Tenant Scrutiny Panel - previous Meeting Minutes
Tenant Scrutiny Panel Meeting - 5 May 2026 Minutes
Present:
- Julie Hood, Housing Equalities and Engagement Facilitator
- Paul Simpson, Compliance Manager
- D. McLaren, tenant
- E. Middleton, tenant
- J. Wormald, tenant
- M. Flintoft, tenant
Apologies:
- S. Scott, tenant
Julie opened the meeting and welcomed everybody. Introductions were made. In Stephen's absence the Panel asked Julie to Chair the meeting.
- Minutes and matters arising
- Electrical Testing
- Local Offer review
- Governance
- Task & Finish Groups
- Investigate representation of engaged tenants
- Tenant Scrutiny Panel Conference
- Housing Management Officers and Neighbourhood Strategy
- 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:
- Arrange Task & Finish groups for the following areas of work:
- Contractor code of conduct - to be held 14 April
- Housing Officer code of conduct - to be held 14 April
- Full year satisfaction data - to be held 21 April
- Survey of Independent Living Community communal areas - date to be determined at the meeting in May
- Mystery shopping scripts - date to be determined at the meeting in May
- Tenant Satisfaction Survey - date to be determined at the meeting in May
- Compliance Manager to be invited to the next meeting. Invited and attending
- Investigate representation of engaged tenants. To be included on the agenda for the May meeting
- Governance to be included on the agenda for the meeting in May. The three specific areas, Terms of Reference, Health Check and Virtual meeting protocols, included on the agenda
- Mobility Scooter Policy suggested as one of the priority policy areas. Passed to the relevant Officer
- Tenant dissatisfaction with their Housing Management Officer areas of work and the Neighbourhood Strategy. Housing Management Officer discussion on the May agenda
Electrical Testing
Paul Simpson, Compliance Manager
Paul explained that there are 6 main areas of compliance. They are fire, water, gas, asbestos, lifts and electricity.
New legislation on 1 May 2026 now requires all properties to have an electrical test every five years. Work that arises from the test must be completed within the following timeframes:
- C1 is an emergency and must be put right immediately. This could be a broken electrical socket with wires sticking out.
- C2 must be done within 28 days. This could be a cracked electrical socket.
Once the test has been completed, the certificate, a Domestic Electrical Conditioning Report, must be sent to the tenant within 28 days.
The test is extensive and should take between 2.5 and 3.5 hours.
Currently this work is contracted to ECS and NRT. It is hoped that this can be brought in-house within the next year.
We have an external audit company who audit the inspections and post inspections. They have copies of the certificates and visit randomly selected properties to check the electrical test.
Two individual issues were raised. Once further details have been received, Paul will investigate and follow up outside of this meeting.
Panel members thanked Paul for coming along and explaining the process.
Local Offer review
It was agreed to include ‘complete any surveys you are sent’ under each of the areas.
Value for money, repairs and tenant engagement were agreed. Energy Efficiency may have changed due to Government funding. Julie to check and bring the information to the next meeting.
Action: Julie to chase the Energy Efficiency information.
Governance
Health Check
To be updated and split into two documents, one document being the background and the other the action plan. This will mean it can be printed properly.
Action: Julie to update and split into two documents. To be sent with the papers for the next meeting.
Terms of Reference
Performance information needs to be removed from item no 3. This is now part of the Performance Panel work. With this change it was agreed this is current and remains relevant.
Action: Performance information to be removed.
Virtual meeting protocols
It was agreed to add some text around pets, family members or children causing a distraction for others in the meeting.
Action: Julie to add this and send the revised protocols with the papers for the next meeting.
Task & Finish Groups
Contractor Code of Conduct
Agreed.
Action: Julie to send to Fiona Brown to take to Senior Management Team.
Housing Officer Code of Conduct
Agreed.
Action: Julie to send to Fiona Brown to take to Senior Management Team.
Full year satisfaction data
Agreed.
Action: To be on the agenda every three months to begin July 2026.
Further Task and Finish Group meetings
All Task & Finish group meetings to be Tuesday evenings, 6.30pm to 8.30pm via Microsoft Teams. Dates to be:
- Mystery Shopping scripts to be held on Tuesday 12 May
- Survey of Independent Living Community communal areas to be held on Tuesday 19 May
- Tenant Satisfaction Survey data to be held on Tuesday 26 May
- Building Services Conference to be held on Tuesday 16 June
Action: Julie to send list of dates and topics to all members.
Investigate representation of engaged tenants
Rescheduled to the next meeting.
Tenant Scrutiny Panel Conference
Rescheduled to the next meeting.
Housing Management Officers and Neighbourhood Strategy
Rescheduled to the next meeting.
Action Plan
To be updated.
Any Other Business
Building Services Conference
Before he left the meeting Paul Simpson explained that the Building Services conference will be held on 25 June this year.
One idea is to have a Q & A session with members of the Panel. Some ideas as to questions are:
- What do we do well?
- What does good look like?
Any volunteers for this item are welcome to come for the day. Lunch is provided. The day will start around 8.30am and close at 4pm.
Action: Some of those present volunteered to attend. To hold a Task & Finish group meeting on Tuesday 16 June to discuss the proposed questions.
People Scrutiny
Members of People Scrutiny are scrutinising Housing Repair service. They will be meeting with residents as part of their scrutiny process.
They have contacts for Residents Associations and times of coffee mornings in Independent Living Communities.
They may want to come along to a meeting to gather information.
All agreed.
Action: Julie to let Democracy Services know the dates of future meetings.
Next Meeting
Tuesday 2 June 2026, 6.30pm via Microsoft Teams
Agenda items for the next meeting:
- Conference
- Task & Finish groups
- Virtual Meeting Protocols
- Local Offer
- Investigate representation of involved tenants
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