ARCH Tenants Group Meetings

Transcription

1 ARCH Tenants Group Meetings Monday 13 June 2016 CIH offices, 7 th floor, 236 Gray s Inn Road, London, WC1X 8HB am 3.00pm Refreshments and arrivals from 10.30am ANNUAL GENERAL MEETING AGENDA 1. Welcome and apologies 2. Minutes of AGM 22 June Chairman s report verbal update 4. ARCH Executive update Matthew Warburton verbal update 5. ARCH Tenant Group Expenditure Update on Tenant Group membership 7. AOB to be notified to Julie Morton by 12 noon on Wednesday 8 June Tenants Group Meeting AGENDA 1. Minutes of last meeting - 18 April Matters arising not on the agenda 3. Feedback from ARCH Executive meeting 16 May Update on Housing Legislation Matthew Warburton verbal update 5. Workplan- standing item 6. Fact sheet on legislative changes paper to follow September Conference planning 8. AOB - to be notified to Julie Morton by 12 noon 10 June Next meeting 5 September 2016 A light buffet lunch will be available about part way through the meeting

2 COMPANY NO Association or Retained Council Housing Ltd Minutes of the ARCH Tenants Group Meeting Held on Monday 18 April 2016 at CIH Offices 236 Grays Inn Road London PRESENT: Tenant Group members: Margaret Carroll (Northumberland) Michael Hewlett (Croydon) Jenny Hill (Runnymede) Chair Martyn Lund (Kettering) Wyn Marshall (Epping Forest) Dave Murtagh (Brighton and Hove) Jean Norton (Basildon) Stella Parkin (Rotherham), Marlene Price (Wandsworth) John Ranshaw (Lincoln) Eric Shipton (Birmingham Dennis Smith (Tendring) Brian Tulley (Crawley) Observers: Eric Jenkinson (Lincoln) In attendance: John Bibby (ARCH) Carole Halfacre (HouseMark) 1. INTRODUCTIONS AND WELCOME The Chair welcomed everyone to the meeting and everyone introduced themselves as there were new members and observers attending. 2. APOLOGIES Apologies were received from Margaret Gower (Woking) and David Bown (South Derbyshire). Carole hadn t heard from Lynn Colclough (Stoke on Trent) since talking to her a while ago when she was awaiting hospital appointments. The Group asked Carole to contact Lynn and her Council to ask her to step down and explore whether an alternative nominee might be able to attend the meetings. ACTION: Carole to contact Lynn Colclough and Stoke-on-Trent City Council. 3. MINUTES OF LAST MEETING 2 NOVEMBER 2015 and 22 February 2016 The Group signed off the 2 November 2015 minutes as a true record as they were not reviewed at the 22 February meeting. Minutes of 22 February were signed off as a true record. Dave Murtagh advised that he didn t receive either a hard copy or electronic version of the papers for this meeting. ARCH Tenants Group Minutes - DRAFT 1 18 April 2016

3 ACTION: Carole to check Julie has correct addresses for both and home for Dave. 4. MATTERS ARISING NOT ON THE AGENDA Page 2 item 7 Julie to circulate most up-to-date contact sheet, now there are new members, so they can contact each other inbetween meetings. 5. UPDATE FROM 4 APRIL EXECUTIVE MEETING John Bibby ran through the minutes which were handed out to those present. ARCH are arguing that pay to stay is a bureaucratic nightmare. John asked if the Tenants Group could help to identify some case studies of how pay to stay may impact on some tenants as their household income will be higher than the current threshold. These case studies will be anonymised and will help ARCH make the case with some real human stories. John suggested that the Tenants Group may want a presentation from SMART Energy GB about SMART Meters at a future meeting. John advised on the meeting between ARCH and Lord Freud. Members attention was drawn to the 26 May ARCH event on Estate Regeneration in London. Tenants Group members would need to be allocated a place via their individual Councils. ACTION: Tenants Group members to identify some potential people for case studies and contact John Bibby direct john.bibby@archhousing.co.uk 6. WORK PLAN Carole drew the Groups attention to the work plan and advised this would be updated regularly. It is a useful point of reference for the Tenants Group. The Tenants Group asked that it not be called draft. It is an ongoing work stream. ACTION: Carole to ensure it becomes a standing item on the agenda and will update and circulate the work plan to Tenants Group members. 7. LEGISLATIVE UPDATE THE LASTEST POSITION John Bibby briefly ran through the latest situation with progress through parliament and the amendments. The Tenants Group will be able to keep abreast of developments through the ARCH e-bulletin and the website. The Housing and Work Bill is now an ACT of parliament. It has received Royal Assent. The Housing and Planning Bill is slowly progressing through the two Houses of Parliament and is at the debate stage. It is not clear at this stage when it will become law as in the ping pong stages of discussion between the House of Commons and the House of Lords. The discussion areas in the Bill are around the ARCH Tenants Group Minutes - DRAFT 2 18 April 2016

4 sale of high-value voids by Councils to pay for Right to Buy by Housing Associations; the introduction of the Pay to Stay and ending lifetime tenancies. John advised that there are likely to be amendments to high-value voids definition with it changing to higher value voids, which will introduce a more local interpretation of the value of the property. There have been significant changes to the bill so far. The Minister has also inferred that there will be some exemptions from high value stock. John s best guess at this stage is that the value of property is likely to be determined locally. At the time of the meeting there had been no discussion so far on pay to stay and ending lifetime tenancies although the House of Lords will be debating this today (18 April). The Tenants Group discussed the replacement arrangements for when high-value properties are sold and how local values will be determined. The Group said it was like going back to the pre-2012 subsidy system. Councils will be subsidising Housing Associations Right to Buy sales. The Bill changes the arrangements agreed as part of the Local Housing Act. The Chair thanked John for his update. ACTION: Carole to ensure this is a standing item on the agenda. 8. DEVELOPING A FACT SHEET FOR TENANTS ON LEGISLATIVE CHANGES The Group noted the paper but felt now was not the right time to start work on a FACT sheet and wait until the Bill has progressed through Parliament when more detail is known. The Group thought it would be a good idea to consult their own tenant panels about the type of information that might be useful to them. It was also felt that the September conference may be a more realistic time to produce a FACT sheet or involve those at the conference. John advised that the timings are uncertain for receiving Royal Assent but it may happen by the end of May but if there is more ping pong between the Commons and the Lords it may not get Royal Assent until after the Summer recess. Then it will need Ministerial direction so it might be the autumn before full details are known. It would be useful for ARCH Executive Board to know from the Tenants Group what information would be useful for councils and tenants. It would be useful to record the questions that tenants are raising as frequently asked questions information and answers. The Tenants Group asked John about the impact on succession rights of legislation. ACTION: Carole include as an agenda item for 13 June meeting. Tenants Group Members to ask tenants they engage with about what information would be useful for them. ARCH Tenants Group Minutes - DRAFT 3 18 April 2016

5 9. CONFERENCE PLANNING The Tenants Group noted the content of Andrea s paper and are pleased with the 4k sponsorship and the Warwick venue. The key points discussed included: Warwick offer sounds good and pleased with venue details. It was agreed that Martyn Lund will attend if his diary permits 3 May visit to conference centre. Sponsorship of an additional 4k is excellent - find out more from Sponsor regarding requirements on the day they thought the running of a workshop was a good idea. Accommodation Andrea to contact Travel Lodge and Regents Hotel to advise at least 10 from the ARCH Tenants Group will need accommodation the night before 21 Sept and advise that there may be other guests and see if there is any negotiation on the 69 cost. Joining instructions to include a list of low cost accommodation options including above. There may be other B & B guest houses available. Information to include details of buses from the rail station and taxi cab names and numbers. Prize draw at end of the conference. The Tenants Group want to have this again and would like to have vouchers from One4all - Multi-store Gift Card. Dave Murtagh is going to ask Brighton and Hove (Mears) if they will sponsor this prize for 50. If not, Carole to ask ARCH to sponsor the vouchers. Awards the Tenants Group agreed to run it this year but to reduce it to just one award for 'Tenant of the Year' although want to call it something else. The ARCH Tenants Group were asked to encourage their own Councils to nominate someone. The Group suggested using social media, radio, papers, direct to drum up interest. Jenny and Marlene will review the criteria. Time line - determining roles on the day to be agreed at next meeting. The date of the conference is 22 Sept not 21 st. Budget The Tenants Group thought Warwick were sponsoring for 1,500? The Tenants Group discussed the themes, format and topics for the conference noting the following points: Theme and title to be decided after workshops agreed. Format Keynote in morning ask John Bibby or Brian Reilly to do key session about the impact of the new legislation. Remove the 2nd key note in the afternoon and so combine those last two sessions and include feedback of the three key points from each workshop and add in the prize draw. Discussed not having all workshop sessions repeated in afternoon. Could include something to follow on from John Bibby s opening session on practicalities of the elements from the Housing and Planning (Bill) which should be enacted by then. Topics for workshops: 1. Sponsors workshop repairs and sensitive contractors. This could be run once or twice. 2. Engaging younger tenants. The Group suggested putting a request in the e- bulletin for examples for workshop leaders to use to be run twice as an issue everyone is grappling with. 3. Digital inclusion being able to get online is essential for accessing services and universal credit. Need to find an organisation who is doing this effectively i.e. someone from HM's digital inclusion club would be a useful person to run this workshop again to be run twice. ARCH Tenants Group Minutes - DRAFT 4 18 April 2016

6 Homelessness was discussed as a potential topic but the Group didn't agree for this to be included in a workshop. So might need two more topics. ACTION: Carole to feedback to Andrea so that she can update the programme. Martyn to advise Andrea if he can attend venue visit on 3 May with her on behalf of the Task and Finish Group. Martyn to feedback after the visit via or phone to the Task and Finish Group as well as at the 13 June meeting. Andrea to arrange a telephone conference with the Task and Finish Group after 3 May venue visit. 10. NEXT MEETING 13 JUNE CIH OFFICE, LONDON The Chair advised everyone that the next meeting will be the AGM. 11. ANY OTHER BUSINESS Jenny asked the Tenants Group if they were interested in setting up a Facebook page which would help promote the work of ARCH and reach tenants more directly. In principle those present thought it was a good idea but it would need more thought about the benefits, risks and any cost implications. Members of the Group would need to be administrators of any Facebook page. ACTION: Carole to prepare a paper for next ARCH Executive meeting (16 May). Carole advised the Tenants Group members that an expenses guidance document would be circulated to them which provides clarity about what expenses can be claimed back from ARCH. ACTION: Julie to circulate the guidance document. ARCH Tenants Group Minutes - DRAFT 5 18 April 2016

7 Work plan ARCH Tenants Group 2016 Work stream Jan- March April - June July- Sept Oct -Dec Jan- March Meetings of Tenants Group 22 February 18 April 13 June (AGM) 5 September 10 October 28 November TBC 2.Chair & Vice Chair attending ARCH Executive meetings 18 January 4 April 16 May 11 July 12 Sept 14 November TBC 3. Consultation on legislation to feed into ARCH responses Input into Welfare Reform & Work Bill and Housing Planning Bill Consultation on lobbying Lords in response to letter by Nottingham Tenants Consulted at 18 April meeting and asked about how Pay to stay and other legislative changes affecting Councils and tenants 4. Tenants Conference,22, Sept Meeting with event manager Working Group set up Time scheduling for conference activities Working Group tel conference Martin visited venue with Event Manager Programme planning 18 April Working Group activity Conference 22 Sept Feedback at October/November meeting Promotion of outcomes 5. Production of leaflets TBC for the year Leaflet on changes to legislation for tenants 18 April meeting agreed too early. Agreed would be useful for conference September. To be discussed 13 June 6. ARCH seminars attendance by Chair/ Vice Chair and members of Group if place booked for them by their Council Topics and dates to be confirmed for the year 26 May London bigger picture and Regeneration ARCH event Joint event with NFA for tenants TBC Autumn Needs to be discussed and populated further after each meeting of the ARCH Tenants Group and link to ARCH Executive work plan ARCH tenants Group work

8 ASSOCIATION OF RETAINED COUNCIL HOUSING LTD TENANTS GROUP MEETING MONDAY, 13 JUNE 2016 ITEM 7: Conference planning Author: Andrea Crowley 1. Update 1.1 Since the last meeting the venue has been viewed and confirmed for 22 September. Sponsors have been secured and budget outline given. The general theme for the conference will be around the Housing Act and its effect on tenants. A call was held on 5 May to run through various queries follow up was circulated to the working group. 2. Invites 2.1 Invites are planned to go out w/c 30 May. This will be a save the date with a general guidance to the theme of the conference and include details around how to book. Will also include guidance on accommodation. Once the final agenda is confirmed a further communication will go out. 5 free places per council Additional places 100 per person 3. Timetable 3.1 Please see revised timetable. Please advise of any required updates needed. 4. Budget/Sponsorship 4.1 Two sponsors now confirmed. Updated budget attached. 5. Programme (please see outline for consideration) 5.1 Work is underway to confirm speakers for the necessary sessions I have attached an updated agenda for review. Andrea has met with the sponsor who is keen to understand what the tenants will want to understand. We have discussed themes around the impact on contractors and the service level to tenants. 5.2 Suggest title for conference is: What s next for tenants? In a year of unprecedented change to the social housing sector, we have seen the government introduce measures that will have significant impact on housing in the UK for the foreseeable future. This presents huge challenges for both providers of housing and tenants. As we move into a new phase of social housing and the changes this brings, the conference will look at how the new Housing Act will impact on tenants and the challenges Item 7: Conference planning 1 13 June 2016

9 this may present. The conference will provide an opportunity to raise your questions, hear from experts and challenge how the future of council housing will operate. Once again the day will offer the opportunity to come together with other tenants from around the country and network and share your opinions and issues for what will be an informative and interactive day. Councillor Peter Phillips who is the Housing & Property Portfolio holder will open the conference from WCC 6. ARCH Awards Confirmed now only 1 award details provided to mail out Plan is to also send this to tenant involvement representatives to try and boost entries Confirmation of who the sign off panel is Glass plaque and certificate needed for this 7. Other Confirmation on delegate pack format to be available on the day - A4 folded paper o o o o Agenda Delegate list Sponsors flyer Notes pages Delegate place setting o Delegate pack o Feedback form o Spare paper & Pen Breakout sessions to be booked in advance Badges we have lanyards (what did CIH use as the badge holder bit?!). Badges will include info on the workshop session chosen Presentations presentations will be circulated after the conference. We will include a section on the feedback form for people to request if they require a printed copy. Confirmation if hearing loops are needed. Microphones provided in all rooms. Item 7: Conference planning 2 13 June 2016

10 ARCH Tenants Conference 22 September 2016 Timeline TO DO DATE RESPONSIBILITY STATUS BEFORE EVENT Initial Meeting allocate tasks to be completed 27/01/2016 Carole, Andrea, Beth, Complete Demi Timeline to be circulated to group ongoing updates 3/02/2016 Andrea Complete Meeting with committee & photographs of committee 22/02/2016 HM & Arch-Committee Complete Identify venue & approach to conference overall 22/02/2016 Complete Approach venue to establish availability and outline of 25/2/2016 HM Complete conference requirements Outline budget to be created based on requirements 25/2/2016 HM Complete Identify sponsorship opportunities HM Pick up with WCC Information on the website photos 29/02/2016 Nisha Shouan Photos complete Programme drafted, workshop session topics allocated 18/4/2016 HM & Arch-Committee Liaise with the venue regarding any requirements e.g. When HM Complete room layouts (updates to follow) Feedback from Committee to approve venue Venue is confirmed Arch- Committee Complete Sign venue contract if required HM Liaise with WCC to confirm commitment and agree final Andrea Complete payment towards event Committee to visit venue 3/05/2016 Andrea and Complete Committee members Book Mayor to attend event? 20/4/2016? Complete Appraisal form to be developed and circulated for 25- Andrea and Complete comment and amends 29/4/2016 Committee members Appraisal form sign off 6/5/2016 Needs to go in template and approved Send out invites to ARCH groups 30/05/2016 HM Send out award criteria applications 30/05/2016 HM Determine roles at the conference 13/06/2016 HM & Arch-Committee Set up speaker contact sheet and secure speakers and 22/07/2016 HM alert lead admin of updates Speaker requirement forms sent out via , to 22/07/2016 HM include updated speaker guidance form with info regarding travel, presentations etc Ascertain ARCH/HouseMark promotion 25/07/2016 Confirm Photographer 22/07/2016 HM Book IT equipment 22/07/2016 HM Provided by venue ARCH banners required 22/07/2016 HM Joining Instructions created 20/07/2016 HM Sent to ARCH for proofread and sign off 20/07/2016 HM & Arch-Committee

11 ARCH Tenants Conference 22 September 2016 Timeline Decide on lunch choices, any dietary requirements? August HM & Arch-Committee Hire of AV equipment if required (are hearing loops needed?) 08/08/2016 HM Can we ask this question as part of joining instructions Shortlisting ARCH awards 08/08/2016 Arch-Committee Create conference booklet 15/08/2016 HM Send to ARCH to proofread and sign off 15/08/2016 HM & Arch-Committee Get signed off joining instructions and information sheet 29/08/2016 HM from ARCH and sent out Liaise with chairs to update on sessions, who the speakers are and timings etc 29/08/2016 HM Chase pack inserts and sponsor logos for event booklet 01/09/2016 HM Chair notes sent to chair - conference call with chair of 08/09/2016 HM conference to go through logistics of day Get signed off on ARCH awards 29/08/2016 HM & Arch-Committee Create speaker JI's and speaker expense form and 31/08/2016 HM out to confirmed speakers Joining instructions sent to sponsors including set up 05/09/2016 HM and break down times Update website with joining instruction information and 07/09/2016 Nisha Shouan send link to delegates Collect presentations from speakers and biographies 15/09/2016 HM from exhibitors and sponsors Slides sent to attendees in advance 20/09/2016 HM Inform Venue with special requirements (dietary/access 09/09/2016 HM etc) Create Production Schedule 12/09/2016 HM Confirm all delegate lists, rooming lists, signature list 16/09/2016 HM and slides Create signage and workshop session tickets 16- HM 20/09/2016 Ensure all sponsorship packages have been fulfilled as per the description 16/09/2016 HM Print final delegate lists and proofread 16-20/09/2016 HM Collate delegate pack 16-20/09/2016 HM Print Badges for delegates, and speakers 16-20/09/2016 HM Final update of numbers to venue 15/09/2016 HM Send out slide deck to delegates 20/09/2016 DAY OF EVENT Set up registration desk 22/09/2016 Arch Committee Liaise with venue to confirm requirements for the day 22/09/2016 HM Check room set ups and air conditioning levels 22/9/2016 HM Meet and greet speakers show set up of room and AV 22/09/2016 HM

12 ARCH Tenants Conference 22 September 2016 Timeline Check sound and equipment provide running order to 22/09/2016 technician HM Check sponsors are ok and refreshment breaks are on 22/09/2016 HM time in their area Give out badges, put out packs (HM), put up signage, 22/09/2016 HM & Arch Committee manage venue, approach chairs where applicable to remind delegates to return appraisal forms, collect appraisal forms form delegates and exhibitors Before delegates arrive AFTER EVENT Send out survey monkey/appraisal form 23/09/2016 Send out final copy of slides 23/09/2016 Thank you letters sent out to speakers 23/09/2016 HM Thank you letters sent out to sponsors 23/09/2016 HM Check speaker expenses and follow audit trail until 23/09/2016 HM payment made, record on speaker spreadsheet Invoices received checked and put on costing sheet as received. All invoices to be seen and initialled by Organiser Ongoing after event Update budget to actuals as far as is known 23/09/2016 HM Presentations to be added to website link 23/09/2016 Nisha Shouan Post Conference Report sent to group after event 26/09/2016 HM Mop up meeting and feedback November Meeting HM HM Andrea Crowley Event Manager Bethany Hall Business Support Demi Everitt Business Support Carole Halfacre HouseMark Associate

13 ARCH Tenants Conference 22 September 2016 Agenda outline ARCH TENANTS CONFERENCE 2016 Suggested outline and timings 9.15 am (45 mins) Delegate Registration am (10 mins) Introductions and welcome by the Chair Councillor Peter Phillips who is the Housing & Property Portfolio holder will open the conference from WCC am (15 mins) Opening session from ARCH John Bibby/Brian Reilly am (35 mins) Sponsor session (Ian Williams) session to be defined with sponsor am (20 mins) Break and Networking sponsored by Thistle Insurance am (1 hour) Move to workshops x pm (1 hour) Lunch 1.20 pm (10 mins) Award Presentations Life time Tenancies Frances Walker, DCLG Welfare Reform DWP & ARCH benefit Team? Right to buy & Pay to stay John Bibby & Matthew Warburton The Housing Act and the digital world 1.30 pm (1 hour) Move to workshops x 4 (rotate from morning) Life time Tenancies Frances Walker, DCLG Welfare Reform DWP & ARCH benefit Team? Right to buy & Pay to stay John Bibby & Matthew Warburton The Housing Act and the digital world 2.30 pm (20 mins) Feedback from breakout sessions 2.50 pm (10 mins) Prize draw & Chairs closing remarks 3.00 pm Close

14 ARCH TENANTS CONFERENCE - PROPOSED BUDGET v3 Venue costs - rates for venue are plus VAT DD Rate includes: Main room hire All coffee/tea Projector, screen, laptops, lectern, PA Mineral water, note pads, pens Hot/Cold seated buffet lunch Free wifi , New negotiated rate from Break out rooms TOTAL 5, AV Hearing loops in 4 rooms - estimate TOTAL Speaker Expenses Estimate for speaker expenses Day delegate rate TOTAL Staff Expenses HouseMark Day delegate rate Travel expenses - estimate Sponsors delegate places (3 Ian Williams, 2 Thistle) ARCH committee TOTAL Stationery/Other 120 delegate packs name badges Pull up banners available Photographer Plaque for award & Certificate Gifts card TOTAL GRAND TOTAL 6, INCOME - Sponsorship from Warwick CC 1, SPONSORSHIP - Ian Williams 4, SPONSORSHIP - Thistle Insurance TOTAL COST TO ARCH 1,304.00