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.

An apology for absence was submitted by Olga Gailite.

To confirm as a correct record, the minutes of the meeting held on 6 January 2016.

RESOLVED – That the minutes of the meeting held on 6 January 2016 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 January meeting.

The Chair advised that he had attended Scrutiny Board (Environment & Housing) on 2 February 2016, at which PCSOs, flooding, homelessness and other matters were discussed.

RESOLVED – That the above update be received and noted.

To discuss with Councillor Debra Coupar the work and ambitions of the Tenant Scrutiny Board including possible future areas of work.

The Board welcomed to the meeting, Councillor Debra Coupar, Executive

Board Member (Communities) to discuss the work and ambitions of the Tenant Scrutiny Board and possible future areas for Scrutiny.

The Chair invited questions and the key areas of discussion were:

·  Flooding

·  PCSOs, funding and deployment

·  Letting and Management Policy

·  Universal Credit roll out in Leeds

·  The role of the Credit Union in helping those affected by Universal Credit

RESOLVED –

(a)  That Councillor Coupar be thanked for attending the Board

(b)  That arrangements be made for Tenant Scrutiny Board to be consulted during the development of a Lettings and Management Policy.

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 a written report detailing the outcome of the questionnaire sent to all tenants and resident groups, the 11 Housing Advisory panels and 37 Service Improvement Volunteers.

This was the Board’s last evidence gathering session for the Inquiry therefore the Board concluded the session with a discussion with those officers who attended the Board in September 2015 at the beginning of the Inquiry.

The following were in attendance to respond to Board member questions;

-  Jill Wildman, Interim Chief Officer (Housing Management)

-  Jason Singh, Locality Manager

-  Simon Frosdick, Business Development Manager, Parks and Countryside.

In summary the key areas of discussion were;

·  The methodology used by the Board in gathering its evidence for this Inquiry.

·  Progress made on developing a ‘one council’ partnership approach to estate management.

·  Progress on the estate walkabout harmonisation project and the submission already made by the Board to that work.

·  The harmonisation of ‘systems’ across the different services.

·  The concept of a special annual walkabout which would involve all agencies.

·  Clarification on the ‘mapping’ process.

·  The responsibility of tenants in relation to gardens.

·  The potential to roll out community ‘tool banks’ and associated funding sources.

·  Weed management.

·  The management of waste.

·  The one piece of rubbish campaign. http://www.1pieceofrubbish.com/

·  The concept of involving private home owners in the activities on estates.

·  Garages

Concluding the discussion, the Chair thanked attending officers for their input to the Inquiry and the support provided. The Board would now draft its final Inquiry report with the intention that this is discussed at the March meeting.

RESOLVED –

(a)  That officers be thanked for their attendance and support during this Inquiry

(b)  That the findings of the questionnaire be noted

(c)  That the Chair in conjunction with the Head of Scrutiny and Member Development draft a final report.

To receive a report from the Head of Scrutiny and Member Development tracking the implementation of recommendations made by the Tenant Scrutiny Board following its Inquiry into Annual Tenancy Visits.

The Head of Scrutiny and Member Development submitted a recommendation tracking report in relation to the Boards Annual tenancy Visit Inquiry.

The following were in attendance to answer any questions;

-  Sharon Guy, Housing Manager (Customer Relations, Tenant Scrutiny, Tenant Involvement and Equality

-  Lee Ward, Neighbourhood Services Officer.

The Board reviewed the status of each recommendation and concluded that recommendations two three, five, six, seven and eight be regarded as achieved and required no further monitoring.  Recommendations one, nine and 10 be classified as ‘Not fully implemented’ (progress made acceptable. Continue monitoring).  It was noted that Housing Leeds had not agreed to the Board’s recommendation 4.  It was agreed therefore that no further monitoring would take place.

The Board also agreed that it would submit a further recommendation to Housing Leeds requesting that tenants be made aware of home insurance options, during contact time, for example home visits. (within the constraints of not selling a particular product)

RESOLVED –

  (a)  To agree the status of the Board’s recommendations

  (b)  To submit a further recommendation to Housing Leeds in relation to home insurance.

Wednesday, 2 March 2016 at 1.30pm (pre-meeting for all Board Members at 1.00pm)

Wednesday, 2 March 2016 at 1.30pm (pre-meeting for all Board Members at 1.00pm)

(The meeting concluded at 3.30pm)