Renfrewshire Council Tenant Participation Strategy - Update - FULL REPORT
Renfrewshire Council · 10 March 2026
Back to Communities and Housing Policy Board — 10 March 2026 and its agenda
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PUBLIC ___________________________________________________________________ To: Communities and Housing Policy Board On: 10 March 2026 ___________________________________________________________________ Report by: Director of Environment, Housing and infrastructure ___________________________________________________________________ Heading: Renfrewshire Council Tenant Participation Strategy – Update ___________________________________________________________________ 1. Summary 1.1 This report provides the Policy Board with an update on the implementation of the Council’s Tenant Participation Strategy Action Plan, which was approved by the Board on 25 October 2022, and which has been reviewed annually since then, with an update provided to the Policy Board each year. ___________________________________________________________________ 2. Recommendations It is recommended that the Communities and Housing Policy Board: 2.1 Note the positive progress made with regard to the implementation of the Tenant Participation Strategy Action Plan as set out in Appendix 1 of this report. 2.2 Approve the revised Tenants’ and Residents’ Association registration and grant funding proposal as set out in Appendix 2 of this report. 2.3 Authorise the Head of Housing Services to undertake a review of the grant funding model every three years, as set out in section 4.6 of this report. ___________________________________________________________________
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PUBLIC 3. Background 3.1 The Tenant Participation Strategy 2022–2027, which was approved by the Policy Board at its meeting of 25 October 2022, sets out the range of opportunities available to tenants and residents to get involved and to influence decisions about the housing services we deliver. The strategy includes an Action Plan which sets out a range of priorities which were agreed with tenant representatives. 3.2 Tenant representatives worked closely with council officers to develop the strategy and continue to work with officers to monitor the progress of the Action Plan. Progress to date on the key priorities contained within the Action Plan is attached at Appendix 1 and section 4 of this report highlights some of the actions undertaken. 4. Tenant Participation Strategy Progress 4.1 The Strategy covers a five-year period and attached at Appendix 1 is the Scorecard for the Action Plan highlighting what has been achieved since April 2025. The Scorecard was presented to the Tenant Scrutiny Panel for its comments as part of its role in monitoring the Strategy. Feedback from the Scrutiny Panel was positive, and it agreed on the actions for the forthcoming year, which are presented in this report. The Scorecard at Appendix 1 provides more detail of activities throughout the year. The Strategy will continue to be monitored and developed in consultation with our tenant representatives with an annual update provided to the Policy Board for noting. The following are some key highlights since its inception: 4.2 Consultative Forums The Housing Service has a number of Consultative Forums, each developed to allow tenants the opportunity to participate at a level they are comfortable with. Progress to date on the work of the forums is described in detail in Appendix 1, pp6–9 – “increasing Tenant Participation Opportunities.” Tenant Scrutiny Panel Council Wide Housing Forum Tenant Quality Circles
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PUBLIC Council Wide Housing Forum Each year the Council hosts a meeting with tenant representatives from all Tenants and Residents Associations (TARAS) and other consultative groups to discuss and review a range of service issues and priorities. Tenant Scrutiny Panel The Tenant Scrutiny Panel was established in 2013. Members of the Panel must be Renfrewshire Council tenants. It meets monthly and its focus is to assess and influence the performance, service delivery, plans and activities of Renfrewshire Council’s Housing Service. Quality Circles The members of the Quality Circles are volunteer Renfrewshire Council tenants who carry out inspections of Renfrewshire Council’s multi-storey blocks, sheltered housing complexes and council housing estates to ensure a quality standard is being achieved and maintained. 4.3 Digital Participation The strategy was developed so that tenants and the Service could make best use of digital resources to maximise levels of participation. Progress to date is described in detail in Appendix 1, p3 – “we will develop our digital participation opportunities and embed digital engagement across Renfrewshire.” 4.4 Communication Housing officers have worked closely with colleagues in the corporate Communications team to improve the ways in which the Council communicates with tenants. The teams will continue to collaborate throughout the lifetime of the strategy to develop improved channels of communication. During the year officers informed tenants of service updates and the Council’s success in meeting regulatory requirements. This is described in detail in Appendix 1, p2 – “to ensure tenants and residents are well informed.” 4.5 Tenants’ and Residents’ Association Activity, Training and Events • Re-registration for Tenant and Resident Associations took place in Summer 2025. Four TARAs applied for and were accepted for re- registration, which are: Bridge of Weir TARA; Cochrane Castle TARA; Maxwellton Court TARA; and Paisley Town Centre TARA. The Tenant Participation Development Officer continues to liaise with groups which are interested in registration and with tenants who are interested in starting new TARAs. • Tenants’ and Residents’ Association members attended the Tenants’ Information Service (TIS) Annual Conference and Tenant Participation Advisory Service (TPAS) Annual Conference this year.
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PUBLIC • A new Tenants’ and Residents’ Association was established in the George Street area of Paisley with support from the Tenant Participation Development Officer. Tenant Representatives from the association have attend the Council Wide Forum and Quality Circle inspections. 4.6 TARA Registration and Funding The Tenant Scrutiny Panel (TSP) reviewed Renfrewshire Council’s current processes for registering Tenants and Residents Associations (TARAs) and awarding annual grants, following feedback that both systems were confusing and lacked transparency. TARAs highlighted issues with complex registration categories and a funding formula that made planning difficult. The TSP undertook a scrutiny exercise to simplify and improve these arrangements. This process and the resulting recommendations are described in detail in Appendix 2. How we consult 4.7 Tenant Surveys Feedback from tenants provides staff with valuable insight into service delivery. Over the past year officers have continued to ask tenants what they think of services using a range of surveys. Progress to date is described in detail in Appendix 1, pp4 and 5 – “to listen to tenants and consider their views before decisions are reached and promote real opportunities to participate and influence housing services.” Specifically, p5 of Appendix 1 shows the outcome of a priorities survey. Because in 2024/25 the Council consulted its tenants on a proposal for a three-year rent increase, it was not necessary to undertake a similar survey this year. Officers did, however, conduct a survey asking tenants about their priorities for the service. The outcome was that, by a significant margin, the most important priority for tenants was the carrying out of repairs and maintenance to their homes, and this is reflected in the Housing Revenue Account (HRA) budget papers. 4.8 Consultation with Tenants and Residents in Regeneration Areas The Housing-Led Regeneration and other newbuild areas have benefitted from a range of consultative initiatives. Progress to date is described in detail in Appendix 1 – pp9 and 10 – participation in regeneration areas.”
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PUBLIC 4.9 Participatory Budgeting (#Youdecide) The Council has set aside £600,000 within the housing budget from 2025 to 2028 to support local infrastructure improvements within its housing estates. Over the past year ten launch events were held for tenants to find out more and submit ideas. From these events and from a consultation mailout staff received over 70 suggestions for local community improvements. More detail on this is provided in another report to this Board, the Service Update. 5. Tenant Participation Priorities for 2026/2027 5.1 The forthcoming year will see further developments in expanding the ways in which tenants are involved in shaping housing services. 5.2 Modernising Tenant Participation This year is the final year of implementation of the current Tenant Participation Strategy. In preparation for the next Strategy officers will begin work on developing methods of engagement that are fit for a modern service that encourages participation. Officers will gather customer insight from a number of surveys including the recent Residents’ Survey and the forthcoming Tenant Satisfaction Survey. 5.3 Tenant Scrutiny Panel/Quality Circles During the forthcoming year the Tenant Scrutiny Panel will continue to work on issues from its work programme, including discussions on the voids and participatory budgeting. The Quality Circles (High Rise, Sheltered and Estate Management) will continue with inspections and development existing links with the relevant Council officers to suggest improvements to areas. 5.4 Digital Participation and reaching out to other groups The Service will continue to make best use of digital platforms to improve participation. As indicated, the use of digital tablets has been extended to the Quality Circles, and the Council Wide Forum has the capacity to facilitate online participation. Officers will make use of e-mails to provide information to those tenants who have signed up to this and to others who may sign up over the year. Housing Services will continue to look at ways to engage with tenants who may not usually become involved, such as younger tenants, disabled groups or tenants from ethnic communities. Over the past year officers have attended the Digi-ren and Digital Champions meetings to see if opportunities to involve others could arise.
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PUBLIC 5.5 Communication Working with colleagues in corporate communications, officers will review current tenant communication and marketing activity and participation opportunities and make recommendations to improve the way in which the Council communicates with tenants. This will support increased tenant involvement in shaping services, identifying any efficiencies and opportunities for improvement. Officers will continue to provide information through newsletters/brochures in order to provide tenants with news and information, including the Tenants’ report on the Charter. 5.6 Tenant Surveys The Service will carry out its ninth Tenant Satisfaction Survey, which will be conducted as a face-to-face survey. Officers will also continue with other service surveys and will develop a satisfaction survey for the NETTs Team in collaboration with the Housing Estate Manager (Council Housing). 5.7 Council Wide Forum The Service will hold another Council Wide Forum in the forthcoming year, which will provide tenants with service information and consult them on service priorities. __________________________________________________________________ Implications of the Report 1. Financial - none arising directly from this report. 2. HR & Organisational Development – None. 3. Community/Council Planning – • Our Renfrewshire is thriving – effective tenant participation gives tenants the opportunity to influence decisions about housing services and gives the Council stronger links with local communities. 4. Legal – None. 5. Property/Assets – None. 6. Information Technology - to support tenants the new strategy will be aligned to the Council’s Digital Strategy.
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PUBLIC 7. Equality & Human Rights - the Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety – None. 9. Procurement – Where external consultants may be required to support tenant participation activities, these will be commissioned in line with the Council’s requirements on the procurement of services. 10. Risk – None. 11. Privacy Impact – None. 12. Climate Risk – N/A. 13. Children’s Rights – N/A. 14. COSLA Policy Position – N/A. ___________________________________________________________________ List of Background Papers (a) Report to the Communities and Housing Policy Board, 25 October 2022, ‘Renfrewshire Council Tenant Participation Strategy’ (b) Report to the Communities and Housing Policy Board, 17 January 2023, ‘Housing Customer Engagement Annual Report 2021/22’ (c) Report to the Communities and Housing Policy Board, 11 March 2025, Tenant Participation Strategy Update ___________________________________________________________________ Author: Ray Walkinshaw, Housing Regeneration and Development Manager Email: ray.walkinshaw@renfrewshire.gov.uk
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Appendix 1 1 PUBLIC Tenant Participation Strategy Action Plan Scorecard for 2025/26
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Appendix 1 2 PUBLIC Priority To ensure tenants and residents are well informed What have we achieved We reported the outcome of our biennial Tenants’ Satisfaction Survey to the Communities and Housing Policy Board at its meeting on 20 August 2024. Enhanced Communication and Tenant Engagement We published our second Annual Review to tenants in October 2025, which serves as a valuable resource for tenants, providing detailed information on available services and support options, including assistance with bill payments, energy advice, housing service news and tenant safety advice. The publication also serves as the main channel to report to tenants on our performance against the Scottish Social Housing Charter (ARC). The tenants report on the Charter was completed in collaboration with tenants, ensuring transparency and accountability in service delivery. A dedicated tenant presentation on the ARC Return for 2025 and Assurance Statement was provided to tenants in September 2025 where tenant representatives could comment on our performance and the Assurance Statement. More than 5,300 tenants have provided their email contact to receive information and updates from us. We use this channel to provide important information, including about preparing homes for winter weather and accessing council services over the festive period. It is also used to share engagement opportunities and email communication is achieving a high engagement and click-through rate. Housing Services content on renfrewshire.gov.uk has been rewritten to support an improved user experience and ensure our tenants can find and access the information they are looking for. It also provides key links to the Scottish Housing Regulator information including our Engagement Plan and the SHR’s guidance on How to raise a complaint. In January 2026 we offered tenants the opportunity to comment on service priorities. The majority of those who responded were clear that their main priority was for repairs and maintenance, followed by investment in improvements to their homes. This short survey was also discussed with tenants’ groups, the Tenant Scrutiny Panel and Tenants’ and Residents’ Associations.
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Type document title here 3 PUBLIC Priority We will develop our digital participation opportunities and embed digital engagement across Renfrewshire What have we achieved We have met the Tenant Scrutiny Panel and continue to meet with tenants’ groups online using the MS Teams platform. With the support of the Digital Participation Officer tenants and residents have received equipment to work with the service online. New members of the Tenant Scrutiny Panel received training and resources to participate online. We use a range of digital platforms to consult tenants: • Our Priorities Survey in January was carried out online; • Our repairs satisfaction survey uses a text message system to record tenants’ feedback; and • The #YouDecide Tenants project has made use of the Consul platform for residents to put forward ideas for projects and for tenants to vote on the range of projects that have been taken forward to the voting stage. This platform, which is accessible to all, allows the whole nomination and voting process to be transparent and accountable. With the support of the Digital Participation Officer, we are developing electronic resources to enable our Quality Circle tenant inspectors (piloting with the Estate Management group) to use tablets to complete the inspection forms. We continue to encourage and support Tenants’ and Residents’ Associations to submit their annual registration and supporting information electronically, whilst offering the option to submit information by post or in person. Communications are sent to tenant representatives by post and/or electronically to ensure information is received timeously.
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Type document title here 4 PUBLIC Priority To listen to tenants and consider their views before decisions are reached and promote real opportunities to participate and influence housing services. What have we achieved The Service continues to carry out tenant satisfaction surveys for key services areas and undertake service improvements were identified from feedback, for example: • Standard of temporary accommodation – this survey is carried out at point of service by our Homeless Services team and our return for this survey is consistently high levels of satisfaction; • Satisfaction with Housing Advice – all applicants are asked their views on the standard of customer service, and the most recent survey had a 95.5% satisfaction rate; • Repairs satisfaction – our method of collection for this survey has changed to text surveys to ensure an immediate response and maximum participation and the most recent survey saw satisfaction at 77.2%; • Quality of home satisfaction – this survey is carried out at point of service by housing staff when a tenant moves into a new home; • Owners’ survey – this survey is carried out by post each year to gauge satisfaction with the service provided by Owners Services; and • The Tenant Scrutiny Panel worked with the Single Voids Team Manager to advise on the changes to the re-let standard and made recommendations to change the grant system for TARAs.
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Type document title here 5 PUBLIC As the rent consultation survey was carried out in 2024/25 for a three-year rent increase proposal, there was no requirement to undertake a similar survey this year, that said a small survey asked tenants on what their priorities for the service were. The headline figures for the survey highlighted the following results: Priority First Choice Second Choice Carrying out repairs and maintenance to your home 42.4% 26.7% Spending money on home improvements like bathrooms, kitchens and roofs 21.8% 27.6% Making more houses available by reletting properties quickly when they become vacant 11.1% 14.4% Regenerating housing areas by demolishing older properties, building new ones and improving existing homes 9.1% 7.0% Focusing on energy efficiency measures like wall insulation and heating systems to reduce energy bills and future proof homes 7.0% 11.1% Building new council houses to provide affordable, modern, warm and welcoming homes 6.2% 9.5% Doing environmental improvements like clearing overgrown bushes and rubbish in the grounds and open spaces around council housing 2.5% 3.7%
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Type document title here 6 PUBLIC Priority Increasing Tenant Participation Opportunities What have we achieved We promote the benefits of tenant participation through our tenants’ newsletter. We encourage prospective tenant volunteers who are interested in join to come along to a “taster” meeting/event under no obligation. Over the past year there have been a number of developments. There are a range of ways in which tenant can influence decision making. Local Tenants’ and Residents’ Associations (TARAs) As part of our support to TARAs each association was offered a ‘health check’ as part of the TARA registration process. This check identified areas where each association required additional support and training requirements. We continue to work with local residents within areas where there is council housing to help setup tenants’ and residents’ associations: • A new association has been set up in the George Street area of Paisley; • In collaboration with regeneration colleagues, we are working in the Howwood Rd area are gauging interest from residents to develop a TARA within the regeneration area; and • The Development Officer has attended several general meetings of the TARAs to provide support. The Tenants’ Scrutiny Panel have completed a scrutiny exercise looking at Registration and Grant Funding for Tenants’ and Residents’ Associations (the proposals are attached in Appendix 2 of this report for the Board’s consideration).
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Type document title here 7 PUBLIC Council wide Tenants’ Forum The Council Wide Forum in December 2025 was an in-person event which attracted some new tenant representatives. Tenant representatives from all Tenants’ and Residents’ Associations (TARAs) and other consultative groups to discuss and review a range of service issues and priorities. It was attended by the Convenor of the Communities and Housing Policy Board, the Head of Housing Services, tenant representatives and officers from Housing Services. At the Forum, agenda items included: Tenant Participation/Tenant Scrutiny Panel Update; Rent and Housing Revenue Account (HRA) budget 2025-28; Participatory Budgeting (#youdecide); Neighbourhood Environmental Trainee Teams (NETTs); and the Single Voids Team. Tenant representatives provided valuable insight and feedback on these matters. Feedback from the tenant representatives on the Forum was that it was a very positive and informative meeting. Tenant Scrutiny Panel The Tenant Scrutiny Panel (TSP) continues to meet monthly online with the option to meet on a hybrid basis as necessary. The Panel has completed working on its scrutiny exercise looking at the Registration Scheme for Tenants’ and Residents’ Associations and how TARAs are financially supported. The Panel’s recommendations form part of this report for consideration. Along with the work on its scrutiny exercise, the Tenant Scrutiny Panel has been involved in: • Design and content of the report to tenants for the Annual Return on the Charter (ARC); • Audit of the Tenant Participation Strategy action plan; • Participatory Budgeting; and • Review of the re-let standard (as part of the voids process).
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Type document title here 8 PUBLIC Members of the Scrutiny Panel have also attended a number of events including the Tenant Information Service (TIS) Annual Conference and the Tenant Participation Advisory Service (TPAS) Annual Conference Quality Circles There are three Quality Circles covering: Estate Management Quality Circle (EMQC) • The Estate Management Quality Circle undertook inspections in 7 areas including: Morar Drive (Foxbar); Dunvegan Quadrant, Leven Square and Vennacher Road (Kirklandneuk); and Mimosa Road (Bridge of Weir). High-Rise Quality Circle (HRQC) • The High Rise Quality Circle carried out inspections in 10 of the council’s 14 multi-storey blocks. Sheltered Housing Quality Circle (SHQC). • The Sheltered Quality Circle has carried out inspections in 4 of the council’s 10 sheltered housing complexes. All Quality Circles have strong links with the Housing Estate Manager (Council Housing), ensuring issues identified during inspections are acted upon and opportunities for service improvement are maximised. All Quality Circle inspections focus solely on communal areas within multi-storey blocks, sheltered complexes, or tenement buildings. The EMQC has carried out inspections in a wide arrange of areas including: Johnstone, Foxbar, Kirklandneuk and Bridge of Weir. The HRQC continues its monthly programme, with each of the 14 multi-storey blocks inspected approximately twice per year. Similarly, the SHQC inspects all sheltered housing complexes on a 12-month cycle. EMQC inspections are carried out jointly with the Housing Officer for the area and the Estates Manager, ensuring local knowledge is available onsite and enabling a coordinated response to issues raised by tenant inspectors.
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Type document title here 9 PUBLIC Feedback from tenant inspectors has been positive. Volunteers value the opportunity to visit different areas, observe the impact of the Quality Circles firsthand, and see how staff respond to inspection findings to improve local environments. Staff also value the input from Quality Circle volunteers noting that comments from inspectors are balanced, constructive, and helpful. Priority Participation in regeneration areas What have we achieved Consultation and engagement throughout the delivery of the Housing-Led Regeneration and Renewal programme is adapted as necessary to meet the needs and requirements of each community represented and in line with the delivery timeline of works across each area, including: o Groups using social media to promote activity and to keep involved; o Regular community drop-ins where staff can provide information to residents; o Newsletters; and o Neighbourhood Renewal groups have been established across 4 areas to capture the views of local people affected by the regeneration of their area. All regeneration areas benefit from a dedicated Housing Regeneration Officer and Development Officer who can be contacted by phone or email or request a home visit if required. The team also have a dedicated mailbox for general enquiries at regeneration.hps@renfrewshire.go.uk
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Type document title here 10 PUBLIC Howwood Rd – Ongoing Consultation As well as benefitting from a number of consultation events in this area, tenants and residents have the added opportunity to drop in to the staffed office two days per week or comment any questions they have onto the closed Facebook Group where an officer will respond promptly to their enquiry. Springbank Regeneration Area This area benefits from a weekly drop-in surgery within the community where tenants and residents can meet with the Housing Regeneration Officer and Development Officer to raise any questions they may have. A targeted owner consultation for owners within mixed tenure blocks in this area was held February 2026 to highlight the costs proposed for improvement works and discuss grant assistance with owners to assist their participation in the improvement works. Waverley Road Regeneration Area A targeted event for tenants of the retention addresses within this regeneration area is being organised for March 2026 to showcase the energy improvements and design features planned for this area including highlighting the proposed external improvement designs for tenants to provide feedback on, this includes garden area improvements and possible changes to waste solutions for these blocks.
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Type document title here 11 PUBLIC Priority To provide resources and support to empower tenants and residents to influence decisions about housing services What have we achieved We continue to fund tenant participation activities through an identified budget for tenant participation which facilitates: • Simplified the TARA grant process; • Changed the Grant system that delivers a fairer outcome for TARAs; • Support for TARAs through the provision of grant funding; • Support for tenant participation activity, with the Development Officer and Housing staff regularly attending TARA meetings to provide advice and support; • Training and development for tenants’ groups, tenant representatives have attended external tenant participation events that provide opportunities to exchange good practice and network with other tenants, including the Tenant Information Service (TIS) Annual Conference and the Tenant Participation Advisory Service Annual Conference; • Membership to independent organisations such as The Tenant Participation Advisory Service (TPAS) and the Tenants’ Information Service (TIS). Tenant representatives have represented the Council; and • transport to and from all our tenant participation meetings and events, including Council Wide Forum, Quality Circles (High Rise, Sheltered and Estate Management).
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Appendix 1 12 PUBLIC Environment, Housing & Infrastructure Renfrewshire Council Renfrewshire House Cotton Street Paisley PA1 1BR
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Appendix 2 PUBLIC Renfrewshire Council Tenant Participation Strategy Tenants Scrutiny Panel – Review of Tenants’ and Residents’ Association Registration and Grants Funding 1. Background Feedback had been received from some Tenants’ and Residents’ Associations (TARAs) that both the annual registration criteria were confusing, and that the annual administration grant funding formula was not transparent. Based on this information the Tenant Scrutiny Panel (TSP) undertook a review of the current processes. 2. Recommendations Following their review of the current arrangements, the Tenant Scrutiny Panel (TSP) is making the following recommendations: • That the TARA registration criteria are amended from 2 categories (“enhanced” and “registered”) to a single category (“registered”), subject to the necessary information being provided; and • That the annual administration grant is amended from a complicated formula to a funding model which is made up of a basic amount plus an amount per council tenancy within the TARA’s agreed boundary. Further information on both these recommendations is contained within section 3 Criteria for Recognition/Registration and section 4 Grant Funding. 3. Criteria for Recognition / Registration For a Tenants’ and Residents’ Association (TARA) to gain recognition/registration from Renfrewshire Council Housing Services the following criteria must be met: • The primary focus of the association must be on the tenant/landlord relationship; • New Associations must have at least 50% council tenants within their boundaries. Existing Associations are encouraged, where possible, to have at least 50% Council tenants within their boundaries. The boundaries that the association covers must be clearly defined within the constitution and must not overlap on to any other existing association area. The minimum number of Council houses within an association boundary should be fifty. Consideration will be given to a smaller number in exceptional circumstances, e.g. a sheltered housing complex;
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Appendix 2 PUBLIC • For new associations, a public meeting must be held with the primary objective to set up an association. This meeting must be advertised throughout the proposed area at least fourteen days in advance. Details of the area that the association is to cover must be given at the public meeting; • The composition of the committee shall be determined at the Annual General Meeting (AGM) of the association according to the rules outlined in the association’s constitution; • It is recommended that the size of the committee should not be less than five and no more than fifteen; and • The association must adopt a written constitution which details the structure of the association and include safeguards to ensure the association is run in a democratic and fair manner. A model constitution is provided by Renfrewshire Council’s Housing Services. The following information must be provided to Housing Service when applying to be recognised: • Renfrewshire Council’s corporate grant application form; • Committee members’ contact details form; • Minutes of four quorate general meetings (including the Annual General Meeting) held within the previous 12 months;* • Names and address of those members attending, for all four meetings*; and • A copy of the association’s constitution. * For new associations making the first application, the minutes of the inaugural meeting and names and address of those members attending will be sufficient. Associations which want to apply for a running cost grant must also submit: • A copy of the independently verified financial statement approved at the last AGM; • A copy of the most recent bank statement showing account details; • The conditions of grant form; and • The BACS money transfer form. Tenant Scrutiny Panel Recommendation The Tenant Scrutiny Panel (TSP) recommends broadly keeping the same processes in place and requiring the same supporting information to be provided by each group. The main change is the abolition of the 2-category registration (“enhanced”/ “registered”) to a single category (“registered”). The TSP feels that this will make the recognition/registration process easier to understand for all tenants and tenant representatives.
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Appendix 2 PUBLIC 4. Grant Funding The feedback from some Tenants and Residents Association (TARA) committees is that the current funding model was negative, unfair and lacked transparency. The Tenant Scrutiny Panel (TSP) undertook a scrutiny exercise of the current arrangements to determine whether improvements could be made. The current funding arrangement for Tenants and Residents Associations which represent Renfrewshire Council housing stock has gradually evolved over a long period of time to accommodate various circumstance which arose. This has led to a grant formula which lacks transparency, is difficult for stakeholders to understand and means the grant awarded to TARAs can fluctuate from year to year making financial planning difficult for their committees. TARA representatives have raised this as a matter for review, therefore it was suggested that the Tenant Scrutiny Panel undertake a scrutiny exercise to review the current grants for registered TARAs. • Startup grant for registered TARAs The current funding mechanism awards a grant of £250.00 to TARAs which meet the criteria for a new association. It is intended that this grant will be used for the same purpose as the running cost grant. • Running Cost grant for registered TARAs The current funding mechanism has a maximum grant award of £600.00, however this is subject to several possible deductions, including: • where the number of council tenancies represented is less than half of the total number of properties (all tenures) represented • a cap on the grant awarded where the number of council tenancies is less than 50 • a ‘clawback’ deduction where there was an underspend of the grant awarded the previous year Tenant Scrutiny Panel Recommendation After consideration of various options, the Tenant Scrutiny Panel made the following recommendation, that TARAs which meet the registration criteria would be eligible to be awarded £400.00 as a basic amount plus £1.00 per council tenancy within their recognised boundaries; up to a maximum total award of £700.00. For example: • Bridge of Weir with 221 council tenancies would receive £621.00 • Cochrane Castle with 44 council tenancies would receive £444.00 • Maxwelton Court with 102 council tenancies would receive £502.00 • Paisley Town Centre with 161 council tenancies would receive £561.00 It is recommended that the Head of Housing Services undertakes a review the basic and maximum grant awards of this new system every three years to take account of rising costs, including inflation.
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Appendix 2 PUBLIC The running cost grant would include expenses such as: • hall rentals • stationery • postage • wi-fi and phone (contribution) • liability insurance • ink • refreshments and any other general running costs of the association Taking account of feedback from TARA representatives, the deductions noted in paragraph 4 would be removed from the grant calculation process. Both the startup and running cost grants will be awarded on a pro rata basis depending on when the TARA meeting the registration criteria during the registration year. In the event of TARAs being dissolved, Housing Services would require any unspent funds to be returned in accordance with the model constitution (used by all registered TARAs) and the council’s Conditions of Grant. One off grant for registered TARAs All registered associations can apply for one-grants, a maximum of once every registration year. This grant will cover the cost of items deemed necessary for the workings of a tenants’ and residents’ association, such as: • filing cabinet • laptop • printer/photocopier/scanner • stationery • training The following information must be provided to Housing Services when applying to be recognised: • Renfrewshire Council’s corporate grant application form • Three quotes for the piece of equipment the TRA is wanting to purchase • A copy of the most recent bank statement showing account details • The conditions of grant form • The BACS money transfer form
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Appendix 2 PUBLIC Tenant Scrutiny Panel Scrutiny Exercise – Tenants’ and Residents’ Associations (TARAs) Registration and Grant Funding Comparison of funding between current and revised system: TARA Registration Status 2025-26 Council Tenancies within TRA boundary Current Grant System New Grant System Proposal • Bridge of Weir Registered 221 £384.20 £621.00 • Caledonia Glen No Form Received 23 *£324.00 £423.00 • Cochrane Castle Registered 44 £135.72 £444.00 • Corseford No Form Received 66 £335.64 £466.00 • Glenburn No Form Received 914 £416.04 *£700.00 • Maxwellton Court Registered 102 £600.00 £502.00 • Moorpark No Form Received 174 £466.80 £574.00 • Paisley Town Centre Registered 161 £484.20 £561.00 • Provost Close No Form Received 50 £600.00 £450.00 • Williamsburgh No Form Received 115 £600.00 £515.00 • Woodside No Form Received 49 *£588.00 £449.00 £4,934.60 £5,705.00 * Capped by formula * Capped at £700