Agenda item

The Board requested that an update be provided at future meetings around progress and to notify where there may be issues which need resolving with the Board’s support.

JG welcomed the new prospective board members Mary Farish and Stanley Burton to the meeting, and explained that despite attending as observers for this meeting, they are free to take part and ask any questions they wish.

KM began by reminding the board of the recent email campaign discussed in the previous meeting, noting that over one thousand emails had been sent out based on responses from annual home visits and star survey data. KM advised the board that he had received seven responses enquiring about the Tenant Scrutiny Board, elaborating that information about other means of engagement such as HAPs and other tenants’ groups was included in the email.

Attempts had been made to get in touch with all seven respondents following which KM and SI met with four interested individuals to discuss the aims of the TSB and to learn more about why they expressed an interest.

KM advised members that it was felt by both SI and himself, one of the individuals, had a much keener interest in matters in his local area, therefore his details had been passed on to the local Tenant Engagement Officer with a suggestion he be considered as a new HAP member.

Two of the three other attendees were in attendance today and a third tenant had been unable to attend this meeting, but hopes to be able to attend the next meeting. If all three prospective members are approved by the board and invited to join, this would take the total number of members to 12.

SI welcomed the two observers and expressed his hope that they both find the meeting interesting and would join the board as members. JG opened the floor to any questions from the board members.

SBa asked if there will be any future meetings with MF, SBu, and the third individual to assess their suitability for the board. JG responded that he would talk with both attendees following the close of the meeting to discuss their thoughts on the meeting and answer any questions they might have around joining. JG mentioned that the previous system of formal interviews could often be a barrier to potential members as they were put off by the formality, and talking in this manner can often be more beneficial to both parties. KM agreed, and explained to the board that this had influenced the decision to invite the 4 tenants to a group discussion and not separate interviews, as it allowed KM and SI to assess how the individuals engaged in a group setting and were confident putting forward ideas.

JG asked if there had been an update on the issue that was noted with the engagement flyers not displaying correctly when viewed on Twitter. KM responded that he had liaised with the communications team, and that the issue could have been caused by a variety of factors, including the device on which the flyer was viewed. The flyer has not been re-uploaded, however it can be deployed again if necessary. KM further informed the panel that the council has recruited a staff member with experience in graphic design who can produce superior content, and may be asked to do so in future.

JG requested an update on the uploading of minutes onto the council website. KM responded that Tracey McGarry (who attended the previous meeting) had personally resolved the matter, requesting the upload of the latest available minutes to the website for each group that wasn’t yet up to date. KM advised that due to some groups meeting bi-monthly, the latest approved minutes may appear to be some months behind the present date, though there is potential scope for draft versions of the most recent meetings being uploaded prior to their approval.

JW enquired if there was possibility for a younger member of the TSB to join the board. KM replied that the 3^rd tenant unable to attend today, is a 35 year old male who would no doubt provide a younger perspective if subsequently approved to join the board. JW further asked if work may be a barrier to his attendance, but it wasn’t thought this was the case. JG responded that it is unfortunate that the time of the meeting can conflict with workday hours as it does, but there is the potential for the meeting room to be reserved into the evening which could better accommodate members that struggle with attending due to work, and the topic can be a matter of discussion at the next meeting.

JG also informed the board that the boards development plan can also be an agenda item for the next meeting, and a request would be sent inviting Mandy Sawyer (Head of Neighbourhood Services) to attend.