Minutes of Leaseholder Meeting
6.00pm 14 June 2006
Present:
Leaseholders Anthony Hawley Kate Marsden Ken Linford Dawn Partington Cllr Joan Briggs
16
Finance and Administration Manager
Chief Accountant
Tenant Participation Officer
Mediation Manager
Guests:
Elizabeth Leonard E J Czerniak -
Audit Commission
Director of Housing, Health & Leisure
1.
Introductions
Tony Hawley (TH) welcomed all to the meeting and introduced Elizabeth
Leonard from the Audit Commission who was attending as an observer.
2.
Apologies
Apologies were received from Mrs Kachlan, Mr Chadwick, Mr Perrett and Mr R
Chatfield.
3.
Minutes of Meeting 1 March 2006
Points raised:Page 1
Douglas McDonald (DM) commented on the excellent
presentation of eco teams and asked for the forum’s thanks to be
passed on to them.
Page 2
5.3 Terry Pollard (TP) commented the problem he had raised had
now been resolved. He commented that the tenant keeping his
bike in the communal area had the bike stolen.
7.1 The cost of insurance for burst pipes is £15pa not per month.
4.
Presentation of Mediation Service – (Dawn Partington – Mediation
Manager)
4.1
Dawn gave a presentation on the Mediation Service in which she explained the
principles behind mediation and how the service was provided through
volunteers. (A copy of the presentation is attached). In the 9 years the service
has existed, some 100 mediators have given their services, 622 referrals dealt
with, and approximately 2,500 residents in the borough assisted by the service.
Following the presentation a number of comments were made:-
4.2
Peter Chatfield (PC) commented that 56% of referrals from individuals
suggested the service was well publicised.
4.3
TP commented that he had used the service and although the end result was
not the desired one, the actual service had been excellent. Dawn commented
that mediation didn’t always work or lead to the desired result.
4.4
DM commented on the training provided to volunteer mediators, having recently
completed this himself. He also commented that mediation would not deal with
certain cases.
4.5
Dawn commented that mediation would not be used where drugs or alcohol
was involved, unless there was clear indication of a willingness to move
forward. The decision on whether to use mediation was made according to an
assessment of circumstances and with the safety of mediators in mind.
4.6
DM pointed out that the Mediation Service was an independent service and not
connected to the Council.
4.7
Beryl Stafford (BS) asked what happened to the 25% of cases where the
successful outcome was not achieved. Dawn commented that in such cases,
the problem would often continue and nothing could be done. In some of these
cases, however, although the problem was not resolved, the tension caused by
the dispute had been reduced by mediation. There was no actual time limit on
how long a case could take to be closed. Dawn also pointed out that even
when nothing could be done or a case had been closed, the mediation service
would still continue to monitor the situation if required.
4.8
TP suggested the 25% should be seen as partial successes.
4.9
Dawn outlined the kind of agreements that were often used as part of the
mediation service. Verbal agreements were often used where both parties
agreed to a course of action – confirmed by written letter. Written agreements
were also used where necessary, particularly where face-to-face mediation was
involved rather than ‘shuttle mediation’. Neither agreement was legally
enforceable but based on trust and willingness to cooperate.
4.10
BS asked how long would a client wait to be seen by a mediator. Dawn
responded that it varied with circumstances, but most cases were allocated a
mediator within a fortnight of being received. Some took longer, however.
4.11
Cllr Joan Briggs (JB) commented she had found the presentation very useful
and now knew where she could refer people who came to her with problems.
4.12
TH commented that mediation was often the first step to be taken before further
action could be looked at. The courts expected mediation to have been tried
beforehand as well. He also commented that attitudes and tolerance levels
have changed over time and this has bearing on disputes.
4.13
TP commented on the behaviour of residents living in flats and need to ensure
they are made aware of the need to be considerate and aware of other
residents. Ken Linford (KL) commented the Housing Division send a card to
residents in flats explaining the need to be more considerate and they were
given advice informally on this at sign up. TH also commented that applicants
looking to purchase leasehold flats under the Right to Buy, were also informed
of the issues with living in a flat.
Dawn finished her presentation and was thanked for her time. Anyone interested in
contacting the Mediation Service, please telephone 0115 9173057 or 0115 9173736.
5.
Compact Review Meetings
5.1
DM asked about the current review of the tenants compact. KL gave an outline
of this, explaining the council was developing an Involvement Strategy and
reviewing the existing Compact. A review group had been formed consisting of
tenants and leaseholders to help with this. An external consultant was also
being employed to lead this project.
5.2
KL commented the review would ensure involvement was improved and
provided a range of opportunities for those who wish to participate. A key part
of this would be ensuring this involvement was effective and that the Council
give feedback to tenants and leaseholders.
TH commented on the
benchmarking carried out with other landlords and how the Leaseholder Forum
was seen as successful in engaging leaseholders.
5.3
KL commented that the strategy would be brought to tenants and leaseholders
once completed for their comments.
6.
Gas Appliance Servicing
6.1
TH explained the Council’s responsibilities to ensure all tenants received an
annual gas servicing of appliances, and that leaseholders – like all
homeowners – would be expected to include a certificate showing this had
been done as well in the new ‘Home Purchase Packs’ being introduced by the
Government. At the moment, the Council could not enforce leaseholders to
have their appliances serviced, but that they were concerned at the potential
risk to blocks if not done.
6.2
TH asked the forum it they would like him to see how much the council would
charge for leaseholders to use the council’s contractors on this – hoping to be
able to pass on a saving in the process.
6.3
TP commented that leaseholders often asked for the council’s contractors to
carry out the work for them – indicating the quality of the work was high.
However, it was pointed out that British Gas also did gas servicing at a good
price as well. It was commented that there was also difficulty in getting
someone to actually do the work at times.
6.4
The forum also asked about electrical safety and the fact that owners did not
have to get their wiring checked but would probably need to show they had if
they wish to sell. A discussion on back boilers took place and the expense of
replacing these. A further discussion was on problems caused by ‘rediffusion
cables’ still in place, which were coming loose. TH pointed out these had to
remain in place but that they could be cut off at the facia board by qualified
electricians, if a danger was being caused by hanging cables.
6.5
The forum agreed that TH should look into the cost of leaseholders using the
council’s contractors to have annual gas checks.
7.
Contents Insurance Scheme
7.1
PC asked if this scheme could be extended to leaseholders on the same terms
as it is to tenants. TH replied he has discussed this previously with the
insurance brokers, who did not feel it would be viable given the numbers
involved. Kate Marsden (KM) commented that it would need to have sufficient
leaseholders wishing to join the scheme for it to be viable and that it would only
offer basic cover. Some members also felt they were able to get better cover
from existing insurance. KM agreed to look at costings and example policies
for this.
8.
Sky Dishes
8.1
PC asked about the conditions attached to installing a sky dish on flats. TH
commented the rules were that two dishes less than 65cm in size could be
installed. Over this needed planning permission. The problem was that the
dish could only be installed on the leaseholders wall, which may not be the best
location re reception. TH commented he felt dishes should be able to be
installed as required for best reception, as the exterior of the building belonged
to the council, not the tenant or leaseholder.
9.
Garage Allocations
9.1
Mr Oldham asked if leaseholders could be given the same priority for council
garages as tenants were given. TH outlined the current policy was that
garages were allocated based on a waiting list with garages being offered
according to time on the list – but tenants were given the first option. It was
also pointed out that many garages were being used for storage rather than for
cars, but the council allowed this to continue. Although those who had a
garage before becoming leaseholders (or buying their house) – were allowed to
retain their garage, leaseholders who wanted a garage afterwards had to wait.
Tenants were given priority as the garages were maintained out of housing
revenue money – i.e. tenant’s rents. It appears however, that garage rents
currently meet all the costs of maintaining garages.
9.2
The forum felt leaseholders should be given the same priority as tenants and
asked if the policy could be reconsidered. The forum asked if the ‘common
waiting list’ could be reintroduced as before, where allocations were made
according to time on waiting list rather than tenure, based on the principle that
the garages were originally provided for residents on the entire estate of
housing and not tenants alone.
10.
Outside/Inside Security
10.1
Ken Baynham (BK) raised concerns regarding school kids causing problems at
Westbourne Court. KB gave examples of previous and current problems. He
expressed disappointment that actions previously agreed at meetings held at
the scheme with residents and the Council had not been followed up. KB also
expressed concerns that Oakland Court residents were not included in the
meetings held regarding this matter.
10.2
KL commented that various actions agreed had been carried out with the local
school being involved in monitoring behaviour, increased police patrols, and
mobile security patrols. He agreed to check if minutes of these meetings had
been circulated in response to a query regarding this. He explained that the
problems occurred on sheltered housing property and the sheltered housing
section was therefore dealing with this. However, he accepted that this
problem applied to both sheltered and non-sheltered housing.
10.3
Due to level of concern expressed at the continuing problems KL agreed to
arrange a further meeting, which could include Oakland Court residents to try to
make progress on this matter. TH commented he felt assured that action would
be taken regarding this matter, but it does not appear easy to resolve.
11.
Leaseholder Guide Update
11.1
TH apologised for the delay in getting the updated guide out but this had been
due to the number of amendments required due to new legislation. He was
hoping to complete this by July.
12.
Overgrown Hedges
12.
TH explained that where the property is relet, a one-off garden cut/clearance is
organised if necessary. Its not usually done immediately after vacation since it
may need to be done again before a new tenant takes up occupation.
13.
Balcony Repairs
13.1
Colin Powell (CP) commented he was still waiting for Sue Bedenham to contact
him regarding leaking water on his balcony. TH explained the problem
occurred because of the design of the overflow pipe from above, which led to
this problem, which would be difficult to remedy. CP also commented that the
leak has also caused damage to the brickwork of his balcony and causing
damp on his internal walls. TH will investigate this further.
14.
Staircase Lighting
14.1
Mrs Cowland had received a confusingly addressed letter from County Council.
TH commented this was a county issue rather than Borough Council.
15.
Anti Social Behaviour
15.1
DM reported continuing problems at Martell Court were concerning a tenant
who allowed visitors to his flat to cause nuisance due to drunkenness. A
vulnerable tenant in the block was also being involved in this. The problem had
been reported to Emma Callow and there was concern that the case might be
ignored with Emma’s leaving the council. KL assured the meeting that this
would not be the case. KL will speak with the Tenancy Services Section
regarding this.
16.
CAT Meetings
16.1
DM clarified this referred to a problem with cats – rather than the CAT
meetings. He outlined problems of mess and nuisance caused by there being
nine cats at Martell Court and asked what the regulations were on having pets.
TH commented that cats were difficult to control. There are generally no
restrictions on the number of cats a tenant may keep but, ultimately, they must
not be kept in such a manner as to cause nuisance/annoyance to other
residents.
17.
Any other business
17.1
Charles Attias reported a problem with a tenant allowing an overflow problem to
continue. TH explained the Council has tried to get into the property but the
tenant had not been cooperative. A final attempt was to be made and further
action would be taken if unsuccessful this time.
17.2
John White (JW) commented on an overhanging ‘rediffusion cable’ at Parr Gate
which he was concerned may fall into the road. TH advised him to contact
Gary Duckmanton on this.
17.3
Colin Powell asked if we could look at a problem on land in Broughton Street at
the rear of Willoughby’s. The land was being used for tipping and becoming an
eyesore. Although not housing land it was adjacent to council flats. TH will
refer this to Environmental Health.
17.4
DM and TP commented on the council’s support for the environment as shown
by Attenborough Nature Reserve and improvements to footpaths, cycle paths
etc.
17.5
PC referred to a patch of ground at Oakland Court which was overgrown. It
has now been cleared but not replanted yet. TH will investigate further.
Next meeting - 6.00pm 27 September 2006
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