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.)

No late items

To receive any apologies for absence.

Christine Gregory, Peter Middleton, Roderic Morgan, Jackie Worthington

To confirm as a correct record, the minutes of the meeting held on 1^st March 2017.

RESOLVED – That the minutes of the meeting held on 1^st March 2017 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 Chair outlined details of a meeting he had on 22nd March around the drafting of the East Leeds Responsive Repairs report.

The Chair noted his attendance at Environment and Housing Scrutiny Board on 23rd March which discussed recycling, air quality, and how to engage more people to recycle. There was also discussion around blocked gullies which is a particular issue in Headingley.

The Chair explained he had attended an Environment and Housing Scrutiny Board on 20th April. This has a section on private rented housing and there was discussion around the emphasis on private rented properties which are not always of good quality and that more Council housing should be built.

The Chair noted that the STAR survey had been published and this would come to the Board in June.

There was a discussion on the Lettable Standard and the targeting of certain areas with an incentive to decorate certain rooms in the property prior to letting. This links into the working group which the Board set up and we will look at this report hopefully in June or July, but this is dependent on the Board’s work schedule, however the Chair stressed this work would be completed.

The Chair discussed interest from a tenant who wishes to join the Board. It was noted that an interview for this will take place on 18th May. In line with the Board’s terms of reference, the Chair, along with Peter Middleton and Sharon Guy will conduct the interview. Following the interview, a separate meeting will be held with Sharon Guy to discuss the agenda for the next Board meeting.

This year, the Scrutiny Board have undertaken an in-depth inquiry into the East Leeds Responsive Repairs Service.

This inquiry has now concluded and the Board is in a position to report on its draft findings and recommendations resulting from the evidence gathered.

The Chair introduced this agenda item and the supplementary document. The Chair explained to Board members that if they were not happy with the report which is presented at this meeting that they could write their own report and submit this to the Board. The Chair explained a vote will be taken on each recommendation.

The Chair explained that this report was agreed, that it would be presented at Environment and Housing Scrutiny Board on 23^rd May and asked if another member of the Board would accompany him.

RESOLVED That LW contact OG and RI for their availability to accompany the Chair to this meeting.

The Chair then went through each of the recommendations in the draft report.

Recommendation 1 – That Housing Leeds provide dedicated repairs training for new staff as part of their first week induction and regularly review training needs of existing staff.

The purpose of this recommendation is to ensure that repairs are carried out right first time. The Chair explained that what he found surprising was that the Contact Centre received training on repairs but Housing Officers don’t and are learning this on the job.

RESOLVED The Board voted and agreed unanimously to this recommendation with an addition to be added which would emphasis this should be citywide.

Recommendation 2 – Implement and roll out the Total Works system.

The desired outcome for this recommendation is for increased efficiency and further opportunities for improvement of the service. It was explained that the new system will help Leeds Building Services manage repairs more efficiently.

The Board noted that this recommendation will help get the right trades person to the job in an effective manner, especially where follow on work is required on a job which is often an area where the repair fails.

RESOLVED The Board voted and agreed unanimously to this recommendation.

Recommendation 3 – Implement new working practices through Total Works, in relation to creating additional appointments, by reducing waiting times and increase tenant satisfaction. We also request that this Board be provided with an update on progress.

This is linked to recommendation 2, but it was noted that there were concerns raised by staff around changes this will cause to new working practices, however the view of the Board is whilst rolling out this new system they should consider tenants and how this can improve the repair service and increase tenant satisfaction.  The Board give this recommendation from a tenant perspective, but appreciated the concerns staff have raised.  RI raised concerns about how staff feel about the changes to the system which can have a knock-on effect on performance.

RESOLVED The Board agreed to add in these concerns to the recommendation and voted and agreed unanimously to this recommendation.

Recommendation 4 – Improve customer satisfaction by using and act on learning from complaints and improve the process of follow on work which may be required.

Lengthy discussion with staff from Housing Leeds and consultation with tenants group and Councillors to some extend  ...  view the full minutes text for item 61.

The Board are made aware of matters arising in between meetings through Chairs Update.

However, due to the number of topics which the Chair needs to raise with the Board it was felt a separate item would be best placed in the agenda to make the Board aware of other issues which have arisen since the last meeting.

The Chair explained that this was an additional item but was to explain a number of issues which have come up.

Firstly, a complaint has been received from a member of the public around Tenant Scrutiny Board. The Chair explained that the complaint has been responded to. However, for the benefit of the Board the complaint was explained about being around transparency of the Board.

The Chair explained that he did not agree with the comments made by the complainant.  There were also queries about the administration being moved from Democratic Services. The Chair explained that the Board did not accept this proposal straight away and ensured a ‘trial’ period was carried out in order that it could be tested and that the Board could remain independent, the Chair explained that the Board’s independence has remained intact.

The Chair then explained a second complaint was received further to the response given, which was later retracted.

The Chair then discussed VITAL Housing Leeds which meets bi-monthly and is made up of all the Chairs and Vice Chairs of city wide involved tenant groups. The Chair explained that he had been approached as VITAL wish to have a working relationship between themselves and Tenant Scrutiny Board. The Chair explained he has been advised in the past by Democratic Services that he should not attend as the Chair of TSB at VITAL meetings. However, following much thought and discussion it has been agreed that the Chair will attend VITAL at the start of the Boards municipal year as a means of increasing the Boards consultation with key stakeholders.  The Chair emphasised that he would not be bound by their suggestions and the Board would make the final decision on the work programme for the coming year. SB supported this approach and stated that as a member of VITAL she could see no reason for the need to attend meetings more frequently. 

The Chair attended Environment and Housing Scrutiny Board. He explained that in December they asked for a report from Mandy Sawyer around Tenant Scrutiny Board and Tenant Involvement. The Board were given an update of the history of Tenant Scrutiny, how they recruit and the work which has been carried out. The Environment and Housing Scrutiny Board would now be doing a report on this, however the Chair explained that they had decided that for future meetings of the Environment and Housing Scrutiny Board the Chair would attend on housing matters and sit with them rather than in the background and so will have a say on the Board. The Chair feels this is a positive step for Tenant Scrutiny Board, which will enable a closer working relationship. The Chair noted that this is something which needs to be included in the terms of reference and that is part of the role of the Chair.

The Chair also feedback that a Councillor had commented on the lack of feedback from a particular Housing Office on estate walkabouts.  The Chair believes this might  ...  view the full minutes text for item 62.

Future meeting dates and times of the Board to be confirmed during May 2017.

Dates to be confirmed in May and members will be written to once known.

THE MEETING CLOSED AT 3:00PM