All staff please note Date ACTION completed refers to when the requested action is done (or planned to be done if outstanding) not this form is filled in.
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Ref & Date Outstanding actions raised |
Action |
Officer |
Response including what is completed & outstanding |
Is Action Completed or Outstanding? |
Date Action completed or planned completion date? |
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CA1 |
Provide increased organisational support for the setting up of TRA AGMÕs to ensure that more associations are eligible to vote in September. |
Sam Nolan |
The Community Engagement Team will pilot a new way of supporting TRAs in the next few months; inviting tenants involved in their local area group to meet as an area to help strengthen groups together. As part of this we can look at how groups organise and run a successful AGM.
The community engagement officer will continue to support local groups to hold successful AGMs. This can involve intensive work to help a group of residents establish a group that will last, is capable, where neighbours come together and might even enjoy the process.
Regarding Area Panel Co-chair elections: We are interested in discussing with residents whether it is important at all to be ÔauthorisedÕ to vote, or if a more relaxed approach to selecting a resident co-chair would be preferable.
This is an open and ongoing task and conversation
If any TRAs need to work on their AGMs urgently please contact Sam Nolan so we can review and prioritise the work of the local community engagement officer.
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Ongoing |
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Provide a greater statistical breakdown in the Housing Performance Report. Context: Raised during Q3 HPR by resident co-chair Ð statistics only included those for calls received by estates team, not emails etc Ð ÔdoesnÕt give the full picture of service being providedÕ[ED1] |
Martin Reid/ Tom Matthews |
The Housing Performance Reports include indicators for calls answered by both Housing Customer Services and the Repairs Helpdesk. Two additional channels which are monitored by these services and can be reported on are emails received by the former and online forms received by the latter. Housing Customer Services received 4,102 emails during Q3 and 23,600 during the 2023/24 financial year. The Repairs Helpdesk received 5,277 emails and 644 online forms during Q3 and 19,987 and 2,433 of each respectively during 2023/24.[TM2] These figures will be included in future quarterly performance reports. |
Complete |
10/05/24 |
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CA3 |
Including resident inspections in approach to repairs and maintenance |
Grant Ritchie |
Resident inspections are undertaken to a proportion of void works. We do not have a process for resident inspections for routine repairs. As most repairs are undertaken within people's homes it is difficult to see how these could be made available for resident inspection. |
Complete |
10/05/24 |
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CA4 |
Including leaseholders in the approach taken to repairs regarding residents (social tenants) |
Grant Ritchie |
Leaseholders are consulted regarding repairs that they have a responsibility to contribute to under their lease. Leaseholders are also included in notifications of works being undertaken that may impact them (drain downs etc.) |
Complete |
10/05/24 |
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CA5 |
Relating to RQ C3.2 - Increased communication and co-operation with highways regarding drainage and gutter clearance |
Grant Ritchie |
We do liaise with colleagues who manage highway clearances when blockages are reported to us that are part of the highway. There is understandable confusion when tenants report overspilling of road gullies particularly when they are on Housing Land. Moving forward we will accept complaints about Highway drainage and work with colleagues on resolution. |
Complete |
10/05/24 |
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CA6 |
Relating to RQ C2.1 - Provide dates for tender for community project to Craven Vale TRA and also provide information on when the specification for works went out |
Geof Gage |
We are still to receive the specifications and final details from the architects appointed. They have been chased by ourselves and community engagement officers. We are unable to give dates until we have received the full tender pack with drawings and details that we have requested. |
Ongoing |
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CAO7 (12.09.23) |
Review of laundry room arrangements (city wide) Ð Context: Raised in response to concerns from Norman Williams regarding laundry room reviews and changes to laundry room doors Ð ÔArea Panels and residents will be contacted during March and April and their feedback and views sought |
Craig Cotton |
The Laundry review is now underway, and Jane White and Craig Cotton will be attending the upcoming Panel Meetings in June, including Central Area, to discuss this as part of the agenda. A resident survey will then take place.
In order to fit with Area Panel timescales, the closing date for resident surveys will now be 31/7/24. A decision regarding the laundries will be made after this date. |
Ongoing |
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CAO8 (12.09.23) |
Follow up with Chris Vine regarding camera on their estate (Essex Place Ð Warwick Mount) that has had its cable cut. From 26.03 - ÔThis has now been repaired and the new metal trunking has been installedÕ. Follow up who owns camera + where do recordings go (GDPR) |
Justine Harris |
The camera is owned by BHCC Housing. The recording equipment is kept in a locked cabinet in a locked room. Footage is only looked at when requested by third parties such as the police via our corporate data protection team by official DPA (Data Protection Act) request only. |
Complete |
10/05/24 |
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CAO9 (12.09.23) |
Follow up with Norman Williams and provide update on the status of individual cases that were raised at the previous panel (December). Norman Williams was not present at the 26.03 panel and therefore it can not be ascertained if this has been actioned yet. |
Craig Cotton |
The Laundry review is now underway, and Jane White and Craig Cotton will be attending the upcoming Panel Meetings in June, including Central Area, to discuss this as part of the agenda. A resident survey will then take place.
In order to fit with Area Panel timescales, the closing date for resident surveys will now be the 31/7/24. A decision regarding the laundries will be made after this date. |
Complete |
13/05/24 |
@Tom Matthews Hi Tom, as per our conversation, please could you answet this area panel question by Monday 13th May. Thanks, Emma [ED1]
[TM2]@Justine Harris @Grant Ritchie @Emma Gilbert are you ok with this response? I couldnÕt fully understand exactly what is being asked for and the Housing Performance Report doesnÕt include calls answered by Estates Service. However, in the spirit of it I thought it might be useful to include this data about emails received by HCST (taken from a monitoring spreadsheet updated by the team) and online forms received by R&M (provided by Danielle Rowe). Do you think we should perhaps add this information to the Q4 and future Housing Performance Reports? Should be easy for me to do so. Thanks