Agenda and minutes

To agree and sign off the minutes of the previous meeting.

JG opened the meeting and welcomed all in attendance. Everyone introduced themselves and apologies were noted. JG and PG spoke a few words for former member Maddy Hunter. Funeral Arrangements are on the 7^th June 2022 at St Martins Church 12:45pm – Lawnswood Crematorium 14:30.

None.

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

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

None.

To confirm as a correct record, the minutes of the meeting held on

The previous meeting minutes were approved as a true record.

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

PG – There was only 1 expression of interest for Vice Chair/Chair.

Chair – John Gittos

Vice Chair – Neil Battison

JG announced this would be his last year as chair. JG thanked Sallie for all she has done in her work and support for the board, and everyone thanked SB for her service.

Minutes to be read alongside report provided by IM.

6.1. IM – Discussed part 1. Role of Tenant Voice Panel.

TSB questions:

JG – Stated what was being proposed would create a lot of work for Tenant Engagement Team. Are there enough staff and if not will there be recruitment to the team?

IM – We have slightly fewer staff; Housing Leeds has kept as many tenant engagement staff as possible. Staffing resource is aligned locally, we also have a group of staff that support the TEO’s and run city wide activity like this panel. The activity of the new panel requires less resource than administering the former involvement structure and will aim to reach and involve a wider audience, and be less costly in terms of running costs needed to support.

JG – Is the TVP being proposed to reduce spending then?

IM – It’s not a cost saving activity, it’s using resource to better effect so that we reduce the duplication between forums, the previously hierarchal nature of forums and respond to feedback from people in groups that they couldn’t there were barriers whereby they felt able to contribute to some things, but not others.

SB – In respect of the local Tenant Engagement Officers, will specific officers be given responsibility for the entire city or only responsible for own areas as currently?
IM – Local Tenant Engagement Officers look work across the city and we have no intention to change that. These officers have a range of responsibilities, supporting local HAPS and tenant groups for example and by the nature of each locality being different, they all have different project activity. Their role is different to supporting the TVP, they have a local focus but will be able to help in promoting and raising the profile of overall panel activity.

SE – Is there a commitment from staff to focus on TVP and engaging with tenants given the new social housing regulatory standards?

IM – Yes, the creation of this more inclusive panel is supported at a senior level the organisation, and our Service Plan for 22/23 makes clear the importance of listening and responding to the tenant voice.  Our progress on how well we listen and respond to tenant feedback overall will then be assessed against the regulators ‘consumer standards’ – and it’s important that we meet these as well as possible.

NB – Prior to these changes have you consulted with others nationally about  what trying to do?

IM – Yes and the board have too, an independent advisor came to speak to the board as part of this review, and officers regularly attend sessions with other landlords.  Many landlords are in a similar position in terms of reviewing their engagement offer post covid, taking what can learn from the greater use of technology and having to make best use of resources as possible.  Suspect once implemented, other landlords will be asking Leed how we are getting on so they can learn from our experiences.

JG – Who will monitor if is working or  ...  view the full minutes text for item 7.

JG proposed that by the end of June the present review on Tenant Engagement, Stage 1 and Stage 2 should be completed.

Original intention was to undertake a Stage 3 (looking at HAPs), but don’t feel it would be beneficial to us or the council to continue to look into tenant engagement at this time.

When Gez Tinsdale and Adam Crampton spoke at the May meeting they gave an overview of the service which was very informative and honest about what housing’s achievements and challenges are. They agreed much had happened because of Covid and are now coming out of it.  There are therefore lots of aspects to look at - ASB, Repairs, Contracts, Cost of living crisis and impacted services that the board can now consider.

JW – We have a new Vice Chair; it would be good to have a project that is worked on from beginning to end with present Chair and Vice Chair.

JG – Between now and end of the year at a pre-arranged date with Neil I will step out of the role of Chair and allow Neil to Chair for the experience.

IM discussed the STAR survey, which will now be sent out on a quarterly basis to a random sample of tenants. The smaller quarterly samples when combined as the quarters progress build up a more reliable picture of what tenants think about our services. We’ll be able to share data in the Autumn with the board.

SB – Are response rates equal among different ages and cultures?

IM – We send to a random sample but within that random sample we make sure to include a proportion of age groups, ethnicity etc. Results we get back have feedback from a wide range of people and we do look at that as part of our equality analysis.

JG asked the board for comments:

SB – We should be dealing with more relevant issues. Covid has meant some elements have been neglected and would much prefer to deal with pressing issues that are affecting tenants now.

JG – That is the general view from tenants as well.

MF – Agrees to concentrate on pressing issues.

SE – So long as its evidence based it is a good idea to deal with what is happening now.

NB – Good to have fresh approach and a collective way of thinking.

PM – I think we should carry on way we are working. It does work.

JW – Poverty issue with energy bills rising is going to be very serious, a lot of people are sitting with no heat on at all. Support approach and shorter projects.

SB – When we started in Housing Leeds things were more stable than they are now. Lately and particularly with covid, we can start a review and make suggestions and things have changed by the end of it. Long reviews are not of any value. We need to target things that are important.

JG – New era of TSB.  ...  view the full minutes text for item 8.

17^th June 2022, 12:00 – 14:00.

Civic Hall Committee rooms 6/7 and MS Teams