Southampton Tenant Insight Panel – Terms of Reference

Purpose

The Tenant Insight Panel ("the Panel") is an independently chaired body that works with Southampton City Council to improve housing services for tenants and contributes to the development of excellent services that are valued by tenants and leaseholders.

Role

• Ensure the Council hears, understands, and responds to the lived experience of tenants and leaseholders in Southampton
• Review performance against service key performance indicators (KPIs) to ensure council housing across the city is safe, warm, and decent
• Pay particular attention to the Regulator of Social Housing (RSH)’s Consumer Standards (Consumer standards Code of Practice) and ensure compliance with the Standards.
• Support the Council to learn from best practice and embed a learning culture in its housing improvement work
• Be consulted on, and contribute to, housing policy and strategy
• Offer independent scrutiny of housing issues and, where necessary, conduct deep-dive reviews and make recommendations for service improvement

Governance, Accountability & Reporting Relationship

The Panel reports to the Housing Scrutiny Panel.

• It provides an independent perspective and assurance to the Council on the performance and delivery of its landlord function.
• This does not preclude the Housing Scrutiny Panel or other council governance bodies from fulfilling their roles as outlined in the Council’s Constitution.
• The Panel is not a decision-making body; its role is to challenge, support, and advise.
• The Chair will submit a quarterly report to the Housing Scrutiny Panel, presenting insights, views, and recommendations from the Panel’s work.
• The Panel may invite members of other tenant forums or relevant external organisations to inform agenda items.

Membership

The Panel consist of up to 7 members, including:

• Independent Chairperson
• Deputy Chair (a tenant or leaseholder)
• Up to 5 tenant or leaseholder representatives

The following will attend the Panel meetings to present information or to observe:

• Cabinet Member for Homes and/or Opposition Cabinet Member for Homes
• Director of Housing
• Officers or advisors by invitation where relevant

The following persons are not able to join the Panel:

• Employees of the Council
• Any tenant or leaseholder in breach of their tenancy or lease agreement (e.g. rent arrears, anti-social behaviour, Notice of Seeking Possession)
• Any individual whose actions have brought the Council into disrepute

Term and Responsibilities

Membership is for a three-year term, renewable after review for up to six years. Members are expected to:

• Represent the interests of tenants and leaseholders across Southampton
• Respect and support other members
• Maintain confidentiality regarding sensitive information shared during meetings
• Participate in induction and training as required
• Make sound, evidence-based judgements
• Be fair, transparent, honest, and respectful in conduct
• Sign and adhere to the Panel Code of Conduct
• Complete an annual Declaration of Interest and notify the Chair of any updates
• Abide by the Seven Principles of Public Life (Nolan Principles)

Meetings

• Meetings will be held monthly or every six weeks, in line with the governance calendar.
• The quorum for meetings is four Panel members.
• Members must attend regularly. Missing three consecutive meetings or four in a 12-month period without reasonable excuse may result in termination of membership.

Review of Terms of Reference

These Terms of Reference will be reviewed annually by the Panel and the Housing Scrutiny Panel.