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).
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.
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.
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.
Performance continues to be monitored internally as well as via this meeting. Opened up to questions but none raised – will continue to monitor.
Fewer calls being abandoned and average call queue time has reduced. Agreed to continue to monitor to ensure that continues.
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.
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.
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.
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.
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.
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.
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).
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.
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.
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.
The revised rechargeable policy was introduced to ensure there was 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.
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.
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.
Stefan ran through the repairs performance info provided:
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.
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.
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.
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.
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.
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.