Joint Rent Group - 2025 Minutes
Joint Rent Group
Thursday 21 August 2025, 10am via zoom
Attendees:
Harry McCormack (tenant volunteer), Frances McGonagle (tenant volunteer), Stefan Kristmanns (Housing Development Co-ordinator) and Jane Mack (Snr Housing Development Officer – Tenant Participation).
Welcome and Apologies
Apologies received from June Todd (tenant volunteer)
Updates on Outstanding Actions
Jane shared the outstanding actions on screen and went through the updates received.
JRG094 outcome of the lock-up review - will be on agenda for full JRG 25/9/25.
JRG098 – Discussed update and review of HRA charges had been mentioned by Peter Barry at the rent setting launch Nov 24 and a commitment made to share outcome of the review so tenants keen to see what outcome was. Review was planned for August so assume outcome should be known for Sept JRG and Jane to ask for an update for the full JRG 25/9.
JRG102 Bathroom programme – discussed update. Confirms that budget isn’t enough to cover all bathrooms that need renewed. Update included question to JRG members about their views but unclear how that can be given and need to know what the current process to decide what bathrooms get done within the 100 budgeted for. Need clarification too if question is about options on how to spend current budget or options for life cycles. Life cycles reflect approach to stock management. Stefan advised that VFM group working to ensure no budget overspends and any underspends don’t affect tenants. VFM group looks at budget setting and capital plan for next 5 years.
Update mentions use of pre-inspections and Jane to get clarification if these are in relation to work done by contractors and/or Building Services.
Update on CCTV Programme and Provision (Nicola Pettigrew)
Jane shared the most update position provided for the Liaison meeting 28/8. Completion date now Sept/Oct. Previous updates had confirmed that programme still in budget as BT covering any additional cost so Jane to get clarification that programme still within budget.
In terms of the revised live monitoring times, tenants very pleased to see the work Nicola and team done to mitigate the original impact of the budget cut and happy to see the improved operating hours.
Void Budget and Performance Monitoring
Jane shared the new void template on screen and Stefan talked thro the new layout. Underspend in Q1 for revenue and capital budgets. Is usually a slowing down in Q1 and at Christmas due to holidays and should improve over rest of year. £7.2M between revenue and capital budgets for voids – calculated based on usually 750 terminations plus targeted number of Buybacks plus targeted reduction in number of voids.
Update on Capital Programme P2
New template shared on screen and been updated with April and May details. Stefan explained the updates for each of the programmes. Discussed capital programme funding and Stefan confirmed that 50% of rent goes on borrowing- what you spend this year is what you borrow and start paying back next year.
From discussion there were a few specific questions that tenant reps wanted raised,
- What are the trade-offs for programmes not being delivered? Building up a backlog has an impact on the tenants not getting work done.
- How many WDC properties still need EWI?
- Concern about roof programme progress – only 37 done out of expected 63 – seems best time of year to do these so what are reasons for lower number?
- Is the full roof budget still expected to be spent?
- Noted that average cost of kitchens has reduced which looks good but has the quality of the kitchens being installed changed or is this efficiencies by the contractor?
- Bathroom programme also making good progress – ahead of programme and getting more done for less – again is this efficiencies or has the bathroom quality being installed changed?
Date of next meetings
Full JRG 25 September, 10am on zoom.
Tenants JRG 9 October, 10am on zoom
Joint Rent Group
Thursday 19 June 2025, 10am via zoom
Attendees:
Harry McCormack (tenant volunteer), Frances McGonagle (tenant volunteer), June Todd (tenant volunteer),Councillor Hazel Sorrell (Vice Housing Convener), Stefan Kristmanns (Housing Development Co-ordinator), Nicola Pettigrew (Housing Operations Manager),John Kerr (Homelessness & Housing Development Manager), Craig Wilson (Maintenance Manager, Building Services), Alan Young (Housing Asset & Investment Manager), Jonathan Stewart (HRA Accountant) and Jane Mack (Snr Housing Development Officer – Tenant Participation)
Welcome & Apologies
Apologies received from Councillor Gurpreet Johal (Housing Convener) and Jim McCarron (Finance Business Partner).
Updates on Outstanding Actions
Jane shared the outstanding actions on screen and went through the updates received.
JRG094 outcome of the lock-up review - quarterly progress updates previously agreed so will be put on agenda for full JRG 25/9/25.
JRG095 Council Tax for ground floor MSF –properties to be inspected, cleared and then NDR Team to assess if can be removed from double Council Tax charge.
JRG098 – Update provided and a review of these charges is being carried out during 2025/26 - whilst the savings that were approved will have an impact on the overall projected cost of these services, the outcome of the review will outline the costs that will be paid by the HRA going forward. The outcome of this review will be reported to the JRG when it’s completed – planned for August so outcome should be known for Sept JRG.
JRG099 – Void template been amended so that average relet days without discounts are included and will be used once Q1 data is available.
JRG102 Bathroom programme – Update provided by AY in advance of meeting:
The current financial position is to manage spend to necessary works as best as possible. Lifecycle renewal years are used as indicators of what might be required but not necessarily an automatic renewal of items. Currently discussing and considering the implications of pre-inspection approvals prior to progressing with renewals. This will need adequate resourcing and an assessment on cost of delivering pre-inspections.
Alan added that position is that could have more potential need arising than is budgeted for or have capacity to deliver so numbers could outweigh budget and there is a task to review the Capital budget.
Question was asked about why tenants would refuse a bathroom and Alan explained that some don’t want white bathrooms (that is what council fit) or they have already put in their own.
Alan advised that issue about demand, backlog and pre-inspections is being looked at by VFM group and will discuss options with JRG.
Update on CCTV Programme and Provision (Nicola Pettigrew)
Nicola went through the written update provided. Are some fibre cable issues but are being dealt with and Lomond court cable dig now going ahead so that delay resolved. Have had some vandalism and ASB team and Police Scotland are investigating – are also making the cameras as vandal-proof as possible. Next step is testing and end of July for being operational is a realistic timescale.
Camera coverage still being discussed – the Council budget cut reduced staffing by 2 and have been engaging with the team about revised operational hours but won’t be 24/7 coverage but saving option said 12-12 coverage but looking at more than that. Have a meeting scheduled for 26/6 and will hopefully be able to confirm operational hours after that. Any changes won’t be immediate – probably in place by September.
Question asked if any cameras been stolen but Nicola advised they hadn’t but cabling had been damaged.
Question also asked about the camera in the even lift of West Court as tenant had heard that it had been painted over. Post meeting: Nicola confirmed that the lift camera had been vandalised on 3/6 with paint but cleaned up by Caretaking team 4/6 and camera was working.
Stefan asked as the CCTV was part of the Enhanced Capital Programme from the rent increase in 23/24, was it still within budget? Nicola confirmed that it was and all the issues that needed resolved been done within the contract cost, so no additional costs to HRA. Team Leader worked hard with BT to ensure no additional costs as BT did the inspections and assessed of work needed.
Void Budget and Performance Monitoring – Year end 24/25 (Jonathan Stewart/ Nicola Pettigrew/Craig Wilson)
Year end position shared onscreen and Nicola highlighted the positive improvements made and targets for overall number of voids, average relet times and void rent loss all been met. Meter issues do remain a problem but numbers less and Help to Move have helped these improvements. The number of decants have been reduced though the length of the remaining decants remain longer than would want. Are monitored and the figures are being skewed by a few longer-term decants and they are being focused on.
Craig added that Building Services been working well on voids. Have been getting fewer in Dumbarton so that team been helping out and working together.
Update on Capital Programme P2
New template shared on screen and Stefan explained the changes made. Purpose is to show the number of completions and spend as the financial year progresses. Template been updated with progress numbers to end of May, no spend info as yet. Gives more info on progress and a sheet for each programme been created so can focus in on ones that group most interested in.
Date of Next Meetings
Tenants JRG 21 August, 10am on zoom
Full JRG 25 September, 10am on zoom.
Joint Rent Group
Thursday 15 May 2025, 10am via zoom
Attendees:
Harry McCormack (tenant volunteer), Frances McGonagle (tenant volunteer), June Todd (tenant volunteer), Stefan Kristmanns (Housing Development Co-ordinator), and Jane Mack (Snr Housing Development Officer – Tenant Participation)
Updates on Outstanding Actions
Stefan shared the updates and screen and went through them.
JRG094 Review of Lock-ups – Beata had confirmed that she has inspected the Durban Avenue lock-ups (3 separate sites) that had been asked about and that they are being assessed and options costed. On-going quarterly updates will continue to be provided to full JRG.
JRG095 Council Tax for ground floor MSF – progress disappointingly slow but hopefully NP is talking to right team now.
JRG098 – HRA implications of General Fund savings still being assessed. Stefan will feedback to Finance that looking just for the impacts of the savings on Housing services – could end up being combined with the review of central costs as the savings won’t come in until this financial year.
JRG100 EWI query – Alan confirmed that 421 properties completed by year end and spend does not include accruals.
JRG102 Bathroom programme – From Alan’s update, in 2024/25, £503k was spent and 92 bathrooms done. The data provided shows that there are 490 bathrooms older than 20 years. In 2025/26, there are also 577 bathrooms due to be reinspected as they reach 20 years old. The group noted that a budget of £550k has been set for 2025/26 with a target number of 100 new bathrooms. Tenants continue to be concerned over these low bathroom numbers and whilst they find it difficult to accept that high levels of tenants refuse them, they also asked that if budget is only set to do 100, what happens if the 577 which are due to be inspected all need a new bathroom and the tenant wants one? Also, what happens in terms of revisiting the 490 already recorded as being older the 20 years. Jane to ask Alan and can be discussed further at next full JRG.
Void Budget and Performance Monitoring – Template
Stefan went through current void template which had been updated with Q4 figures and discussed what lines could be removed and what want focus on. Void rent loss budget been reduced to £700K for 2025/26 which will be very challenging but Peter is tasking staff with delivering and will be closely monitored internally.
For Q4 overspend in capital costs to bring up to relet standard but less on revenue spend so an overall saving. Average spend has reduced to £7977 so more voids worked on for less money. For new void template, agreed to get tenant satisfaction figures back on template to see if saving are efficiencies and not reducing work standards that new tenants are less satisfied with.
Stefan explained the definition of ‘average relet days’ and means that can discount certain void periods if due to major works etc. In terms of reporting performance, can reduce your average relet days but in terms of budget monitoring is a bit misleading as is still rent loss though can still use for benchmarking as all landlords use the same definition.
Stefan will make changes to the template discussed. Jane will issue out with the minutes and tenants to review and any further changes can be taken on board before the next full JRG.
Capital Programme Monitoring
JRG104-a new Capital Plan template being developed and was shared on screen. Been populated with baseline figures for 2025/26 programme. Tenants liked the layout and will be easier to see progress throughout the year rather than a set snapshot as will give the installs for each month so will be able to monitor in real time.
Big spreadsheet but Stefan will get it redone as a separate sheet for each programme to make it printable but can also decide which capital programmes to monitor rather than them all.
Stefan also confirmed that instead of slippage being automatically added onto each budget line, work been done looking at unspent budgets and looked at capital plans to reprofile spend to be spread over future years. Is more realistic in terms of being able to deliver as even if budget is there, don’t have any increase in labour to do the work. Has also made some savings which will help reduce HRA borrowing costs.
Original template been updated with the P12 figures and discussed on screen – Jane to circulate a paper copy with the minutes.
Date of Next Meetings
Full JRG 19 June, 10am on zoom.
Tenants JRG 21 August, 10am on zoom.
Joint Rent Group
Thursday 10 April 2025, 10am via zoom
Attendees:
Harry McCormack (tenant volunteer), Frances McGonagle (tenant volunteer), June Todd (tenant volunteer), Stefan Kristmanns (Housing Development Co-ordinator), Nicola Pettigrew (Housing Operations Manager), Martin Feeney (Building Services Manager), Alan Young (Housing Asset & Investment Manager), Beata Csibi (Housing Development Officer), Jonathan Stewart (HRA Accountant) and Jane Mack (Snr Housing Development Officer – Tenant Participation)
Welcome & Apologies
Apologies received from Councillor Gurpreet Johal (Housing Convener), John Kerr (Homelessness & Housing Development Manager and Jim McCarron (Finance Business Partner).
Councillor Hazel Sorrell (Vice Housing Convener) was held up at a dentist appointment and intended joining when possible.
Stefan chaired the meeting in her place.
Updates on Outstanding Actions
Jane shared the outstanding actions on screen and Stefan went through the updates received.
JRG095 Council Tax for ground floor MSF – Nicola advised that been directed to the non-domestic rate team and a meeting is being arranged and a site visit planned.
JRG098 – HRA implications of General Fund savings still being assessed.
JRG099 - Stefan will amend Voids monitoring template (Martin confirmed data was available).
JRG100 EWI query – Alan confirmed he was looking at costs. Received some late completion figures and year figure will be about 433. Some houses need a new roof when getting EWI and costs and numbers should be separated out. This has not always been happening and will get this done. Will reduce EWI spend figure and increase roof spend figure. Will get corrected figures for end of year. Will also check with finance if any accruals from previous year.
Scrutiny and monitoring will help identify these issues. Also a new capital template being developed between Stefan and Alan and will be discussed with tenant members to agree a new template to help monitor the capital programme effectively.
Jonathan confirmed that year-end figures should be finalised by end of the month.
JRG102 Bathroom programme - Alan confirmed that still in progress and will confirm numbers after year-end figures available. Might be difficult to specify the number of bathrooms over 20 years old as when run report for renewals, past data isn’t available so if refused then get put onto programme in a couple of years’ time. Number of pathways for bathroom renewals to happen - capital programme, Building service officer referrals or tenant requests. There is scrutiny when tenants request if not near renewal date. Alan will provide figures requested and info of the different renewal routes so that tenants can understand this better before discussing increasing numbers.
JRG094 Lock-up review – Beata went thro the update provided on the lock-up review. Agreed to keep on agenda as is interest in outcomes but just quarterly progress updates. Harry confirmed is an issue tenants are interested in and gets raised a lot. June also raised the poor condition of the lock-ups off Durban Avenue and Beata will have a look at these.
Update on CCTV Programme and Provision (Nicola Pettigrew)
Nicola went through the written update provided. In terms of the Council budget saving option which reduces 2 FTE, she is still looking to maximise the live monitoring and will share details once known and after staff and Trade union consultation. Will still have 24/7 recording and looking at peak times for incidents and want to focus live monitoring on them.
Void Budget and Performance Monitoring – Q3 (Jonathan Stewart/ Nicola Pettigrew/Martin Feeney)
Q4 figures not available but Nicola gave a verbal update on current position. Still moving in positive direction and as of yesterday (9/4) had 141 voids so have met target of 150 by 31/3. Average relet time is also down to 25 days. Only 11 properties been void for over 12 months now. 184 tenancies been terminated but 248 been let which includes new builds but still reduces overall void numbers. Still have some meter issues and got appointments for engineers to attend but issue is they often cancel.
Number of decants is down to 26 and 4 longer term decants are due to come off which will reduce the average days.
Martin confirmed that on the financial side are below on the revenue budget but over on the capital budget but combined will be below budget this year. Average spend on voids is also down to £7k. In last year Building Services have brought 900 voids to the relet standard.
Will have Q4 void figures for the tenant JRG on 15/5.
Update on Capital Programme P11 (only budget figures for P10 available)
Jane shared the updated Capital programme (Period 11/10) on the screen and Alan talked through the main headings- most programmes on target and some budgets will be under spent.
Stefan asked about getting the Capital template updated with the year-end figures for the tenant JRG on 15/05/25 and Alan confirmed he can provide them and include the baseline for 25/26 programme though might be some add-ons later – slippage etc. Stefan to liaise with Alan and Finance to get as much info on the template as possible for the 15/05/25.
Date of Next Meetings
Tenants JRG 15 May, 10am on zoom.
Full JRG 19 June, 10am on zoom.
Joint Rent Group
Thursday 20 March 2025, 10am via zoom
Attendees:
Harry McCormack (tenant volunteer), June Todd (tenant volunteer), Stefan Kristmanns (Housing Development Co-ordinator), and Jane Mack (Snr Housing Development Officer – Tenant Participation).
Welcome & Apologies
Apologies received from Frances McGonagle (tenant volunteer).
Updates on Outstanding Actions
Jane shared the outstanding actions on screen and went through the updates received.
JRG077 CCTV – Tenants happy with the written and verbal updates provided and accept the privacy and legislation restrictions but is an area of keen tenant interest. Want it to be an agenda item for JRG and for written updates to be provided. Keen for updates to include project progress, expected completion date, camera coverage (car parks for example) and the impact of the General Fund saving on overall CCTV provision and what saving was made by the HRA by the proposed reduction in service. Updates could be for both Liaison and JRG meetings as issue been raised at both.
JRG092 Shower installations – action completed.
JRG095 Council Tax for ground floor MSF – need to wait outcome of meeting with Assessor for any progress.
Lock Up Review
Discussed update provided. Condensed version of appraisal will hopefully show the consultation carried out, the costs involved, the various options and the decision taken. Action: Jane to ask Beata to ensure condensed version covers all those aspects.
Void Budget and Performance Monitoring – Q3
Still concern about work being capitalised considering borrowing costs are so high but appreciate why it’s being done. Void performance has improved but still over budget. Discussed average days to let figures and impact of discounts mentioned by Martin at the last meeting. Tenants keen to see figures for re-let times without discounts included in the void updates provided - template to be updated to show this more clearly. The internal focus on reducing overall timescales that Martin mentioned was welcomed and see could have positive impact on rent loss and council tax costs so if added to template will be easier to monitor progress. Action: Jane to ask for template to be amended so average re-let days without discounts are included.
Update on Capital Programme P10
Jane shared the Capital programme (Period 10) on the screen with the amended target figures. Discussed the updated target figures – interest is still in the final numbers completed as well as the budget spend. Concern that less tenants are getting benefit of EWI than budgeted for – planned for 450 properties to be done, 266 done to date and projected that 350 will be done by 31/3/25 but nearly all of budget will be spent so getting less done for the money – questions raised about what has affected costs and if there is a set price for the contract? Action: Jane to ask Alan for further explanation.
Bathrooms and showers been put together again but tenants keen to see them separate. Action: Jane to ask Alan to separate out budget and numbers for bathrooms and showers on template for future JRG meetings.
Discussed bathroom budget underspend and reason given that some tenants refuse a new bathroom – concern that this is the case and means only 90 bathrooms will be renewed by 31/3. Bathroom life cycle is 20 years so such low renewal figures could mean far more need done in other years. Want to understand how capital programme works in more detail and choosing bathrooms as a focus might help. Action: Jane to ask for a breakdown of bathroom budget and completed numbers for last 5 years and how many properties currently have a bathroom that is older than 20 years?
Rent and Council Budget Setting Outcome
Tenants were pleased that the lowest rent increase option had been agreed.
Tenants keen to hear the outcome of the internal discussions on the HRA implications of the General Fund savings. Had been noted in the minutes that outcome would be shared but not been added to action sheet. Action: Jane to correct action sheet and make John/Jim aware.
Outcome of the General Fund saving re CCTV already requested in relation to ongoing update on CCTV programme.
Date of Next Meetings
Full JRG 10 April, 10am on zoom.
Tenants JRG 15 May, 10am on zoom.
Joint Rent Group
Thursday 13 March 2025, 10am via zoom
Attendees:
Councillor Gurpreet Johal ( Housing Convener), Councillor Hazel Sorrell (Vice Housing Convener),Harry McCormack (tenant volunteer), June Todd (tenant volunteer), Stefan Kristmanns (Housing Development Co-ordinator), John Kerr (Homelessness & Housing Development Manager), Nicola Pettigrew (Housing Operations Manager), Martin Feeney (Building Services Manager), Alan Young (Housing Asset & Investment Manager) Beata Csibi (Housing Development Officer), Jonathan Stewart (HRA Accountant) and Jane Mack (Snr Housing Development Officer – Tenant Participation)
Welcome & Apologies
Apologies received from Frances McGonagle (tenant volunteer) and Jim McCarron (Finance Business Partner).
Gurpreet welcomed everyone and Beata was introduced.
Updates on Outstanding Actions
Jane shared the outstanding actions on screen and went through the updates received.
JRG077 CCTV – full written update provided ahead of meeting. Nicola talked through the update and advised that detailed surveys being done by BT and may come across unplanned issues re cabling etc but making good progress and contract with BT means that any new issues identified get rectified at no extra cost. Expected date for project completion is mid-June 2025.
JRG092 Shower installations – After meeting Alan confirmed that email been sent to CAS and contact centre confirming that any tenant request for a shower over the bath should be emailed to the Housing Capital Investment mailbox and they will then liaise with the fitting side in Building Services.
JRG094 Review of lock-ups – written update provided ahead of meeting and on as a specific agenda item.
JRG095 Council Tax for ground floor MSF - full written update provided ahead of meeting. Meeting with Assessor still to be arranged but their involvement will assess if there is scope to get the flats removed from the CT register.
Lock-up Review (Beata Csibi and John Kerr)
Beata advised that she had completed a full review of all HRA lockup sites, conducted a survey with lock-up tenants and those on the waiting list to complete an option appraisal. The outcome report was presented to the Better Homes Board on 18/02/25 and was agreed to prioritise the lockups that can be repaired and Housing Ops identifying the sites in most demand. Scott Street lockups in poor condition and high cost to demolish or repair. Looking to put together a tender to get them demolished and get EV chargers fitted – the EV company would pay the demolition costs.
Also a working group being set up to create a policy and procedures for lockups.
Gurpreet asked for figures on the number of lockups and Beata confirmed that have 606 over 44 sites, 100 are void and only Scott Street are unrepairable.
Agreed that a condensed version of the option appraisal presentation provided to the Better Homes Board will be made available to JRG members.
Void Budget and Performance Monitoring – Q3 (Jonathan Stewart/ Nicola Pettigrew/Martin Feeney)
Jonathan advised that been capitalising a lot of spend on void properties to relieve pressures on revenue budget and this explains the drop in revenue spend outlined in the Q3 update. Overall less being spent on voids and average spend lower than previous year.
Nicola confirmed that the number of voids are being reduced – currently down to 165 – target for end of March is 150 so hopeful to meet or be near to target. Number of new tenancies is also up from last year so that also a positive trend.
Still 12 properties delayed by meter issues but is improving. Also have a process with the Scottish Government to report issues as is a national problem and Government assisting in making energy companies engage more.
Decants numbers been reduced to 30. Length of decants still high but now have operational meetings and focus on them to help reduce the timescales for repairing them. Improvements will continue and the average time will reduce as they have now dealt with the longer ones.
Martin advised that the cost of voids has been reduced by less paint work being done as vouchers are given but also due to work efficiencies. Average repair time is down to 12 days and also looking to improve overall days to focus on timescales for work that can be discounted like treating asbestos but still affects the length of rent loss.
Update on Capital Programme P10
Jane shared the updated Capital programme (Period 10) on the screen and Alan talked through the main headings.
Alan confirmed that some of the target numbers hadn’t been amended but he would send a corrected version of the P10 update to Jane to go out with the meeting note.
On track to spend the EWI budget but might not see full spend through as number of projects still on site just now.
Roof programme is down mainly due to ones that involve owners which delays process and also been reviewing contractors so may be some slippage.
Budget headed ‘Sheltered Housing compliance work’ had previously been called “smoke detectors/fuse boards” as refers to statutory work that needs to be done. Is some upgrade work in sheltered complexes being done next financial year but budget heading shouldn’t have been changed. This year’s spend is low and mainly in relation to smoke detectors.
Heating upgrade budget is overspent but done more installations at a lower unit cost – target figure to be updated.
Bathroom budget still underspent as some tenants refuse a new bathroom.
Environmental upgrades under budget as been kept to essential spend.
MSF plan – less spend this year as assessment work still ongoing – will slip into next year.
Rent and Council Budget Setting Outcome
Gurpreet outlined the process that took place at the Council’s budget setting meeting on 05/3/25 and confirmed that it had been agreed that the HMTA surplus would be transferred to the HRA.
8% rent increase also agreed. A motion for a 3% increase had been put forward but not seconded and would have meant that the HRA would have had a shortfall of £3m and would have needed a loan from the General Fund.
John also clarified that the 8% rent increase applies to all homes, lockups, gypsy/traveller site and temporary accommodation. Included in the rent setting paper was also the Capital investment programme for the next 5 years which focuses on the main tenant priorities.
The decision on the HMTA surplus for 2024/25 results in a cost avoidance of £594k to the HRA which has a positive effect on the projected deficit. Had projected a £1.3m deficit in November but down to £703k and current reserves will be used to offset that. In 2025/26 will aim to increase HRA reserves again (prudent target would be 2% of income).
An HMTA surplus of around £300k is still budgeted for in 2025/26 as per the phased strategy. Current budget plans is for this to be transferred to the General Fund (no decision for 2025/26 was taken at the Council meeting on 05/03/25).
The budget setting for the General Fund and subsequent agreed Council Tax increase included a number of savings options being agreed across a range of services. Housing are meeting to look at the impacts on the HRA and services that tenants receive. Some will be positives and reduce HRA costs but some will have other impacts. Committed to sharing outcomes with JRG and reiterated that important that tenants are kept up to date.
Next Council meeting on 26/3/25 will have an updated HRA position and will get paper shared with tenant members.
Jane asked on Frances’s behalf about the impact of the reduction to CCTV budget and Nicola confirmed that currently liaising with TU and the team as is 2 posts to be removed so won’t be able to provide 24-hour monitoring – images will still be recorded over 24 hours. Once there are details, she will share with the JRG members.
Date of Next Meetings
Tenants JRG 20 March, 10am on zoom.
Full JRG 10 April, 10am on zoom.
Joint Rent Group
Thursday 23 January 2025, 10am via zoom
Attendees:
Harry McCormack (tenant volunteer), Frances McGonagle (tenant volunteer), June Todd (tenant volunteer) Stefan Kristmanns ( Housing Development Co-ordinator) and Jane Mack (Snr Housing Development Officer – Tenant Participation)
Welcome & Apologies
WDTRO took opportunity of meeting to discuss recent correspondence regarding the HRA deficit and the surplus from Building services going to the General Fund – responses to their email been received from various councillors and Harry is going to reply to them. Also agreed to send an email to Peter Barry to make him aware of their concerns and to ask to be kept up dated an the VFM review of central support charges that he mentioned at rent setting public meeting.
WDTRO members also discussed Repair response and the efficiency measures in place to ensure that rest of service is efficient when roofing wasn’t.
New repair policy comes into operation 1/4/25 so can review how tenants want to monitor progress of meeting new timescales and the communication commitments to tenants.
Updates on Outstanding Actions
Jane shared the outstanding actions on screen and the updates were discussed- tenants keen to see next update from Nicola on CCTV progress and also on the discussions to get exemptions from Council Tax for surplus ground floor flats.
Updated Template for Monitoring Void Budget and Performance
Discussed update on void performance. Stefan shared Q3 data. Had set targets to reduce void relet times and reduce void rent loss but both over budget. Letting of Clydebank East will also increase number of voids as transfer tenants get priority for new builds but will increase void numbers so will be more likely that budget will be even more overspent by end of financial year.
Council Tax budget had been significantly reduced as had expected to reduce relet times and reduce number of long-term voids and address council tax anomalies. Already over budget but could potentially come down if get positive decisions and a rebate. Tenants keen to get update from Nicola’s discussions.
Average void costs are down but could be due to less painting being done now that decoration vouchers are given to new tenants.
Stefan also advised that all social landlords now have to report to Scottish Government about number of properties affected by meter issues so hopefully there will be progress with issue nationally. Meter issue properties are down to 12 now.
– still concern about the budget overspends, rent loss and Council Tax charges.
Update on Capital Programme P7
Discussed the updated Capital programme (Period 7) at moment most programmes on target – key is monitoring number of completions as well as spend to ensure VFM.
HRA Methodology
Methodology was produced and added to the Council’s webpage as part of rent setting consultation. JRG members have a copy and keen to discuss it with more time so a further meeting proposed for 7/2, 10am at Tullichewan TRA flat – still to be confirmed with Frances.
Date of Next Meeting
Full JRG 20 February, 10 am on zoom