mistakes. The policy appears dated and might need to be reviewed.
Action: Julie to raise this with the appropriate Officer.
Next meeting
Tuesday 7 October 2025, 6.30pm via Microsoft Teams.
Agenda items:
- Tenancy Sustainability Strategy, Andrew Bebbington
- Tenant and Leasehold Annual Report
- Contractor Code of Conduct review
- Local Connection Policy
- Tenant Satisfaction Survey
Previous meeting minutes are available by contacting the Housing Equalities and Engagement Facilitator.
Also see