Agenda and draft minutes

Tenant Scrutiny Board - Friday, 4th September, 2020 1.00 pm

Venue: Civic Hall, Leeds, LS1 1UR. View directions

Contact: Ian Parr 0113 3783330  Email:

No. Item


Exempt Information - Possible Exclusion of the Press and Public

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.


Late 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.)




Apologies for Absence

To receive any apologies for absence.


Peter Middleton, Stanley Burton (SBu)


Minutes -

To confirm as a correct record, the minutes of the meeting held on 31st July 2020


The minutes of the meeting held on 31st July 2020 were approved.


Scoping discussion


JG informed the board members that as a result of further conversation between JG and Yvonne Davies, there had been some changes to the scoping documents which need to be agreed. JG explained that the changes had been made to ensure the scope does not unintentionally restrict the direction of the review.


JG clarified that an addition to the review now includes provision to explore the Tenant Engagement carried out by other authorities outside of Leeds, hence the topics covered will now be:


1.  Wider tenant feedback and insight

2.  How the service involves tenants and residents

3.  Housing Advisory Panels

4.  Strategic tenant influence


A further amendment had been made to ensure consideration was given to including input from Councillors as they are involved in the HAP meetings. It had also been suggested that draft recommendations be documented as each stage is finished rather than at the conclusion of the review as in previous investigations. Panel members agreed that these considerations will help to maximise the input from Councillors and tenants, and increase the effectiveness of the recommendations as they will be fresher in the minds of board members. JG further suggested that board members could also work on the various areas of the review in working groups which will allow for more focused work, and also for more ground to be covered at once.


JG informed members that he will be having more meetings with Yvonne Davies and Ian Montgomery in the coming days which should ensure the scoping document can be signed off by all sides. KM is currently working on putting the documentation previously requested by JG together, but JG reminded the board members that due to KM’s proximity to the Tenant Engagement Team then there will be more work with Yvonne Davies in terms of compiling and writing the report, as managers take a step back to allow the board to conduct the review as they will.


JG informed board members he also has an upcoming meeting with Councillor Coupar to update her about the progress of the board so far. JG also notified members that he will be attending a meeting of the Environment and Housing Scrutiny Board in the coming months to provide a similar update.


JG asked KM when the board may be able to meet in the Civic Hall again, KM explained that most staff are still currently working from home, with increasing numbers of staff including Tenant Engagement Officers now able to carry out some community work as they have adequate risk assessments in place. Due to the need for risk assessments and the fact that buildings are not yet fully open to staff, it is not possible to hold meetings in the Civic Hall and may not be for some time still. 


JG told the board members that the next meeting will be attended by Yvonne Davies who will talk with the board about the engagement work of other local authorities. JG confirmed that he will be able to  ...  view the full minutes text for item 83.


Date and Time of Next Meeting

The next meeting will take place at 1.00pm Friday 25th August 2020, in via Zoom.


The next zoom meeting is scheduled for Friday 25th September at 12:45 for a 1.00pm start