OakleeTrinity’s Tenant Participation Strategy: Fostering Community Engagement

1. TENANT PARTICIPATION

2. History of Tenant Involvement • 2006 – Tenant Participation Officer (TPO) appointed / Part-Time • 2007 – Full-Time TPO appointed • 2007 - Development of Regional Forums and Focus Groups • 2007 – TPO secured and managed Budget for Tenant Involvement • 2009 – Tenant Representatives on Boards / General Needs Road shows / Tenant Information Sheet in Tenancy Sign-up Packs • 2010 – Tenant Inspector Team formed • May 2014 – OakleeTrinity formed

3. Existing Structures • Oaklee Trinity • 1 Central Forum • 3 Regional Forums – Belfast; North West and South West and Southern • Tenant Inspectors / Editorial Group • Tenant Forum members on Sub-Boards • AGM Resolution – 6 months extension

4. Tenant Forum Officers with Tenant Participation Officer

5. Support Staff • Tenant Participation Officer • Promote and sustain active tenant/resident participation. Encourage good practice, develop models of effective participation, provide support, advice and training to tenants’ groups. • Admin Officer – Student Placement • Reporting to TPO

6. Ongoing Initiatives Rolling programme- 2014 • Estate Walk-about – Tenant Inspectors Pilot – November 2014 • Service Charges – Tenant Inspectors Reviewed 2nd July 2014 • Editorial Team First OHT Newsletter produced • Voids review – Tenants Inspectors Inspections commenced June 2014

7. Tenant Inspectors

8. TP Strategy action timeline • SCNI appointed on 17 June 2014 • Stage 1- Scoping Exercise, to include desktop review of documents- • Questionnaire/Surveys to general needs tenants • -Focus Group Meetings- All Regional and Central Forum Meetings • Sheltered Focus Group meetings – 8 ( General Needs tenants invited to meetings) • Staff Focus group meetings - 3

9. TP Strategy timeline • Stage 2- Development of Draft Strategy- end of October 2014. • Stage 3-Consultation with tenants and staff- mid November • Stage 4- Completion of Strategy-End of November/start December • Stage 5- Support to tenants and staff to commence delivery of strategy- December 2014

10. Initial Findings • We need a new TP strategy to reflect our new organisation • Not all tenants aware of TP structure – particularly General Needs Tenants – we need to improve communication • Current Structure works for Sheltered Tenants- we need to consider how to engage better with general needs tenants • Role of scheme co- ordinators very effective • Clear gap in the involvement of General Needs and ‘Hard to Reach’ Tenants • Forum members need clarity of roles and responsibilities- development of Training Needs Analysis • Need for training and enhanced information for staff and Tenant Forum members

11. Suggestions • The development of a ‘menu’ of involvement choices for tenants • Promotion of General Needs tenant involvement • The appointment of a dedicated Tenant Participation Officer/Team • The development of Terms of Reference for Forums including roles and responsibilities • Highlight Best Practice within Sheltered Schemes

12. Suggestions • Clear communication channels and an effective structure of decision making • Strategic organisational approach to TP- not just housing • Encourage TP when tenants are being signed up • Use Sheltered Schemes as a ‘Hub’ for Tenant Involvement in that particular area

13. What now? • Consultation with tenants and staff re draft strategy • Finalised version approved by tenants; staff and Board • Implementation of OakleeTrinity’s Tenants’ Participation strategy

14. Tenant Participation