Minutes of a Meeting of the Asset Management Panel on Thursday, 1 st July 2010 at 10.00am at Carrow Road, Norwich

Transcription

1 Minutes of a Meeting of the Asset Management Panel on Thursday, 1 st July 2010 at 10.00am at Carrow Road, Norwich Present: Margaret Cook - Chair Andrew Savage Executive Director (Business Growth) Louise Archer Deputy Director (Programme Delivery) Martin Clark Board Member Moll Robb - Tenant Board Member Mavis Wesley - Tenant Board Member Jo Harrison minutes 1.00 CHAIR ACTION The Chair welcomed everyone to the meeting. Mr. Savage reminded the Panel that it was the last Asset Panel for The Chair and Mavis Wesley and added that the Panel has come a long way in 3 years and everybody has got a lot out of the Asset Panel Meetings APOLOGIES None 3.00 DECLARATION OF INTEREST No declarations of interest were received EQUALITIY AND DIVERSITY The Panel agreed to look at this item at the end of the meeting MINUTES OF PREVIOUS MEETING The minutes of the previous meeting held on 8 th April 2010 were agreed as a true record of the meeting and were signed by the Chair OUTSTANDING ITEMS The Executive Director (Business Growth) confirmed the EEDA grant funding is still ongoing and the Business case has been submitted. 1

2 7.00 PRESENTATION BY ECO LIVING ACTION Mr. Phil Strickland joined the meeting at 10:40 to present to the Panel on Feed-In Tariffs. Mr. Strickland left the meeting at 11:00. It was agreed that further research to be carried out on this subject and once the research has taken place a Renewable Energy proposal will be put together and put forward to the Group Board. MAIN AGENDA 8.00 DESIGN BRIEF Mr. Mumford-Smith joined the meeting at 11:15 to discuss the Design Brief. Mr. Mumford-Smith explained that the aim for the updates is to achieve a level playing field for contractors. Kitchens page 17 of the Design Brief. Mr. Mumford-Smith asked the Panel whether the brief should be tightened to name Howdens as the supplier. The Executive Director (Business Growth) reminded Mr. Mumford- Smith that the Maintenance Forum will be discussing kitchens at their next meeting and the outcome from that forum may specify a different supplier should be used to purchase new kitchens. Kitchen Diner page 19 of the brief the kitchen layout should not encroach on dining area. TV System page 17 hardwiring the Sky Plus link to avoid unsightly cables. Heating page 28 to tighten up specification to a basic point to achieve standard on renewable energy. The Chair asked if this can be achieved. The Executive Director (Business Growth) explained that the renewable energy is discussed at point of design to decide the most appropriate system for each individual scheme before the schemes go to RAP for approval. Mr. Clark suggested the reference to Eco Homes should be deleted as they are no longer in existence. Mr. Clark asked whether 22 should be used as base point to heat a home and is this enough. Miss Archer explained that in specific schemes this will be the base point but housing with care will be a different temperature The Panel were happy to approve all changes as outlined in the Design brief. Mr. Mumford-Smith left the meeting at 11:25. 2

3 9.00 ENVIRONMENTAL IMPROVEMENT SUBMISSIONS The application for additional greenhouses, 2 plant/vegetable boxes, a new composter, new recycling bin and table/patio set with a combined total cost of 1,600 for Woodcote, Norwich were reviewed. The panel agreed to pay for all items apart from the table/patio set GROUP ENVIRONMENTAL POLICY The Executive Director (Business Growth) undertook to update the Group Environmental Policy as part of the CIP review as the previous policy was launched in 2002 and required to be updated in new format. The Executive Director (Business Growth) explained that this policy will link into the Environmental Plan. The Executive Director (Business Growth) explained that the Asset Panel has the authority to agree and this policy does not have to be put forward for Board approval. The Panel were happy to approve the Environmental Policy TERMS OF REFERENCE The panel reviewed the document and the document should have included the Group Environmental Policy, Partnering Contract which is being monitored and commercial property portfolio. The Chair would like the following statement to be included in paragraph 4 we fulfil to more than satisfactory level. The Executive Director (Business Growth) to circulate the document when the changes have been completed. APS The Panel were happy to approve once the changes have been completed CONTINUOUS IMPROVEMENT - PARTNERING The recommendation is for the Panel to approve an extension to timescale on the implementation of the Full Appointment System, Offering the Repairs Service to other organisations and publish various repairs leaflets until September Mrs. Robb mentioned that the Mears office re-organisation is not complete which appears to result in inefficient logistics management with operatives being sent all over Norfolk to attend jobs. The Executive Director (Business Growth) commented that since the management change there is a pressure on Operatives to deliver service and if Mears run their service inadequately it will be coming out 3

4 of Mears overheads. Mrs. Robb is concerned that it will be BHA s reputation as risk. The Chair suggested that Mrs. Robb should keep a good record of any issues when they arise. The Executive Director (Business Growth) added that with the impending VAT increase that he and the Director of Housing are investigating ways to format the service differently. The Chair commented that tenants should be kept informed on what is happening for example receiving a text message of estimated time of arrival. The Executive Director (Business Growth) replied that mobile numbers are not always available or out of date. All information is now updated on the point of call. The Panel were happy to approve the extension. NOTING AND DISCUSSION ITEMS 1.00 CONTINUOUS IMPROVEMENT PROCESS - ENVIRONMENTAL Miss Archer updated the Panel on the Environmental CIP. The Panel congratulated the Environmental Team on their progress and The Chair confirmed that this was a good exercise. The Executive Director (Business Growth) added that it is good the team are linking into free training courses REPAIRS & MAINTENANCE BUDGET 2010/2011 PERFORMANCE The Responsive Maintenance graphs were handed out. It was noted that the number of voids has reduced compared to the same period last year. The average cost of the voids is being reviewed each quarter and the average cost will be based on the previous quarter expenditure. Miss Archer reported that Mears are now producing monthly financial information. Miss Archer reported that Reactive Repairs has increased compared to the same period last year. The 99 average cost will be adjusted quarterly and all spend in excess of 500 will be monitored. It was noted that the number of appointments kept decreased in April and May. Mr. Clark wanted to know how many appointments were in April and May. The Executive Director (Business Growth) replied there were 3000 appointments in total with 27 not kept. The Executive Director (Business Growth) added that if Mears arrive to an appointment early this is classed as a missed appointment. Mr. Clark commented that the gas servicing figures should reflect better results. The Executive Director (Business Growth) explained 4

5 the figures in reality are better than in the report due to RSL not being kept updated, which impacts on the KPI targets. The gas servicing is currently under an improvement plan and is monitored by Core Group. The Executive Director (Business Growth) mentioned that the focus is to get regular finance information from Mears as well as letting the new management team embed the new structure ASSET RISKS The Risk Paper was noted and The Executive Director (Business Growth) added that this paper was presented to the Panel to show how risks are being monitored UPDATE ON ENVIRONMENTAL IMPROVEMENT PROJECTS The report was noted. The Chair suggested that a summary of recent environmental improvement projects should be presented to the Board. APS 5.00 AIDS & ADAPTIONS SERVICE PERFORMANCE UPDATE The report was noted and the A&A leaflet was circulated to the Panel. The Chair commented that she has been impressed with the amount of A&A which has been completed EPC UPDATE The report was noted. Mr. Clark wanted to know if it would be possible to show whether properties have moved up or down on a grid. Miss Archer explained that this information is contained in Appendix A. The Chair added that the Panel are proud on what has been achieved EQUALITY & DIVERSITY There was nothing to report. The Chair mentioned that the A&A leaflet now makes this service accessible to everyone and the service is not targeted to anybody DEPUTY DIRECTOR (PROGRAMME DELIVERY) UPDATE Miss Archer circulated the Planned Maintenance spend summary. Miss Archer reported there will be a Pleasant Court party held once all work has been carried out. A Wellington Green and Ten Bell Court consultation event will be taking place in July to advise tenants on what 100 St. Benedicts will look like. 5

6 9.00 EXECUTIVE DIRECTIOR (BUSINESS GROWTH) UPDATE The Executive Director (Business Growth) reported the EEDA grant funding application is still being processed. The Executive Director (Business Growth) thanked Margaret Cook for Chairing the Asset Panel Meetings for the last 6 years and thanked The Chair for her support during this time. The Executive Director (Business Growth) also extended his thanks to Mavis Wesley for her contribution to the Panel meetings. The meeting concluded at 12:30 p.m. Date, time and location of the next meeting. 14 th October 2010, at BHG Carrow Road, time to be confirmed Signed by Chair:. Date: Distribution: Margaret Cook (Chair) Mavis Wesley, Moll Robb, Martin Clark, Andrew Savage, Louise Archer 6