Minutes
East Sussex Area Panel Annual Meeting
Date:
Time:
Venue:
7 May 2015
5.30 pm to 8.00pm
The Watch Oak, Chain Lane, Battle, East Sussex TN33 0YA
Present: Chris Feeney-Miles (CFM)
Chris Wickerson (CW)
David Stone (DS)
Martin Osment (MO)
Michael Hathaway (MH)
Pat Arnold (PA)
Val McDonald (VM)
In attendance:
Vanessa Biddiss (VB)
Karen Earl (KE)
Steve May (SM)
Zoe Jackson (ZJ)
Graham Morrow (GM)
Joyce Rook (JR)
Apologies:
Glenn Jopson(GJ)
Joy Hughes (JH)
Keith Glazier (KG)
Marrissa Stepanek (MS)
Paul Crouch (PC)
Head of Area
Resident Governance Officer (minute taker)
Neighbourhood Manager
Head of Region – Community Development
Resident Involvement Manager
Community Worker - Sussex
Guest: Maxine Neve, Bexhill resident
Introductory items
Action
1.0
Welcome and introductions
1.1
Vice Chair, Chris Wickerson (CW), Chaired the meeting. CW
welcomed everyone to the meeting. Area Panel members, staff and
guests introduced themselves.
1.2
Vanessa Biddiss (VB) Vanessa Biddiss updated members saying
Martin Jones will not be returning to AmicusHorizon. He's taken a
position at Eastbourne Borough Council. The Panel sent their best
wishes.
2.0
Icebreaker
2.1
Val McDonald (VD) asked if you were stranded on Blakeney Point
what one item and who would you take?
3.0
Apologies for absence
3.1
Apologies received from Glenn Jopson, Joy Hughes, Keith Glazier,
Paul Crouch and Marrissa Stepanek.
4.0
Declaration of interest
4.1
Martin Osment (MO) declared an interest in a Local Improvement
Fund (LIF) application for Weavers Court, Shoreham.
4.2
CW declared an interest in the LIF application from residents at Asten
Fields, Battle.
4.3
Pat Arnold declared an interest in the Strome House, Bexhill patio LIF
application.
Standing items and corporate issues
5.0
Minutes of the meeting held on 17 February 2015
5.1
Approved
5.2
The minutes of the meeting on 17 February 2015 were approved
without amendment.
6.0
Action list
6.1
(VB) presented the key messages. The only key messages remaining
are:



9/5/13 16.00 Darvel Down, Netherfield bus stop positive press
story. GM will invite residents to come and have their photo
taken on 19 June
19/2/15 - 13.20 Steve May (SM) has spoken to the scheme
manager and invited members to a Kurling and Boccia game at
Burghwood House. They could hold a meeting in the lounge
too. Members agreed
19/02/15 – 20.10 The Chairs of East Sussex Area Panel and
Sussex RAMP are still planning to meet.
6.2
Agreed
6.3
The panel agreed closure of completed action points.
6.4
The open actions were discussed and noted.
7.0
Key Messages
7.1
(VB) highlighted the following key message:


980 - Residents’ Council (RC) have endorsed the Governance
Review policies and plans and passed to Strategic Board for
approval on 13 May 2015. Briefing sessions will be held for
staff and residents in July
987 Malcolm Johnson attended Board and was really
complimentary about the working relationship between Rother
GM
SM
MO/VM





District Council and AmicusHorizon Ltd.
971 - RC asked Area Panel's and RAMPs to keep key
messages focussed and relevant
973 - RC agreed the more residents should be consulted about
how we should celebrate diversity
974 - Karen Earl (KE) promoted the Dorn Moller award asking
for nominations by 24 July
976 - RC endorsed the Design Award Scheme and asked for
one resident from each region to join the decision panel
962 - Hastings Area Panel considered identifying a member to
champion each of the three priorities (portfolio style). KE know
what area's you'd like to be involved with.
7.2
RC feedback – Visitors from Northern Ireland came to AmicusHorizon
in April to find out how we’re so successful at resident involvement
and scrutiny. They were very impressed.
7.3
RAMP feedback away day - fencing took up a lot of the time. Energy
saving was promoted.
Area Performance
8.0
Head of Area report
8.1
VB presented the report.
8.2
East Sussex Area Plan 2014/15 - We've made excellent progress.
Everything has been delivered except no. 12.because the figure for
energy efficiency was inaccurate. The next Area Plan will be drafted
and sent to members for ideas to add to the Plan.
8.3
Development has achieved excellent progress. All residents have
moved from Roselands, Sedlescombe and The Maltings, Peasmarsh.
At Old Rectory Court, Burwash only four residents remain and they'll
all move out together at the beginning of June. Planning permission is
now being sought.
8.4
Alexander Court, Bexhill - The old part of the building is empty and a
big opening event will be held in June. A piece of land has been
purchased to increase the size of the gardens. Residents will be
consulted about the design.
8.5
Patchless working is being introduced for Housing Officers on 1 June
2015. It's an enhancement of the current service and will enable
residents to see a Housing Officer quicker. If residents want to wait
for a specific Housing Officer they can, but they may have to wait
longer. The service will be reviewed after three months with
residents.
8.6
Welfare reform - Universal Credit went live in Hastings and Rother on
21 April 2015. It impacts single people with no children at the
moment. AHL have been preparing for this for two years and building
VB
relationships with Job Centre Plus DWP etc. Since April last year
£2.1 million has been claimed for residents. The Financial Inclusion
Teams are beginning to work patchless too.
8.7
Digital Inclusion project have trained Digi Champions. There are 15
Sussex champions. Nathalie Harris will present more about this at the
next meeting.
8.8
Community Development – the project plan for 2015/16 was
presented. Members were invited to give ideas to Zoe Jackson (ZJ).
8.9
Resident Involvement – Resident, Jess Knowles has worked well to
get neighbours involved in the Coronation Gardens, Battle Play
equipment project.
8.10
Area Panel Budget 2014/15 - the total spend shows significant saves
given up to the Savometer. The Local Improvement Fund was totally
spent.
8.11
KE will send 2015/16 budgets to members.
8.12
Taking the Temperature – 2014/15 performance
8.13
Targets achieved are:
 % satisfaction with landlord
 Satisfaction with neighbourhood. 398 residents surveyed and
378 were satisfied. Actions are taken on all negative
comments.
8.14
The relets target was narrowly missed. Sussex had over 600 relets,
more than Kent and London. Each Region has the same staff
resources.
8.15
Seven complaints were received. One complainant was dissatisfied
with the way the complaint was handled.
8.16
Youth and families priority - 14 under 25 residents were involved in
Resident Involvement activities.
8.17
% tenancy turnover is higher than other Regions but the development
work has impacted.
8.18
52 low level anti-social behaviour cases were reported.
8.19
Income - rent arrears have increased slightly. It is influenced by
Housing Benefit claims etc. Claims are handled differently, they are
suspended when changes occur and will impact the results. The
Income Team visit all residents when they move in.
8.20
Members expressed concern about the small numbers surveyed.
8.21
VB explained how targets are set each year. They are very
KE
challenging.
8.22
Noted
8.23
The performance achieved in 2014/15 was discussed and noted.
Presentations
9.0
Review of the Year
9.1
VB presented the highlights:




Area Plan 2014/15 delivered
Excellent progress on Priorities
Savings to the Savometer
LIF budget all spent.
9.2
Noted
9.3
Members noted their achievements.
10.0
Facebook Demonstration
10.1
Nathalie Harris (NH) was unable to do the presentation via video
conference due to a power cut in Sittingbourne. NH will attend the
next meeting in August.
Key decisions for discussion
11.0
Local Improvement Fund update
11.1
Steve May (SM) presented the report.
11.2
Last year's budget was spent in full and included a large payment to
the Coronation Gardens play area.
11.3
The LIF budget for 2015/16 is £22,251.
11.4
Three new enquiries have been received:



Allards, Guestling - fencing a communal garden
Asten Fields, Battle - purchase a bench
Strome House, Bexhill – create a patio area.
11.5
Burghwood House application - quotes received from Booker and
Best for a shed and patio.
11.6
To repair the existing shed will cost the same as replacing it ie
£2,504.50 inc VAT. The replacement price includes laying a concrete
base and erection. Members challenged the cost. SM will challenge
Booker and Best initial quote and work with the Residents Association
who could appoint their own contractor. The Asset Management team
SM
would have to be satisfied with the specification.
11.7
Patio area quotes are:
20 meters square = £2,368.20
29 meters square = £3,920.60.
11.8
Residents have chosen a sloping area of land which catches the sun.
The sloping site has an impact on the cost. Members agreed to fund
the 20 square meter patio.
11.9
Strome House, Bexhill - patio area is being visited by the LIF Sub
Group. Quotes received for £1,567.80 for a 12 square meter patio.
The patio furniture purchased by the Panel last year. Members
unanimously agreed.
11.10 LIF Sub Group - members were asked if they'd like to join it. Michael
Hathaway (MH), CW and Pat Arnold (PA) volunteered to join the subgroup and accompany SM on site visits. Martin Osment (MO) will also
join via email.
11.11 Weavers Court, Shoreham - MO raised the refusal of Weavers Court
LIF application for installation of a traffic mirror at a cost of £250.
11.12 SM contacted West Sussex County Council (WSCC) Highways Team
and was advised they don’t allow mirrors to be placed on the highway.
MO suggested it be attached to the building.
11.13 The sub group were advised it would go to application stage but after
seeking advice from WSCC it was not progressed.
11.14 Agreed
11.15 Members agreed to fund:
 Burghwood House 20 meters square patio
 Strome House 12 meters square patio.
11.16 More quotes will be sought for replacement of the shed at Burghwood
House before a decision is made.
11.17 A site visit with SM, Ray Phillips, MO and Highways will be arranged
at Weavers Court, Shoreham to discuss the traffic mirror application.
11.18 SM will communicate the outcome of LIF applications sooner including
the ones who don’t meet the criteria.
12.0
Area Panel Effectiveness Report 2014/15
12.1
KE presented the report.
12.2
Each part of the Governance Structure writes an annual effectiveness
SM/RP/
MO/
WSCC
SM
report to review what they’ve achieved, attendance, improvements
identified and how effective they have been.
12.3
Members considered what they would like to record on their
Effectiveness report 2014/15 under the following headings:





Area Plan
Performance and influence
Local Improvement Fund
Relationships between AHL residents, local community and
other AHL groups
Meetings and membership including attendance and
contribution.
12.4
Agreed
12.5
Members discussed the Effectiveness report and gave examples of
what they wanted to see in the report 2014/15.
13.0
Strategic Plan 2016/20
13.1
VB presented the report.
13.2
The Strategic Plan 2016/20 sets out what we're going to do in the
future. Members were asked to contribute to the first draft of the
Strategic Plan.
13.3
A quiz was used to set the scene including:
1.
2.
3.
4.
5.
6.
7.
8.
9.
How many households are on the waiting list for an affordable
home in England? 1.8 million households in England on the
waiting list for a home – an increase of 81% since 1997 or 2.5
times population of East Sussex (800,200)
How many households with children in England were living in
temporary accommodation at the end of 2012? 40,000 - Nearly
41,000 households with dependent children were living in
temporary accommodation at the end of December 2012.
Across AH areas what percentage of families are lone parents
with dependant children? 33%
In December 2014 what was the average yearly fuel bill (gas
and electric in the UK)? £1300 – yes that’s £25 per week
What percentage of AH tenants have told us they are
vulnerable in some way? 25%
What percentage of residents are over 60 in Sussex? 40% - its
22% for AH
What percentage of residents in Hastings have a disability?
33%
What percentage of Sussex residents have children over 18
living at home? 9%
In 2014 what percentage of the UK population used the
internet everyday? 76% - 21% of AH residents want us to use
email to contact them.
13.4
Members individually prioritised a list and this was the result.
13.5
Strategic Plan 2016-20
Build more homes to help more homeless
families, and those in housing need
Make homes more energy efficient and
cheaper to run for residents
Improve the homes people live in
Reduce anti social behaviour
Help residents off welfare benefits and into
work
Create a sense of community
Deliver great customer service
Save money by offering more services
online
Offer more choice to residents
East Sussex
Area Panel
result
1st
2nd
3rd
4th
5th
6th
7th
8th
9th
13.6
Agreed
13.7
All Area Panels and RAMPs have been consulted and their views will
be used to write the Strategic Plan 2016/20.
14.0
Resident Involvement (RI) Strategy 2016/20
14.1
VB presented the report.
14.2
A new Steering Group is being set up to help write the RI Strategy
2016/20.
14.3
The Steering Group will meet four times in Croydon and staff will
consult other residents. The Consultation Plan is detailed and was
approved by Residents' Council.
14.4
The draft action plan will come to Area Panel in November for
comment.
14.5
Agreed
14.6
Members agreed to contact David Newsome, Head of RI, if they’re
interested in joining the Steering Group.
14.7
Members asked for video conferencing because it’s better value for
money and more accessible.
DN
Information items – items are only discussed if questions are asked in advance of
the meeting.
15.0 Governance update
15.1
No questions raised, this item was not discussed.
16.0
Lettings update
16.1
No questions raised, this item was not discussed.
17.0
Feedback from other groups
17.1
Open Forum - A resident requested water meters be installed.
Residents in flats have a shared main and it's more difficult to find a
suitable place for the meter. Residents asked for more support.
17.2
Water suppliers are relying on residents to know how to get a
reduction in cost. The Financial Inclusion team are working towards a
solution to empower residents to take action themselves by producing
a procedure.
Key agenda items for next meeting
18.0
Items for the next meeting:
 Area Panel Effectiveness 2014/15 for approval
 LIF applications.
Key messages
19.0
19.1
Agree key messages for communication to the rest of the
governance structure




The Panel will scrutinise Local Improvement Fund items for
value for money ie how many residents benefitting and cost of
work. Use of approved suppliers sometimes increases the
overall cost. SM will give detail of numbers benefitting linked to
each application in future.
Video conferencing requested for RI Strategy consultation to
improve value for money and accessibility
Members support the Mutual Exchange review following a
stage three complaint. It’s looking for a more robust process
Stock tour in Eastbourne, Alexander Court, Bexhill and the new
extra care development in Bexhill, The Orangery. VB/KE will
create a route.
Message
to:
RC/
Laura
Bradley
RC/DN
RC/HAP
/ RAMP
HAP/Su
ssex
RAMP/
VB
Any other business
20.0
A News and Views article with before and after on LIF apps with
quotes from residents who have benefitted. Emphasise the role of the
Panel and achievements.
The meeting closed at 8 pm.
Signed by the Chair Val McDonald
Dated
20 August 2015
1
SM/KE