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)

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Welcome, introductions and apologies

Apologies received: Mary Paton (Willox Park TRA), Tilda McCrimmon, (CATRA) and Jim McCarron (HRA Accountant)

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Updates on actions from previous meetings

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.

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Update on the Strategic Housing Investment Plan (SHIP)

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.

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Update on the Enhanced MSF Strategy (John Kerr)

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.

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Lift Protocol – what's been done to tighten up process

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.

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CCTV update

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.

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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.

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WDC response to tackling dampness

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.

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Repairs performance update

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.

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Walkabouts, updates and any issues

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.

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Tenant Priority Budget updates

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.

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Forward Plan (John Kerr)

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 2026 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.**

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Tenant Participation Update (Jane Mack)

Rent setting consultation starts with 2 public meetings next week. In person meeting on **Thursday 30 October 2025, 11am** at 16 Church Street and Zoom meeting on **Tuesday 4 November 2025, 7PM.**

Meetings are being promoted and after them, the survey will go live and voting will be open to all tenants until **23 January 2026**. 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.

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AOCB

None raised.

Date of next meeting – Thursday 11 December 2025, 1:30 pm at Council Offices, 16 Church Street, Dumbarton, G82 1QL.

WDC/WDTRO Liaison Meeting No. 98

Thursday 28 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)

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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).

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Updates on actions from previous meetings

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 August 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.

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CCTV Update

Kevin ran through the updated provided and revised completion dates is September/October. 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.

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Update on Rechargeable repair process

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.

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HRA update

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.

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Forward Plan (John Kerr)

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WDC response to tackling dampness

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.

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Repairs performance update

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.

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Repairs call handling performance

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.

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Walkabouts, updates and any issues

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.

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.

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Tenant Priority Budget updates

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.

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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 September, 10AM and transport will be provided.

The WDTRO have their AGM on 4 September 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 October. Includes articles on the WDTRO’s TPAS awards, Tullichewan TRA’s anniversary celebration of their family craft group and Tenant Participation performance report.

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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 2025, 1:30pm at Council Offices, 16 Church Street, Dumbarton, G82 1QL.

WDC/WDTRO Liaison Meeting No. 97

Thursday 26 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)

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Welcome & Apologies

Apologies received from Mary Paton (Willox Park TRA)

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Updates on actions from previous meetings

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.

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HRA update

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.

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WDC response to tackling dampness

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.

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Repairs call handling performance

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.

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CCTV update (Nicola Pettigrew)

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.

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Walkabouts, updates and any issues

Updates from Dalmuir walkabout on 16 November 2024 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.

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Tenant Priority Budget updates

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.

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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.

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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.

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AOCB

Frances asked if condolences from the WDTRO could be passed onto Martin Feeney.

Date of next meeting – 28 August 2025, 1:30pm again at Dalmuir Community Centre, Clydebank

WDC/WDTRO Liaison Meeting No. 95

Thursday 24 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)

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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).

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Updates on actions from previous meetings

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.

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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.

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WDC response to tackling dampness

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.

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Repairs performance update

Performance continues to be monitored internally as well as via this meeting. Opened up to questions but none raised – will continue to monitor.

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Repairs call handling performance

Fewer calls being abandoned and average call queue time has reduced. Agreed to continue to monitor to ensure that continues.

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CCTV update (Nicola Pettigrew)

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.

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Walkabouts, updates and any issues

Jane ran through the updates provided. Repair updates were still outstanding from Dalmuir walkabout 16 November 2024 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 April 2025 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.

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Tenant Priority Budget updates

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.

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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.

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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 June 2025 and the deadline for articles is 09 May 2025 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 June 2025 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.

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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 2025, 1:30pm at Dalmuir Community Centre, Clydebank.

WDC/WDTRO Liaison Meeting No. 95

Thursday 27 February 2025, 1:30pm, Dalmuir Community Centre (plus Zoom option)

Attendees

• 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

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 examples provided would be given more keys (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 event of fire.

CCTV Rollout – Update and Coverage

Scott advised that original estimates had been based on analogue system but have moved to full digital upgrade...

Tenant Satisfaction Survey Results

Stefan advised that a report on the satisfaction survey had been presented...

Rechargeable Repairs – Update

The revised rechargeable policy was introduced to ensure consistent processes...

HRA Update

Following discussion on Monday at Pre-HACC Forum...

Dampness and Mould – Update on Sensors and Inspections

Jane ran through the update provided ahead of meeting...

Repairs Performance Update

Stefan ran through the repairs performance info provided:

• Emergency repair target not met in Q3...
• Right First-Time performance improved...
• No access figure down slightly...

Walkabouts – Updates and Issues

Jane ran through the updates provided...

Tenant Priority Budget – Updates

There are currently 7 live proposals...

Forward Plan

Council’s More Homes West Dunbartonshire programme continues...

Tenant Participation Update

TP Strategy – work on the strategy action plan continues...

AOCB

Scott gave reassurance following the 2 recent incidents at Dalmuir...

Agreed not to go back to Dalmuir for meetings due to sound issues...

Date of Next Meeting

24 April, 1:30pm at 16 Church Street, Dumbarton.