Item 11 - Appendix 1

West Dunbartonshire Council · 23 August 2023
Back to Housing & Communities Committee — 23 August 2023 and its agenda

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Page 1

H&E - "Involving You" Tenant Participation Strategy 2021/24
Generated on: 21 July 2023
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1. We will improve the culture and practice of tenant participation across housing services
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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 housing
staff during Year 2 of strategy.
31-Mar-
2023
Yes ilearn training module '
What is Tenant
ITEM 11 - APPENDIX 1

Page 2

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
participation ' available
for all staff and
promoted on intranet
noticeboard and on
ilearn platform.
Elected Members'
Seminar on 'TRAs and
how they fit into TP
structures in WDC'
delivered to Councillors
25/1/23.
Deliver TP training to housing
staff during Year 3 of strategy.
31-Mar-
2024
No  Ongoing
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.
Housing
Development
Officer
Produce quarterly TP updates
in Year 2.
31-Mar-
2023
Yes Update June 2022
produced and sent out
Update Oct '22
produced and sent out
Winter TP update
produced and sent out
Feb 2023
Produce quarterly TP updates
in Year 3.
31-Mar-
2024
No  Ongoing
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
30-Jun-
2022
Yes Summer edition full but
article held over for

Page 3

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
highlighting impact that tenant
consultation has had on service
delivery.
Autumn edition.
Review the consultation
process, guide and toolkit.
31-Mar-
2023
Yes TPAS reviewed
consultation toolkit as
part of accreditation
process and found it a
very useful tool for staff
and that was verified by
staff at focus group.
Toolkit updated with
new contact numbers.
Include article in Spring 2023
edition of Housing News
highlighting impact that tenant
consultation has had on service
delivery.
30-Jun-
2023
Yes Outcomes of Rent
setting consultation and
Enhanced Living for
MSF Strategy
consultation reported in
Spring edition.
Ensure the Consultation Toolkit
is being used for all
consultations.
31-Mar-
2024
No
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
Yes Annual performance
report created for 22/23
and circulated to TRAs,
added to webpage and
included as appendix to
update report going to
August HACC.
Design and publish an
Involving You annual report
Year 3.
31-Mar-
2024
No  Ongoing
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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
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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
Yes Website updated with
calendar for 2023/24
Ensure that Consultation toolkit
is completed for each
consultation exercise which
sets out how tenants are
advised how their views will be
used and when decisions will
be made.
31-Mar-
2024
No Consultation toolkit
summary completed for
rent setting consultation
2022/23.
Consultation toolkit
summary used in
Allocation policy review
2022.
Consultation toolkit
summary completed for
rent setting consultation
2023/24.
Consultation toolkit
used for planning and
completing
development of
Enhanced MSF
Strategy.
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
Jane Mack

Page 5

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
consultation.
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
Yes Article included in
Autumn HN reiterating
the impact tenants had
on rent setting,
Allocation policy and
LHS consultations.
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
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.
Housing
Development
Officer
Publish annual
tenant involvement
outcomes as part of
TP performance
report
31-May-
2023
Use annual TP performance
report to highlight outcomes of
tenant involvement in Year 1.
31-May-
2021
Yes Annual TP performance
report compiled and
issued to all TRA's, and
published on webpage
and FB.
Jane Mack
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
Yes Annual performance
report created for 22/23
and circulated to TRA's,

Page 6

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
added to webpage and
included as appendix to
update report going to
August HACC.
Demonstrate the
outcome(s) of tenant
involvement in
tenant scrutiny
activities
31-Mar-
2024
Scrutiny Panel final reports in
2021/22 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-Oct-
2021
Yes 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
Scrutiny Panel final reports in
2022/23, 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-Oct-
2023
Yes Scrutiny Panel report on
New Tenant visits
completed and
recommendations
agreed at HIB May
2023. Report published
on TP webpages and
article on Panel's report
included in summer
2023 HN edition.
Scrutiny Panel final reports in
2023/24 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
Ongoing
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,
31-Mar-
2023
Yes Regular attendance at
Pre-HACC Forums

Page 7

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
support tenants to understand
committee reports and keep
Pre-HACC Forum section on TP
website up to date in year 2.
continues. TP support
provided before
meeting with staff and
Housing Convener to
understand the
committee papers and
hard copies are
delivered to those
attending. Finance staff
also provide tenant
friendly versions of HRA
and finance papers
which have been very
well received.
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
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3. We will promote and provide a wide range of options for tenants to get involved with us.
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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
Housing
Development
Officer
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
Yes Regular articles in HN
promoting the activities
of TRAs, Scrutiny Panel
and consultations to
demonstrate the range
of activities available.
Support from TP staff
also promoted with
contact details.

Page 8

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Use HN to promote the range
of options and support
available in Year 3.
31-Mar-
2024
No
Produce a leaflet
version of the TP
Strategy 2021-2024
to make the TP
Strategy more
accessible and user-
friendly
31-Oct-
2023
Design and publish a leaflet
version of TP Strategy.
31-Oct-
2023
No Timescales for this
action amended.
Jane Mack
Make housing staff aware of
leaflet.
31-Oct-
2023
No
Promote leaflet through
Housing News.
31-Oct-
2023
No
Update TP webpages with
leaflet.
31-Oct-
2023
No
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.
Including leaflets for
AGMs, public meetings,
Christmas Bazaar,
walkabouts etc. Housing
Development
Officer Provide relevant support in
Year 2.
31-Mar-
2023
Yes Leaflets and flyers
designed for local
groups to promote their
meetings as well as
special events and
AGMs.
Provide relevant support in
Year 3.
31-Mar-
2024
No
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;
Housing
Development
Officer
Consult with WDTRO and plan 31-Mar- Yes Plans for a tenant event

Page 9

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
suitable event in Year 2 2023 for 2023 have begun
and WDTRO have
agreed that they happy
for an in person event
to go ahead. Energy
efficiency and the
challenges for housing
been agreed as the
preferred topic and
event date set for
16/5/23.
Consult with WDTRO and plan
suitable event in Year 3
31-Mar-
2024
No
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.
IHMS text option
successfully used to
promote rent setting
consultation.
Housing
Development
Officer
Explore and implement new
methods to provide information
and obtain tenant views in
2022/23
30-Nov-
2022
Yes 2022 Tenant
satisfaction survey -
most tenants prefer to
use traditional sources
e.g. newsletters
(85.0%) and letters
(66.5%) to obtain
information about the
Council’s housing
services. Approx. one in
three (31.5%) would
use the website to
obtain information on
services.
IHMS texting now

Page 10

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
almost fully
implemented. Being
used to send texts to
tenants.
New tenant portal being
tested which will
provide opportunity to
provide information and
obtain tenant views.
Explore and implement new
methods to provide information
and obtain tenant views in
2023/24
30-Nov-
2023
No
Develop the digital
hub, Mighty
Networks, 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.
Housing
Development
Officer
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.
Develop use of
hybrid meetings as
option for people
with limited time as
well as for those
30-Mar-
2023
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 plans
for public access to
Jane Mack

Page 11

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
with mobility issues
as an attractive
option to get
involved  from
comfort of own
home
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
Yes 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.
WDC/WDTRO Liaison
meetings for 2023 been
scheduled as in person
meetings with zoom
option to pilot hybrid
meetings.
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
Housing
Development
Officer Promote personal as well as
community benefits of getting
involved / volunteering in HN.
22-Oct-
2021
Yes Article written for
Winter HN, submitted.

Page 12

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Imbed walkabout
process for tenants
to inspect their local
area and produce
action plans for
improvements along
with Housing staff
31-Mar-
2024
Re-establish walkabouts when
COVID restrictions allow.
30-Nov-
2021
Yes 27 Oct Commitment
from Housing to do
walkabouts.
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.
Housing
Development
Officer
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.
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4. We will encourage involvement of under- represented groups such as young people, homeless people, people with disabilities and minority ethnic groups.
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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.
Housing
Development
Officer
Explore what other local
authorities are doing.
31-Aug-
2021
Yes Online research
completed Sept
21/9/2021 Email to TIS

Page 13

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
for info on LAs who are
involving young people
well. TIS are conducting
research into this
currently.
Attended presentation
from South Lanarkshire
Council on their work
with young people.
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.
Housing
Development
Officer
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 media
and other electronics
means of
communication.

Page 14

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Create information and develop
different ways to deliver this to
youth groups.
31-Dec-
2022
Yes 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.
Explore opportunities
to develop a forum
for people in
temporary/supporte
d accommodation
31-Mar-
2024
Consider what other local
authorities do.
31-Oct-
2023
No Nov '22 - Members
enquiry to TPAS
Scotland asking what
other LAs do. Housing
Development
Officer
Open discussion with staff at
supported accommodation/and
homeless team.
31-Dec-
2023
No
Develop forum based on staff
and resident consultation.
31-Mar-
2024
No
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. Housing
Development
Officer 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 involved.
31-May-
2022
Yes To be reconsidered once
site is up to standard.
Tenants currently wish
for site to be brought to
standard.
Continue
membership of West
Dunbartonshire
Equality Forum and
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 31-Mar- Yes Regular attendance at

Page 15

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
develop
opportunities to
promote tenant
participation to wider
groups
Equality Forum and engage as
appropriate in year 2.
2023 quarterly Forum
meetings continued.
TP Staff to regularly attend
Equality Forum and engage as
appropriate in year 3.
31-Mar-
2024
No
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
No 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
Provide additional
support for people
with learning
difficulties and make
that clear on any
information about
training and on
webpages
31-Oct-
2023
Research agencies in WDC who
could provide support or advice
to tenants and/or staff.
31-Mar-
2023
Yes Meeting with
Neighbourhood Network
(learning disability)
regarding possible joint
work  July 2022
Regular meetings with
Neighbourhood Network
been agreed and set up
to meet every 3
months. Article in
Spring HN to promote
the group and their
work.
Jane Mack
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

Page 16

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned 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
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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
consultation calendar for
2023/24.
30-Apr-
2023
Yes Website updated with
consultation calendar
for 2023/24.
Carry out an annual
consultation on rents
increases and
31-Jan-
2024
Review the rent setting
information with JRG and use
any feedback from previous
30-Sep-
2021
Yes Suggested changes
from tenants about
wording passed onto
Jane Mack

Page 17

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
provide clear
information for
tenants to be able to
make informed
choices
year’s consultation to ensure
rent information is as clear as
possible.
Janice Rainey.
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
Yes No changes proposed to
information and will use
range of promotion
tools to engage as
many tenants as
possible.
Carry out an annual
consultation on rent increases
2023/24
30-Jan-
2023
Yes Consultation completed
- survey closed 19/1/23
and tenants preferred
option 1 (4% increase)
being put forward to
Councillors.
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
Develop tenant
involvement in
Housing Revenue
Account scrutiny and
work towards full
compliance with the
Scottish
Government’s 2014
30-Apr-
2024
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
26/4/21
Jane Mack
Create action plan for JRG to
focus on areas not fully
30-Apr-
2021
Yes Complete - Action plan
approved by HIB on

Page 18

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
HRA Guidance compliant. 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-
2024
No Actions timescales
amended to reflect the
review of the WDC
Financial Strategy which
will involve consultation
with the WDTRO.
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
01-Jun-
2022
Yes HRA compliance plan
complete
Involve tenants in pre-rent
setting discussions about
Capital programme setting and
agreeing business plan
30-Sep-
2022
Yes Rent setting delayed
due to fluctuations in
interest rates which
have significant impact
on Business Plan so
rent options or Capital
programme not
discussed with JRG but
assurances given that

Page 19

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
this was not a
precedent and full
tenant involvement
would be re-instated in
future years.
Involve tenants in pre-rent
setting discussions about
Capital programme setting and
agreeing business plan
01-Sep-
2023
No
Develop use of revenue and
capital matrix by JRG
30-Sep-
2023
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 29 Sept
JRG meeting.
Revenue matrix
complex and still
difficult to be of use.
Being reviewed ahead
of rent setting
consultation so that it
can be made use of by
staff as well as JRG -
due date amended to
allow this to happen.
Icon Name
6. Assess our performance in line with the Scottish Social Housing Charter and involve tenants in our annual Tenant Report.
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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
01-Jun-
2023
Yes The Charter review
carried out by the
Scottish Social Housing
Regulator included a full
public consultation and
resulted in only minor
Jane Mack

Page 20

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
annual tenant report changes to some
wording on 2 indicators
so the Tenant report
will continue to focus on
the indicators that WDC
tenants have said they
are most interested in.
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
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
Yes Winter HN 'on the spot'
article featured the
current chairperson of
the Scrutiny Panel to
help people see the
tenants behind the
group.
Scrutiny Panel report

Page 21

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
due to go to HIB end of
May and article on their
latest report will be
included in the summer
edition of the HN to
help promote the Panel.
Posters for libraries
being updated.
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
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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
I-learn 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 I-learn course.
I-learn 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 I-learn module agreed
at HIB 27/6/22 and
ready for staff to use.
Promoted on intranet
noticeboard and

Page 22

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
through co-ordinators.
Doesn't allow external
access so a tenant
option still to be
developed.
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
Yes Training promoted in
Summer TP update and
on Facebook page and 3
tenants attended TPAS
conference.
Assess take up of training and
develop new opportunities
31-May-
2023
No Action delayed due to
staff member leaving
organisation
Promote training opportunities
Y3
31-Aug-
2023
No Action delayed due to
staff member leaving
organisation
Icon Name
8. We will ensure we communicate effectively with tenants and provide good quality, accessible information that tenants want
Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
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 Showing 130% increase
in reach over last 12
months
84% increase in page
visits. 140% increase in
page likes. Housing
Development
Officer
Analysis website traffic and
identify areas most used and
those not.
31-Aug-
2022
Yes 2/9 Email to Jonathan
Muir requesting this
information
12/9 email received
which provides basis for
analysis of web traffic.
Difficulties in using the

Page 23

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
information for analysis
as not everyone gives
permission for their web
usage to be tracked,
about 95% of people
decline. However, been
April-Sept 2022, 860
unique page views on
all our pages.
Ask tenants give feedback on
website and FB page
31-Oct-
2022
Yes Scrutiny Panel
considering website.
Awaiting feedback Nov
'22. Jan '23 - generally
positive feedback.
12/9 post on social
media asking for
feedback. No
responses.
Make recommended changes. 31-Jan-
2023
Yes No recommended
changes from users.
Will continue to monitor
and update with good
practice.
Promote TP
webpages as
resources available
24/7
30-Jun-
2023
Once improvements have been
made, promote webpages
30-Jun-
2023
Yes Webpages updated and
promoted in TP update,
FB post and directly to
TRA by email.
Jane Mack
Continue to produce
regular editions of
the Housing News to
all tenants keeping
them up to date with
housing investment,
service
developments and
outcomes from
consultations
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 editions
of Housing News during
2022/23
31-Mar-
2023
Yes 4 editions produced and
delivered to tenants.
Online version also
available and shared
with staff and
Councillors.
Produce and deliver 4 editions
of Housing News during
2023/24
31-Mar-
2024
No
Assess interest in a 31-Dec- Research other RSL Reader’s 31-Oct- Yes Desktop research Housing

Page 24

Action Status Progress Due Date Comment Milestone Due Date Done Comment Assigned To
Reader’s Panel as a
way of making sure
communication is
clear, accessible
information that
tenants want
2022 Panels 2022 completed 31/10.
Limited Readers Panels
in other RSLs. Lots of
Scrutiny Panels in
various guises which
overlap in activities.
Development
Officer
Contact interested tenant
register and FB for potential
members
09-Dec-
2022
Yes On-going webpage on
WDC website asking for
contact for interest for
Readers Panel.
Facebook post Dec '22
asking for interest.
Email sent out Dec' 22
to interested tenants
asking for expressions
of interest
If interest, set up group 31-Dec-
2022
Yes Only one person noted
interested. Staff to
continue conversations
with tenants in the
future.
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.
31-Oct-
2023
No
Jane Mack
Review and update
Tenant
Communication
Strategy
31-Mar-
2024
Assess link in with wider
Council communication
strategy and Digital strategy
01-Oct-
2023
No
Jane Mack Set up working group of
housing staff to review current
strategy
31-Oct-
2023
No
Develop a new updated
communication strategy
31-Mar-
2024
No
Action Status
Cancelled

Page 25

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