Agenda and minutes

1  To highlight reports or appendices which officers have identified as containing exempt information, and where officers consider that the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons outlined in the report.

2  To consider whether or not to accept the officers recommendation in respect of the above information.

3  If so, to formally pass the following resolution:-

RESOLVED – That the press and public be excluded from the meeting during consideration of the following parts of the agenda designated as containing exempt information on the grounds that it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the press and public were present there would be disclosure to them of exempt information, as follows:

   No exempt items have been identified.

There were no exempt items.

To identify items which have been admitted to the agenda by the Chair for consideration.

(The special circumstances shall be specified in the minutes.)

The Chair agreed to accept the following late information:

·  Agenda item 9, 2014/15 Quarter 1 Performance report. (Minute No. 19 refers)

The above document was subsequently made available on the Council’s website.

To receive any apologies for absence.

Apologies for absence were submitted by Sandra Bland and Jim Fergusson.

The Board was informed that Kevin Sharp and Maddie Ullah had resigned from Tenant Scrutiny Board.  The Board thanked Kevin and Maddie for their positive contribution to the work of tenant scrutiny.

To confirm as a correct record, the minutes of the meeting held on 23 July 2014.

RESOLVED – That the minutes of the meeting held on 23 July 2014 be confirmed as a correct record.

To receive a report from the Head of Scrutiny and Member Development presenting draft terms of reference for the Board’s inquiry into Annual Tenancy Visits.

The Head of Scrutiny and Member Development submitted a report which presented draft terms of reference for the Board’s inquiry into annual tenancy visits.

A copy of the draft terms of reference had been issued to members after the meeting in July for comment.  Responses had been received from the Chair and Vice Chair.

RESOLVED – That the terms of reference for the inquiry be approved.

To receive a report from the Head of Scrutiny and Member Development presenting information requested as part of the Board’s first session into Annual Tenancy Visits.

The Head of Scrutiny and Member Development submitted a report which presented information as part of the Board’s first session into Annual Tenancy Visits (ATVs).

The following information was appended to the report:

·  Report of the Chief Officer (Housing Management), including the purpose of the visits, performance in 2013 and progress since April 2014

·  A copy of the Tenancy Agreement

·  Details of the Lone Working Training given to Housing Officers.

The following officers were in attendance:

·  Liz Cook, Chief Officer (Housing Management)

·  Amanda Britton, Tenant and Community Involvement Manager.

The key areas of discussion were:

·  The benefits of the ATV to the landlord and tenant, ensuring that tenants were effectively managing their homes and taking action on tenant fraud. 

·  Ensuring a more personalised service for tenants by reducing Housing officer patch sizes.

·  Confirmation that there had been approximately 10 cases of tenancy fraud / sub-letting over the previous year.  The majority of tenancy fraud cases had been identified by Housing officers through their day to day work.

·  Acknowledgement of improvements needed to the out of hours service.

·  Confirmation that priority was given to ATVs that had not been undertaken over the previous year.

·  The type of issues discussed on ATVs – the primary role was to identify tenant fraud.  Other issues identified, included, overcrowding, under occupation, employment, health and wellbeing, disrepair and outstanding repairs and any rent arrears.

·  Identifying safeguarding issues and work undertaken to provide further support to tenants where appropriate, e.g. Children’s Services and / or Adult Social Care. 

·  Support for tenants in relation to tenancy and financial issues identified during the visit.

·  Confirmation that the cost of a tenancy visit was £15 for an hourly visit and £7 for a 30 minute visit.

·  Training and development requirements for Housing officers.  Members were advised that all visiting staff received training in lone working.  Training was also provided in relation to safeguarding, allocations, financial inclusion and tenancy fraud.

·  Confirmation that systems were in place to warn staff of any issues prior to visits being undertaken.  The Board were advised that systems were currently being reviewed to ensure they were robust.

·  Acknowledgement of improvements needed to remote working and ensuring that information could be updated electronically during visits.

RESOLVED – That the issues raised be incorporated in the draft report of the Scrutiny Board’s inquiry with the acknowledgement that they may alter as the inquiry progresses.

To receive a report from the Head of Scrutiny and Member Development presenting a summary of performance against the six Housing Leeds priorities.  These were submitted to the Housing Advisory Board on 9 September 2014. Also included is Housing Leeds capital financial position, period 3, 2014/15.

The Head of Scrutiny and Member Development submitted a report which presented a summary of performance against the six Housing Leeds priorities.  These were submitted to Housing Advisory Board on 9 September 2014.  Also included was the Housing Leeds capital financial position, period 3 2014/15.

The following officers were in attendance:

·  Liz Cook, Chief Officer (Housing Management)

·  Amanda Britton, Tenant and Community Involvement Manager

·  Anna Tansley, Service Manager (Intelligence and Improvement)

·  Frank Perrins, Research Manager (Research and Satisfaction).

Members were provided with an overview of the performance information available. It was suggested that the Board provided the directorate with a wish-list of performance information to be reported back.  The Board was particularly interested in receiving performance information in relation to repairs and customer satisfaction.

To assist the Board with its request for information, Anna Tansley, Service Manager (Intelligence and Improvement), invited Board Members to meet with the performance team to discuss their requirements.

RESOLVED –

(a)   That the Board notes the quarter 1 performance information relating to the six Housing Leeds priorities and the Housing Leeds capital financial position, period 3 2014/15

(b)  That the Tenant Scrutiny Board provides the directorate with a wish-list of performance information to be reported back.

(c)  That the performance information requested be formally considered at the October Board meeting.

To receive a report from the Head of Scrutiny and Member Development requesting the Board to consider what further information is required in order for it to come to any conclusions and recommendations.

The Board discussed next steps as part of its inquiry into ATVs.  It was suggested that the Board undertook visits to Housing offices to discuss ATVs with Housing Managers.  The Board asked to be provided with details of Housing offices and Housing Managers, with an option for Members to undertake the visits either on their own or in a small group.  The information gathered on the visits could be reported back to the October Board meeting.

RESOLVED –

(a)  That the further information required be provided as part of the Board’s inquiry.

(b)  That the Board undertakes visits to Housing offices, identifying best practice and areas for review.

(c)  That the information gathered on the visits be reported back to the October Board meeting.

Thursday, 16 October 2014 at 1.30pm in the Civic Hall, Leeds.

Thursday, 16 October 2014 at 1.30pm in the Civic Hall, Leeds.

(The meeting concluded at 3.25pm)