Agenda and draft minutes

Introductions were made around the table.  The meeting welcomed Katherine Meehan (Communications Officer), Mark Chandler-Bird (Operations Manager, Repairs and Compliance), and Anthony Wallner (Operations Manager, Planned Works).

The Chair announced that she had received an email of resignation from Mark Ryan. 

Apologies had been received from Dave Murphy, Pam Fry, Pat Smith, David Owen, Carl Plummer, and Nigel Dowes.

The report was introduced by JP.  During discussion it was noted that the minutes of the Core Groups were an item later on the agenda.

GJ gave an update on the report of the Scrutiny panel into the EIP Process.  GA asked for clarification as to how the EIP process will work alongside the current round of estate inspections.  It was reported that AW will be dealing with the EIPs in the future and will take into account the results of estate inspections. 

GB asked for clarification as to when the amount of the EIP budget would be increased by Folkestone & Hythe council to its previous level before the budget was capped due to the need to fund fire improvements.  AEJ responded that it was hoped that the grant would increase in future financial years.

GJ informed the meeting that one of the suggestions of the scrutiny panel was that EIP submissions should be accepted throughout the year.  

The chair observed that the group would like more information regarding current and recent EIP submissions.  HH and GB stated that the current way of administering the EIP bids makes the group feel as though they have not been fully involved in the decision making process.   Further, that this is probably as there is no explanation given of why some bids may be refused even after the group have put them forward. 

The Chair requested that a meeting to discuss EIP bids should be arranged to discuss the outstanding and recent bids.  A report regarding the position should also be put on the forward plan for the next meeting.

Action:  Governance Team to arrange meeting

JP introduced the report.  It was observed that the STLB already have a secretary who works with the Governance Team.

The position regarding the recruitment of a Resident Board member for Folkestone & Hythe was discussed and KM confirmed that adverts for new Board members would be distributed in the following week.

With regard to the forward plan, the following were confirmed as requests for future meetings:

·       Geoff Robertson – to clarify his role and to ensure that the group understand why things are done as they are

·       Pat Turley or another representative from the Sustainment Team

·       Mila – for clarification of services

·       Update on Universal Credit – MG

·       Grounds Maintenance

Action:  JP to liaise with the STLB regarding the further population of the forward plan.

The report was introduced by JP. 

GB reported that he has attended all the estate inspections that have taken place.  He updated the meeting on the changes that have been made to the routes this year and observed that, while the intention may be to use resources to best advantage, the inspections seem to be taking longer and are more tiring.  He reported that there will be a meeting in May to review the process used this year but that, in his opinion, as 22 inspections have now been condensed into eight, it is inevitable that things will be missed.  He suggested that the review should focus on the point of view of the inspectors.

DU pointed out that this is not the only time that EKH look at the state of the estates as officers will report issues when they are working on the patch.   GB responded that estate inspectors will know the areas intimately and that it is important that they work with EKH in order to address issues.  He reported that, while the rapport between residents, Folkestone & Hythe council and EKH had suffered in previous years, the relationship is now improving. He suggested that the estate inspections give an opportunity to continue to improve the relationship.

AEJ wished it to be noted that EKH is the ALMO, so Folkestone & Hythe do not get involved with the day-to-day running of the housing.

GA asked whether the blocks are to be included in estate inspections this year.  He observed that last year they had not been included.  In addition, he suggested that it is advisable for residents to be aware when the inspection are to take place in order that they can speak with the inspectors.  GB reported that he had been told that the blocks will be inspected after the rest of the inspections have been completed.

DU stated that when the current cycle of inspections is complete, the process will be reviewed to ensure that there is sufficient input from residents.

The STLB noted the report.

MCB introduced the minutes of the core groups as in the pack.  He explained how residents are represented on the groups.

The group discussed the content of the minutes, including matters relating to the statistics and performance of Mears, and the voids process.  MCB clarified the different categories of void which are dependent on the level of work needed to a property.  He reported that the process is being reviewed in order to make improvements to the service.

GB asked if it would be possible to invite inspectors out to see the voids process in order to report to local groups.  MCB responded that EKH would like the local inspectors to be included.  GB asked whether previous tenants are charged for any damage that they may have done to a property.  DU explained the rechargeable works policy, but noted that there can be problems in gaining access once works are complete. LH asked whether the cost of works completed where they could not be recharged is passed on to other tenants by means of a rise in rent.  DU confirmed that it was not. 

MCB explained how Mears use data from complaints to ensure that lessons are learnt in order to improve the service. 

It was noted that the P&R core group meeting did not take place.

The STLB noted the report.

The report was introduced by DU. 

In response to a question from GB, it was confirmed that, while the levels of garage arrears did not look good at the time of the report, the figures usually level up towards the end of the financial year.  GB asked if it were possible for the arrears to be reported so as to identify the proportion of arrears between tenants and private renters.  It was felt by the meeting that there are tenants who would like to rent garages but they can’t as they are privately rented.

Action:  DU to liaise with Jonathan Hicks to identify the sector which is causing the most arrears.

During a discussion on the continuing position with the heating and hot water contract, GB asked whether a copy of the LGSR should be left with the tenant or sent to them soon after a boiler service.  MCB confirmed that this is the case, and that if tenants do not receive an LGSR within 14 days of a boiler service they should contact EKH.

The STLB noted the report.

It was noted that this had been dealt with under item 3 on the agenda.

JP asked for clarification of the group’s preference for the timing of meetings. 

Agreed: to rearrange the dates/times on the Forward Plan so that alternate meetings take place during the day.

TO CONFIRM as a true record the minutes of the meeting held on 10^th January 2019

Noted that there was an error on page 29 of the pack, where Dave Murphy had been described as vice-chair of the group.  This will be rectified.

Garden Competition:  confirmed that the second letters are going out to the sponsors.  GB reported that he has made arrangements for the Sue Wiltshire trophy.

The Chair asked whether it would be possible to put a memorial plaque onto the bench immediately outside the front door of the Civic building.  AEJ undertook to clarify.

Action:  AEJ will clarify with Folkestone & Hythe district council.

Resident Board member:  JP and KM gave an update on the progress of recruitment for Resident Board member.

The minutes were proposed by GA and seconded by SG as a true and accurate record of the previous meeting.  Agreed nem con.

The time and date of the next EKH meeting was confirmed as 20 June 2019 at 6pm at Win Pine House. 

The next private meeting of the STLB will be held during the week commencing 13 May.  GB will be in the Chair.  Precise date and location to be advised.