Community Room Policy 2026 - 2029

Thank you to everyone who took part in our consultation. Your feedback has helped us understand what residents want from community rooms and has informed the final policy and application process.

24 residents who responded on Let’s Talk Derby Homes shared their views on the proposed changes to the community room policy, and we also spoke directly with four community groups who currently use community rooms to understand their views.

What residents told us

• 50% of respondents felt the proposed changes would improve how the rooms are used.
• 66% of respondents felt annual reapplication would encourage fairer use.
• 75% of respondents felt clearer rules around cleaning, safety and charges would help protect the rooms.
• 70.8% of residents who pay the community room service charge felt the changes would provide better value for money.
• 37.5% of respondents felt focusing on groups that are open and accessible to all would have a positive impact, while 45.8% felt it would have no impact.

What community groups told us

Groups told us that community rooms are valuable places for:

• Bringing people together and reducing isolation
• Providing community support and activities
• Supporting vulnerable and older residents
• Building partnerships with local organisations and services
• Creating welcoming and inclusive spaces

Groups generally supported the proposed annual review and reapplication process, recognising that this would help keep information up to date and ensure rooms continue to be actively used.

They also supported the focus on community benefit and open, inclusive activities, while recognising the importance of fair access for different groups.

What we understand

Resident feedback highlighted that:

• Awareness and use could be improved. Some residents were unaware of the community room, what it was for, or how to access it.
• Community rooms are valued, particularly as spaces for social activities, community groups and bringing residents together.
• More opportunities for community activities were welcomed, with residents wanting the rooms to be used more regularly.
• There were concerns about private and external bookings, particularly where these could affect residents through noise, parking, or reduced access.
• Residents wanted fairer access, with groups regularly reviewing their bookings so that rooms are not held by groups that are no longer using them.
• Clearer rules and responsibilities around cleaning, safety and charges were strongly supported.

What we have we done

Your feedback has helped shape the new Community Room Policy and Application Form. These documents aim to:

• Better prioritise community based groups and services that are open and accessible to all.
• Remove private bookings with hire charges from the community room offer.
• Introduce an annual reapplication process so that groups can continue to use the rooms where they are actively using them and meeting the policy requirements.
• Better encourage open and accessible groups to promote their services and invite Derby City Council and Derby Homes tenants to their activities
• Introduce clearer expectations around housekeeping, cleaning, safety, parking, and community room charges.
• Support the rooms being used in a way that provides greater benefit to the wider community.