Solent Area Panel Meeting 9 th June 2014 at 6:30PM Collins House, Bishopstoke Road, Eastleigh, SO50 6AD

Transcription

1 Solent Area Panel Meeting 9 th June 2014 at 6:30PM Collins House, Bishopstoke Road, Eastleigh, SO50 6AD Attendees: Jeanette Miller (JM) shared owner Chair Nigel Selley (NS) - Independent Alan Broom (AB) - Resident Wendy Rigby (WG) Resident Chris Jenkinson (CJJ) - Resident Staff members & Observers: Cita Jagot (CJ) Community Involvement Team Leader - Solent Robert Reid (RR) Housing Manager Solent Adam Roberts (AR) Community Development Administrator Sheila Star (SS) - Head of Customer Services Sharon Mintoff (SM) SCC Councillor Apologies: None Outcomes & Actions Bring garage figures to next meeting Find out what line 7E is on monthly KPI s Can we have a breakdown of stock in Portsmouth Change next AP meeting to 6:15 To chase SCC re a decision about us getting funding to deliver health eating program. Thank CB for the development report Responsible Officer RR RR CB AR SM AR 1

2 1) Welcome and Apologies JM welcomed everyone. 2) Minutes & Matters Arising JM went through the minutes, everyone agreed. All actions from the last meeting were met. Only responses to actions are: With regards to Alan s Stage 2 complaint he was involved with, as a good will gesture we offered to reduce the residents charge by 50% AB I m involved with another complaint procedure soon I would also like to know the outcome. CJJ is the new complaints procedure working well? RR Yes fewer complaints. 3) Resident Council and Board Update RRC papers were circulated and read by the panel and staff members. 4) Update on digital inclusion SS - Updated the panel on the development of digital inclusion. New CRM procured called Microsoft Systems Dynamic: More flexible and we have been building it to suite our needs. It has priority case management. Improved links to our systems and can report on stuff better. Managers also have a dash board to see what their teams are doing and can track actions. Tablets can link to the system on and offline. Web chat is now available. The digital services team deal with this and have had nearly a 100 web chats already with out any promotion. We would like to go paperless and ensure correspondences are electronic as much as possible. The panel asked Sheila some questions: AB Does it have an audit trail? SS - Yes better than the last one. JM Can repairs be tracked online? SS You can check if you have an appointment and it tells you the time. 2

3 CJJ Is there a Legal requirement for paper rent statements? SS No just need to be able to show three months worth if we went to court. NS Will duplicate callers be spotted by the new system? SS It will be a learning curve to start with but we will look at continually developing the system to suit us on how we audit duplicate calls. AB What happens if the system goes down? SS The servers are backed up every day. SS we are looking at ways to provide Wi-Fi to keep people digitally included also sign posting people to places that do have internet. I will update the panel again in the future. 5) Election of Chair and Vice Chair The panel took votes for the chair and vice chair: Unanimous decision for JM to continue as Chair CJJ stood as vice chair and a unanimous decision in favour of Chris to become vice chair 6) Update on Local Priorities NHO Project JM - DMT June / July, more detailed action plan from Robert and Debbie. It s Important that we get on and do stuff to keep the momentum going. The panel also discussed how neighbour checks can be carried out. Do they have to be done by a NHO? NS gave an example from Portsmouth where they had block reps and cleaners carrying out checks and residents got funding for improved checks. Partnership with Health CJ gave the panel an update: Going in to partnership working with Groundwork South. Still chasing Southampton City Council waiting on them to get back to us. Eastleigh College will use the cafe for some courses, if the course is fully booked they will pay the room rental fee. Fair Share delivering food to the cafe providing resources for the Cafe and Radian s food bank. 3

4 Shared Owners Following a shared owners review the panel proposed setting up SIG to look at the feedback received. The Rother panel raised this at the last meeting and discussed with relevant staff. Both Rother and Thames want to work with Solent to carry out SIG. JM Work in progress but looks as if we will be working with other panels. 7) Performance management on Local Priorities RR handed out quarterly How Are We Doing reports, also showed some examples of the KPI s that can be produced specifically for the panel. The panel looked through this and were happy with what s available. The panel also looked through the Development Update Report, the panel made a comment on there being lots of new developments in Portsmouth and requested a breakdown of stock & location maps. 8) Feedback from any meetings / activities panel members have attended CJJ Updated the panel on his attendance at the RIRG and that they looked at the new MOI and handed a draft around 9) Update on Welfare Reform RR updated the panel on some current welfare reform issues and provided some stats and figures, rent arrears reduced by 2%. New tenancies you carry your arrears over. RR brings garage figures to the next meeting. 10) Planning any training / support needed by panel Working group for away day The panel discussed potential away day / training options. Some suggestions were: Training with procurement Phones with Radian direct Different departments present to the panel See a new development Half day instead of full day JM The away day will be within week commencing 14 th July 4

5 11. Community Investment Plans CJ - Gave an update to the panel on the CIPS. They re all now finished but currently being monitored. CDO s will be picking new areas as part of their appraisal they can also apply for money to support their interventions. 12. Budget Monitoring CJ - handed the panel their budget correspondence which included budget codes, budget totals and some current spends, also informed the panel that they can move money between budgets codes. 13. AOB CJJ presented an LIG for CCTV at Meadows Way to the rest of the panel. The panel agreed to approve the application. CJ thanked Wendy and Nigel for all their hard work as part of the panel as they are standing down. CJ we will need to do a big recruitment drive. Dates for 2014 including interim meetings: 8 Sept Panel meeting Collins House 29 Sept Interim meeting Round About Cafe 13 October Panel meeting Collins House 27 October Interim meeting Round About Cafe 10 Nov Panel meeting (AGM) venue to be agreed 26 Jan Panel meeting Collins House 5