Minutes of Management Committee - Wednesday 17th June, 2015

Present

Henry Hall, Neil Davies, Eunice Nunes dos Santos, Elizabeth Arimoro, Suzanna Lai, Kathleen Hirrell

Apologies

Councillor Alison Kelly, Iggy Adu-Bosompen, Susan Board, Valerie Iskander, Oliver Quantick

In attendance

Nina Guyver, Chris Nsiah and Kim Thompson (LBC)

Item / Report / Action
Correspondence / Correspondence received from Linda Webb regarding a fundraising event on 27th June from 2 to 6pm. The purpose is to raise money to help a seriously ill mother to have a holiday with her children.
Correspondence from Councillor Alison Kelly. Chris will clarify and respond to Alison regarding her enquiries.
Internal Audit Report 2014-2015
Governance Annual Review /
  • Risk Registers to be reviewed by the Management Committee and action to be taken prior to next Committee meeting. To be e-mailed to Committee’s members.
  • Guidance on the Bribery Act: Training to be arranged with the Council for Committee members. Deadline December 2015.
  • Control Effectiveness: Contractor Insurance and Accreditation: It was suggested and agreed that an electronic folder is to be implemented (by next Committee meeting) to ensure that rigorous control is in place to monitor that contractors are adequately insured and hold the requisite accreditations/memberships.
  • It was raised in the audit, discussed and agreed by the Committee that
for orders under £50, the office does not issue Purchase Orders-PO
For expenditure up to £500, there is no need of Committee approval.
Expenditure above £500 needs Committee approval but only those above £1,000 (One thousand pounds) will need 3 quotes.
  • Fob keys and Tenancy shares: Reconciliation with receipts to start immediately.
  • Assessment and Complete Training Plan to be put together for discussion at next Committee’s meeting.
  • Information to be acquired on the diversity and needs of tenants in the estate: age, ethnicity, disability, languages spoken
  • TMO handbook needs to be printed and distributed. Research on tenants who need a hardcopy and those who can access the material online. Target by September 2015
  • Newsletters and General Meetings (4) to be held in order to inform tenants of estate news and developments and to gather feedback.
/ Chris
Chris
Chris
Chris
Committee
Chris
Committee
Chris
Committee
Items outstanding from previous meeting / Minutes from 20th May: Correction: Juan Blacio was present at the meeting.
Bike Sheds: Oliver had one quote and had agreed on the Committee’s previous meeting that he would bring three more to the following meeting for a decision.
Artist: Oliver will also bring examples of the artist’s work for the committee to see. The committee agreed it would be good to involve children on the estate.
Jet Washers: Agita has suggested washing the brick work on the estate and moss off the sitting areas and pavements will improve the appearance of the estate; committee agreed. Chris to look into purchasing a jet washer for the purpose. Looking for the ones that can take a water bucket.
. / Oliver
Chris
Estate Improvements / The soffits of the low rise blocks and refurbishment/renewal of block doors: Kim has investigated but had no response. / Kim
Office Report:
Voids
ASB
Complaints
Repairs / 1 void: 3 Broomfield
ASB 28 – Noisy neighbor. Case registered on 25/02/2015, being monitored.
ASB 29: Case registered on 05/05/2015. Noisy sub-tenants, Being monitored.
No complaints
46 repairs in the period, none outstanding.28 satisfactions survey slips returned, all with a “very good”
feedback. Questions have been expanded concerning tenant’s satisfaction survey.
Alyson’s questions concerning repair history to be clarified with her when she next attends the Committee’s meeting
Drainage problems occurring in the estate to be verified. / Chris
Committee
Chris
Budget / Budget is sound.
Juan has undertaken to bring some improvements on the layout of the budget. / Juan
AOB / Laser lights will soon arrive
Entrances to the buildings (Beauvale) are in the back of the building. It was suggested that signs should be placed visibly to guide visitors as to where the entrance is.
Juan requested information as to when works in Harmood House will resume. / Committee
Chris
Chris
Outstanding issues: / Committee to have a proposal ready to present to DMC requesting some funding towards spring cleaning the estate. / Committee

Signed: ______

Eunice Nunes dos Santos - Secretary

09 July 2015

Signed: ______

Henry Hall - Chair of the Committee

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