ESSEX REGIONAL COMMITTEE
MINUTES OF THE MEETING HELD ON: 22 NOVEMBER2010 AT 18.30
PRESENT:
Members:John Elkins (Chair); Carol Franklin (Vice Chair);Steve King; Keith Dabbs; Darren Coan; Lesley Cartwright; Ken Dean;Brian Smith; Jacqueline Chapman
Officers:Mary Gibbons (Regional Director of Housing - Essex) (RDH(E));Terry Bird (Director of Asset Management) (DoAM);Shalene Brooker (Supported Housing Manager); Val Feakins (Foyer Manager); Jan Collier (PA to the CE);Linda Kirby (Committee Secretary);
Observer:Rodger Howell
24/10/11
APOLOGIES FOR ABSENCE
None received
25/10/11
DECLARATIONS OF INTEREST
None received
26/10/11
MINUTES AND MATTERS ARISING
(a)AGREED that the Minutes of the Essex Regional Committeemeeting held on 06 September 2010 be confirmed and signed as a correct record.
(b)Minute Number 12/10/11 – Asset Management De-mystified - Brian Smith queried what ‘strengthening the relationship with the Axis Finance Director’ meant. The Director of Asset Management explained that he had regular dialogue with the Axis Finance Director, and there were six monthly reviews of Axis accounts, the latest set showing them in good financial health.
The Chair said that he had received an email from Richard Frost (Chair of Swan Housing Association) detailing how he would like the minutes dealt with when produced. The Company Secretary would send them to the Chairfor any amendments or comments. Once received the Company Secretary would send them to all Committee members for their input. They would then be presented at the next meeting for approval;
(c)How to measure the success of the Committee
Members had been asked, at a previous Committee meeting to send in their ideas on how to measure the success of the Committee. So far no comments had been received, although Steve King had emailed his. Unfortunately the previous Committee Secretary had left the organisation and the RDH(E) apologised and asked Steve King whether he could resend his comments. This to be discussed at the next meeting. The RDH(E) also asked Members to think about how they measure their own success as a Committee Members and the contribution they make and asked them to include this in the same email.
(d)AGREED that the minutes of the Supported Housing Committee held on 29 June 2010 be confirmed and signed as a correct record. The RDH(E) explained what a ‘steady state contract’ was..
27/10/11
ESSEX HOUSING SERVICES PERFORMANCE INDICATORS
RECEIVED a report from the Regional Director Housing (Essex) presenting the Performance Indicators (PIs)for the third quarter of the financial year 2010/11.
NOTED:
- the contents of the report;
- performance across Essex included Supported Housing and the RDH(E) highlighted the exceptionally low supported housing arrears figure which was better than top quartile. Congratulations were passed to Val Feakins and her team;
- an internal audit had been carried out on the rent arrears service and had received a clean bill of health. The Audit & Risk Committee had received the report and it would also be presented to the Swan Board at their meeting on 6 December 2010;
- Brian Smith referred to page 19 and noted that there appeared to be a dramatic dip in performance in April. DoAM suggested this may be a mistake in the figures but would check and report back;
- that the supporting housing voids were not so good for sheltered housing. RDH(E) explained that although there was a huge demand for these properties there was a delay in allocating them as a Care Plan from Essex County Council (ECC) was required and had not been forthcoming. However, ECC are looking at the administration of care packages to see if the process can be accelerated;
- that estate inspections figure has gone down. The RDH(E) would report back on the reason for this as well as how it can be increased.
28/10/11
DEVELOPMENT REVIEW
29/10/11
FORMER TENANT ARREARS REPORT
30/10/11
MANAGEMENT FEE
RECEIVED a report from the RDH(E) explaining the introduction of a new management fee for leaseholders.
NOTED
1the contents of the report;
2Steve King asked whether the charge would be the same regardless of size or location, how Swan compared to others, and whether the fee would increase in future years. The RDH(E) said that Housing Quality Network (HQN) had advised Swan that the calculation of service charges were the same regardless of size of property. She added that the management fee would be set in the estimates for next year but was unable to advise what they would be;
3it would be helpful to have some leaseholders on the Committee and, although a recruitment drive had been done, the response was disappointing. There were eight members on the leaseholder forum and the Chair felt that they should be asked whether they would like to join the Committee;
4Darren Coan asked for a calculation of costs for the organisation for complaints. The RDH(E) said that briefing notes would be given to front line staff for people manning the telephones which may help reduce the number of complaints received. Darren Coan asked for an assessment at the next meeting.
31/10/11
STRATEGIES AND POLICIES
RECEIVED various Strategies and Policies for approval/information:
(a)Asset Management Strategy
- Received a presentation from the Director of Asset Management who explained that the previous strategy has been reviewed and updated
AGREED:the Asset Management Strategy.
(b)Fuel Poverty Affordable Warmth Policy
NOTED:
1.the contents of the report;
2.it may be difficult to identify the benefits as residents may not be keen to impart information about their particular circumstances. However, the housing team will be able to identify potential recipients.
AGREED:the Fuel Poverty Affordable Warmth Policy
(c)Repairs Policy
NOTED:the contents of the report;
AGREED:the Repairs Policy.
(d)Mutual Exchange Policy
NOTED
1the contents of the report;
2that it was helpful to be able to see amendments clearly.
AGREED:the Mutual Exchange Policy.
(e)Rent Setting Policy
NOTED
1the contents of the report
2that supported housing rents and property valuations had been included
AGREED:the Rent Setting Policy.
(f)Neighbourhood Management Policy
NOTED:the contents of the report
AGREED:the Neighbourhood Management Policy.
(g)Vulnerable Applicant and Tenant Policy
NOTED:the contents of the report
AGREED:the Vulnerable Applicant and Tenant Policy.
(h)Anti Social Behaviour Policy
NOTED
1the contents of the report;
2that there was a reference to the Family Intervention Project where funds were shared with Community Safety Teams which helped to sustain a tenancy.
AGREED:the Rent Setting Policy.
32/10/11
TENANCY AGREEMENT REVIEW
RECEIVED a report from the Head of Allocations and Lettings .
NOTED:
1.the contents of the report;
2.that the sign up interviews took longer now as the document was explained in detail to the tenant and the obligations highlighted;
3.the tenancy agreement had been presented to the residents conference and they are keen for it to be implemented.
AGREED:the Tenancy Agreement Review
33/10/11
TERMS OF REFERENCE FOR THE ESSEX REGIONAL COMMITTEE
RECEIVED a report from the RDH(E) informing Members of the changes to the Terms of Reference to incorporate the work of the Supported Housing Committee.
NOTED:
1.the contents of the report;
2.that Supported Housing had been incorporated within the remit of the Essex Regional Committee’
3.that Membership of the Essex Regional Committee included service users.
34/10/11
CUSTOMER SATISFACTION RESULTS
RECEIVED a presentation from the Regional Director of Housing (Essex) RDH(E) giving the results of the Customer Satisfaction Survey
NOTED:
1.the contents of the presentation;
2.the RDH(E) highlighted the key points and themes;
3Members agreed that it was an excellent presentation but deserved more time dedicated and suggested it be an item for an Awayday or training session.
35/10/11
RESIDENT SCRUTINY FRAMEWORK
RECEIVED a report from the Head of Resident Involvement and Community summary included.
NOTED:
1.the contents of the report;
2.Members asked for a copy of the final document.
36/10/11
RIGHT FIRST TIME PROJECT
RECEIVED a report from the RDH(E) on behalf of the Housing Director, London summary included.
NOTED:
1.the contents of the report;
2.that a report showing progress of this project will be presented at a future Committee.
37/10/11
SWAN UPDATES
a)SWAN UPDATE
RECEIVED AND NOTED.
b)SWAN MAIN BOARD VERBAL UPDATE
The Chair informed Members that the Swan Board had met to discuss the impact of the Governments Comprehensive Spending Reviewand that the following key points were noted:-
- Grants for the development of Social Housing would decrease from £8.4b to £4.4b over the next 4 years, which equates to a 47% cut.
- Funding for development could be raised by allowing HA’s to increase rents for new tenancies to 80% of market rents.
- Existing tenancies would remain unchanged, but new tenants will be offered “flexi” tenancies of between 2 and 10 years with their entitlement being regularly reviewed.
Members agreed that more debate was needed on this subject and the RDH(E) would come back to Members with a date to carry this out. She would also send Members notes of the meeting.
c)FINANCIAL UPDATE
RECEIVED a verbal update from Steve King on the recent Audit & Risk and Finance & Personnel Committees.
NOTED
1that the audits of rent setting and increases and business planning had very good outcomes;
2that the Audit Committee had looked at the high risk areas and were satisfied that adequate controls were in place;
3that the financial position was slightly ahead of budget.
d)Service Improvement –Feedback from the Board Sub Committee
RECEIVED a report from the Service ImprovementCommittee Chair giving Members an update on the Service ImprovementSub Committee.
NOTED:the contents of the report.
e)Diversity Verbal Updates
NOTED:Sheila Belgrave was the new Chair of the Diversity Committee and she was looking at the structure of the Committee.
f)HEALTH AND SAFTEY VERBAL UPDATE
. NOTED
1that there was a new firm of safety consultants called Construction Safety.
38/10/11
STRATEGIC ACTION PLAN
RECEIVED a report from the Regional Director of Housing (Essex) which gave an update of the Corporate Plan showing Quarter 2 performance
NOTED:the contents of the report;
39/10/11
SENIOR STAFF MOVEMENTS
None to report
40/10/11
ANY OTHER BUSINESS
- Steve King reported that £31k had been raised at the Swan Foundation 1st year anniversary celebrations and fundraising dinner.
- The RDH(E) reminded members to ensure their Xmas lunch menu choices were passed to Jan Collier by Wednesday 24 November 2010. Darren Coan confirmed that he was unable to attend.
- The RDH(E) had included the Swan governance structure for information.
DATE & TIME OF NEXT MEETING
AGREED that the date and time of the next meeting of the Essex Regional Committee will be on Monday14 March 2010 at 18:00.
The Chair closed the meeting at 20.40.
………………………………………..Chair
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