WDC/WDTRO Liaison Meeting Minutes 2025
WDC/WDTRO Liaison Meeting No. 99
Thursday 23 October 2025, 1:30 pm, Council Offices, 16 Church Street, Dumbarton (plus Zoom option)
List of those present at meeting:
- Councillor Gurpreet Johal, Housing Convener (chaired meeting)
- Frances McGonagle, Littleholm TRA
- Harry McCormack, Tullichewan TRA
- June Todd, WDTRO
- Billy Neeson, Westbridgend TRA
- Suzanne Marshall, Housing Operations Co-ordinator, Clydebank (on zoom)
- Stefan Kristmanns, Housing Development Co-ordinator
- Ian Cummings, Project Manager, Building Services
- John Kerr, Housing Development and Homelessness Manager
- Alan Young, Housing Asset & Investment Manager (on Zoom)
- Jennifer McKechnie, Housing Development Officer (Tenant Participation Officer)
- Jane Mack, Senior Housing Development Officer (Tenant Participation Officer)
Welcome, introductions and apologies
Apologies received: Mary Paton (Willox Park TRA), Tilda McCrimmon, (CATRA) and Jim McCarron (HRA Accountant)
Updates on actions from previous meetings - copy of updated actions distributed ahead of meeting
Dunswin Court CCTV coverage still to be confirmed – post meeting Scott confirmed that a very small part of the parking area at Dunswin Court is covered on Dunn Street towards the underpass to Dalmuir Park, as this area is picked up by the external static camera.
Full CCTV update on agenda.
Outstanding issues re Dalmuir and Littleholm walkabouts to be discussed as an agenda item.
Update on broken lift at Crescent Court -Suzanne confirmed that the lift was still off and now predicted to be back in use by end of November. Weekly text updates have been going out to tenants. Some confusion around the date parts were ordered and Gurpreet raised concern about the timeline as issue had been raised at Council meeting 27/8/25 and requested that exact dates when actions been taken, part ordered etc are provided.
Update on discussion re HRA charges for grass cutting - Refresh of HRA priority areas been sent to Greenspace and awaiting feedback from Greenspace on any issues. Was also confirmed that a report is going to Council meeting in December.
Update on the Strategic Housing Investment Plan (SHIP) Jamie Dockery – written updated provided ahead of meeting
Jamie advised that SHIP outlines the Council and local Housing Association new build and buyback plans for next 5 years. Format has changed as Scottish Government now asking for more detail on how developments will tackle specific needs like homelessness, child poverty and address affordable housing imbalances. Locally, key shortage is in larger family homes and specialist housing for young people leaving care and elderly people. Briefing note refers to ‘ROTS’ and Jamie explained that this means ‘rental off the shelf’ – like WDC ‘s Buyback scheme.
Jamie confirmed that Council’s funding which had been cut last year is back to previous level of funding. The SHIP will be submitted to the Scottish Government pending agreement at the Housing & Communities Committee (HACC) meeting in November.
Cost pressures in the building sector and affordability are key issues and keeping close eye on.
Briefing note lists the current development sites. Do have other plans in background that if any future funding became available could be initiated. WDC specify that wheelchair accessible properties must be included. WDC is still the main developer across the Authority. Wheatley have 1 project within the National Park area so not fully been agreed yet. Caledonia HA are developing sites in Bellsmyre. All developments listed are for social rent. Was some interest in market rent developments but interest lost and HAs are focusing on social rent properties that meet the most need ie. Larger family homes and 2 bed properties.
Update on the Enhanced MSF Strategy (John Kerr) - updated circulated ahead of the meeting
John advised that Emily on maternity leave now but will be recruiting for cover but this is the resource issue mentioned in the update.
Most actions are progressing well and John offered to provide more regular updates to MSF residents and at the Liaison meetings.
Question was asked about the deep cleans and John confirmed that after the pilot contract ends, will be looking at another solution which could be carried out internally ie additional caretakers. Frances raised concern that any additional caretakers would get used to cover other duties or vacancies. John couldn’t guarantee that staff might get used in emergency situations but would speak to tenants when the contract finishes and alternatives being looked at. He confirmed that cleanliness was a key priority and a key issue for the strategy to deliver on. The actual cleaning specification is high but not being met by current contractor but in future will be able to improve and ensure the cleaning specification is achieved.
May be a gap between the contractor finishing and new solution in place but will keep tenants updated.
Question asked when the District Heating System would be extended to include more housing- John advised that Council’s Energy Officer has applied for funding from the Scottish Government and awaiting outcome. No timescale available but John did confirm that within the Housing Revenue Account (HRA) Capital budget there was investment set aside in 2028/29. Tenants voiced frustration at delay as been ongoing for years and particularly in Dalmuir, flats were cold and expensive to heat. John shared frustration but much not in housing control but will ask Heat officer for an update on progress.
Lift Protocol – what's been done to tighten up process so that tenants get good communication whenever a lift is off following recent incidents (Suzanne Marshall) – copy of lift protocol process circulated ahead of the meeting
Suzanne referred to the copy of the lift protocol that had been circulated and normally works well but failed recently as the main contact within Building Services held by Kone has left the Council. Kone had been advised but they hadn’t updated their processes so WDC hadn’t got the recent updates of lifts being out of action. Have a new named Building Services officer for Kone to contact but also a team backup.
Protocol refers to support provided for tenants and question was asked about what that was and who provided it. Suzanne confirmed that Home Care/ Social work would provide it and will work with the individual to give the support needed. Billy raised an example of this not happening and questioned whether process was actually happening and how would we know.
The protocol circulated still includes the named officer who has left the Council and Suzanne confirmed that it needed to be updated. Process also not clear for all staff as doesn’t specify timeframes, how information gets passed on or clearly who does what. Also, suggestion that a Building Services Inbox that is checked daily may be better option that an individual contact, as this would not be impacted by staff absence. From the concerns raised, was agreed that the process isn’t robust and Gurpreet asked for it to be fully reviewed and updated.
CCTV update – update circulated ahead of the meeting
Programme is still within budget though slightly delayed. Update includes invite to WDTRO members to visit the control room and WDTRO will discuss at their next committee meeting and give Scott some preferred dates.
HRA Update
In Jim’s absence Stefan gave the update on the HRA. Last HACC update (period 3) was predicting a deficit by the end of March, despite priority being given trying to replenish reserves.
Latest report going to Council on 29/10 (period 5) now predicts a surplus of £1.15m. This will result in a reserve forecast of £1.76m at end of the year (above the prudential target of £1.16m).
Key driver for that turnaround has been a reduction in loan charges due to an early repayment of loans. Things can obviously change in the remainder of this financial year and still massive pressure on budgets. Still looking at a minimum **6.7% rent increase** to keep current level of services and investments in place.
June asked what happens if budget does not turn out as projected and Stefan clarified that any deficit at year end would reduce the level of reserves and any surplus would increase the level of reserves. Higher debt increases borrowing costs and this is budgeted for using assumptions around interest rates.
WDC response to tackling dampness - update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting
John went through the updates and advised that the dip in the total number of properties from 10483 to 10475 would be the remaining properties at Brunswick, Montreal and Quebec coming off the Council stock figures. The increase in stock figures are from recent new builds. Continue to tackle the priority properties and if a tenant requests a sensor.
Repairs performance update – performance info distributed ahead of meeting
Ian went through the update provided. Emergency repair performance has improved as has urgent and routine repairs. Only planned repair times have increased slightly.
Appointments kept, satisfaction with service and repairs completed Right First Time all improving so overall service moving in right direction.
Question was asked about access and Billy gave own example of new doors being fitted – initially had missed joiner and a scrap of paper put thro door. Once doors fitted, still got another joiner up looking to fit doors. Stefan outlined the process that should happen and tenants should get text/email confirmation of any appointments. If operative gets no access, should leave a card and take a photo of the door to prove was there. Tenant should then get a text or email saying got no access and give option to re-arrange or the job gets cancelled. Improving communication was a key focus of the new Repairs policy and aimed to reduce no access visits.
Billy confirmed that he was aware of other tenants who had also not received ‘no access card’s’. Ian agreed to get confirmation that all Building Services staff carry the no access cards and know they should leave them whenever they get no access.
Walkabouts, updates and any issues – updated spreadsheet distributed ahead of meeting
Still issues in Clydebank of updates not being provided or not in time, not enough notice being given to Building Service staff or tenants of walkabouts taking place, or for mid meetings to be effective as updates not provided- even if staff can’t make mid meeting, updates should still be provided. Is still working effectively in Alexandria and the benefits of the walkabouts being seen. Walkabouts should just take about an hour –can sometimes be more than that but about an hour makes it manageable.
Frances also raised recent example at Littleholm when 4 caretakers were all cleaning the foyer before Councillors did a walkabout. Shouldn’t have to do that and should be seeing blocks and areas as they are normally – defeats purpose of walkabout.
On the Liaison agenda so that issues can get resolved and walkabouts become consistently effective. Agreed need to review the process and make it more specific about internal arrangements so that all staff are clear on what should happen. Walkabouts also key for identifying Tenant Priority budget proposals.
Raised that can’t use online reporting tool for reporting communal repairs – not clear why this cannot be done and not known if there are any plans to change that and clarification to be sought.
Also to be confirmed if caretakers are reporting fire doors.
Tenant Priority Budget updates – updates distributed ahead of meeting
Jennifer confirmed that been a couple of proposal completed successfully and Parkhall TRA very happy with outcome and got more plans to develop. Kilbowie court plans been resubmitted so awaiting outcome. Updates on the laundries provided but no progress. Alan Young confirmed that had to resubmit plans so been an amount of work put in.
Plans are with Building Control and will either issue a warrant or come back with changes or questions. There is a resource issue in Planning that is causing delays.
Tenants frustrated with continuous delays and Alan appreciated the frustration and staff now within his team so have more control but need warrants from Planning before any work can proceed.
Forward Plan (John Kerr) - agenda order changed to enable John Kerr to give his update and then go to another meeting at 3:30pm
John confirmed that 20 **Buybacks** been completed and 7 are in progress. 7 are for larger properties where there is real need.
Been a delay in **Willox Park** development and tenants have been advised. Now delayed until 26 January due to Christmas closedown and to avoid anyone moving close to Christmas. No particular blame for delay as often happens with new builds – developer was behind schedule but also delays getting utilities in.
**Bank Street development** on site at beginning of October and due to be completed November 2026.
**Bonhill gap sites (Braehead and Campbell Street)** progressing and been on site since August.
**O’Hare** plans out to tender and will then appoint a contractor.
Queen Mary Avenue site just started too and will include 17 units.
The 2 modular homes at **Gilmour Avenue** are now progressing again and due to be completed mid-December – had been delayed when contractor went into liquidation.
**Scottish Government** had announced **additional funding of £4.9m** being made available in response to the declared housing emergency for new builds over next 5 years. Hasn’t been confirmed how it will be distributed but Council having positive discussions with the Scottish Government new build team.
**A new Housing (Scotland) Bill** been passed and contains a range of reforms many for the private rent sector but some relate to all landlords response and responsibilities in relation to dampness. Will include Scottish equivalent of Awaab’s Law. WDC should be well positioned by actions already in place in terms of the sensor programme and new dampness Building Service Officers.
Also changes to succession rights and significant changes to homelessness entitlement as extends criteria for being threatened with homelessness from 2 months to within 6 months so will be additional pressure to accommodate that. Awaiting further guidance and will put a briefing note together on the main changes for a future Liaison meeting.
New Build development at **Clydebank East won a Herald Property Award for Scotland.**
Tenant Participation Update (Jane Mack)
**Rent setting consultation** starts with 2 public meetings next week. In person meeting on Thursday 30 October, 11am at 16 Church Street and Zoom meeting on Tuesday 4 November, 7PM.
Meetings are being promoted and after them, the survey will go live and voting will be open to all tenants until 23/1/26. Voting can be done online, by text, phone call or email as well as via the freepost voting card going in the winter Housing News out in December. Will promote voting as much as possible and also a briefing note for staff so that they too can promote to the tenants they engage with.
**Scrutiny Panel** are continuing to review the updates provided on the Repair reporting action plan. They also have 2 potential new members who will be attending their meeting next week to observe and if they like what they see, training will be provided and they’ll be signed up as members.
The **Autumn Housing News** went out last week and the WDTRO’s awards was featured on the front page. The winter edition getting worked on and the deadline is tomorrow so any teams or tenant group that want to promote what they are doing to get in touch. Jen McKechnie putting together some of the good news on the Tenant Priority Budget proposals that have been completed to help promote the budget.
**Walkabouts are** also a key place where tenant priority proposals could come from so is another reason why walkabouts are such an important opportunity to improve areas and we’re keen to see them working well for tenants and housing services.
AOCB
None raised.
Date of next meeting –11 December, 1:30 pm at Council Offices, 16 Church Street, Dumbarton, G82 1QL.
WDC/WDTRO Liaison Meeting No. 98
Thursday 28th August 2025, 1:30pm, Dalmuir Community Centre, Clydebank (plus zoom option)
List of those present at meeting:
- Frances McGonagle, Littleholm TRA
- Harry McCormack, Tullichewan TRA
- June Todd, WDTRO
- Jacqui Peacock, Dalmuir TRA
- Tilda McCrimmon, CATRA (on zoom)
- Kevin McCrossan, Housing Operations Co-ordinator (Alexandria)
- Stefan Kristmanns, Housing Development Co-ordinator
- Councillor Gurpreet Johal, Housing Convener (on zoom)
- Ian Cummings, Project Manager (Building Services)
- John Kerr, Housing Development and Homelessness Manager
- Jim McCarron, Finance Business Partner
- Alan Young, Housing Asset & Investment Manager
- Jane Mack, Senior Housing Development Officer (Tenant Participation Officer)
Welcome, introductions & apologies
Apologies received from Councillor Hazel Sorrell (Vice Housing Convener), Mary Paton (Willox Park TRA), Elaine Neeson (Westbridgend TRA), Janette Donlin ( Dalmuir TRA), Jennifer McKechnie (Housing Development Officer -Tenant Participation) and Kathryn Irvine (Snr Housing Development Officer).
Updates on actions from previous meetings - copy of updated actions distributed ahead of meeting.
Window keys – Frances clarified that flats with 3 beds had been given 2 handles and the 1 beds got 1. Ian confirmed that he had spoken to the Council’s Fire Safety officer, and he confirmed that the fire policy in MSF was still dial 999 and stay put. Policy not changed since Grenfell and any changes to Scottish legislation would be communicated to tenants. All bottom windows can be opened so these can be used to ventilate the home.
Investigation into laundry situation at Mountblow House –clarification about use of room and the old machine provided. Situation arose as the Mountblow House washing machine couldn’t be fixed so still confusion about that bit of update but tenants at Mountblow House seem happy with outcome so WDTRO agreed to close action.
Planned maintenance/inspection programme for ventilation at Dalmuir- Ian provided a verbal update and confirmed that City Tech carry out annual checks on all MSF blocks and has a report showing when inspections have taken place or are planned which he’s sent to Jane and will be distributed with the minutes. He also advised that the inspections at Littleholm had identified that the vents need an upgrade and he’s requested costs. He confirmed that Dunswin Court was checked last week.
Walkabout updates – to be discussed on agenda.
Gurpreet gave an update on an outstanding matter that had been raised at the Council meeting previous night (27/8) as one of the lifts at Crescent Court has been off since 4/8 and will be off for another 8-10 weeks as new part needed. Kevin confirmed that text messages were sent to the numbers known to Housing at the time, a letter is going out to all tenants in the affected block and Housing Officers were linking in with HSCP re anyone who has difficulties. Agreed to add to the outstanding action sheet so that updates can be provided including tenant communication.
CCTV Update – written updated provided by Nicola Pettigrew ahead of meeting
Kevin ran through the updated provided and revised completion dates is sept/Oct. The revised operating times are also confirmed as 7 days a week, 8am -4am and those times will start the middle of September. Report does outline that there is no resilience in the staffing numbers to cover holidays, sickness or vacancies so that may at times affect live monitoring but still 24/7 recorded coverage.
Jane advised that a query that had come from the tenant Joint Rent Group meeting was to check that the programme was still within budget and Jane will ask Nicola to confirm that in the next update.
Update on Rechargeable repair process- copy updated provide by Kathryn Irvine ahead of the meeting
Stefan ran through the report which outlines the level of rechargeable repairs over the last few years but the figures for the first quarter of 2025/26. Tables show that is a consistent level of repairs being recharged and invoices being issued. Key issue that report highlights is that still low repayment levels. £489,747 recharged but only £30,591 been repaid. 94% of tenants invoiced also have other council debts so the way the corporate debt policy works, there is a priority-based model that means other debts get priorities over repair recharges. Debt management policy are being reviewed.
Kevin confirmed that staff also focus on preventing the debt in the first instance and have more scope when dealing with tenants transferring to another council property as can do a pre-termination visit and encourage tenants to repair damage themselves.
Stefan also confirmed that are trying to enforce tenant responsibilities and raise awareness of them and will have regular articles in the Housing News.
Agreed to further 6 month update and Jane to confirm to Kathryn.
HRA update – written updated circulated ahead of meeting
Jim advised that update report went to Housing & Community Committee last week and outlined position that reserves are low and are predicting that will need to use reserves again to balance the Housing Revenue Account. Won’t know until the end of the year what the final position will be once borrowing costs are known.
Capital spending all on track. Working on rent strategy at moment and consultation should start beginning of November.
Stefan confirmed that rent setting consultation being discussed and a timetable needs to be agreed and communicated to tenants. Difficult to avoid Christmas period as other pressure is that the earlier it is, the less accurate the estimates will be.
John confirmed that do want tenants involved in considering options that can be consulted on as last year was officer led and could use Joint Rent Group to involve tenants in early discussions.
Gurpreet also advised that at the Council meeting (27/8/25) an amended motion had reinstated Greenspace funding. £150k had been cut from HRA charge so less grass cutting getting done. Funding temporarily to come from General Fund and a report to go back to Council. WDTRO had asked why funding had been 50/50 and Gurpreet advised that Council don’t have records of what land is HRA but will use staff knowledge to confirm what HRA should be paying to get cut and set that out in report to go to Council where final decision on funding will be made.
Forward Plan (John Kerr) - agenda order changed to enable John Kerr to give his update and then go to another meeting at 3:30pm
Mount Pleasant finished and new tenants moving in. Visit to show flat arranged for Thursday 18/9, 10am and TP providing transport.
Received notification from Scottish Government of £25m potential funding available and have asked Local Authorities to put in bids for this financial year. So, looking at opportunities and got meeting arranged with Scottish Government on 6/9/25. Not new money but would maximise funding this year and reduce funding and borrowing in future years.
14 Buybacks have been concluded and 6 in legal process and 8 are larger family homes.
Clydebank East development been shortlisted for a Herald Scotland Award. More focused work being done on site and damaged play equipment removed for Health & Safety reasons and will be replaced when things settle down. Gurpreet confirmed that he had raised concerns at the Housing & Communities Committee and Nicola Pettigrew (Housing Operations Manager) has provided him with a report and have found that not always tenants from the development that been causing issues and ASB team are monitoring and Nicola keeping Gurpreet updated.
O’Hare development out to tender.
Willox Park – first tenants expected mid-November. Jane advised that when Mary Paton had phoned with her apologies for the meeting, she wanted it noted that they all pleased with progress and the updates they have been getting.
West Thomson Street going for planning permission in September and are ongoing consultation with Young Street sheltered tenants about reprovisioning to the new site.
Queen Mary Avenue development got planning permission so expecting to be on site beginning Oct/Nov.
Dennistoun Forge development to go on site April 2026 and looking for a suitable site for decanting the currents tenants to.
Are in discussion with the Administrators dealing with the bankruptcy of the company who were doing the modular build at Gilmour Ave about warranties and rent loss consequences.
John also advised that at Ottowa Crescent a private developer led proposal for housing been put forward. Also Dunbritton HA are planning to develop at Golf Hill Drive and should be on site by Oct/Nov.
WDC response to tackling dampness - update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting
Stefan ran through update on environmental sensor programme and now have 2237 homes with sensors installed. React to tenants reporting dampness issues but can now also respond when sensors identify higher humidity and so can inspect and help identify dampness issues and respond quickly and help reduce damage caused and also the health issues.
The Housing Regulator now asks all social landlords to submit data on the reasons for dampness, so the table has been updated to show that breakdown. Dampness repairs are done on average within 8 days. As it’s a new performance indicator, there isn’t benchmarking information but have contact with other landlords and WDC figures are looking good. Building Services Officers also getting additional training so that will also improve outcomes.
Gurpreet asked about 2 recent Ombudsman cases that identified WDC at fault and asked if they had sensors fitted. Kevin advised that he will get addresses identified and confirm if sensors installed.
Confirmation after meeting received that one of the Ombudsman complaints was about dampness (July 2025) and property had had sensors fitted in November 2024.
Repairs performance update – performance info distributed ahead of the meeting
Stefan talked through the performance information and it reflects the new repair categories. The report shows the average days and what percentage of repairs in each category are done within target.
Urgent category target now 5 days reduced from 10 and 89% done within target and average done in 3.5 days. Routine repairs done on average in 23.5 days so above 20-day target and will be monitored to identify if is a capacity issue or the type of repairs needed. Planned repairs done on average in 53.9 days and 68.8% done within target of 60 days.
Right First-Time definition has been changed by Housing Regulator and now doesn’t include being done within target and is just about if had to be recalled to the repair within 1 year. WDC percentage has increased to 99.4% but so has all landlords.
The number of ‘no access’ jobs has gone down. New Repairs Policy had increased communication when repairs are reported, reminders sent, on route text so hoping that continues.
No questions were raised and Harry confirmed that the new layout was clear and easy to follow.
Repairs call handling performance - performance info distributed ahead of meeting
Stefan went through the call handling data and was initially being monitored as had been unacceptable but has improved. Will get breakdown of type of calls added back into template to give better picture and will hope less calls should be on for updates.
Noted that call time is longer when first reporting a repair and this should be because of new Repair policy and more is done to diagnose repair and more information being taken to help do that as well as ensuring that contact details are correct.
Walkabouts, updates and any issues - updated spreadsheet distributed ahead of meeting
Still issue with updates not being provided for Dalmuir. Also Littleholm action sheet not distributed after walkabout but was issued for the update meeting but not in a format that tenants could open. Kevin confirmed that he has met with Suzanne regarding the Dalmuir updates and will be meeting with Repairs to sort out how repair updates can be shared. He will also ensure that the Littleholm action sheet is issued out in word format by email.
Kevin advised that more walkabouts are being requested eg Haldane and Bonhill and was agreed that need to be mindful about timing and ensuring they can all be managed. Where working well, e.g Tullichewan, frequency could change to free up officers’ time to attend other walkabouts.
Frances advised that their walkabout had been requested for Park Court but on the day Officers wanted to do Clyde Court – did end up doing Park Court but did cause unnecessary confusion and some tenants hadn’t stayed.
Tenant Priority Budget updates - updates distributed ahead of meeting
Alan confirmed that the drawings for Kilbowie canopy have been done and been sent for Building warrant.
Laundry info also been sent to Building Control but they are struggling as only have 2 officers and have been advised of delays.
Number of other smaller proposals have been completed and tenants very happy.
Jacqui advised that the bench at Dunswin Court has been removed. Presumed that this would be in relation to cleaning/repairing and Jane will get that confirmed.
Tenant Participation update (Jane Mack)
Following on from the new build update given at the Pre-HACC Forum meeting, a visit to Mount Pleasant show flat is being arranged for 6 members of the WDTRO. Proposed date is Thursday 18/9 ,10AM and transport will be provided.
The WDTRO have their AGM on 4/9 when a new committee will be elected. An audit of their finances is being done and they have also invited a speaker from YSORTIT who they hope to do some joint working with.
Progress being made on TP Strategy action plan. One action is to review staff consultation toolkit and meeting with staff who use the toolkit taken place and will also be aligning it with corporate processes that we need to follow in relation to public consultations. Once completed, hopefully it will be an even more useful tool for staff and ensure housing consultations are carried out in the most effective way. Also progressing the creation of an easy-to-read summary version of the TP strategy to make it more accessible and will be published on our webpage within next month.
Autumn Housing News being put together and will be delivered to tenants 13/10. Includes articles on the WDTRO’s TPAS awards, Tullichewan TRA’s anniversary celebration of their family craft group and Tenant Participation performance report.
AOCB
Gurpreet had previously offered to the WDTRO to keep them updated via Liaison meetings on the progress re grass cutting. He confirmed that due to the amendment that was agreed at Council, it was in the hands of officers to decide what gets cut in meantime so was agreed to put it on next agenda, but it would be officers that would provide the update.
Date of next meeting –23 October, 1:30pm at Council Offices, 16 Church Street, Dumbarton, G82 1QL
WDC/WDTRO Liaison Meeting No. 97
Thursday 26th June 2025, 1:30pm, Dalmuir Community Centre, Clydebank (plus zoom option)
List of those present at meeting:
- Frances McGonagle, Littleholm TRA
- Harry McCormack, Tullichewan TRA
- June Todd, WDTRO
- Elaine Neeson, Westbridgend TRA
- Janette Donline, Dalmuir TRA
- Jacqui Peacock, Dalmuir TRA
- Stefan Kristmanns, Housing Development Co-ordinator
- Jennifer McKechnie, Housing Development Officer, (Tenant Participation Officer)
- Kevin McCrossan, Housing Operations Co-ordinator (Alexandria)
- Alan Young, Housing Asset & Investment Manager
- Craig Wilson, Maintenance Manager (Building Services)
- John Kerr, Housing Development and Homelessness Manager
- Jim McCarron, Finance Business Partner
- Jane Mack, Senior Housing Development Officer (Tenant Participation Officer)
- Councillor Gurpreet Johal, Housing Convener (on zoom)
Welcome & Apologies
Updates on actions from previous meetings - copy of updated actions distributed ahead of meeting
Repair cancellation text process – automated process now live – action completed.
Window keys -Craig advised that they hadn’t initially realised that at Littleholm it was actual handles rather than individual keys. One handle does fit all windows for opening for window cleaning. Frances raised that tenants’ concern was about fire situation and if the opening handle was in another room. Craig will investigate and feed back outlining what tenants should expect and what the advice is.
Cancelling dampness repairs – action completed - number of cancellations is recorded on dampness template so can be monitored thro that and revisited if cancellation numbers are a concern.
Investigation into laundry situation at Mountblow House – update provided and states issue resolved. Frances raised concern that situation not resolved as Council didn’t know what was going on for 15 years and that is a concern. She also flagged that the final paragraph of the FOI response says ‘awaiting on a report from Building Services on costs involved in renovating the room. If viable, the machine will be removed and tested to determine if it can be used elsewhere.’ This confuses the situation as fact that washing machine couldn’t be fixed is what started query. Kevin apologised for the confusion and will get clarity from Clydebank team around this and what the reference to renovating the room means.
HRA update – written updated circulated ahead of meeting
Jim talked through the update and advised that work done to ensure the HRA balanced did mean £358k of reserves were used but this was less than initially envisaged. Still have £611k in reserves which is low but are working to rebuild the reserves.
The Capital programme covers new builds, new bathrooms, kitchens etc. Get some money from Scottish Government for new builds and Buybacks and rest is borrowed – final borrowing came to £56m and progress of the Capital programme is provided to the JRG.
HMTO (Housing Maintenance Trading Organisation) surplus was agreed to go back to the HRA and contribution not made to the General Fund.
Other updates are on housing related items that are paid thro the General Fund – Homelessness budget had a £49k overspend as high demand on the service – doesn’t affect the HRA as is ring fenced but is a pressured area.
CCTV/ASB -underspend of £20k – Budget is £300k- pays for ASB team and CCTV team and some costs passed back to HRA and Greenspace for their CCTV.
Resettlement account – looking to incorporate into HRA but not finalised yet.
Move is to be more transparent and ensure that any costs to the HRA are fair and officers and councillors working hard to do that.
WDC response to tackling dampness - update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting.
Stefan advised that there is a dampness video on the Council’s website and is promoted in the summer Housing News but asked tenant groups also to promote it as is useful info for tenants. Jennifer offered to share on TP Facebook page and to other TRA FB pages to help spread the message.
Stefan advised that there are also new Charter measurements for reporting dampness and these are how all landlords now need to report on dampness and sets out the reasons for dampness and /or mould by condensation, structural issues or other reasons. The dampness template has been updated and these measures have been added on and will help build a better picture of dampness issues.
Jacqui raised a query about the bathroom vents at Dalmuir flats as they are very difficult for tenants to reach and clean. Alan clarified that these are vent grills that link to a communal fan and the Council is responsible for the maintenance of the fan that will be situated at the top of the building not in individual flats. Alan advised that the Council previously did clean the vent grills in tenants’ homes and that a large build-up of dust/debris could be a sign that a communal fan is not working properly.
Craig confirmed that cleaning the grills was the tenants’ responsibility and agreed to check and feedback in terms of what the planned maintenance programme is at Dalmuir. Is important that vents work effectively and though Craig advised that the cleaning of grills in bathrooms was the tenants’ responsibility, he will provide fuller information about this and the planned maintenance/inspection programme in place in Dalmuir.
Question also asked if you can get a fan fitted in a kitchen window if the previous tenant hadn’t wanted one and it was confirmed that the new tenant can ask for one as would help ventilation.
Repairs call handling performance - performance info distributed ahead of meeting
Jane apologised that call handling data not presented in usual way as colleague who does the presentation is off. The same data is provided but not in graph form and can still see that key queue time figures have remained low.
Stefan also added that the hope is that the number of calls for updates on existing repairs should reduce with the increased communication within the new Repairs Policy tenants should be kept more updated automatically.
CCTV update (Nicola Pettigrew) - update distributed ahead of meeting
Frances raised issue that at the JRG, Nicola had confirmed that cameras hadn’t been stolen but the CCTV update provided says they were. Kevin advised that as far as he knew, it was cables that were damaged.
In terms of the monitoring coverage, staff consultation meeting is also 26/6 so Kevin advised that he will ask Nicola to confirm the monitoring coverage as soon as it’s known.
Walkabouts, updates and any issues - updated spreadsheet distributed ahead of meeting
Updates from Dalmuir walkabout on 16/11/24 still not been issued and Kevin will see the Co-Ordinator to get updates issued out as soon as possible.
Littleholm TRA had also asked for a walkabout of Park Court to be done before end of June but as of 26/6 nothing been arranged and they disappointed with delay. Kevin will chase up Co-Ordinator to get walkabout arranged.
Tullichewan and Central Alexandria actions are progressing and Harry confirmed that good to see actions being completed and process working well.
Frances agreed that they too are happy seeing actions being completed but ask was that all walkabouts get done well and actions completed, or updates provided without having to chase them up.
Tenant Priority Budget updates - updates distributed ahead of meeting
Alan Young apologised for the delay re Kilbowie Court canopy and explained that a rainwater collection process was needed and redrawn plans will then go for Building Warrant and would also get updated costs though Alan didn’t think they would be significantly increased. Alan is pushing to get prioritised and will get timescales.
He apologised too for the delays re Park Court laundry and been various people working on project which has contributed to delays but is now being picked up by his team and reassessed as question re fire regulations looks like they have referred to sheltered housing legislation so not necessary. When pushed on a timescale, Alan confirmed that within the next couple of weeks should be able to confirm current position.
Forward Plan (John Kerr)
Scottish Government has finalised grant funding for 2025/26 for WDC as £11.053m to support new builds and Buybacks which is an increase from the £8m last year. Also potential for additional funds from Scottish Government that other Local Authorities haven’t spent so could get more this year too. Strong position to be in as some Councils having difficulty spending money as they had retracted their new build programmes and takes time to get them back on track so WDC might be able to benefit from their underspend – won’t know until August.
Pappert and Mount Pleasant developments now completed.
Are carrying out a full assessment of the impact of the Clydebank East development as prioritised transfer tenants so that results in follow-on lets too and will share report.
Rest of development sites all on track. Bank Street on site August. Willox Park on site now and progress is good. Have now appointed CCG to complete Gilmour Avenue after the original contractor went bust. Has cost £6k more but will actively seek Scottish Government assistance to cover additional costs once work is completed.
Brunswick, Montreal and Quebec –buildings demolished and site being flattened. Site investigations will then take place and see if potential for developing again though lower density or what other options are.
Exercise underway to review Housing assets, 60% done and will bring results and a report on how stock is faring to August meeting – may flag that some properties need more investment or management solutions.
Tenant Participation update (Jane Mack)
Main headline was the WDTRO winning the TPAS Tenant Group of the Year Award. TPAS also awarded them an additional ‘Achievement of the Year ‘ award and this is national recognition of the great work they do. Their awards were in response to the work carried out by the WDTRO to maximise the income of the HRA by presenting the case and lobbying Councillors to ensure that the surplus from Building Services was used to help the HRA. The budgeted surplus was meant to be £580k but ended up being £631,000 which helped the HRA balance and is an achievement that benefited every WDC tenant. The WDTRO have already written to all councillors asking them to ensure that the final phase of the surplus, this year budgeted as £290k, should stay in the HRA to help it and ensure rent increases can be kept as low as possible.
Our focus continues on the various tenant groups and encouraging new members. New TRA been set up in Parkhall and Jen is supporting them and hopefully we can get them interested in the WDTRO too.
The Scrutiny Panel have successfully been advertising for new members and have 3 new people interested. A training session being arranged so that the new interested people can get started. The next edition of Clydesider will also feature an article on Scrutiny panel member Fiona so that might generate more interest too.
The annual Tenant Participation performance report is being finalised and will be issued next week. Its purpose is to highlight the outcomes of TP to help encourage more people to get involved. Been improvements specifically from Liaison meetings like improving communication when repairs get cancelled, ensuring the walkabout process is effectively followed, keeping focus on Tenant Priority Budget proposals and shows that tenant participation is about improving Housing Service when we work together.
Summer edition of Housing News being delivered next week to all tenants and those in temp accommodation. A link to the online version also been sent out to all staff and Councillors. Putting together a tenant group to review the Housing News content to ensure it covers things tenants want – have a couple of tenants interested and if anyone else is interested to contact Jane.
AOCB
Frances asked if condolences from the WDTRO could be passed onto Martin Feeney.
Date of next meeting –28 August, 1:30pm again at Dalmuir Community Centre, Clydebank
WDC/WDTRO Liaison Meeting No. 95
Thursday 24th April 2025, 1:30pm, 16 Church Street, Dumbarton (plus zoom option)
List of those present at meeting:
- Councillor Gurpreet Johal, Housing Convener (chaired meeting)
- Frances McGonagle, Littleholm TRA
- Harry McCormack, Tullichewan TRA
- June Todd, WDTRO
- Stefan Kristmanns, Housing Development Co-ordinator
- Jane Mack, Senior Housing Development Officer (Tenant Participation Officer)
- Kevin McCrossan, Housing Operations Co-ordinator (Alexandria)
- Alan Young, Housing Asset & Investment Manager (on Zoom)
- Martin Feeney, Building Services Manager (on Zoom)
- John Kerr, Housing Development and Homelessness Manager (on Zoom)
- Nesrine Labsi, Housing Support Officer (Refugee Resettlement Team) (on Zoom)
- Mohibullah Azimim, Housing Support Officer (Refugee Resettlement Team) (on Zoom)
Welcome, introductions and apologies
Apologies received from Janette Donlin (Dalmuir MSFs TRA), Jacqui Peacock (Dalmuir MSFs TRA), Mary Paton (Willox Park TRA), Elaine Neeson (Westbridgend TRA), Georgia McCambley (Interested tenant), Scott McLelland (Housing Co-ordinator), James McCarron (HRA Business Partner) and Jennifer McKechnie (Housing Development Officer – Tenant Participation).
Updates on actions from previous meetings - copy of updated actions distributed ahead of meeting
Repair cancellation text process – automated process not gone live yet as planned – hopefully be live next week.
Window keys -Update circulated had said that additional windows keys had been delivered to all addresses identified but Jane advised that 3 tenants had contacted to say they hadn’t received theirs (2/1 McGregor Walk, 95 Durban Ave and 6B West Crt) and Jane had advised Ian Cummings. Apologies given by Martin as has been a mix up as addresses been done by a previous contractor and he assured that additional keys for the example addresses given will now be delivered.
Walkabouts -Martin confirmed that hopper work at Littleholm was complete but didn’t have any update on repairs identified from Dalmuir walkabout.
No separate process for dampness repair cancellations - new Repairs Policy in operation from 01/4/25 so will monitor dampness repair cancellations and can reconsider if they don’t reduce.
CCTV coverage at Dunswin Court unknown as yet if car parks will be captured - agreed to keep on action sheet until cameras are operational and can verify coverage.
Door security at Lomond Court been monitored but no issues identified – Housing team sending out a letter to tenants about not letting in anyone they don’t know.
Question was asked about tenants being able to press a button on side of door which blocks the door magnet and lets you keep door open –Action: Martin agreed there would be a mechanism for isolating the door magnets for maintenance purposes but shouldn’t be accessible and agreed to get confirmation if that was the case.
HRA Update
John advised that Jim McCarron was unavailable but could give the following HRA update. Year-end finances were being worked on. Council made decision on 05/03/25 regarding the Building Services surplus so that £600k helped the HRA balance and be in a more positive position. Other positive impacts have come from void performance improvements and additional grants for new builds. Early indication points to a £7k deficit and means reserve target will be met and leave HRA in a better position for the new financial year.
WDC response to tackling dampness - update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting
John advised that project been getting national attention and other landlords are looking to learn from WDC response. Possibility that installation of sensors may be made mandatory so WDC position will give us a good head start.
Martin advised that inspection and repair timescale targets were not being met but they are too tight and target timescales being discussed at Better Homes Board. If targets are introduced by legislation this will be reflected in our own targets.
Repairs performance update – performance info distributed ahead of meeting
Performance continues to be monitored internally as well as via this meeting. Opened up to questions but none raised – will continue to monitor.
Repairs call handling performance - performance info distributed ahead of meeting
Fewer calls being abandoned and average call queue time has reduced. Agreed to continue to monitor to ensure that continues.
CCTV update (Nicola Pettigrew) -update distributed ahead of meeting
Scott McLelland had provided a sample CCTV sign that will be getting put up across the district and he is also looking at internal signage for the back stairs, lifts and foyers. Written update does confirm that with the agreed Council cut will mean that no longer 24 hr monitoring but there is still 24hr recording.
Question asked about whether there was any other budget that could be used to deliver continued 24 hr monitoring as that is where the reassurance comes from and would be better value for money since HRA spent £750k upgrading whole system. Gurpreet asked officers to investigate if there were any other options for retaining 24 hr monitoring.
Walkabouts, updates and any issues - updated spreadsheet distributed ahead of meeting
Jane ran through the updates provided. Repair updates were still outstanding from Dalmuir walkabout 16/11/24 and Martin will discuss with his team why updates haven’t been provided. Process working well elsewhere. Gurpreet asked Martin to ensure updates were provided by lunchtime next day.
Kevin will confirm dates for Haldane and CATRA who have both just recently requested walkabouts.
Post meeting update received Friday 25/4 11.11am from Kevin - Repairs received for Dalmuir TRA, this is being updated and will be circulated shortly with invite to next walkabout in May. Dates for Haldane and CATRA walkabouts also arranged.
Tenant Priority Budget updates - updates distributed ahead of meeting
There are currently 10 live proposals including 5 new ones that are being assessed.
No updates been provided for the 3 main outstanding ones - laundries at Littleholm and Kilbowie Court and the canopy for Kilbowie Court. Alan Young confirmed that there has been some internal staffing changes and some of the Quantity Surveyors are now within Housing and he now manages them. Officers who had previously been involved with these proposals didn’t move over though so doing handovers to officers in Alan’s team. Gurpreet pressed for updates and Alan committed to provide an update within 2 weeks.
Forward Planning - John Kerr
John advised that have had official confirmation that their allocation of the Affordable Housing Supply Programme (AHSP) funding has been increased for 25/26 to be equivalent to the level prior to it being cut. Also receiving Acquisition funding to support the Buyback programme and just waiting on confirmation of the amount of grant.
Clydebank East development nearly fully handed over – total of 88 new homes.
Pappert and Mount Pleasant developments also near completion and John offered to arrange for tenant reps to visit and see the new housing.
Brunswick, Montreal and Quebec – blocks now demolished and site still being tidied up and then site feasibility will be carried out. By end of summer should have a more specific plan for the site and will share with the WDTRO.
Tenant safety is a key focus for the Scottish Housing Regulator and WDC are taking on additional staff to focus specifically on gas/electric safety and fire safety. Landlords have a duty to ensure they fully comply with tenant safety measures and Housing Services are committed to that.
Tenant Participation update (Jane Mack)
Focus continues on the various tenant groups and encouraging new members. Been a first meeting of tenants at the new Clydebank East development interested in setting up a tenant group there. Many of their issues are in relation to information needed and estate management of the site which have been passed onto Housing Ops. Jennifer will continue to liaise with them and hopes a TRA will be able to be created there.
Number of financial audits been carried out and Willox Park TRA have had their AGM and Haldane TRA and the WDTRO are planning theirs. TP will continue to support TRAs to be democratic and transparent.
Also linking in with WDCVS to advertise volunteering opportunities in TRAs and the Scrutiny Panel on Volunteer Scotland to help reach a wider group of people and the CVS will also be promoting them through their One Your Doorstep campaign.
Spring edition of HN came out end of March and been delivered to all tenants and shared with staff. The summer edition will be out 28/06/25 and the deadline for articles is 09/05/25 if any tenant group or staff team want included. We are also looking to put together a tenant group to review the HN content and ensure it covers things tenants want and there is an advert in this edition.
TIS – the Tenant Information Service for Scotland are putting on a free conference for members on Thursday 12/6 in Edinburgh from 10.30-3.30pm. TP staff and Harry have already signed up but 3 more places are available through our TIS membership if anyone else interested.
Work has begun on collecting information for the annual Tenant Participation performance report which we use to highlight the outcomes of TP to encourage more people to get involved. We need to assure tenants that they are listened to and that the key aim of TP is to improve housing services to help encourage involvement.
AOCB
Frances raised an issue around the laundry facility at Mountblow House - the washing machine had recently broken down and tenants told it was obsolete and won’t be replaced. Tenants had raised the issue with the WDTRO, and it was passed onto Housing Ops. Investigations have identified a breakdown in communication as the laundry had been decommissioned 15 years ago but tenants have still been using it. The WDTRO had also confirmed that tenants were shown the laundry and given keys at sign-ups. Kevin confirmed that Nicola Pettigrew was aware of the issue and a text been sent to all in the block saying not to use the laundry, a lock change ordered and safety checks being carried out. Gurpreet raised concern over how this could occur and Kevin agreed to get an update.
Date of next meeting –26 June, 1:30pm at Dalmuir Community Centre, Clydebank.
WDC/WDTRO Liaison Meeting No. 95
Thursday 27th February 2025, 1:30pm, Dalmuir Community Centre (plus zoom option)
List of those present at meeting:
- Frances McGonagle, Littleholm TRA (chaired meeting)
- Harry McCormack, Tullichewan TRA
- June Todd, WDTRO
- Elaine Neeson, Westbridgen TRA
- Jacqui Peacock, Dalmuir MSFs TRA
- Mary Paton, Willox Park TRA (on Zoom)
- Stefan Kristmanns, Housing Development Co-ordinator
- Jane Mack, Senior Housing Development Officer (Tenant Participation Officer)
- Ian Cummings, Building Services Project Manager
- Scott McLelland, Housing Operations Co-ordinator
- Alan Young, Housing Asset & Investment Manager (on Zoom)
Welcome, introductions and apologies
Apologies received from Councillor Gurpreet Singh Johal, Councillor Hazel Sorrell, Nicola Pettigrew (Housing Operations Manager), Martin Feeney (Building Services Manager), John Kerr (Housing Development and Homelessness Manager), Janette Donlin (Dalmuir MSFs TRA) and Jennifer McKechnie (Housing Development Officer – Tenant Participation).
Updates on actions from previous meetings - copy of updated actions distributed ahead of meeting
Repair cancellation text process been implemented though is still a partly manual process – automated process to go live 3/3/25. Tenants pleased to see progress and to be kept on action sheet until automated process successfully working.
Window keys -Ian Cummings confirmed that matter been raised with Council’s contractor that keys for all windows must be left. Tenants raised issue that not always happening and Ian undertook to ensure that the examples provided would be given more keys (examples provided were 2/1 McGregor Walk, 66, 90, 95, 101, 121, 123 and 125 Durban Avenue, 2E and 6B West Court). Concern raised particularly at Littleholm and Dalmuir MSFs where tenants don’t have keys for all windows in the event of a fire.
Update on CCTV rollout and clarification on coverage (Scott McLelland) - briefing note distributed ahead of meeting
Scott advised that original estimates had been based on analogue system but have moved on with full upgrade of system. New infrastructure being installed for a digital system which will give better pictures and analogue system will be getting switched off, so better longevity and better value for money. Will also be easier to maintain and make any further developments.
Different sites needed different level of work - WBE cabling being installed just now, Littleholm transfer over to digital being carried out. CCTV room at Montrose Street also being updated to manage the digital images and officers are highly trained. All new cameras have wifi so will help them move cameras to where needed. Images will be better and will help provide evidence of incidents.
Offer made to WDTRO members to visit the new CCTV room.
Need to operate within certain privacy legislation – GDPR, RIPSA and restricts what can be done so can’t legally have cameras on landings facing individual flat doors.
Scott gave 2 recent examples where the CCTV had helped – incident at weekend in Whitecrook – CCTV quickly identified the perpetrator and provided whereabouts for the police to apprehend him. Also prevented a suicide on Erskine Bridge.
Scott offered to give future updates on CCTV progress.
Jacqui asked if the front of blocks will be covered by cameras as often cars are being deliberately damaged – Scott confirmed that main focus is on the inside of the blocks but will look at coverage for Dunswin Court as new cameras have 360-degree coverage so might.
Frances said she accepted the limitations of not focusing on front doors in terms of privacy but worried that nuisance will move from backstairs to the landings. Scott gave assurance that this wouldn’t happen and Neighbourhood team will still patrol areas at night.
Issue at Lomond Court raised as a brick is used at night to let people in and out – Scott will get neighbourhood team to check this out and ensure brick is removed and door is kept secure.
Issue of signage was raised to help with the preventative element of CCTV and Scott confirmed that this was included in the project and is also a legal requirement. Simple image-based signage will be used emphasising that it’s monitored 24/7.
Tenant satisfaction survey results (Stefan Kristmanns)- summary of results circulated ahead of meeting
Stefan advised that a report on the satisfaction survey had been presented to Housing & Communities Committee on 26/02/25. Over 500 tenants were surveyed and the results show increase in satisfaction in all key indicators since the last full survey in 2022.
In 2022 figures had been very low as tail end of covid and still had backlogs so satisfaction had dropped but satisfaction now back to higher levels than before covid.
Survey covered main Charter indicators but also asked tenants about their priorities for HRA spending and main 2 ones were for a good responsive repair service and building more homes.
Each service area will study survey results and focus on improvements. Aim is to sustain this improved tenant satisfaction.
Update on rechargeable repairs process (Kathryn Irvine)- update on amount of repairs recharged to tenants and amount collected distributed ahead of meeting
The revised rechargeable policy was introduced to ensure there were consistent recharge processes in place and to ensure staff identified them when required. Invoices are now being consistently raised and bills going out in real time so there are no delays.
Payment recovery rates are still low – 926 invoices raised totally £345,116 but only £21,637 collected so far. All bills now go out with full details and Martin Feeney has been tasked with ensuring that the CAS team do input bills correctly.
There is also a Corporate debt review being done to help increase recovery levels.
Agreed to continue to monitor until recovery rates have improved and Kathryn agreed to return to August Liaison (28/08/25) to provide a further update.
HRA update (Jim McCarron) – summary of Revenue and Capital period 10 update circulated ahead of meeting
Following on from discussion on Monday at Pre-HACC Forum, couple of further updates provided in relation to the Capital budget which is mainly split between new builds/buy backs and the rest of capital programmes like kitchen/bathroom/roof renewals etc.
Jim advised that he is drafting a report to go to Council meeting on 26/03/25 and will include a narrative on Capital projects and once available it will be circulated to WDTRO members to give them the latest position. Often changes in projects as the financial year progresses e.g. previous sensor project had been running behind targets but has picked up and now hitting targets. Historically in HRA capital programme often a lot of slippage but now with the Council’s in house team and contractors, not as much slippage.
In terms of Revenue position, as set out in the report going to Council 05/03/25, the 2024/25 position still looking at situation where HMTA surplus to be retained in General Fund but that position may change when councillors discuss on 05/03/25.
Peter Barry had clearly set out the additional costs to the HRA on Monday and will be a difficult situation for next few years. All costs are being looked at to ensure every pound is best value. Focus is on reducing costs e.g. Nicola Pettigrew made HRA savings by reducing Council tax costs of voids.
Stefan explained that while JRG gets regular HRA updates, had been added to Liaison agenda to ensure tenants groups were kept updated on HRA position, particularly as it changed often and HACC information is only every 3 months.
Jim also advised that a number of Councils are looking at doing 3-5 year rent strategies to help budget HRA. Not all Councils are in same position in terms of rent levels and borrowing levels. Stefan gave the example that a Council with relatively low rents, could more easily increase rents to help reduce their future borrowing but a Council with relatively high rents would find this more challenging. Also, higher levels of borrowing meant that interest rate changes were an important factor.
Confirmed that any discussion around a longer term rent strategy would include tenants and would need agreed via a consultation process -would likely still need some form of annual consultation to confirm continued support for any agreed strategy as it’s a statutory duty to consult before any rent increase is applied.
June asked if it was a recommendation from accountants for these strategies and Jim advised would be joint decisions as not just about the numbers but also involves housing policies and what landlord wants to achieve.
WDC response to tackling dampness - update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting
Jane ran through the update that had been provided ahead of the meeting – sensor installs have increased and 4 new Building Services Officers (BSO) are in place. Air quality remains main issue and often bathroom or kitchen fans not there, not being used or need repaired. Info packs also sent out and a video being created to increase tenant understanding.
21.6 % of inspections done within target but more in target in Q3 so improvement should continue with the 4 new officers in place.
Discussed cancelled repairs as not ideal if we know there is a dampness issue and Ian agreed to investigate if they could push more before cancelling.
Stefan advised that the Regulator was introducing new indicators around dampness/mould that will focus on the number of reports of dampness, their cause and how quickly social landlords resolve these. These come into effect in April 2025.
Stefan also advised that the new BSOs respond to dampness reports but also pro-actively respond to triggers from the sensors and Harry confirmed that they had been in touch about readings from community flat at 2/1 McGregor which was reassuring.
Repairs performance update – performance info distributed ahead of meeting
Stefan ran through the repairs performance info provided:
- Emergency repair target was not met in Q3, though this target of 4 hours is based on benchmarking and challenging to deliver, the commitment within the repairs policy is for all emergency repairs to be completed or made safe within 24 hours.
- Right First-Time performance has improved – how this will reported as part of the Housing Charter will change from April 2025. The need for a repair to be completed within target timescale to be considered Right First Time is being removed and landlords will now only report the number of repairs reported again in the year.
- No access figure down slightly but still pretty high. In new policy, it embeds the process for confirming appointments, reminders and on route messages and hope that no accesses should reduce further.
The revised Repairs Policy will be implemented from 01/4/25 and gives clearer staff guidance on repair categories so that repair requests get processed correctly. Too many repairs were getting put through as emergencies so hoping that new policy and staff guidance will help distinguish these and focus resources on real emergency repairs.
Urgent repair target reducing from 10 days to 5 and routine repairs increasing to 20 working days so could change the performance template to monitor that.
Walkabouts, updates and any issues - updated spreadsheet distributed ahead of meeting
Jane ran through the updates provided. Ian will chase up Building services updates outstanding from Dalmuir walkabout and confirm if the hopper work at Littleholm is completed.
Tenant Priority Budget updates - updates distributed ahead of meeting
There are currently 7 live proposals, 1 awaiting Building Warrant and revised costs, 3 underway and 2 (laundries at Littleholm and Kilbowie Court) have been halted due to issues with space and that the Building Warrant requires a communal fire detection system but there isn’t one.
These designs now subject to review and possible redesign and unable to say if projects can go ahead or the cost. Pre- meeting update provided confirms that Building Services are taking the lead and will keep WDTRO updated.
Main issue raised was how this could happen and how it took so long before problem was identified. Ian confirmed that the person who did the drawings has left the council and new architect had identified the problems. Architects should be aware of space standards and it is frustrating for tenants and staff that this has taken so long and for these issues to only now be identified.
Forward Plan (John Kerr) – update provided for the minutes as John had been unable to attend meeting
Council’s More Homes West Dunbartonshire programme continues to deliver much needed council homes.
Clydebank East – 88 new homes and will be completed by 11 April. Includes 9 fully wheelchair accessible properties and will be the first fully zero carbon housing development.
Pappert -26 homes all net zero and 6 Passivhaus. On target for completion in summer 2025.
Mount Pleasant – 19 homes designed for elderly residents – mix of bungalows and 1- and 2-bedroom flats.
Willox Park – 17 homes- construction started in November and making good progress. Current tenants been consulted throughout process and working with existing tenants to ensure they have an up-to-date housing application live to make sure the process of moving into the new facility is as easy as possible.
Bonhill Gap sites – 34 homes – planning been submitted for all sites and approval been granted for Campbell Street and forthcoming for Braehead and O’Hare.
Bank Street – 22 sheltered /amenity homes being developed and planning been submitted. As with Willox, Gray Street sheltered tenants been consulted throughout and will be assisted to make transition as smooth as possible.
Clydebank Health Centre – demolition completed and feasibility for site carried out. Plan is to develop 20+ sheltered units and around 10-15 family housing and designs are being drawn up.
Gilmour Avenue, Hardgate -development on site had started in September 24 however in January, Connected Modular the main contractor went into administration. Now working to appoint a new contractor with minimal delay – are 80% completed.
Dennistoun Forge Gypsy/traveller site – details of plans being put together by in house design team and engagement with current gypsy community continues. Alternative site for decanting site been identified but still number of issues around the decant arrangements still to be resolved but can learn from others who already gone thro process.
Queen Mary Avenue - 17 homes -site been transferred over from General Fund at cost of £ 140,000. Main contractor been appointed and have started pre-application planning process.
Buyback programme also continues to bring properties into council ownership – 28 acquisitions completed this financial year so far.
Tenant Participation update (Jane Mack)
TP Strategy update –work on the strategy action plan being done to plan out the actions for the next 3 years. Several actions affect all housing teams so an implementation group with reps from Housing Operations and the Capital team been created and will use that group to help implement the actions about improving communication with tenants, housing webpages, staff awareness of TP, and improving inter team communication.
To improve staff awareness of TP, had introduced an online course for staff in July 2022 the numbers completing the course are reported annually to the Housing Improvement Board. 71 members of staff have now taken the course, an increase of 18 since July 2024 and teams were reminded again that all new staff should be taking the course to help increase staff knowledge of TP.
Focus continues on the various tenant groups and encouraging new members. Is interest in setting up a tenant group at the new Clydebank East development so Jen working with the HO and contacting those interested to see if a group can be nurtured there. Ensuring meetings are well advertised is important for all groups so groups encouraged to make use of Jen for posters and promotion.
Details from the satisfaction survey being studied to ensure we are covering all the barriers to getting involved. The survey included a question about awareness of participation opportunities - 46 % knew about TRA’s, but only 10% knew about walkabouts and 6% knew about the tenant priority budget so need to make sure we are doing more to promote these opportunities and ensure that staff are letting tenants know about them too.
Will continue to give updates at Liaison meetings on progress and an annual Tenant Participation update report also goes to the Housing & Communities Committee.
Next Full JRG is on 13 March and it will continue to monitor the Capital programme, void budgets and by 13/03/25 we will have had the confirmation of the HRA budgets for 2025/26. Rent setting decision will be at Council meeting on 05/3/25 4pm and you can listen in live or afterwards.
Spring edition of Housing News is being put together, then gets printed and due to be distributed 28/3. Front page is on rent setting and consultation, a feature on tenant responsibility as well as new Repairs policy, new build updates and the Scrutiny panel’s recommendations for improving the repair reporting process for tenants so look out for that.
AOCB
Scott gave reassurance that following the 2 recent incidents at Dalmuir (pipe bomb and fire) that action been taken against the tenants responsible and such behaviour would not be tolerated. Can’t guarantee that Sherif will grant eviction orders but Housing will have zero tolerance and always pursue in strongest terms.
Scott also advised that following the raising of tenant concerns about fire safety, information on the stay put policy been added to the MSF info sheets, been added to the website and HOs will be telling new tenants.
Any tenant concerns can get picked up out of hours too by the neighbourhood team so tenants can phone them up to 2am.
Frances raised tenants concerns about the ‘stay put’ policy and Scott confirmed that this is still the advice from Scottish Fire & Rescue and buildings are designed to contain fires. At Littleholm there was smoke on the landing but the fire was still contained in the flat so the compartmentalising does work.
Increasing tenant awareness about fire safety was welcomed and Stefan made suggestion that could also text MSF tenants and send them a link to the updated guidance as the texting system been successful when promoting consultations. Scott agreed to take this forward.
Discussed accommodation and zoom sound not great so agreed not to go back to Dalmuir. Used to alternate accommodation between Clydebank and Dumbarton but tenants happy to be just at Church Street as that’s the cheapest option and doesn’t make much difference travel -wise. Jane to suss out meeting rooms and confirm.
Date of next meeting –24 April, 1:30pm at 16 Church Street, Dumbarton