Agenda and minutes

Tenant Scrutiny Board - Friday, 24th May, 2019 10.00 am

Venue: Navigation House, 8 George Mann Road, Leeds LS10 1DJ

Contact: Keith Mack 0113 3783195  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.)




JG proposed to close the matter of the requested break down of high rise block service charges, as it seems there is no such breakdown available or to be produced. The board agreed the issue is closed.



Apologies for Absence

To receive any apologies for absence.


Rita Ighade, Roderic Morgan.


RI will be able to attend meetings again from September after her working pattern is changed.


JG updated the board that he has provided RM with a letter to inform the job centre of RM’s commitment to the board, which may allow RM to attend if allowed by the job centre.


Chair's Update

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


No date set, as yet, for the next meeting of the Environment Housing and Communities Scrutiny Board.



Minutes – 15th March 2018


RESOLVED – The minutes of the previous meeting held on 26 April 2019 were passed as a true record.


JG informed the board that he will be away following the meeting until Monday the 3rd of June, and if members have any queries regarding TSB matters they should contact KM or IP.


JG reminded the board that the next meeting will include the Chair election, so members have until the 7th of June to submit their expression of interest for the position to KM. KM added that the forms were given to all members at the previous meeting, but can be sent again electronically to those that would like another copy.


TSB Review Workshop (Group discussion) pdf icon PDF 294 KB

To discuss as agreed at the March meeting how the structure and function of the board can be developed to better engage with the wider tenant voice, including younger tenants, and strengthen evidence gathering.





JG reminded members that the aim of the session was to plan the future working methods of the board, and not to criticise the way the board has previously conducted investigations.


KM explained that members had been encouraged to submit suggestions that would help to shape the development of the board and improve working practices. Comments received from SI had been included in the pack for members to read, along with comments/observations from Housing Leeds with the suggestion being the discussion centres around four themes;


1.  How do we choose an inquiry?

2.  How do we undertake an inquiry?

3.  How do we run as a group?

4.  How do we communicate and share more widely?


1.  How do we choose an inquiry?

SBa questioned the necessity of changes to the board, as the board already has working practices that were set with previous scrutiny officers before KM took on the role of scrutiny officer. JG agreed, asking if the previous scrutiny officer had been consulted. KM confirmed that he had, and reiterated that the aim of the session wasn’t to criticise current practice, but to develop new ways of working in keeping with national best practice. IM added that this meeting is a follow on from the meeting previously attended by MS, and that strategic input from the head of service is just one factor that can help shape the direction of the board.


SI commented that investigations and reports should be chosen based on available evidence. Lines of enquiry should be broken down by the area of complaint so more robust conclusions can be found, as the general findings of the STAR survey are consistent with previous surveys and changes are more evident on a finer level. SI further suggested the input of other tenants’ groups/boards might divert the enquiry as each group has issues that are closer to them. JG disagreed stating that the board has always picked its line of enquiry independently of any input from other boards, for example it was VITAL that suggested the LASBT review, but the board has always voted on the next line of investigation fairly.


SBu suggested that the new members who had not yet taken part in an enquiry are not fully aware of the current practice of the board, JG agreed and proposed a further meeting with the newest members, SBu and MF to discuss the board’s method and previous enquiries.


KM surmised that there were two distinct approaches that could be taken in defining an inquiry, top down (based on the views of the EHC Board/senior managers etc) or bottom up (Based on customer satisfaction, STAR surveys and complaints data etc), and suggested that both needed to be considered to ensure an ensuing inquiry made the most effective use of available resources.


MS agreed that the input of senior officers is important as they are the staff who know the council’s processes and limitations that can also see the bigger picture regarding the service in  ...  view the full minutes text for item 5.


Work Plan for Tenant Scrutiny Board pdf icon PDF 397 KB

Item is for discussion around the tasks contained within and whether to sign the work plan off in its current form or make amendments to it.



Members agreed that the next meeting should be utilised to continue today’s conversation (themes 3 and 4) and continue to move towards agreeing the future direction of the board.


Also noted as referred to under 95, that the next meeting will include the Chair election. JG informed the board that he will be standing as a candidate for the chair election.


Date and Time of Next Meeting

Friday 21st June at 1.15pm

(Pre-meeting for all board members at 1.00pm)

Committee rooms 6/7 Civic Hall


The June meeting will again take place at Navigation House, time and date to be confirmed. The June meeting will again take place at Navigation House on Friday the 28th of June, 2pm - 4pm.