Joint Rent Group - 2025 Minutes

Joint Rent Group

Thursday, 25 September 2025, 10:00am via Zoom

Attendees

Cllr Gurpreet Johal (Housing Convener), Harry McCormack (tenant volunteer), June Todd (tenant volunteer), Jim McCarron (Finance Business Partner), Stefan Kristmanns (Housing Development Co-ordinator), John Kerr (Homelessness & Housing Development Manager), Craig Wilson (Building Services Manager), Alan Young (Housing Asset & Investment Manager), Beata Csibi (Housing Development Officer), Jane Mack (Senior Housing Development Officer – Tenant Participation), Suzanne Marshall (Housing Operations Co-ordinator – joined later).

Welcome and Apologies

Gurpreet welcomed attendees. Apologies received from Frances McGonagle (tenant volunteer) and Nicola Pettigrew (Housing Operations Manager).

Updates on Outstanding Actions

• JRG077 – CCTV Progress: Remains within budget; on agenda.
• JRG094 – Lock-up Review: Ongoing; repair costs being estimated. Lock-up policy in development. Progress reported to Better Homes Board. Craig to forward outstanding costs to Beata; Beata to share updates with JRG.
• JRG095 – Council Tax for Ground Floor MSF: NDR team to complete assessment; removal of double charge expected as saving for 26/27 once change of use confirmed.
• JRG102 – Bathroom Programme: Follow-up questions answered. Age-based renewal pilot being trialled for kitchens; inspections ongoing. Building Services to monitor and share updates with JRG.

Update on CCTV Programme and Provision (Nicola Pettigrew)

• Technical delays mean revised completion date is October 2025.
• Live CCTV coverage: 7 days a week, 8:00am–4:00am.
• ASB outside these hours will still be recorded.

Void Budget and Performance Monitoring – Year End 24/25

• Q1 (Apr–Jun) update shared.
• Void numbers reducing; monitoring high-cost voids and pre-termination work to minimise costs.

Update on Capital Programme P5

• Spreadsheet shared; progress of each programme updated monthly.

Annual Update on Owners Charter Capped Costs

• Report unavailable due to file corruption; ICT retrieving copy for circulation once available.

Initial Rent Setting Discussion

• John presented initial rent estimates and options for 2026/27.
• Key principles: transparency, value for money, long-term HRA affordability.
• Work done to reduce HRA expenditure: tighter recruitment, reduced overtime, fewer decants/rent abatements, more in-house work, reduced open space maintenance costs, reduced council tax and rent loss from voids.
• Cost pressures: £5,230,000; efficiencies: £1,150,000; deficit: £3,779,000, equating to 6.7% rent increase (average rent £108.86).
• Estimates include £63.5m for capital programme, new builds, and Buybacks in 2026/27.
• Rent increase options discussed:
  • Option 1: 6.7% – maintain current services, capital programme, new builds, £200k Tenant Priority Budget.
  • Option 1A: 6.95% – Option 1 plus £140k to reinstate open space maintenance/grass cutting to 2024/25 level.
  • Option 2: 7.2% – Option 1 plus £3.6m additional capital investment based on tenant priorities.
  • Option 2A: 7.45% – Option 1 plus £140k reinstated open space maintenance and £3.6m additional capital investment.
• One suggestion: additional £3.6m for Buybacks to address housing emergency and improve HRA viability.
• Tenants invited to provide priorities before public consultation.
• Consultation plan: Launch 30 October 2025, online evening meeting following week, closes 23 January 2026. Voting options included in Housing News 15 December 2025. Pre-council discussion 23 February 2026; Council decision 4 March 2026.

Date of Next Meetings

• Tenants JRG: 9 October 2025, 10:00am via Zoom
• Full JRG: 6 November 2025, 10:00am via Zoom

Joint Rent Group

Thursday, 21 August 2025, 10:00am 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. A commitment was made to share outcome of the review, so tenants keen to see the outcome. Review was planned for August so Jane to ask for an update for the full JRG 25/9.

JRG102 – Bathroom programme: update confirms that the budget isn’t enough to cover all bathrooms needing renewal. Question raised about tenant views, but clarification needed on current process for deciding which bathrooms are completed within the 100 budgeted. Also clarification needed if question relates to options on spending current budget or on lifecycle management. Stefan advised that the VFM group is working to ensure no budget overspends and that any underspends don’t affect tenants. VFM group looks at budget setting and the capital plan for next 5 years. Update also mentions use of pre-inspections – Jane to clarify if these relate to work by contractors and/or Building Services.

Update on CCTV Programme and Provision (Nicola Pettigrew)

Jane shared the most recent position provided for the Liaison meeting 28/8. Completion date now Sept/Oct. Previous updates confirmed programme still within budget as BT covering any additional costs – Jane to clarify that the programme remains within budget. Tenants pleased with revised live monitoring times and work Nicola and team did to mitigate the impact of the original budget cut.

Void Budget and Performance Monitoring

Jane shared the new void template on screen, and Stefan explained the new layout. Underspend noted in Q1 for revenue and capital budgets. Q1 usually slows down and again at Christmas; performance expected to improve over rest of year. £7.2M between revenue and capital budgets for voids – calculated based on approx. 750 terminations, targeted Buybacks, and targeted reduction in number of voids.

Update on Capital Programme P2

New template shared on screen and updated with April and May details. Stefan explained updates for each programme. Discussed capital programme funding – confirmed that 50% of rent goes on borrowing; expenditure this year generates repayment next year.

Tenant reps raised the following questions:

• Trade-offs for programmes not delivered – impact on tenants not getting work done.
• How many WDC properties still need EWI?
• Concern about roof programme progress – only 37 done out of expected 63; reasons for lower number?
• Is full roof budget still expected to be spent?
• Average cost of kitchens reduced – is quality affected or just contractor efficiencies?
• Bathroom programme ahead of schedule and more done for less – efficiencies or change in quality?

Date of Next Meetings

Full JRG: 25 September 2025, 10:00am on Zoom.
Tenants JRG: 9 October 2025, 10:00am on Zoom.

Joint Rent Group

Thursday, 19 June 2025, 10:00am 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 it 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 has 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 Alan Young 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 the position is that there could be more potential need arising than is budgeted for or capacity to deliver, so numbers could outweigh the 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 the Council fits) or they have already put in their own.

Alan advised that issues about demand, backlog, and pre-inspections are being looked at by the VFM group and will discuss options with JRG.

Update on CCTV Programme and Provision

(Nicola Pettigrew)

Nicola went through the written update provided. There are some fibre cable issues but they are being dealt with, and the Lomond Court cable dig is now going ahead so that delay is resolved. There has been some vandalism; the ASB team and Police Scotland are investigating. They 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 is still being discussed – the Council budget cut reduced staffing by 2. The team has been engaging about revised operational hours. It won’t be 24/7 coverage, but the saving option said 12–12 coverage, and they are looking at more than that. A meeting is scheduled for 26/6 to confirm operational hours. Any changes won’t be immediate – probably in place by September.

Question asked if any cameras have been stolen, but Nicola advised they hadn’t, although cabling had been damaged.

Question also asked about the camera in the even lift of West Court, as a tenant had heard 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 the Caretaking team on 4/6, and the 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 issues that needed resolving have 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 the 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. Targets for overall number of voids, average relet times, and void rent loss have all been met. Meter issues remain a problem, but numbers are lower, and Help to Move has helped these improvements. The number of decants has been reduced, though the length of remaining decants remains longer than desired. These are monitored and the figures are skewed by a few longer-term decants which are being focused on.

Craig added that Building Services has been working well on voids. There have been fewer in Dumbarton, so that team has been helping out and working together.

Update on Capital Programme P2

New template shared onscreen and Stefan explained the changes made. Purpose is to show the number of completions and spend as the financial year progresses. Template updated with progress numbers to end of May, no spend info yet. Gives more info on progress, and a sheet for each programme has been created so the group can focus on the ones of most interest.

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, 10:00am 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 on 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 Nicola Pettigrew is talking to the right team now.

JRG098 – HRA implications of General Fund savings still being assessed. Stefan will feedback to Finance that they are 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 the 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 than 20 years? Jane to ask Alan and this can be discussed further at next full JRG.

Void Budget and Performance Monitoring – Template

Stefan went through the current void template which had been updated with Q4 figures and discussed what lines could be removed and what to focus on. Void rent loss budget has been reduced to £700K for 2025/26 which will be very challenging, but Peter is tasking staff with delivering and it will be closely monitored internally.

For Q4 overspend in capital costs to bring up to relet standard but less on revenue spend, there was an overall saving. Average spend has reduced to £7,977 so more voids worked on for less money. For the new void template, it was agreed to get tenant satisfaction figures back on the template to see if savings are efficiencies and not reducing work standards that new tenants are less satisfied with.

Stefan explained the definition of ‘average relet days’, which means certain void periods can be discounted if due to major works etc. In terms of reporting performance, this can reduce average relet days but for budget monitoring it is a bit misleading as it still reflects rent loss, though it can still be used for benchmarking as all landlords use the same definition.

Stefan will make changes to the template discussed. Jane will issue it with the minutes and tenants to review; any further changes can be taken on board before the next full JRG.

Capital Programme Monitoring

JRG104 – a new Capital Plan template is being developed and was shared on screen. It has been populated with baseline figures for the 2025/26 programme. Tenants liked the layout, which will make it easier to see progress throughout the year rather than a single snapshot, as it will give the installs for each month to monitor in real time.

Big spreadsheet, but Stefan will get it redone as a separate sheet for each programme to make it printable and allow focus on selected capital programmes. 

Stefan also confirmed that instead of slippage being automatically added onto each budget line, work has been done looking at unspent budgets and reviewing capital plans to reprofile spend to be spread over future years. This is more realistic in terms of delivery as even if the budget is there, there is no increase in labour to do the work. Some savings have also been made, which will help reduce HRA borrowing costs.

The original template has 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, 10:00am 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 she had been directed to the non-domestic rate team and a meeting is being arranged with 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/numbers should be separated out. This has not always been happening and will be corrected. This will reduce EWI spend figure and increase roof spend figure. Corrected figures expected by year-end. Will also check with finance if any accruals from previous year. Scrutiny and monitoring will help identify these issues. A new capital template is 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 work is still in progress and will confirm numbers after year-end figures are available. It may be difficult to specify the number of bathrooms over 20 years old as past data for renewals is not always available; if refused then added to programme in a couple of years. Renewal pathways include the capital programme, Building Services Officer referrals or tenant requests. Scrutiny is applied when tenants request renewals if not near scheduled renewal date. Alan will provide figures and explain different renewal routes to tenants before discussing increasing numbers.

JRG094 Lock-up review – Beata went through the update provided. Agreed to keep on agenda as there is interest in outcomes but only quarterly progress updates. Harry confirmed this is an issue tenants are interested in. June raised the poor condition of the lock-ups off Durban Avenue; Beata will review these.

Update on CCTV Programme and Provision

(Nicola Pettigrew)

Nicola went through the written update. Regarding the Council budget saving option which reduces 2 FTE, she is looking to maximise live monitoring and will share details once known and after staff and Trade Union consultation. 24/7 recording will remain and focus will be on peak times for incidents.

Void Budget and Performance Monitoring – Q3

(Jonathan Stewart/ Nicola Pettigrew/ Martin Feeney)

Q4 figures not available but Nicola gave a verbal update. As of 9 April, there were 141 voids, meeting the target of 150 by 31 March. Average relet time down to 25 days. Only 11 properties void for over 12 months. 184 tenancies terminated but 248 let, including new builds, reducing overall void numbers. Some meter issues remain with engineer appointments often cancelled.

Number of decants down to 26; 4 longer-term decants due to come off, reducing average days. Martin confirmed financials below revenue budget but over capital budget, combined below overall budget. Average spend on voids down to £7k. In last year, Building Services brought 900 voids to relet standard. Q4 figures will be available for the tenant JRG on 15 May.

Update on Capital Programme P11

(only budget figures for P10 available)

Jane shared the updated Capital programme (Period 11/10) on screen; Alan talked through main headings – most programmes on target, some budgets will be underspent. Stefan asked about updating the Capital template with year-end figures for tenant JRG on 15 May; Alan confirmed he can provide them and include baseline for 25/26 programme, with possible add-ons later (slippage etc.). Stefan to liaise with Alan and Finance to get as much info on template as possible for 15 May.

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, 10:00am 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 were happy with the written and verbal updates provided and accept the privacy and legislation restrictions, but it remains an area of keen tenant interest. Agreed it should remain an agenda item for JRG, with written updates to include project progress, expected completion date, camera coverage (e.g., car parks), impact of General Fund savings on CCTV provision, and HRA savings from the proposed service reduction. Updates to be provided for both Liaison and JRG meetings.

JRG092 – Shower installations – Action completed.

JRG095 – Council Tax for ground floor MSF – Progress depends on outcome of meeting with Assessor.

Lock-Up Review

Discussed the update provided. A condensed version of the appraisal will hopefully show the consultation carried out, costs involved, options considered, and decisions taken. Action: Jane to ask Beata to ensure condensed version covers all these aspects.

Void Budget and Performance Monitoring – Q3

Concerns noted about capitalising work given high borrowing costs, but reasons understood. Void performance has improved but remains over budget. Discussed average days to let and impact of discounts as previously mentioned by Martin. Tenants keen to see figures for re-let times without discounts included; template to be updated to show this more clearly. Internal focus on reducing timescales welcomed. 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 screen with amended target figures. Discussion included final numbers completed, budget spend, and EWI progress. Concern that fewer tenants are benefiting from EWI than budgeted – planned 450 properties, 266 done to date, projected 350 by 31/3/25. Nearly all budget spent. Action: Jane to ask Alan for further explanation.

Bathrooms and showers previously combined; tenants want separate figures. Action: Jane to ask Alan to separate budget and numbers for bathrooms and showers on future templates.

Discussion on bathroom budget underspend due to tenant refusals – only 90 bathrooms expected to be renewed by 31/3. Life cycle is 20 years, meaning more may need renewal in other years. Action: Jane to ask for a breakdown of bathroom budget and completed numbers for last 5 years and how many properties currently have bathrooms over 20 years old.

Rent and Council Budget Setting Outcome

Tenants pleased that the lowest rent increase option had been agreed. Keen to hear outcome of internal discussions on HRA implications of General Fund savings. Noted that outcome should be shared. Action: Jane to correct action sheet and make John/Jim aware. Outcome of General Fund savings re CCTV already requested in relation to ongoing CCTV programme updates.

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, 10:00am 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 are being done by BT; unplanned issues with cabling may arise, but any new issues will be rectified at no extra cost. Expected project completion is mid-June 2025.

JRG092 – Shower installations – Alan confirmed post-meeting that any tenant request for a shower over the bath should be emailed to the Housing Capital Investment mailbox and liaised with Building Services.

JRG094 – Review of lock-ups – Written update provided ahead of meeting; included as a specific agenda item.

JRG095 – Council Tax for ground floor MSF – Full written update provided. Meeting with Assessor still to be arranged to assess if flats can be removed from the CT register.

Lock-up Review

(Beata Csibi and John Kerr)

Beata completed a full review of all HRA lock-up sites, including tenant surveys and waiting list consultations for an option appraisal. Outcome report presented to Better Homes Board on 18/02/25; agreed to prioritise lock-ups that can be repaired, with Housing Ops identifying high-demand sites. Scott Street lock-ups in poor condition; tender to be prepared for demolition and EV chargers installation (cost covered by EV company).

A working group will be set up to create a lock-up policy and procedures.

Gurpreet requested figures: 606 lock-ups across 44 sites, 100 void, only Scott Street unrepairable.

Agreed to provide a condensed version of the Better Homes Board option appraisal to JRG members.

Void Budget and Performance Monitoring – Q3

(Jonathan Stewart / Nicola Pettigrew / Martin Feeney)

Jonathan noted that much spend on void properties has been capitalised to relieve revenue budget pressures; overall spend on voids lower than previous year.

Nicola confirmed void numbers down to 165; target for end of March is 150. New tenancies up from last year. Twelve properties delayed by meter issues; process in place with Scottish Government to improve engagement. Decants down to 30; operational focus on reducing timescales for longer decants. Average repair time down to 12 days; further efficiencies noted.

Update on Capital Programme P10

Jane shared updated Capital programme (Period 10); Alan talked through main headings. Some target numbers to be corrected; Alan to provide corrected P10 update with meeting note.

EWI budget on track but fewer tenants benefiting due to ongoing projects. Roof programme delayed mainly due to owner involvement and contractor review. Sheltered Housing compliance work relates to statutory upgrades; spend low this year. Heating upgrade overspent but lower unit costs achieved. Bathroom budget underspent due to tenant refusals. Environmental upgrades under budget. MSF assessment work ongoing; spend will slip into next year.

Rent and Council Budget Setting Outcome

Gurpreet outlined the Council budget meeting process (05/03/25). HMTA surplus agreed to be transferred to HRA. Rent increase of 8% agreed; motion for 3% increase not seconded (would have caused £3m shortfall). Applies to all homes, lock-ups, gypsy/traveller site, and temporary accommodation. Capital investment programme for next 5 years included tenant priorities.

HMTA surplus for 2024/25 cost avoidance £594k; projected deficit reduced from £1.3m to £703k. Reserves to be increased to 2% of income in 2025/26. HMTA surplus of ~£300k still budgeted for 2025/26 (no decision yet).

General Fund savings being reviewed for HRA impact; outcomes to be shared with JRG. Next Council meeting 26/03/25 will provide updated HRA position.

Jane asked on Frances’s behalf about CCTV budget reduction; Nicola confirmed 2 posts to be removed, live monitoring will not be 24/7, but images recorded over 24 hours. Details to be shared with JRG members once available.

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, 10:00am 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 the opportunity of the meeting to discuss recent correspondence regarding the HRA deficit and the surplus from Building Services going to the General Fund. Responses to their email have been received from various councillors and Harry will reply to them. It was also agreed to send an email to Peter Barry to make him aware of their concerns and ask to be kept updated on the VFM review of central support charges mentioned at the rent setting public meeting.

WDTRO members also discussed repair response and efficiency measures in place to ensure the rest of the service remains efficient when roofing isn’t.

New repair policy comes into operation on 01/04/25, so the meeting discussed how tenants want to monitor progress against the new timescales and the communication commitments to tenants.

Updates on Outstanding Actions

Jane shared the outstanding actions on screen and updates were discussed. Tenants were keen to see the next update from Nicola on CCTV progress and on discussions to get exemptions from Council Tax for surplus ground floor flats.

Updated Template for Monitoring Void Budget and Performance

Discussion on void performance. Stefan shared Q3 data. Targets had been set to reduce void relet times and void rent loss, but both are over budget. Letting of Clydebank East will also increase void numbers as transfer tenants get priority for new builds, potentially causing further budget overspend.

Council Tax budget had been significantly reduced; positive decisions or rebates could reduce overspend. Average void costs are down, possibly due to fewer painting works, with decoration vouchers given to new tenants. Meter issues are being reported nationally; currently down to 12 properties.

Concerns remain regarding budget overspends, rent loss, and Council Tax charges.

Update on Capital Programme P7

Updated Capital programme (Period 7) discussed. Most programmes on target. Key focus is monitoring number of completions and spend to ensure VFM.

HRA Methodology

Methodology produced and added to Council’s webpage as part of rent setting consultation. JRG members have a copy and wish to discuss it in more detail. A further meeting proposed for 07/02/25, 10:00am at Tullichewan TRA flat – to be confirmed with Frances.

Date of Next Meeting

Full JRG: 20 February, 10:00am on Zoom