ACTION:

1. Apologies

Mr Paul Sprenger, Ms Sue Goldman, Mrs Kim Barnes. Sue Goldman will not be able to attend until September.

2. Complaints Session

Complaints by Persons not present - The Tenant Support Worker reported that he had been given 3 complaints, two regarding maintenance and one regarding a transfer which he handed over to Sarah Cunningham for action by Canalside.

Canalside

Dustbins at Garden Place

Dustbins are still not being put back in the correct place and they are blocking access for resident’s cars. Also the smell from them is bad.

Sarah Cunningham said that agency staff are the problem. John (the Caretaker) is now back after paternity leave. Sarah Cunningham to instruct John to use "bin powder" to treat smell.

Canalside

Jerry Piper asked if no instructions were given to agency staff. Sarah Cunningham stated that instructions were given but agency staff are not as committed, she prefers in-house staff.

Residents stated they were not happy with the explanation and felt that Canalside should be able to ensure the dustbins were returned to the bin store given that the refuse collection days were known.

Canalside

3. Ascent 21

Sarah Cunningham gave apologies from Frances Hawkings (from "Ascent 21"). Sarah Cunningham had brought 2 reports, one on consultation and the other on HEST (Haggerston Estate Support Team, who work with youth in the area).

HEST - "Ascent 21" management of HEST comes to an end in March. From 1^st April HEST may be managed by the Haggerston Youth Forum which is attended by Rose Hayes and Bruno Brooks (Canalside). Currently Lewis (from HEST) is having to manage the youth project with little money.

"Ascent 21" Consultation

Sarah Cunningham stated that "Ascent 21" needed to balance their "organisational needs" against the needs of residents. e.g. more employers were needed to generate more vacancy opportunities. Sarah Cunningham could not give any further information as she was only passing on the report from Frances Hawkings.

Members agreed to take the reports away for reading and making comments. Sarah Cunningham stated that both papers were going to be discussed at the next Canalside Board meeting where a decision on funding would be made and asked that comments on the papers were given to Frances Hawkings before the meeting.

EDMC Members

Agreed that the deadline for comments to be 7^th March.

4. Minutes of 15th January 2001 - Accuracy

Item 2.1a (Complaint from Sue Goldman regarding Transfer Request) - The Tenant Support Worker had been contacted by Sue Goldman and had been told that she did not say that Bruno Bridge (Canalside Housing) had told her that STL was an option. Members recalled that Short Life housing was mentioned but that neither Robin Hawkes or Sue Goldman were present to restate what they had said. Agreed to record Sue Goldman’s comments on the minutes.

Item 2.2c (Refuse Collections) - Change "Canalside to order more bins for the affected blocks" to "Canalside to look into the issue of refuse storage at the affected blocks".

Item 2.3b (Bin Chamber at Garden Place) - Change "R Haw" to "Robin Hawkes".

Item 4.2b (Item 2.4, Repairs to Lights) - Line 4, Change "repair" to "adjust or reset".

Item 6.1 (Canalside Policy - Equal Opps and HIV) - Change "for "many meetings"" to "and would not be here for "many more meetings""

Minutes agreed with the above amendments

5. Minutes of 20/11/2000 - Matters Arising

Item 2.2c (Refuse Collections) - Sarah Cunningham stated that nothing had been resolved. Contractors have been spoken to but still not doing the collections on time. Jerry Piper confirmed that collections had been missed recently, there had been no collection last Friday, also one bin at Archer House was out of action. Rose Hayes and Sarah Cunningham confirmed that the correct collection days are meant to be Mondays and Thursdays but many times the collections are not done on the correct day. Members remarked that the bins were often overflowing and that there appeared to be a need for extra bins. Sarah Cunningham will try to get collection days revised.

Sarah Cunningham

Item 2.3 (Bin Chamber at Garden Place) - Ivy Matkin stated that the refuse collectors needed to be told to put the bins back in the correct place. Tim Goodwin stated that the scheme had been designed so that the correct route for emptying the bins was the shortest route. The refuse collectors should be parking on the road and taking the bins to the lorry. Jill Excell stated that the refuse collectors always took the easiest option and backed the lorry into the yard. Sarah Cunningham to instruct John (the Caretaker) to put the bins back in the chamber after collections.

Sarah Cunningham

Item 4.1a (Site Safety Inspections)

Tim Goodwin stated that he thought that the report he supplied to the EDMC meeting in October was sufficient. The report gave dates of inspections and listed the safety items needing attention which were noted on those inspections. Canalside officers have been maintaining a file of reports but they were not in standard format yet. Tim Goodwin is going to do a format with check boxes for common safety items.

Ivy Matkin had seen the gate to the Orme House site was open and was a hazard especially with the school holidays, she had only seen one employee on site when she was last there.

Tim Goodwin

Agreed that Tim Goodwin to give Nick Strauss copies of all the existing reports including those from days where nothing had been noted, also Tim Goodwin to send Nick Strauss his proposed format for standard reports and ask NS for comments.

Tim Goodwin

Item 4.4a (Item 5.2, Letter from MHO to Contractors at Whitmore House)

Sarah Cunningham reported she couldn’t get a copy of the letter as Riz Aziz has left MHO (she was not aware of this at the last committee meeting). Sarah Cunningham recalled that the letter was only a couple of lines and she could try and get a copy from Sheila Seabury. Residents recalled that there were several issues around the contractor’s management of the site that had been raised with MHO, including brick dust and Rubbish accumulating, they did not see how the letter could only be a couple of lines long.

Rose Hayes stated that there was no more brick dust. Rubbish was still a problem, a lot of it came from the local supermarket and blew in from the street. Sarah Cunningham stated that if rubbish was on their (Kingsbury Contractors) site then they should clear it up.

Agreed that:

i) The rubbish should be cleared from the site

ii) MHO should be asked to pursue the contractors for a reply to their letter.

iii) Tim Goodwin to raise letter with new project officer at MHO and state that residents still have concerns over the management of the site.

Tim Goodwin

Item 4.7 (Item 5.5b, Newsletter) - The Tenant Support Worker reported that the newsletter for the open day had been delivered satisfactorily using new distributors. Rose Hayes reported that the part of Bryant Court still under Council management and also the optician in Kingsland Road had received the last Canalside newsletters, not the Canalside managed part of Bryant Court. Canalside to follow up.

Canalside

Item 5.1 Report Backs: Ascent 21 - The Tenant Support Worker has spoken to "Ascent 21" regarding his request for minutes of their meetings. "Ascent 21" have stated that they are due to have a board meeting at the end of February where the matter will be discussed.

Item 5.3 Design Group - Tim Goodwin stated that he had prepared a report which had the DG minutes attached.

Item 4.5 (Item 5.1, Parking Policy Review)

Ivy Matkin noted that the newsletter had included an item on parking as requested. Ivy Matkin had received two complaints from residents about Metro. Some clamps being used by Metro are illegal. Sarah Cunningham responded that Canalside were discussing the matter with Metro. Ivy Matkin had another complaint from a resident who had been given 2 minutes to go and get their permit which was indoors which was insufficient. Sarah Cunningham agreed that sufficient time should be given.

Canalside

Rose Hayes reported that cars were being parked in the "Disabled Parking" bays. Sarah Cunningham confirmed that Canalside depended on residents "good will" in not parking in the designated bays as there was no law to prevent this off the public highway. Jerry Piper suggested that the problem should be considered in the review of the parking policy.

Canalside

Sarah Cunningham stated that she and Nick Strauss had discussed points on parking over the telephone instead of having a meeting. Nick Strauss had raised the consistency of Metro employees’ behaviour when clamping and also the parking bays around Clemson House.

Item 6.8 (Canalside Policies) - Ivy Matkin confirmed that she and Nick Strauss have also discussed the policy over the telephone. Sarah Cunningham stated that she was clear about the points that concerned residents. Agreed that there was no need for a parking policy sub-committee meeting.

Item 4.2 (Item 2.4, Repairs to Lights) - Jerry Piper confirmed that the lights to Catherine House were now functioning properly.

Item 7.2 (Any Other Business: Finances) - The Tenant Support Worker reported that the invoices had not been done, TRA did an invoice to Canalside for £1460 instead of EDMC doing it. Confirmed that the Tenant Support Worker will do new EDMC invoices for £1460 to Canalside and for £600 to HAWK TRA.

Tenant Support Worker

Item 7.1 (Any other Business: Burglary at 6 Catherine House) - Sarah Cunningham reported that Canalside would have to pay the full costs of re-instating Horner House. Sarah Cunningham stated there were no suspects so no further action by the police although there was a question over why 6 Catherine House had been targeted. Simon Lukes stated that he had reported the burglary and that the grills had been forced off at the back, they had been re-fitted since the burglary.

6. Report Backs

The Tenant Support Worker had provided reports from the Food Co-op and IT projects of HAWK TRA.

Development report - Tim Goodwin circulated a development report which had the design group minutes attached and gave some additional comments:

Item 2.4 - Kempton House entry phone. Tim Goodwin added that the new door to Kempton House, made by Linbrooks, might get damaged by the contractors when the main works start on site.

Item 2.2 and 2.3 - Phase 1 Works. Tim Goodwin confirmed that the contract has now been signed with Higgins and the contract start date for Bryant Court and the Whitmore Estate is 2^nd April.

Item 3 - Review of Project Cost Plan, Project Phasing Plan, Contractors

Tim Goodwin added that the new cost consultants were Davis, Langdon & Everett and that they would cover all aspects of "bricks and mortar" building work. He stated that Sayer and Co, were the original cost consultants but the quality of their work "had not been up to it". They had given a scheme where costs were above those affordable. DLE were the largest consultancy in Britain and had lots of experience in this type of work.

In answer to residents questions Tim Goodwin stated that:

1. The cost consultants had advised that the work be done as quickly as possible, Canalside were facing costs due to the delays such as the maintenance costs of old blocks increasing.
2. By the end of September all of the blocks included in "Phase 1" should be on site.
3. Canalside had gone "as far as it could" in "squeezing down the price" on current works; he felt that Canalside would have to look at other ways of covering the costs by looking at the 30 year business plan;
4. Canalside could look at alternative ways of "obtaining the contractor" e.g. continuing the rolling programmes on the estates with the same contractor so that the same craftsmen and equipment could be kept;
5. Some cuts to the works could still be made e.g. the roof to Kempton House may not require complete replacement and could be repaired now and replaced in 15-20 years time;
6. Canalside will retain the "Gerda" front doors as part of the specification but the Board had asked him to look further at sound insulation.

Item 5 Role of EDMC and Design Group.

Tim Goodwin added that the appropriate forum for review of the design groups work was at the forthcoming EDMC AGM. There had been no brief for the group but now the original 4 members were looking at a much wider range of issues than originally envisaged.

Ivy Matkin stated that they had only been concerned with the design aspects until they were asked to make decisions on reducing costs which had been "immoral". They needed guidelines on what they should look at. Rose Hayes felt that the Design group members had been treated badly by everyone. Ivy Matkin stated that the Design Group had been given choices to make and made them, the choices were almost personal to the people on the group, they were not told that some items they chose would cost too much, they had been "made monkeys of".

Tim Goodwin felt that the cost consultants should have alerted Canalside that some of the designs would fall outside the costs. Canalside were getting monthly reports from the new consultants which summarised the costs on each of the phases. Jerry Piper said that issues on costs and changes to the specifications (as perceived by residents) should go to the full EDMC. Jill Excell stated that Canalside were now saying that tenants had "agreed" to the new specifications. Rose Hayes stated that in the future Tim Goodwin should contact the EDMC about design issues and then the design group can be convened. Ivy Matkin stated that the design group had decisions overturned following a petition from tenants and an open meeting. What was the point (of the design group meeting) ? Why did Canalside not go to the tenants first?

Agreed that:

1. The Design Group should continue to meet as necessary when new design issues arise.
2. The terms of reference of the Design Group should be reviewed.
3. The role of the design group and the way forward be discussed at the AGM.

iv) EDMC should discuss sound proofing not the design group,

Canalside and residents

7. Canalside Policy: Equal Opportunities and HIV

Sarah Cunningham requested that the policies are moved forward on the agenda as they are always left to the end and are "stacking up", also she could not attend late night meetings. Sarah Cunningham stated that she had not brought copies of the policy as she thought that the EDMC had considered the policy and it would next go to the Canalside Board meeting. Sarah Cunningham stated that she had received a number of comments from residents, some quite helpful.

Tenant Support Worker

HIV and Aides Policy

Item 2.3 - Some residents queried the accuracy of the paragraph which stated that the virus dies quickly outside the human body and can be destroyed by detergent (they had been told that household detergent did not work). Also suggested by a resident that the advice in the policy should be restricted to, for instance, in what circumstances employees should wear rubber gloves. Sarah Cunningham stated that the policy needed to give some background as there was a lot of ignorance around the subject. She wanted to keep the paragraph if it proved to be correct. Tim Goodwin suggested keeping the paragraph but attributing it to the Terence Higgins Trust.

Sarah Cunningham

Agreed that the policy be presented to the Canalside Board "as is" except for clause 2.3 which will include the paragraph on risks provided that the check with Terence Higgins Trust confirms the accuracy of the wording.

Equal Opportunities

Sarah Cunningham stated that the policy had been reviewed but that she had a list of items that would be important to address in future reviews. The list "is not exhaustive". Nick Strauss had sent her a letter addressing some of the areas that could be looked at.

Lack of Demographic Information on Canalside residents. Canalside were using data from the 1991 census till now. They would use data from the 2001 census when it came out.

Need to keep some data in Individual Files: Language support needed in interpreting or filling out forms, reading or writing. The information is currently "ad hoc" - Canalside only know if residents make contact wit them. Need to improve on this

Governance: Robin Hawkes is looking at this. Need to address the representation on the board.

Staff Recruitment: Canalside needs to look at recruiting B&EM staff especially at manager level, including trainees on the PATH scheme.

Access to Housing Canalside should monitor carefully who they are letting housing to - offers made to different demographic groups and the quality of offers made to them.

Contractors and Consultants Need to ensure that people employed on Canalside’s behalf need to have a workforce reflecting the local community. Tim Goodwin - Equal Opportunities is mentioned in the "tail end" of his report.

Ivy Matkin asked if Canalsidecan get "Ascent 21" or some other agency to do door to door surveys as Canalside "should want to know" about its residents. Sarah Cunningham replied that Canalside have a list in reception of each language written in that language. People can point to their own language and Canalside can then get a telephone translation. The language needs can then be recorded on file. Ivy Matkin said that Canalside should know the demography of its residents and felt that the landlord should care about the "welfare of its tenants" as this comes in under equal opportunities.

Canalside

Jerry Piper gave a number of amendments:

Item 1.2 - Typing error on "appropriate"

Item 1.2 - The use of the word "customer" to describe residents. Sarah Cunningham agreed to change this to "resident".

Item 3.5 - The acronyms PATH and BME need explaining. Sarah Cunningham stated for the record that PATH stood for Positive Action in Training in Housing Item 5.1 - 1^st line - change "review" to "explore".

Sarah Cunningham

Sarah Cunningham said the next policy due to be reviewed would be Estate Standards.

8. Any Other Business

Sarah Cunningham will bring her replacement, Helen, to the next meeting,.

Agreed that the EDMC will discuss the elections (to the Canalside Community Board and the EDMC) and the EDMC AGM at the next meeting and that the Tenant Support Worker will send out a paper on the election of Canalside Board members.

Another EDMC Newsletter is due, to be discussed at the next meeting.