ACTION:

1. Apologies

Ms Francis Hawkings (Ascent 21), Ms Kim Barnes.

Francis Hawkings received notice of meeting too late, Paul Sprenger had arranged for next meeting.

2. Complaints Session

2.1

Nick Strauss explained that this agenda item was intended to make the EDMC accessible and to allow a forum for residents to take matters where they may not be making progress elsewhere. Jerry Piper felt it was a good place to allow residents to bring up issues that would normally lead meetings "off at a tangent". Tim Goodwin requested that if someone has a complaint they also write to Canalside rather than wait for the next meeting for a response.

2.2a

Parking Spaces (Saviye Abuye): The Tenant Support Worker translated for Saviye Abuye. Family has 2 parking spaces and has the 20 visitors permits which are issued every 3 months. They want one more space or possibly be permitted additional visitors permits for parking between 6 and 12pm. There were cultural differences (not described at meeting) that meant they needed more visits (by her family).

2.2b

The committee agreed that there had to be a policy and exceptions could not be made. Members made the following points: There may not be enough spaces to allow additional permits; people in residential streets had to park elsewhere if they ran out of spaces; time zoned permits could be used (different colours for different times) and are used in an existing scheme in Basildon; the scheme had started in August and was due a 6 month review.

2.2c

Saviye Abuye asked if she could buy another permit. The committee replied she could not.

2.2d

Agreed to ask the review of parking policy to look at time zoned permits and at increasing number of visitors permits.

Canalside

2.2e

Nick Strauss asked that the review process start before the New Year so that the report could be presented in February.

Canalside

2.3

Dog Mess (Sue Goldman) - Sue Goldman had seen an item in the newsletter about dog mess and wanted to respond as a resident who was also a dog owner. She felt there should be a process to deal with the problem rather than just threatening dog owners and suggested the following: Put up notices next to the affected areas; inform residents of what Canalside is doing; spot checks by Canalside; grass areas for dog toilets; dog mess bins; there is a spray available for dog owners which freezes the dog mess and allows them to pick it up (possibly Canalside could provide a free trial can to dog owners).

Canalside

2.4

Portable Water Heater (Sue Goldman) - Sue Goldman confirmed repair of her hot water system. She still had the portable water heater in her flat 2 months after the repair was done and it had been brand new. Tim Goodwin said that he would arrange for someone to collect it.

Canalside

2.5

Titles to Names of Committee Members - GE asked to be referred to as "Mrs" not "Ms". Ivy Matkin also asked for this. Minute Taker asked for any other requests, Nick Strauss suggested that all names be left untitled.

Minute Taker

3. Metropolitan Home Ownership - Whitmore House

3.1

Riz Aziz introduced Bernie Conroy as Metropolitan Home Ownership Marketing Manager. A report had been previously sent out to the committee. Bernie Conroy handed out an amended list showing the current selection and allocations procedure for applicants to the shared ownership flats.

3.2a

In questions and answers on the report to the committee the following points emerged.

3.2b

"Key workers" are defined by the local authorities (councils), not all councils have the same criteria. Council workers were given key worker status in the recent fuel crisis. One member felt that council staff would be "the first to know" about the flats.

3.2c

Metropolitan Home Ownership use their own independent valuers, not the council valuers. They use the market valuation on shared ownership units, they keep the valuations "between downtrodden and premium".

3.2d

People on the Metropolitan Home Ownership "mailing list" are applicants on the council waiting list who have stated they are interested in Shared Ownership.

3.2e

Offers would be made to Canalside residents first then to other groups such as key workers. The income criteria is still to be set, figures have not been finalised. Valuations for the flats were coming out at around £100,000 each and the applicant would need an income of £17,000 to buy a share. There would be upper income limits to prevent sales to people who could purchase outright.

3.2f

On the figures shown in the report: The £700 estimate for management and insurance charges is based on Metropolitan Home Ownership flats at Trowbridge Estate while the outright ownership figures were not based on these as there were no comparable flats. The charges are equivalent to the "service charge" paid by Canalside residents. Some Canalside residents are currently paying a higher service charge as they have communal heating.

3.2g

Applicants would buy a 25% or 50% share, outright ownership is not possible at first. Metropolitan Home Ownership have recently introduced a policy on rent capping for Shared Ownership which means that the rent can be no more than 75% of the cost of ownership.

3.2h

Monthly payments for Shared Ownership flats can be 40% of households income, the National Housing Federation states that affordable housing should be no more than 25% , Metropolitan Home Ownership should make this clear rather than advertise Shared Ownership as "affordable housing".

MHO & Canalside

3.2i

The original Shared Ownership contract which had been sent out to members had different allocations criteria, Tim Goodwin stated that it has been changed and council have agreed the changes.

3.2j

Nick Strauss asked for copies of the new contract and correspondence regarding the changes with the council.

Canalside

3.2k

The current Canalside equal opportunities survey was asking people about their income levels but Bernie Conroy stated that this was not connected to Metropolitan Home Ownership.

3.2l

Metropolitan Home Ownership was proposing to do a newsletter to residents who are just getting used to the Canalside newsletter, there are already many other newsletters being put through resident’s doors as well as take away food leaflets.

3.2m

Tim Goodwin and Bernie Conroy stated that Metropolitan Home Ownership and Canalside could jointly produce a Canalside newsletter. The newsletter will cover much of the information given out to the EDMC tonight and also include case studies.

MHO & Canalside

3.3

Several points were made about the building site at Whitmore House.

3.3a

The colour of the new brick was different from the existing but all the brickwork will be covered in a cement render and then painted.

3.3b

Residents living adjacent to the building site want mess from the site cleared up on a daily basis. Rubbish blown behind the hoarding is not being cleared out. Riz Aziz stated that mess is "contained on site" but that they cannot contain it all, Rose Hayes stated that there were sites in the city where they manage to contain the mess. Riz Aziz stated that the site was hosed down regularly but members stated that this was definitely not the case. Members wanted to remind Metropolitan Home Ownership that there were people living next door to the building works.

3.3c

Lorry drivers are sounding their horns instead of calling at the site office, one did it repeatedly 4 times this morning, and it is disturbing residents some of whom may be on shift work. Riz Aziz stated that the issue was up to Kingsbury Contractors, he couldn’t influence what the drivers did.

3.3d

Canalside are keeping records of site monitoring visits and making them available, residents would expect the same of Metropolitan Home Ownership. Metropolitan Home Ownership officers should show they are "earning their money", saying that site problems were not down to them was not good enough. Residents are tired of making complaints and then being told it was down to contractors and sub-contractors, it doesn’t "cut the ice" anymore.

3.3e

Members pointed out that the Health and Safety at Work act applies to the building site. If someone gets injured Metropolitan Home Ownership are responsible. Riz Aziz stated that Health and Safety on the site was the responsibility of the Metropolitan Home Ownership "Planning Supervisor".

3.3f

Residents stated that Kingsbury Contractors are meant to be working on Orme House next and had "better get their act together". Whitmore house looks badly managed and is not a good advert for Metropolitan Home Ownership or Canalside.

3.3g

Riz Aziz will write to the contractors raising residents’ concerns and will copy correspondence to EDMC and to Sheila Seabury (Canalside Board member).

Riz Aziz

Riz Aziz and Bernie Conroy left the Meeting.

4. Minutes of 18th September - accuracy

4.1

Item 2 b), Draft Budget for EDMC: - sentence should read: "Cash of £2000 for the year derives from £1540 from Canalside and £600 payment by film company, £1540 allows for 2 extra hours of Tenant Support worker time per week for the year".

4.2

Item 2, Section on Bailiffs at Whitmore House shops: Item had been omitted. Should have read:

"Item 4 a) Whitmore House - use of bailiffs on commercial premises: - Nick Strauss had received confirmation that bailiffs had been used by Countrywide. He raised concerns that: The shopkeeper concerned may in fact have had a rent holiday;, that this was a questionable message to send to shopkeepers while they were negotiating their new rent with Metropolitan Home Ownership; and that Metropolitan Housing Trust were so "out-sourced" that one bit didn’t know what the other bit was doing. Tim Goodwin confirmed that Canalside did not know about bailiffs action by Metropolitan Home Ownership/Countrywide, he deplored the action but said that MHA were "autonomous". He felt that "all’s well that ends well" the shopkeeper had now settled the debt of £10,000 and that people need to differentiate between commercial premises and residential.

Agreed that EDMC Secretary write letter to Metropolitan Home Ownership raising the committees concerns."

4.3

Item 3 b), Site Safety: Type of fencing should read "Heras" not "Herringbone".

4.4

Item 3 e), Parking Permits: Second sentence should read "This will generate £225 for the EDMC budget and £225 for HAWK TRA"

4.5

Item 3 d), Newsletter: Second sentence should read "Rose Hayes stated she had hand written an article but did not have it with her."

4.6

Item 6 b), LEB Site on Nuttall Street: Tim Goodwin apologised for suggesting a member of the committee was a half-wit. Committee agreed to keep the minute as written but noted that Tim Goodwin did not agree with the wording.

4.7

Item 6 d), LEB Site on Nuttall Street: Sentence beginning on 8th line should read "Nick Strauss stated that Robin Hawkes had confirmed that sound insulation using new ceilings had been promised in the informal consultation so this discussion was not necessary".

4.8

Item 7 c), Orme House, reduction in works: Strike out the following part of last sentence "Canalside would have to get back any further money from the parent companies by increasing rent, this had been fixed at RPI plus 1%;"

4.9

Item 8 f), Rides: Delete the whole item.

4.10

Minutes agreed with the above amendments.

5. Minutes of 18th September - Matters Arising

5.1

Item 3 a), Declarations of Interest: Ivy Matkin has now drawn up a list committees and organisations that she is a member of. Ivy Matkin asked that it be made available to EDMC members and whoever else might be interested.

5.2

Item 3 b), Site Safety: Arthur Ringrose reported that the wall outside Scorton House on the LEB site was still being demolished, bricks were being left lying around. Nick Strauss stated that it is now 2 months since he requested site inspection reports but has still not received them.

5.3

Item 3 c), Draft Budget for EDMC - Bank Account: Rose Hayes has signed and sent papers off to bank. Other signatories reported problems in getting to the bank. The Tenant Support Worker stated that they could attend alternative branches of Barclays but still had to go in to the bank, this was "the best deal" he could get. The Tenant Support Worker offered to drive Ivy Matkin to the nearest branch. Jerry Piper stated he couldn’t get out during working hours.

5.4

Item 3 g), 17 Strale House: Tim Goodwin reported that the person now in occupation was the original tenant. Paul Sprenger reported disturbances to other residents.

Canalside

5.5

Item 3 d) Siting of Notice Boards: Tim Goodwin outlined new positions for siting of notice boards and circulated photo-montages showing the sites with the new notice boards super-imposed:

Tim Goodwin

5.5a

Haggerston East: adjacent to the caretakers flat and under cover next to the cleaners store;

5.5b

Bryant Court: under cover between the lift and the walkway;

5.5c

Whitmore Estate 3 sites: Wilmer Gardens, on wall facing onto street so it would not cause an obstruction. 9 Horner House (Show flat), on posts mounted adjacent to the railings. Phillipp Street, just inside entrance of Rover House (so it would not be mistaken for council notice board).

5.5d

Canalside Office: Notice board at reception to have same information as those sited on estates

5.6

Item 3 d), Small Notice Boards: The committee discussed the merits of having small cheap boards on each stairway. Main notice boards would not always be read, residents would always see notices on stairways. Notices on stairways detracted from appearance. It was suggested that "Blu-Tak" could be used on stairway walls.

Agreed not to proceed with small notice boards on stairways but to keep under review.

5.7

Additional Item (Complaints Session?)

Sandra Bailey noted that the Canalside tenancy allowed charging to tenants for missed appointments where contractor calls and tenant not there. Sandra Bailey asked if Canalside would pay for missed appointment with tenants waiting in. Nick Strauss stated that Canalside had in fact agreed not to levy the charges on tenants. Sandra Bailey knew someone who had an appointment at their house with an officer to discuss rent arrears but the officer did not attend. Tim Goodwin to look into this, Sandra Bailey to give details.

Canalside

5.8

Item 8 a), Parking Control - Vehicle at Scorton House: had clamp removed and windows smashed and had subsequently gone. Who had smashed in the windows, who had driven the car away? Was it done by parking contractors? Tim Goodwin said that he did not know about the contractors policies in respect of removing vehicles but Canalside have confirmed the vehicle had been towed away by the contractors.

5.9

Item 8 a), Parking Control - Garden Place: Ivy Matkin reported unauthorised vehicles were parked both across the entrance and inside Garden Place when Services were held in the church across the street. Canalside to send letter to the Pastor of the church. Ivy Matkin has taken registration numbers, these to be included in the letter.

Canalside

5.10

Item 8 a), Parking Control - Linbrooks: Nilam Raichura reported that Linbrooks vehicles were parking adjacent to Rover House in area where there should not be any vehicles. Tim Goodwin stated that the gate to the area is to be repaired to prevent future parking.

Tim Goodwin

6. Report Back from Other Sub-Committees

Nick Strauss proposed that that only the Newsletter be discussed under this agenda item due to lack of time. He also suggested that reports and minutes relating to other committees and sub-committees be circulated to members. The Tenant Support Worker stated that minutes should have been circulated anyway, he will do this next time but needs to arrange bulk copying with Canalside.

Agreed by members to discuss the Newsletter only under this agenda item.

6.1

Editorial Board - Newsletter

6.1a

Jerry Piper has met with the Tenant Support Worker to discuss the newsletter and the Tenant Support Worker had prepared a draft copy which was shown to the EDMC. Jerry Piper went through the newsletter giving an explanation of layout which was an introduction to EDMC to be followed by articles from EDMC members.

6.1b

Jerry Piper was unhappy with the contribution from Arthur Ringrose as it criticised other EDMC members. He wanted to treat this as an individual’s contribution, not from the committee, and suggested putting the article in a letters page. Arthur Ringrose stated that this was censorship and the issue had been brought up at the last meeting and discussed. Ivy Matkin stated that she was unhappy with article as it did not name the individuals and felt it reflected on the whole committee. Arthur Ringrose stated that he would be happy to to give individual names. Ivy Matkin said she wanted people to have "faith in the committee", they should sort out differences among themselves and then "present themselves". Nick Strauss suggested that the article go in the letters page and people could then reply with another letter.

6.1c

Agreed to have a letters page with a disclaimer from the editorial board.

6.1d

Jerry Piper asked it be minuted that it was unfortunate and inappropriate that a member of the EDMC should put such forward such a strongly and inappropriately worded article and that he said this as a committee member not as a tenant. Jerry Piper stated that the issue of the LEB site had come up before and been voted on democratically.

6.1e

Arthur Ringrose stated that his article was being censored and that he resigned from the committee.

Arthur Ringrose left the meeting

Tim Goodwin said he felt it was not appropriate for him to be present and left the meeting.

6.1f

The committee came to a consensus that articles in the newsletter should not "make it a personal issue".

6.1g

It was pointed out that the letter had been circulated to the editorial board only. Jerry Piper suggested that the article was circulated to the EDMC so they could decide. Nick Strauss said the tone of the article was not helpful and suggested that Arthur Ringrose be asked if he would make changes by the deadline.

6.1h

Jerry Piper said he did not realise the issues had been discussed at the last meeting and apologised for bringing it up again.

6.1i

The Tenant Support Worker stated that he wanted articles by Thursday morning that week.

EDMC

Jerry Piper left the meeting.

7. Communication Between EDMC Members

7.1

Paul Sprenger stated that he had asked for this item to be included on the agenda.

7.2

Paul Sprenger had been unaware that the committee had not received the papers regarding his objections to the LEB development. He had copies of letters to Charlie Legg at LBH and also the petition and memo. He asked that the information now be circulated.

7.3

Paul Sprenger stated that: He only got a copy of the EDMC contact list last week; cannot contact people as Secretary; has had to deal with people through 3rd parties which has led to misunderstandings; had to chase round after the Tenant Support Worker; and did not have a telephone number for Rose Hayes. Paul Sprenger had drafted letter to MHT/CHA and sent to Rose Hayes for agreement but had not received anything back, the letter had not been sent as a result. Paul Sprenger also stated that the letter to him from the minute-taker was incorrect as he had in fact emailed a response to the draft minutes.

7.4

Rose Hayes said she did not want to give out her number and had not had problems liaising with other committee members and the the Tenant Support Worker, if others want to give out their telephone numbers they can do so. Rose Hayes said that she had given the letter back to the Tenant Support Worker the next day with a couple of minor changes, the Tenant Support Worker confirmed this. Paul Sprenger stated that he had not been made aware of Rose Hayes’s response.

7.5

Nick Strauss stated that the Tenant Support Worker was at Haggerston Community Centre between 11am and 3pm on Wednesdays and at 9 Horner House between 3pm and 7pm on Thursdays. That gave people 8 hours per week to contact him. The Tenant Support Worker confirmed that a contact list had been distributed to the EDMC.

ALL

7.6

Nick Strauss suggested that everyone make more of an effort to chase things up.

8. Probity of Members Vis a Vis Constitution

Item not discussed

9. Any Other Business

Rose Hayes circulated report from Liz Moxon (Canalside) regarding communal repairs.