Tenant involvement is about tenants and Retirement Living leaseholders taking part in the decision making process and influencing choices which affect the services, homes and communities in which they live, which are delivered by us as their landlord.
We recognise that involvement can lead to real, positive outcomes for residents, communities and us as a landlord. In order to demonstrate that we value the contribution of our tenants and Retirement Living leaseholders we have developed this recognition scheme.
This recognition scheme is designed for council tenants and Retirement Living leaseholders. Although for the Annual Garden Competition and Annual Group Awards it is likely that the group will consist of a mixture of tenants/leaseholders and other residents to be eligible for entry tenants/leaseholders must be part of the group.
20 points per hour of participation will be given to tenants and leaseholders, with points allocated for each 15 minutes or more. Activities covered:
- Attending a resident group meeting (face to face or virtual) with time allowed for travel there and back and any preparation needed e.g. reading minutes, typing notes etc. In addition to points for the length of the meeting.
- Attending a focus/project group with time allowed for travel there and back and any preparation needed e.g. reading minutes. In addition to points for the length of the meeting.
- Being part of the scrutiny group with time allowed for travel there and back and any preparation needed e.g. reading minutes, typing notes etc. In addition to points for the length of the meeting.
- Being part of the virtual reading group. Points will only be allocated if the member responds with comments on the reading material. All respondents will be allocated the same amount of time for consistency.
- Responding to a consultation. Time allocated will depend on nature of consultation e.g. size and complexity. All respondents will be allocated the same amount of time for consistency.
- Responding to a survey – either online or a paper copy. Time allocated will depend on size and complexity of the survey. All respondents will be allocated the same amount of time for consistency.
- Being part of the Grants panel – with time allowed for reading minutes, typing notes etc. All members that respond will be allocated the same amount of time for consistency.
- Attending an Estate Walkabouts – Housing Officer/Estate Warden to inform Tenant Involvement Team of the length of time the walkabout lasted and who turned up so that points can be allocated.
- Attending the Retirement Living/Older Persons Forum with time allowed for travel there and back and any preparation needed e.g. reading minutes, typing notes etc. In addition to points for the length of the meeting.
- Attending the Leaseholder Forum with time allowed for travel there and back and any preparation needed e.g. reading minutes, typing notes etc. In addition to points for the length of the meeting.
- Being part of and attending meetings of the Consultative Forum with time allowed for travel there and back and any preparation needed e.g. reading minutes, typing notes etc. In addition to points for the length of the meeting.
- Being part of and attending meetings of the Complaints and Customer Feedback Panel with time allowed for travel there and back and any preparation needed e.g. reading minutes, typing notes etc. In addition to points for the length of the meeting.
- Being an active Community Representative, Estate or Block Champion, points will be allocated on the basis of the time spent by representative/champion in monitoring and working on their estate/block
- Being part of the Text Forum and responding to text request. Time allocated will depend on nature of text e.g. size and complexity. All respondents will be allocated the same amount of time for consistency.
A £10 voucher will be allocated for every 50 points achieved. Unused points will roll over from one financial year to the next or until 50 points are reached and a £10 voucher issued.
Scrutiny Groups
In addition to receiving points, after the successful completion of a scrutiny project each member of the scrutiny group will be given a £50 gift voucher, provided that they have attended at least 75% of the meetings of the group.
Focus Groups
Anyone attending a focus/project group, in addition to receiving the points, will also receive a £20 gift voucher.
Tenants attending Scrutiny Groups, Focus Groups or any associated training events will be able to claim additional expenses as set out below:
- Tenants will be paid via WDC or Resident Group for mileage at 45p per mile or travel cost using public transport, and if neither of these is an option the cost of a taxi. Cost will only be reimbursed upon proof e.g. receipt.
- Child Care or other care costs will be paid up to a maximum of £10 per hour upon proof e.g. receipt/invoice.
- Where WDC run a focus group, training event, scrutiny meeting etc. refreshments will be provided. If it is an all-day event lunch will be arranged, as far as practical we will meet any special dietary needs or arrange an alternative option.
- All tenants and leaseholders will be offered appropriate training in order to get involved. The nature of the training will depend on their involvement. Not only will the training help them to do the role and get involved, but will also give them skills that could be used in their personal lives.
The Annual Awards Scheme will be piloted during 2022/23 and 2023/24. The Scheme will be divided into two categories:
Individual Awards
- Tenant or Leaseholder of the Year – Someone who has and made a significant contribution to the lives of the people in their community.
- Good neighbour award (tenant or Leaseholder) – Someone who goes that extra mile for their neighbour/s e.g. by helping them with their shopping, gardening or household chores, or personal issues.
Each individual award winner will receive a £50 gift voucher
Group Awards
- Community group of the year – Awarded to a group that has worked to improve their area by making estate improvements, putting on activities for local people, providing services to the community etc.
- Best community project – Awarded to a project that improves the lives of our residents and brings the community together. This could be a project to improve an underused green space such as a community garden, seating scheme or planting scheme etc.
- Best community event – Awarded to an event that brings the community together for example, community trips, fun days, celebratory events, a sports group etc.
Where the group award goes to a group with a constituted Resident Group/Association they will receive a grant for £100 towards further work of Resident Group. If not, they will receive a trophy.
Anyone will be able to nominate to any of the categories – no individual or group can nominate themselves. The Annual Awards Scheme will be advertised in the spring edition of Threshold. All nominations will be published in the autumn edition of Threshold and all tenants and Retirement Living residents asked to vote, online or by post. Voting will close mid-November and the award winners notified by the beginning of December. We will develop an Awards Panel consisting of tenants and Retirement Living leaseholders to help us process votes and determine the winners for each of the categories.
A payment of £25 gift voucher to tenants who allow us to show prospective new tenants around their property during their 4 week notice period.
Funding
The full costs of the Tenant Rewards Scheme will be met from within the existing Housing Revenue Account budgets.
A budget of £5,000 will be set aside. The scheme will be administered by the Tenant Involvement team.