Minutes of ACF Meeting
Thursday, 21st January 2010
Southwick Green Communal Lounge, Southwick

Present: - Bruce Andrews, Ruth Andrews, Bill Bone, Margaret Broderick, Basil Canivet, David Guy, William Guy, Brian Higgins, Sue Lane, Richard Letchford, Jean Locko, Bob McClellan, June Molton, Marice Nye, Bridget Orman, Sylvia Page, Tanya Page, Ron Pope and Edna Wye.

ADC: Barry Maxey (Tenant Participation Officer).

• Welcome and introductions

Bridget welcomed everyone to the meeting and for the benefit of new members, asked everyone to introduce themselves.

• Apologies

Apologies were received from Fred Bathurst, Rose Boden, Wendy Farmer, Sue Holland, Paula Kinsella, Tony Morris and Ann Seldon. 

3.         Minutes of the last meeting 15th October 2009

The minutes were agreed. 

4.         Matters arising

• In response to her query about repairing the entrance road to the Whitelot Close garage compound, Bridget has been informed that the council are pursuing this with the owners of the road. 
• Everyone agreed that the ACF Christmas Social had been a great success and one of the best they had put on.
• The council will shortly be sending out a Notice of Variation to all tenants (for information purposes only) confirming that a new tenancy agreement will be coming into effect.  There have been no changes to the draft agreement that was sent to all tenants last autumn for consultation.
• The issue about Fred’s gas boiler and his complaint that date stickers are not being put on them when they are serviced, has still not been resolved.  An engineer made an appointment to visit him last month but didn’t turn up.  Fred said the company has since ceased trading.     

Action:           BM to inform the Council’s Maintenance Manager.

5.         Treasurer’s report

Ruth reported that she will shortly be renewing the annual subscription for the domain and hosting of the ACF website at a cost of £37.46.  The ACF currently have funds of £2,317.57.

6.        Bids for environmental improvements

Following the recent difficulties with clearing snow and ice from paths and pavements, it was suggested that boxes containing rock salt or grit should be put in the streets.  This was discussed but concerns about liability were highlighted and it was agreed that this fund shouldn’t be used for this purpose.

7.         Local Offices update

            An article expressing ACF opposition to the closure of the Local Offices was put in the latest edition of the Forum, in which readers were asked to make their views known. 

Barry explained that one of the recommendations from the Joint Strategic Committee has been amended and it has now been resolved that: -

‘the alternative services planned to replace the present services provided by the local housing offices should be scrutinised by Adur’s Overview and Scrutiny Committee, thereafter agreed by the Cabinet, and should be in place before the final closure of the Local Housing Offices.’

Concerns were expressed about whether this resolution included finding a new home for the ACF.  Some people were anxious about the offer of being re-housed in the Civic Centre, for fear of being seen as part of the council and the importance of independence and accessibility was highlighted.  It was suggested that if the ACF Office has to move, it may be more suitable if they could be found a new home within the Pond Road development.

There was some irritation over the front page article in the latest Housing Voice, which did not truly reflect the strength of ACF opposition to the Local Office closures and in particular, the section stating: -

 ‘… the ACF gave their views to Councillors.  A healthy debate ensued and it was decided that the local offices at Lancing and Southwick may close permanently …’

It was felt that this suggests the ACF were part of this discussion and in agreement with the outcome.  It is thought that clarification of this is needed and it was agreed to report this in the next edition of the Forum.

8.         Cabinet Agenda

Item 11 – Housing Revenue Account – Budget 2010/11

The ACF strongly object to any increase in rent that is above the Retail Price Index level of inflation (on which state benefits are based), as this hits young families whose income is just above housing benefit threshold levels and discourages them from working.  The ending of the ‘Green List’ decorating scheme for elderly tenants was seen as an easy target for savings.  Instead, it was argued that far more should be done on cutting unnecessary costs and conducting a review of the repairs service and the tendering process.  Issues identified were:-

• employing contractors to change light bulbs in sheltered housing schemes,
• new wardrobes in good condition being removed from an empty sheltered flat, resulting in new wallpaper having to be stripped and the room completely redecorated,
• contractors being paid for an emergency callout but only making a temporary repair and having to come back later to finish the job,
• lights being left on overnight in public areas,
• the number of staff meetings that could be cut and savings made on staff lunches and transport costs,
• feedback should be given when repair satisfaction cards are returned, to encourage more tenants to put their ideas forward.           

9.         Reports of the Sub-Committees

i)          Compact Monitoring Group

It was proposed to hold a meeting of the group to review its current position.

Action:          BM to arrange.

• The Forum

Dates will be arranged shortly for the Editorial Panel to meet to start setting up the Easter edition of the newsletter.  Some complaints were made about the late delivery of the Christmas edition but Barry explained that these were due to problems with printing equipment and to the severe icy weather around the weekend when the Forum was due to be delivered.

• Adur Leaseholders’ Forum

Bill reported that the next meeting will be held in the Deall Room at Southwick Community Centre on 10th February 2010 at 2.15pm.  The change of date is due to the lack of availability of rooms.  Adur Homes Services managers will be available at this meeting to answer questions.   

• AiP

Ruth attended a meeting of AiP at Field Place, Worthing on 14th January where the Sustainable Community Strategy was discussed and a presentation was given on the councils’ new ‘Waves Ahead’ initiative.         

10.       SHARP representation

SHARP members would like to have an official representative on the ACF, as they recognise the benefits of all resident groups working together.  This should also ensure that the views of SHARP are accurately reflected at ACF meetings.  Changes to the ACF constitution may be required to accommodate this   

Action:           BM to see how this fits in with the current constitution.

11.       Encouraging involvement of young people

Various suggestions were made for increasing the involvement of young people, including articles in the Forum, ‘Viewpoint’ meetings with young people, video initiatives and use of the website.  As this item was proposed by someone who was unable to attend the meeting due to illness, it was agreed to discuss it again at a later date.

12.       Any Other Business

• Ruth suggested that residents’ associations who have storage facilities should be given a supply of rock salt for distribution during periods of ice and snow.  However, concerns were again expressed about the liabilities for groups and individuals involved in clearing footpaths and pavements.
• Ruth also mentioned that they have been waiting for 3½ months for a replacement lock to the door entry system in her block at Whitelot Close but that they are still paying a service charge for it. 
• She also complained about the length of time taken to repair faulty lights in public hallways.
• Sue said they are having problems with the new doors at Tollbridge House not closing properly and suggested that these may be the same locks as used at Whitelot Close.
• Barry reminded everyone that the Adur Tenants’ and Leaseholders’ Conference on ‘Communications and Resident Involvement’ will be held at the Civic Centre on 24th March and that all ACF members are encouraged to attend.       
• The evening raffle raised £23.05 for ACF funds.

12.       Date of next meeting

The next meeting will be held at 7.00pm on Thursday, 18th February 2010 in the communal lounge at Southwick Green.