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MINUTES OF THE REPAIRS WORKING GROUP
DATE:
Tuesday 1st December 2015
TIME: 11:15 am
Present:
Colin Somerville (CS)
Neil Barks (NB)
Chris Marsden (CM)
Justin O’Brien (J’oB)
Councillor Roger Bayliss
Amy Page (Minute taker)
Susan Latham (SL)
Helena Bell (HB)
1.0
Steph Coles (SCo)
Sue Carr (SC)
Kate Nicholls (KN)
Adi Marks (AM)
Pauline Inett (PI)
Pam McGowan (PM)
Hilary Prime (HP)
Andrew Boast (AB)
Jim Marks (JM)
Brian Wills (BW)
ITEM
HQN Value For Money Review Workshop
2.0
Brian Wills introduced to the group as a first time attendee.
Apologies: Jon Coulton Sheila Sharpe, Joyce Gee, George Potter,
Val Potter
3.0
3.1
Minutes of the previous Meeting (03/11/2015)
4.0
Actions from previous minutes
ACTION/OUTCOMES
Item missed- KN stated she felt that the DLO are being
privatised. (CS) The gas servicing contract has not been privatised, it
has been re-procured. There is a willingness to look at the DLO for
tendering gas related work in the future if it would provide value for
money to do so. Part of the process is the value for money review
currently being carried out by HQN. It should provide a guide to what
can or needs to be done.
Ref 3.1 The call centre have been told that text messages will
automatically be sent unless specified not to.
-
Highlighted issues with the system; not receiving texts and
receiving texts for work at other properties. CM is aware of the
situation and is working with the schedulers to sort out the issue.
-
CM is to contact the Call Centre again to ensure they are asking
tenants for up to date contact details and if they wish to receive
text messages.
-
Paul from HQN will be spending time with the call centre as part
of the review.
-
KN queried whether not having a mobile number may cause call
centre staff not to ask about text messages. Landlines can
receive texts as voice messages.
Ref 3.2 The two properties at The Biggin and Dysons Close are on
the program and will be contacted in due course. The property at
Riverway is not on the program; a surveyor from the Planned
Investment team will be in contact to assess if the work is required.
Ref 4.3 NB There are currently two people remaining at Queensway
house (one is due to move out on 02/12/2015) the remaining tenant will
CM
be moved immediately after Christmas. Each tenant will be receiving
a Disturbance Payment.
Ref 5.10 The initial report will be sent to NWLDC by the end of
December 2015. After review the findings will be shared with the
working group.
Ref
AOB
ii
Maintenance
officers
are
looking
into
this.
Ref AOB iv NB will provide this information at the next meeting. SCo
clarified
that
it
is
the
greater
area
of
Coalville.
Ref AOB v Report any issues regarding roof tile displacement to the
Council. The cause whether it is vortex related or not will be dealt with
by the council.
5.0
Void Lettable Standard Feedback
5.1
Staff who monitor how long contractors are working on voids for:
Kier – Neil Barks
IRT/G Purchase – Colin Somerville and Chris Marsden
5.2
Contractors who have more than one void property may move
between them depending on what work is needed. Part of contract
management is to monitor time spent on voids and take action when
necessary.
5.3
SC reported a property which has been empty since 15 July. CS is
aware of long standing void properties, they are being looked into.
5.4
There will be a dedicated Maintenance Officer focussing solely on
voids. The other Maintenance Officers will be concentrating on
responsive repairs.
5.5
The Make-Safe process is being assessed and may have both the
void supervisor and void maintenance officer attend. The spec up of
works required may be done at the same time as making the property
safe, aiding the reduction of time the property is empty.
5.6
The VLS includes the external parts of the property. If anything has
been missed it can be carried out once the property is let, again
reducing the time the property is empty.
5.7
HP has recently done four tenant inspections and reported the quality
of voids has improved. NB – Tenants inspections are eagerly awaited
by the staff and supervisors. They keep staff and contractors on their
toes.
5.8
Carpets may be left in properties if they are in a good, clean and safe
state. If the property is fumigated all soft furnishings are removed.
5.9
Insulation may not always be checked at void stage if it has been
carried out by the Planned Investment team due to the surveyors not
having ladders on their vehicles. If responsive repairs are able to get
into the loft they may check but it has not been enforced. CS will put
insulation into the new standard.
5.10
NB The Housing Energy Strategy (which is going to cabinet for
approval) includes a minimum of 270mm of insulation. The council
has applied for many Eco funded schemes and are seeking to
maximise every opportunity.
AOB
Any Other Business
i.
The Solid Fuel contract data wasn’t as up to date as originally
thought; extra operatives have been needed to carry out the amount
of work required. Due to this Sure Group have had to bring operatives
from further afield to help out temporarily.
CS
ii.
NB. Communications with staff and the unions regarding the
procurement and award of the gas contract could have been better
and lessons have been learned.
iv.
NB. There is at least one of our operatives, and potentially a further
two, indicating an interest in working for Sure Group on our gas and
solid fuel contracts. There may be many reasons why they may wish
to make that move, that are personal to them. From a Council
perspective to have local people with a knowledge of the area and our
properties working for Sure Group would be a positive aspect of any
such staffing moves.
v.
Two non-gas operatives are leaving NWLDC by taking early
retirement. NWLDC may see this as an opportunity for apprentices
and other staff to take on permanent roles.
vi.
KN requested for quarterly meetings with Contract Managers to attend
and discuss performance. This was agreed. NB/CS indicated that
performance reports could be used by tenants to determine which
Contractor Representatives in particular the working group wants to
attend each quarter.
vii
Colin Somerville will be leaving NWLDC at the end of December
2015. Neil Barks will become Team Manager for both Responsive
Repairs and Planned Investment and will be staying on until the end
of March 2016.
Date Of Next Meeting
Tuesday 12th January 2016 10:15 Council Chamber