Each year, a Tenant Participation Action Plan is published as part of Hjaltland Housing Association’s five-year Business Plan.
The following table details the delivery of the plan during the 2024/25 reporting year, detailing all tenant participation activity and ensuring the Association is delivering on its commitment to maximise tenant input.
Action | Responsibility | Resources | Timescale | Completed | Comments |
Tenant Focus Group Quarterly Meeting One Review of ARC data and discussion on annual report | Director Housing & Housing Officer | Time | June 2024 | YES | Completed 14th June 24 – review of ARC, compliments register & Development updates |
Summer TP event | Housing Officer | Time | Summer 2024 | YES | Completed –
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Newsletter One Postal & electronic | Director of Housing & Housing Officer | Time Production & printing costs | July 2024 | YES | Completed & circulated to all tenants |
Tenant Focus Group Quarterly meeting Two Annual Report drafting | Director of Housing & Housing Officer | Time | August 2024 | YES | Completed 20th September – Director of Assets presented findings from insulation trial project |
Newsletter Two Postal & electronic | Director of Housing & Housing Officer | Time Production & printing costs | September 2024 | YES | Completed & circulated to all tenants |
New build scheme surveys; Berryview, Scalloway | Director of Assets & Management Development Officer | Time | September 2024 | YES | Survey distributed to all new tenants at Berryview Phase One |
Delivery of ARC performance report to all tenants as part of Annual report | Director of Housing & Housing Officer & TFG working group | Time Production & printing costs | 31st October 2024 | YES | Annual report sent to all tenants in October 2024 |
Appraisal of Annual Report information & general service feedback | Director of Housing | Time | December 2024 | YES | Completed in November 2024 |
Tenant Focus Group Quarterly meeting Three | Director of Housing & Housing Officer | Time | November 2024 | YES | Combined with November TFG - completed Friday 6th December – ‘tea and tabnabs’ |
Newsletter Three Postal & electronic | Director of Housing & Housing Officer | Time Production & printing costs | December 2024 | YES | Completed & circulated to all tenants |
Pre-Christmas TFG meeting @ HHA offices | Director of Housing & Housing Officer | Time | December 2024 | YES | Completed Friday 6th December – ‘tea and tabnabs’ |
Annual rent consultation with all secure tenants | Chief Exec/ Director of Housing | Time | Jan - Feb 2025 | YES | Completed – following feedback from TFG, consultation document sent to all tenants in January 25 |
Tenant Focus Group quarterly meeting Four | Director of Housing & Housing Officer | Time | February 2025 | YES | Completed – meeting held 14th February 25. Agenda included Q3 performance, Rent consultation, Lettings Plan, Website Updates and Out of Hours repairs |
Newsletter Four Electronic Postal & electronic | Director of Housing & Housing Officer | Time Production & printing costs | March 2025 | YES | Completed & circulated to all tenants |
Representation at Tenant Participation Advisory Service Annual Conference | Housing Officer | Time TP Conference budget | TPAS conference 2024 – date to be confirmed | YES | Housing Officer attended conference in June 2024 |
The following actions will be completed throughout the year | |||||
Policy consultations; Bad Debts Policy Estate Management Policy Repossession Policy Short SST Policy Mutual Exchange Policy Arrears Policy Tenant Participation Strategy Pets Policy | Director of Housing & Housing Officer | Time | Policies to be adopted throughout the year | YES | All policies underwent consultation with the Tenant Focus Group prior to adoption by Management Committee |
New tenant survey on re-let standards and process | Senior Housing Officer & Housing Officer | Time | Following every new tenancy | YES | All new tenants received a settling in survey |
Repairs satisfaction survey | Technical Administration Assistant | Time | Following every repair | YES | All repairs were accompanied by a satisfaction survey |
All new staff to have received induction on tenant participation | Appropriate Line Manager | Time | Throughout year as required | YES | As and when appropriate |
Upload committee minutes to website | Corporate Services Officer | Time | Monthly | YES | Public minutes are uploaded to The Association website following every Management Committee |
Provide user feedback information on one stop shop to committee | Director of Assets | Time | Throughout year as required | YES | Surveys completed and feedback provided to Scottish Government Care & Repair team |