Minutes
Service Delivery Panel
Notes of meeting on 22nd January 2009
Present:
Janet Watkins – Vice Chair
Ann Moyies
Marion Hyde
Vincent Grech
Alex Newman
Jeff Proudfoot
Brian Swallow
Gordon Marsh
Sylvia Holland
Tom Underwood
In
Cllr Linda Scott
Attendance: Lesley Smith
Penny Leslie
Peter Luxford
Steve Shanley
Gillian Hewer - Notes
JW
AM
MH
VG
AN
JP
BS
GM
SH
TU
Cllr LS
LS
PLs
PLx
SS
GH
All Saints TRA
MTRF and Phipps Bridge and New
Close TRA
Sadler Close TRA
High Path Estate TRA
High Path Estate TRA
Phipps Bridge and New Close TRA
The Oaks TRA
The Oaks TRA
Carters Estate TRA
Carters Estate TRA
London Borough of Merton
London Borough of Merton
London Borough of Merton
London Borough of Merton
London Borough of Merton
London Borough of Merton
Apologies received: Lucy Hedden, Kim Jeferies, Seema Jandu
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Item
1
1.1
1.2
1.3
2
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
Welcome
JW welcomed attendees to the meeting and everybody introduced
themselves.
JW reminded attendees to sign the attendee sheet and to provide their
name and TRA when asking questions.
JW explained that she would be chairing the meeting as Godfrey Gofton
had sadly died. Godfrey had been actively involved and committed to
tenant participation for many years and had worked alongside the council
as chair of Sadler Close TRA, SDP and Leaseholder Forum. His death
was a sad loss for local residents whom he had done so much to help.
Minutes and Matters Arising
The minutes of the meeting on October 2nd 2008 were agreed as being an
accurate record apart from the amendment noted below.
Amendment
(2.7) Garage Lights at Fountain House
MH clarified that it was the same light in the garages at Fountain House
that kept on going out even when bulb had just been replaced. PLx
assured her that the contractor had now replaced that light and that it is
working.
Actions
(2.2)PLx confirmed that doors in communal areas of sheltered properties
must be wheelchair friendly and that there would be no bars along the
base of patio doors at All Saints. Windows on All Saints would all be
replaced on a like for like basis.
(2.3) System of stickers being placed on lampposts to indicate that the
lamp is faulty is now running and operatives have been reminded to
remove them once repairs have been completed.
(2.4) There have been no further reports of ASB from the family on
Edinburgh Court.
(2.5) It has been ascertained that it would not be possible to carry our
remedial work on the doors and windows on All Saints.
(2/7) It was confirmed that the lights at Fountain House are now working.
(2.9) The gutters on All Saints have not yet been cleared and grass can
be seen growing in some of them.
(2.10) The door at MTRF has now been repaired but work to the brickwork
is still outstanding. Connaughts have been chased. AM added that she is
also still waiting for an update on the new back door at MTRF. PLx
promised that he would ensure both items of work were progressed.
Action: PLx
(2.11) Report back on checks of all jobs identified during estate
inspections. Deferred: Next Agenda
(2.12)PLs confirmed that she had met MH to discuss adjustments to the
rear door at Sadler Close.
(2.14) Noted that there are still security issues at All Saints. Action: PLx
(4.1.4) LS explained residents only receive compensation when pram
2
2.14
2.12
2.13
2.14
2.15
2.16
2.17
2.18
sheds are demolished for health and safety reasons. No charges are
made for use of the sheds and LS said that she would be interested to
see AN’s old rental agreement showing charges. Action: AN
(4.2) PLx confirmed that the crack on the bin chute at Bramley Court is not
structural and was being monitored.
(4.3) PLx said that RMA had not been able to establish which of the lights
outside All Saints were in need of adjustment to stop them shining into
homes. JW replied that John Marcus-Taylor had been provided with
details and PLx said that he would ask RMA to re-visit the estate.
(4.6) LS confirmed that there would be no changes to caretaking
arrangements at the current time.
(4.7) LS reported that the dilapidated bench and rubbish dumped on All
Saints had been removed. JW pointed out that some of it had actually
been left and LS promised that this would be dealt with. Action: LS
(4.8) It had not been established whether Veolia resolved difficulties
accessing the garden area of the sheltered properties at All Saints as no
work had been carried out recently. Action: SS to check
(4.9) VG said that he would liaise with the probation service about work to
be carried out on High Path. SS confirmed that he would be happy to
attend a meeting. AN reported that Highways had now cleared up some of
the leaves on High Path but some areas of the estate were still untidy. VG
said that the new powerful floor polishers provided to cleaning staff had
started to cause the floor tiles to lift up. SS promised that he would look
into this problem. Action: SS
(4.10) PLx explained that until MH had reported there was still a leak in
the Fountain House garages in December, he thought the problem had
been resolved. MH replied that Bradley Billings had told her last week that
the blockage must be beyond the cap. PLx assured her that this work
would be progressed. Action: PLx
(4.11) It was confirmed that Smith and Byford would be servicing the
remaining radiators on All Saints and that this would be added to their
schedule.
BS said that residents at The Oaks had been told that radiators could not
be serviced whilst they were hot. Residents would have to turn off their
heating for 2 days while it was being serviced. BS added that he had
requested the work be carried out before the cold weather and nobody
had got back to him to explain that it was not possible. PLx said that the
works ordered had only been placed in November and some lead in time
was necessary to process it. It had been agreed that it was necessary to
leave the work until after the cold weather but BS pointed out that some
vulnerable residents use their heating up to early summer. PLx said that
the work would take place during May and BS reminded him to alert the
warden as she would need to ensure the more vulnerable elderly
residents turned off their heating. BS pointed out that he was sure that the
warden and residents had not been notified of the timing/deferment of this
work.
AM asked if servicing of gas central radiators is included in the contract.
3
2.19
2.20
3
3.1
3.2
3.3
4
4.1
4.2
PLx confirmed that it was and that he would check if any faulty/damaged
knobs would be replaced. Action: PLx
(5.4) PLx confirmed that he had already chased the work to the gates at
Sadler Close.
(5.5) PLs said that she was aware that the new locks had not yet been
fitted to the notice boards on Phipps Bridge but she would ensure this
item was progressed. Action: PLs
Performance Report
LS summarised the performance report and noted improvements made
since it was produced in November:
Rent – current performance 98.67% now collected.
Arrears – reduced further
Garages – arrears down but no increase of the number of garages
available for renting
Evictions – no increase
Service charge – collection rate improved and arrears have reduced
ASB – currently 171 cases
Repairs - 98% now on time (PLx advised)
Void turn around time – improved since November (PLx advised)
CP12 Gas certificates are only issued for rented properties. Noted that
leaseholders are responsible for obtaining their own. LS said that she had
looked into ensuring that leaseholders actually had the check carried out
but it would be hard to monitor and would be a further drain on resources.
MH suggested that one solution would be to add this requirement to the
leases. LS replied that she would speak to Sharon Phillips.
AM questioned whether the target for the number of properties complying
with Decent Homes could be achieved if only 64/318 had been brought up
to standard so far. PLx explained that a lot of major works schemes would
be completed during the next 3 months so there would be a big
improvement over the next few weeks.
Estate Issues
VG asked why door entry systems had not been provided in all the blocks
on High Path. LS explained that no more funding was available as all the
£800k received in a capital bid had been used. Prior to the bid residents
had applied for CSB funding to install systems and LS suggested that VG
submit a bid for funding from the CSB as there was unlikely to be further
corporate funding. PLs added that there was still surplus money in the
community safety budget and that VG could apply for schemes to be
installed during 2009/10. PLs and VG to discuss . See also item 8.
Action: PLs and VG
AM reported that some of the door entry schemes on Phipps Bridge are
not working. The magnets in the locks on Richmond Court had been
stolen and there are long term issues at Bookham Court..
A service charge is payable for door entry systems and LS said that she
would look into the possibility of a rebate for residents of any locations
where they are out of order for an extended period.
4
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
AM enquired about the progress of the roof repairs needed at Richmond
Court. PLx replied that he is trying to find budget as regrettably the job is
bigger than had originally been anticipated. Remedial work will be done
but the entire roof needs to be replaced and would be added to the capital
works programme. Any debris has already been removed. AM pointed out
that birds may be able to gain access to the roof space and asked PLx to
update residents on progress. Action: PLx
AM reminded PLx that there are still problems with the stair lights in
Bramley Court and some of the lampposts. PLx replied that the problem
with the lampposts is due to issues with the EDF supply but that he would
check once again that it had been reported and monitor the situation. A
works order has been raised for Connaughts to rectify issues with the stair
lights and he would provide an update to AM. Action:PLx
TU reported that there is still a problem with sewage in Polesden
Gardens. Emergency repairs had been carried out but the problem
reoccurs. Action: SS to pursue
BS said that the new lights in the car park at The Oaks were good but the
light on the back door had not been provided as agreed. LS replied that
she would check the works order and establish if it should have been
included. Should it not be on the works order a light could be provided
through the CSB and PLs would assist him to apply for this. Action: PLs
BS told attendees that John Forder had assured him he would get the
trees to the rear of The Oaks pruned but the work had not been carried
out. Action: SS to chase
BS asked if the 3 garages at The Oaks belong to Housing as one had
been used by the previous warden and contains a disabled/walk-in bath.
PLx explained that there had been problems with a disabled bath which
had needed to be replaced at The Oaks and that he would check and
ensure the stored bath was removed. Action: PLx
BS said that one of the other 2 garages is used to store the mower used
by the Dolliffe Close residents who maintain the gardens and the
remaining garage is full of garden waste. BS said that he would like the
garages to be available for renting but had been told they are the
responsibility of Social Services. LS to check Action: LS
BS said that the lines on the parking bays and lines to restrict parking had
still not been painted. PLs replied that any work requested had been
completed and that lines to restrict parking are not painted by Housing.
PLs to check what work has been done. Action: PLs
BS added that ambulances regularly have problems accessing The Oaks
due to parked cars so it is important the area is kept clear. Action: LS to
investigate enforcement
BS asked for an update on provision of railings at The Oaks through the
CSB. PLs replied that they had been ordered and that she would establish
a date for them to be supplied. Action: PLs
BS pointed out that the shrubs provided through MEIG had not been
planted yet either. PLs confirmed that they had been purchased. The
residents had originally planned to plant the shrubs themselves but as the
5
4.12
4.13
4.14
4.15
4.16
4.17
4.18
4.19
shrubs were quite large there would be safety implications. However the
residents should have been contacted to make arrangements for the
planting to be carried out. Action: PLs
MH raised concerns that there were still leaks in the garage at Sadler
Close. Bradley Billings had been able to confirm that they were not due to
a broken soil pipe but the problem had still not been resolved. Action:
PLx
MH pointed out that loose and missing bricks on the path by Fountain
House are a danger for residents. Action: PLx
MH reported that the broken entry phone in the north block of Chart
House has been reported but the repair is still outstanding. Action: PLx
VG reported that the magnet on the Marsh Court door entry phone is
missing. Action: PLx
VG said that he had applied for a garage to store the fun day equipment
in. As the shed behind St John’s hall is un-used would be able to use
that? LS replied that she would investigate. Action: LS
AN explained that lines denoting parking restrictions on High Path do not
work at night as Nighthawk are not operating. LS advised residents should
phone Night Hawk if access was restricted at any time. BS asked if the
scheme could be extended to include The Oaks as local residents park
there. LS replied that to extend the scheme, the contract would have to be
put out to tender. However it may be possible to clamp vehicles parking
at The Oaks for a limited period which would act as a deterrent and she
would investigate this issue. Action: LS
JW said that the recycling bins at All Saints are not being emptied
properly. SS explained that Environment and Regeneration are
responsible for recycling and that he would raise this with them. JW
advised the containers were being thrown around and a lot of mess being
left.
JP asked if there was a policy regarding provision of water to each floor in
a block. PLx said that provision would depend on the facilities provided.
JP asked who would be responsible for the stopcock. PLx replied that the
Water Board was responsible for water and piping up to the stopcock and
Housing for water and piping after the stopcock.
6
6
6.1
6.2
6.3
6.4
6.5
6.6
7
7.1
7.2
7.3
Grounds Maintenance
SS explained that Housing and Highways share the grounds maintenance
contract which is covered by Veolia. Although the contract is joint,
Housing monitor work on their property and Highways monitor work on
their land. The contract only covers grass cutting and tending to flower
and shrub beds. Housing had been dissatisfied with performance from
Veolia and had considered terminating the contract.
Officers had monitored the contract and service from Veolia had improved
so the decision to terminate had been put on hold. A reduction in cost had
also been agreed and service charges would be lower to reflect this. More
staff would be covering the work and improvement supervision
arrangements put in place. Work on shrubs would take place before the
end of February and a schedule of works for the year made available so
that officers could continue to monitor the work.
Advice had been obtained from Legal and Procurement and risks had
been identified in relation to termination of the contract. The tender
submitted by Veolia had been significantly cheaper than the others so any
new contract would cost more and could not be guaranteed to be any
better. There were also a limited number of providers for the service and a
risk that Veolia would take legal action.
Contingency plans were considered should Housing need to terminate the
contract. These include a temporary service provided by FM Conway and
partnering with other local authorities. It would not be feasible to provide
an in-house service as this would be too expensive.
BS enquired why the service provided by Veolia had not turned out to be
of an acceptable standard. SS explained that Veolia had submitted a
tender to provide a service at a low cost. This lead to them providing low
rates of pay to their employees and the better staff left. The situation has
now been resolved and they have also obtained a better contract
manager. SS is confident that performance can be turned round and that
the service will improve. He is meeting with operatives on site and
monitoring standards. If the service does not improve then there will be
records of why the contract has to be terminated.
AM reported that the flower beds to the rear of Bramley and Richmond
Court had not been maintained. Action: SS to visit and arrange any
necessary work
ASB Evaluation from the Customer Perspective
A specialist team has been set up within Tenancy Management team to
work alongside the Police and Safer Merton and deal with ASB. Noted
that they focus on more serious breaches and Tenancy officers continue
to assist with neighbour nuisance or lifestyle cases.
Performance has greatly improved to a level of 88% satisfaction.
Compliments have been received from residents who have used the
service. Performance would be evaluated in 6 months.
VG reported that a High Path resident appeared to be being taken
advantage of by her neighbours. LS advised him that there could be adult
safeguarding issues so he should report it to the sustaining tenancy
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officer. The officer could then liaise with social services, the police, the
caretaker and warden and ensure the situation was monitored. Any action
would depend on the resident’s willingness to accept support to resolve
the situation.
8
8.1
8.1.1
8.1.2
8.1.3
8.1.4
8.1.5
8.1.6
8.1.7
8.2
8.3
8.4
8.4.1
8.4.2
8.4.3
CSB/MEIG Update
2008/9 Schemes
PLs provided a progress report and attendees discussed items on it.
Sadler Close - security rails recommended by multi agency groups, police
and ASB team in order to prevent ASB. MH questioned the ownership of
the wall on which the deterrent would be erected. The spend was agreed
subject to the approval of Marion Hyde. PLs and MH to do a site visit. .
Action: PLs MH
Shelley & Byfield Courts – rRoof security measures
Issue of children climbing onto roof could lead to damage and pigeons
gaining access to water tanks and causing contamination. Needed for
health and safety reasons to ensure council is not liable. Agreed
Shrubs at Abingdon Close
Pyracantha and other mature thorny shrubs to be planted to act as a
deterrent to children playing ball games and causing nuisance on the
estate. Agreed
The Oaks
PLs to finalise arrangements with BS for the delivery and installation of
shrubs and trees. Agreed Action PLs, BS
MTRF
Work to doors. Budget available so PLs to progress. Agreed Action PLs
Carters Estate – Bollards
TU pointed out that the work had not been completed. Action PLs
Sadler Close – wall and painting
MH told PLs that although the painting had been finished the wall had not
been repaired. Action PLs to check
PLs to physically check that all agreed schemes had been completed to
the satisfaction of residents. Action PLs
Attendees were asked to approve items on which “spare” budget would be
spent:
Dolliffe Close
Residents had submitted ideas to spend £10k of MEIG including a new
kitchen, new floor coverings, etc. There will be a meeting on 23 rd January
to progress the schemes. PLs pointed out that some of the items could be
covered by the repairs and maintenance budget. Attendees were asked to
agree spend of some of the surplus budget if needed. Agreed
2009/10 Schemes
Carters Estate – safe pathway
PLs to consider feasibility and arrange meeting once more facts and
figures are available. Action: PLs
High Path - door entry schemes
See 4.1 PLs and VG to discuss. Action: PLs, VG
The Oaks – various schemes
A short discussion was held concerning the various items proposed in the
8
8.5
8.6
8.7
8.8
8.9
8.10
9
9.1
bid from The Oaks, and it was agreed that PL would meet with Bill
Coooter and Brian Swallow to clarify what was required and advise on
their bids.
Action: PLs to visit and agree improvements with BS and residents
AM pointed out that some of the items submitted do not meet criteria for
the CSB/MEIG. LS suggested that in future PLs send out criteria with the
formsPLs confirmed that this already happened PLs explained that
whereas the MEIG was likely to be over-subscribed for 2009/10 there
were as yet no bids for the CSB.
AM commented that some TRAs are regularly submitting bids for
schemes and getting allocated funding while other areas do not get the
opportunity. LS replied that at the previous meeting it had been agreed
that the process would be reviewed to ensure it was fairer. Other
sheltered properties such as Gresham House may need improvements
and some estates, such as Eastfields, were not represented. LS explained
that area panels had been set up to provide opportunities for the latter.
AM reminded attendees that Merton Priory Homes would provide some of
the improvements.
TU suggested that ideas obtained through estate inspections could be
funded through CSB/MEIG. AM explained that not all estates are
inspected.
LS proposed setting up a sub-group to review suggestions. PLs replied
that the TP section are encouraging residents to engage in Eastfields and
other areas.
SS suggested that cleaners and caretakers could submit ideas. BS
reminded him that some improvements would need maintenance. LS
agreed that some improvements would involve ongoing cost implications
for which residents would be charged annually ie door entry schemes.
Any Other Business
JW raised concerns re over-flowing dog waste bins on All Saints. SS to
liaise and ensure they are emptied regularly.
Date of Next Meeting:16th April 2009
9