None.

The Chair welcomed all to the meeting.  He announced that Bob Varney, a long term member of the panel, had passed away recently and a minute's silence was held in his memory.

Apologies were received from Councillor Avril Slipper and Maureen Symes.

The minutes of the meeting held on Wednesday 6 February 2013 were agreed as a true record of the proceedings.

There were no matters arising.

Leonard Asamoah (Head of Housing Solutions) gave a summary of the report:

•  Proposal consulted on with residents
  • To change use to allow for families to be housed
• Considerable pressure from homelessness
• Looking at options to reduce this
• Consultation concluded 8 April
• Looking at feedback
• 3 options:
  • Change use
  • No change
  • Move to another housing block

The following issues were raised:
Q: Consultation exercise - no papers at first session. Not in understandable language, not available in larger print.
A: Reprinted and sent to those who requested them. Liaised with a Welfare Association regarding language issues. Request for larger print - this was provided.

Q: Will you be looking at moving some of the tenants together, if they wish to - to keep with their neighbours and friends?

R: We will try to meet preferences where people want to stay together.  Help with costs of moving, redirection of mail etc. will be provided.  The objective is to minimise inconvenience.

Q: Homelessness - how large a family is suitable for each apartment?

A: The intention is to offer other permanent accommodation to homeless families if this is not suitable long term. Size - all one-bedroom flats. There is no intention to overcrowd accommodation. Every council property has a permitted number.

Q: Designed for single people or couples. How can you possibly, even legally, accommodate families without it being overcrowded. What is the limit?
A: Typical household would be single parent with child. If an apartment can accommodate a couple, then it should be able to accommodate a single parent with one child.

Q: In terms of households, the usual representation of a single parent is surely with two children?  Will the majority of families be one parent with one child? If living there for the short term - how long will that be?
A: The position in the future will be speculative. Not all homeless households have only one child but a significant number of households are a mother with one child. Permitted numbers - for one-bed it would probably be up to 3 adults.

Q: This is sheltered accommodation. Tenants have disabilities or are old. What assurance will there be that they will not be bothered by children being noisy, creating disturbances and going up and down in the lift?

A: Part of the reasoning is that, over the years, we have experienced difficulties in letting some sheltered blocks. In the past we had to advertise heavily to find tenants. Part of the package, if the recommendation is agreed, would include offering existing tenants opportunities to move. In the block itself, we will put mitigating arrangements in place to ensure any disruption is minimised or, if it happens, it will be dealt with quickly.  For the communal space on the ground floor, we would have to consider intensive management to ensure it is looked after.

There has always been an age criterion applied to sheltered accommodation. When the status of the block is changed this will no longer be in place.

Q: Observing at the first consultation meeting, a lot of objections were put up by people - the proposal was very badly received. What is happening about the garden?
A: Gardens will be considered with the house management. Cannot offer specific response now.

Q: These concerns were echoed at a meeting at Cedar House. Can this panel be given feedback from people in Gillett House? We are worried about this leading to other sheltered housing in the borough being changed. A lot of other ones have been adapted for people who are vulnerable.
A: Part of the report will include feedback from the consultation.

Q: On Brigstock Road there is an empty block. Can that not be used?
A: That is going to be a primary school.

Q: Will the caretaker still be responsible for cleaning?
A: There will be no changes regarding management.

Q: It is a difficult situation helping the homeless.  For existing residents who have paid rent and been there for years, the issue is that they are going to suffer. Will people be able to move with their neighbours? Will curtains and carpets be replaced? Will their new accommodation be as good?  If we have smaller accommodation for older people - would it not be better to move people in properties where they have too many bedrooms? How do we know this property will not be sold off to the private sector later, as has happened elsewhere?
A: There is a mismatch with supply and demand in Croydon. Consultation pack included section for questions and answers. If residents decide to move, they will receive compensation - moving costs, loss of carpets etc, reconnection of telephone etc.  We anticipate the earliest the decision will be made will be at June Cabinet.

Dave Sutherland (Managing Director Croydon Landlord Services) gave a verbal report:

• Due to relet contract from April 2014
• Involved in intensive procurement process
• 6-week period of competitive dialogue to assess bidders
• Aim to go from 5 to 3
• Further bids on 10 May
• By autumn aim to go from 3 to 1
• From April next year there will be just one contractor
• Easier to manage - one set of overheads
• But ‘all eggs in one basket' to be considered
• Both existing contractors have been satisfactory but only one successful - Mears

Margaret Padmore (Tenancy Manager) summarised her report:

Revision - service unified

• All teams unified - across the borough to manage estates consistently
• To encourage resident participation in the process
• To improve estate inspection procedure
• To identity responsibilities so individuals will be accountable
• Main changes are resident involvement monitoring score sheet to encourage residents to be involved

The following questions were raised:
Q: Had a similar form years ago. Spent hours on it and feedback previously was very poor.
A: Under the new system, there will be clear definitions of who is responsible for what. As Tenancy Managers we will look at the scores and take action where things are not working.

Q: We have not had a meeting with a Tenancy Officer (TO) for a long time (Tonbridge House).
Action: Margaret Padmore will find out who is the Tenancy Officer and report back.

Response: The tenancy officer for Tonbridge House is Josephine Rennie.

Q: I am the Leaseholder Rep and had never heard of Estate Inspection. I am not sure whether tenants in my area are ever consulted.
Action: Margaret Padmore will find out and report back.

Response: Sonia Isaacs, North district tenancy manager, will arrange for the Lleaseholder rep to be added to the list of attendees for the future St Marks Road estate inspection.
 

Q: Started inspection in January but it was cancelled before finished so there has been no paperwork.
Action: Margaret Padmore will investigate and make sure an inspection us scheduled.

Response: The Sunnybank estate inspection had to be curtailed as it had overrun the allocated time and the TO had to attend to an urgent matter in another area. Sonia Isaacs, North district tenancy manager, will advise the date of the next inspection.

Q: There seem to be a lot of issues with Tenancy Officers. We are all volunteers here and you get a lot of support so it is important that, when new TOs come into the area, the manager should come up and introduce them to the resident reps.
A: Agreed - we will take that back.

Q: At the last inspection we had trouble getting into Ashford Gardens - after 10am they will not allow anyone in. Don't TOs have keys to get in?

Q: Two inspections on Fieldway estate - sheltered housing and Applegarth up to Underwood which is an impossibly large area and needs to be split into two.
Q: We had an estate inspection 3-4 weeks ago but not yet had any paperwork.
Q: I am keen to have 2 more residents, preferably from blocks of flats, to accompany me with the team - takes off pressure if anyone off sick.
Q: We had a change of TO at the beginning of the year - we were never informed and it has taken a number of emails. We never had a schedule for this year and the last time we were only given about 10 days notice.

Q: Not had an estate inspection for some time at The Laurels.

Q: We have done inspections with caretaker managers and been notified by the new manager that there will now be inspections once a month but we were not advised by the TO.
A: Hopefully the new procedure will address these issues.

Q: Beech, Cedar and Ashford Gardens - no feedback.
Marilyn Smithies advised that she has shown photo to Lorraine Smout.

Q: Can all dates be circulated to all reps? Fire safety - important that inspections note the issues. Fire action notices etc. by front doors should be something residents are aware of. Suggest having separate section in report on fire safety. Is feedback coming back to the council into a database to identify borough wide issues?
Dave Sutherland: Fire safety - very up to speed on that. With all blocks there are organised regular risk assessment inspections. The council spends £3m per year to ensure we comply with safety requirements. Estate inspections - disappointed with the feedback.  We need to get it right.
 

Elaine Wadsworth (Head of Housing Strategy and Commissioning) gave a brief summary:

• Maintaining and improving stock
• More resources
• Energy efficiency - lot of work - loft and cavity wall insulation, double glazing, wall overcladding, solar panels
• Kitchens & bathrooms - ongoing programme
• Health & safety - asbestos survey, smoke alarms etc
• Structural fabric - windows, external painting etc
• Door entrance systems
• CCTV
• Playgrounds for children
• Adaptations - ongoing programme

The following issues were raised:
Q: Asbestos removal - how long will it take before it is removed from all the properties?
A: There will be less and less over the years but it will take a while.

Q: The only asbestos on our estate is in roofs of garages but if it is not tampered with it is not a danger.
A: Eventually, when work is carried out, it will be removed.

Elaine Wadsworth (Head of Housing Strategy and Commissioning) gave a verbal report:

• Changes: underoccupancy penalty
• 1300 council tenants affected - £15 for one spare room
• Can move to smaller property or take in a lodger
• Visited all these people - still some we have not been able to contact
• 60% think they can afford to stay
• 10% want to move to somewhere smaller
• Lot of promotion - Open House, letters etc
• Two events - next event on 25 June
• Benefit cap - came in April - Croydon one of early boroughs in roll out - possibly October
• 40 council tenants affected
• Average loss is much more significant - £55 per week
• Options are: to find work; moving to smaller home or cheaper area
• Looking at individuals and assessing all options
• Want to avoid people getting into arrears

The following issues were raised:
Q: If residents are in council accommodation and are affected, where can they go? If we are building new council properties for families - what about families which cannot afford the rent?
A: We are looking at all kinds of solutions. They may need to move away to a cheaper area. We have commissioned work to look at the impact and possibilities of families moving to smaller homes.

Q: If people are evicted, what guarantee is there that they will be rehoused?
A: Providing they have not made themselves deliberately homeless, we have discretionary housing payments to top up rents and we are looking for longer term solutions. It is about people engaging and working with the council.

Q: When government makes individuals responsible for paying community charge, rents etc. the situation will get worse.  Many will not pay rent but will buy things for the house and build up arrears.

A: We are also looking at money management to help people to cope better.

Dave Sutherland: We have increased the number of welfare benefit advisers to deal with the caseload to pick up those that will engage.

Marilyn Smithies advised that she is a member of the Residents' Network and is taking part in a member phone in to discuss how the first months of benefit reform has impacted on residents.

Tim Nash (Resident Involvement Co-ordinator) summarised the report:

• Attendance in decline
• Review over last 6 months
• Decided best option to continue panels meeting in similar vein but only 2 area based panels meeting 4 times a year
• Areas larger - north and south borough panel
• Will meet somewhere central
• Meeting with surgery beforehand - will continue surgeries if prove popular
• Rebranding - Forum rather than Panel?
• Constitution amended to reflect changes

Q: Will 30 minutes be long enough for surgeries as the areas will be larger?
A: The issue is whether people will come from far flung distances to register small complaints, so the surgery time may not need to be so long. We will monitor and adjust, if needed.

Chris Stock advised that the first meeting will be June/July - date to be decided.

Chris Stock (Resident Involvement & Scrutiny Manager) summarised the report:

• Trying to combine ‘Your Question Time' and annual tenants' conference (attendance falling)
• Mini-conference - Fairfield Halls or somewhere more local
• 4 times a year with 2 topics
• Any resident to listen to presentations and then ask questions
• May be a few stands displaying literature
• One of meetings to be for leaseholders - instead of Leaseholders' Panel
• To pilot a couple during the summer

The following issues were raised:
Q: Reducing meetings, surely gives fewer opportunities for residents to raise issues?
A: By combining panels, there will be more meetings taking place (CHP had 3 meetings a year and now there will be 4 meetings). If people want local meetings, we will organise local events.

Q: Is there a Tenants' Housing panel in my area? (St Marks Road, South Norwood)
A: There are very few residents' associations - we have trouble getting people to fill committee roles. Everybody will be invited to join the new panels.
 

Q: Why is the annual conference being stopped?  We need more people to get involved.
A: Last year the conference attracted only 50. Now we will have 4 mini-conferences so hopefully more people will get involved.

Chris Stock (Resident Involvement & Scrutiny Manager) summarised the report:

• At every future meeting will give summary (written) of what is happening
• Change to Sheltered Housing Panel constitution - brought in line with other panels

The constitution change was agreed by the panel.

London Tenants' Federation (LTF) - Michael Hewlett

• Now formed as charity
• Drawing up new constitution

Mayor's Housing Forum - Michael Hewlett

•  Next meeting July

ARCH - Michael Hewlett

• Bringing out pamphlet on welfare reform
• Annual conference at Yarmouth IN September

Croydon Voluntary Sector Alliance - Guy Pile-Grey

• New strategy to present to council
• Report - voluntary sector done well

Croydon Congress - Marilyn Smithies

• No meeting since 8 November 2012 and no feedback on what has happened since
• Next meeting on 16 May 2013
• Discussion to focus on how we do more to encourage people to take responsibility for their own health

All Ages Inter-generational Conference - Sian Foley

• (Sian Foley was not available)

London Tenants' Scrutiny - Chris Stock

• 60 people came to successful day in Croydon
• Another event in July
• Group will be deciding on next scrutiny area at next meeting
• New recruitment exercise - interviews shortly for new members
• The Panel now has co-opted a tenant from Amicus Horizon Housing Association

John Piper complained that the 6100 Council number still asks for an internet PIN number to get onto Housing.

Jim Mansell requested page numbers to be added to Agenda front sheets.

all in the Council Chamber, Town Hall, Croydon at 6.30pm:
23 July 2013
8 October 2013

5 February 2014

1 April 2014