Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting - 7 October 2025 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- Andrew Bebbington, Housing Policy Officer
- D. McLaren, tenant
- J. Proctor, tenant
- S. Scott, tenant
- J. Wormald, tenant
- M. Flintoft, tenant
Apologies:
- E. Middleton, tenant
- E. Booth, tenant
Stephen opened the meeting and welcomed everybody. Introductions were
made.
- Minutes and matters arising
- Tenancy Sustainability Strategy
- Tenant and Leasehold Annual Report
- Tenant Satisfaction Survey
- 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.
- The feedback has now been considered. To be an agenda item at the next meeting
- Empty properties to be passed to the Performance Panel
- The following Task & Finish groups to be arranged:
- Tenant and Leasehold Annual Report
- The Contractor Code of Conduct
- Local Connection policy
- All arranged and completed.
- Andrew Bebbington to be invited to the meeting in October to discuss the Tenancy Sustainability Strategy
- Andrew invited and attending
- Tenant Satisfaction Survey be on the agenda for the next meeting.
- Comments relevant to ‘Neighbourhood as a place to live’ and ‘Landlord keeps communal areas clean and well maintained’ to be sent with the papers for the next meeting.
- Comments sent with the papers. Item on the agenda.
- Termination Policy possible needing a review to be passed to appropriate Officer.
- Passed to Senior Officer
Tenancy Sustainability Strategy
Andrew Bebbington, Housing policy officer
Andrew explained that this Strategy has been produced to give tenants the best chance for their tenancy to succeed.
There are 6 objectives:
- Tenant satisfaction and wellbeing
- Early intervention/prevention
- Reduced void costs.
- Homes that are better maintained
- Reduced anti-social behaviour.
- Housing Management Officer job satisfaction
The principles are:
- Being assertive while being compassionate
- Understanding the psychology of different behaviours
- Strength based. Building on the strengths of the individual tenant
- Focus on partnership working. Working more closely with other providers/services.
Intervention Options
1. Pre-tenancy training
This training for new, first-time tenants covers understanding their responsibilities. It would be helpful if it also covers practical skills e.g. reading a utility meter, changing a lightbulb etc.
2. Introductory Housing Management Officer Role
These Housing Management Officers support tenants through the first year of their tenancy. They can work with the tenant more closely, signposting them to different services if necessary.
The Tenant Scrutiny Panel agreed this is often very helpful for new tenants and should continue.
3. Access to specialist advice including debt counselling and money and energy advice
This would be in addition to current signposting and could help to avoid tenancy issues.
4. Patch sizes approach
Currently our Housing Management Officers have patches of around 350/400 homes. An option would be to reduce the number of homes so the housing Management Officer would have more time to work with tenants.
The Tenant Scrutiny Panel supported this proposal as the Housing Management Officers have very high workloads. Reducing the number of homes, they manage would give them the opportunity to know all of their tenants. They would then be able to spot any problems and work with the tenant to address any issues. Tenants would be more willing to talk to them about any issues if they already know them.
This policy would increase the workload of Housing Management Officers who already seem to have increasing workloads. The Tenant Scrutiny Panel would like to see the number of homes within their patches reduced.
5. Provision of flooring and/or decoration for void properties
6. Provision of furniture for void properties
These intervention options were discussed together. It was felt that they would make a big difference for new tenants and would help them very much. The grants that are available have shrunk over recent years making it very difficult for new tenants to create their home. Decorating properties is also difficult for some tenants so having freshly painted rooms would be a huge benefit.
The furniture would be basic along with white goods.
Benefit service charges will cover if the goods are owned by the landlord.
Tenants can use the Furniture Warehouse to add to the furniture.
7. Roll out of tenancy and wellbeing visits alongside use of other opportunities.
It was felt that all Officers should be vigilant and report any concerns to the Housing Management Officer for example hoarding, cold house etc.
8. Mental Health support and working protocols
There is a need for better working relationships with Mental Health services.
The Tenant Scrutiny Panel noted that there is difficulty in accessing Mental Health Services in York. It is hoped that the new Hubs across the City will help.
9. CYC Tenancy/Floating Support service design
Tenants in hostels have support workers to help with benefits/bills/referrals to other agencies. They would support the tenant through their move to a more permanent home.
10. Other support/referrals available to Housing Management Officers
The Housing Management Officer would build a relationship with the tenant and could then refer them to the necessary organisation/agency, for example, Local Area Co-ordinator. This would link with the Tenancy and Wellbeing visits.
11. Employability and skills initiatives for tenants
The panel felt this would be very helpful for tenants and could include volunteering opportunities.
York Learning offer a wide variety of formal and informal learning including family learning. Family learning includes day to day skills needed when running a home.
12. Gardening support, skills development and clear expectations for tenants.
This could support integration into the community e.g. gardening for a neighbour, tenants sharing skills such as carpentry/joinery etc.
13. Domestic Abuse support and target hardening
Target hardening covers extra security measures needed for those who have suffered domestic abuse.
14. Building independence and skills for young tenants.
Young tenants should be included within the training/skills development options previously discussed. They may need more ‘day to day’ practical skills.
New tenants should be shown where the utility meters and stop cock are in their new home.
15. Innovative use of data for cost- effectiveness and impact
Using information to target work, for example, antisocial behaviour hot spots.
The consultation on this strategy is ongoing. There will be a public consultation through the website, and we are planning a focus group with tenants. Partners have been consulted.
Andrew will bring the paper and action plan when it has been agreed by the Executive. All agreed this would be helpful.
The Panel thanked Andrew for bringing the paper and asking for feedback.
Tenant and Leasehold Annual Report
Discussed at a Task & Finish Group meeting on Thursday 11 September. Some amendments made. Financial information now received. This item was postponed until the next meeting.
Action Julie to send the revised Annual Report with the papers for the next meeting.
The Contractor Code of Conduct
Discussed at a Task & Finish group on Thursday 18 September. Code of conduct amended. Housing Officer code of conduct drafted. This item was postponed until the next meeting.
Action Julie to send the draft documents with the papers for the next meeting.
Local Connection Policy
Discussed at a Task & Finish Group on Thursday 2 October. Concerns were noted and will be sent to the Officers reviewing the Allocations Policy. The notes will be sent with the papers for the next meeting.
Tenant Satisfaction Survey
Landlord keeps communal areas clean and well maintained
The comments received about this question related to the communal spaces. They have not been well maintained and are overgrown, covered in moss and not pleasant places.
Work is in progress to clean these up with some communal areas having been improved over recent months.
Neighbourhood as a place to live
Almost all of the comments received relating to this question were about parking. Lack of parking, disrespectful parking and non-residents parking in the area. This is not a Housing issue so housing is unable to make any changes that would improve the situation.
Action plan
Julie will update this and send it with the papers for the next meeting.
Any other business
The conference has been arranged for Tuesday 17 March at West Offices. This will be included on the agenda for the next meeting as a focus needs to be agreed. Relevant Officers will be invited
Next meeting
Tuesday 4 November 2025, 6.30pm via Microsoft Teams.
Agenda items:
- Tenant and Leasehold Annual Report
- Code of Conduct - Contractor
- Code of Conduct - Officer
- Antisocial Behaviour Policy feedback
Previous meeting minutes are available by contacting the Housing Equalities and Engagement Facilitator.
Also see