WDC/WDTRO Liaison Meeting Minutes 2026

WDC/WDTRO Liaison Meeting No. 101

Thursday 23rd April 2026, 1:30pm, Council offices, 16 Church Street, Dumbarton (plus zoom option)

List of those present:

• Councillor Hazel Sorrell, Vice Housing Convener (chaired meeting)
• Frances McGonagle, Littleholm TRA
• June Todd, WDTRO
• Jacqui Peacock, Dalmuir TRA
• Janette Donlin, Dalmuir TRA
• Mary Frances Degnan, Dumbarton West TRA
• Fiona Upton, Dumbarton West TRA
• Jennifer McKechnie, Housing Development Officer (Tenant Participation)
• Stefan Kristmanns, Housing Development Co-ordinator
• Anton Gillham, Maintenance Manager (Building Services)
• Kevin McCrossan, Housing Operations Co-ordinaor (Dumbarton & Vale)
• John Kerr, Housing Development and Homelessness Manager
• Jane Mack,. Seniour Housing Development Officer (Tenant Participation)

Welcome, introductions and apologies

Hazel welcomed everyone to the meeting and introductions were made.

Apologies noted from Councillor Gurpreet Johal (Housing Convener), Alan Young (Asset Management & Investment Manager), Mary Paton (WDTRO) and Harry McCormack (Tullichewan TRA).

Updates and actions from previous meetings - copy of updated actions distrubuted ahead of the meeting

CCTV update – Implications of 2026/27 CCTV savings option being looked at and how best to minimise the impact. Costing for additional signage been requested. Signage had been raised at the West Court walkabout the previous day and tenants are looking for more signage to help deter damage and misuse. Many tenants don’t think the cameras in the lifts work so a sign there may help deter spitting etc. Councillor Sorrell agreed that people need to know CCTV is operating so they can feel safer.

Kevin confirmed that been successes in getting Fixed Penalty fines served to people caught on camera.

Update on discussion re HRA charges for grass cutting - priority list being discussed with Greenspace (includes MSFs and sheltered properties). Grass cutting due to commence and update on frequency of cuts to be provided beginning May. Nicola also getting detail on wider open maintenance activity of weeding, street cleaning, litter picking and play park maintenance which is included within HRA payment. Next WDTRO meeting is 14/5/26 so they keen to get update for then. 

Update on Queen’s Quay District Heating System (DHS) – no further update yet. New regulations in force re DHS and now need to connect any new builds to existing DHS. Asked if there was a Plan B – John confirmed that there was positive interest in Queens Quay from 2 house builders and means that could help accelerate the connection to Dalmuir without the hospital. Could happen very quickly but also could have delays and is not in Housing’s control. John also confirmed that if don’t get a timely solution, would then need to look at other housing solutions. Is budgeted for within HRA and would get Scottish Government money. Also being monitored thro Better Homes Board so will share any updates.

Agreed to keep on action sheet and updates may not be available for every meeting but tenants keen to ensure there is focus on the issue.

Lift breakdown process - Revised process circulated ahead of meeting and clarifies out of hour arrangements and support to vulnerable tenants. Kevin and Anton confirmed that it had been circulated to all relevant staff and will be reiterated at team meetings. Kevin confirmed that the information on ‘vulnerable’ tenants they get from information tenants provide themselves or from responses to the texts being sent out and relevant support is then provided, liaising with HSCP where necessary.

Agreed action complete and can be raised again if process isn’t followed.

Walkabout process review - Final version of walkabout process been distributed to staff and WDTRO.  Agreed action complete and walkabouts will continue to be monitored at Liaisons with the new reporting sheets.

Reporting communal repairs online – work started but no firm timeline yet.

Briefing note on new Housing Scotland Bill –Awaab’s Law guidance should be out once new Scottish Government is elected. WDC will then review it but confident that the Dampness and Mould Policy introduced last year and the sensor programme will meet most if not all recommendations. If any changes needed, then will be shared. New Housing Act also includes rent controls for private rented sector (PRS). Within WDC structure, no clear responsibility for PRS so is being looked at.

Caretaker cover and levels of cleanliness - update discussed. Monitoring sheets are up at Dunswin Court but have been put up over a fire safety poster and a TRA poster. Kevin going to Westbridgend 25/04/26 and will check if they up there and will reiterate to staff that need to review what is on the noticeboards and make space for all important information.

Frances advised that the lift cleanliness in West Court still not great – had been done previous day but today still marks on walls from yesterday.

Update doesn’t confirm that the out of hours information requested is included but Kevin will ensure that the service standard being put up includes how to contact the caretaker service during the day and out of hours.

Scottish Gas work at Littleholm – update discussed – Frances didn’t think exit doors were blocked but bin doors were at Park and Clyde.

Heating at Dalmuir MSFs – responses to WDTRO queries provided ahead of meeting

Update discussed. Need a concrete timeline for when the DHS could be extended to assess what is best option for Dalmuir MSF heating. Anton clarified that when get access to DHS, will need to change the heating system so it can connect and can only do that once the DHS has been extended.

MSF tenants present confirmed that heating their flats was expensive, don’t use the hot water and only put heating on for limited periods of the year. Many tenants don’t use the storage heaters at all because of the cost.

Connected Response was meant to reduce bills but for many it hasn’t. Does help get them on a lower tariff but with energy costs increasing hasn’t been any saving. John confirmed that there would be a review of Connected Response and will provide feedback to the WDTRO. 

Update on the Enhanced MSF Strategy and what actions are being focused on in 26/27(John Kerr) – responses to WDTRO queries provided ahead of meeting

Update discussed. Westbridgend consultation re mobility scooter storage was done previous day but not much engagement. Drumry MSFs being looked at re environmental issues and parking and work being assessed.

Electrical plans for Kilbowie and Park Ct to assess work needed and costs. Will review electrical provision and include removing redundant wiring.

John explained that the Single Building Assessment was a new requirement and Alan Young’s team looking at them and will report outcomes to Liaison meeting and also to local TRAs affected.

Update on the deep clean programme (John Kerr)

Information on this still being put together. Mixed delivery of pilot which finished in Autumn 2025. Kevin and John reviewing what is needed and looking to do inhouse as an enhanced caretaker service. A report will be put together as will need permission to create and recruit new posts. Frances raised concern that they would just be used to cover current caretakers but Kevin and John both clear that they wouldn’t be. Deep clean work specification still to be confirmed but will be shared with tenants. Once posts are agreed and in house team in place, programme of cleans will be promoted to tenants so they know when their deep clean is due.

WDC response to tackling dampness (John Kerr/Anton Gillham)–  partial update provided ahead of meeting -too early for end of year data

2958 sensors now been installed so nearly a third of properties now have one. Sensors will help ensure we can prevent dampness and mould. Anton confirmed that access can still sometimes be an issue but are getting offered when EICR checks being done so roll out continuing.

Was asked how a tenant can get a sensor and confirmed that is a rolling programme or if a Building Services Officer (BSO) identifies any issues. All tenants are included on the programme so all will be offered one.

Was flagged that being asked to stay in from 8am – 4pm difficult for many tenants and Anton explained that difficult to schedule the appointments for any shorter time as don’t know if will find any safety issues and some issues have to be addressed there and then.

Council keen to promote the tenant app which lets tenants monitor the air quality in their home. Leaflets on the app should be left by the contractor but tenants present confirmed that they hadn’t received any. Should consider actions to try and increase the use of the app, does get promoted in the Housing News but could also consider promoting by text direct to tenants once they get a sensor fitted.

Jane to get leaflet for Janette and Jacqui.

Repairs performance update

Too early for end of year data but Anton will provide it as soon as possible and get it circulated.

Walkabouts, updates and any issues (Kevin McCrossan)– copies of new monitoring sheets distributed ahead of meeting

Kevin confirmed that the new process being embedded into teams and new monitoring template will help ensure accountability and can be monitored at each Liaison meeting.

Fiona from new Dumbarton West TRA keen to get a walkabout arranged. Discussed timing and best to not do too big an area at one time – 1.5 hours max. TRA should discuss what issues they want to focus on, identify what streets best to start with and let estate management team know and walkabout will be arranged.

Frances advised that their walkabout on 22/0426 went well but need to make sure that whole process is followed to ensure action plan is created and updates provided.

Dalmuir TRA had requested a walkabout 15/4/26 but not had a date yet- Kevin agreed to chase up.

Tenant Priority Budget updates – updates distributed ahead of meeting

6 live proposals. Park Court and Kilbowie Court drying rooms in progress and Building Services liaising with contractors to get remaining work completed.

Kilbowie Court canopy having to be redesigned and will then review costs.

2 new proposals been received, 1 for fob entry to the Dalmuir laundries to stop non tenants and businesses from using them. Other proposal is for a sloped kerb from the carpark at Clyde Court, Westbridgend.

Forward Plan (John Kerr)

Grant rate has been increased by 5% and now up to 20% for properties with energy efficient heating systems. Means can get up to £120k per unit for a bigger property. Now also provided as a 4 year resource which will help with planning as used to be annual awards. WDC funding will be £51m over next 4 years.

Willox Court is completed and phase 2 starting which includes demolition of the old bungalows and 21 new homes being built -liaising with the HSCP on design requirements.

Bonhill gap sites just completing, slightly ahead of schedule.

Bank Street progressing to plan and new complex will be completed January 2027.

Feasibility and planning of Gray Street area started to see what can do on that site once the current tenants all move to Bank Street. Plans for 15 family homes being considered.

West Thomson Street – update report going to May HACC and will recommend retaining current sheltered housing at Young Street and the new build as additional amenity housing. Young Street does need investment but tenants there are happy and want to stay.

Frank Downie site starting soon and grant funding been awarded. Good deal for HRA as purchased with SG grant and site been demolished and services ready. 21 amenity homes being planned and should start June 2026.

Dumbuie properties (had structural issues) – are flood risks to be considered so plans not finalised yet. Dumbuie Avenue will have 6 properties planned but subject to change.

Question was asked about housing for larger families and John confirmed that 10% of all properties will cater for larger families. Buy Back Scheme also focuses on purchasing larger properties so that they can then be relet.

Prep for Life supported accommodation building in Alexandria been bought by Housing and looking to convert into 6 self-contained tenancies for care-leavers in partnership with HSCP.

John also confirmed that are assessing the site where Brunswick, Montreal and Quebec blocks used to be, to see what can be developed there now blocks been demolished.

Tenant Participation update (Jane Mack) – briefing note circulated at meeting

The annual update on Tenant Participation (TP) Strategy going to May housing committee so Pre-HACC Forum will be on Mon 11 May. There are 49 actions set out over the 3 years of the strategy, 5 are completed and 44 in progress.

Completed actions were:

1. To help promote the benefits of having a TRA, reviewed the information available about setting up a TRA as well as TRA training material. Also promoted the support available for setting up a TRA and included an article in Summer 2025 edition of Housing News.
2. Produced an easier to read summary version of the TP Strategy to make it more accessible and user-friendly.
3. Worked with Housing Operations and updated TP info is included in the tenant handbook, in the digital info new tenants get and included in the checklist for new tenant visits.
4. Recruited 2 tenant volunteers interested in being part of an editorial group to develop the content of the Housing News.
5. TP updates now sent direct to team leaders and HOs rather than being cascaded. Housing Operations also give TP the opportunity to add relevant info to their monthly staff bulletin before each one is circulated.

Also produced a TP performance report for 2025/26 and will be included as an appendix to the strategy update going to committee. Will also be circulated to tenants and staff. TP Strategy is called Involving You to Improve Housing Services and this is the key theme we want to promote to tenants and to staff. The benefits of listening and working together are evidenced at Liaison meetings and a number of improvements have resulted. e.g:

• Cancellation process improved so that a text or email is sent first to a tenant warning that repair will be cancelled and gives an opportunity to reschedule repair,

• Lift procedures reviewed and communication improved particularly when a lift is off out of working hours or for prolonger periods,

• Tenant Priority Budget proposals now monitored at Liaison meetings to ensure they get prioritised,

• Transparency around caretaking duties and level of cleanliness increased – lift cleanliness will be prioritised and a service standard created as well as improved information on reporting issues,

• Walkabout process reviewed and improved and will help ensure they get done consistently well and should help promote local involvement when people see improvements on their doorstep.

Particularly for the Liaison meetings, responding quickly to issues raised and providing prompt updates is essential and Managers were asked that this is prioritised so that meetings can continue to be productive.

Meetings to review the tenant report on the Charter being set up and invites will be sent to the WDTRO and Scrutiny panel members who have said are interested.

AOCB 

No issues raised.

Date of next meeting –Thursday 25th June, 1:30pm at Dalmuir Community Centre, Duntocher Rd, Clydebank, G81 4RQ

WDC/WDTRO Liaison Meeting No. 100

Thursday 26th February 2026, 1:30pm, Council offices, 16 Church Street, Dumbarton (plus zoom option)

List of those present at meeting:

• Frances McGonagle, Littleholm TRA (chaired meeting)
• Councillor Gurpreet Johal, Housing Convener (on zoom)
• Harry McCormack, Tullichewan TRA
• June Todd, WDTRO
• Jacqui Peacock, Dalmuir TRA
• Janette Donline, Dalmuir TRA
• Stefan Kristmanns, Housing Development Co-ordinator
• Anton Gillhamn, Maintenance Manager (Building Services)
• Kevin McCrossan, Housing Operations Co-ordinator (Dumbarton & Vale)
• 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 Billy and Elaine Neeson (Westbridgend TRA) and Jim McCarron (HRA Accountant).

Updates on actions from previous meetings

CCTV update – All work now completed.

Update on broken lift at Crescent Court - fully operational since 14/2/26. Action completed.

Update on discussion re HRA charges for grass cutting -discussed at Pre-HACC Forum and confirmation of priority areas will be gathered from Nicola Pettigrew and shared.

Update on Queen’s Quay District Heating System (DHS) – John confirmed that earliest connection would be 2028. Waiting on a formal update but Hospital have indicated that they are interested. Further development of Queen’s Quay could also be a catalyst for speeding up the extension. Janette advised that tenants at Dalmuir have been waiting years. John confirmed that the HRA contribution is built into the Capital plan so ready to go and would also get Scottish Government money.

John asked if the Connected Response had helped and does give more time periods for getting cheaper energy but still too expensive for many. Jacqui advised that she had got a new storage heater and it was working much better. Alan confirmed that they would replace storage heaters when needed and there is different ways to interpret the definition of the Scottish Housing Quality Standard (SHQS) to say whether storage heaters meet the central heating element as do have a central control but not in tenants control. Been assessed that the extension of the Queen’s Quay DHS is the best option in terms of value for money for improving the heating provision at Dalmuir.

June asked what the projected lifespan of the flats at Dalmuir was and it was confirmed as at least 25 years.

Confirmation that Building Services staff carry ‘no access’ cards – written confirmation been given and Anton also confirmed that has been included at team meetings and reminders included in monthly workforce update. Action completed.

Reporting communal repairs online – been confirmed that communal repairs can be reported online but isn’t clear as have to pick ‘other’ option and then describe using free text box. Prior to meeting Craig had confirmed that are working on improving the online reporting tool and is included in an action plan for developing. No firm timeline at present but will update on progress.

Reporting Fire doors- been confirmed that caretakers do report fire doors and also SFRS do quarterly inspections. Anton confirmed that a repair to a fire door hinge or closer would be categorised as urgent and target for completing in 5 days. If the fire door needs replaced, takes longer as need to be ordered.

Briefing note on new Housing Scotland Bill – John confirmed 2 main changes are introduction of Awaab’s Law and rent controls affecting the private sector. John has created briefing note on Awaab’s Law and it will be circulated with minutes.

Caretaker cover and levels of cleanliness (Nicola Pettigrew/Kevin McCrossan)

Copies of an update provided by Nicola Pettigrew, Housing operations Manager on caretaking and cleanliness issues been circulated electronically ahead of meeting and copies given out at meeting. Kevin talked thro the update provided which sets out the 

hours and remit of the static and out of hours cover. Currently caretaking service been significantly impacted with staff sickness and are 7 posts short and are exploring are exploring options to try and address this gap. Do accept that level of cleanliness is not what they would like and Kevin apologised for the lower standards due to staff shortages.

Frances raised examples from Littleholm, when a tenant had phoned in at a weekend about blood in the lift they had been told there was no staff at the weekend – Kevin confirmed that there was a small weekend team but they are affected by staff shortage so could have been no-one was available at that time. Frances advised that the blood was there for 8 days and when did get cleaned, wasn’t done well and tenants eventually cleaned it off properly.

Other example was bulk on landings often there for weeks and if daily checks were being done this shouldn’t happen. Kevin confirmed that should be getting daily checks and anything that was a fire risk should get moved and would let HO know so that they take it up with the tenant.

Are also introducing a daily monitoring sheet that all Caretakers will complete when doing their daily checks and this was welcomed. Proposed that could be displayed in foyers in same way as in many pubs /restaurant toilets to be more transparent.

The update provided sets out the standard that should be working to and Stefan highlighted the disconnect between the written standard and what tenants are experiencing therefore the update could be created into a service standard to make it clearer and help monitoring. This was agreed.

Also discussed the deep cleans as they had been hoped to help improve cleanliness standards and make it easier for caretakers to maintain the cleanliness. Deep clean programme is continuing so tenants could be advised when their deep clean is due so that they know when it is happening.

Gurpreet echoed the concerns tenants had raised and he been dealing with similar complaints at Risk Street and need to see improvements.

Actions agreed:

• Add as a regular Liaison agenda item
• Develop a Service Standard for caretaking from update provided
• Clarify what is specified in a deep clean and share with tenants bi-annual schedule of when these are taking place
• Prioritise lift cleanliness
• Display daily monitoring sheets
• Display contact numbers and out of hour arrangements

Reviewed Lift Protocol

copy of revised lift protocol process circulated ahead of the meeting

Discussed reviewed protocol and it was identified that says during out of hours or at weekends, Neighbourhood team/ caretaking team to arrange signage and ASB team to issue text alerts but doesn’t show how they would know to do that. Recent incidents at Westbridgend had been at weekends and text messages hadn’t been received until Tuesday following contact with the HO – process map to be amended to show how ASB team are advised when to send text out when breakdowns happen at weekends.

In terms of vulnerable tenants, says that housing will check records for vulnerable tenants but doesn’t say what they then offer and Kevin confirmed that they would contact such tenants and depending on their needs e.g need food, a prescription or need out to an appointment would provide help. Would also link in with HSCP to assist too. States that vulnerable tenants will be contacted if both lifts are off but even if one lift is off, many immobile or poorly mobile people will not manage 1 flight of stairs – process map to be amended to highlight the support to vulnerable tenants when 1 or 2 lifts are off. Kevin will also check how information on ‘vulnerable tenants’ is shared and kept up to date.

HRA update (Jim McCarron)

In Jim’s absence Stefan clarified that the HRA update given at the Pre-HACC Forum on Monday 2/3 was the most up to date position and rent increase would be agreed at Council meeting on 4/3/26.

WDC response to tackling dampness (John Kerr/Anton Gillham)

update on sensor rollout and update on inspections and repairs completed within timescale distributed ahead of meeting.

Anton confirmed that sensor installs continue. Had been a slight decline in numbers being done but now being offered when EICR checks being done and had good response. BSOs been trained in dampness and more effective in diagnosing issues. They monitor the sensor dashboard and respond to any flags or concerns and can respond quickly with repairs, support and advice. Had lost 2 officers due to internal promotions but 1 new start soon and other post being advertised.

John confirmed that there is funding for 1600 sensors included in draft budget for 2026/27. Update provided shows that the average time WDC are currently taking to resolve cases of damp and/or mould Target to is just under 15 days which means we are well placed already to meet the obligations included in Awaab’s Law. Any tenant can request for a sensor to be fitted.

Alan advised that wouldn’t expect dampness in the MSFs as they have good insulation but ventilation is essential. Contractor doing the annual checks on the internal bathroom vents at Dalmuir has flagged that they need upgrading and options are being considered.

Repairs performance update

performance info distributed ahead of meeting

Anton confirmed that average times have been improving and now under 4 hours for emergencies and 2.7 days for urgent repairs. Right First Time have dropped slightly but still high at 98.8% and have had no gas check failures.

Stefan also highlighted that the number of repairs cancelled due to no access has reduced too which is good to see.

Repair call handling update

performance info distributed ahead of meeting (Anton Gillham)

Improvements continuing – more calls answered, less abandoned and average queue time for all types of calls is 1min 21 seconds. Longest wait time is still over 24 minutes so agreed to continue to monitor.

Rechargeable Repairs Process 6-monthly update

update provided ahead of meeting

Stefan ran thro the update provided and confirmed that new Repairs Policy had made it clearer when repairs should be recharged and staff given clearer guidance on when they should recharge and then raise invoices. Update shows that rechargeable repairs are being raised and invoices issued. Downside is payment recovery and recovery rate is still low. When an invoice becomes a debt, there is a hierarchy of debt repayment and other debts will be prioritised e.g. Council Tax, arrears etc.

Been internal report on assessing options for improving recovery rates but will be limited. Do raise invoices more quickly to help encourage payment. Have also been highlighting tenant responsibilities in the Housing News to emphasis the impact it has on the HRA and the resources available for repairs.

Question was asked if there was leeway within the policy if there were mental health issues and was confirmed there was.

Reviewed walkabout process (Kevin McCrossan)

copy issued ahead of meeting

Walkabout process sets out how they should be done. Tenants happy with the reviewed process and key is that the process gets followed.

One change still to be made is to add in that BSOs will bring list of communal repairs already reported to reduce any unnecessary duplication. Final version of process will then be shared with the WDTRO. Housing operations and Building Services also to reinforce to their teams what the correct process is to ensure that they are as effective as possible.

Walkabouts, updates and any issues (Kevin McCrossan)

updated spreadsheet distributed ahead of meeting

Update shows that process not being followed in Clydebank and number of updates from walkabouts haven’t been shared – Dalmuir and Littleholm.

Drumry’s request for a walkabout also taken 5 months to get organised.

Working well in Tullichewan.

Will continue to monitor until all getting done consistently well and processed followed.

Tenant Priority Budget updates

updates distributed ahead of meeting

Laundries are progressing. Park court being done first and then Kilbowie. Park Court starting on 9/3/26. Timeline still to be confirmed and Anton will get update so that tenants can be confirmed of start and how long work will take.

Alan advised that still delayed re Kilbowie court canopy – SEPA regulations thwarting progress but got an officer investigating. 314K was original cost and won’t be affected by these delays re drainage.

Forward Plan (John Kerr)

More Homes paper approved at Housing & Communities Committee(HACC). Capital Investment  Plan paper had also been included to make sure they are sustainable in future and this paper too been approved.

2 modular units at Gilmour Avenue completed and leasing one to the HSCP and other is tenants.

Willox Park now completed and sheltered tenants being assisted to move into new building and good feedback from those who have moved.

Bank Street (Alexandria) and Queen Mary Ave (Clydebank) both on site.

Silverton redevelopment more complex and involve flood prevention issues.

Buybacks also still contributing to increasing stock economically and 35 now completed this year.

Tenant Participation update (Jane Mack)

Jane confirmed that this was 100th Liaison meeting. The first meeting had taken place on 9 Feb 2009 and from the minutes, senior managers and the Housing Convener were present along with a number of tenants. Was pre- the WDTRO and an uncertain time for tenants as partial stock transfer was being considered. The WDTRO was created when the Dumbarton & Vale Housing Federation and the Clydebank Federation came together to create one joint Federation.

Over the years, the partnership approach and co-chairing of the Liaison meetings been developed and the range of teams represented at the meetings increased to ensure all housing aspects can be dealt with. The involvement of the Housing Convener has been from the start and Gurpreet continues the important recognition that holds.

Most other landlords have a version of a Liaison meeting, called different things but when TPAS did our accreditation, the effectiveness of the Liaison meetings was commended. This is mainly due to the input from the WDTRO in bringing issues to the table and sharing their experiences to help improve housing services.

Still much to be done to make sure tenants are at the centre of everything we do. Having managers and the Housing Convener hearing first hand from tenants should help them appreciate the benefits of listening to tenants and the task for them is to cascade that message thro their teams.

Much has been achieved and making sure we respond quickly to issues raised at Liaisons and providing updates is essential. Tenant and staff time is valuable and want meetings to be as effective as possible. Jane thanked staff and tenants for their continued support to the Liaison meetings.

AOCB

Frances raised concerns recently at Littleholm with Scottish Gas Network (SGN) doing work at West Court and they had blocked the back exit door. Has now been cleared and 2 marshalls on duty to keep people from using exit. Had it confirmed that Council is responsible for Health & Safety and no fire door should ever get blocked. Is clear now and scaffolding being removed but Littleholm TRA want to know what precautions were taken at Clyde and Park Court where the work had previously been done – were they blocked? Kevin agreed to get confirmation.

Date of next meeting

Thursday 23 April, 1:30pm at Council Offices, 16 Church Street, Dumbarton, G82 1QL

Updated after Liaison meeting on 23 April 2026

WDC/WDTRO Liaisons – Current and outstanding actions from previous meetings

Agreed action	Who by	Progress
WDC/WDTRO Liaison 24 April 2025 actions CCTV upgrade and CCTV monitoring	Nicola Pettigrew	16/2/26 WDTRO visit to control room arranged for 16/3/26. 17/2/16 – all lift works completed apart from Crescent Court which will follow last due to recent lift outage, minimum estimated downtime approx. 1 hour, text will be sent to inform all tenants/residents 24 hours in advance of works being initiated.  Project will be completed once Crescent Court done.  New cameras at Willox Park will follow on in line with new build development. 9/4/26 Update– CCTV upgrade complete. 26/27 CCTV savings option - Nicola looking at the implications of this and how best to minimise the impact and will feedback to WDTRO at a future meeting. Costing for additional signage been requested and waiting on detail, will be shared once received.
WDC/WDTRO Liaison 28 August 2025 actions Provide updates on discussions re HRA charges for grass cutting. 23/4/26 Next WDTRO meeting is 14/5/26 so keen to get update on grass cutting frequency and wider open space maintenance activities for then.	John Kerr & Nicola Pettigrew	16/10/25 – Refresh of HRA priority areas has been sent to Greenspace by Housing, awaiting feedback from Greenspace on any issues, operational challenges their end with proposed refreshed areas.  3/12/25 –Committee report will be considered at full Council meeting 17 December 2025 for members to determine where funding split will come from for reinstatement of £300k for grass cutting.  17/2/26 – Members agreed item to be carried forward until full committee meeting March to allow outcome of rent consultation to be understood and considered when making their decision on budget split. 26/2/26 – Confirmed that at Pre-HACC discussion was agreed to ask Nicola to clarify the housing priority list and what level of service has been agreed. 13/3/26 – Housing priority list provided – level of service still being discussed. 9/4/26 Update– Nicola has met with Greenspace, discussed priority list and reinforced that focus for grass cutting must be on high priority areas listed, which includes MSF and sheltered. Greenspace due to commence grass cutting and will provide proposed frequency of cuts beginning May once areas all cut.  Nicola also requested detail on wider open maintenance activity of weeding, street cleaning, litter picking, play park maintenance which is also included in open maintenance HRA payment to Greenspace.
WDC/WDTRO Liaison 23 October 2025 actions Provide updates on the extension of the Queens Quay District Heating system and when connection likely to be made to the Dalmuir multis.	WDC Energy Officer / John Kerr	24/10/25 Connection to Dalmuir multis is dependant on connection to Golden Jubilee first, otherwise business case doesn't stack up. Meeting with Golden Jubilee planned so hopefully will have an updated programme of connections in the near future. 26/02/26: John confirmed that earliest connection would be 2028. Waiting on a formal update but Hospital have indicated that they are interested. 23/4/26 Agreed to keep on action sheet and updates may not be available for every meeting but tenants keen to ensure there is focus on issue.
WDC/WDTRO Liaison 23 October 2025 actions Lift breakdown process to be reviewed and updated to address issue highlighted at meeting: make it clearer about who does what and when. include timescales. Include and outline frequency of tenant contact. consider using Building Services Inbox instead of officer email as main point of contact. confirm contact with Social Work/Home Care is reacted to and better outline what support service this generates.	Housing Operations / Building Services	4/12/25 – A refresh of the lift breakdown process is underway between Building Services and Housing Operations. An initial meeting was held 11/11 with actions assigned to officers and a further meeting scheduled for 27/11, however this had to be rescheduled and has been rearranged for 9/12 to complete the review.  The reviewed protocol will be shared prior to WDTRO’s January meeting. 12/2/26: Process been reviewed and copy of reviewed process shared with WDTRO 12/2/26- to be discussed at Liaison meeting 26/2/26. 26/02/26: Process map to be amended to: show how ASB team are advised when to send text out when breakdowns happen at weekends. highlight the support to vulnerable tenants when 1 or 2 lifts are off Kevin to check how information on ‘vulnerable tenants’ is shared and kept up to date. 15/4/26 Revised lift breakdown process provided and clarifies out of hour arrangements and support to vulnerable tenants. 23/4/26 Kevin and Anton confirmed that new version been circulated to all staff and will be reiterated at team meetings. 23/4/26- Agreed action complete and can be raised again if process isn’t followed.
WDC/WDTRO Liaison 23 October 2025 actions Review walkabout process and make it more specific about internal arrangements so that all staff are clear about what they should be doing and agreed timescales. 26/2/26 Process to be amended to include commitment that BSOs will bring list of communal repairs already reported to share a Walkabout and reduce any unnecessary duplication. Final version to be shared with WDTRO. Housing Operations and Building Services also to reinforce to their teams what the correct process is to ensure that they are as effective as possible.	Housing Operations / Building Services	4/12/25 - Initial meeting held across services on 2/12/25 to agree required actions and officers responsible. Actions: KMcC/AG taking forward development of internal operational checklist to support clear points of responsibility/timescales. Shared drive to be set up to allow responsible officers attending walkabouts to directly update action plan with their agreed actions and provide updates on progress until action completed. Follow on mid meetings to be scheduled same time as walkabout within agreed timescales to support officers providing updates on actions timeously for issue to TRAs. 12/2/26 Walkabout process reviewed and updated document shared with WDTRO – to be discussed at Liaison meeting. 20/3/26 Final version of walkabout process distributed to staff and WDTRO. 23/4/26 - Agreed action complete and walkabouts will continue to be monitored at Liaisons with the new reporting sheets.
WDC/WDTRO Liaison 23 October 2025 actions What is the reason for communal repairs not able to be reported using online form and are there any plans to address this.	Building Services	4/12/25 Update -Any repairs, including communal repairs can be reported online. Query raised with Building Services as communal repairs can only be logged online by picking ‘other’ option and then giving details in the free text box. 25/2/26 Update (Craig Wilson) -online reporting development has been included in the action plan for improvements.  No firm timelines yet but will update as we progress. 8/4/26 Update - working group for the online reporting has started to meet. No firm timeline yet but will update as progress made.
WDC/WDTRO Liaison 23 October 2025 actions Briefing note on new Housing (Scotland) Bill to be put together once further guidance issued to landlords.	John Kerr	4/12/25 – Still awaiting Guidance from Scottish Government. 17/2/26 –Guidance on implementation of the Act still awaited from SG. 26/2/26 – Briefing note provided after meeting and distributed out with minutes. 23/4/26 -Once guidance published, current Dampness & Mould policy will be reviewed and amended if necessary.
WDC/WDTRO Liaison 26 February 2026 Actions Caretaker cover and levels of cleanliness: Develop a Service Standard for caretaking based on update provided and share with tenants Clarify what is specified in a deep clean and share with tenants bi-annual schedule of when these are taking place Display daily monitoring sheets for tenants, outlining caretaking tasks completed Prioritise lift cleanliness Display contact numbers and out of hour arrangements 23/4/26 Out of hours contact details to be included on information going up on noticeboards. Noticeboards also to be reviewed and info not put up obscuring other information.	Housing Operations	Monitoring sheet has now been finalised; are arranging to get 2 copies laminated monitoring sheet to be displayed across all 19 MSFs.  For clarity, although this will be a simple monitoring tool, will take time to roll out across all locations as it needs to be done alongside other Senior Caretaker (SCT) daily duties, as this will physically require the SCT to meet the Caretakers onsite and explain purpose/how this has to be updated daily and SCT checking thereafter.  So, this is going to take a few weeks to fully roll out over the 19 MSFs.  David is arranging for an AHO to print/laminate all the copies and the SCT will start rolling this out week commencing 13/4. Caretaking standards / operating overview document completed and will be rolled out alongside the monitoring sheets at same, so timeline applies as above also.  SPS have provided some info we have requested further information and waiting on receipt. NP/JK to discuss wider deep clean strategy provision. Lifts, SCT have instructed teams to ensure that all stainless-steel surfaces and floors to lift carriages are cleaned on a daily basis, SCT or any other officer within building has been instructed to conduct spot check when in MSFs also.
WDC/WDTRO Liaison 26 February 2026 Actions What precautions were taken at Clyde and Park Court when SGN were working there – were exit doors there blocked.	Housing Operations (KMcC)	16/4/26 Confirmation to follow 20/4/26 To our knowledge, exit doors at Park Ct or Clyde Ct were not obstructed whilst Peritun were on site.  Following issue highlighted at West Court, SGN apologised for the actions of Peritun when they blocked the rear access door to West Ct and confirmed they would ensure they had a site monitoring officer at location until project finished whenever any operatives were required to work at height above the access door to provide instruction and guidance. For any future projects with SGN or other external contractor lead project, Chris Wood will be point of contact, supported by Anthony Gillham.
WDC/WDTRO Liaison 23 April 2026 Actions Deep cleans of MSFs - Deep clean work specification still to be confirmed and shared. Also once new posts are agreed and in house team in place, programme of cleans will be promoted to tenants so they know when their deep clean is due.	John Kerr/Nicola Pettigrew
WDC/WDTRO Liaison 23 April 2026 Actions Date for Dalmuir walkabout to be arranged and process followed.	Suzanne Marshall
WDC/WDTRO Liaison 23 April 2026 Actions Consider actions to try and increase the use of the air quality app once environmental sensors are fitted.	John/Anton
WDC/WDTRO Liaison 23 April 2026 Actions Once review of Connected Response completed, feedback to be provided.	John Kerr