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

Minutes of a meeting of the HOUSING MANAGEMENT FORUM (WEST)
held on Thursday 2 September 2011 at St Catherine’s House (Alf
Chandler Suite), 2 Hanworth Road, Feltham, Middlesex, TW13 5AB
PRESENT
Tenant and Resident Representatives
Andrina Collymore (Chair), Tina Howe, Sandy Graver, Rene Wootten, Sylvia
Panton-Chapman, David Brown and Jane Hunter, Barry Salvat and Hazel
Salvat
Hounslow Homes Board Representatives
Cllr Gillian Hutchison
Link Councillor
Cllr Liz Mammatt
Officers in Attendance
David Allum (Director of Corporate Services), Mark Tune (Head of Repairs,
Maintenance, Engineering & Energy), Vincent Kamara (Housing Services
Manager), Ray Noad (Estate Monitoring Officer), Davinder Sahans (Company
Administration Assistant), Steve Dodson (LBH Revenue & Benefits) item 3
only.
1. Apologies for Absence
Andy Lee, Julie Osmond and Jacky Rankine tendered their apologies.
2. Minutes of the meeting of 7 June 2011
The minutes of the meeting of 7 June 2011were agreed as a true and
accurate record.
Matters Arising
Apologies for Absence
Members noted the response in relation to non-attendance of members.
The Chair quoted that ‘Members who miss more than 3 meetings without
reasonable explanations to the Chair may have their membership
terminated by the Chair. The Chair will then invite the nominating body to
make a new nomination.’ Mr Allum clarified that any action taken was at the
Chair’s discretion.
Ms Howe felt that there was an issue about the management of non
attendance and further requested attendance data for members for the past
year.
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Environmental Improvements
Cllr Mammatt noted that previous ongoing litter issues related to scheme 7
(Bedfont Green/Fawns Manor Road steel palisade boundar fence and
gate) had been resolved.
Capital Monitoring and New Build Update
Cllr Mammatt noted that casework (resident from Burlington Close)
reported in September 2010 still remained unresolved.
There was a short discussion on digital aerial works. It was claimed that
some residents had opted out of the current digital scheme as it did not
include multi room facility and had switched to another provider, namely
Virgin Media. Mr Tune confirmed that the current infrastructure allowed
residents to access Sky and Sky plus but not multi room facility. He noted
that initial consultation had concluded that multi room facility was not
popular amongst residents and therefore was not included in the works or
costs. A question was asked about what action Hounslow Homes would
take if the demand for Sky multi rooms increased. Mr Tune explained that
an upgrade to the system would require additional funding and in real terms
a cost implication on households. He added that the installation of multi
room on a block by block basis could be considered, if the demand was
high.
A question was asked about what was the maximum satellite dishes
allowed per block as it was claimed that a property (Hatchett Road) may
have been breaching regulations. Mr Tune confirmed that according to
planning regulations it was two satellite dishes per block. It was agreed that
although there was a presumption that aerial works were still in progress
the matter would be investigated.
2011/2012 Budget
It was noted that residents continued to express dissatisfaction with the
caretaking service standards in the West Area. It was suggested that Ms
Holt (Caretaking Manager) be invited to the next meeting to address
concerns raised by members of the Forum.
Any other Business – Caretaking Inspection
Mr and Mrs Salvat confirmed receipt of the caretaking walkabout findings
undertaken in November 2010 however expressed that other caretaking
issues raised were unanswered. Mr Kamara noted that he had received
responses and would speak to Mr and Mrs Salvat outside of the meeting
due to the nature of concerns.
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Revenue and Benefits Performance and Service Standards
Cllr Hutchison noted that she had not received an information sheet about
the changes in legislation with regards to welfare benefits. Ms Sahans
reported that Ms Persad (LBH Revenue and Benefits) was currently
working with Housing and Communications teams to ensure a consistent
message to all the residents of the borough regarding the forthcoming
changes to the benefits system was provided. Cllr Hutchison advised that
in the meantime she would refer any welfare benefit queries directly to Ms
Persad.
Performance Information Report
Ms Wootten was satisfied that a party planned in the block where she
resided which she felt could cause nuisance did not take place. She
suspected this was as a result of the anti social behaviour team's
intervention but was thankful all the same.
At the last meeting Ms Panton-Chapman was advised that an update
regarding a possible void property would be provided b Mr Hamilton but
the information would be limited due to confidentiality and data protection.
Ms Panton-Chapman informed that she had received no communication as
requested. Mr Kamara noted that he was advised that following the query,
the tenancy/anti social behaviour team had made contact and gave an
apology if this was not the case. He added that since the last meeting Ms
Noel (Estate Manager) had suffered a stroke however her caseload was
being managed amongst the team.
Environmental Improvements/Competing Claims
It was noted that scheme 4 (footpath and alleyway improvements at 56-70
Dudley Road) had proved successful in prohibiting fly tipping. Mr Noad
confirmed that the gerda lock had not yet been fitted.
Ms Chapman reported that the removal of the slide (scheme 7) as agreed
at the last meeting had not taken place. Ms Panton-Chapman noted that
the slide had been in existence for over 30 years and now posed a danger
under health and safety. It was noted that a revised scheme would be
considered by the Forum under item 6.
Any other business – District Heating replacement
Ms Panton-Chapman requested an explanation as to why the works to
replace the existing district heating at New Chapel Square had not yet
started. Mr Tune noted that the report on the replacement of district heating
(New Chapel Square and Southern Avenue) to LBH Cabinet had been
further delayed and Hounslow Homes were awaiting formal approval to
commence the works. Mr Tune shared concerns raised at the forum
especially undertaking work near to the winter months. It was noted that
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once approval was given a meeting to introduce the contractors to residents
would be arranged.
All other actions were noted as completed.
Action: Ms Sahans to provide attendance details of members.
Action: Mr Tune to liaise with Cllr Mammatt to address issues related
to the Burlington Close resident.
Action: Mr Tune to ensure satellite dishes on a property (Hatchett
Road) is investigated to ensure there was no breach of
regulations.
Action: Ms Sahans to extend an invitation to Ms Holt (Caretaking
Manager) to the next meeting.
Action: Mr Kamara to update Ms Panton-Chapman on ‘void’ property.
3. Revenue and Benefits Performance and Service Standards
The report presents performance data based on July 2011 (figures for
August were not yet available) and updates members on changes in
legislation.
Mr Dodson noted that overall performance for processing new claims (22.5
days) and changes in circumstance (8 days) were on track however an
increase in work received from directly from the Department of Work and
Pensions (DWP) had slightly impacted processing times. It was explained
that the new processing system had resulted in DWP sending in duplicate
notifications. It was noted that Liberata had employed extra staff to deal
with the additional workload.
Call Centre
Mr Dodson reported that performance continued to improve each month.
Ms Howe requested information on how many residents in the Borough of
Hounslow pay Council tax and how many households were on benefits.
Changes in Legislation
Mr Dodson advised that the change in shared room rate individuals aged
25 to 35 would be introduced in January 2012 and all affected customers
would be notified of the changes in writing. He added that from April 2012,
there would be a further increase to non-dependent charges.
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On the issue of Universal Credit, the implementation date was April 2013
for new claims however no further details about the implementation of the
changes had been provided by the DWP.
At the last meeting, members were informed about changes to under and
over occupation rules for social housing. It was noted that the changes
would be implemented in April 2013.
Mr Dodson advised that the localisation of council tax benefit was still under
consultation however the implementation date was still anticipated to be
April 2013.
As mentioned previously in matters arising, a working group had been
established and it was hoped that an information sheet (including posters)
would be ready by the end of November.
The Chair thanked Mr Dodson for the report.
Action: Ms Persad to provide information about the number of
households paying Council tax and the number of households on
benefits.
4. Performance Information Report
The dashboard presents key performance information for the period April to
June 2011. It highlights where performance is outside of the target figure
and an analysis and corrective action is given alongside the performance
figures.
Voids turnaround
Ms Panton-Chapman was concerned that void turnaround performance had
not improved since the last meeting. Mr Kamara explained that Hounslow
Homes was responsible for the repairs element and LBH for the allocations
process. He highlighted that the average time taken to repair void
properties was consistently within target (12.76 days, target 13 days).
It was noted that Vanguard (external consultants) had been commissioned
to undertake a systems thinking review on void performance and that LBH
and Hounslow Homes would work closely with the aim to significantly
improve future performance.
Cllr Mammatt asked whether tenants were recharged for any damages
once a property became void. Mr Kamara confirmed tenants leaving
properties in an unacceptable state were recharged however reclaiming the
money often proved difficult especially in cases where no notice was given
by the vacating tenant.
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Cllr Hutchison noted that she recently attended a Board shadowing
exercise on the voids process. She noted that some of the properties were
not left in a decent state and required substantial repairs. She as interested
to learn what the cost of repairs to void properties was in the Borough.
Communal repairs
Cllr Mammatt queried whether the target time of 52 weeks allocated to jobs
was correct. Mr Tune explained that very few jobs were allocated a 52
week target and that the time allocation stopped the generation of letters
(e.g. tenant feedback forms). Cllr Mammatt noted that a repair was logged
four months ago and little progress had been made to resolve the matter.
Ms Panton-Chapman claimed that there was a waiting list for garages at
New Chapel Square even though many were empty.
Action: Mr Tune to provide the Void maintenance spend at the next
meeting.
Action: Mr Tune to provide an update to Cllr Mammatt regarding case
work.
Action: Mr Kamara to confirm garage query on New Chapel Square.
5. Environmental Improvements/Competing Claims Budget
The report informed members of the budget and progress of environmental
improvements submitted to the Forum.
Mr Kamara noted that total forum commitment to date was £63,287 (project
value £55,033, fees £8,255). He added that money available for allocation
to new schemes was £19,713 and that schemes totalling £25,993 (project
value £22,603, fees £3,390) was submitted for consideration.
Members noted the contents of the report.
6. Environmental Improvements/Competing Claims
Members considered 3 environmental improvements/competing claims also
discussed at a pre-forum.
There was a declaration of interest from Ms Panton-Chapman in relation to
scheme 1. It was noted that she was a resident on the estate. The Chair
permitted Ms Chapman to respond to questions about the ver
she took no part in deciding the outcome.
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Members agreed the following recommendations:
Scheme 1 – to take out existing slide and install a basket ball unit at 1-100
New Chapel Square, Feltham, costing £11,100.00. It was noted that this
scheme was deferred from the last meeting. Members further discussed the
amended scheme (removal of granite mound and level and to install bow
top fencing on the existing wall, safety EPDM rubber surface would be laid
and 2 new pieces of equipment supplied, costing £20,500.00). Forum
agreed that the existing play equipment (slide) was a potential health
hazard and engaged in a discussion about the replacement play
equipment. Mr Noad confirmed that since the last meeting residents
(including those with young children) had been consulted and new play
equipment (a roundabout) was identified for the safety surfaced area.
Ms Panton-Chapman was concerned that she had been requested to
undertake an informal consultation with residents and the request for a
roundabout was not mentioned.
Decision: Agreed to install a roundabout not the spring chicken or
cockerel seesaw stipulated on page 22).
Scheme 2 – To install a close boarded fence and gate at the back of the
block to help improve security at Dickenson Road 27-32, Hanworth,
costing £673.00.
Decision: Agreed to be deducted from 2011/12 budget.
Scheme 3 – to install 2 drop kerbs in front of block to improve footway
access at Fern Grove, Feltham, costing £1426.39.
Decision: Agreed to be deducted from 2011/12 budget.
Forum thanked Ms Panton-Chapman and Ms Wootten for taking the time
out to visit the schemes.
7. Lottery Funds Information
The report gave an update on the progress of lottery funded initiatives that
involved Hounslow Homes residents in Hounslow and any lottery funds
available to Hounslow Homes residents.
Mr Allum noted that the report was requested at the last meeting of the
Central Area Forum and suggested it be circulated to the other Forums.
Members noted the contents of the report.
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8. Options Review Update (verbal)
Mr Allum gave an update on LBH option review on the future management
of the housing stock and noted the following:
that on the 2 nd August 2011, the Cabinet took the decision that
Hounslow Homes should be retained to manage and maintain LBH
council housing for 5 years with the option to extend for a further 2
years.
that work on the negotiation of the management agreement was
progressing well.
that the deadline for an agreed Management Agreement was the end
of October 2011.
that a draft Tenant Protocol had been developed by HFTRA which will
form part of the Management Agreement with LBH and Hounslow
Homes.
9. Sheltered Review Update (verbal)
Mr Allum provided a report on the progress of the Older Person’s Review and
noted the following points:
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that the report on the Older Person’s Review to LBH Cabinet had been
further delayed however a revised version would be considered at its
meeting on 13 September 2011.
that the report was accessible from the Council’s website.
that Jill Gale (Director of Housing) was the lead officer for Hounslow
Homes a member of the project board.
the proposal to decommission and close Loraine Road an verglades
sheltered housing schemes subject to completion of formal consultation
with tenants.
that cuts in supporting people budget would have an impact on the way
Sheltered Housing services were provided and funded.
10. Hounslow Homes Repairs Service – Systems Thinking Review
(verbal)
Mr Allum gave an update on the progress of the Repairs Systems Thinking
Review and noted the following points:
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that a comprehensive systems thinking project with the assistance
and support of Vanguard Consulting had been in place since May
2011 to redesign the Hounslow Homes Repairs Service.
that a Core Team consisted of front line staff and operational
managers had been working on the project to understand how the
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current systems operated and to explore ways in which
improvements could be made.
that the systems thinking project was progressing well and a recent
open event to staff proved very informative.
Forum noted the importance of the using the System Thinking Review to
address issues in relation to booked repairs and operatives not having the
correct supplies/tools to fix the repair first time and missed appointments.
11. Capital Investment Programme & New Build Update
The report provides an update on the 2011/2012 Capital Programme and
new build programmes. Mr Tune noted the following points:
the total value of the 2011/12 capital programme was £27.9m and
capital spend as at the end of period 3 was £2,308k.
that some adjustments had been proposed to the 2011/12 budget
including the removal of £500k district heating reserves. It was
explained that the amount was removed as Hounslow Homes
waited for approval for the works from LBH.
that the rate of aids and adaptation referrals from LBH had slowed
and it was noted that although the drop in numbers could be
temporary advice from the Occupational Team had been sought to
deal with any potential backlog.
that the future procurement arrangements were progressing well
and resident panel members were being sought to partake in the
tendering process.
that Value for Money working group of leaseholders had agreed a
definition and a mechanism for measuring value for money. It was
noted that feedback of the outcomes of the Value for M y group
would be presented at the next leaseholder open meeting.
Mr Tune gave an update on the New Build Projects and noted the following:
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Convent Way – all properties were occupied and the project would be
removed from future reports.
Beavers Lane – Stage 1 was completed and Stage 2 was progressing
well.
Heston Area – project was approved by LBH Cabinet on 21 June 2011
and contract documents were being developed. It was noted that the
additional subsidy was required as the original designs were not
accepted by the Planners. Resident consultation was underway.
Manor Lane – Moss Gardens demolition had been completed and draft
legal agreements were being finalised. It was anticipated that United
House (contractor) would start on site in November 2011.
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Elmwood/Olaf Palme (LBH) – work was progressing well and it was
anticipated that the target for early completion (November) would be
met.
Members noted the contents of the report.
12. Any other Business
Tenancy Agreement Review
Mr Kamara noted that work to review the tenancy agreement was still in
progress. A report would be submitted to Cabinet for approval and once
approved a 6 week time frame was given to incorporate any legal
changes. It was noted that the aim was to complete the work by March
2012 in line with rent changes.
Ms Hunter advised that the document was discussed at a HFTRA
Executive meeting where there were 4 issues that remained unresolved. It
was suggested that HFTRA had not endorsed the document until the
issues had not been fully addressed.
Cllr Hutchison asked whether the revised Tenancy Agreement would be
enforceable. Mr Kamara acknowledged that in some cases enforcement
was a challenge however tenants would be reminded that the Tenancy
Agreement was a legal contract that should be adhered to.
There was a short discussion about pets. A question was asked on how
the Tenancy Agreement dealt with issues involving small reptiles as pets
(e.g. small snakes, lizards etc). Mr Kamara thanked members for the
comment and noted that this area would need to be revisited.
Action: Mr Kamara to ensure that the 4 concerns were addressed and
that the revised Tenancy Agreement was fully endorsed by HFTRA.
Action: Mr Kamara to relook at the animals section in light of tenants
having reptiles as pets.
The meeting closed at 9.00pm.
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