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Meeting documents

Tenant & Leaseholder Panel
Wednesday, 4th February, 2015

Tenants and Leaseholders Panel Minutes

Date:
Wednesday 4th February 2015
Time:
6:30pm
Place:
The Council Chamber, The Town Hall, Katharine Street, Croydon CR0 1NX
 

Attendance Details

Present:

Michael Hewlett (Chair), Marilyn Smithies (Vice-Chair), Syed Ahmed, Peter Cooper, Chris Crossdale, Bernard Daws, Bob Dean, James Fraser, David Palmer, Guy Pile-Grey, John Piper, Stephen Pollard, Laurence Taylor, Kim Wakely and Colin Wood.

Councillors:
Councillors Maddie Henson, Dudley Mead, Michael Neal
Observers:
Dave Sutherland (Director of Housing Management Services), Peter Brown (Director of Housing Needs & Strategy), Sian Foley (Head of Service Development), Justin Hills (Service Manager, Facilities Management), Yvonne Murray (Head of Tenancy & Neighbourhood Services), Tim Nash (Resident Involvement Co-ordinator), Jo Negrini (Acting Executive Director for Place), Judy Pevan (Service Manager Stock Investment), Bob Richardson (Head of Planned Maintenance & Improvements), Keith Robbins (Business Partner, Finance & Assets), Lorraine Smout (Head of Responsive Repairs), Elaine Wadsworth and Oriel Weekes
Committee Manager: Margot Rohan (Senior Members' Services Manager)
Absent:
Councillors Sherwan Chowdhury, Lynne Hale, Oliver Lewis and Joy Prince

Item Item/Resolution
MINUTES - PART A
A41/15 DISCLOSURE OF INTEREST

There were no disclosures of pecuniary interest at this meeting.

A42/15 WELCOME AND INTRODUCTIONS

The Chair, Michael Hewlett, welcomed all to the meeting.

 

A minute's silence remembered Ken Coates who sadly passed away in January.  He had taken an active interest in community activities and been on the Tenants' & Leaseholders' Panel for many years.

A43/15 APOLOGIES FOR ABSENCE

Apologies were received from Councillors Sherwan Chowdhury, Oliver Lewis, Joy Prince and Matthew Kyeremeh; Sheila Howard and Peter Mason.

A44/15 MINUTES OF THE MEETING HELD ON WEDNESDAY 15TH OCTOBER 2014

The minutes of the meeting held on Wednesday 15 October 2014 were agreed as a true record of the proceedings, apart from the following omission:

Councillor Joy Prince attended the meeting but was left off the attendance record in error.

A45/15 INTRODUCING JO NEGRINI, EXECUTIVE DIRECTOR OF DEVELOPMENT & ENVIRONMENT - THE CROYDON CHALLENGE AND WHAT IT MEANS FOR THE HOUSING SERVICE

Jo Negrini introduced herself:

  • Looking at how services delivered and how it affects the structure of the Council
  • Changing way the Council delivers services and how the back-room operation is managed
  • Responsibilities of residents - need a lot more involvement
  • Need to ensure the services needed are provided
  • Old way of working not financially sustainable
  • Croydon Challenge programme - series of big transformational projects:
    • Eyes and Ears - ensuring people feel safe wherever and whenever they are anywhere in Croydon
    • Digital Enabling -
  • Structure - from 1 April - 3 departments:
    • Resources
    • People
    • Place
  • Anything to do with physical fabric of borough will be managed under 'Place'
  • Jo Negrini will be Executive Director of Place
  • Paul Greenhalgh will be Executive Director of People
  • Services will be the same across the whole borough
  • Some housing services are different between tenants and corporate - in future they will be the same
  • On estates - also about shops, school, parks - looking at neighbourhood as a whole
  • Sense of having everything joined up
  • Paul Greenhalgh's area will be about integrated services for people

 

Issues raised:

  • The Panel is concerned with Croydon stock which is financed out of the HRA account.  The HRA budget is going up so Council cuts do not seem relevant to tenants.  The Housing department has its own budget - why does it have to be changed?  There will be a mix between officers working and being paid by HRA and those paid by the Council.  How will it work?

Response:  Jo Negrini - Understand HRA fund spent on housing stock.  That will not change.  Lot of HRA budget spent on physical fabric.  Planned maintenance - not going to change.  Aware of separation of HRA and general fund.  Richard Simpson manages the HRA account and will be held to account each year.

 

  • Can you assure us that none of the services we have now will be diluted?

Response:  We think they will be better.  The new arrangements will reduce any duplication and improve services overall.

 

  • Within any organisation, communication and consultation are usually the biggest issues.  We commend Croydon Council that there is resident participation offered.  With changes, we hope there will be similar concentration on what residents feel, think and how they want to be involved.

Response:  Jo Negrini - People will need to work more closely with residents in order to save £100m.  The best way to move forward is for people to work together around issues in a neighbourhood - there will be more scope to get people engaged.  We can galvanise people to work together in a local area.  Allotments, parks offer opportunities for the Council to work with local people to create the environment people want.  The 'Don't Mess with Croydon' campaign has brought residents together - people feel very passionately about 'place'. 

 

  • If fewer people are delivering the services, how will quality be managed? 
  • How is this money going to be saved if no staff cuts and no changes?

Response:  Jo Negrini - The whole priority is to focus on backroom operations.  There is a big Croydon Challenge project (Digital Enabling) - changes do not include huge cuts in staff.  Lot of people are signing up to My App.  Teams of people are being trained to understand all needs - housing, benefits, education etc.

The HRA will maintain its position with ring-fenced services. Not all housing staff are paid for by the HRA. There probably will be some job losses.

 

  • We are concerned that resources dictated by central government have to be cut.  With fly tipping, we are told you can't afford to prosecute due to cost.  It is endemic in South Norwood.  How can it be put right?

Response:  Jo Negrini - Enforcement is important - there will be Directors of Enforcement & Streets.  It is a key area where we will try to protect the budget.

 

  • Unless you ring-fence the HRA, surely you will have to cut staff in other areas.  Can you explain how the HRA will be protected?

Response:  Jo Negrini - We are not going to use the HRA to underpin other spending.  We have a statutory responsibility to ensure the HRA is ring-fenced.

 

  • New projects are all very well.  You cannot just move staff - there will not be enough work if it is more integrated.  How will staff morale be kept up?
  • We are talking about £100m over 3 years - national government cuts - loss of services, austerity measures. To lose £30m a year without services being cut is not possible. Concerned about service cuts and rate increases.

Response:  Jo Negrini - Part of the saving has been made by moving from 4 to 3 departments and losing one director.  We cannot commit to no staff losing jobs.  In the 2015-16 budget, jobs at risk have been minimised.  All housing staff are coming over to the Place department - the risk of job loss is at senior levels.  But we have to look in 2016-17 for more savings.  There are ways in which the Council can be a lot more efficient.  However, the biggest cost is salaries.

The first stage is backroom efficiency improvements.  We have managed to plan for £30m cuts - they are in the budget papers going to Cabinet on 17 February.  We have balanced the budget with very little impact on frontline services.  We now need to go through the process of identifying where further savings can be made.  During this year, we will be looking at how to find an additional £30m saving in each of the next two years.

 

  • As a tenant, repairs and refurbishment are the main concern and expenditure - will these be affected?

Response: Jo Negrini - No.

 

  • Cllr Dudley Mead:  Need consultation Section 105 Housing Act.  If you are making significant changes to tenant services, we must have a consultation.  Need written document stating what proposals are from 1 April.
  • Cllr Dudley Mead:  Nothing wrong with HRA's position.  The present housing service is good.  You are proposing separating houses from people who sit in them.  There has not been a proper consultation.

Responses:  Jo Negrini - We are not changing the housing service so do not need a consultation. 

Cllr Alison Butler - Reiterating - the services you receive will not be changing.  There will now be 2 directors over them.  We do not want residents who are outside the HRA to be receiving different services.  The People department will look at a wider range of services - helping people to find jobs, ensuring you get your full benefits entitlement, welfare of your family etc.

 

  • Cllr Michael Neal: The previous administration built up a good rapport with tenants and leaseholders.  Panel members seem to feel this is going to change and they will lose one-to-one contact with officers.  They want assurance about direct contact with officers.

Response:  Jo Negrini - There are no plans to change housing services or relationships with officers.  There is no benefit in changing relationships built up over years.  We want to reinforce and build on those.

Cllr Alison Butler - No change in contact with current officers.  There will be additional officers responsible for certain areas regarding regeneration etc.

A46/15 HRA RENT, SERVICE CHARGE, GARAGE RENT & BUDGET SETTING 2015/16

Keith Robbins (Business Partner, Finance & Assets) gave a summary of the report:

  • Government changed way the rents are calculated
  • 2.2% increase in rent and garage and parking space rents
  • Heating charges remain unchanged

 

Issues raised:

  • What is contract inflation?

Response: Index linked inflation written into contract.

 

  • What is CPI?

Response: Consumer price index - excludes housing costs.

 

  • Pram sheds - no longer used for prams - free of charge.  Heard you are going to start charging.

Response: Dave Sutherland:  4,000 pram sheds.  As refurbishing them, new locks, accurate record of who using them - small charge, rather than a free-for-all.  Charge to cover maintenance.

 

  • Garages & parking spaces - rent increasing 2.2%.  When are you going to repair the garages at The Lindens (Fieldway)?  We had a temporary repair because there was uncertainty about whether they are going to be demolished but they are not.  No downpipes to some of garages.  People are parking so we cannot use the disabled bays nor get out of the garages.

Responses: Keith Robbins - Page 11 of the report - there is a sum for refurbishment.

Dave Sutherland - We have a responsibility to carry out the repairs.

Lorraine Smout - The roof and gutters repairs are on a programme.  I will speak to Bob Richardson and look at when they are down to be done.  If this is some time away we could do these via Responsive Repairs, as major works.

 

  • Are all corrugated asbestos roofs on garages to be replaced?  It is a big expense to replace all, if they are not leaking nor damaged.

Response: Bob Richardson:  This work is part of the external painting programme where the garages are attached to blocks.  We are trying to remove asbestos where we can.  If they are low yield and in good condition, we will not remove it.  We have to do annual inspections.

 

  • Cllr Dudley Mead:  Appendix 1 - I commend officers as the rent collection rate shows an incredible result.  Last year we were the first council to give tenants a 2 week rent holiday - why don't we do the same again this year, as rent collection is so high?

Response: Cllr Butler: We thought about this gesture - looked at whether it is a benefit to tenants this year.  We decided housing stock is a priority, as we are losing properties through 'right to buy'.  More people are living in B&B and coming to the council, as they cannot afford private rents.  We will be taking £4m from the reserve to top up the council build.  We want to ensure we keep the Decent Homes Standard.

A47/15 WINDOW CLEANING UPDATE

Justin Hills (Service Manager, Facilities Management) gave a brief verbal update:

  • Since last October, good constructive meeting with cleaning company on 6 January
  • Only 3 notifications about no-shows since - windows were cleaned the following day
  • Encouraging caretakers to report back when there is a poor service or the cleaning company not showing up
  • 20 February - follow up meeting
  • Need to put in a process to evidence that the company has actually done the work
  • Currently we do not do this for housing stock, although we do it for corporate work
  • Cleaning specification only covers communal area - basic specification
  • Site audits carried out end of November 2014 by Justin Hills and an independent cleaning expert:
    • sites visited showed a good level of cleaning with some minor rectifications required
    • Further audits will be carried out over the next few months (2015)

 

Issues raised:

  • Contractor should leave stamped addressed envelope with one of tenants so can send back to say windows been done

Response:  Not always someone on site.  We could ask for it to be put through a letterbox.

 

  • Who pays for the window cleaning?

Response:  Window cleaning contract is with Interserve so paid by the Council, with a contribution from the HRA.

A48/15 PROCUREMENT OF PLANNED MAINTENANCE WORK UPDATE

Bob Richardson (Head of Planned Maintenance & Improvements) and Judy Pevan (Service Manager Stock Investment) gave a verbal report:

  • General building reprocurement - tender documents published 19 December - briefing 9 January
  • Site visits currently being organised for March
  • Resident training on ISS took place 3 February but some residents could not attend due to weather
  • Reading and moderation weeks - last 2 weeks in February
  • Competitive dialogue - 2 March to 30 April - meeting each week with each bidder to discuss one subject area
  • £10-14m pa
  • Lift reprocurement - will be including all lifts, both housing and non-housing premises
  • Electrical, Mechanical and Windows - reviewing options and trying to determine best way to package the contracts
  • Keen to maximise social value

Issues raised:

  • Who will be involved in the reprocurement process?

Response:  All services with a vested interest will have an input - some may have specific requirements different from housing requirements.

A49/15 ESTATE INSPECTIONS REVIEW

Tim Nash (Resident Involvement Co-Ordinator) gave a very brief summary:

  • Estate inspection process is an important resident involvement scheme
  • Review led to a number of improvements
  • Changes since so decided to review again
  • At last meeting, agreed need to be more cross-cutting and look at as fresh piece of work
  • Ideas from meeting to be put into a new process
A50/15 FEEDBACK

London Tenants' Federation - Michael Hewlett

  • Fund from UCL for research work at Old Oak Common/Park Royal area in connection with regeneration of Crossrail
  • This will enable LTF to fund a reasearch worker for 2 days a week


Mayor's Housing Forum - Michael Hewlett

No further update

 

ARCH - Michael Hewlett

  • Tenants group drawn up manifesto
  • 3 manifestos - tenants group, ARCH exec group and national federation IALMOS
  • Joined into one - presented yesterday in Parliament
  • Housing minister absent
  • Copy of manifesto - to put on website

 

Croydon Voluntary Sector Alliance - Guy Pile-Grey

Nothing to report

 

Croydon Congress - Report from Marilyn Smithies:

"Since my report on 15th October 2014 stating there had been no Congress meeting since 22nd November 2013 and no feedback as to what benefits the meetings made and to whom, I am pleased to say that there have been several meetings since November 2014.

  1. Stronger Communities Partnership meeting on 11th November. I had the first opportunity to speak to Cllr. Mark Watson, Cabinet Member for Safety & Justice and Nathan Elvery, Chief Executive and explained to them how frustrating the previous meetings had been when nothing was forthcoming with regard to what if anything had improved as a result of these 4 hour meetings and to whom?
  2. Croydon Congress meeting on 27th November focusing on “Opportunity and Fairness”.
  3. The formal launch of Croydon Opportunity and Fairness Commission on 28th January, which unfortunately I had to give my apologies for as I was chairing the Housing Services Forum. However, I have been notified that I shall be kept informed of future meetings and receive updates.
  4. Croydon Voluntary Sector Alliance meeting on 19th February.
  5. Next Stronger Communities Partnership meeting on 26th February.

I am hoping that these meetings which have a united “thread” will pave the way for much better communication and co-ordination with each other, culminating in communication with Community representatives thereby giving residents a true understanding of what is actually happening and why."


All Ages Intergenerational Update - Sian Foley

  • Money Magnet sessions – free money management course on 11 February for 3 weeks - how to make your money go further and ways to increase your income – book a place by contacting Theresa Rogers ext 62065
  • All Ages - Community Safety Challenge quiz on 17 February working with the Fire Brigade over 46 sessions held with local community groups and 9 shortlisted teams attending
  • Mayor Manju Shahul-Hameed & Cllr Alison Butler will be presenting the trophy
  • Croydon Community League - running with Crystal Palace and Surrey FA – 2 year celebratory events 24 and 26 February
  • Community Fun Club on 4 estates: Tollers, Handcroft, Longheath, Green Lane..
  • Improving Health & Wellbeing project – Fieldway Community Centre - will fund till end of March
  • 1st quarterly contract management meeting with providers on 12 and 13 February
  • All Ages Steering Group meeting 15 February
     

A51/15 FOR INFORMATION ONLY

The Resident Involvement Activity Report was circulated with the agenda.

 

Tim Nash mentioned:

Your Rent Your Say - fill in self-assessment form if want to join - quite high level proposal group - anyone interested contact Tim Nash or go to ‘Jobs' on the home page of the council website and search under ‘Jobs at Croydon' website for job reference no. 03675
We are looking for volunteers.
 

Training - 3 March - challenging and asking right questions in the right way with more confidence.

A52/15 DATE OF NEXT MEETING

The next meeting will be on 29 April 2015 in the Council Chamber, Town Hall, Croydon at 6.30pm.

MINUTES - PART B
  None
The meeting ended at 8:45pm