Cllr Gurpreet Johal (Housing Convenor) - chaired meeting
Cllr Hazel Sorrell (Vice Housing Convener)
John Kerr (Housing Development & Homelessness Manager)
Frances McGonagle (Littleholm TRA + WDTRO)
June Todd (WDTRO)
Beata Cisbi (Housing Development Officer)
Jane Mack (Snr Development Officer-Tenant Participation)
Stefan Kristmanns ( Housing Development Co-ordinator)
Harry McCormack (Tullichewan TRA + WDTRO)
Claire McKay (Housing Development Co-ordinator)
Laura Ann Paton (HRA Accountant)
Janette Donlin (Dalmuir MSF TRA + WDTRO), Jacqui Peacock (Dalmuir MSF TRA + WDTRO) Ruby Wilkins (Dalmuir MSF TRA) and Mary Paton (Willox Park TA).
Councillor Johal welcomed everyone to the meeting and thanked people for accommodating the time change.
John Kerr gave a summary of this 6 monthly progress report which also sets out the actions in place to tackle the key challenges.
Page 44 refers to new EESSH (Energy efficiency Standard for Social Housing) and was asked if there was any update on when that will be announced? John advised that the Scottish Government (SG) haven’t given any concrete date –apparently is in its final draft format but waiting on a launch date. Main focus assumed will be on carbon reduction and John is hoping that there will be a SG announcement early in 2024 and will keep tenants updated.
John Kerr gave a summary of the ongoing new build programme which sets out the new proposed schemes which includes 714 new properties over a range of sites.
No issues raised – tenants in attendance were familiar with the progress thro the WDTRO Liaison meetings.
Stefan Kristmanns gave a summary of the report which includes a 6 month progress report on the Charter action plan and a copy of the Annual Charter Report for Tenants . The Annual Charter Report is based on the key indicators that tenants are interested in and includes an assessment of performance compared to other landlords and actions being taken to improve performance. A summary of the report is being included with the winter edition of the Housing News with the full report on the Council’s website and paper copies available on request.
5 key performance areas being focused on,
Been good sustained progress in complaints handling. HIB continue to monitor areas of concern.
No issues raised.
John Kerr advised that this is the main strategic plan for West Dunbartonshire area. Been good progress apart from actions in Section 5 on Particular and Supported Housing (page 95/96) which is mainly due to resource issues in the HSCP and some actions will slip into the next year to be completed.
Page 93 – question asked about how many households been supported thro the energy efficiency schemes and opportunities? Energy Officer will have a record and John will ask so it is available for the HACC on Wednesday.
Question also asked if information on how to work storage heaters was given to all new tenants with that type of heating? John will check with Nicola Pettigrew.
John Kerr gave a summary of this report which sets out the Council’s development plan as well as the plans of Registered Social Landlords (RSLs) in the area. The priority projects named in the Plan will be able to draw down Scottish Government funding. The Council is the main housing developer in the area and wants to encourage RSLs to build more to help address the housing shortage but many of them are more risk adverse while building costs are high. New projects can be added to the plan when opportunities arise.
No issues were raised.
John Kerr advised that the Design standard been reviewed to bring it up to tenant requirements and meet new legislation. Having a Design Standard is to ensure uniform standards and all housing within the SHIP need to meet the Design Standard. Does affect costs of building but get additional grant funding and helps future proof new builds as they more able to adapt to people’s needs and cheaper to heat. The technical details of the Design Standard are set out in appendix.
No issues raised and tenants happy to see the level of detail included in the Design Standard – e.g position of front doors to avoid prevailing winds.
Claire McKay outlined the report which sets out progress on Year 4 of the Transition Plan and the allocation of SG funding for the plan. New monitoring records had been introduced as part of the reporting to the Scottish Government and they are attached to the report. Claire advised that there has been impact of the removal of local connection criteria and have seen an increase in bigger families applying to WD and this has put pressure on the limited number of larger properties available. Main focus is on prevention and been able to prevent 72% of cases. Turnover in properties been less so homeless clients have had to be in temp accommodation for longer but in Year 5 that been improving. Also stable and positive progress in Housing First initiative but uncertainty about future funding.
No issues raised. Councillor Johal confirmed that the Housing Minister had written to confirm that West Dunbartonshire not being issued additional funding and Councillor Johal arranging a meeting with Housing Minister to pursue further.
Laura Ann Paton outlined the details of this update report on the Housing Revenue Account (HRA). Report projects a deficit in revenue mainly due to additional costs to do repairs and increased loan charges. Actions been put in place to reduce spending and project that efficiencies will mean no deficit by the end of the financial year. Any deficit would need to be covered by a loan from the General Fund as HRA has to balance.
Question asked if HRA has borrowed from the General Fund but Laura Ann confirmed that HRA hasn’t and would only do that if there was a deficit - by not doing some environmental work and refinancing loans should avoid any deficit.
Laura Ann Paton outlined the details of this update report in relation to the General Fund services that come under the auspices of the Housing & Communities Committee. Overspend in the Homeless account as having to use more Bed & Breakfast due to accommodation shortages and this has increased costs.
John Kerr confirmed that they had 18 households in B&B last month but now down to 2 so are using less but isn’t a budgeted expense as usually use own temp accommodation but void backlogs have put pressure on temp accommodation as households aren’t moving onto permanent accommodation as quickly as they should. Projecting by end of January that B&B won’t be needed. B&B is more expensive but focus is on not refusing accommodation requests.
Councillor Johal advised that voids were down to 149 with 37 ready for let so that is helping situation.
The next Pre- HACC Forum will be on Monday 26 February with the Housing Convenor and officers who have written the committee papers.
The papers are available the week before and electronic copies will be sent to all TRA Secretaries, WDTRO members and via TP Facebook page.
Paper copies will also be made available as are usually a lengthy document to read on a small screen- please contact Tenant Participation if you want a paper copy delivered to you.
Cllr Gurpreet Johal (Housing Convenor) - chaired meeting
John Kerr (Housing Development & Homelessness Manager)
Frances McGonagle (Littleholm TRA + WDTRO)
Harry McCormack (Tullichewan TRA + WDTRO),
June Todd (WDTRO)
Jane Mack (Snr Development Officer-Tenant Participation)
Stefan Kristmanns ( Housing Development Co-ordinator)
Laura Ann Paton (HRA Accountant)
Janette Donlin (Dalmuir MSF TRA + WDTRO), Jacqui Peacock (Dalmuir MSF TRA + WDTRO) Ruby Wilkins (Dalmuir MSF TRA) Councillor Sorrell, Martin Feeney ( Building Services Manager) and Ruth Dickinson ( Willox Park TA and WDTRO)
John Kerr gave a summary of this update report which sets out the Council's completed and planned new build projects. He advised that the Council was still waiting on Scottish Government confirming if additional funding for Clydebank East will be made available after additional ground work was needed. Planning applications for Mount Pleasant and Gilmour Avenue been submitted and a contractor appointed for the Pappert development.
Tenants happy with progress but a question was asked about paragraph 34 on page 24 and how feasible it was for the Council to build 2500 homes in the next 10 years. John clarified that the 2500 figure includes all Registered Social Landlords within West Dunbartonshire , ie Housing Associations and any affordable private builders and the Social Housing Investment Plan sets out the target.
John Kerr advised that the Council very aware of the decline in tenant satisfaction and have an action plan to address key issues. The report sets out Housing Services performance against its own targets which should be challenging to ensure continuous improvement. Majority of targets are met or nearly met and there are 5 key areas that the Housing Improvement Board will focus monitoring on .
Harry raised the number of targets that aren't met and this is a concern for many tenants. John agreed with his concern and have been studying the information closely. The survey uses a sample of tenants from different areas, house types, ages etc and all are asked standard questions but many may not have had a recent contact with the Council. Nationally satisfaction survey levels have been lower and maybe that people's tolerance levels are lower now. Example of tenant participation given as recently got Gold Accreditation from TPAS on arrangements for tenants getting involved in decision making but in the survey the satisfaction level had fallen.
The reports reflects the work of the Task and Finish Group that had been set up with tenants. The report outlines how the additional £30m will be spent over the next 5 years. Tenant input was crucial and their request for CCTV has been included in the proposed programme of works. John thanked the tenants involved for their input.
No issues raised and tenants were happy with the meeting outcome.
Jane Mack outlined the key aspects of this annual report which highlights the input and influence tenants have had over the last year. The report outlines progress of year 2 of the TP Strategy 2021-24 and the action plan used to ensure the Strategy is effectively put into practice. The report includes an update on the action plan as well as the latest TP performance Report. One of the key drivers to get more people involved is that they can see that they can make a difference which is why it's so important that tenant impact is reviewed and can be evidenced. An article will also be included in the Autumn Housing News to help emphasis to tenants the influence they can have and the full report is on the Council's website.
None raised.
John outlined the report which sets out a new agreement with Veteran Housing Scotland to give them 2 properties a year to help prevent homelessness . Veterans are dis-proportionally at higher risk of homelessness and this agreement is to help prevent that and also provide specialist support to Veterans once they are housed.
No issues raised and all in support of proposal.
(Jumped to Item 14 as waiting on Angela Wilson joining meeting)
Laura Ann Paton outlined the details of this update report on the Housing Revenue Account (HRA). Biggest concern is about the affordability of the repairs budget as well as void costs and rent loss from voids still being high. HRA needs to balance so need to offset these overspends by reducing the Capital from Current Revenue (CFCR) which is usually used to help reduce borrowing.
The 2 main Capital projects that are flagged as 'red' are the void repairs as void numbers are still higher than expected at the beginning of the year. Also the Heating budget is overspent due to an increase in the number of boilers that need replaced rather than repaired.
No issues raised and all happy with update and voids being looked at in separate paper.
Laura Ann Paton outlined the details of this update report in relation to the General Fund services that come under the auspices of the Housing & Communities Committee. Main area for concern is in relation to the increased use of B&B accommodation due to the lack of available properties - this increases costs as are more expensive than providing temp accommodation.
Discussion focused on voids and question asked if the HRA pays Council Tax on all void properties. Laura Ann confirmed that the HRA does pay Council Tax - thinks it's for the first 6 months and then reduces but will get clarification and confirm.Do get an exemption if a Council decision been taken to demolish and not relet - e.g Clydebank East flats got picked up before by JRG - currently Brunswick, Montreal and Quebec being cleared and shouldn't be paying any Council Tax.
Laura Ann will get a breakdown of properties that Council Tax is being charged for - number and for how long.
Void template used by Joint Rent Group will be adapted to include Council Tax costs so that the whole impact of voids can be monitored.
Councillor Johal explained that he had requested this paper as Councillors were looking for more information about the reasons behind voids and more detail about what was being done to prioritise void work.
The paper outlines the work of Building Services and how they are categorising and prioritising work on voids and have been able to significantly reduce the number of void properties.
Councillor Johal asked about evictions and the impact of having to rehouse people. John confirmed that in some circumstances Council has a statutory duty to rehouse certain households but if they were rehoused after an eviction, they don't get a full Scottish Secure Tenancy ( SST) but probably a short SST with support included. Eviction from a Council tenancy is always a last resort and support is provided and has to be evidenced for a Judge to grant an eviction order.
Following on from discussion about Council Tax costs for voids ,Stefan Kristmanns and Laura Ann Paton agreed to provide further reports on Council Tax costs and will include them in the quarterly template provided for the Joint Rent Group.
The next Pre- HACC Forum will be on Monday 20 November with the Housing Convenor and officers who have written the committee papers.
The papers are available the week before and electronic copies will be sent to all TRA Secretaries, WDTRO members and via TP Facebook page.
Paper copies will also be made available as are usually a lengthy document to read on a small screen- please contact Tenant Participation if you want a paper copy delivered to you.
Cllr Gurpreet Johal (Housing Convenor) - chaired meeting
Frances McGonagle (Littleholm TRA + WDTRO)
Jacqui Peacock (Dalmuir MSF TRA + WDTRO)
June Todd (WDTRO)
Jane Mack (Snr Development Officer-Tenant Participation)
Hanne Thijs (Development Officer-Tenant Participation)
Ruth Dickinson (Willox Park TA+ WDTRO)
Mary Paton (Willox Park TA+ WDTRO)
Alan Young (Housing Asset & Investment Manager)
Suzanne Bannister (Building Services- client services)
Emily Dorrian (Snr Housing Development Officer)
John Kerr (Housing Development & Homelessness Manager).
Harry McCormack (Tullichewan TRA + WDTRO), Janette Donlin (Dalmuir MSF TRA + WDTRO), Councillor Sorrell, Martin Feeney (Suzanne B representing Building Services) and Laura Ann Paton (HRA Accountant)
Housing and Employability setting out the year-end progress of the 2022/23 Delivery Plan and presenting the new Delivery Plan for 2023/24.
No questions raised
Supply, Distribution and Property setting out the Housing Asset & Investment and Building Services priorities of the Supply Distribution & Property (SD&P) year-end progress 2022/23 and presenting the new Delivery Plan for 2023/24.
Tenants asked about EESH compliance level (p67), Alan said that to be confirmed but thinks progressing 4/5% over last year. Biggest hurdle is EICRs - these are moving but slowly.
Energy efficient in council houses, 100% target (p83) tenants asked if this was different standard to EESH and Alan confirmed that it was. This target is the target for the council to complete 100% of the works they are doing.
Frances asked about the costs i.e. changing Littleholm from gas to electric and costs for tenants. Alan said that this move isn’t planned at the moment. Emily said that there is a team looking at options appraisal for joining Littleholm and Dalmuir MSFs to district heating system. Needs to go to Jubilee hospital and then to the flats so no immediate plans.
Update report on the development of a revised Housing Revenue Account Capital Programme following the decision taken by West Dunbartonshire Council to agree a weekly rent increase of 5% in 2023/24.
John advised that he will be writing to all TRA members and ask for volunteers to be involved in an officer/ tenant working group to meet 3-4 times to agree a revised programme to spend the additional capital from the rent increase.
Mary asked about environmental sensors at Willox Park. Emily said that these are going into 3 properties at Willox Park as part of the non-invasive survey. The ones noted in the report are separate to this and will be going into stock across the council. Emily said that unsure of timescales for this, first step is getting this approved at HACC.
Report provides an overview of the Housing and Employability services’ approach to the management and future prevention of dampness and mould in council houses.
Suzanne summarised that the key change was to a more proactive approach to dampness and the analysis of dampness reports. As well as repairs and advice they are also providing specialist cleaning packages where required and follow up visits.
Mary said that previously at Willox Park dampness been painted over and then properties relet, she asked if permanent solutions are going to be considered. Suzanne said that they would, along with giving tenants information about how to deal with damp and mould. They will be doing an inspection after 3 months of initial works to ensure the issue been resolved. Paints that are used are antifungal so are part of the treatment. Suzanne will be running statistics monthly to keep an eye on the issues.
Mary asked if most properties are cavity walls or single bricks? Alan advised that there are 37 different build types within the council stock so very varied.
Tenants asked about affordability of putting the heating on. Suzanne said that the process includes information about this, Energy Advice Officer and Housing Officers will be given training. Vouchers may be available to some tenants depending on their income. Advice can be provided that those who are struggling can contact for further information.
Tenants asked about storage heaters and tenants not being given information on how to use these properly, and that this information should be given to new tenants when they move in. A leaflet was suggested for new tenants and this will be passed onto Nicola Pettigrew, Housing Operations Manager about providing more information to tenants about using storage heaters.
Gurpreet said that there is no information about how to contact the Energy Advice Officer. Suzanne explained that this was because they did not want him to be inundated. Building Services Officers and Housing Officers should be dealing with most queries initially.
John noted that tenant handbook is currently being updated and so could include specific information on storage heaters and energy advice. This will be incorporated with repairs handbook.
Jacqui asked about cleaning of extractor fans as hers has not been cleaned in four years. Suzanne said that Building Services Officers will be looking at these, there is a cyclical programme starting to make sure that fans are all cleaned and working.
Update report on progress with West Dunbartonshire’s More Homes Programme which oversees the delivery of the Council’s new home building programme. Includes acquisition of old Clydebank Health Centre and Gilmour Avenue for council housing. Development at Pappert development also being reduced by one unit but maintaining bed spaces within the development.
No questions raised.
Update report on the action being taken to understand the damp and mould problems experienced by the tenants at Willox Park, Dumbarton, and also the delivery of a wider masterplan approach for the future provision of sheltered housing within the location.
Emily outlined more about the work underway in relation to invasive surveys being carried and reports will be received over coming months. Non -invasive surveys also being carried out to help build overall general picture. Fire compartmentalisation also an issue that has being investigated. There has been delays in the procurement process for getting the new build at Willox underway, but hopeful for retender process starting soon that will attract necessary builder.
Mary asked about paragraph 4.6 which refers to a report going to committee in November, and if this is final viability report? If not, what is the timescale for getting this report? John said that the paper for November would hopefully provide information on future masterplan based on the survey information now being collected. John gave assurance that will also be detailed consultation before then.
Update report on the recent resident consultation which gathered ideas on how to enhance our 19 multi-storey homes and seeking approval to implement a strategy to enhance living standards in these homes by delivering a number of improvement actions.
Tenants asked about timescales and Emily said that aiming for starting things as soon as possible if Strategy gets Councillor approval. Smaller projects i.e. deep cleaning and Connected Response could start quicker, might be a year or two. Other projects, like foyer upgrades might take longer as will need to consult and go through procurement process. The Strategy will be monitored by the Better Homes group and updates provided at the WDC/WDTRO Liaison meetings.
Report presents the results of a comprehensive Tenant Satisfaction Survey on the Housing and Homelessness Services that has been carried out, and the results of which will be reported to the Scottish Housing Regulator as part of our 2022/23 Scottish Social Housing Charter requirements.
John informed that this is a survey done every 2 years and was delayed since covid, but carried out in Nov 2022. Generally satisfaction levels are up from 2014 levels when first reported but been a decline from 2019 levels. Other factors in play including recovery from pandemic, cost of living crisis and tenant concerns about how, and if they can heat their homes – affects wellbeing and reflected in dissatisfaction. Trend is across country for tenant satisfaction to be down but not complacent, and want to improve tenant satisfaction and work like the Enhanced MSF Strategy and Dampness response will help do that. From report staff will create an action plan to help focus improvements and updates on progress will be given at WDC/WDTRO Liaison meetings.
The next Pre- HACC Forum will be on Monday 21 August with the Housing Convenor and officers who have written the committee papers.
The papers are available the week before and electronic copies will be sent to all TRA Secretaries, WDTRO members and via TP Facebook page.
Paper copies will also be made available as are usually a lengthy document to read on a small screen- please contact Tenant Participation to arrange for a paper copy to be delivered to you.
Cllr Gurpreet Johal (Housing Convenor) - chaired meeting
Frances McGonagle (Littleholm TRA + WDTRO)
Harry McCormack ( Tullichewan TRA + WDTRO)
Ruth Dickinson (Willox Park TA+ WDTRO)
John Kerr (Housing Development & Homelessness Manager)
Laura Ann Paton (HRA Accountant)
Jane Mack (Snr Development Officer-Tenant Participation)
Mary Paton (Willox Park TA+ WDTRO), June Todd (WDTRO), Councillor Sorrell and Stefan Kristmanns.
Update paper on action plan for 2022/23 and most actions are on track to complete by end of March 2023 target.
Question asked about the digital opportunities action on page 83 which refers to a ‘Near me ‘ app – John confirmed that it was funded and developed by the Scottish Federation of Housing Associations (SFHA) and a number of Housing Associations use it before and even more so since the pandemic. Ambition is for WDC to use in future and a business case being prepared by Nicola Pettigrew (Housing Operations Manager) and will bring a report to a future Liaison meeting. It would compliment the QL housing system and can use it to inspect properties etc.
Question asked about the training referred to on page 82 and John confirmed it was on track to be completed by end of March.
Sets out the delivery plan for Repairs and Housing Asset & Investment teams for 2022/23. Includes achievements and an update on action plan.
No questions raised.
John outlined the report which gives an update on the Council’s new build programme and includes updates on Clydebank East development where ground work has started. Queens Quay development completed and 29 new council tenants have moved in and getting good feedback about the properties. Report outlines the delay with the acquisition of the old Clydebank health centre from the NHS into next financial year and will mean a new evaluation of the site needed and need to reapply for grant funding.
Gurpreet confirmed that he had been at Queens Quay opening and tenants there were very positive and loving their new homes.
Ruth asked about what stage the planning permission for Willox Park new build was at and John confirmed that they weren’t as far on as they had hoped, and still to meet with the pre-planning design team, so might be after summer (August) before ready to go for planning permission.
Ruth advised that the fencing around the site had been damaged in winds and John agreed to get this checked and repaired.
Action: Fencing around demolition site of Willox Park care home to be checked and fencing repaired or strengthened.
Report gives an update on the survey work being done on existing properties at Willox Park. Paper states that had a shortage of volunteers for the more intrusive surveys but now have 4 volunteers so that work is starting. Also have a contractor to do the less intrusive surveys on all the properties. Repairs and Housing staff also doing a door round to check that all outstanding repairs are being taken care of.
Question asked about when the non intrusive surveys would start and John advised that contract just being finalised and then would get started and a newsletter will be sent out with a start date.
Section 4.6 refers to recommendation that fire compartmentalisation be enhanced and question asked about what that will involve – John advised that solution is not known yet and specialist contractor will make recommendations.
Section 4.5 says that a Fire Risk Assessment flagged the need to explore new bin storage solutions and Ruth advised that tenants not happy about bins having to be moved, and wants to meet the fire risk assessor and discuss the issue – been promised consultation but not happened yet.
Action: John agreed to speak to Scott McLelland and chase up consultation about need for bin relocation.
Question asked if was still a potential for demolition as section 4.11 refers to ’ opportunities to redevelop the site through demolition and new build’ – John agreed that is a possibility if properties aren’t salvageable but too early to make any conclusions. Need comprehensive picture and that will come from the surveys being done – rising damp found in 3 Willox might be a one-off. Probably end of year before in position of full picture and he confirmed this would be discussed with tenants.
Laura Ann explained the report in more detail and highlighted some key issues – overspend in employee costs due to backdated pay award and repairs overspend due to increase in work being done and increase in costs to do the work. Void rent loss also much higher than budgeted for and CFCR been reduced to offset these higher costs.
No specific questions and tenant happy that the font size been increased and report easier to read.
Laura Ann explained the report in more detail and highlighted some key issues –overspend down slightly to £79k and Capital programme spend on target.
No comments or questions raised.
This Forum is open to all tenants and members of Tenant & Residents Associations
The next Pre- HACC Forum will be on Tuesday 2 May (due to bank holiday weekend) with the Housing Convenor and officers who have written the committee papers.
The papers are available the week before and electronic copies will be sent to all TRA Secretaries, WDTRO members and via TP Facebook page.
Paper copies will also be made available as are usually a lengthy document to read on a small screen- please contact Tenant Participation to arrange for a paper copy to be delivered to you.