Community Voice
Minutes - 10th April 2017
Present:
Janine Garner (Chair)
Terry Chatwin (Vice chair)
Tony Sanderson (Treasurer)
Tim Mills (Secretary)
Pat Stephenson
Madge Bartlette
Les Machin
Allan Dinnage
Keith Lumbers
Jim Newcombe
Jill Milner
Keith Riley
Pam Slack
Harry Mortimer
Maria Havercroft
Mary Southgate
Richard Leach
Mo Weller
Ron Weller
Bill Drinkeld
Staff in attendance
Karen Cowan
Wendy Wolfe
Steve Shelley
Matt Kelly
Lisa Smith
Steve Gilmore
Steve Hepworth
Guests
Gillian McClaren (TPAS)
Tariq Mahmood (CSE)
1. Welcome, apologies and housekeeping
Janine welcomed everyone to the meeting, introduced the guests to the group and
went through the housekeeping.
Apologies were received from Vic Fernandez, Albert Wilson, Ian Bulleyment, Ron
Bartlett and Ian Wilkins.
2. Accuracy of previous minutes
The minutes of the meeting held on 13th March 2017 were agreed as a true record.
Proposer: Jim.
Seconder: Pam
Wendy went through the action plan.
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New builds - names of interested people had been passed on to Martin Phillips.
East Midlands Tenant Participation Forum (EMTPF) – those booked for attending the
spring seminar in April include: Colin Crannidge, Keith Lumbars, Janine Garner
and Denis Whipham.
TPAS Conference – those booked to attend the conference in July include: Tim
Mills, Jill Millner, Jim Newcombe and Steve Hope.
3. Reminder of enquiry log
Janine reminded the group of the enquiry log and that personal issues should be
put in there and not brought up in committee.
4. Board Observers
The next board meeting is to be held on 9th May 2017. Anyone interested in
observing should contact Customer Engagement.
Action: names interested in attending the board meeting to be passed on to
Customer Engagement.
5. Finance Report
Tony updated the group of the accounts.
Balance in the bank:
£2090.20
There was an outstanding invoice of £717.60 to be paid to TPAS leaving a new
balance of £1372.60.
DECISION
6. Distraint report
Matt Kelly answered questions on the use of bailiffs.
He explained this was final result and will be considered on an individual basis. It
is estimated that up to 30% of future debts could be recovered. This would only
apply to former tenants.
Community voice would be consulted again after a 6 month trial period.
After discussion a vote was taken. The result was:
For: 18
Against: 0. It was also agreed to review this in 6 months time.
7. Volunteer code of conduct
Karen explained this document had undergone an annual health check.
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She proposed that the following change be made to 4.11.4
Ongo homes shall investigate all breaches of the code that are brought to their
attention. If any volunteer or member of staff experience a breach of the code
and want to report this, they must do so in writing within 14 days of the incident
taking place, to the Customer Engagement Manager. In the first instance the….
(etc)
After discussion a vote was taken. The result was:
For: 19
Against: 0
DISCUSSION
8. Service charges
Steve Hepworth explained that when the rent report was presented it was asked
about service charges.
The service charges work a year behind (the spend from last year is recovered this
year). Thousands of homes are affected.
He presented the document and pointed out the changes to the main charges and
the areas that get the service charges. The final chapter explained the changes in
service charges.
He also explained that TV aerials have been standardised over all homes. When
asked he explained that service charges for this helped fund the whole scheme.
When asked about heating charges he informed the group that heating charges
were not shown. It was just for communal charges.
After a discussion on the various aspects of service charges, Janine thanked Steve
for his presentation.
9. Damp / Mould in premises
Russ Edwards was unavailable to attend the meeting, Steve Shelley (Area manager
for repairs) kindly stood in.
Due to the short notice he was unable to give a full presentation but said he would
be more than happy to answer any questions.
Tim asked if he could give a short chat about his research on the matter. This was
agreed upon.
Tim pointed out that Ongo had no policy on Damp in homes and only appeared to
have a short leaflet that detailed the tenant’s responsibility towards it. He also
gave a short run down on the law regarding tenants and landlords responsibilities
in this matter.
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He explained that, in fairness no housing association appears to have a policy
regarding damp, apart from one, and it seemed to be a “forgotten problem”.
Steve explained the process for cleaning mould off walls. Workmen were trained to
recognise signs of mould, including wall cracks, bad ventilation, windows, humidity
and other factors. Any factor that may affect mould is checked and possible causes
investigated.
Steve and his team work closely with tenants to help minimise these factors and
ensure adequate ventilation.
New properties are “airtight” and unventilated. A “positive block” can be put in
place in these properties to help with ventilation and air flow.
After discussion it was agreed to come up with an action plan to look towards a
policy. A separate meeting with community voice members would be held for this.
Action: Customer Engagement will arrange a separate meeting for community
voice members to attend.
INFORMATION
10. Estate services presentation
Lisa Smith and Steve Gilmore gave an update on the Estate Services.
Caretaking had been reviewed last year, including staff services and a review of
costs.
Caretaking is funded by service charges.
The costs of materials, vehicles, fuel and tipping removal had been analysed.
As a result there have been role and rota changes. There are now 6 caretakers and
5 cleaners and team working project models had been introduced.
Vehicles had been reduced by 2 and improved journey planning helping with fuel
costs. Materials were now being sourced from different suppliers to help improve
VFM and quality.
Surveys will be held on a quarterly basis to help improve customer feedback.
After the presentation, Janine thanked Lisa and Steve for their talk.
11. Customer Engagement Activity update
Tenants’ Contents Insurance. Two names have been passed on to Julie Collins to
be involved in looking at this.
One Click at a time computer sessions to be held in Caistor Road starting in May.
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Neighbourhood Pride events are being held during Easter at Ulceby, Caistor Road
and Earls Walk.
The Ongo Carnival will be held on 2nd August, 11.00am to 3.30pm. Any groups
wishing to have a stand are to contact the Customer Involvement Team.
12. Any other business
Karen: Two policies are due for an annual health check – the Resident Association
Funding Policy and Customer Engagement Policy. It is not expected any changes
will be made.
Karen: John Daley from I.T. has sent an update for CV on further progress
regarding the Tenant Portal contract. This has been awarded to Aareon. 1st Touch
Meetings will now take place with them to discuss what key elements will be in the
new portal. Further updates will be given when available.
Steve Hepworth: There have been staffing changes agreed in 2 teams for
efficiency reasons - Maintenance and Housing Management.
a) Maintenance Team:
The number of repairs has reduced, so not as many staff are required. Ongo
will lose two “trade staff” within the teams of plasterers, bricklayers and
carpenters. Managers will be reduced from 6 to 4. Voluntary redundancies have
been made available. These changes will not affect the service that tenants
receive.
b) Housing Management:
A manager has left. Managers will be reduced from 6 down to 4. Officer level
will be reduced by 2. Voluntary redundancies have been made available. These
changes will not affect the service that tenants receive.
13. Date and time of next meeting
Janine thanked the members for attending and set the date and time of the next
meeting as 8th May 2017 at 1pm in Heslam Park.
The Chair thanked everyone for attending and closed the meeting.
CHAIR'S NOTE: CAN ALL MEMBERS PLEASE ENSURE THAT ALL REPORTS ARE READ
IN
ADVANCE OF THE MEETING
Community Voice Officers Contact details:
Janine Garner (Chair) - (01724) 330589 mobile (07707) 659289
E-mail: [email protected].
Terry Chatwin (Vice chair) - (01427) 752189 mobile (07826) 002332
E-mail: [email protected]
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Tim Mills (Secretary) – 07583032117
E-mail: [email protected]
Tony Sanderson (Treasurer) - mobile (07715) 406995
E-mail: [email protected]
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