D’Eynsford TMO Board Meeting
23 January 2014
PRESENT Board: James Traynor (chair), Beatrice Otu-Ansah, Mary Clarke, Kwenda Anbessa-Ebanks, Pete Dolan, Tom Leighton, Ines Teles, Kate Damiral (notes)
Other attendees: Ellen Clarke, Eleri Jones, Judith Akuchuku, Elizabeth Sheeren
1. Welcome and apologies
Everyone introduced themselves and four new people were welcomed to the group.
Action: James to check induction policy and take new reps through the process.
Apologies were received from Connie Gray, Nelson Correia, Dave Murphy and Shirley Louis (who will be unable to attend meetings for the forseeable future because of family illness).
2. Minutes of the last meeting
The December 2013 minutes were approved.
3. Matters arising
The Council has been invoiced for its contribution to the F&D budget but there is some sort of hitch.
Action: Nelson to ensure payment is processed asap.
The assessment report was largely accurate and the business plan supplement was produced as planned. There was a good turnout for the general meeting with a few new faces, some who had come along tonight.
Despite several attempts from the TMO to invite a speaker from the Council’s Major Works team to come along to the January general meeting to talk about the Warm, Dry, Safe programme and/or to hold a joint drop-in session for leaseholders with the TMO, the offer was declined and the Council held its own first consultation session immediately before this meeting. Several TMO board members attended and Bola Odusanya, the contract manager has now started to acknowledge the TMO. Her team wasn’t able to give much detail to leaseholders about the planned works but it is likely to include windows, some front doors, internal rewiring for tenants and some block rewiring, cavity wall insulation. Surveys of the estate are still ongoing, to be followed by a feasibility study. Work is scheduled to start by June and completed within the financial year. An upgrade of the heating system will not be included.
Tom has arranged to send previous heating test data to Bola for information.
The next step in the 7-stage set-in-stone consultation programme will be a drop-in session for all residents shortly.
The extent of the TMO’s influence in shaping the works is unclear.
Action: Tom to get advice from NFTMO; James to talk to Mekor Newman about his experiences running a sustainability programme in partnership with a local authority.
It was agreed to lobby for the TMO to have some involvement in the scoping and perhaps the delivery of the Warm Dry Safe work if possible. It was agreed that any planned work should be 1) well designed in keeping with the estate 2) good quality 3) environmentally friendly 4) complementary and scoped to maximise funding opportunities.
Action: James to prepare a one page summary of our key concerns and circulate it to the team with relevant contact details; All to send individual emails to Bola raising these concerns; All at next Board meeting to arrange article for next estate newsletter and consider one-off email to TMO members; Ines to present key arguments at Council’s next consultation session.
4. Actions from assessment 3 report
All recommendations from the report were reviewed. The good working relationship with the Council has been reaffirmed and Richard Amoah will continue to be invited to Board meetings. Company details are now on the website, newsletter and minutes. The register of Board members’ interests is on the website. An induction pack will be tested out with the new group members. Other actions were allocated:
- Ines to amend minimum age on paper membership form from 18 and over to 16, and add company details.
- James/Kate to arrange Board session with Richard and Annelie on schedules and management agreement post-ballot
- James/Kate to add job descriptions to a future meeting agenda post-ballot
Business plan updates
- Ines to add diversity profile of Board (including tenure details) to business plan
- Ines to add a line about negotiating new rent collection task with TUPE’d Housing Officer
- Ines to check collection of service charge has been removed
- Nelson to check figures throughout finance section of business plan and correct errors/fill gaps.
As the Treasurer was absent, there was no finance report. The balance stands at £1,815.95.
6. Training plan
The plan was reviewed and agreed.
- Kate to book an all team finance and budget training session for late March
- Kate to check whether Connie wants 1:1 IT training
- Pete to book IT trainer for Beatrice, Kwende, Dave and possibly Connie
- Beatrice to book onto the Council’s event planning training in April
- James to source coaching and mentoring training for Kwende, James and Tom
- Kate to source something on succession training – probably around engagement/inclusion for Kate, Tom and James
- Pete to look at Chartered Institute of Housing (or other) for housing management overview training for Kate, Pete and Dave from April
- Tom to source recruitment and selection training for Tom and Dave for April/May – then do all team briefing
- Tom to source welfare reform training for whole board in June from the Council or the Money Savvy consortium (but not Lisa Hallam)
- Ines to ask the TRA about running a first aid course
- Ines to source H&S training for the whole board
- Kate to sign the TMO up to the NFTMO
- Pete and James to look into Chartered Inst of Housing membership
- Kate to circulate details of the free community development training weekends at the Eden Project
- Kate to update plan including adding letting contracts session for whole board
The Council has arranged for a designer to create a logo for the TMO, for the front page of its TMO offer document. The offer document text is based on the business plan. Ideas from the designer were tabled but none were suitable. It was agreed that the TMO’s name and strapline would be used on the offer document instead of a logo.
Action: Tom to feed back to the designer.
8. One Planet action plan – review brainstorm and agree plan
This item was postponed due to lack of time.
9. Service pledges – review draft ideas and agree
This item was postponed due to lack of time.
10. Any other business
There was no other business.
Date of next meeting: Thursday 6 February – yes vote campaign planning