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Meeting
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Date
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Tenants Participated
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How are findings used
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Dover District Tenants' Consultative Group
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14 October 2025
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tbc
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• Mears – Customer Satisfaction Presentation.
• Tenancy Agreement
• Policy Officer comments following Cabinet. Tenancy Agreement
• Annual Report 2024/25
• Housing Performance data and metrics
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Dover District Tenants' Consultative Group
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02 September 2025
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6
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Mears – Contract update (post mobilisation)
Information - Compliance update
Information - Tenancy Agreement update
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Dover District Tenants' Consultative Group
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02 September 2025
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8
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• Update from Chairs Visit with Mears and visit to Void Properties
• Introduction to the new Housing Operations Manager
• Update on new Tenancy Agreement project
• Newsletter - first look at new edition
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Dover District Tenants' Consultative Group Garden Competition Prize Giving
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19 August 2025
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20
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Event to award prizes to participants. Working in partnership with Mears. Empowering and celebrating tenants.
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Dover District Tenants' Consultative Group Garden Competition Judging
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29 July 2025
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7
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Tenant directly involved in judging the tenant garden competition. Empowering and celebrating tenants.
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Dover District Tenants' Consultative Group
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22 July 2025
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7
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• Information - Development at Sholden Update
• Policy update of 6 H&S Policies
• Introduction to the new Housing Operations Manager
• Discuss new Tenant Handbook
• Newsletter Editorial
• Garden Competition
• Handbook
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Dover District Tenants' Consultative Group
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03 June 2025
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7
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• Chair’s Update
• Newsletter
• Garden Competition
• Scrutiny of 6 H&S HRA Policies
• Communal Cleaning Contract
• Discuss regulatory inspections
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Dover District Tenants' Consultative Group
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22 April 2025
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5
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• Information - Local government reorganisation
• Stock Condition (Asset Team)
• Planned Maintenance programme/ SCS
• Garden Competition
• Handbook
• Newsletter
• Chair’s update – Mears Mobilisation
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Dover District Tenants' Consultative Group
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11 March 2025
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6
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• Housing Development
• Terms of reference
• Housing Development
• Estates Update
• Regulatory Update – inspection programme 1st year complete / improvement action plan.
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Dover District Tenants' Consultative Group
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28 January 2025
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5
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• AGM – Electing Roles inc. new Repairs representative contract meeting
• Policy Process
• Mears
o Van branding – DDC logo/contact details
o Uniform/ brand guidelines.
o Customer Journey
• Social value – manage expectations
• Scrutiny of Disabled Adaptations Policy
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Dover District Tenants' Consultative Group
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12 November 2024
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5
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• Anti-Social Behaviour Policy (2024)
• Information - Parks and Open Spaces update)
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Dover District Tenants' Consultative Group
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01 October 2024
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5
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• Homelessness and Rough Sleeping Strategy 2025-2030 (at the beginning)
• Information - Estates Management Manager update
• Scrutiny of Annual Report 23/24
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Dover District Tenants' Consultative Group Garden Competition Prize Giving
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11 September 2024
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20
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Event to award prizes to participants. Working in partnership with Mears. Empowering and celebrating tenants.
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Dover District Tenants' Consultative Group
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28 August 2024
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4
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•Scrutiny and agreement of Tenant Engagement Expenses and Incentives Policy (2024)
• Housing Operations Update
• Tenant Engagement Update
• Repairs Contract Update
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Dover District Tenants' Consultative Group Garden Competition Judging
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27 August 2024
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5
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Tenant directly involved in judging the tenant garden competition. Empowering and celebrating tenants.
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Dover District Tenants' Consultative Group
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09 July 2024
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4
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• Scrutiny of Domestic Abuse Policy
• Introduction to DART Team
• Scrutiny of Managing Unacceptable Behaviour Policy
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Dover District Tenants' Consultative Group
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28 May 2024
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6
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• Parks and Open Spaces - Tree issues and Trees in void properties
• Agree terms of reference, Code of Conduct and Strategy
• Information - Housing Operation update
• Information - Estate Walkabouts
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Focus Group - Agreeing local offers
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07 May 2024
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5
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• Agree Local Offers
• Agree Code of Conduct
• Agree Terms of Reference
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Dover District Tenants' Consultative Group
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16 April 2024
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6
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• Scrutiny of Pets Policy and Anti-Social Behaviour and Hate Crime Policy
• Information - Housing Operation update
• Tenants Survey (Compare to other councils)
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Dover District Tenants' Consultative Group
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12 March 2024
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6
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• XL Bully Update
• Vulnerable Tenant Policy
• Property Assets Update
o Repairs Contract
o Energy Efficiency – Loft insulation
o Preston Update – EIP
• Senior Housing Officer Update
o Estate Inspections – Findings from the last round of inspection (Are there any problems or delays getting things sorted). Learning from the inspections.
• Housing Update from Housing Operations Manager
• Resident Involvement Update
• Forward Plan
• Set Date for Special Meeting
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Dover District Tenants' Consultative Group
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23 January 2024
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6
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• AGM
• Introduction of new Head of Housing
• Damp and Mould Video
• DDC's stance on new American Bully XL legislation
• Scrutiny of Performance figures
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Dover District Tenants' Consultative Group
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14 November 2023
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8
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• Information - Introduction to new Operations Manager
• Tenant Survey 2023 results - discussion, scrutiny and action plan
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Dover District Tenants' Consultative Group
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03 October 2023
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7
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• Information - Senior Housing Officer update on his service (ASB)
• Update on Garden Waste
• Newsletter editorial
• Garden competition
• Tenant Survey 2023
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Focus Group - Responsive Repairs Contract
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19 September 2023
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6
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Tenants have their say on the scope of the new contract. Discussing and deciding Tenant quality question/s and the Selection process
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Dover District Tenants' Consultative Group
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22 August 2023
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7
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• Information - External decorations update
• Agree tenant engagement in procurement
• Newsletter editorial
• Garden competition
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Dover District Tenants' Consultative Group Garden Competition Prize Giving
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17 August 2023
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20
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Event to award prizes to participants. Working in partnership with Mears. Empowering and celebrating tenants.
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Focus Group - Responsive Repairs Contract
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15 August 2023
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6
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Tenants have their say on the scope of the new contract. Discussing potential Community Projects, DDTG suggestions and Tenant involvement in contract management
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Dover District Tenants' Consultative Group Garden Competition Judging
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01 August 2023
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7
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Tenant directly involved in judging the tenant garden competition. Empowering and celebrating tenants.
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Focus Group - Responsive Repairs Contract
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25 July 2023
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6
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Tenants have their say on the scope of the new contract. Discuss Additions – suggestions for consideration
Repair tracking
Online reporting
Gardening Team
Bulk repairs
Blitz cleans
Handyman for sheltered schemes
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Dover District Tenants' Consultative Group
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11 July 2023
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7
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• Information - Senior Housing Officer update on his service (IL and customer/transactions)
• Update on Repairs contract
• Newsletter editorial
• Garden competition
• Tenant Survey 2023
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Focus Group - Responsive Repairs Contract
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20 June 2023
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6
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Tenants have their say on the scope of the new contract. Discuss customer journey and will calls be taken by DDC or Contractor
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Dover District Tenants' Consultative Group
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30 May 2023
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5
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• Information - planned works - kitchen programme update
• How damp/mould has impacted the planned works schedule
• Newsletter editorial
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Focus Group - Responsive Repairs Contract
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23 May 2023
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6
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Tenants have their say on the scope of the new contract. Discuss KPI’s, response times, void times
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Dover District Tenants' Consultative Group
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18 April 2023
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6
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• Information - customer journey of reporting a repair. Discussed improvements
• Information about procurement of new repairs contract
• Staff updates - retiring key staff
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Focus Group - Agreeing local offers
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18 April 2023
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6
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• Information - what is a local offer. Discussed Annual report
• You said we did/performance, comparing what we said we would achieve and how we did.
• Agreeing local offers for year ahead
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Dover District Tenants' Consultative Group
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07 March 2023
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7
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• Update on Council’s response to damp and mould
• Decisions re. Garden Competition
• EIP Progress Update
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Dover District Tenants' Consultative Group
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24 January 2023
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6
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• AGM
• Election of Officers
• Agree Focus Group Scope and Terms of Reference
• Planning agenda items for the year
• Parks and open spaces update
• Information re. Tenant Survey
• Agree new logo
• EIP downs Road agree proposal
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Dover District Tenants' Consultative Group
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01 November 2022
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6
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• Information - ASB Team Q&A
• Information about procurement of new repairs contract
• Discussed damp and mould/ condensation leaflet
• Focus Group Update
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Dover District Tenants' Consultative Group (special meeting
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25 October 2022
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7
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• Information - Tenant engagement in regulation - how important it is that Tenants have a say.
•Results of survey discussed
• Agreement about future engagement
• Discussed changing name to DDTCG - adding 'consultative' to enhance understanding of purpose.
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Dover District Tenants' Consultative Group
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20 September 2022
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7
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•Tenants agreed stopping online meetings
•Focus Group Update
• Information - Fire safety Q&A
• Newsletter editorial discussions
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Dover District Tenants' Consultative Group
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09 August 2022
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6
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• Focus Group Update
• Q&A with Parks and open spaces
• Discuss changes to ToR
• Discuss changes to Code of Conduct
• Discuss Expenses review
• Performance Scrutiny Group
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Dover District Tenants' Consultative Group
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28 June 2022
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7
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•Discussing and agreeing Cllr involvement in Scrutiny
• Review ToR
•Focus Group Update
Information - Benefit and money advice
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Dover District Tenants' Consultative Group
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17 May 2022
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5
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• Focus Group Update
• Newsletter articles and ideas for topics
• Scrutiny for new Neighbourhood Strategy
• Focus Group Update
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Focus Group - Communications
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10 May 2022
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not recorded
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Meeting 4 - Confirm the action plan – What you want DDC to do?
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Focus Group - Communications
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26 April 2022
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not recorded
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Meeting 3 - Workshops, improvements and discussing ideas
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Focus Group - Communications
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12 April 2022
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not recorded
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Meeting 2 - What other people do and what we used to do.
How can we improve?
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Dover District Tenants' Consultative Group
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05 April 2022
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6
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• Focus Group Update
• EIP
• Repairs KPIs
• Compliance figures
• ASB figures
• Poster Competition update.
• Neighbourhood Strategy
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Focus Group - Communications
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29 March 2022
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not recorded
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Meeting 1: Introduction to staff, each other, and subject area.
Why are we doing this and what’s so important about it?
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Focus Group - Tenant Involvement Project
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17 March 2022
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5
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Planning, scrutinising and agreeing the future tenant engagement activities, looking at the following areas:
• Presentation from DDC
• Desktop review – Looking at other organisations
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Focus Group - Tenant Involvement Project
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10 March 2022
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5
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Planning, scrutinising and agreeing the future tenant engagement activities, looking at the following areas:
• What do tenants want to be involved in
• Barriers to involvement
• Roundtable discussion
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Focus Group - Tenant Involvement Project
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03 March 2022
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5
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Planning, scrutinising and agreeing the future tenant engagement activities, looking at the following areas:
• Tenant engagement structure
• Best practice
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Focus Group - Tenant Involvement Project
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24 February 2022
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5
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Planning, scrutinising and agreeing the future tenant engagement activities, looking at the following areas:
• What is tenant engagement?
• Regulatory obligations
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Dover District Tenants' Consultative Group
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22 February 2022
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4
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• Information - Definition of the decent homes standard
• Information -The possibility of a pre-payment repairs scheme for tenant responsibility repairs.
• Focus Group Update (Tenant Involvement Strategy)
• Information - Our Estate Assistants
• Information - Planned works update
• Identifying what performance information needed.
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Dover District Tenants' Consultative Group
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11 January 2022
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5
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• AGM
• Election of Officers
• Agree Focus Group Scope and Terms of Reference
• Planning agenda items for the year
• Identifying what performance information the group would like to scrutinise.
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