Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting Minutes 3 December 2024.
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- Tiana Brown, Domestic Abuse Housing Alliance Coordinator
- D. McLaren, tenant
- J. Wormald, tenant
- M. Flintoft, tenant
- E. Middleton, tenant
- S. Scott, tenant
- M. Hartman, tenant (Observer)
Apologies:
- none received
S. Scott opened the meeting and welcomed everybody. Introductions were made.
- Minutes and matters arising
- Domestic Abuse Policy
- Mystery shopping
- Engagement Strategy Action Plan
- Tenant and Leasehold Annual Report
- HEIP update
- Empty property
- Action Plan
- Any other business
- Next meeting details
Minutes and matters arising
The minutes were agreed as a true record of the meeting.
The following were actions at the last meeting:
- Mystery shopping - this is on the agenda
- Domestic Abuse Policy to be sent with the minutes for this meeting - this is complete.
- Attracting more panel members - to be discussed under any other business
Domestic Abuse Policy
Tiana Brown, Domestic Abuse Housing Alliance Coordinator.
Tiana explained that a stand-alone policy is needed so that residents have an understanding of the support they can receive. The policy has been created with IDAS, Housing Managers and other partners.
Some of the policy is not in practice yet but is planned, for example the training identified.
The policy is due to go to the Executive in January. Any comments and feedback received can be included before this.
The policy is for all residents of York not only Council tenants.
Priority for Council Housing cannot be stated as the Allocations Policy would be affected. However, this is currently being investigated.
All the partners involved in creating the policy have agreed that working together will create a coordinated response for the individual. The Lead Officer would be the Officer who works most closely with the individual. The policy will ensure cases are monitored more carefully.
If there is an immediate need for the individual to leave their home temporary accommodation can be arranged through the Housing Options team which will be assessed on a case-by-case basis. This could be a refuge or other temporary accommodation. There are options for those experiencing domestic abuse, a part of the domestic abuse housing alliance (DAHA) project will be to look at expanding the current options for victims/survivors, where able to do so.
If it is appropriate and the individual wants to stay at home keeping them safe is also another option being explored by housing services.
Publishing the policy and making sure people are aware of it (throughout York) is vital as is encouraging partners to signpost individuals to the Housing Options team if relevant to the individual circumstances.
Any suggestions panel members have to promote and raise awareness of the policy would be very welcome.
The training identified within the policy will be for all Housing Staff and will cover:
- identifying domestic abuse, what to look for and how to report it
- implementing the policy
- the first conversation with the individual
There have recently been some survey posters added in Libraries and other places across York. These surveys were produced by Public Health and were to gather feedback on the services to help shape future contracts. Any feedback specific to Housing will be given to Tiana.
Overall the Panel thought that the policy is excellent, easy to read although very long. They suggested that a summary of key points could be put together. This might be more accessible by someone needing the services. Tiana will work on producing an accessible shorter summary.
The panel thanked Tiana for coming along to the meeting and bringing the policy for feedback.
Mystery shopping
The repeat of mystery shop emails to the Capital Projects email is underway.
Initial results are showing that the emails are being responded to very quickly. In some cases within a couple of hours.
The completed shop results will be brought to the next meeting.
The next Mystery shop will take place in the new year. Reporting a repair was suggested as a new topic. This would be difficult as a mystery chop but could be a real mystery shop i.e. a fictional situation would dbe added to the tenant record whereas a real repair could be mystery shopped and be a continual mystery shop.
Actions:
- all members to bring suggestions for the next shop to the next meeting.
- Julie to bring a draft form to the next meeting for a real repairs mystery shop
Engagement Strategy Action Plan
No further comments have been received from Senior Managers.
Next step is to find an accessible format for the website.
Tenant and Leasehold Annual Report
A development to produce the Annual Tenant and Leasehold Report has been agreed.
A report will be produced for the Executive Member for Housing, Planning and Safer Communities. This will include highlights of the previous year, future ambitions, performance and satisfaction information. The Annual Tenant and Leasehold Report will be created from this report.
HEIP update
The refocussed Housing Environment Improvement budget needs to be agreed.
Empty property
On 21 November Julie and one of the panel members inspected an empty property at 39 Dale Street.
This is a 1 bedroom, first floor flat. The panel members viewed videos and photographs taken at the inspection.
The property did not meet the lettable standard due to the following:
- stair risers dirty
- cobwebs
- bathroom door ‘fell off’
- kick boards not in place
Julie reported this to the Voids Team immediately with the following actions:
- cleaner to revisit
- door to be rehung
- the flat has been let and had asked for the kickboards to be left off so that carpets could be laid
- Julie asked to inspect more empty properties as able
Action Plan
To be updated and put on the website.
Any other business
Attracting more members to this panel and the Performance Panel
A draft advert was presented to the meeting. It is hoped that this will be included in the next edition of Open Door.
A discussion on attracting new members followed. The Tenant Satisfaction Survey asks tenants for their contact details if they would like to be involved. Most of these tenants prefer to be included on Tenant Voice so they can give feedback when it is convenient but some may want to join the Scrutiny or Performance Panel. The information should be available early in the New Year.
E Middleton asked for the Terms of Reference as they may be interested in joining.
Action: Julie to send E Middleton the Performance Panel Terms of Reference.
Video of Scrutiny Panel Chair
The Chair of the Panel was involved in making a video on the work of the panel for a staff training session. Unfortunately, Panel members could not access the link when it was sent to them. They would like to see the video.
Action: Julie to resend in different formats
Action Plan
The action plan has lost the long term actions since it has been produced for the web. Julie explained that the more longer term items were transferred to a long term action plan and gave her apologies for not sending it with the papers for the meeting. She will send it with future meetings.
Action: Julie to send the long term action plan with the minutes for future meetings
Next meeting details
Date: Tuesday 7 January 2025, 6.30pm, via Microsoft Teams.
Agenda items:
- Mystery shopping
- Engagement Strategy Action Plan
- HEIP update
- Increasing the number of panel members
Previous meeting minutes are available by contacting the Housing Equalities and Engagement Officer.