1 PRESENT Andrina Collymore (Chair), Falhado ... - Hounslow Homes

Minutes of a meeting of the HOUSING MANAGEMENT FORUM (WEST)
held on Wednesday 5 December 2012 at St Catherine’s House (Alf
Chandler Suite), 2 Hanworth Road, Feltham, Middlesex, TW13 5AB
PRESENT
Tenant and Resident Representatives
Andrina Collymore (Chair), Falhado Ducale, Sylvia Panton-Chapman, Hazel
Salvat, Barry Salvat, Sandy Graver and Rene Wootten
Hounslow Homes Board Representatives
Tina Howe
Andy Lee
Nominated Link Councillor
None
Councillors
None
Officers in Attendance
David Allum (Director of Tenancy Services)
Mohamed Mahat (Estate Monitoring Officer)
Kevin Strong (LBH Revenue & Benefits) – item 4 only (left at 7.45pm)
Davinder Sahans (Company Administration Assistant)
1. Apologies for Absence
Cllr Gillian Hutchison, Cllr Mammatt and Jacky Rankine tendered their
apologies.
1a. Election of Chair and Vice Chair
The current Chair and Vice Chair stood down. Ms Sahans opened the
election for the Chair and Vice Chair positions for the next year.
The Forum unanimously re-elected Ms Collymore as Chair of the Forum
and confirmed the appointment of Ms Howe as Vice Chair.
The Chair formally commenced the meeting.
2. Minutes of the meeting of 13 September 2012
The minutes of the meeting of 13 September 2012 were agreed as a true
and accurate record.
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Matters Arising
At the last meeting, some members were not convinced that properties at
New Chapel Square, Hatchett Road and Crosby Close were occupied
rather than abandoned. Mr Allum confirmed that the properties at New
Chapel Square and Hatchett Road were re-checked without a pre-arranged
appointment and he was satisfied that they were tenanted properties albeit
there was an issue about how much time the tenant at Hatchett Road spent
at the property.
It was confirmed that the property at Crosby Close would be rechecked.
Any other Business – June Meeting
The Chair was concerned that the replacement of kitchens/bathrooms at
New Chapel Square had not been considered for a date in the programme
for over 35 years. She also asked for confirmation that the extractor fan at
Brown Bear Court had been repaired.
Performance Information Report
Ms Salvat noted that the report on star rating on estates was received
however the Oriel estate was not mentioned.
Capital Investment Programme & New Build Update
Ms Collymore asked whether the advert for the new general building
contractor had been displayed in the Official Journal of the European Union
(OJEU). Mr Allum noted that the advert would be submitted once approval
from LBH was sought.
Fire doors - Any other business
Mr Mahat confirmed that the tenant (Chamberlain Walk) suspected of
receiving fire doors had been referred to the Estate Manager whereby he
would be notified that action would be taken if any items were left outside
the property or any area that impacted his tenancy. He added there was a
suspicion that the tenant was running a business which would be
monitored closely.
Linkline – Any other business
Ms Panton-Chapman felt that the quality of service provided Linkline was
deteriorating. Mr Allum would investigate concerns raised pending further
information.
Action: Mr Allum to check the status of the property at Crosby Close.
Action: Ms Agarwal to provide an explanation as to why
kitchens/bathrooms (New Chapel Square) are not in the capital
programme for refurbishment.
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Action: Mr Tune to confirm if works to repair the extr
Bear Court) had been completed.
Brown
Action: Mr Smith to amend the star rating report and Ms Sahans to recirculate
to members.
Action: Mr Allum to investigate Ms Panton-Chapman’s experience of
the Linkline service.
3. Area Forum – Terms of Reference
Mr Allum noted that the terms of reference were reviewed in 2009 and
agreed by the individual forums however due to the reviews of both
governance and resident engagement the terms of reference were not
formally ratified by the board of Hounslow Homes.
Members considered the revised terms of reference and made the
following points:
• that the membership should be in line with HFTRA membership
changes in its constitution (point 2.1, 1 st bullet point).
• to replace one Board Member with one other Board Member...” to 2
Board Members (point 2.1, 5 th bullet point).
• to replace ‘At the first meeting of the financial year’ to at the first
meeting after the Hounslow Homes AGM and HFTRA AGM.
• move to delete point 3.9 - All Forums will begin with a 15 minute
session to allow attendees to raise any local issues not covered by
the agenda at the discretion of the Chair – as this is covered by any
other business.
It was noted that appendix 1 in other matters (point 5.0) was to be used as
guidance.
Mr Allum thanked the members and would incorporate all three Forum’s
comments into the final document which would be presented to the Board
of Hounslow Homes at the next meeting.
4. Revenue and Benefits Performance and Service Standards
Mr Strong gave an update on the revenues and benefits performance data
based on Quarter 1 figures - 01/07/12 to 30/09/12 and changes on
legislation. He noted the following points:
• that Housing Benefit and Council Tax Benefit was on target; new
claims were being processed in 23 days against a target of 23.5 days
and changes in circumstance were being processed in 5.3 days
against a target of 6.8 days.
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• that the Council Tax collection rate was 57% and was on target for
the year and performance for Business rates collection was 60%.
• that performance for the Call Centre and front line staff had improved
further.
• that Council Tax support would replace council tax benefit from April
2013. The initial consultation exercise was completed and the results
were being evaluated however Central Government had offered more
funding if the increase to working age council tax was not more than
8.5%. Following the presentation of a briefing paper, Members agreed
to take the additional funding and a further consultation exercise has
begun for 2 weeks (12/12/12 to 23/12/12).
• the Government, under its ‘technical reforms for Council Tax,’ has
proposed to allow Local Authorities to charge full Council Tax on
second homes and to abolish class A (structural) and class C
(unfurnished void properties for over 6 months). A paper has been
written on the basis that the Government will allow Local Authorities
to set a discount of between 0% - 100% and has been submitted to
members for consideration.
• that once the LBH Cabinet agreed the discount for the second home
it would be fixed.
• In relation to the benefit cap, all information had been received by
Department for Work and Pensions (DWP) and forwarded to the
various housing providers to enable them to work with those affected
by the benefit cap.
• in relation to under and over occupation in social housing – the
Council’s system provider has completed the IT work and work to
upload the information onto I World computer system has
commenced.
• with effect from 1 April 2013, the funding currently spent on the two
elements of the Social Fund (community care grants and crisis loans
for living expenses) will be transferred from the DWP to Local
Authorities.
• the abolishment of the Council Tax Benefit, the Government also
announced proposals to make changes to discounts and exemptions
allowed on the council tax liability, this included a charge up to 100%
council tax on second homes, vacant dwellings, replacement of
discretionary discount, abolishment of class L exemption, mortgagees
in possession of empty dwellings, an empty homes premium,
extension of the statutory instalment scheme, review of separate
contained units (also referred to as granny flats). These proposed
changes were also part of the consultation document.
Points noted by members:
Ms Salvat asked what happened to the tenancy if a person opted to
transfer from their property. It was noted that a secure tenancy would
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emain if the person moved from a secure tenancy to another however this
may not be the case under mutual exchange due to LBH considering
changes to its Housing Allocations policy. From April 2013, secured
tenancies would be replaced with fixed term agreements that would be
reviewed regularly. He added that the policy also noted that if the
household income was £50k or more the tenancy would be suspended to
encourage private rental.
It was noted that this was a LBH policy and any concerns should be raised
via the local councillor.
The Chair thanked Mr Strong for the report.
5. Performance Information Report
The dashboard presents key performance information for the period July to
September 2012. It highlights where performance is outside of the target
figure and an analysis and corrective action is given alongside the
performance figures.
Mr Allum noted that the overall satisfaction regarding how ASB is dealt with
was still a concern (6.4 against a target 10). He explained that although the
number of dissatisfied customers was low (9 for the last analysis) the
scores could bring the average down considerably. He noted that detailed
assessment of cases where tenants had scored 5 or below was being
undertaken and initial findings included customer’s unrealistic expectations,
premature closure of cases and poor performance from officers.
It was noted that there had been a dip in performance for the percentage of
members enquiries replied to on time (77% against a target of 90%). Mr
Allum informed that the next report should see an improvement.
6. West Area Tenancy and Anti Social Behaviour Team Performance
Report
The report detailed the performance of the West area tenancy and anti
social behaviour team for the period 1 July 2012 to 30 September 2012.
Members noted the contents of the report.
7. Environmental Improvements/Competing Claims Budget
Mr Mahat gave an update of the 2012/13 environmental improvements
budget and noted the following points:
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• that the total Forum commitment was £51,995 (project value £44,996
and fees £6,999).
• that £31,005 was available for allocation to new schemes and
schemes totalling £52,843 had been submitted for approval.
The Chair asked whether the gallow gate at Attlee House (scheme 6,
appendix 3) was completed as quoted at the last meeting i.e. at the end of
September 2012. Mr Mahat confirmed that the scheme was not complete
however any pending works would be completed by April 2013.
Members noted the contents of the report.
8. Environmental Improvements/Competing Claims
Members considered 6 environmental improvements/competing claims and
agreed the following recommendations:
Deferred Scheme – to improve the refuse facilities at 34-48, 50-64, 66-80,
82-96, 98-112 Oxford Court, Oxford Way, Hanworth, costing £15,000.00.
Mr Mahat provided a breakdown of costs to the Forum as requested from
the last meeting. The Chair raised concern about the ‘uplift’ costs charged
to each area of the scheme and requested the rationale behind the charge.
Upon a visit to the area, Mr Salvat commented that it seemed that the
caretakers were not undertaking their duties correctly i.e. putting the bins
back. Mrs Salvat added that the coral bases should not be of the same
material used on the Oriel estate as over a short period of time the bases
were now cracked. Mr Mahat confirmed that the bases would be of heavy
duty plastic different to the coral bases installed on the Oriel estate.
Ms Howe suggested that the caretaker/manager be consulted on the usage
of the current bin area. Members agreed that any surplus money from the
budget be used to improve the most needed area.
Decision: Deferred – to be presented at the next forum.
Scheme 1 – to supply and fit wooden bollards round the grass area at the
back of block 2-12 Forge Lane and 112-122 Main Street, Hanworth, costing
£2450.00. It was noted that letters sent to residents and putting stickers on
unauthorised parked cars had not deterred the problem. Ms Wootten felt
that wooden bollards did not last and could be easily y people.
Mr Mahat explained that using alternative material would increase the cost
and would be more expensive to replace if damaged.
Decision: Agreed
Scheme 2 – to improve the refuse facility and parking area at The
Hollands, Hanworth, costing £5900.00. Mr Mahat provided the consultation
results i.e. 19 for and 2 against.
Decision: Agreed
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Scheme 3 – to supply and fit galvanised railings on the first floor balcony at
110,112, 142-162 and 164-180 Swan Road, costing £700.00. It was noted
that this was the only block that had not been included in previous
schemes.
Decision: Agreed
Scheme 4 – to install palisade gates for bin access at 73-89 Field Road,
Feltham, costing £3000.00.
Decision: Agreed
Scheme 5 – to create a dog free area at Watermead and Sandy Drive,
Bedfont, costing £18,888.71. A number of members favoured the scheme
but queried the high cost. It was claimed that cost for a scheme was limited
to £15,000.00 and an explanation was requested for this scheme. Due to
the mixed views on cost, the scheme was put to a vote – 5 yes and 3
abstentions.
Decision: Agreed
9. Capital Investment Programme & New Build Update
The report updated the Committee on the 2012/2013 Capital and New Build
Programmes.
Members noted the contents of the report.
10. Presentation: Budget 2013/14
Mr Allum gave an update on the budget and rents 2013/14 and noted the
following points:
• that rents would increase in line with the rent restructuring policy
adopted by the Council in 2002/03 and tenants would receive an
average increase of 4.79% from 1 April 2013based on the formula
(RPI + 0.5% + £2).
• that a report will go the LBH cabinet and Council in January 2 o
approve the rent increase and that the report on HRA Budget
2013/14 which was to be presented to LBH Cabinet and Council in
February 2013 would also be presented in January 2013.
• that work was underway to identify the further £1.5m savings for
2014/15.
11. Welfare Reform
Mr Allum gave an update on the work of the welfare reform group in
response to the proposed changes to the legislation i.e. Non Dependent
Deductions (from April 2011), Benefit Cap (from April 2013), Under
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Occupation - Bedroom Tax (from April 2013) and Universal Credit
(October 2013). He noted the following points:
• that the affected households had been identified and home
visits/interviews had commenced.
• that letters would be sent shortly to the 1000 people in Hounslow
Homes affected by the under occupation change.
• that articles had been published in Hounslow Homes News and
further information would be provided.
• that multi-agency work would be carried out with to provide sufficient
information to help families manage the changes.
12. HH2 – verbal
Mr Allum informed that the Hounslow Homes had established a brand HH2
which had been endorsed by the new management agreement. It was a
means to market services namely repairs, Linkline and neighbourhood
warden services to the external market.
It was noted that this was a brand and that services to Hounslow Homes
residents would not be compromised.
13. Any other Business
Temporary Accommodation
Ms Panton-Chapman was concerned about the lack of disregard about
parking in the square by a person residing in temporary accommodation
on New Chapel Square. She noted that residents had agreed not to park
their vehicles as good practice. Mr Allum confirmed that it was the
Council’s decision to use existing void properties to ease the temporary
accommodation lists and therefore the housing management task was the
responsibility of the Council. He referred Ms Panton-Chapman to contact
Mr Jack Dempsey at LBH if she wanted to pursue the matter.
Caretaking Service
Ms Salvat highlighted the lack of consistency regarding caretaking duties
and caretaking schedules particularly when tenants and leaseholders paid
service charges. She noted that at the last meeting, it was explained that
the cleaning schedules were signed by senior staff which in reality was not
the case.
Christmas Wishes
The Chair wished members and their families and happy Christmas and
best wishes for the New Year.
Action: Mr Tune to provide a response on the caretaking service.
The meeting closed at 9.00pm.
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