Agenda Item 3

THE ROYAL BOROUGH OF KENSINGTON AND CHELSEA

TENANT MANAGEMENT ORGANISATION

OPERATIONS COMMITTEE

MINUTES OF THE MEETING HELD ON 2ND MAY 2013

Present: Tony Ward, Resident Board Member (Chair) TW

Fay Edwards, Resident Board Member FE
Peter Molyneux, Council Appointed Board Member PM
Iain Smith, Resident Board Member IS
Tony Annis, Resident Board Member TA
Mary Benjamin, Resident Board Member MB
Cllr Judith Blakeman, Council Appointed Board JB
Member

Apologies: Peter Chapman, Independent Board Member PC

Not present: Reg Kerr-Bell, Resident Board Member RKB

Roy Turner, Resident Board Member RT

In Attendance: Sacha Jevans, Director of Operations SJ

Yvonne Birch, Director of People and Performance YB
Dan Wood, Assistant Director of Home Ownership DW
Angela Bosnjak-Szekeres, Company Secretary ABS
and Head of Governance
Peter Maddison, Director of Assets and PMa
Regeneration
Siobhan Bowman, Performance Manager SB
Janice Wray, Health, Safety and Facilities Manager JS
David Noble, Equality and Diversity Officer DN

ACTION
1 WELCOME AND APOLOGIES

Apologies as above.

2 DECLARATIONS OF INTEREST

None.

3 MINUTES & MATTERS ARISING

Minutes of the meetings held on 31st January and 7th March 2012 were
 agreed with correction on page 6. It should read Bramley House instead of
Bromley House.

Matters arising

AM updated the Committee that the work on the estate notice boards is
going to be finished by the end of May and details will be up soon after.

AM informed the members that the Wandon Road project was successful
for the Housing Regeneration Programme funds and therefore it is not
going to go into the Capital Works.

4 ASSETS MANAGEMENT REPORT

PMa introduced the report providing information on the outturn position on

the 2012-13 Capital Budget and the proposed programme priorities for the
2013-14 capital programme. The report also gave details for the priorities
and procurement of the 2013-14 programme.

The difference between the cost plan and the estimate of costs for the
Grenfell Tower project is 600K and we are working to bring the costs
within budget. Further funding will either be from a further contribution from
the Councils capital budget, or from the KCTMO capital budget for 2014-
15.

IS queried the reference about door entry upgrades in the capital

programme priorities for 2013-14 and asked whether it refers to a video
door entry system. PMa to check this and provide further information. PMa

The Committee noted the report.

5 PERFORMANCE UPDATE

YB presented the performance report against a range of indicators for the

period April 2012 to March 2013.

PM commented that it is a very good year end position and the Committee
should thank the teams for their efforts. He queried whether the targets are
set right and are they being revised upwards. YB responded that they have
been reviewed but not many have moved upwards, we are satisfied that
they are stretching and it is right that they are achieved in the last quarter.

The Committee noted the report.

6 HOME OWNERSHIP REPORT

DW introduced the report informing the Committee of the performance of

the Home Ownership department for 4th quarter of 2012-13 and year end.

The total amount billed in 2012-13 was 3,447,415, this amount was
collected plus an additional sum of 85,847, which is above the target of
 3,367,958 by 165,304 (104.91% performance).
The total amount billed in 2012-13 was 652,990; this amount was
collected plus an additional sum of 530,939, which is above the target of
966,863 by 217,066 (122.45% performance).

The Committee noted the report.

7 NEIGHBOURHOOD MANAGEMENT

AM introduced the report informing the Committee of the progress in key

neighbourhood management service areas including anti-social behaviour,
procurement of the grounds maintenance contract, Housing Regeneration
Projects, caretaking review and recent rent income collection projects.

The final phase of recruitment to the new structure has been undertaken,
and by the End of May 2013 there will be no temporary Officers working
within the Neighbourhood Management Teams North and South. This will
provide consistency for our customers and also ensure we can invest
resources in staff training and development to the benefit of TMO services
in the future.

All five projects began work in January 2013. Four are complete (Oxford
Gardens, Finborough Road, Lancaster West, and Portobello Court)
pending minor snagging or details which may have altered during the
works process. A scheme carried forward from the 2011-212 programme at
the Cremorne Estate has also been completed.

Cllr B asked whether the playground at Lancaster West is likely to be

finished by the summer. AM confirmed that yes it would be done and there
is money for a second playground as well. Cllr B also mentioned that the
Silchester tiling for children was a great success.

The Committee noted the updates.

8 PROJECTS UPDATE

YB introduced the report giving updates on major projects including

customer services change programme, new development projects,
electronic document management system (EDMS), parking review, rent
assurance and online services.

The Committee noted the report.

9 WORKLESSNESS STRATEGY

DN introduced the report on the TMOs new worklessness strategy which

sets out our rationale and core methodology for our employment support
and training work streams.

Members were informed about several core methods as part of this work
such as :
 Using a referral process to refer residents to various employment
support agencies in the borough, who offer support directly or refer
on to more specialist services
Using roadshows to visit estates and invite local providers to
promote their services and answer questions that residents might
have.
Making community rooms on our estates available for employment
support service providers, so they can increase their visibility.
Using our position as an employer to offer more apprenticeships and
voluntary work placements across the organisation
Ensure that our front line staff are aware of the strategy and how it
fits into the their contact with customers.

TA asked is there an age restriction on applying for the training. DN

confirmed that there isnt.

FE said she went along to the first roadshow helping residents to find work
and it was very well done and asked whether the success of the initiative
will be monitored. It was confirmed that it will be.

The Committee noted the worklessness strategy.

10 HEALTH AND SAFETY REPORT

JW introduced the report informing the Committee of the TMOs current

position in relation to Fire Risk Assessments. The report provided
information on the following:
progress with the Risk Assessment Programme
arrangements for Fire Risk Assessment reviews
progress made to date with completing the recommendations from
the Fire Risk Assessment Action Plans & proposals to facilitate
better monitoring of these actions
the current position on enforcement on potentially non-compliant
Leaseholder flat entrance doors within enclosed blocks and the due
diligence approach the TMO has adopted whilst responsibility for
enforcement is clarified
TMOs Fire Safety Policy & Strategy
the recommendations made by the Coroners following inquests on
fires at Lakanal House and in Southampton and response from
Communities & Local Government to date.

PM asked whether there is a risk to the TMO as a corporate body. JW

confirmed that enforcement lies with statutory body not us and enforcement
is still to be decided between the Council and the firebrigade but it is
deemed that we are carrying out the due diligence.

IS asked if the TMO can do anything before the legislation enforces action.
JW confirmed that we are proactively working with the firebrigade and
looking at what we can do.
 FE said that Manchester drive was rewired a number of years ago and
some residents refused the works. It was queried whether this might cause
a fire risk. PMa confirmed that checks on rewiring will be carried out and
any issues will be picked up and remedied.

11 AOB

None.

Next meeting : 1st August 2013