Agenda and minutes

Representatives from the following Associations were in attendance:

Brookside Close Tenants’ and Residents’ Association

Eastcote Lane Tenants’ and Residents’ Association

Weald Tenants’ and Residents’ Association

In total 6 Tenants/Representatives attended.

To note the attendance at this meeting of any duly appointed Reserve Members.

Reserve Members may attend meetings:-

(i)                 to take the place of an ordinary Member for whom they are a reserve;

(ii)               where the ordinary Member will be absent for the whole of the meeting; and

(iii)             the meeting notes at the start of the meeting at the item ‘Reserves’ that the Reserve Member is or will be attending as a reserve;

(iv)              if a Reserve Member whose intention to attend has been noted arrives after the commencement of the meeting, then that Reserve Member can only act as a Member from the start of the next item of business on the agenda after his/her arrival.

RESOLVED:  To note that there were no Reserve Members in attendance at this meeting.

To receive declarations of personal or prejudicial interests, arising from business to be transacted at this meeting, from:

(a)               all Members of the Committee, Sub Committee, Panel or Forum;

(b)               all other Members present in any part of the room or chamber.

RESOLVED:  To note that the following interests were declared:

To consider whether any of the items listed on the agenda should be considered with the press and public excluded on the grounds that it is thought likely, in view of the nature of the business to be transacted, that there would be disclosure of confidential information in breach of an obligation of confidence or of exempt information as defined in Part 1 of Schedule 12A to the Local Government Act 1972.

RESOLVED:  That (1) in accordance with the Local Government (Access to Information) Act 1985, the following report be admitted to the meeting by virtue of the special circumstances and grounds for urgency stated below:

(2)  all items be considered with the press and public present.

That the minutes of the meeting held on the 29 October 2007 be deferred until the next ordinary meeting of the Forum.

RESOLVED:  That the minutes of the meeting held on 29 October 2007 be deferred until the next ordinary meeting of the Forum.

To receive deputations (if any) under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

RESOLVED:  To note that no deputations were received at this meeting under the provisions of Advisory Panel and Consultative Forum Procedure Rule 15 (Part 4E of the Constitution).

Further to a request under paragraph 5 of the Forum’s Terms of Reference, this extraordinary meeting has been convened to discuss the above matter.

It was noted that the extraordinary meeting of the Forum had been called further to a request under paragraph 5 of the Forum’s Terms of Reference to discuss the Performance Issues regarding the Kier contract on Brookside Close, Eastcote Lane and Weald estates.

At the request of the Chairman, all attendees introduced themselves.

A representative from Kier stated that he understood that there had been problems with the service provided to residents by Kier.  The representative stated that Kier valued input from representatives of Tenants’ and Residents’ Associations.  He noted that a dedicated Director and an improvement management team would be put in place in order to ensure the effective delivery of the Decent Homes Programme and to deliver an effective response maintenance service.  The representative reported that he had met a number of residents and that Kier understood that the company needed to ‘listen and learn’ from residents.

Tenants’ and Residents’ Associations had been asked in advance of the meeting to submit questions regarding the performance of Kier on Brookside Close, Eastcote Lane and Weald estates.  The answers to the questions were tabled at the meeting.

In response to questions raised by Members of the Forum, the representatives from Kier confirmed that:

·           both long-term and short-term staff were employed to deliver the Decent Homes Scheme;

·           continuity of work and management was required;

·           communication both between Tenants and Kier and within Kier needed to be improved;

·           full health and safety training was given to all staff employed by Kier as part of formal induction;

·           there was a dedicated warehouse in Hayes to provide the appropriate materials for the delivery of the Decent Homes Works;

·           complaints were logged, dealt with and monitored by Kier. This included complaints from residents who did not have access to an active Tenant’ and Resident’ Association;

·           the Council were working closely with Kier to make improvements;

·           properties would be visited twice a day by Resident Liaison Officers (RLOs), as part of quality control measures. RLOs would be easily contactable;

·           Kier would ensure that ordered materials and the dimensions of components were correct.

The Portfolio Holder for Environment Services apologised to all those present at the meeting for Kier’s performance in relation to the delivery of the Decent Homes Works.  She confirmed that a change of management had taken place and that issues were being addressed.  In response to a question by a Tenant, the Portfolio Holder confirmed that the new employees hired were ‘deeply rooted Kier people.’

An officer stated that the service that tenants had received was not of an acceptable standard and that service delivery would be improved.  In response to a question by a Member, the officer also confirmed that there would be no more ‘cold calling’ of residents.

A Member expressed concern about the performance of Kier.  Another Member acknowledged the apology given at the meeting and noted that action was being taken by both Kier and the Council to manage performance.

The Chairman thanked all for attending the meeting.  ...  view the full minutes text for item 108.