Apologies received from Nicola Pettigrew (Housing Operations Manager) Martin Feeney (Building Services Manager) Mary Paton Willox Park TRA and Jen McKechnie (Housing Development Officer – Tenant Participation)
Order of agenda items was changed to accommodate John Kerr as he had to leave for another meeting at 2:30pm so his items were taken first.
John confirmed that an update on the current HRA position was going to Council meeting on 18/12/24 and a copy of the paper was circulated. Currently projecting an in-year deficit and unpredicted borrowing costs have had the biggest negative impact. There is a time lag with reports due to the timings of the Housing & Communities Committee and financial reports go to full Council meetings before committee meetings. £2.174m deficit had been projected at November HACC but paper going to Council on 18/12/24 predicts a £1.317m deficit which still involves reserves being used and a loan from the General Fund to balance the account.
Work is ongoing to further reduce the deficit and the paper highlights the work being done and is predicted that deficit will reduce further by the end of the financial year and is expected that the General Fund won’t need to give a loan for the HRA to balance.
John proposed that at each future WDC/WDTRO Liaison meeting, an HRA update could be provided and include Finance staff too. Means tenants will get real data rather than late financial info from HACCs. Is a moving position so would mean would get more up-to-date information and WDTRO would be more fully sighted on financial progress.
HRA needs to balance and looking to minimise any take on the reserves and would want to replenish reserves as quickly as possible.
Actions: HRA update to be added to future Liaison agendas and Finance staff to be included in invite to future Liaison meetings.
John advised that the Scottish Government had announced their proposed budget for 2025/26 and will be reverting the Affordable Housing Supply Programme to previous level. Still to see what WDC‘s allocation will be but assumption is that our allocation will be the reinstated amount of at least £10m. Means WDC will be able to deliver housing plans as initially proposed. Full impact will be known once WDC allocation is confirmed.
In terms of current new build progress, the 2 modular houses being built at Gilmour Avenue are now on site and all the connections now being done.
At Clydebank East, all the pre- Christmas handovers have been done and next stage of handovers start again 20/1 and those properties are being allocated just now. Remaining properties will be allocated by April 2025.
Mount Pleasant is ahead of schedule by 3-4 weeks and going well.
Been delays at Pappert due to flooding but programme caught up a bit now and just 3 weeks behind schedule.
Willox Park being done by McTaggart’s and first time using them. Been on site since Nov and are using some of the empty homes as bases for the contractor and progress going well.
Scottish Government been in touch regarding Dennistoun Forge and Gypsy Traveller Fund as they have put an unofficial moratorium on developments until 26/27.Plans to develop site in 25/26 were included in Council’s Strategic Housing Investment Plan (SHIP) so this delay to be discussed with Scottish Government and hopeful that can win over argument. If SG don’t provide funding for 25/26 then can review programme.
Dumbuie and Smollett demolitions been completed and landscaping being done. Feasibility plans for how best to develop site being developed and hoping to replace with 10 new homes.
Some progress with Radnor Park hotel site as owner has engaged a housing developer and a meeting set up next week for the Council to meet with them and the seller to discuss best possibilities for the site.
Latest update (12/12/24) from Building Services about texts when cancelling repairs says weekly meetings are being held, currently to progress but been advised should go live by early January 2025. Update noted but tenants concerned about length of time taken to resolve as has been an action since Dec 2022.
In terms of tenants being given keys for new windows, Martin had provided update that confirmed that keys are supplied with each window / handle, and team been carrying out spot checks and have been unable to identify any systemic issue where this is not happening. In response to this, a number of tenants gave examples when tenants had not been given keys for all windows so they don’t think it is isolated occasion. Also question raised about how many spot checks were done to be able to confirm that not a systemic issue.
Martin’s absence at the meeting meant it wasn’t possible to discuss and resolve these issues. No other representative from Building Services had been sent to the meeting which also hindered the issue and the Housing Convener wanted that noted. Alan did advise that Martin’s absence was due to a family emergency and 2 other repair managers were on annual leave so would have been difficult to get anyone else to cover at short notice.
Action: Further evidence to be provided by Building Services that keys for all windows/handles are always handed out to tenants when new windows installed.
Claire advised that current Homelessness Strategy runs out so been consulting to develop a new strategy. Consultation has included a focus group at Ashton View which provides supported accommodation to homeless applicants, as well as a survey for those with lived experience of homelessness, a survey for staff and other stakeholders and also been 2 public consultation events.
Generally, respondents are happy with the quality of temp accommodation provided but more negative about locations. 4 key objectives have been identified,
To achieve these objectives an action plan been created and new focus is on solutions and to make process clearer so people will know what to expect when they approach the service.
Will work with partners to maximise other options and are looking at a ‘one door’ approach so it’s more consistent and easier to access. Actions also include creating a youth specialist team to focus on that vulnerable group as well as looking at funding options to maximise the support that can be provided.
The draft strategy is on the Council’s website and Claire is looking for opinions to ensure the strategy will deliver on the objectives identified and if anything is missing. Survey closes on at the end of January and will go to 20 Feb HACC for approval- if approved will be rolled out from April 2025.
Four Building Service Officers now in post so the number of inspections carried out within target has improved (32%) and 43% of repairs are completed within 10-day target and expect that performance to continue to improve now these officers are in post. Will continue to monitor as a Liaison agenda item.
Average queuing time for getting through to repairs has reduced again – down to 1.2 minutes. Less calls were made so more could be answered quickly and less abandoned. Longest queue times still over 15 minutes but much less than when first started monitoring. Agreed to continue to monitor until performance is consistently improved.
Updates from walkabouts are being done and since spreadsheet was issued, update on Tullichewan walkabout on 29/11 been done.
Stefan advised that the walkabout process being used at Dennistoun Forge too. Kevin advised that often a lot of chasing up other council sections which can cause delays. Stefan advised that the purpose of including walkabouts in the Liaison meetings was to embed the process but if issues are not being progressed can be discussed at Liaison meetings and could help push issues on with the relevant sections.
Jane ran through the updates provided and 4 projects have start dates in 2025 – Kilbowie laundry in April 25, Littleholm laundry Jan 25, Manse Gardens community garden Jan 25 and Inler View community garden Feb 25.
Public meeting being arranged for Sat 11 January, 11am and being hosted in Westbridgend TRA community flat (1 Lomond Court) plus zoom option.
Since update was circulated, Westbridgend’s request for a living Christmas tree also been achieved but thro a free tree from Balloch Park as part of tree thinning work they were doing.
A new Tenant Participation Strategy was agreed at the Nov HACC. One of the key things in the strategy is to ensure tenants can help improve the services they receive and it doesn’t take big numbers to make a difference. Next step is to implement the strategy action plan and a report went to the Nov Housing Improvement Board to get buy in from all housing teams and Peter Barry reiterated its importance. A summary version of the strategy will be created and distributed to WDTRO members and used to promote TP.
Winter TP update will be out next week.
Dates for 2025 Liaison and JRG meetings still to be scheduled and will be confirmed as soon as possible – WDTRO have provided their committee meeting dates and so meetings will be scheduled around them.
Thanks were given to all tenants and staff for their commitment to the Liaison meetings.
Stefan brought up an action that is included in the Tenant Participation action plan as the Housing Regulator reviews the Charter Indicators every 5 years and is a good opportunity to also review which indicators should be included in the Tenant Report and also how the report looks. The Housing Regulator will announce the new performance indicators in January 2025 so looking for volunteers for the new year to be included in the review and consultation.
WDTRO have provided their committee meeting dates for 2025 and Liaison dates will be worked around them and issued as soon as possible.
Next Liaison meeting later confirmed as Thursday 27 February 2025,1:30pm in Dalmuir Community Centre.
Apologies received from Nicola Pettigrew (Housing Operations Manager) and Jane Mack (Senior Housing Development Officer – Tenant Participation)
Meeting note from last minute agreed.
Martin confirmed that cancellation texts for non-emergency, multi-trade and communal repairs is being worked on. Meeting scheduled for the 29/10/24 to work upon the implementation of the cancellation text process.
Jamie talked through the briefing note that had been issued ahead of the meeting and opened up to questions. Gurpreet asked for information on the number of buy backs this year and John confirmed that 17 had been concluded so far this year, 8 currently at legal services and a further 18 being looked at. June suggested more promotion of the Buy Back Scheme and suggested that an article be published in the Housing News.
The group was happy with the information received, but Mary felt it could have been expanded to include information on allotments. Kevin will look at this and update but reiterated that the burning of garden waste is allowed but the burning of household waste is not.
Martin confirmed that 4 Building Service Officers were now in place for a fixed term contract of 2 years. The BSOs will specifically deal with issues arising from dampness and air quality sensors. Martin will clarify the number of active damp/ mould repairs as he doesn’t think 203 is accurate.
Stefan advised that the Scottish Housing Regulator has opened a consultation on its proposed changes to the Annual Return on the Charter (ARC) indicators. It is expected that by next year all RSLs will need to report on dampness.
Gurpreet advised that the project been nominated in the excellence in health and wellbeing category at the Chartered Institute of Housing Scottish Housing Awards. The awards will take place on the 8th November.
Martin talked though the repairs performance update provided. The new repairs policy will help tenants and staff have a better understanding of types of repairs. Martin asked if anyone had any questions. Gurpreet asked why a temporary repair would be done to a bathroom when the bathroom is scheduled to be replaced. Martin explained that despite a new bathroom being scheduled, as a landlord there is a responsibility to ensure bathroom is fully functioning until new one is fitted. June asked why when new windows are fitted, tenants are only provided with 2 keys. Martin confirmed that tenants should receive a key for each window and he will ensure this is happening going forward.
Mary and Hazel both updated the group on recent positive experiences they had with Building Services. Mary had been told that her repair would need a pre-inspection but on the day a joiner arrived and completed the job. Martin would like to see less pre-inspections needed and the new repairs policy should help achieve this.
Martin advised he would take any questions on the update. No questions from the group.
Jennifer updated the group on walkabouts that had taken place. Tullichewan and CATRA’s continuing to work well. Dalmuir MSF completed a walkabout last week and updates/ actions been sent to attendees and the wider TRA committee.
Frances asked why Littleholm TRA had still not had updates from walkabout in April. Gurpreet asked Kevin to establish why process not being followed at Littleholm. Walkabouts will remain on the agenda until it is agreed the process is embedded and consistent.
Jennifer updated the group on the 6 outstanding Tenant Priority Budget proposals. 1 is being assessed as to whether it meets the criteria and 1 is on hold as its not meeting the expectations of tenant who submitted it. 4 are awaiting a start date from Building Services. Martin explained that the laundries will be starting late this calendar year. Gurpreet asked Martin to firm up start dates and provide an update.
Clydebank East 12 houses were let last week
Pappert site going well, on site and on timetable. Previous issues with vandalism on the site have been addressed.
Mount Pleasant going well and now ahead of schedule
Gilmour Avenue groundwork has started
Willox Park Phase 1 McTaggart Construction are hoping to be on site before Christmas
Bank Street contractor will be announced end of this year
Bonhill Gap Site contractor will be announced end of this year
Clydebank Health Centre demolition ongoing
BMQ activity will be seen on site, demolition to start November/ December
Silverton demolition has commenced
John updated the group on accessing £500,000 from the Ukrainian Longer-Term Resettlement Fund. Any acquisitions using this money are to house a Ukrainian family in the first instance. Gurpreet raised concerns over the Ukrainians immigration status, as they are no longer receiving indefinite leave to remain which may impact on funding.
Jennifer read through the TP Strategy consultation update which had been issued ahead of the meeting. Sets out the main consultation feedback and how it being put into strategy action plan. TP Strategy to be agreed at next November HACC.
Number of other papers going to the Nov HACC – Repair policy, update on Housing Emergency Action Plan . Pre-HACC Forum meeting will be on Monday 18/11 and the papers will be out the week before.
The Scrutiny Panel are nearing the end of their scrutiny exercise on the Repairs process and hoping to present their report to the November Housing Improvement Board and will share it with the WDTRO.
The WDTRO been shortlisted for Tenant Group of the Year Award by TIS for their tireless work on the Joint Rent Group and the important part they played in getting Housing to the point where we fully comply with the HRA Guidance as the Building Services surplus is phased into the HRA. The winner will be announced at the TIS conference on 7 November.
Autumn edition of Housing News came out last week and the deadline for any articles for the winter edition is 25/10 – winter edition due out on 13/12.
None.
Apologies received from Councillor Gurpreet Johal (Housing Convener), June Todd (WDTRO) Madeleine Slavin (Resettlement Officer), Jo Sutherland (Homelessness & Homeless Prevention Co-ordinator) and Nicola Pettigrew (Housing Operations Manager).
List of cyclical maintenance programmes provided.
Cancellation process for non-emergency repairs still being developed – been delays but IHMS team and Building Services meeting to get process sorted, and Martin hopeful it will be up and running before next Liaison meeting (24/10).
Willox Park – Mary advised that issue hadn’t been resolved in email exchange as conflicting information been presented, but will be resolved at their next meeting as officers are attending.
David confirmed that Teams are committed to updating TRA’s when Housing Officers have changed patches and noticeboards have now been updated. Nicola Pettigrew had also confirmed in an email that any new HOs will make contact if there is a TRA in their patch as soon as practically possible, and this been emphasised to all teams. Regular checks of notice boards will also happen and they will make sure the notices are in large enough font to be read easily.
Mary confirmed that the new HO for Willox Park introduced himself at their last meeting.
Discussed noticeboards – often not in best position and get glare from the screen, also difficult to pin notices up due to hard texture of backing. Foyer upgrades are included in the Enhanced MSF Strategy so noticeboards will be included and issue been flagged to Emily Dorrian.
Martin ran through the briefing note provided. Good response to initial survey and the tenant priorities around repair categories, timescales and appointments been included in new draft policy. Will also use the document for staff to ensure that repairs get categorised properly as rely on contact centre and CAS teams to process them correctly.
Aim is to improve the service and make sure repairs are carried out in target.
Emergency repairs will still be done within 24 hours and current average is 5.4 hours. Are reducing Urgent repair timescale to 5 days (from 10 days) which is challenging but achievable if jobs are categorised correctly. Planned repair timescale being changed from 40 to 60 days as a more feasible target as covers jobs that need scaffolding, external contractors etc.
Cllr Sorrell asked a question about an outstanding repair at her own house and Martin will chase up and get back to her separately.
Martin confirmed that painting closes not done as a cyclical programme, but officers can review them and refer them if they need done.
Harry raised issue that when a close was recently painted in Tullichewan, there was no contact or notification ahead of it being done – Martin confirmed that there should have been.
Martin clarified that a light off on a landing would be treated as urgent unless it was all the lights as would then be an emergency.
Briefing note outlines the definition of complex repairs which should be agreed with tenants, and so the WDTRO are being asked to consider the definition and report back after their meeting on 12/9/24.
Janette, Harry and Frances also agreed to read over the repairs policy and check that it is tenant friendly and understandable.
Martin ran through the update provided - 804 sensors have now been installed. In terms of inspections and repairs, Martin confirmed that these have not been meeting targets – only 66 inspections done within the 2-day target. Are recruiting 4 new BSO’s to ensure that they can meet these targets and performance will improve. Inspections haven’t been identifying systemic building issues – only 82 repairs been needed – mainly giving advice about ventilating and heating.
David advised that for any no accesses, they are working with contractors and Repairs and are identifying a number of other issues that contribute to people not giving access and working together to resolve these.
Martin advised that data from the sensors will also give trend information and help better understand issues and plan work more efficiently.
Martin ran through the update provided -slightly over target for response to emergency repairs. Been focusing on staff training to ensure staff categorise repairs properly so hoping to meet this target in Q2.
Are reducing the number of out of target repairs. Out of target repairs don’t meet the definition for Right First Time so failed that target too, but performance should improve in rest of the year.
No gas safety check failures and 91.5% of appointments been kept.
Satisfaction survey info collected from surveys texted to tenants once a repair is completed as well as via staff handheld devices.
437 no access repairs in first 3 months (Q1). Stefan added that no access information not been reducing so are trying to improve communication.
Martin went through the call handling information provided -ideally want calls answered quickly and been an increase in calls in July which then increases the queuing time and the number of calls abandoned. Agreed overall performance has improved since being monitored and so wish to continue with monitoring.
David advised that there has been issues with giving updates, and particularly over summer with staff off, but will be worked on and prioritised. He acknowledged that process still been slow but will speed it up. Central Radnor Park in particular has a lot of work to be done in the area.
Stefan highlighted that the key issue in the process is that updates on the agreed action plan are given, even if timescales change and that expectation is that updates should be given to TRA’s for their meetings and for them to see progress and David confirmed this was the expectation and what should happen.
Jennifer ran through the update provided, and 5 proposals are with Building Services. Kilbowie Court and Littleholm laundries have drawings and Building Services trying to schedule in the work – need a qualified Manager on site so can’t confirm a start date yet.
Martin advised there were competing projects and that a meeting had been arranged to prioritise these and committed to feeding back with planned start dates. Been progress with Manse Gardens proposal and drawings being progressed.
Tenant frustration voiced about length of time some proposals are taking but happy to see at least some progress.
John outlined some of the More Homes updates being given at the Housing & Communities Committee (HACC) - handover for Gilmour Avenue will happen end of the year and Clydebank East handovers start in October and some properties already matched to applicants and the site will be fully occupied by April 2025.
At Willox Park, the contractor McTaggart’s are in place and will be doing a Q & A session with tenants.
Been granted procurement permission for a design team for the old Clydebank Health centre site and for Queen Mary Avenue site – have also benefitted from additional Scottish Government funding.
Another paper that went to the HACC was on the Council’s Rapid Rehousing Transition Plan – 64% of letting target for Homeless applicants will continue and 70% letting target for transfer applicants for new builds been created which will help met the needs of transfer applicants and also free up more properties to let to other applicant groups. At moment no guarantee for further funding but would assume there would be as Housing First been successful but need to see what Scottish Government priorities are.
HACC also included a Charter performance update and Annual Assurance Statement will be signed by Gurpreet and submitted before deadline.
Housing Emergency Action Plan been agreed and John will provide updates as part of his Forward Plan updates at future Liaison meetings. Not all are new actions and progress will be monitored to see what impact they have.
Mobility Scooter Guidance was also agreed at the HACC and discussions about storage facilities will be progressed.
Financial updates provided at HACC and John confirmed that need to start talk about rent setting. There is an action in the emergency action plan to have a 3-year rental strategy to have more financial certainty but that will be discussed with tenants.
In terms of new builds and planned demolitions – all are on plan. Been delays at Mount Pleasant due to rain but are making up time now. Demolition at Silverton probably starting in September. BMQ demolition due – engineers on site as still some disconnections to be done before demolition can take place.
Mary asked if there are any obstacles to delay Willox Park new build and John confirmed there wasn’t and all was on schedule.
Jennifer McKechnie has settled in well and met with most of the TRAs and helping them plan their activities after the summer recess.
Westbridgend TRA had a successful meeting with a good turnout, people keen to keep the TRA going and willing to join the TRA committee. Consequence been that Hugh O’Donnell has resigned after 40 years on the committee. Hugh not been feeling well and was reassured by the turnout that the TRA will continue so he is stepping aside. Jennifer is working with the group and they will have an AGM and get a new committee elected. They will hopefully get re-involved with the WDTRO too.
The Scrutiny Panel are nearing the end of their scrutiny exercise on the Repairs process and are meeting Martin and the Admin manager to discuss some questions they have so that their recommendations make sense. They will then finalise their report and it will go to the HIB and will also be shared with the WDTRO.
Number of Consultations on just now,
Full Joint Rent Group was on 15/8 and progress being made in terms of monitoring the void budget and Capital programme as well as making more use of the Budget matrix that has been developed to help increase transparency.
Autumn edition of Housing News being put together and deadline for articles is 23/8 and is scheduled for delivery to tenants around 12/10.
Stefan advised that are carrying out a tenant satisfaction survey in September – need to do a comprehensive survey every 3 years and gets reported to the Housing Regulator and used to make improvements. Use an external contractor so it’s impartial and being done face to face and tenants will be contacted but can opt out if they wish.
Frances advised that the Homeless survey being promoted but survey questions only relate if you have been homeless – Jane confirmed that should have made that clearer when TP were promoting the survey so apologised.
Martin advised that Scottish Gas Networks were planning to replace the rising gas mains at the 3 blocks at Littleholm and they have been in touch with their plans. All tenants will be notified and will need scaffolding up to do the work.
Thursday 24 October, 1:30pm at Church Street offices, Dumbarton.
Apologies received from Councillor Gurpreet Johal (Housing Convener),
Janette Donlin (Dalmuir TRA), Jacqui Peacock (Dalmuir TRA), Harry McCormack (Tullichewan TRA) and Jennifer McKechnie( HSG Dev – TP).
Councillor Sorrell raised an example where she got a text saying that a repair was completed but it wasn’t and she’s emailed but not been resolved. Martin agreed to look into the case and may be related to a batch of text that got sent out in error.
Unfortunately, sound for video didn’t work through sound system but John was able to play video from his laptop for those in the room – Jane will circulate link for WDTRO and Councillor Sorrell.
Question raised about how it is decided where someone is rehoused? John confirmed that environmental scans are carried out and will depend on the nature of offences – not all will involve children. MAPPA only deals with people once they are convicted. Local concern too about people being ’outed’ often incorrectly – recent case in Brucehill and it is the neighbours that suffer too. Madelaine Slavin from Housing attends MAPPA meetings and John suggested she and a police rep are invited to next Liaison meeting to directly answer any questions.
Karen gave an outline of the Empty Homes Strategy and her role. She focuses on the private sector and has the aim of bringing back into usage, any private property that has been empty for more than 6 months. She mainly gets her information from Council Tax records as this helps identify properties that are not being occupied.
She outlined a case study example where a property had been empty since 2015. She engaged with the owner over a period of time and they agreed to sell the property and a developer bought it. £30k was owed in Council Tax and that could be recovered from the sale. Property was then refurbished and resold with new owners due to move in.
Empty Homes Strategy is linked to the Buy Back Scheme which has been expanded.
As part of review of the Empty Homes Strategy a survey will be carried out and WDTRO views will be sought and a new Strategy will be presented to November HACC.
Opened up to questions and a couple of examples given which Karen will look into – often it’s when the garden becomes really overgrown that highlights that the property is empty. Can often be a long process as main power is compulsory purchase but number of conditions are needed and only a last resort. Government have been looking at Compulsory Sale Orders to assist but not clear yet what the guidelines will be so not an option yet but could hopefully be another carrot to persuade owners to sell or refurbish the property.
£750k been allocated to the upgrade programme. The programme includes upgrade of whole CCTV coverage and Steven liaising with BT to assess the work required and design a new service. The £750 k budget needs to include cameras, wiring and monitoring equipment. BT pulling together final prices.
MSFs will benefit from between 100-150 extra cameras so will provide a massive increase in coverage.
Final costs expected next week and then should get a plan for when the work can be programmed and hoping for no delays.
John confirmed that the money been allocated within the HRA so issue would be about if more than the budget.
Mary asked if the CCTV will be provided over existing BT cabling or will it involve digging up and laying cables? Steven confirmed that it’s mixed – can be Wi-Fi or use fibre cables and don’t foresee any digging but is a complex project but any disruption would be minimised.
Martin advised that Policy been in place for nearly a year now and aware that not been meeting the targets for inspections and completing dampness related repairs. Have had agreement for 4 new BSO’s to specialise on dampness issues resulting from the sensors and will help improve response times.
Martin highlighted that 3 of the 5 Performance indicators met their target, 1 missed and 1 narrowly missed. Number of improvements been introduced and want to get every repair ‘Right First Time’ – some repairs last year were out of target and this means they then don’t count as completed Right First Time so that target missed narrowly. Last year still dealing with backlogs which impacted on performance but this year that has improved. He was encouraged that moving forward will be able to more pro-actively respond to dampness issues. Focus also on RFT and trying to reduce need for follow on repairs. Also focusing on reducing ‘no accesses’.
Kevin confirmed that process is in place and action plans and updates should be being given. Frances confirmed that this wasn’t happening and spreadsheet shows that Clydebank walkabouts only got updated ahead of the Liaison meeting though some walkabouts took place in February and April. Kevin apologised for this and will take back to the Clydebank team.
Consistency is what is wanted, so agreed that walkabouts will stay on the agenda until can see that the process is embedded and consistent. Kevin will discuss internally to ensure that happens.
Stefan confirmed that this is the £200k budget for tenant led improvements. Update provided on the 6 ongoing projects and Jennifer will be chasing them all up and liaising with Building Services to get the work started and completed as quickly as possible.
Stefan acknowledged that particularly the Littleholm laundry been outstanding since 2019 and understandably tenants keen to see it started – now that Building Warrant been granted, Jennifer will be liaising with Alistair Norris to get it progressed as quickly as possible and will give the TRA updates on progress.
Discussed too how this budget can link in with walkabouts as they are often good ways to identify improvements that could use this budget.
John reminded the meeting about the Scottish Government announced cut to the Housing Supply Fund but hadn’t been known what that impact would be in West Dunbartonshire. 27% cut been predicted but will in fact be a 24% cut in grant equal to £8.6m. Need to revise the Social Housing Investment Plan (SHIP) and looking to Housing association partners to front fund some projects until the grant is available to help keep the new build programmes moving. Been positive engagement with Caledonia HA and their project going ahead next month.
WD front funding some projects too to set a good example but also to ensure that some projects progress this year.
Buybacks are an area of growth and already purchased 6 properties since 1/4 and all are 4/5 apartments that are much needed. Also have 8 properties under offer. Target is for 60 properties a year and property costs are closely monitored to ensure getting VFM.
First handovers at Clydebank East will be in September. Public art was a planning condition, and first plans weren’t accepted but issue now been resolved and won’t delay handovers. Sight also will benefit from a stand-alone district heating system and a letting plan being set up.
Pappert site going well – it’s on site and on timetable. Have drawn down some additional funding to help support the project and so use less HRA money.
Mount Pleasant – going well and on time.
Willox Park Phase 1- McTaggart’s been appointed as the contractor and the TRA been updated.
Gilmour Avenue – first use of modular housing – 2 units being and will be completed in 3 months.
Timescales that potentially need changed could be Bank Street for a new year start and old Clydebank Health Centre site start by April 2025.Dennistoun Forge development potentially looking at April 2025. Queen Mary Avenue – subject to completion of demolition but looking at December 2025 before on site there.
Full update going to August Housing & Communities Committee (HACC).
Have had a couple of approaches about potential developments – Radnor Park Hotel – meeting with developer next week and will suss out what they are proposing. Also approached by a developer about Frank Downie House – Dalmuir Park HA not interested so WD may consider but will assess VFM and what is feasible on site.
At May HACC, Council declared a ‘Housing Emergency’ – 4th Council to do so and now a national ‘housing emergency’ been declared. A draft action plan being drawn up about how to deal with this emergency. John offered to come to the next WDTRO committee meeting on 8/8 to share the draft action plan as will be important to get tenant views and priorities.
Question was asked in relation to the modular housing and if the structure was wooden? John unsure but will check out. Is durable and although new technologies not been time tested, do have to meet building standards and come with a 60-year guarantee. Modular systems are being considered as a quicker way to increase housing supply but need to be cautious and analyse modular housing to ensure it’s a good solution. Gilmour Avenue is just 2 units so will be an assessment of how they perform and how tenants like them.
Jennifer McKechnie taken over Ana’s TP role so will be directly supporting the TRA’s and encouraging individual tenants to get involved. Today she’s at Garscadden View where Drumry TRA are hosting a drop-in session by CAB to help raise their profile in the area. Has contacted all the TRA’s and will be focusing on working with them to increase their numbers. Has a lot of housing and support experience and will quickly build on the improvements Ana was making.
The annual tenant event which was called ‘Making a Difference’ took place on the 1st June at Clydebank Town Hall – feedback from attendees been very positive though numbers were disappointing but depleting numbers is a key issue just now.
Reps from TRAs, WDTRO, Sheltered Housing Forum and Scrutiny Panel did attend, and the focus was on the difference groups have made and to share what they were doing to increase their numbers. Elaine Neeson from WBE spoke about the clothing bank and weekly coffee mornings she’s started and Harry McCormack from Tullichewan TRA spoke about their activities and success of their walkabouts. To celebrate the achievements of tenants, the WDTRO members were all given ‘Tenant Champion’ awards for their ongoing work and Elaine was given a Best Community Initiative award. A summary of the day will be produced and issued out as soon as possible.
Consultations - TP Strategy - consultation session with staff been done and a session with tenants was part of the tenant event on 1/6 to prioritise the aims and principles that should be in the next Strategy. A survey to collect further views will be created in August and draft strategy due to go to the Housing Committee in November.
Repair policy consultation- short preliminary survey being carried out to gauge how important different aspects of the repairs service are for tenants. Survey being promoted via website, TP Facebook page as well text and email - survey closes on 25/6 – good response rate so far.
Meeting for the tenant members of the JRG been rescheduled to Thursday 27/6,10am on zoom.
Summer edition of HN been delayed due to the reporting restrictions caused by the General Election being called but will be delivered to tenants around 5 July.
Mary raised that had a few concerns and looking for reassurances that existing tenants would get priority for being rehoused in the new builds, and that was included in the Committee paper, but also looking for clarification that if they were decanted into phase 1 and then wanted to move into phase 2, that they could and would get ‘disturbance allowance’ twice. Sound quality was poor for Mary so she agreed to email John her concerns and he would respond direct.
Thursday 22 August, 1:30pm at Clydebank Town Hall
Apologies received from Councillor Gurpreet Johal (Housing Convener),
Ruby Wilkins (Dalmuir TRA) and Nicola Pettigrew (Housing Operations Manager).
(copy of updated actions distributed ahead of meeting)
No updates on 2 outstanding actions for Repairs and no-one present at meeting. Frances expressed annoyance at this and need to have updates in writing ahead of the meeting, or at least have someone to give an update at the meeting – Jane to convey to Martin Feeney and get written updates to go out with the minutes.
Martin Feeney joined the meeting after the Tenant Priority Budget item, and he apologised that updates weren’t issued ahead of the meeting. The review of the cyclical programme been done but a few things to add in and will then issue out.
Apologies also given re the action to rollout repair cancellation texts but due to staff absences not been progressed as planned but being worked on and an update will be provided as soon as possible.
(WDTRO looking for more commitment to getting proposals completed and done quicker.)
Stefan advised that they had been looking at the Tenant Priority Budget internally and been trying to streamline it. Carried out an exercise to review the current outstanding proposals and a copy of update distributed at the meeting. Can give a commitment for getting proposals completed and done quicker – been staff changes in Building Services but now have a named officer who is co-ordinating the work and the Tenant Priority Budget now a regular agenda item for the Better Homes Group to ensure progress continues. Staff from Consultancy Services also on board and progress being made with the outstanding proposals that they involved in and regular updates will be given.
Ana talked thro the updates on the outstanding proposals and the progress made.
Frances glad to hear the commitment as there is frustration over the delays and it puts people off joining their TRA when they see no progress.
(concerns about online reports not being actioned.)
Martin advised that the 2 examples given by the WDTRO were being investigated. He was concerned to hear of these examples as they keen for the online platform to be used and would get a full response to the WDTRO once investigations were completed.
A written response was emailed to the WDTRO 26/4/24.
(copy of briefing with comparison data circulated ahead of meeting)
Kathryn advised that the rechargeable repair process had been reviewed last year and was being monitored to ensure that recharges were being done consistently. She had provided a 6 monthly update ahead of the meeting and it showed that more recharges are being raised, particularly for void work so been positive improvements and helps reduce HRA costs.
The total amount collected from recharges remains low and an internal Value For Money group are looking at the process to see what can be improved particularly within the housing process before it get handed over to Corporate debt. At present it’s a first and final bill that is produced and if payment not received after 4 weeks it is passed to Corporate Debt and normal debt collection processes are followed. However, if they have other WDC debts, like Council Tax for example, these will likely get paid off first. Been positive improvements with the timing of bills so they now being produced quickly and that should help increase payment as the person will be quite clear what its for.
Frances gave an example of a neighbour’s invoice that didn’t say what it was for, just the amount outstanding – Alan explained that this was an issue with the corporate billing system as little space to give details. Stefan advised that this was why they were focussing on improving the process before it got passed to corporate debt and have agreement with Finance staff to engage with managers in the housing services to see what actions can be taken to improve payments being made.
Agreed to continue to monitor on 6 monthly basis. (put agenda for 24/10/24).
(update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting)
Martin advised that process is working well and when inspections don’t result in any repairs, do give advice about heating and ventilation. Resources are being monitored as the sensors will increase demand and need to be able to meet that. Is concern about not meeting the 2-day target for getting inspections carried out and are focusing on improving that performance.
(performance info distributed ahead of meeting)
Number of calls abandoned went down in March as the volume of calls went down.
Average queue time is still much lower than before – around 1-2 minutes and longest queue times down to between 19 and 23 minutes. Happy with progress and agreed to continue to monitor.
(updated spreadsheet distributed ahead of meeting)
Harry confirmed that Tullichewan had had a post walkabout meeting as scheduled and process working well, although still an issue with Roads not providing updates but Kevin McCrossan pursuing.
Scott confirmed that the process been embedded with staff. Frances raised that at Littleholm a walkabout been arranged for 26/4 but been no contact with the group to ask what issues or area to be covered to ensure that the relevant teams were present. Scott confirmed that he would take back the concerns from Littleholm and the lack of updates provided from the Central Radnor Park and Drumry walkabouts as noted on the spreadsheet.
Agreed that want to ensure that only feasible issues get taken forward- staff need to be honest and be realistic rather than promising things that can’t be delivered as that’s more frustrating for tenants. Don’t want to waste officers time either so if ask what issues probable to be come up means only relevant staff needed.
Mary advised that they had suspended walkabouts at Willox Park as Scott working on the current issues and might do others if issues arise in future.
Agreed to continue to monitor at Liaison meetings to ensure consistency.
John confirmed that currently have 133 homes under development – 88 at Clydebank East, 26 at Pappert and 19 at Mount Pleasant and all progressing well. Buybacks also progress well – 40 purchased last year and since 1/4, 2 already completed and 6 at offer stage.
Willox Park not on site yet but tenders for carrying out the development to be in by 7/5 and will then appoint a contractor. Planning approval is outstanding but been advised that approval will be imminent.
Clydebank Health Centre demolition contractor been appointed and they will take over the site soon.
Costs of developing the Bonhill gap site at O’Hare have increased dramatically so looking at a different housing design to make it more economical.
Have had a positive financial outcome for Clydebank East following long drawn-out discussions with Scottish Government for additional grant funding to cover decontamination costs. Negotiations been successful and will help reduce HRA borrowing costs.
Queen Mary Avenue and Silverton are both at feasibility stage and will be looking to get the tenant design group back in place to look at these projects.
Current Allocation policy allows for letting plans for specific sites or types of housing to be created and a paper going to Housing committee proposing to create a letting plan for all new builds to give 70% of lets to transfer applicants to help increase turnover and help meet those with specific needs that new builds can meet.
Connected Response rollout been slightly delayed, but progress continues in Dalmuir.
More details to be shared when available but John advised that have meeting with Scottish Government about additional funding being made available for rehousing Ukrainian refugees and an application been submitted. Would help with void costs and additional buybacks so a good way to get in additional funding particularly at a time when Affordable Housing Funding been reduced by 27% which will impact on new build programme for next year and need to reassess WDC’s Social Housing Investment Plan (SHIP). Have done some modelling and will have a negative impact on the area as already a real shortage of family and adapted properties.
Housing shortage also an issue for Register Social Landlords –and working with local Housing Associations to encourage them to build more as many in a positive financial position and could be developing more.
Plans for annual tenant event been progressing -a survey went out to TRA members to gauge the best day and time to have the event and are going to have it on a Saturday for a change– a creche will also be provided. A save the date been sent out for Saturday 1 June, 2-5pm at Clydebank Town Hall and more details will follow once the programme is confirmed but will be addressing the issues tenants asked us to include – e.g energy efficiency and also increasing numbers of those involved.
Annual TP Performance report will be issued in next couple of weeks. The report is important to evidence the impact tenants can have in working with us to improve services. Progress can sometimes seem slow but over a year, good to see what has been achieved eg improving the walkabouts, repair call handling, the lift protocol, including USB sockets as part of kitchen renewals.
The Joint Rent Group continues to meet regularly - the tenant members met on 18/4 and the next full JRG is on 16/5. Focus is continuing on monitoring the void budget and performance as well as monitoring the Capital programme.
Ana continuing to support the TRA ‘s and focus remains on boosting their numbers. Drop-in sessions for the Connected Response rollout took place in Dalmuir and were used as an opportunity to advertise the Dalmuir TRA and hand out flyers for their next meeting. Connected Response sessions also planned for the high flats in Westbridgend in June and for Drumy in July so again will use them to promote the local TRAs there.
The review of our TP Strategy has started and been reviewing other landlord’ s Strategies to determine good practice. Have also created a staff working group and will be discussing with the WDTRO at their next committee meeting to set up a tenant working group too. Initial task is to critically review current arrangements and will then develop a survey to gauge views on what aims and priorities should be included in the next strategy. For the critical review have kept staff and tenant groups separate just so people can be as honest as possible but will bring staff and tenants together once developing the new strategy.
Pre-HACC Forum is on Monday 29 April at Church Street offices – 12pm for tenants to discuss the papers and then 1pm to meet the Housing Convener and officers who wrote the papers.
Jane also shared that Ana was moving onto a new job at Glasgow City Council at the end of May and was sorry to see her go as were the TRA’s represented and good wishes to Ana were given.
AOCB
Scott advised that the upgrade of the sheltered common room at Leven Court had been completed and refit was a really high standard and extended thanks to the hard work of Martin’s team.
Frances raised local concerns about a dog attack at Littleholm when an off-duty home help was bitten 13 times and asked if Scott was aware of it and what was happening. Scott confirmed was aware of it and that dog attack doesn’t come under ASB but is a police and Environmental Health issue. Frances asked about what would housing do in that type of situation and Scott will investigate this specific case and provide Frances an update.
Apologies received from Ruby Wilkins (Dalmuir TRA), Stefan Kristmanns, (Housing Development Co-ordinator), Nicola Pettigrew ( Housing Operations Manager) and Councillor Hazel Sorrell ( Vice Housing Convener).
In terms of MSF noticeboards being updated with HO details, Jane advised that the one at West Court was in a letter format so small text and didn’t stand out and suggested a template be provided for HOs to use – the notice at Dunswin Court was much clearer – done as a poster, larger print and on yellow paper. Scott agreed to get a template provided for HOs.
Amanda shared a presentation on the Council’s Local Heat & Energy Efficiency Strategy. Statutory duty to have a strategy and aim is to reduce greenhouse gases by 2030, as far as reasonably possible, reduce fuel poverty by 2040 and have net zero emissions from buildings by 2045. It’s a long term strategy - starts with collecting data , identifying areas to focus on and then how to deliver. Positive development in Clydebank is the WD Energy Centre- Scotland’s largest water source district heating system.
West Dunbartonshire’s LHEES going to be consulted on starting in March and will be looking for tenants’ views. Once the LHEE delivery plan is created, it will develop as technology and best practice evolves and will be updated at least every 5 years.
Amanda will let Jane and Ana know the consultation plans once they are finalised to promote to tenants- will last for 6 weeks.
Update shows the number of sensors been installed as well as the number of inspections carried out following a tenant report of dampness as well as number of follow up repairs completed.
Gurpreet highlighted the response he had had since the press release on the programme and is a key HRA investment.
Agreed to continue to monitor progress.
Process set out but wasn’t followed in the example the WDTRO had put forward – Alan advised that isn’t a complaint they have had before so it had been a one-off but has been rectified now.
Performance improving and majority of targets being met. Agreed to continue to monitor.
Number of calls abandoned went up as volume of calls went up but average queue time is still much lower than before – around 2.5 minutes. Longest queue times still a concern – between 42 and 48 minutes. Agreed to continue to monitor.
Ana updated that the new walkabout process in place and will use the spreadsheet to monitor updates and aim is to ensure that all walkabouts are done consistently well and are effective.
Gurpreet raised issue of having the right officers at the walkabout and all sections should be represented – Scott advised that that not always possible, but all issues would still be recorded and raised with the relevant team. Ana confirmed that this is why the action plans and monitoring progress was important to ensure all issues get dealt with.
Harry reiterated that the Tullichewan walkabouts have been worthwhile and very effective.
John advised that there were 3 main papers going to the Housing & Communities Committee on 28/2.
Council’s report on the HRA rent setting published today (22/2) and going to Council budget setting meeting on 6/3/24.
Brunswick, Montreal and Quebec – demolition slightly delayed to May as need to carry out a bat survey and can only be done at certain times of the year. Contractor on site doing prep work. Before any redevelopment, need to assess the site fully to see what can feasibly be developed there.
Clydebank East – going well and first hand over of new homes should be in August.
Pappert – on site next week and contractor starting on the carpark ahead of planning permissions.
Good progress on rest of sites and are set out in the HACC paper and can be discussed in more detail at the Pre-HACC Forum on Monday 26/2. For Buybacks have a full-time officer working on them since 15/1 so will be able to meet target of 60 purchases a year.
Spring edition of the Housing News is being designed and due to be posted out to tenants 22/3 and link to the web version will be sent to staff.
Joint Rent Group continue to meet and next full JRG is on 21/3. Any comments about the rent setting information that was used this year to be passed onto Jane - want to continually improve the info as need to get the balance right between providing enough info for tenants to make informed choices and it be understandable.
WD Scrutiny Panel have started a new scrutiny exercise and are looking at the repairs journey from a tenant reporting a repair to it’s completion and focusing on non emergency repairs. Once they finish, they will share their report with the HIB and WDTRO.
TRA update- Ana continuing to support the TRA‘s and focus remains on boosting their numbers. Spring TP Update will also be issued out to staff, councillors and TRA members next week.
Been working alongside the gypsy/traveller group who this week went to the Scottish Parliament with colleagues for a screening of a film highlighting gypsy/traveller rights and there is also a visit to the Dennistoun Forge site arranged for councillors on 28/2.
As part of the ongoing support provided to TRAs, a training session was organised on positive speaking and confidence building to help people contribute at meetings effectively as well as motivating their members at their own meetings and it was well received.
WDC’s Tenant Participation Strategy is due for review this year so are beginning to plan how we will do that and will be looking for views from tenants and staff so that we can continue to develop TP and ensure that it is as effective as possible.
Scott advised that they were looking at the ASB Strategy and already collected views through the Citizen Panel and second consultation will start in mid-April. The ASB Strategy is a key umbrella document for all partners. Scott will liaise with the WDTRO to get their views on the draft Strategy.