Item 11 Appendix 1 - HACC 24 Aug 2022 - TP Strategy action plan

West Dunbartonshire Council · 24 August 2022
Back to Housing & Communities Committee — 24 August 2022 and its agenda

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Page 1

H&E - "Involving You" Tenant Participation Strategy 2021/24
Generated on: 13 July 2022
Report Layout: Housing Scorecard with Action and PI codes
Icon Name
1. We will improve the culture and practice of tenant participation across housing services
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/001
Continue to
deliver tenant
participation
training for all
housing services
staff
31-Mar-
2024
Explore developing elearn
modules on TP.
30-Jun-
2021
Yes Linked to action H/21-
24/TPS/035 Develop
an online training
section for tenants as
well as staff to access
Meeting with OD to
establish process for
getting learning
material put together
and made available
via elearn.
Material put together
and passed to OD to
create into elearn
material. Jane Mack
Deliver TP training to
housing staff during Year 1
of strategy.
31-Mar-
2022
Yes Delays in creating
training material has
meant formal TP
training not done in
year 1 but will be
available for year 2.
6/7/22 ilearn course
'What is Tenant
Participation?'
available for staff and
promoted thro intranet
noticeboard and
through coordinators.
Deliver TP training to 31-Mar- No
ITEM 11
APPENDIX 1

Page 2

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
housing staff during Year 2
of strategy.
2023
Deliver TP training to
housing staff during Year 3
of strategy.
31-Mar-
2024
No
H/21-
24/TPS/002
Produce
quarterly TP
updates for
elected
members,
housing and
related services
staff to raise
awareness of TP
activities
31-Mar-
2024
Produce quarterly TP updates
in Year 1.
31-Mar-
2022
Yes 3 TP updates produced
and distributed -
April2021, August
2021 and March 2022.
Hanne Thijs 
Produce quarterly TP updates
in Year 2.
31-Mar-
2023
No Update June 2022
produced and sent out 
Produce quarterly TP updates
in Year 3.
31-Mar-
2024
No
H/21-
24/TPS/003
Record
outcomes from
involving
tenants and
publicise them
through the
Housing News
and other TP
communication
channels
31-Mar-
2024
Create an area on intranet
that completed toolkits can
be viewed by staff to assist
learning and improve impact
of future consultations.
29-Jun-
2021
Yes Tenant Participation
section of intranet
updated with toolkit
and examples of rent
setting and TP
Strategy consultation
summaries included.
Jane Mack 
Include article in Summer
2021 edition of Housing
News highlighting impact
that tenant consultation has
had on service delivery.
30-Jun-
2021
Yes Article included and
promotion of
consultations on
Allocation policy and
LHS included.
Include article in Summer
2022 edition of Housing
News highlighting impact
that tenant consultation has
had on service delivery.
30-Jun-
2022
Yes Summer edition full
but article held over
for Autumn edition.
Review the consultation
process, guide and toolkit.
31-Mar-
2023
No
Include article in Spring 2023
edition of Housing News
highlighting impact that
tenant consultation has had
30-Jun-
2023
No

Page 3

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
on service delivery.
Ensure the Consultation
Toolkit is being used for all
consultations .
31-Mar-
2024
No
H/21-
24/TPS/004
Publish an
Involving You
annual report
each year
31-Mar-
2024
Design and publish an
Involving You annual report
Year 1.
31-May-
2022
Yes Report produced and
published on website
as well as circulated to
TRA,s and included in
papers for
WDC/WDTRO Liaison
meeting 23 June
2022. Jane Mack
Design and publish an
Involving You annual report
Year 2.
31-May-
2023
No
Design and publish an
Involving You annual report
Year 3.
31-Mar-
2024
No
Icon Name
2. We will improve our feedback to tenants so that we can demonstrate where our tenants and other service users have influenced or shaped the housing service
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/005
When consulting
with tenants we
will tell them
how their views
will be used and
how decisions
will be made
31-Mar-
2024
Consultation toolkit for
rent setting 2021/22
completed and
submitted with Rent
setting Council report
3/3/21.
Create and promote annual
consultation calendar for
2021/22.
30-Apr-
2021
Yes Complete - Website
update with calendar
16/4/21.
Jane Mack
Create and promote annual
consultation calendar for
2022/23.
30-Apr-
2022
Yes Website updated with
calendar for 2022/23
Create and promote annual
consultation calendar for
2023/24.
30-Apr-
2023
No
Ensure that Consultation
toolkit is completed for each
consultation exercise which
sets out how tenants are
advised how their views will
31-Mar-
2024
No

Page 4

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
be used and when decisions
will be made.
H/21-
24/TPS/006
Outcomes from
consultations
will be
communicated
to participants
and will be
publicised via
the Housing
News, webpages
and social media
31-Dec-
2023
Outcomes of consultations in
2021 will be feedback
directly to respondents
where possible and publicly
through the HN. Webpages
and social media.
31-Dec-
2021
Yes Outcome of Rent
setting consultation
21/22 reported in
Spring HN 2021.
Summer HN used to
promote Allocation
policy review and LHS
consultation.
Winter HN used to
promote rent setting
consultation.
Jane Mack  Outcomes of consultations in
2022 will be feedback
directly to respondents
where possible and publicly
through the HN. Webpages
and social media.
31-Dec-
2022
No
Outcomes of consultations in
2023 will be feedback
directly to respondents
where possible and publicly
through the HN. Webpages
and social media.
31-Dec-
2023
No 
H/21-
24/TPS/007
Support TRAs to
demonstrate
their
achievements
locally
31-Mar-
2024
TP Dev officer will work
closely with TRAs to support
their activities and highlight
their achievements through
TP updates and Housing
News.
31-Mar-
2024
Yes Posters/flyers
produced and
distributed with local
groups to
support/highlight their
achievements. Regular
HN articles about
group activities.
Regular public
meetings of groups to
highlight their
activities and
achievements.
Hanne Thijs 
H/21-
24/TPS/008
Publish annual
31-May-
2023
Use annual TP performance
report to highlight outcomes
of tenant involvement in Year
31-May-
2021
Yes Annual TP
performance report
compiled and issued to
Jane Mack

Page 5

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
tenant
involvement
outcomes as
part of TP
performance
report
1. all TRA's, and
published on webpage
and FB.
Use annual TP performance
report to highlight outcomes
of tenant involvement in Year
2.
31-May-
2022
Yes Annual TP
performance report
created and issued to
all TRA's, presented at
WDC/WDTRO Liaison
meeting (23/6/22)
and published on
webpage .
Article for Autumn HN
created focusing on
tenant impact and
promoting report.
Use annual TP performance
report to highlight outcomes
of tenant involvement in Year
3.
31-May-
2023
No
H/21-
24/TPS/009
Demonstrate the
outcome(s) of
tenant
involvement in
tenant scrutiny
activities
31-Mar-
2024
Scrutiny Panel final reports,
once agreed by HIB , should
be published on TP webpages
and promoted through TP
updates, HN , FB to promote
recommendations and their
positive impact.
31-Mar-
2024
No Scrutiny Panel report
on Complaints
Handling process
agreed at HIB Oct
2021. Report
published on TP
webpages and article
on Panel's report
included in winter
2021 HN edition.
Jane Mack 
H/21-
24/TPS/010
Support tenants
and TRA
representatives
to review papers
going to the
HAC Committee
and encourage
them to
participate in the
Pre-HACC Forum
31-Mar-
2024
Advertise and promote
quarterly Pre-HACC Forums,
support tenants to
understand committee
reports and keep Pre-HACC
Forum section on TP website
up to date in year 1.
31-Mar-
2022
Yes Regular attendance at
Pre-HACC meetings
sustained despite
continuing to be
virtual. Paper copies of
committee papers
provided to assist
attendance and
discussion.
Jane Mack 
Advertise and promote
quarterly Pre-HACC Forums,
support tenants to
31-Mar-
2023
No

Page 6

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
understand committee
reports and keep Pre-HACC
Forum section on TP website
up to date in year 2.
Advertise and promote
quarterly Pre-HACC Forums,
support tenants to
understand committee
reports and keep Pre-HACC
Forum section on TP website
up to date in year 3.
31-Mar-
2024
No
Icon Name
3. We will promote and provide a wide range of options for tenants to get involved with us.
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/011
Promote the
range of options
and support in
place to
encourage
tenants to get
involved
31-Mar-
2024
Update TP webpages to
emphasis support available.
28-Feb-
2022
Yes Webpages updated
4.3.2022
Hanne Thijs
Use HN to promote the range
of options and support
available in Year 1.
31-Mar-
2022
Yes Shorter HN Spring
2022 due to elections.
Article in HN Summer
2022
Use HN to promote the range
of options and support
available in Year 2.
31-Mar-
2023
No
Use HN to promote the range
of options and support
available in Year 3.
31-Mar-
2024
No
H/21-
24/TPS/012
Produce a leaflet
version of the TP
Strategy 2021-
2024 to make
the TP Strategy
more accessible
and user-
31-Oct-
2022
Design and publish a leaflet
version of TP Strategy.
31-Oct-
2022
No Timescales for this
action were amended
due to no public
access points being in
operation over the
course of the
pandemic.
Jane Mack
Make housing staff aware of
leaflet.
31-Oct-
2022
No

Page 7

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
friendly Promote leaflet through HN . 31-Oct-
2022
No
Update TP webpages with
leaflet.
31-Oct-
2022
No
H/21-
24/TPS/013
Support TRAs to
produce leaflets
and or websites
promoting the
work that they
do and how to
get involved
31-Mar-
2024
Provide relevant support in
Year 1.
31-Mar-
2022
Yes Leaflets and flyers
created for local
groups to promote
their activities and
groups Hanne Thijs
Provide relevant support in
Year 2.
31-Mar-
2023
No 
Provide relevant support in
Year 3.
31-Mar-
2024
No
H/21-
24/TPS/014
Continue to
deliver an
annual tenant
conference or
event
31-Mar-
2024
Consult with WDTRO and
plan suitable event in Year 1
31-Mar-
2022
Yes Due to ongoing
concern regarding
covid pandemic a
tenant conference not
going to be delivered
in year 1.
Situation will continue
to be monitored as
well as communication
with WDTRO, and a
tenant event planned
when suitable.
Jane Mack;
Hanne Thijs
Consult with WDTRO and
plan suitable event in Year 2
31-Mar-
2023
No
Consult with WDTRO and
plan suitable event in Year 3
31-Mar-
2024
No 
H/21-
24/TPS/015
Explore new
methods to
provide
information and
obtain tenants’
views (social
media, IHMS)
30-Nov-
2023
Explore and implement new
methods to provide
information and obtain
tenant views in year 1-
2021/22
30-Nov-
2021
Yes Tenant Satisfaction
Survey shows letters
and newsletter are
most accessed forms
of information. Social
media (Facebook) only
used by approx.
17.5% of tenants for
information.
Hanne Thijs

Page 8

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
IHMS text option
successfully used to
promote rent setting
consultation.
Explore and implement new
methods to provide
information and obtain
tenant views in 2022/23
30-Nov-
2022
No
Explore and implement new
methods to provide
information and obtain
tenant views in 2023/24
30-Nov-
2023
No
H/21-
24/TPS/016
Develop a digital
hub,
mightynetworks
as a more
interactive and
accessible option
to increase
tenant
participation
31-Mar-
2022
Create profile and pay for
community membership.
01-Apr-
2021
Yes 15/4/21 Mighty
network account
created.
Hanne Thijs
Develop promotional material
to encourage tenants to use.
31-Jan-
2022
Yes Platform being
developed to pilot with
Scrutiny Panel to
ensure right info and
interaction so due
date been changed to
allow time to finesse
before promoting.
Meeting on 7 April
2022 to show Scrutiny
Panel Mighty
networks. Complete
Review how tenants are
using platform and if
effective.
31-Mar-
2022
Yes Complete - platform is
being used
predominantly by the
Scrutiny Panel and
effectiveness will
improve over time.
Aim will be to extend
use as appropriate.
H/21-
24/TPS/017
Develop use of
hybrid meetings
31-Dec-
2022
Assess hybrid meeting
capacity and facilities at
Church Street.
30-Aug-
2021
Yes Contact made with OD
and meeting room
hybrid capacity being
developed but no
Jane Mack

Page 9

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
as option for
people with
limited time as
well as for those
with mobility
issues as an
attractive option
to get involved
from comfort of
own home
plans for public access
to buildings yet. 
Assess hybrid meeting
capacity at other possible
meeting venues (e.g.
Dalmuir community centre).
31-Aug-
2021
Yes Dalmuir Community
Centre and Concorde
in Dumbarton are
available for let but no
wifi. Discussed with
WDTRO and they
happy to stay with
remote meetings while
Covid figures are still
high. Reviewed
monthly at their
committee meetings.
Promote hybrid meeting as
an option to encourage new
involvement via HN, TP
updates and TP webpages.
31-Dec-
2022
No Unable to complete
until there are
meeting rooms
available. Being
monitored on monthly
basis. Demand for a
hybrid option for
meetings will continue
to be discussed with
tenants and tenant
groups and kept under
review and
appropriate
arrangements made
when rooms are made
available. 
H/21-
24/TPS/018
Promote the
personal as well
as community
benefits of
getting involved
/ volunteering
31-Oct-
2021
Promote personal as well as
community benefits of
getting involved /
volunteering in new leaflet.
30-Sep-
2021
Yes Leaflet created
30.9.2021
Leaflet will be used at
in-person events
Hanne Thijs 
Promote personal as well as
community benefits of
getting involved /
volunteering in HN .
22-Oct-
2021
Yes Article written for
Winter HN, submitted. 
H/21-
24/TPS/019
Embed
31-Mar-
2024
Re establish walkabouts
when COVID restrictions
allow.
30-Nov-
2021
Yes 27 Oct Commitment
from Housing to do
walkabouts
Hanne Thijs

Page 10

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
walkabout
process for
tenants to
inspect their
local area and
produce action
plans for
improvements
along with
Housing staff
29 Oct - groups
provided with
feedback from initial
staff only walkabouts
Walkabouts promoted
in Winter Newsletter
commitment from
Housing ops to imbed
walkabout process for
tenants.
Assess use of recording
sheets so all parties aware of
agreed actions.
31-Mar-
2022
Yes Recording sheets
provided to groups for
use.
Ensure updates on
walkabouts are given to help
demonstrate the positive
outcomes.
31-Mar-
2024
Yes Manager of Housing
Operations continuing
to remind staff to
provide updates.
Liaison meetings being
used to remind staff of
this commitment.
Icon Name
4. We will encourage involvement of under- represented groups such as young people, homeless people, people with disabilities and minority ethnic groups.
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/020
Explore
opportunities to
develop a youth
housing forum
to involve
tenants aged
16-25
31-Aug-
2021
Speak to local authority and
third sector organisations
who work with young people.
30-Aug-
2021
Yes 6/9/21 meeting held
with members of WD
Youth Development
team to identify
opportunities to
involve young people.
Future meetings
planned with Youth
Alliance .
Hanne Thijs
Explore what other local
authorities are doing.
31-Aug-
2021
Yes Online research
completed Sept
21/9/2021 Email to
TIS for info on LAs
who are involving

Page 11

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
young people well. TIS
are conducting
research into this
currently.
Attended presentation
from South
Lanarkshire Council on
their work with young
people.
H/21-
24/TPS/021
Explore
opportunities to
link up with local
youth groups
like YSORTIT,
Youth Council to
raise awareness
of participation
opportunities
31-Dec-
2022
Consider what programmes
already exist where TP could
be added.
06-Sep-
2021
Yes 6/9/21 discussion with
members of WD Youth
Dev team to explore
opportunities for TP
involvement in youth
groups.
Hanne Thijs 
Open discussion with staff
and young people at local
youth groups.
31-Dec-
2021
Yes 06/9/21 discussion
with members of WD
Youth Dev team to
explore opportunities
for TP involvement in
youth groups.
11/8/21 email to
Ysortit and to
Champions board
coordinators and
follow up meeting.
They will consider
options.
Sep 2021 - feedback
from partners
suggesting that no
real demand for any
new specific structures
to be developed to
encourage
involvement of young.
Other mechanisms of
communication will
continue to be
reviewed, for example
developing social

Page 12

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
media and other
electronics means of
communication.
Create information and
develop different ways to
deliver this to youth groups.
31-Dec-
2022
No 5/22 Information
poster created and
shared with youth
groups via social
media, email and
WDCVS. Will continue
to explore use of other
communication tools
which may encourage
involvement.
H/21-
24/TPS/022
Explore
opportunities to
develop a forum
for people in
temporary/supp
orted
accommodation
31-Mar-
2024
Consider what other local
authorities do.
30-Nov-
2022
Yes  There does not
appear a considerable
amount of positive
activity in this area
across Scotland.
Hanne Thijs Open discussion with staff at
supported
accommodation/and
homeless team.
31-May-
2023
No
Implement strategy as
appropriate.
31-Mar-
2024
No 
H/21-
24/TPS/023
Consult and
offer dialogue
opportunities
with tenants at
Dennystoun
Forge in a way
they are
comfortable with
31-May-
2022
Use the Scottish Government
site funding as start of
dialogue and to introduce TP
staff.
31-May-
2021
Yes Consultation visit
carried out on 26/5/21
and views on how to
spend the
improvement fund
collated. Ideas passed
to Repairs to cost up.
Update letter sent to
tenants 7/9/21 as
awaiting costs.
Hanne Thijs
Assess how Dennystoun
Forge tenants want
information to be shared with
them.
31-May-
2022
Yes Following discussions,
tenants prefer in
person visits, phone
calls or letters.
Assess how Dennystoun
Forge tenants want to be
31-May-
2022
Yes To be reconsidered
once site is up to

Page 13

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
involved. standard. Tenants
currently wish for site
to be brought to
standard. 
H/21-
24/TPS/024
Continue
membership of
West
Dunbartonshire
Equality Forum
and develop
opportunities to
promote tenant
participation to
wider groups
31-Mar-
2024
TP Staff to regularly attend
Equality Forum and engage
as appropriate in year 1.
31-Mar-
2022
Yes Regular attendance at
Forum quarterly
meetings .
Jane Mack
TP Staff to regularly attend
Equality Forum and engage
as appropriate in year 2.
31-Mar-
2023
No 
TP Staff to regularly attend
Equality Forum and engage
as appropriate in year 3.
31-Mar-
2024
No
H/21-
24/TPS/025
Develop links
with support
charities to
promote TP as
an option for
people to do
online (even
post COVID
pandemic)
31-Mar-
2024
Identify support charities
operating in WD.
30-Nov-
2023
Yes Met with Champions
Board (care leavers)
staff to discuss joint
projects
Meeting with learning
disability charity July
2022 to discuss
opportunities. 
Meeting with
Alternatives (drug and
alcohol) to discuss co-
use of TRA community
space July 2022
Jane Mack 
Approach and promote to
these support charities the
options that TP can provide.
31-Mar-
2024
No
Use Equality Forum to
promote TP as an option for
people to do online.
31-Mar-
2024
No
H/21-
24/TPS/026
Provide
additional
support for
people with
31-Oct-
2023
Research agencies in WDC
who could provide support or
advice to tenants and/or
staff.
31-Mar-
2023
No Meeting with
Neighbourhood
Network (learning
disability) regarding
possible joint work
July 2022
Jane Mack

Page 14

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
learning
difficulties and
make that clear
on any
information
about training
and on
webpages
Make clear on webpages and
printed materials that
additional support is
available.
31-Oct-
2023
Yes Article in Summer
2022 HN to make
clear support
available.
Leaflet produced to
highlight support
available.
Facebook page being
used to publicise
leaflet and support
options available.
Make clear on webpages and
printed materials that
additional training is
available.
31-Oct-
2023
Yes TP staff at WDTRO
committee meetings
highlight training
available.
TP staff at TRA
meetings highlight
training available.
Facebook page being
used to publicise
training available.
Training provided
following request from
Scrutiny Panel (May
2022)
Icon Name
5. Ensure tenants are aware of the options available to them to shape housing service plans and budgets
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/027
Produce and
promote an
annual
consultation
calendar
30-Apr-
2023
Create and promote annual
consultation calendar for
2021/22.
30-Apr-
2021
Yes Complete - Website
updated with 2021/22
consultation calendar
16/4/21.
Jane Mack Create and promote annual
consultation calendar for
2022/23.
30-Apr-
2022
Yes Website updated with
consultation calendar
for 2022/23
Create and promote annual 30-Apr- No

Page 15

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
consultation calendar for
2023/24.
2023
H/21-
24/TPS/028
Carry out an
annual
consultation on
rents increases
and provide
clear information
for tenants to be
able to make
informed choices
31-Jan-
2024
Review the rent setting
information with JRG and use
any feedback from previous
year’s consultation to ensure
rent information is as clear
as possible.
30-Sep-
2021
Yes Suggested changes
from tenants about
wording passed onto
Janice Rainey.
Jane Mack
Carry out an annual
consultation on rent
increases 2022/23
30-Jan-
2022
Yes Public consultation
carried out and
preferred option from
survey put forward as
rent setting for
2022/23. Council
decision taking place
on 9/2/22. 
Review the rent setting
information with JRG and use
any feedback from previous
year’s consultation to ensure
rent information is as clear
as possible.
30-Sep-
2022
No
Carry out an annual
consultation on rent
increases 2023/24
30-Jan-
2023
No
Review the rent setting
information with JRG and use
any feedback from previous
year’s consultation to ensure
rent information is as clear
as possible.
30-Sep-
2023
No
Carry out an annual
consultation on rent
increases 2024/25
30-Jan-
2024
No
H/21-
24/TPS/029
Develop tenant
involvement in
Housing
Revenue
30-Apr-
2023
Facilitate JRG to use SHN
toolkit to review WDC HRA
compliance.
29-Apr-
2021
Yes Complete -
assessment of
compliance carried out
and report on
completed exercise
provided to HIB
Jane Mack

Page 16

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Account scrutiny
and work
towards full
compliance with
the Scottish
Government’s
2014 HRA
Guidance
26/4/21 
Create action plan for JRG to
focus on areas not fully
compliant.
30-Apr-
2021
Yes Complete - Action plan
approved by HIB on
26/4/21 and assigned
officers to implement
agreed actions.
Regular feedback to
be provided to JRG
and HIB.
Complete action plan to
satisfaction of JRG that are
fully compliant.
30-Apr-
2023
No 
H/21-
24/TPS/030
Develop tenant
involvement in
the decision –
making process
of setting rents,
Capital
Programmes and
agreeing
Business Plans
30-Sep-
2023
Involve tenants in pre-rent
setting discussions about
Capital programme setting
and agreeing business plan
01-Sep-
2021
Yes Decision making
matrix been shared
with JRG to help
identify where
increased tenant
involvement in
decision -making could
be introduced.
Meeting with tenant
volunteers from JRG
took place on 13/8/21
to start tenant
involvement in rent
setting. Focus of
meeting was to
identify tenant
priorities and further
meeting to explore
energy efficiency
options to take place
in Sept.
Jane Mack
Complete HRA compliance
action plan to ensure full
compliance
30-Sep-
2022
No HRA compliance plan
self assessment
exercise undertaken
and officers and
tenant representatives
working towards full
compliance within
revised timeframe.

Page 17

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Develop use of revenue and
capital matrix by JRG
31-Aug-
2022
No Revenue and Capital
Budget matrix been
created for JRG.
Revenue matrix being
used with void budget
as an example to
demonstrate the use
of the matrix - been
rescheduled to 18
August JRG meeting.
Involve tenants in pre-rent
setting discussions about
Capital programme setting
and agreeing business plan
30-Sep-
2022
No
Involve tenants in pre-rent
setting discussions about
Capital programme setting
and agreeing business plan
30-Sep-
2023
No
Icon Name
6. Assess our performance in line with the Scottish Social Housing Charter and involve tenants in our annual Tenant Report.
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To 
H/21-
24/TPS/031
Agree with
tenants what
Charter
indicators they
want included in
the Tenant
Report
31-Mar-
2024
Following review of Charter
Indicators by the Scottish
Social Housing Regulator,
establish a short-term
working group to review
performance indicators to be
included in annual tenant
report
01-Jun-
2023
No  Action not yet
commenced.
Jane Mack 
H/21-
24/TPS/032
Review the best
style to use to
ensure the
report is
31-Mar-
2024
Advertise for volunteers for
short working group
28-Feb-
2023
No  Action not yet
commenced.
Jane Mack  Following review of Charter
Indicators by the Scottish
Social Housing Regulator,
establish a short-term
31-Mar-
2023
No  Action not yet
commenced.

Page 18

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
accessible and
easy to
understand
working group to review
performance indicators to be
included in annual tenant
report
Implement proposals from
tenant working group in
terms of style and format to
inform Charter Performance
Report due to be published
October 2023.
01-Jun-
2023
No  Action not yet
commenced.
H/21-
24/TPS/033
Support scrutiny
activity by
offering formal
training for staff
and tenants
taking part
31-Mar-
2024
Create briefing note from
staff on role of Scrutiny
Panel and WDC commitment
to it
31-Mar-
2022
Yes Briefing note created
and presented to HIB
30 5 22 and to be
circulated to staff by
managers.
Jane Mack 
Stepping up to Scrutiny
training to be completed with
any new Panel members
31-Mar-
2024
No Stepping up to
Scrutiny training
updated March 2022
and ready for new
Panel members.
Training for new Panel
member and refresher
for existing members
carried out on 9 May
2022 
H/21-
24/TPS/034
Recruit new
members onto
the WD Scrutiny
Panel
31-Mar-
2024
Advertise and recruit new
Scrutiny Panel members Y1
31-Mar-
2022
Yes Spring 21 HN featured
Panel members in ‘On
the Spot’ article to
raise awareness.
Autumn 21 HN
included article on
Panel's latest scrutiny
report on complaints
handling process.
New member
recruited, attended
first Panel meeting on
4/3/21 and training to
commence.
Jane Mack
Advertise and recruit new
Scrutiny Panel members Y2
31-Mar-
2023
No

Page 19

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Advertise and recruit new
Scrutiny Panel members Y3
31-Mar-
2024
No
Icon Name
7. Ensure that the resources we put in place and practices we carry out are adequate to support and develop tenant participation activity
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/035
Develop an
online training
section for
tenants as well
as staff to
access
30-Jun-
2022
Assess with Organisational
Development/ICT potential
for creating online learning
that staff and tenants can
access.
30-Sep-
2021
Yes Meeting held with OD
( 27/7/21)and is
potential for
developing elearn
modules for staff.
Tenants can't get
access but option to
share with tenants
through links on TP
webpages to be
explored.
Jane Mack 
Develop content for training 30-Apr-
2022
Yes Content developed
and been created into
a draft ilearn course
ilearn course been
produced that staff
can access - the
platform used can't be
accessed from public
WDC website so
alternative options
being explored.
Advertise training available
through HN, FB and TP
Updates
30-Jun-
2022
Yes Ilearn module agreed
at HIB 27/6/22 and
ready for staff to use.
Promoted on intranet
noticeboard and
through co-ordinators.
Doesn't allow external
access so a tenant
option still to be
developed.

Page 20

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/036
Promote training
opportunities as
an incentive to
encourage more
tenants to get
involved
31-Aug-
2023
Promote training
opportunities Y1
31-Aug-
2021
Yes Article on personal
benefits of
participating including
training opportunities
included in winter HN.
Jane Mack 
Promote training
opportunities Y2
31-Aug-
2022
No 
Assess take up of training
and develop new
opportunities
31-May-
2023
No
Promote training
opportunities Y3
31-Aug-
2023
No
Icon Name
8. We will ensure we communicate effectively with tenants and provide good quality, accessible information that tenants want
Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
H/21-
24/TPS/037
Review and
improve the
content on the
TP web pages
and use of social
media
31-Jan-
2023
Analyse FB interaction 31-Aug-
2022
Yes  Ongoing Review
Hanne Thijs 
Analysis website traffic and
identify areas most used and
those not.
31-Aug-
2022
No 
Ask tenants give feedback on
website and FB page
31-Oct-
2022
No
Make recommended
changes.
31-Jan-
2023
No
H/21-
24/TPS/038
Promote TP
webpages as
resources
available 24/7
30-Jun-
2023
Once improvements have
been made, promote
webpages
30-Jun-
2023
No Action not yet
commenced
Jane Mack 
H/21-
24/TPS/039
Continue to
produce regular
31-Mar-
2024
Produce and deliver 4
editions of Housing News
during 2021/22
31-Mar-
2022
Yes 4 editions produced .
Jane Mack 
Produce and deliver 4 31-Mar- No

Page 21

Code & Title Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
editions of the
Housing News to
all tenants
keeping them up
to date with
housing
investment,
service
developments
and outcomes
from
consultations
editions of Housing News
during 2022/23
2023 
Produce and deliver 4
editions of Housing News
during 2023/24
31-Mar-
2024
No
H/21-
24/TPS/040
Assess interest
in a Reader’s
Panel as a way
of making sure
communication
is clear,
accessible
information that
tenants want
31-Dec-
2022
Research other LA/RSL
Reader’s Panels
31-Oct-
2022
No  Ongoing
Hanne Thijs
Contact interested tenant
register and FB for potential
members
30-Nov-
2022
No 
If interest, set up group 31-Dec-
2022
No
H/21-
24/TPS/041
Assess interest
in creating an
editorial group
with tenants to
develop Housing
News
31-Mar-
2024
Once Readers panel
established, assess interest
in focus on HN.
01-Apr-
2023
No  Action not yet
commenced
Jane Mack
H/21-
24/TPS/042
Review and
update Tenant
Communication
Strategy
31-Mar-
2024
Set up working group of
housing staff to review
current strategy
01-Apr-
2023
No  Action not yet
commenced
Jane Mack  Assess link in with wider
Council communication
strategy and Digital strategy
01-Oct-
2023
No
Develop a new updated
communication strategy
31-Mar-
2024
No

Page 22

Action Status
Cancelled
Overdue; Neglected
Unassigned; Check Progress
Not Started; In Progress; Assigned
Completed
PI Status
Alert
Warning
OK
Unknown
Data Only
Long Term Trends
Improving
No Change
Getting Worse
Short Term Trends
Improving
No Change
Getting Worse
Risk Status
Alert
High Risk
Warning
OK
Unknown