15th March 2006
Voting Members in Attendance
M Dingwall (Chair)
S Braham (Vice Chair)
S Allen
J Bird (Staff Board Member)
V Evans
S Hill (Staff Board Member)
K Johnson
P Lockyer
H Spence
N Wilde
S Braham (Vice Chair)
S Allen
J Bird (Staff Board Member)
V Evans
S Hill (Staff Board Member)
K Johnson
P Lockyer
H Spence
N Wilde
M Dingwall welcomed S Hill to the Board as the newly elected staff Board member and welcomed S Handy from the HOPE Family Centre to the meeting.
Code of Conduct forms were circulated to all voting members to sign and return by the end of the meeting.
Code of Conduct forms were circulated to all voting members to sign and return by the end of the meeting.
1. Apologies
No apologies received, members were informed that Councillor Jaspal would be attending the meeting as soon as the HTEMB surgery had finished.
2. Conflicts of Interest
S Allen declared an interest in agenda item 6, the Art Project for the Estate.
3. Minutes of Last Meeting
S Allen proposed, seconded by N Wilde and agreed unanimously by all members present that the minutes of the Board meeting held on Wednesday 1st February were a true and accurate representation.
4. Matters Arising
7) Membership of Committees and Outside Bodies
Following the election of S Hill to the Board as a staff member, all members unanimously in favour of his membership on to the Estate Maintenance Committee, taking the place of G Cotterill who no longer stands as a staff Board member.
No apologies received, members were informed that Councillor Jaspal would be attending the meeting as soon as the HTEMB surgery had finished.
2. Conflicts of Interest
S Allen declared an interest in agenda item 6, the Art Project for the Estate.
3. Minutes of Last Meeting
S Allen proposed, seconded by N Wilde and agreed unanimously by all members present that the minutes of the Board meeting held on Wednesday 1st February were a true and accurate representation.
4. Matters Arising
7) Membership of Committees and Outside Bodies
Following the election of S Hill to the Board as a staff member, all members unanimously in favour of his membership on to the Estate Maintenance Committee, taking the place of G Cotterill who no longer stands as a staff Board member.
5. Correspondence
P Lockyer informed members that she had received correspondence from the Youth Organisations of Wolverhampton requesting the involvement of the EMB in the elections of a candidate onto the Young Peoples Strategic Partnership Strategy and Development Board. P Lockyer informed members that she had received information on the four candidates and if any members wished to vote for a particular candidate that they would need to do so by 21st March 2006.
Members briefly discussed the last Estate Newsletter informing M Dingwall that P Lockyer had been omitted from the new members to the Board list and that Chervil Rise had been printed as Chervil “House”. Comments were duly noted by the Chair and apologies given for the errors within the publication. Suggested that a member of the Board proofread future publications as well as senior officers.
An email from Wolverhampton City Council had been received regarding the celebrations that the City wishes to execute to celebrate the Queen’s 80th birthday this year. One of the activities will include a dinner on 11th May in the Mayor’s Parlour for all residents of Wolverhampton who also celebrate their 80th year this year. M Dingwall to feature this information in the next estate newsletter.
6. Art Project for the Estate
Councillor Jaspal arrived at the meeting.
S Handy presented her report and portfolio to members with regard to a community art project to take place on the Estate which would also be part of her coursework for her MA in Community and Youth Work. S Handy asked for any ideas members may have for the type of project they would like to see on the Estate apart from the ones she had already expressed.
Members suggestions included artwork that celebrated the EMB’s 10th anniversary, a freestanding structure, artwork to the entrance of the Estate and showed approval for mosaic type designs although concern was raised for any graffiti type designs.
M Dingwall to ask for tenant’s suggestions in the next newsletter.
Proposed by P Lockyer, seconded by N Wilde that subject to the final proposal the Board approved of S Handy’s project for the Estate. 9 members voted in favour with 1 abstention.
M Dingwall requested that S Handy bring an update to the next Board meeting including information on how the project was to be funded.
S Handy left the meeting at this point.
7. Preliminary Budget 2006/07 / Interim Finance Report
On the request of S Carmichael and with full Board approval the item was moved further down the agenda to sit with other confidential items.
P Lockyer informed members that she had received correspondence from the Youth Organisations of Wolverhampton requesting the involvement of the EMB in the elections of a candidate onto the Young Peoples Strategic Partnership Strategy and Development Board. P Lockyer informed members that she had received information on the four candidates and if any members wished to vote for a particular candidate that they would need to do so by 21st March 2006.
Members briefly discussed the last Estate Newsletter informing M Dingwall that P Lockyer had been omitted from the new members to the Board list and that Chervil Rise had been printed as Chervil “House”. Comments were duly noted by the Chair and apologies given for the errors within the publication. Suggested that a member of the Board proofread future publications as well as senior officers.
An email from Wolverhampton City Council had been received regarding the celebrations that the City wishes to execute to celebrate the Queen’s 80th birthday this year. One of the activities will include a dinner on 11th May in the Mayor’s Parlour for all residents of Wolverhampton who also celebrate their 80th year this year. M Dingwall to feature this information in the next estate newsletter.
6. Art Project for the Estate
Councillor Jaspal arrived at the meeting.
S Handy presented her report and portfolio to members with regard to a community art project to take place on the Estate which would also be part of her coursework for her MA in Community and Youth Work. S Handy asked for any ideas members may have for the type of project they would like to see on the Estate apart from the ones she had already expressed.
Members suggestions included artwork that celebrated the EMB’s 10th anniversary, a freestanding structure, artwork to the entrance of the Estate and showed approval for mosaic type designs although concern was raised for any graffiti type designs.
M Dingwall to ask for tenant’s suggestions in the next newsletter.
Proposed by P Lockyer, seconded by N Wilde that subject to the final proposal the Board approved of S Handy’s project for the Estate. 9 members voted in favour with 1 abstention.
M Dingwall requested that S Handy bring an update to the next Board meeting including information on how the project was to be funded.
S Handy left the meeting at this point.
7. Preliminary Budget 2006/07 / Interim Finance Report
On the request of S Carmichael and with full Board approval the item was moved further down the agenda to sit with other confidential items.
8. Contracts Report
A Middlicott, Contracts Manager, informed members that the Decent Homes caravan would be on the Estate on Monday 15th May 2006 for one day only. The caravan will be an opportunity for residents to view the type of bathrooms and kitchens that may be fitted into eligible properties by Wolverhampton City Council.
A tender document has been prepared regarding the supply of materials to the EMB which is due to go before the next Estate Maintenance Committee.
Members were informed that the Repairs Handbook has been approved for content by the Estate Maintenance Committee and the team are now in the process of obtaining three quotes for the production of 1500 booklets to be distributed estate wide.
The planning application regarding further parking at Campion House has been declined by Wolverhampton City Council. Reasons given were that due to the lack of play amenities for children on the Estate the application did not seem appropriate. A Middlicott to meet with S Carmichael to discuss appealing this decision.
Members were informed that Heath Town EMB had been granted £20,000 worth of funding from the North East Minor Works Fund.
A Middlicott referred members to papers circulated prior to the meeting regarding figures for response repairs, void works, customer satisfaction and jobs done by appointment. To date three jobs are overdue with maintenance figures steadily improving with set targets being met.
M Dingwall and Cllr Jaspal suggested that future reports required more structure as figures circulated to members were difficult to comprehend. Suggested format would include purpose, background and recommendations. A Middlicott to liase with T Cash with regard to report format for Board meetings.
9. Tenant Satisfaction Survey
A draft tenant satisfaction had been circulated to members prior to the Board meeting.
A Middlicott requested feedback with regard to the content of this survey.
Section 6 – Estate Facilities
Question 24) The Hope Family Centre to be added to the list of facilities on the Estate.
Section 4 – The Concierge Service
Question 19) Suggested by members that standards of work should apply to all staff of the EMB rather than just the Concierge Service. A Middlicott to amend this section of the survey.
A Middlicott to bring the survey to the next Resources Committee for approval on content changes suggested.
Members were informed that the survey would not be carried out “in-house” but would be sent out to tender for consultants to perform the survey estate wide. Presently there are two interested parties, one of which being Wolverhampton University. A Middlicott to liase with interested parties to discuss costs for this project, timeframe and sample sizes and bring information to the next Resources Committee for further discussion.
M Dingwall suggested that a Decent Homes section should be added to the survey in order to gauge tenant opinion.
Draft copy to be sent to Bernadette Nolan at Wolverhampton City Council for comment.
Tenants to be informed of survey in the next estate newsletter.
A Middlicott, Contracts Manager, informed members that the Decent Homes caravan would be on the Estate on Monday 15th May 2006 for one day only. The caravan will be an opportunity for residents to view the type of bathrooms and kitchens that may be fitted into eligible properties by Wolverhampton City Council.
A tender document has been prepared regarding the supply of materials to the EMB which is due to go before the next Estate Maintenance Committee.
Members were informed that the Repairs Handbook has been approved for content by the Estate Maintenance Committee and the team are now in the process of obtaining three quotes for the production of 1500 booklets to be distributed estate wide.
The planning application regarding further parking at Campion House has been declined by Wolverhampton City Council. Reasons given were that due to the lack of play amenities for children on the Estate the application did not seem appropriate. A Middlicott to meet with S Carmichael to discuss appealing this decision.
Members were informed that Heath Town EMB had been granted £20,000 worth of funding from the North East Minor Works Fund.
A Middlicott referred members to papers circulated prior to the meeting regarding figures for response repairs, void works, customer satisfaction and jobs done by appointment. To date three jobs are overdue with maintenance figures steadily improving with set targets being met.
M Dingwall and Cllr Jaspal suggested that future reports required more structure as figures circulated to members were difficult to comprehend. Suggested format would include purpose, background and recommendations. A Middlicott to liase with T Cash with regard to report format for Board meetings.
9. Tenant Satisfaction Survey
A draft tenant satisfaction had been circulated to members prior to the Board meeting.
A Middlicott requested feedback with regard to the content of this survey.
Section 6 – Estate Facilities
Question 24) The Hope Family Centre to be added to the list of facilities on the Estate.
Section 4 – The Concierge Service
Question 19) Suggested by members that standards of work should apply to all staff of the EMB rather than just the Concierge Service. A Middlicott to amend this section of the survey.
A Middlicott to bring the survey to the next Resources Committee for approval on content changes suggested.
Members were informed that the survey would not be carried out “in-house” but would be sent out to tender for consultants to perform the survey estate wide. Presently there are two interested parties, one of which being Wolverhampton University. A Middlicott to liase with interested parties to discuss costs for this project, timeframe and sample sizes and bring information to the next Resources Committee for further discussion.
M Dingwall suggested that a Decent Homes section should be added to the survey in order to gauge tenant opinion.
Draft copy to be sent to Bernadette Nolan at Wolverhampton City Council for comment.
Tenants to be informed of survey in the next estate newsletter.
10. Draft Committee Structure
Amendments to be made to terms of reference as follows;
Resources Committee – time change to 1.30 p.m.
Housing Plus Committee – time change to 12 noon.
Proposed by P Lockyer, seconded by S Braham with all voting members in favour that the draft committee structure and terms of reference were approved subject to amendments stated.
M Dingwall to meet with Chairs of each Committee to standardise procedures and to ensure that the Lead Officer of each committee liased with the Chairs to ensure agendas were set and papers distributed within a certain timescale. Information only reports to be sent to the Board with the Chair of each committee answerable for decisions made within the Committees in the absence of the Lead Officer.
11. Decent Homes
M Dingwall informed members that a meeting had taken place between the EMB, Accord Housing Association and the Regeneration department at Wolverhampton City Council, two weeks ago to discuss redevelopment of areas of the Estate and some demolition of the Chervil Rise area.
The meeting also informed members that Accord have gained a contract to build homes on the old Chubb site, properties will be a mixture of private, part-shared ownership and rented for social housing. Members were informed that Accord would want to work with the EMB to re-develop the pub site on the Wednesfield Road for further housing. If all plans were to go ahead the EMB would be responsible for managing the properties. M Dingwall informed members that he had sent a letter of regret to Kerry Bolister at WCC as the EMB had previously discussed with the WCC that the pub site could have been re-developed for a new centre for Heath Town if Chervil Rise was demolished.
A meeting with Bromford Housing Association is due to take place on Thursday 16th March to discuss their draft proposals for the Estate re-development.
M Dingwall informed members that the Decent Homes Standard was scheduled to start on properties in Heath Town in July 2006. In year one properties affected would be Chervil Rise, Clover Ley, Grove Street, Inkerman Street, Lincoln Street, Long Ley, Tithe Croft, Wednesfield Road and Wolverhampton Road. Year two would concentrate on properties in Brockfield House, Campion House, Chervil Rise, Clover Ley maisonettes, Hawthorn House, Hobgate Road, Ling House, Longfield House, Lincoln House and Red Oak House. External concerns would be dealt with in year four.
At present information from WCC regarding Decent Homes is vague and no information has been available for any heating or external improvements to the high rise blocks. It is understood that following the improvements to properties that fall into the criteria for kitchen and bathroom replacement, the EMB would be responsible for repairs and maintenance. Concerns were raised with regard to the extra cost of replacement parts for these new kitchens and bathrooms and concern as to whether the old plumbing would be replaced when the kitchens and bathrooms were. It was highlighted by S Hill that problems that occur now regarding plumbing in the properties would still exist if they were not replaced within the Decent Homes remit.
A Middlicott to liase with Wolverhampton Homes to obtain further detailed information to bring back to the Board for their information.
M Dingwall assured members that a communications strategy would be required and general meetings.
7. Preliminary Budget 2006/07 / Interim Finance Report
Confidential Item.
Amendments to be made to terms of reference as follows;
Resources Committee – time change to 1.30 p.m.
Housing Plus Committee – time change to 12 noon.
Proposed by P Lockyer, seconded by S Braham with all voting members in favour that the draft committee structure and terms of reference were approved subject to amendments stated.
M Dingwall to meet with Chairs of each Committee to standardise procedures and to ensure that the Lead Officer of each committee liased with the Chairs to ensure agendas were set and papers distributed within a certain timescale. Information only reports to be sent to the Board with the Chair of each committee answerable for decisions made within the Committees in the absence of the Lead Officer.
11. Decent Homes
M Dingwall informed members that a meeting had taken place between the EMB, Accord Housing Association and the Regeneration department at Wolverhampton City Council, two weeks ago to discuss redevelopment of areas of the Estate and some demolition of the Chervil Rise area.
The meeting also informed members that Accord have gained a contract to build homes on the old Chubb site, properties will be a mixture of private, part-shared ownership and rented for social housing. Members were informed that Accord would want to work with the EMB to re-develop the pub site on the Wednesfield Road for further housing. If all plans were to go ahead the EMB would be responsible for managing the properties. M Dingwall informed members that he had sent a letter of regret to Kerry Bolister at WCC as the EMB had previously discussed with the WCC that the pub site could have been re-developed for a new centre for Heath Town if Chervil Rise was demolished.
A meeting with Bromford Housing Association is due to take place on Thursday 16th March to discuss their draft proposals for the Estate re-development.
M Dingwall informed members that the Decent Homes Standard was scheduled to start on properties in Heath Town in July 2006. In year one properties affected would be Chervil Rise, Clover Ley, Grove Street, Inkerman Street, Lincoln Street, Long Ley, Tithe Croft, Wednesfield Road and Wolverhampton Road. Year two would concentrate on properties in Brockfield House, Campion House, Chervil Rise, Clover Ley maisonettes, Hawthorn House, Hobgate Road, Ling House, Longfield House, Lincoln House and Red Oak House. External concerns would be dealt with in year four.
At present information from WCC regarding Decent Homes is vague and no information has been available for any heating or external improvements to the high rise blocks. It is understood that following the improvements to properties that fall into the criteria for kitchen and bathroom replacement, the EMB would be responsible for repairs and maintenance. Concerns were raised with regard to the extra cost of replacement parts for these new kitchens and bathrooms and concern as to whether the old plumbing would be replaced when the kitchens and bathrooms were. It was highlighted by S Hill that problems that occur now regarding plumbing in the properties would still exist if they were not replaced within the Decent Homes remit.
A Middlicott to liase with Wolverhampton Homes to obtain further detailed information to bring back to the Board for their information.
M Dingwall assured members that a communications strategy would be required and general meetings.
7. Preliminary Budget 2006/07 / Interim Finance Report
Confidential Item.
12. CEO Update
Confidential Item.
13. Information Only Items
Voids and arrears, housing services consultation and Board and committee dates information circulated to members prior to meeting.
14. Any Other Business
Best Value Review
M Dingwall informed members that a meeting would be held with Iris Consulting on Thursday 23rd March 2006 at 2 p.m. in the EMB Centre. The purpose of the meeting is for Iris to report their initial findings including a preliminary report and information on what will be achieved in the following 4-6 weeks. M Dingwall will inform members in due course.
Articles of Association
The Working Party dealing with updating the Articles of Association to report recommendations at the next Board meeting. Members to make the Chair aware if this target is unrealistic.
12 Month Action Plan
M Dingwall requested any volunteers to come forward to help with the 12 month action plan for 2006/07.
East Park, Heath Town and St Peters Area Forum
Next forum meeting to take place on 23rd March 2006 at 7 p.m. at the Civic Centre. M Dingwall and V Evans to attend on behalf of Heath Town.
Mentors for New Board Members
On request of the Chair, S Allen and N Wilde volunteered to mentor S Hill and V Evans with P Lockyer mentoring for H Spence.
Board Member Training Packs
M Dingwall still awaiting training packs from Partners in Change.
Member’s Folder
M Dingwall to liase with H Woodward to prepare member’s folders.
NFTMO National Conference
Members were informed that the next NFTMO National Conference was to take place on the weekend of 16th – 18th June 2006 at Stoke Rochford Hall near Grantham and any volunteers to attend the weekend would be greatly appreciated as these conferences act as an excellent form of networking with other TMOs nationwide.
15. Date of Next Meeting
Wednesday 26th April 2006 at 6 p.m. in the EMB Conference Room.
Confidential Item.
13. Information Only Items
Voids and arrears, housing services consultation and Board and committee dates information circulated to members prior to meeting.
14. Any Other Business
Best Value Review
M Dingwall informed members that a meeting would be held with Iris Consulting on Thursday 23rd March 2006 at 2 p.m. in the EMB Centre. The purpose of the meeting is for Iris to report their initial findings including a preliminary report and information on what will be achieved in the following 4-6 weeks. M Dingwall will inform members in due course.
Articles of Association
The Working Party dealing with updating the Articles of Association to report recommendations at the next Board meeting. Members to make the Chair aware if this target is unrealistic.
12 Month Action Plan
M Dingwall requested any volunteers to come forward to help with the 12 month action plan for 2006/07.
East Park, Heath Town and St Peters Area Forum
Next forum meeting to take place on 23rd March 2006 at 7 p.m. at the Civic Centre. M Dingwall and V Evans to attend on behalf of Heath Town.
Mentors for New Board Members
On request of the Chair, S Allen and N Wilde volunteered to mentor S Hill and V Evans with P Lockyer mentoring for H Spence.
Board Member Training Packs
M Dingwall still awaiting training packs from Partners in Change.
Member’s Folder
M Dingwall to liase with H Woodward to prepare member’s folders.
NFTMO National Conference
Members were informed that the next NFTMO National Conference was to take place on the weekend of 16th – 18th June 2006 at Stoke Rochford Hall near Grantham and any volunteers to attend the weekend would be greatly appreciated as these conferences act as an excellent form of networking with other TMOs nationwide.
15. Date of Next Meeting
Wednesday 26th April 2006 at 6 p.m. in the EMB Conference Room.