Notes of the November Repairs Working Group

NOTES OF THE NOVEMBER REPAIRS WORKING GROUP

DATE: 14th January 2013 TIME: 10:15 am

Present:

Richard Whitmore, Chair Ray Merry Jon Coulton Sue Carr Chris Clarke George Potter Mark Tuff (part) Val Potter Pat White Denise Collins Antony Douglas Sheila Sharpe Cllr Roger Bayliss Pam McGowan Kath Whittaker Kate Nicholls Angela Pearce Glynn Truswell Donna Wilton, Minute taker 1. Apologies: Patricia McGinty, Pauline Inett & Frank Carr.

ITEM ACTION/OUTCOMES

2.0 Minutes of the previous Meeting (03.12.13)

All Agreed

3.0 Actions from previous Minutes No actions

4.0 Open Forum – Follow on from December Meeting.

4.1 Discussions took place about how the meetings would be structured in the future. It was agreed that there should be more structure and not a general discussion. It was explained that a forward planner has been created for the residents to add relevant issues to be discussed AD to send out forward and for the group to be more involved in any changes, planner with minutes the forward planner will be sent out. MT left the meeting. RW 4.2 RW would like a resident to be present at contractor meetings and they can then also have the opportunity to present their thoughts to the group.

4.3 Residents would like a 5 minute slot within meetings for small issues to be raised and minuted so they can be followed up. 5.0 Reallocation of Resources Richard Whitmore

5.1 The void process has changed to be more streamlined and to ensure all damp issues are dealt with before they are handed over to other in house departments to carry out work before they can be tenanted again. Questions on this subject were asked, it was established that supervisors, operatives, maintenance officers and project officers will be part of the move around of staff . Kiers are on board to deal with void properties with damp issues. We have 35 voids that require new floors laying and other damp associated issues. We plan to have these completed by March 2014 and will eliminate work having to be completed twice. JC asked for addresses where this has happened in the past so it can be investigated. 5.2 There are three teams within the in house repairs team;

1. North area based; 2. South area based; 3. Void works.

5.3 The teams will be rotated, most likely on an annual basis so that they will all get experience working in all areas, a variety of work and an equal opportunity to work with technologies such as mobile working.

5.4 Mobile working pilot system will be in place by April 2014.

The maintenance officers work involves day to day inspections, cyclical works and gas servicing. Officers are splitted into three areas:

1.North; 2.South; 3.Cyclical programs.

6.0 SOR Support Retender Richard Whitmore

6.1 This is the Schedule of rates support contractor contract who support the in house repairs team during busy periods and this is currently Laker who use alot of sub- contractors to carry out specialist work. The contract is up for renewal on the 7th July. The process of the retender was explained and the options and restrictions we have regarding procurement that meet EU thresholds. A resident will be involved at all stages of the process.

6.2 Kate Nicholls left the meeting 7.0 Handyman Scheme Richard Whitmore

7.1 A general discussion took place on offering a handyman service. It was explained that this was just an idea at present and had alot of unanswered questions regarding the service and how it would work, who it would be offered to. A couple of tenant expressed that it was not a good idea and the question was asked if we did not use the money for this service what could we use if for. RW asked that residents thought about it further.

8.0 Any Other Business

8.1 The In-house Repairs Team were praised for the service they provided over the 2013/14 Christmas and New Year holiday period.

AD pointed out that March’s meeting needed to be either Repairs Working 8.2 moved to a new venue or date and time changed as the Group Council’s Chamber was booked, the business centre was suggested as a possible alternative.

8.3 AD advised the new terms of reference will be given out at the next meeting. AD

9.0 Date of the next meeting 4th Feburary 2014 Council Chamber 10:15am