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.)

There were no late items.

To receive any apologies for absence.

Apologies for absence were submitted by Olga Gailite, Christine Gregory and Peter Middleton.

To confirm as a correct record, the minutes of the meeting held on 2December 2015.

RESOLVED – That the minutes of the meeting held on 2 December 2015 be approved as a correct record.

To receive an update from the Chair on scrutiny activity, not specifically included on this agenda, since the previous Board meeting.

The Head of Scrutiny and Member Development submitted a report which provided the Chair of Tenant Scrutiny Board with an opportunity to update Board Members on some of the areas of work and activity since the December meeting.

The Chair advised that he had attended Scrutiny Board (Environment & Housing) on 8 December 2015, at which landfill, the Housing and Planning Bill and other housing matters were discussed.

The Chair reported that Liz Cook, Chief Officer Housing Management was leaving Leeds City Council and that Jill Wildman would be Interim Chief Officer Housing Management.  The Board asked that its thanks be put on record for the support Liz had given the Board over the past couple of years and wished her every success for the future.

RESOLVED – That the above update be received and noted.

To receive a report from the Head of Scrutiny and Member Development regarding the Board’s Inquiry into the Environment of Estates.

The Head of Scrutiny and Member Development submitted a report which presented information as part of the Board’s Inquiry on the Environment of Estates.  This included the questionnaire sent to tenant and resident groups, the 11 Housing Advisory Panels and 37 Service Improvement Volunteers.

Sharon Guy, Housing Manager (Customer Relations, Tenant Scrutiny, Tenant Involvement and Equality) and Lee Ward, Neighbourhood Services Officer, were in attendance to provide the Board with a verbal update on responses received so far.  A fuller report was being presented at the February meeting, following the closing date for returns.

In summary, 80 responses had been received to date and the themes emerging were around, publicity and feedback on actions.

The Board also agreed to send a report to Housing Leeds detailing its initial thoughts on estate walkabouts in order to inform the harmonisation project currently being undertaken on this matter.

Also in attendance was Debra Harding, Operations Manager, Contact Centre.

Debra had been invited to attend the meeting to outline to the Board the work of the Contact Centre and to answer any arising questions.

In summary the main areas of discussion were:

·  The volume of calls received by the Contact Centre in relation to Housing issues.

·  The difference between complaints and service requests.

·  The need to get the job done right first time and who ‘owns’ the case once it has left the Contact Centre.

·  How the Contact Centre responds to service requests from vulnerable residents.

·  The training and on-going development and supervision of staff.

Concluding the discussion, the Chair outlined the next steps of the Inquiry which would include discussion with Councillor Coupar, the responsible Executive Member and Senior Housing Leeds Officers. The findings of the questionnaire would also be discussed.  Initial recommendations arising from the Board’s Inquiry would also be discussed.

The Chair also advised the Board that a recommendation tracking report on the Board’s previous work into annual tenancy visits would also be discussed at the February meeting.

RESOLVED –

  (a)  To agree the Board’s statement in relation to ‘estate walkabouts’ and submit to Housing Leeds.

  (b)  That the next steps in the Inquiry be noted.

Wednesday, 3 February 2015 at 1.30pm

(pre-meeting for all Board Members at 1.00pm)

Wednesday, 3 February 2016 at 1.30pm (pre-meeting for all Board members at 1.00pm)

(The meeting concluded at 2.40pm)