TMO board meeting minutes, 18 April 2016

 

D’Eynsford TMO Board Meeting
18 April 2016

Minutes

Present       Board: James Traynor (chair), Dorothy Adongo, Patrick Luppi, Connie Gray, Jane Greaves, Bola Ogunmefum, Tom Leighton, Rob Beer, Kwende Anbessa-Ebanks, Tasha Gordon, Terry Norman, Elizabeth Sheeran, Kate Damiral (minutes).

Other attendees: Ben Beck (Monitoring Officer), Tom Hatton jr, Tom Hatton sr

1. Welcome, introductions, apologies and declarations of interest

Apologies were received from Beatrice Otu-Ansah.

2. Minutes of the last meeting (approval)

The minutes of 14 March 2016 were approved.

3. Matters arising

Kwende and Albert (Housing Officer) are leading on arranging the interviews for the caretaker post.  The new walkabout form will be brought to the next meeting.  Residents can also log communal repair issues with the office.  Some Council and TMO areas of responsibility are still being clarified against the MMA.  The communications sub-committee will meet later in the month.  Kreston Reaves was appointed as auditor as well as accountant at the general meeting in March.  The bid to the People’s Health Lottery for the community room is through to a round two application.  It was noted that it may not be necessary to replace the community room doors.  Connie will join the community room set-up working group.

4. Any other business

Ben Beck informed the board that the Council’s TMI team did not find the case made by Darren Kidson (Manager) convincing for withholding £10,000 of rent payments for quarter 3.  The case had been made in light of rent collection challenges due to delayed set-up procedures.  The TMI team have requested that the full invoice be paid.
Action: Ben to send the relevant correspondence to James Traynor for the board’s consideration.

The garden group will arrange a meeting with Terry to ensure the plan for the new garden area by Datchelor Place links in with the development of an overarching approach to the grounds, for consultation with residents.  Kate will assist with the Cleaner Greener Safer paperwork for the new garden area.  

It was noted that Elaine Clarke (garden group member) will manage the petty cash for the garden and Kate Traynor (socials group member) will manage the petty cash for socials.  Both cash boxes will be kept in the office.  Separate forms for board expenses and external invoices for board costs will be developed.

It was noted that the Millwall funding for weekly football sessions on the estate has come to an end.  Connie and Albert will meet the Millwall community outreach officer to explore future options.

[followed by confidential items]

TMO board meeting minutes, 14 March 2016

 

D’Eynsford TMO Board Meeting
14 March 2016

Minutes

Present       Board: James Traynor (chair), Patrick Luppi, Beatrice Otu-Ansah, Jane Greaves, Bola Ogunmefum, Tom Leighton, Rob Beer, Kwende Anbessa-Ebanks, Tasha Gordon, Terry Norman, Kate Damiral (minutes).

Other attendees: Darren Kidson (TMO Manager), Tom Hatton sr, Tom Hatton jr, Eleri Jones, Nicki Bunnceranal, Ben Beck (Southwark Council Monitoring Officer)

1. Welcome, introductions, apologies and declarations of interest
Apologies were received from Dorothy Adongo.

2. Minutes of the last meeting (approval)
The minutes of 8 February 2016 were approved

3. Matters arising
There were no matters arising.

4. Manager’s report and estate walkabout feedback
Darren presented his report with the following additional information: Eight of the eleven long-standing problematic overflows had been fixed.  The Council will be fitting and covering the cost of new fire doors inside each block.  Scaffold will be put up in Mary Datchelor Close to enable the guttering to be cleared.  Letters to tenants about the rent change were delivered one week ahead of the deadline.  Darren is following up any repairs satisfaction scores of 3 or below.  More ‘no dogs’ signs will be ordered for the play area.  The third caretaker post has been re-advertised.

Darren informed the board that the TMO’s repairs standards were above the Council’s.  Darren will prepare a repairs and maintenance manual with service standards for all households.  The draft will be reviewed by the communications sub-committee.  It was also noted that information for residents about TMO services and how to report issues needs improvement.
Action: Communications sub-committee to review current service information and develop an improvement plan with Darren, alongside the forthcoming manual.

The walkabout team will also consider with Darren how best to report back to the board.  It was agreed that the walkabout team would expand its remit to monitor communal repairs and maintenance issues.
Action: Patrick, Connie and Tasha to update the group’s terms of reference.

5. Proposal to put forward our electrical contractor for the Council’s ventilation systems repairs contract
It was agreed in a unanimous vote (with one abstention) to nominate the TMO’s contractor O’Brien’s for consideration by the Council for this contract.

6. Board arrears policy and procedure
The policy was agreed in a unanimous vote (with three abstentions), with the addition of a three-month time period for action, to bring it in line with the board code of conduct in the governance manual.
Action: Darren to bring the final version of the policy to the next meeting for information.

7. Finance
The final version of the finance report for quarter three (Sept-Dec 2015) was tabled.  

The board budget for 2015/16 was agreed.  The operational budget and board budget for 2016/17 was agreed in a unanimous vote (with one abstention).  

It was agreed in a unanimous vote (with two abstentions) to appoint Kreston Reaves as the TMO’s accountants.
Action: Terry to review the choice of auditors and bring a proposal to the general meeting on 23 March.

Elizabeth Sheeran had resigned as Treasurer.  Jane Greaves was elected to the post.

[Darren left the meeting.]

8. Planning for 2016/17
It was agreed to present all the proposals for spending surplus from 2015/16 at the general meeting as a consultation exercise, making it clear they are only ideas for final decision by the board.   All ideas would be presented without costs.  An estate improvement plan was not provided for consideration under this item, however the walkabout team reported that several benches were in poor repair and posed a health and safety risk.  It was agreed to include new benches in the proposal ideas.

9. Any other business
It was agreed to submit an application to the People’s Health Lottery to complete the community room and run IT sessions, as the bid to the Dispossessed Fund was unsuccessful.  The community room project team will meet with Darren shortly to clarify what work can be done in the meantime.

It was agreed to support the bid submitted by the garden group to the Council’s Tenants and Residents Involvement Fund for a community gardener.  The bid had already been submitted in order to catch the deadline.

It was agreed that all future draft bids would be reviewed by the communications sub-committee before being submitted, to ensure consistency.  

Newsletter March 2016

Inside the latest newsletter:

  • Invitation to the TMO General Meeting, Wednesday 23 March, 7pm-9pmnewsletter front page mar16
  • Staff changes
  • Caretaker vacancy
  • Secret Garden spring clean, Thursday 17 March 10am-12pm
  • Residents survey in April
  • Women’s event, Friday 1 April, 4pm-8pm
  • New trees for our estate
  • Weekly coffee mornings, Wednesdays, 10am-11.30am
  • Advising London service
  • Play area spring clean
  • Join our estate walkabouts
  • Free stuff to do on your doorstep
  • Next TMO board meeting and estate walkabout

Download the DEynsford TMO Newsletter March 2016 [PDF 300KB]

Job advert: caretaker

We are looking for a caretaker to join our TMO staff team.

We are a Living Wage employer, offering competitive salaries and an ethical, contribution-based pensions scheme.  Salary: £17,439-£18,210.

The TMO is led by the residents, for the residents. Together with our staff team, we aim to deliver an excellent and responsive housing management service to everyone living on the D’Eynsford Estate.

Our vision is for D’Eynsford Estate to be an even better place to live, with excellent services and lovely surroundings, where everyone is neighbourly, has the opportunity for self-development, takes pride in their community and can live well at home without damaging the environment. Join our team and help make it happen!

Role overview

The caretaker role provides an efficient, effective, and friendly caretaking and cleansing service (including minor repairs) to estate residents.  This includes ensuring the security and general appearance of the buildings and surrounding areas are maintained in accordance with the required standards.  The post holder will be expected to observe safe working practices including the use of Protective Personal Equipment (including clothing) in carrying out the required duties and ensure that instructions specified by technical consultants, contractors and manufacturers are adhered to.

Who we are looking for

We are looking for someone with a real passion for excellent customer service – an experienced communicator who’ll keep our tenants and leaseholders informed and involved. If you are passionate about creating a sustainable, life enhancing future for our residents and want to be part of a great team, then we want to hear from you.

How to apply

 

Full details are available online (search for D’Eynsford): www.jobsgopublic.com
Closing date: 31 March 2016

Board meeting minutes 8 February 2016

D’Eynsford TMO Board Meeting, Minutes, 8 February 2016

Present       Board: Patrick Luppi (chair), Jane Greaves, Bola Ogunmefum, Tom Leighton, Rob Beer, Kwende Anbessa-Ebanks, Tasha Gordon, Ines Teles, Kate Damiral (minutes).

Other attendees: Darren Kidson (TMO Manager)

1. Welcome, introductions, apologies and declarations of interest
Apologies were received from James Traynor, Terry Norman, Connie Gray, Elizabeth Sheeren and Ben Beck (Monitoring Officer).

2. Board training needs
The board’s training needs for the coming year were agreed, including whole team sessions on social housing and benefit changes, finance and the role of the board.

Action: Kate to circulate the training plan and board members not present to indicate their interest in any of the sessions.

3. Minutes of the last meeting (approval)
The minutes of 11 January 2016 were approved with one amendment: a power supply for a cooker will be fitted in the office kitchen.

4. Matters arising
Communications: As reporters had visited the estate in the past few days, Darren reminded the board that all press enquiries should be directed to him to deal with, alongside James, as outlined in the communications sub-committee terms of reference.

General meeting: The date was confirmed as Wednesday 23 March.  The meeting will be held in the sheltered unit if available, as the community room will not be usable by then.

5. Manager’s report and estate walkabout feedback
The manager’s report was tabled and presented by Darren.  Repairs satisfaction forms will be emailed to households where possible.  A resident has been banned from the office following verbal racial abuse and threats of violence towards a member of staff.  Initial works on the community room will be covered from the set up grant.

Darren has requested a waiver for a proportion of the rent demand for the last quarter during the initial go live period when the TMO did not have PCs or access to the Council’s IT system (all provided by the Council).

Darren will prepare for the next meeting an estate improvement plan which will respond to the Council’s fire safety works assessment carried out earlier in the year.

Action: Darren to prepare the manager’s report in time to circulate in advance with other board papers.

The report provided for the last walkabout was tabled for information.  A better reporting system is being developed.  Sheets for reporting issues are now also on the reception desk and have been circulated to board members.

6. Finance
A finance report for quarter three (Sept-Dec 2015) was tabled.

[After the meeting, the report contents were confirmed as draft and subject to change.  Darren will produce a final report to be tabled as a non-confidential item at the March board meeting.]

The current bank balance was £154,400.  A £30,000 surplus was predicted for the end of the financial year.  Darren and Elizabeth will prepare an outline budget for 2016/17 for discussion at the next meeting.

Action: 1) Kate to clarify the restricted income streams with Elizabeth. 2) Kate to ask Ben Beck to clarify the cost of the TMO’s contribution to the In the Driving Seat training programme.

7. Planning for 2016/17
Proposals for next year will be discussed at the next board meeting, before being presented at the general meeting on 23 March for resident feedback.  Final decisions on plans will be made at the board away day which will be held on Saturday 9 April.

The three year priorities and objectives table from the business plan was tabled for board members to review in advance of the next meeting.

A programme of activities for Jan-Dec 2016 was tabled by the socials group.  It was agreed in a majority vote to proceed with a women’s event in March.  The other elements of the proposal will be considered at the next meeting.

8. Complaints policy
This item was postponed due to lack of time.  The Council’s complaints policy was tabled for information.

9. Reports back
This item was not covered due to lack of time.

10. Any other business
There was no other business.

Board Meeting Minutes, 11 January 2016

D’Eynsford TMO Board Meeting
11 January 2016

Minutes

Present Board: James Traynor (Chair), Jane Greaves, Bola Ogunmefum, Tom Leighton, Rob Beer, Connie Gray, Kwende Anbessa-Ebanks, Kate Damiral (minutes).

Other attendees: Darren Kidson (TMO Manager), Tom Hatton Senior, Tom Hatton Junior, Ben Beck (TMI Monitoring Officer, Southwark Council)

1. Welcome, introductions, apologies and declarations of interest
Apologies were received from Patrick Luppi, Terry Norman, Dorothy Adongo, Natasha Gordon, Beatrice Otu-Ansah, Elizabeth Sheeran and Cllr Wingfield.

2. Board training needs
This item was postponed due to lack of time.

3. Minutes of the last meeting (approval)
The minutes of 14 December 2015 were approved.

4. Matters arising
A repairs satisfaction form is now in use, offering residents an alternative to telephone feedback.

Residents of 50-127 Don Phelan Close have chosen to have the corridors painted white, with black and white marble effect tiles. The cost per leaseholder of the major works has been confirmed as £5,000.

The administrator of the Neighbourhood Fund and Cleaner, Greener, Safer grant scheme has offered to provide an information session on the combined funding pot. The current funding round has now closed.

5. Manager’s report and estate walkabout feedback
The manager’s report for December was tabled. Future reports will be provided in advance. The completion performance for repairs had slipped a little during December due to the holiday period. Jobs were still completed well within the Council’s target timeframe.

A walkabout was completed earlier in the day. The dates for 2016 walkabouts have been circulated.

It was noted that the electricity supplier is currently EDF because the TMO office’s supply is linked to the hostel’s. Once they are separated into two accounts, a sustainable energy provider will be sourced, in line with the One Planet plan. Some electricity supplies across the estate are metered, others aren’t.
Action: Darren to gather supply information for the estate.

An external letter box for out-of-hours office post will be put up.

All the operational challenges at take-over have been resolved. It was noted that the TMO system is susceptible to Council outages. There have been several to date.

The staff team will assist vulnerable residents with the necessary preparation for treatment of the bed bug infestation in Belham Walk.

The TMO is querying the rent demand from the Council as it does not seem to tally with TMO data.

6. Finance
The 14/15 accounts have been submitted to Companies House. The bank balance was £175,320. The balance for socials, the garden and board activity is around £7,000. Around £1,000 underspend from the set up grant will be repaid to the Dept for Communities and Local Government. An illustration of the format for quarterly finance reports was tabled. A report will be prepared for the next meeting.
Action: Ben to provide an example template for finance reports.

7. Community room proposal
Tom talked to the prepared report. The proposed design scheme was agreed. It was noted that a budget of £10-12,000 would be needed to deliver the scheme after preliminary works. The outcome of the bid to the Evening Standard fund is due at the end of the month. A power supply for a cooker will be fitted in the kitchen. The room’s windows and doors will be replaced in the longer term. It was noted that Age UK Southwark and Lewisham has expressed interest in using the room once it is available.
Action: Darren to scope the preliminary works to include electrical first fix and floor screed.

8. February general meeting plans
It was agreed to postpone the general meeting to mid-March. The meeting will include a presentation from James and Darren on achievements since going live and a consultation exercise on the business plan proposals, to feed into the board away day in April. It was agreed to hold the meeting in the community room if usable by the meeting date.
Action: Bola and Kate to prepare visuals for the business plan consultation. The socials team to organise refreshments.

9. Reports back
Communications sub-committee: The draft terms of reference were approved with the following additions: The group’s remit will include signage; the TMO Manager will deal with the press in liaison with the chair, freedom of information requests and members’ enquiries (from councillors and MPs).

Staff will use the vulnerable tenants list to target the provision of large print and other alternative format communications. Tasha and Tom L will do a walkaround with Darren to identify potential locations for additional noticeboards. New noticeboards will have areas of corkboard to allow residents to pin their own notices.

It was agreed that Bola would join the HR sub-committee and the socials group.

10. Any other business
The back end of the website is currently inaccessible for editing. Nelson Correia has been asked to resolve the issue.

Board meeting minutes, 14 December 2015

 

D’Eynsford TMO Board Meeting

14 December 2015

Minutes

Present       Board: James Traynor (Chair), Tasha Gordon, Patrick Luppi, Jane Greaves, Bola Ogunmefum, Tom Leighton, Rob Beer, Connie Gray, Elizabeth Sheeran, Beatrice Otu-Ansah, Terry Norman, Kwende Anbessa-Ebanks, Kate Damiral (minutes).

Other attendees: Darren Kidson (TMO Manager), Tom Hatton Senior, Tom Hatton Junior

1. Welcome, introductions, apologies and declarations of interest
Beatrice was welcomed back after her time abroad.  Apologies were received from Dorothy Adongo and Ben Beck (Monitoring Officer).

2. London Citizens: Strengthening Babies’ Futures project
Isaac Stanley from London Citizens joined the meeting for this item.  He outlined the project which aims to support parents by providing a free 10 week health and financial management course for pregnant women, support groups and champions to signpost to services. Training for champions will begin at the end of January.  The programme will expand to support fathers in the future.  It was agreed that the community room could provide a potential venue for project activities.
Action: TMO to promote the training opportunity through its communications channels and board networks.

3. Minutes of the last meeting (approval)
The minutes of 9 November were agreed with the following amends: Tom Hatton sr and Tom Hatton jr to be included in the list of other attendees instead of board members, it was agreed to remove Nelson and Ines from the list of bank signatories and to add Patrick and Terry.

4. Matters arising
50-127 Don Phelan fire safety works: Tom Hatton sr and Eleri Jones attended a meeting with the major works team to discuss the planned works.  Three wall colours for the corridors will be put forward for consultation with residents.  The staircases will not be painted but three sets of corridor doors will be replaced on each floor.  Darren is liaising with the major works team on the location of the works containers.
Action: Darren to confirm the consultation meeting date.

Community room: The project group will meet next week and bring a proposal to the January board meeting.
Action: James to respond to the Council on the building’s infrastructure issues linked to the roof repairs.

Parking: The Council is yet to provide the requested information about the parking allowance which should include income from visitor and commercial permits but not fines, as the TMO would not be legally authorised to enforce them.  One other TMO in the borough has taken over parking but it is a gated community.

Rough sleepers: Individuals have been signposted to hostel and support services and police and wardens are due to carry out daily checks with TMO staff this week to move rough sleepers on.  A multi-agency walkabout with resident reps will be arranged to consult on how to design out the problem.

5. Manager’s report and estate walkabout feedback
Darren tabled the monthly repairs and maintenance and tenancy management report for November.  The excellent repairs completion and rent collection rates were noted.
Action: Darren to develop a satisfaction feedback form for reactive internal repairs as an optional alternative to follow up phone calls, in order to reduce potential bias.

All repairs to date had been completed within five working days and rent collection was up to date despite the TMO’s operational challenges and staff shortages.  Other TMOs have reported similar challenges in the handover process from the Council, but D’Eynsford seems to have had the most difficult combination of issues to deal with.  

The repairs and maintenance coordinator has resigned and the post will be advertised in Jobs Go Public on 5 January, along with the third caretaker post.  The role will be covered in the short term by staff over-time and additional use of contractors.

The walkabout team requested for future inspections a log of communal jobs already raised and the target completion dates, to avoid raising issues multiple times and to identify outstanding work.  It was also noted that the walkabout team waited 35 minutes for the relevant member of staff to join them for the last walkabout.

Tom L tabled a template for flagging non-urgent estate issues to avoid meetings being dominated by estate matters.  It was agreed to start using the form at the next board meeting.

It was agreed to hold monthly surgeries for residents to report problems, one in the daytime and one early evening, starting late February/early March and hosted by the housing officer and repairs and maintenance coordinator.
Action: Darren to schedule surgery dates.

6. Finance
The TMO received its quarterly allowance from the Council yesterday.  The finance sub-committee has met and the meeting notes will be circulated.  A format for the regular board report has been agreed and a draft budget will be prepared by the end of January to present to the board in February with an investment strategy.  The 14/15 accounts will be submitted to Companies House by the end of the day.  The independent review of the accounts is about to begin.  

The TMO has been accepted onto the chosen pension scheme and two members of staff have taken up the childcare vouchers and cycle to work schemes.  It was agreed to look at the board’s training needs at the next meeting, in order to develop a training budget.

7. Reports back
Communications sub-committee: The group held its first meeting last week and will bring a draft terms of reference to the next board meeting.

Socials group:  Plans for the festive events are in hand.

Garden group:  The promised manure and bulbs have been received from the Putting Down Roots team.  Tom proposed that an application could be made to the Neighbourhood Fund for redesigning the walkway onto the estate by the Secret Garden.
Action: Tom to take a further look at the funding criteria.

8. Dates for general meetings and the board away day
It was agreed to hold the away day late January and to hold the next general meeting in February.

9. Any other business
The area around the court is being landscaped, including the ramp and steps onto the north-west side of the estate.  James and Darren are liaising with the designers.

Estate newsletter, December 2015

Inside the December estate newsletter:december newsletter front page

  • Festive Social, Monday 21 December, 7pm-9pm, in the Sheltered Unit Community Room – everyone’s invited!
  • Seniors’ Christmas Party, Thursday 17 December, 2pm-4pm
  • Community room update
  • A gift for the Secret Garden from the Camberwell Society
  • Weekly coffee mornings every Wednesday – with a festive special on 23 December
  • TMO office opening hours over the festive period
  • Season’s greetings from the TMO board and staff team

Download the D’Eynsford TMO Newsletter December 2015 [PDF 280KB]

Coffee mornings on Wednesdays

teapotFancy a cuppa?

We are now running weekly coffee mornings in the TMO office.

Pop in to the TMO office on Wednesdays any time between 9.15am and 11.15am to join us for free coffee, tea and cakes.

Our new coffee mornings are a chance to chat with neighbours and browse the newspapers.  There’ll be arts and crafts activities too, along with toys for younger children.

Everyone’s welcome!

Board meeting minutes, 9 November 2015

 

D’Eynsford TMO Board Meeting

9 November 2015

Minutes

Present       Board: James Traynor (Chair), Tasha Gordon, Patrick Luppi, Jane Greaves, Bola Ogunmefum, Tom Leighton, Rob Beer, Connie Gray, Elizabeth Sheeran, Dorothy Adongo (notes).

Other attendees: Darren Kidson (TMO Manager), Tom Hatton Senior, Tom Hatton Junior, Alex Burton, Keane (Keepmoat Contract Manager), Jonathan Hatton, Bola Odusanya (Major Works), Felix Reeves, Ben Beck (TMI Monitoring Officer), PC Adam, Pat Marsh, Connie Marsh.

1. Welcome and introductions
All were welcomed to the meeting and introduced themselves. James reminded everyone of the code of conduct and any declaration of interest. Apologies were received from Kate Damiral and Kwende Anbessa-Ebanks.

2. Fire safety works 50-127 Don Phelan Close
An update was provided from Bola Odusanya, Contract Manager, Major Works, who advised that it is a statutory requirement for communal areas to be fire retardant.  Most stairways, corridors, entrance doors, exit doors will be replaced for fire escape.  Work is to be carried out in every flat to meet the fire safety requirements.  Security grill doors will need to be removed, with an option for them to be replaced after works are complete.  The work programme will commence from January 2016, and last approximately 28 weeks.  The following works will be carried out:

  • Sprinkler system – to be installed in 76-127 DPC. The design is still in progress.
  • Roof replacement – Elmington Estate. Door inspection will also be carried out.
  • Walkways –  Ground surface is fading and is a potential health hazard, New flooring will be laid and is resin based.
  • Front Entrance doors – Appointments will be made in advance and door mats will need to be removed.
  • Guttering – Elmington Estate, to be replaced.
  • Scaffolding- needed on Elmington for brickwork and roofing. KeepMoat will relocate satellite dishes

Concerns raised:

  • Will heating be considered in the replacement and addition of doors as there is currently problems with over-heating in 50-127 Don Phelan Close?
  • Removal of grill doors are a cause of concern for burglary whilst the works are being done. Don Phelan doors lead to other residents’ dwellings – this is a cause for concern too.

Action: Darren to find out if doors leading to other residents’ dwelling can be blocked off.

  •        Burst pipe under the floors
  •        Security issue with scaffoldings.

Action: Keepmoat to fix alarms around the scaffolding to prevent burglary.

Action: A small group to be set up to deal with questions and concerns raised by the residents and to feed back to the Major Works Team.

3. Minutes of the last meeting (approval)
All agreed and approved the minutes of the last meeting.

4. Matters arising
There were no matters arising.

5. Finance
The 2014 Financial accounts were approved.  All agreed and approved the socials budget for December 2015 to March 2016.  All agreed for the proposal to apply to Evening Standard Dispossessed Fund for estates to refurbish the community room.
Action: Tom, Tasha and Patrick to form a group to discuss the decor and cosmetic refurbishment of the community room.

The £21,103.59 grant from DCLG has come through for the final installment of the implementation (TMO set up) project.  The current bank balance as of 9th November 2015 was £135,772.  A cash flow was suggested for future finance updates.

Terry Norman (vice-treasurer) and Patrick (vice-chair) were agreed as new bank signatories and Nelson Correia and Ines Teles will be removed as signatories.  The bank business address is to be changed to the TMO office. The pin also needs to be changed.

6. Manager’s report and estate walkabout feedback
Repairs and maintenance are 100%, and are inspected on the same day.  88% are completed within 72 hours. More information was provided in the tabled performance handout.  The rent collected by the TMO has a surplus of £4,985.23.  The TMO office is still experiencing some technical difficulties with access to files due to lack of computer access.
Action: Darren to find out if other TMOs have faced these challenges.

Estate Walkabout: Rough sleepers are breaking into the second part of the bin rooms and sleeping inside.  The loose wires around the estate have not been sealed in properly.
Action: Staff to speak to BT and Virgin Media regarding works on the estate.

An inspection of the water tanks is needed.  Once the survey is complete, Darren will inform Southwark Council if it is responsible for the communal water tanks.  A competitive rate will be provided to leaseholders by the TMO if needed.
Action: Darren to aim to resolve this issue in two months.

There are a lot of trip hazards around the estate.  Darren will get a response from Southwark Highways on who is responsible for resolving it.  The environmental team are working with Darren to resolve the fly tipping issue.

The communications sub-group will need to consider whether every block should have a notice board, before the next TMO meeting.

7. Modular Management Agreement (MMA) clarification
The TMO is still waiting on the figures and data from Stefan at Southwark for taking control of parking before deciding this issue.
Action: Ben Beck to chase up

8. Our key performance indicators (KPIs)
Ben Beck, our monitoring officer, advised on the indicators (signs) we will use to judge how well the TMO is doing.  The Council’s Tenant Management Initiatives Team must encourage TMOs to reduce rent arrears by 10% each year.  However this can be unrealistic.  Achieving this consists of targets on tenancy checks.  The TMO will carry out tenancy checks from January 2016.  The TMI team will audit the TMO on finance, rent, complaints and performance.  Board members are welcome to attend the audit meetings, which are quarterly. TMOs can review performance of the Council and the way it works alongside TMOs.

9. Reports back
Finance Group: Need to meet within two weeks and agree the budget for next year.

Safer Neighbourhood Team (police) ward panel: As reported by residents, some homeless people have been breaking into bin rooms to sleep and do drugs.  Residents have suggested having keys to lock up the bin rooms to prevent rough sleepers entering.
Action: Darren to arrange for police to come and advise the rough sleepers.

The SNT have confirmed that they patrol the estate every day because of drugs and prostitution concerns.  It was noted that the lights by Kimpton Road need to be replaced to avoid muggings and attacks, as it is very dark.  It was suggested that the SNT could advise on the best spots for lighting the estate.

Garden group:  Bulbs and manure will be delivered to the Secret Garden by St Mungo’s Putting Down Roots team within two weeks, in time to start scattering bulbs around the estate.  Tom offered to look at the Neighbourhood Fund to see if it could be a potential source of funding for the garden.

10. DBS (police) checks for board members
Darren confirmed that all staff have completed DBS checks. The Socials Group will need to complete DBS checks if not already done, as they will be working with young, vulnerable people and senior citizens.

11. Any other business
The question of whether Board members and other volunteers need ID (eg for distributing newsletters) was discussed.

A sheltered unit resident reported that she needed work done in her flat.  
Action: Darren to speak to Conrad (Unit Manager) to see if the resident can get access to a Southwark handy person service.