MINUTES of the CHP Residents Voice Meeting held on Wednesday 19th June 2013 held at Myriad House Present Guests

Fiona Stirling (FS) Chair Linda Ollet (LO) Scrutiny Panel Colin Rolfe (CR) Joint Vice Chair Pauline Wilkinson (PW) Scrutiny Panel Sue Cornelious (SC), Joint Vice Chair George Webber (GW) Guest Maureen Wade (MW) John Smart (JS) Guest Simon Barrier (SB) Ray Canham (RSC) CHP Karima Ali (KA) Lesley Kitchen (LK) CHP Ruth Jarvis (RJ) Mark Shaw (MS) Apologies

There were no apologies ACTION

The Chair opened the meeting at 6pm. FS asked everyone to introduce themselves to the meeting.

1. Minutes of the previous meeting

The minutes of the previous meeting held on the 22nd May 2013 were taken as a true and accurate record.

2. Matters arising

Sheltered unit visits: CR confirmed that Hazel Sheridan was in the process of setting up these meetings for the whole year and members will be notified what dates they have been allocated. FS asked if she and SB could attend the Thetford Court visits as there were a lot of people that lived there who attended the area meetings and FS has left a message with HS about this.

Data protection training: FS stated that the majority of members had completed this SB/KA/ training. SB, KA and MS are still to carry out this training. FS asked for this training to be MS completed as soon as possible.

Website: RSC had shown members the work that had been completed on the website at last month’s meeting. FS stated that there needed to be a system put in place to make sure that MS all minutes were put on the website and that the area CHP Residents Voice groups were all posted as well.

Inventory: MW confirmed that forms should have been returned at this month’s meeting and ALL FS asked that this information was provided without fail at the next meeting or the equipment will be taken away.

Green deal: FS explained that this was a Government initiative that CHP had decided to CHP Residents Voice Minutes June 2013 FINAL 1 shelve for the time being as there were a number of concerns as it was viewed as unfair to new residents taking over from previous residents.

CR commented that he had received information from a friend explaining that Housing CR Associations were expecting new residents to take on existing residents debts not in this area. This was actually illegal as the contract was signed by the original tenant. CR would keep members informed as a test case was currently underway.

Performance Monitoring: SC had come up with an idea. FS had asked Martin Hammond to provide some data regarding rent arrears and the number of CHP residents affected by the benefit changes. It would appear that this is quite a complex system to work out as all local authorities run a different system. However, MH has provided figures based on Chelmsford City Council’s system. Rent arrears have shown an increase of 14% so far and MH will provide a report each month on the current situation.

3. Any other business

Grass cutting: FS stated that she had received an email from a resident expressing concern regarding the cost of grass cutting charges. A letter has been sent in response to the resident’s concerns.

It was suggested that maybe a lawnmower could be purchased and the area cut by the resident, resulting in no service charges to be paid. FS suggested that the resident contact CHP to discuss this further. FS asked if the Scrutiny panel would like to look into this situation FS/LO further and asked if the members of the panel present could take this back to their members reporting back to the CHP Residents Voice Committee on their decision. LO asked for the cost. FS would send a copy of the details to LO but did state the figures mentioned had not been checked to find out if they were correct.

Loan Sharks: FS explained to guests the purpose of the initiative and Charter. Unfortunately there has not been much progress made and the Committee were still awaiting SC information from CHP regarding this item. No details had been given regarding when the event would take place or when the Charter would be signed. Concerns were also raised about using the signs if CHP had not signed up to the Charter. SC would email Kay Caldwell as it had been at least 8 weeks without any communication.

RSC confirmed that all front line staff had received training on this subject and that Charters had been signed in other areas so this would not affect the signs being used in the Chelmsford area. The designs were still being awaited but Jade Parker continues to chase these.

PW asked who issued the Charter. SC stated that Mathew Huberon of the East of England illegal money lending team was responsible for putting the Charter together.

JS commented that the signs did not stand out. RSC stated that CHP were aware of this and this was in hand. A discussion took place on the magnetic signs being purchased and the reasons for this.

LO asked if there were any other plans to get this message out. FS confirmed that this information appeared in Your Home and that posters were being put up in other buildings.

SB asked if any alternatives had been suggested rather than using Loan Sharks. FS stated that Essex Savers was one organisation that would help residents.

EI Group: A visit has been organised to help CHP with some work. GB was unable to fund the lunch for the day and CR wanted to ask the Committee if they would fund this. FS stated that she felt that no resident should be asked to carry out work on CHP’s behalf and have no lunch provided as it was an all-day event.

CHP Residents Voice Minutes June 2013 FINAL 2 CR stated that the cost would be in the region of £50/£60. RSC stated that GB may not have a budget for this type of expense but he was able to fund this on behalf of the EI Group. It was agreed that RSC would fund this lunch.

Complaints Panel: FS asked if any other member would be interested in volunteering to help go through complaints for CHP as Benita Cook had resigned. CR explained that the members of the Committee made sure that procedures were followed correctly and all FS correspondence was customer friendly. SB volunteered to help FS and CR with this item. FS would provide further details of dates.

You to Work: RSC apologised for the short notice but CHP only agreed to the meeting today. This organisation offered employee benefits and they were also offering this service to MS/RSC CHP residents. The presentation would be held at Myriad House on Friday 21st June in the Boardroom and anyone who was able to attend was welcome. FS asked MS if he would attend. MS agreed. RSC would provide further information from the meeting to other members.

4. Welfare Reform/Universal Credits – Fiona Stirling

CR and FS had attended the Housing and Services Committee meeting and it was announced that the benefit cap would come into effect on the 15th July. It would appear that 18 CHP families would be affected by this cap and CHP have been making visiting to all these residents and managed to contact all but 2 families.

Universal Credit will come into effect as of October. FS has held many discussions regarding bedroom tax and welfare reform. CHP are doing as much as they possibly can to help residents with these changes. A number of residents seem to be ignoring CHP’s offer of help and just not paying their rent. Unfortunately they will go through the process of other residents who do not pay their rent.

SB asked if CHP were intending to build more 1 bedroom properties. FS stated that only the Board could answer that question. This situation has been created by Government and it is not CHP’s fault they are doing what they can to keep residents in their homes. A further discussion took place on the bedroom tax.

5. Leaseholders – Karima Ali

KA raised concerns that although there are 2 Leaseholders meetings left on the calendar 12th August and 18th November these meetings might not go ahead as arranged (5 people attend each meeting). KA had been told that these meetings may no longer take place. FS stated that she would raise this with Kay Caldwell at the next Officers’ meeting and asked MW to put this on the agenda. FS stated the new Leaseholders policy did refer to the Leaseholders meetings so it appears that these meetings will continue. It was noted that shared owners FS/MW were not mentioned at all and had been completely removed from the policy and there was a concern that they do not have a voice.

A discussion took place on the costs of running these meetings and CHP staff attending. CR had spoken to KC about these meetings and was assured that Leaseholders could continue to hold their meetings but they may not have the support of CHP staff and the use of the Boardroom. KA stated that she was happy to hold these meetings elsewhere. CR suggested that KA organise these meetings at sheltered schemes. RSC commented that the Leaseholders meetings were not CHP’s meetings and they could be held when and where Leaseholders chose; whether CHP staff attended is a different issue. This can be raised with CHP. As for costs Leaseholders have a budget and minute takers/room bookings could come out of this.

SC volunteered to attend to take minutes on KA’s behalf. FS asked MW to put this on the FS/MW Officers next agenda to discuss with KC along with the Leaseholders policy.

CHP Residents Voice Minutes June 2013 FINAL 3 FS asked KA if she had received the report the Scrutiny panel has sent to Board. KA stated FS she had not, FS asked the guests from Scrutiny panel if they would let KA have a copy of this report as well as the Committee.

KA stated that there were also a lot of issues regarding flooring and still no feedback had been received. FS would also take this up with KC at the next officers meeting.

6. Fire prevention, communal blocks – Fiona Stirling

This item was raised at the Housing and Services Committee meeting and has come about due to new fire regulations as a result of a fire in London (not a CHP property) where a number of residents died along with firemen.

CHP have been monitoring the reports regarding this fire and now have to put measures in place to safeguard against this happening. There will be a number of changes carried out: fire walls, doors and other work, as well as items removed from communal areas etc. This will have an impact on Leaseholders as well as CHP residents. KA stated that Leaseholders had no notification of this. RSC stated that a Notice was sent to all Leaseholders in April 2013. FS had asked DK to come along to the next meeting to give further information. MW confirmed that DK had agreed to attend.

FS and CR have been informed that new front doors may be fitted with no letter boxes. A separate unit will be placed outside each block. DK will be able to answer all the questions members may have at the next meeting. KA suggested she put something in the KA Leaseholders newsletter. FS suggested that KA emailed DK to obtain further details. CR commented that work was expected to start in the Autumn.

A discussion took place on residents being asked to remove items from the outside of their homes and communal areas. Residents were also being asked to move their mobility scooters, which was not very practical. FS suggested that individuals tried to sort out a solution with CHP as the fire regulations would not allow such equipment to be stored in these areas (and have never been allowed).

7. Voids – Fiona Stirling

FS stated that she had viewed a flat recently. It would have been helpful if a full and comprehensive list of what work was needed to be carried out and what facilities were available to enable new residents to decide to view. This had been raised at the last Officers meeting and KC would be investigating this item to see what could be done to give new residents the most up-to-date information as possible about the property. Also during this process the QoL team could be notified about surrounding areas (untidy gardens etc.).

8. TPAS – Colin Rolfe

Feedback has not been received from TPAS. The website is currently showing that the delegate rate does not include accommodation. The current breakdown is as follows:

TPAS Membership: £358.80 including VAT Parking: £10 per day Accommodation: £95.00 Bed and Breakfast per night £117.95 Bed, Breakfast and dinner per night

The Committee agreed that until the content of the workshops was agreed no bookings would be made as currently this was not value for money. A decision would be made once the content of the workshops were made known.

9. CHP Residents Voice – The future

CHP Residents Voice Minutes June 2013 FINAL 4 Leaflet: The leaflet was nearly ready to go out as the Committee needed to get the message out about who CHP Residents Voice are and what they do. A discussion took place on the leaflet it was agreed that the text discussed would be in upper case and independent would remain but the word independent would be removed from the second line. RSC

The leaflet states that as from March 2013 all residents are members of CHP Residents Voice. It should also state that if residents wish to opt out they need to contact MW. RSC

The cost of the leaflet is £235.00 for 1,000 leaflets there is no VAT on this item. If a run of 9,000 is to be asked for it will total £2,115.00. RSC stated that this will be cheaper due to set up costs not being charged. CR suggested that maybe 10,000 leaflets should be printed as then copies could be given to Rangers and other departments to hand out. RC will provide costs for 10,000 leaflets. Members were asked if they were happy for the Officers to agree RSC the costs on this item so that it could be put into production as soon as possible. Members all agreed.

CHP Residents’ Voice office meeting room: MW has devised a system with LK so that the team calendar has all the bookings for the Resource room entered on this. It has been agreed that all bookings from CHP RV will go through LK and any other bookings will be made by ALL CHP staff but they will have to invite MW so that she can keep the team calendar up-to-date. MW asked that all booking/entries for the team calendar were sent to her first.

FS stated that Ursula Heelis’ room will also be utilised by CHP as David Hart was using Lynne Foster’s old office to put together a Bond. This has meant that CHP has lost another meeting room.

SB asked when CHP were moving into their new building and what would happen to the existing one. RSC stated that it was on schedule and the crested newts had been rehomed successfully. Myriad House would be sold and CHP move out of Prospect House to fund the new building. FS commented that she had asked KC for the Committee to have input into the new building.

All new members would be given full training on Office 365.

Policies: This item will be put on next month’s agenda for discussion. MW

Financial end of year report spending – sheltered units: The latest outturn report and sheltered scheme breakdown had been sent out with the papers. Sandy James’ report showed that the money given by CHP Residents’ Voice for the use of the communal lounges ALL was being spent wisely. FS asked if there were any questions could members please contact the Officers as soon as possible.

Awayday: MW stated that the next Awayday would possibly be held in Marks Tey to enable residents outside of Chelmsford to attend. The current venue being looked at was the Marks MW Tey Hotel this was central to residents who lived in Saffron Walden, Clacton and Colchester. A date needed to be set late January early February. This meeting would be held on a Saturday. MW will send out possible dates. CR suggested that to keep things consistent it should be held in February and asked MW to provide costs.

FS stated that MW and she would be visiting Clacton to attend a residents meeting on RSC Sunday 30th June. FS suggested Skype or Lync was activated to enable these residents to participate in the CHP RV meetings. CR suggested that it was set up for the Committee to trial before it is rolled out to others. RSC would organise this.

There being no other business the meeting closed at 7:50pm. The date of the next meeting was scheduled for Wednesday 17th July 2013.

CHP Residents Voice Minutes June 2013 FINAL 5 Signed as a true and accurate record:

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CHP Residents Voice Minutes June 2013 FINAL 6