Thursday 18 September 2014| 5.30 pm | Committee Room 1
Attendees: / Lesley Kiayias (ChairRose Kirby
Susan Gibbons / Peter Tomkins
Diane Hollingworth
Fouad Dajani
Officers: / Sarah Taylor
Julie Byrne
David Platts /
Leaseholder Officer
Customer Engagement Officer
Head of Revenue, Benefits and Customer Service
Item / Action
1
1.1
1.2 / Welcome and apologies
Apologies received from: Mr Rowbotham and Mrs Rowbotham, Scott Tomkins, Helen Isaac, Mrs Englefield, Mr. Tyler, Mr. and Mrs Nunn, and Mrs Dilley.
Lesley welcomed everyone to the meeting and she said how nice it is to see new leaseholders, then everyone introduced themselves.
2
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10 / Any Other Business
PT asked if A.O.B could be moved to the end of the meeting because sometimes questions are answered within the meeting. ST explained that A.O.B was brought forward to the start of the meeting due to some leaseholders not being able to stay for the whole meeting. It was agreed that this will be reviewed in 2015.
Central heating upgrades – FD asked if CBC could offer upgrades of heating systems to leaseholders within blocks. ST explained that at the moment CBC is rolling out an energy efficiency upgrade in some areas and leaseholders have been given an option to take up this service. ST will update the forum when she knows more.
Certified Summaries – FD asked why CBC doesn’t have a contractor to manage ‘light bulb’ changes. A discussion followed and ST agreed to look into this matter. Update at the next forum
Roof Repairs – ST will investigate away from the forum and get back to the leaseholder.
Grounds Maintenance - Leaseholders at Victoria Street and King Edward Road discussed the gardens around the flats. JB noted that she is hoping to arrange a visit with staff from the open spaces contractors to visit areas and offer advice. JB will update at the next meeting.
PT also raised the grounds maintenance at Tuckers Road. ST explained that she is already dealing with a leaseholder complaint about grounds maintenance at Tuckers Road.
Damage to Communal Doors – PT noted that he had reported criminal damage to the Police and in some instances the Police explained that CBC must report the problems and NOT the tenant or leaseholder. ST advised leaseholders to always get the Police officer number if this happens again and then contact ST and she will pass on information to Peter Oliver (Principal Officer for ASB) who is working with the Police to resolve this issue.
LK asked forum members for newsletter articles and to let ST know if they have any suggestions.
Door entry systems – PT enquired if it is cost effective to have new door entry systems installed as residents and visitors leave the doors open all the time. ST advised that she will work with the Housing Officer to resolve this.
Leaseholders discussed low level ASB in some areas (particularly parking and dog fouling). ST will look into this and report back to the relevant leaseholders. / CLF
ST
ST
ST
JB
ST
ST
CLF
ST
ST
3
3.1
3.2 / Council Tax Questions and Answers
a) Q: Is there a reduction for empty properties?
A: There is a one month exemption on the basis that the property is completely empty.
b) Q: How do I update my Council Tax details when I move home?
A: This is easy as you can sign up and register for your own on-line Council Tax account. All you need is your Council Tax account number and then go to www.charnwood.gov.uk/counciltax then click on –manage my Council Tax and benefits on-line and register your details.
ST will include an article in the next Your Homes Matter to raise awareness. / ST
4.0
4.1 / Matters Arising from 19 June 2014
3.3: ST will investigate with the Officer concerned and update at the next meeting
3.6: Complete
3.7: ST will investigate with the Officer concerned and update at the next meeting
3.10: Forum members agreed they did not want an Open Spaces guide because of the cost to leaseholders.
6.2 & 6.3: Agenda items for this meeting
8.5: Agenda item for this meeting
5.0
5.1
5.2
5.3 / Officer Time and Attendance at Meetings
Lesley explained the cost implications to leaseholders when officers attend the forum as this is calculated on an hourly basis for each officer who attends. The officer charges are recharged to all leaseholders within the admin and management fee of the service charges.
It was agreed that any leaseholder requesting a CBC officer to attend the forum will need firstly to have two show of hands in support of the proposal. Forum members requested that this be updated in the Leaseholder Terms of Reference. The amended document will be sent out with the minutes.
PT suggested a comfort break in the middle of the meeting to defuse any heated discussions. CLF agreed that this will happen from the next meeting. / ST/JB
ST/JB
6.0
6.1
6.2
6.3 / Leaseholders Survey 2015
Examples from other organisations were sent to Forum members prior to the meeting for their consideration. ST asked for feedback and she went through questions which Forum members commented on and agreed.
ST asked the Forum if they would like their survey to be benchmarked against other organisations within a leaseholder officer group which she attends. CLF agreed.
ST will DRAFT a survey for the next Forum. JB will send out with the Agenda prior to the next meeting. / ST/JB
7.0
7.1 / Update from the Charnwood Housing Residents Forum
None.
8.0
8.1 / Voting Process for new Chair/Vice Chair
LK encouraged members to consider standing as the Chair or Vice Chair for the Forum from 2015 as her term ends. ST noted that she would be happy to support anyone who considered these roles. PT suggested that ST stand in for the Vice Chair until one was appointed and this was seconded by 2 further Forum members.
9
9.1 / Date and details of the next meeting
Wednesday 3 December 2014 in Committee Room 2 at 14.30pm – 17.00pm
2014 Meeting Dates
Date / Where / TimeThursday 13 March / Committee Room 2 / 17.30 – 20.00
Thursday 19 June / Committee Room 1 / 17.30 – 20.00
Thursday 18 September / Committee Room 2 / 17.30 – 20.00
Wednesday 3 December / Committee Room 1 / 14.30 – 17.00
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