Street Properties & Small Blocks Forum

Minutes of Meeting

Date: 3 December2014

Venue: The Grange

Start time: 7pm

Present:

Name / Address/Residents Association/Post
Janet Mockler (JM) / Lee House
Guiti Sadigh (GS) / Lee House
Sid Drury / Newborough House
Jacqui Ultinzinger / Hartfield Road
In Attendance:
Nadine Saakwa (NS) / Neighbourhood Manager
Geneva Bartley-White / Neighbourhood Assistant – Minute Taker
Apologies
Richard Scott / Dunmore House
Luke Hartfield / Hartfield Road
Item / Details / Action
1. / Welcome & Introductions
1.1 / NS welcomed the groupand thanked them for attending.
2. / Minutes and matters arising from 19 November 2014
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8 / NS apologised to the group for the cancellation of the meeting which was to be held on the 17th September 14. This was due to the Staff Conference being held on the same day.
Communications for 2014/15
LH has agreed to be the groups champion for communications. The role of the champion is to be discussed. We will talk about communication and increasing awareness and customer satisfaction and evaluations.
The SB& SP application letter for this year was sent out and received a great amount of interest. Nadine thanked JU for her input/suggestions with the letter. Similar letter to go out again for next year’s applications and devise a leaflet. LH/JU to get ideas on how they want this to be designed and to advertise on communal notice boards, putting up pictures etc. JU to speak to LH regarding ideas he has come up with.
We also spoke about Estate Inspections which happens quarterly on estates but small blocks is not being inspected and members feel there are issues eg: repairs that are not being inspected.
LH suggested we discuss this at the forum and that it should be part of the estate inspections or a quarterly resident champion block inspection with N.O. NS to speak to Estate Services Manager concerning recommendations from scrutiny. Members would like to know if SB were included. If not we are to focus on why they have not been done and when it will be done.
Newborough House
The pruning of trees at Newborough is still outstanding. SD requested that pruning of trees be done. NS to report to Environmental Services and Leasehold Officer to discuss further with SD.
Letters have gone out and responses have been received for Byegrove.The responses were positive ones and works are to be done to the drying area.
Resident Inspectors
Theo Scott could not attend meeting as he had attended the Repairs and Maintenance Scrutiny meeting held that night. Theo to explain resident involvement projects and mystery shopping to forum members. NS will invite Theo to next meeting to go through application process expenses etc. NS handed out the induction pack and application form for the scrutiny panels. This can also be fed into our small blocks & street properties champion.
Theo to be invited to next meeting.
Applications
The applications are closedand a spreadsheet for gardening and fencing works was handed out to the group to provide update. All works have been booked,somecompleted, or will be completed by January. We will then start on the other projects like bike sheds and bin shelters.
Hartfield Road will require an asbestos inspection before any works can be carried out to the bin shed area.
There is separate budget called the LEAF, which is the large estate allocation fund. Any applications for St Helier will come under this budget, who have their own allocation fund of £56k and 1200 properties.
Lee House
GS still awaiting roofing works and has not heard from surveyors.
For chase up of repairs please call the 0300 500 3000 number and they will ask you if a new repair or follow up. If follow up you will be transferred to another department.
NS to bring template we use for estate inspections to the next meeting so that the group can work out how they would like their blocks inspected.
JM enquired if the resident in flat 9 Lee House is to return back to the property. Jackie Murphy to look into this as It was reported he has not been there for a while. However Nadine explained due to confidentiality we will be limited in any information given out.
SIG Update – RS attends either the Tenancy Services or the Estate Services forums.
There are 3 groups: Resident Involvement, Tenancy Services and Estate Services. They are looking for members to join the SIG, as was discussed at the last meeting especially for Tenancy Services.
If you are interested in joining and want to look at our policies and make any changes, these are the groups to join.
The Promises
  • NS brought transfer document to review promises. We as a group are to ensure CHMP are delivering promises before the 5 year end date of March 2015.
  • Works to communal areas to improve repairs to boundary walls, fencing, railing, balconies, paving, paths and hedging.
  • Front and rear security lighting to be inspected as an improvement. If none then this to be put forward for next year’s budget. A programme should be set up for this and we as a group should be asking for the programme to be produced so that we can see where they are going to fit the lighting.
  • External Decorations to be clarified. Residents would like an update on the new door entry systems for communal blocks that do not currently have them or require replacement. They also want to know when the planned works programmes will be advertised.
  • Jackie Murphy to check Lee House for fly tipping and produce leaflets to be put up inall blocks for residents to be aware of dog bins or to request one if needed
  • The Wardens working hours is going through consultation and will be changed. Residents would like to know if letters will be sent out to all regarding the hours they will be working and what their duties consists of.
  • JM requested warden and gardening services, leasehold officers all contact numbers to be placed on noticeboards and also information from the SB&SP forum. This will enable other residents to apply for improvements and to advertise the resident rep for the block. Notice boards are required for Lee & Newborough House, Byegrove Court and if possible internally at Hartfield Road, if not externally, this to be promoted as examples of internal/external notice boards. JM has requested the warden details be placed on noticeboards which is to come out of the SB&SP budget.
  • Residents would like to know how the older persons decorations is advertised and criteria. Do we have leaflets?
  • Members would like an update concerning adaptations as they know residents that have requested this and it has not happened.
  • JU asked if gates were to be put up to improve parking. GBW to email JU with pictures of bollards for parking.
/ JU/LH
NS
TS
NS
NS
Jackie Murphy
NS to get update from Glen Hall
GBW
R&M Update
2.9 / Stuart Corcoran, has reported that they have considerably reduced the backlog of repairs to 700. He explained that due to the use of sub contractor’s they are now at 83% directly employed by Keepmoat, which was a previous problem.
There is now a dedicated Keepmoat team, working in our offices, recruiting permanent surveyors who will be patch based meaning there will be a surveyor solely for you area, so they are more familiar with properties and the residents. This should be in place by January/February 2015.
Keepmoat has employed a direct roof contractor. He has also had a reassurance for fencing from the supply chain. They have completed:
1700 repairs a month,
13,000 in a year and
97% of repairs have been completed within 3 days.
96% completed on time and
75% appointments have been kept increasing improvements.
They are working on improvements with Keepmoat in which they are now asking them for evidence of completed repairs.
Estate Inspections
The information will be publicised on the website and noticeboards.
Future plans are to hold drop in sessions with Keepmoat on site and on estates.
They are building relationships and encouraging Keepmoat to participate in training and apprenticeship programmes.
They are moving towards agile working which will improve instant repair reporting when they are out on site aiming to start March/April 2015, and the equipment and training will be roled out to staff.
They are also looking to employ a surveyor as clerk of works to assist with monitoring completed repairs. Possibly early next year

Date of next meeting: Wednesday 14 January 2015

Time: 6.30pm for a 7.00pm start

Venue: The Grange

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