Community Lives Consortium

ACTIONS AGREED IN HOUSING SUPPORT CO-ORDINATORS FORUMS 2010

Housing Support Co-ordinators Meeting 24th May 2010

The Learning Objects Support Officer attended the meeting for brief Training on the Roster Software for future reference. She will attend our next meeting to discuss further.

• The Investigation and Complaints Coordinator Gerald Samuel attended our meeting for discussion around HSC monitoring of the scheme phone bills as Margaret was not present at the last meeting that Gerald discussed this topic, whereby Margaret wanted to ask some questions about this. Gerald confirmed that the phone bills will still be monitored by the Service Co & Contract Manager as usual, but confirmed that the Housing Coordinators will also monitor this when necessary during visits to the schemes.
• Andrea discussed the change to the way the PAG funding is being managed.
  Previously the PAG funding was managed via the Welsh Assembly whereby
  The O.T referral would go to the Welsh Assembly via the RSL. As from
  April 2010 this has now changed, the Welsh Assembly will now give a set
  Budget to each RSL for them to decide how the PAG money/funding is
  spent. This will still be done via the O.T referral but will be dealt with
  directly by the RSL, no longer needing consultation via the Welsh Assembly.
  
• Housing Coordinators to email each landlord to request information on the
  Planned work & where each landlord is with meeting the requirements of the
  Welsh Quality Housing Standards which are due to be completed by 2012.
  Although it has been identified that this may have been an unrealistic
  Timescale, it has been agreed to provide information on the position of this
  With each landlord, to take forward for discussion at the next quarterly
  Quality Housing Sub Group Meeting.
• Dave Phillips, Workshop Manager, advised that the gardener is on annual leave at present, but will resume garden maintenance as per the rota system on his
  return.

Housing Support Co-ordinators Meeting 23rd April 2010

• Jane Devoy joined the meeting to discuss extra fields that had been put on the HSC database. Carbon Monoxide Detectors (plug in ones) are to be tested by us when completing the H & S Audits. We informed Jane that the boiler servicing is the Gas Inspection, (this includes boiler, fire & cooker where applicable, so an extra field is not needed for this.  The Operations Manager would like the date to be recorded in an extra field.

• Following the request from the Operations Manager, HSC`s will be reviewing Sections 4&5 of the Housing Management Policy. We will meet up on 30/4/10 to discuss any amendments necessary.

• We discussed the SPICT training and questioned whether it was necessary for us to undertake this training. Amanda was going to mention this to the Operations Manager as she was seeing her later.

• Amanda is to invite the Investigation and Complaints Coordinator to our next meeting to discuss online phone billing.

• Ashley is to provide Dave Phillips with an updated Network List to enable him to see the schemes that they cover.

Housing Support Co-ordinators Meeting 26th March 2010

The last minutes were read and agreed.

• Re arranged Roster training with the Learning Objects Support Officer to take place at May meeting.
• The Assistive Technology Coordinator has now identified 5 schemes to have the Door Entry System installed and he is liaising with the scheme and landlord. Other schemes will follow.
• We discussed the re-letting policy from First Choice.  The Task Timetable was updated.
• We are to remind staff to ring the landlord to report a repair/fault, and not to ring the contractor direct.
• We are to check whether schemes that have hobs with drawers/cupboards underneath them to see if there is a possiblility of tenants or staff burning themselves.
  
• We discussed the e mail from Coastal that the Operations Manager sent us re: Energy Performance certificates. This was for information only.
• There are a couple of new contractors to be added to our list from Dawn Day and Margaret Cowap. If we do not receive smoke alarm and fire equipment certificates from Gwalia, we are to inform Cheryl Hall.
• During a meeting a Housing Co had with Cheryl Hall, a discussion arose about the way in which the PAG (Physical Adaptations Grant) system will be changing. This will be discussed in more detail at the next meeting.
  
• It has been the norm not to use energy saving light bulbs with dimmer switches. B&Q now sell ones that are compatible with dimmer switches.

Housing Support Co-ordinators Meeting 17th February 2010

• The Staff Development Manager and the Learning Objects Support Officer attended the meeting to discuss the Roster Software – Training will be provided to the HSC's in the next HSC meeting on the 26th March 2010. A 6 month trial will commence from this date, during this time we will monitor the use & feedback & problems we may experience in this time to The Staff Development Manager and the Learning Objects Support Officer.

• The Workshop Manager attended our meeting to discuss a few topics.
  A temporary gardener will be starting with the workshop on 8/3/2010.
  HSC to send a list to The Workshop Manager of all the houses in our individual
  Networks that pays a service charge for garden maintenance to give to
  the new gardener for him to be aware of the houses requiring this
  Maintenance. – The Workshop Manager advised that the way his budget is managed will be altering for the rechargeable bills from the schemes to be either
  paid on the day the work is done or at the end of that particular month,
  This is instead of the old system where payment was required to later
  than the end of the quarter. - The Workshop Manager also again advised that the
  Workshop gardening team will not be able to do any other work ‘i.e.
  laying slabs etc’ only just general gardening work. – An HSC asked
  the Workshop Manager if he could ensure that his staff has a detailed list of the works he is doing for each day so that he knows what jobs he needs to do when
  he arrives at each scheme etc, as this is provided to the Workshop Manager when the job/work is booked in. – an HSC also asked The Workshop Manager that the Urgent list he already has for Urgent garden work for those who have been
  waiting the longest are carried out as first priority when the gardener
  starts on the 8th March.
  

• The Assistive Technology Coordinator attended the meeting – The Assistive Technology Coordinator was asked to attend to discuss in full forthcoming works required for Door EntrySystems being installed.
  The Assistive Technology Coordinator explained that in the first instance the Door Entry Systems will be Installed in all the 24/7 staffing schemes i.e. where there is a sleep-in & a wakeful present. A meeting will be taking place next week with the Assistive Technology Coordinator, the Head of Community Solutions & the Chief Executive & following this things may possibly be moving quicker towards this work commencing. The Assistive Technology Coordinator has
  agreed to meet directly with each individual landlord to discuss the proposed works in full & to request permission for this work to be carried out as there will certainly be numerous questions put forward & the Assistive Technology Coordinator will be present to answer all the relevant questions before permission is granted. Following permission work can then commence. The Assistive Technology Coordinator will also be going to all the schemes in question to
  discuss this in full with Service co, service users & staff to explain the work involved so that everyone is aware, for them to ask questions,raise concerns & to see if this system will be suitable to be installed on an individual scheme basis. It was discussed at today’s meeting that a few schemes at present, have been identified that would prove an issue for the service users if this was installed. The Assistive Technology Coordinator will take this information with him to the meeting next week for discussion.

• HSC discussed the quarterly inspections that are carried out with contractors via the Housing Associations. A lengthy discussion took place around this area.
• The Operations Manager & The Director of Community Services attended our meeting to discuss our workload due to us now becoming a group of five. We also discussed a list we put together for discussion at this meeting. It was agreed that we will monitor this over a 6 month period & review again at this time. The Operations Manager & The Director of Community Services will then attend our meeting after this time to discuss further.

• A.O.B – An HSC discussed recent invoices received from Coastal for recharges, this hasn’t been done before & suddenly a few have been received with no explanation. The HSC has queried & discussed this with Jeanette Hill from Coastal who has stated that these invoices do Not need paying by CLC. The HSC's were told that if they receive any rechargeable invoices via Coastal Housing to query them first with Jeanette before paying them as it is likely that we are not responsible for payment.

Housing Support Coordinators Meeting 22nd January 2010

• Minutes of last months meeting were read. Points arising were: the email from United Welsh has been clarified and it doesn’t affect any of our properties.
  Some dates etc of 2010 meetings are to be changed.
  Fire Log books to be ordered with Admin earlier this year.
  There was a discussion around who should be responsible for checking online phone records, as they are seen to be related to finances.
  The Investigation and Complaints Co-ordinatorto be invited to the next meeting.
  

• The HSC's were informed that the Operations Manager had asked if they can all attend a meeting in her office at 9am Monday morning to discuss the Housing Co role.

• The Assistive Technology Co-ordinator to be asked to join our next meeting, as he was unable to attend today’s due to sickness.

• The Information Support Officer/Learning Objects Support Officer and the Staff Development Officer are to be invited to the next meeting.
  

• Time was spent changing the dates and venues for future meetings, and changing the chairing and minute taking. A new list will be emailed to everyone.

• Time was also spent covering network 1 meetings, these are:
  Feb 2nd – Network 2
  March 2nd – Network 7
  April 6th – Network 3
  May 4th – Network 6
  June 1st – Network 4
  July 6th – Network 2
  August 3rd – Network 7
  Sept 7th – Network 3
  Oct 5th – Network 7
  Nov 2nd – Network 4
  Dec 7th – Network 2
  It was asked if we could all decide on topics to take forward to these Network meetings. Everyone agreed.
  

• A.O.B.
  A Housing Co-ordinator spoke to the Workshop Manager regarding the gardening team. He is interviewing next Tuesday for a gardener, to roll out the gardening programme.
  

• Task Timetable updated

• A discussion took place around the recent flyer for fence erection, with a copy of an insurance policy included, that all Housing Co’s received recently. It was someone who had approached CR regarding fencing work, that their partner was in business doing, and whether they could go on our contractors list. CR informed them that they would need public liability insurance, which they then distributed to us all. Mystery solved!.
• CR asked us to remind all Service Co’s to feed back to their team meetings, that if there is any work to be carried out in the schemes (especially qualified work), then a contractor must be brought in to carry this out, and should be arranged through their Housing Support Co.

ACTIONS AGREED IN HOUSING SUPPORT CO-ORDINATORS FORUMS 2009

Housing Support Coordinators Meeting 20th November 2009

• Discussed delivering the Housing Training to Support Co’s. There were some volunteers and the HSC's will confirm with Caroline
• Dates for next year’s meetings were discussed and booked with reception, some dates had to be moved around due to availability. The dates will be forwarded to all Housing Support Co’s
  
• The Investigation and Complaints Coordinator joined the meeting to update on internet phone bills. One HSC has set up five accounts, and has already seen the benefit and found it to be a useful tool.
  The Investigation and Complaints Coordinator to be invited to the next meeting to discuss any issues.
  The Investigation and Complaints Coordinator gave us an update on his role, and said that a lot of complaints were tenancy related, and the relevant Housing Co’s were dealing with these.
  
• Admin has been asked if the Fire Log Books will be ready for collection at the beginning of December, so that they can be distributed along with the Health and Safety Audits, ready to be started in January. No changes are needed.
  
• A member of Assistive Technology had sent his apologies for not attending the meeting .  We had a lengthy discussion around Assistive Technology and the necessary permissions from landlords. He will be invited to our next meeting to discuss this.
  
• Had a discussion around using private contractors, also a HSC asked us if any had used a privately contracted plumber, a reliable name was passed on.
  
• The Chief Executive had forwarded an email to the Housing Co team from United Welsh regarding testing gas appliances and boilers etc. We discussed this as far as possible, but felt there were a few issues that need clarifying. A HSC will endeavour to speak to United Welsh about these.
  
• Discussed working hours over the Christmas and New Year period. Everyone gave the dates that they are available to work and what they would like as leave.
  
• A HSC clarified some issues that were brought up in the last Board meeting and around the difference between Health and Safety Audits and Community Scheme reviews.
  

Housing Support Coordinators Meeting 21st October 2009

• Topic for Quarterly Housing Subgroup Meeting discussed.
  A few ideas were submitted, two Housing Co's recently attended a lively debate in Cardiff on the topic ‘A Tenancy for Life’, which they both found interesting, and informative, it was decided that Ms Smith would feedback about this. The other subjects can be deferred to other meetings.
  

• The Investigation and Complaints Coordinator joined the meeting to discuss phone bills.
  He asked if we as Housing Co’s, along with the Service Co’s could register online for itemised phone bills in the schemes.
  This would mean that itemised bills could be accessed straight away, instead of paying for, and waiting lengthy periods for hard copies to sent through, which, especially in the cases of investigations, would be helpful.
  We could keep a check on these bills as part of our Health and Safety Audits.
  We all agreed and thanks were given.

• The Tenant Services Manager joined the meeting to discuss rent letters.
  We were informed that there has been an error with Housing Benefit.
  Housing Benefit have taken it upon themselves to decide that Housing Association Service Charges mean Water Rates, and as they do not pay for these, have refused to pay this component, and have backdated that decision to April 08 which leaves arrears totalling nearly £19,000.
  These arrears are not passed on to the Tenants, and are in the process of being dealt with, but they will show up on the latest rent letters, the Tenant Services Manager wanted us to be fully informed, should any queries arise.
  We all agreed we understood, and she left the meeting.
  

• A Housing Co brought up the topic of staff in scheme buying furniture from service users. We had a discussion around this, and it was felt that more clarification was needed. The Housing Co will email the Operations Manager for guidance on this.
  

• We discussed the fact that Talywern and Ty Morfa will be staying in Network 3. The Housing Co for these properties will remain the same.

Housing Support Coordinators Meeting 30th September 2009

• Hoist/bath servicing. There is a new company servicing our equipment for Coastal Housing, they are Cantre. Service users or staff that need to use them still need to go through Coastal to report any issues.
  

• Housing Support Co role and responsibilities. This was discussed and is now ready to be passed to the Operations Manager.
  

• Asbestos. This was an issue brought up by First Choice Housing. They have now sent out reports and guidelines to all of their properties.
  

• Network 1 meeting Chris to attend October, Ann to attend November.
  

• Format for mains utility location. A discussion took place as to the awareness of staff at schemes to the location of cut off of services i.e. gas water and electricity supplies. HSC’s will distribute to all schemes.
  
• Water rebate. A reminder that a rebate can be claimed from Welsh Water if any service user has incontinence problems.
  
• Gwalia have a new Customer Feedback Form (Complaints and Compliments) which HSC’s will deliver to the Service users.
  

• Extra Tenants Guarantee Handbooks have been ordered from the Assembly.
  
• One HSC has had problems with Happy Homes Furnishers after service; the staff were very rude and not at all helpful.
  

CHANGES TO HSC’s ROLE AND RESPONSIBILITIES

• As requested, Housing Support Coordinators discussed the changes to roles and responsibilities over the past two years and debated possible ways forward .
  

• GEOGRAPHICAL
  Changing the geographical areas of work was discussed. Although some areas currently overlap, any changes would show limited benefits re. distances travelled between houses.  A move away from the current Network structure could necessitate a need to work to three or more Contract Managers (HSC’s covering Network 1 already work to two Contract Managers).
  

• CURRENT POSITION
  Four HSC’s are providing support to the houses in Network 1, with the other HSC’s providing cover when needed (annual leave, sickness). This support was initially put in place to cover the sick absence of a HSC and was anticipated to be for a limited length of time, until the staff member returned to work. Since this cover was put in place, the workload in each Network has expanded. Role of HSC’s has evolved over the past five years, taking on board other issues and areas of work.
  

• AREAS OF CONCERN
  The need for HSC‘s to be able to continue to have the flexibility to respond to ad hoc issues, emergencies etc. Capacity to respond to changes to work practices (i.e new requirements from NPT in respect of sourcing accommodation). Capacity to manage the opening and support of new schemes.
  

• CONCLUSION
  Whilst HSC’s are currently providing the necessary level of support to existing houses and tenants there are concerns regarding the capacity to be able to support an increasing workload. HSC’s took on extra workload and responsibilities to cover what was thought to be a temporary situation. A replacement HSC would alleviate the concerns highlighted.Acknowledgement of the extra work and responsibilities taken by all HSC’s over the past two years, by means of financial recognition, would be appreciated.
  

Housing Support Coordinators Meeting 19th August 2009

1.  Housing Support Plans – outcome of meeting with Contract Manager to be brought to next meeting as Ashley is on leave.

2.  CLC Company credit cards – Steve Harrison has decided that Finance will manage any emergency purchases due to outbreak of Swine Flu, using existing signatories.

3.  Coastal Housing is in the process of taking on a new contractor to inspect and maintain fixed hoists and Hi-lo baths. Due to problems with the previous contractor some inspections are overdue. Coastal are aware and are taking steps to rectify the situation.

4.  Details of local contractors and suppliers known to Housing Co’s shared. The Housing Coordinators are to put together a Directory which will be updated as necessary.

5.  Topic to be taken to the next QHSG meeting discussed.

6.  Task timetable was updated.

7.  HSC cover – Draft report discussed. The Housing Coordinators are to produce and distribute to HSC’s for final confirmation.

Housing Support Coordinators Meeting 29th July 2009

• The Assistive Technology Dept is in the process of installing equipment in some properties, this could require alterations to the properties; Margaret informed the dept that the RSLS need to give their approval of work to be done before they proceed.
  Clarification os needed from Assistive Technology Dept so permission from RSLs can be asked for. The Assistive Technology Dept has been emailed for details.
• Pending changes with regard to cover in the networks by HSCs as well as future Housing Management working practices were discussed. Notes were made for further discussion at the next meeting as it is the intention to use them to compile a report for Alice on this matter
• Next meeting : August 19th at 10am in the Pontardawe Office

Housing Support Coordinators Meeting 17th June 2009

• The meeting was started with Rosanna and Jane joining, to ask what problems we were having with the database.
  Both Rosanna and Jane went through the instructions with us. Rosanna will write new instructions and send them out.
  It was also asked if we could only input our management information once a quarter. Rosanna said she would look at this.
  Dates were set for further training on the database, these are:
  30th June 2/4pm – Resource room
  21st July 2/4pm – Resource room
  Everyone felt they had a better understanding of accessing the database, Jane and Rosanna left the meeting.
  
• Minutes of the last meeting were read and agreed.
  
• A discussion took place around our concerns over storing hoists and 'Hilo' beds, as they are not serviced etc.
  Amanda to email Helen Waters regarding the concerns, and ask for feedback.
  
• Briefly discussed how to best work if an HSC is not to return to work. We will have a full discussion around this on Tuesday 7th July at the Pontardawe office.
  
• Julie Davies joined the meeting to discuss the questionnaire she had received from First Choice entitled “ Tenant Participation Questions for Support Providers and Housing Associations”.
  We provided Julie the answers to most questions, and redirected her to the appropriate people for the rest.
  
• Margaret spoke about First Choice invoices, and how they are still not going to the right places.
  Amanda to email Shirley Tam, again, with the appropriate list, and also to email finance to request that they let us know when an invoice arrives at the office, so that we can deal with them promptly.
  
• Time was spent on updating the task timetable.
  
• Everyone was reminded to think of subjects to take forward to the next Quality Housing Sub Group meeting. To be discussed at next Housing Co meeting.

• Meeting ended 12:30.  Next meeting 29th July 2009.
  

Housing Support Coordinators Meeting 23rd April 2009

• It was advised that that all the painting & decorating due for this year Will be done.

• Letter may be on their way around the schemes in connection to the digital changeover. Do not to complete them but to ring the number on the bottom of the letter for further advise, they will also discuss with you if the house is entitled to a free digibox but this is Not guaranteed. The service Co & Housing Co will also need to ask that if the entitlement is granted, that it will be maintained or replaced etc when faulty?

• Update on Fire Training at the next meeting.
• Next Meeting on Friday 29 May 2009 @ 10am

Housing Support Coordinators Meeting 26th February 2009

• Carbon Monoxide Detectors – All Housing Co’s to purchase for their houses, where needed. Costs to be borne by R&R. The detectors are mains plug-in, with battery backup. It was suggested that the batteries be changed annually.
• R&R Update – There was a discussion around using R&R accounts to purchase communal televisions. It was confirmed that R&R monies cannot be used for this. It was also confirmed that there was a one-off decision to purchase a television using R&R but this is not general policy. Finance are to review the R&R list.
• Network 1 monthly meeting – the next meeting is planned for 10/3/09 at 10am.
• Next Meeting on 20th March @ 10 a.m.

Housing Support Coordinators Meeting 16th January 2009

• The minutes of the last Housing Support Co meeting was read and it was agreed that it was correct.

• The Information Support Officer (ISO) would like all outstanding Carbon Footprints forms handed in a s a p, the meeting was reminded that further Carbon Footprint assessments are to be done in April this year.

• The Tenant Services Manager (TSM) thanked everyone for returning the information required on Broadband and Line rental of all schemes. The meeting was reminded that the annual rent increase was due in April and as a consequence there would be letters to sign before they went out to tenants informing them of the change.

• The TSM then informed the meeting of the importance of tenants making wills, the TSM touched on Probate and other matters concerned with tenants wills, she is to write a report ‘Guidance on the Disposal of Estate on Death’ after researching the matter fully. In the future it will be added to the Housing Management Policy. The subject was discussed by the meeting and the TSM answered the many questions put to her by the meeting.

• A HSC has emailed the Service Development Manager (SDM) on the possibilities of Community Solutions installing CO2 detectors in schemes, if this proves to be too expensive HSC will have to purchase them at B&Q etc.

• The meeting was asked about keeping hard copies of the Housing Policy at back of the Housing Management File; they were reminded that there was no need to keep theses copies as all policies were now on disc which was continually updated as a result the hard copies were outdated.

• The rest of the meeting was given over to discussions on the best way to demonstrate the HSC role. The meetings remarks and observations will be the bases of the presentation at the next AGM. The tenant’s opinions are to be incorporated into the presentation.

• Next meeting: Thursday the 26th of February 2009 at 1pm

Housing Co's Meeting 18th December 2008

• Housing Matters training will be 19/01/09 and 06/02/09.
• The 10% discount available in Curry's is only for large items. The Finance Manager will be informed.
• Valerie Rees is to be formally invited to our meeting in February for 2-3pm.
• A discussion took place around the appropriate wording on a disclaimer which will be an appendix to the Housing Management Policy. This will be queried with the CLC Policy Reviewer. lotte for advice on the wording.
• Information regarding the Social Tariffs will be emailed to the HSC`s.
• A discussion took place re: fire visits by the fire brigade. This information was passed to the Health & Safety Officer.  The HSC has also asked for clarification around staff using fire extinguishers/blankets.
• The Operations Manager has asked the HSC's for contributions re: tenants opinions on our development as Housing Support Co ordinators. HSC's to ask the tenants for input.
• Next Meeting is Friday 16th January 2009

Housing Co's Meeting 28th November 2008

• The Finance Manager and Finance Co-ordinator attended the meeting to discuss purchasing white goods. The Finance Assistant has set up a discount scheme with Curry’s in Llansamlet, where the Consortium can get up to 10% discount on goods purchased there. This is only for new schemes being set up. Anyone using this scheme should speak to a member of staff first, and explain about the scheme, before going to the till. For cash purchases, a purchase order must be produced, Finance will devise a form.

• Minutes of the last meeting were read and agreed.
• HSC's have received their revised job description.
• A discussion took place on the Housing Support Co ordinator data base in preparation for the Information Support Officer.
• One HSC brought up that in one of the schemes she deals with there are two hi lo sinks, and only space to record servicing dates for one. United Welsh are not on one of the drop down lists.
• Coastal Housing has been added. Dewi Sant and Swansea Housing are still on there, as they cannot be removed yet. Margaret felt that the a few parts of the site needed ‘tidying up’ to make it flow a bit easier. Everyone agreed with this.
• Housing Matters training:  One HSC will take the training on 19/01/09. One other HSC to do this as well. Two HSC's will take the training on 06/02/09.
• Social Tariff. British Gas have definitely stopped this service. With BT, some Service Co’s have looked into this for their Service Users, and it is not always the best option, the tariff is only for occasional phone use, and could work out more expensive if there is high use on the phone. The advice for Service Co’s is to check with BT first before going ahead with it.
• The Information Support Officer joined the meeting at this point to give an update on Housing Support Co database. The current database will be offline in preparation for the new financial year, this would be an ideal time to make any small changes. HSC’s will still be able to access any old data, but if there is anything specific we need, then the ISO advised we create a separate report for this. Any issues that are not complete should be re entered on the new system. The ISO will look into filtering information where there are several issues in one house, so we don’t have to keep re entering the house name and number.
• Housing Support Plan dates only have to be entered once, when they are completed, unless they are changed within the year. We discussed with the ISO the points brought up earlier in the meeting, she will look at these. Also she will look at a separate management section, so the information which is not relevant to the individual properties is not repeated. We will decide the mapping of this at the next HSC meeting ready to give the information to the ISO by the end of January.
• Two HSC's recently delivered training to the Support Co’s, which they said they enjoyed as it was a lively group, who enjoyed sharing experiences and had very positive verbal and written feedback.
• Changes to Housing Management Policy is to be discussed at the next Quarterly Sub Group in February.

• A HSC asked that we add a disclaimer to the policy, to be signed by the tenant or their advocate, that covers when a tenant moves, and does not want to take any furniture with them, that they can be used as the Consortium sees fit.
• Fire Log Books – the Administration Assistant asked for any updates to Fire Log Books, ready for distribution in December. Some Service Co’s have asked for extra pages for contractors to complete (Service Contract Record). This will be added to all. Also that the signature boxes at the bottom of each page be made larger and the date box be made smaller. Also more secure binding for the books, as they are used frequently and often fall apart.
• A discussion took place around the revised Job Description, all present HSC’s felt it was a good reflection of what our roles are. To be discussed again when all HSC’s are present.
• A lengthy discussion took place around demonstrating the Housing Support Co Ordinators role, and how best to demonstrate it. What kind of format the document would take, the design of it, and what it would include. We will all gather information etc to be discussed at the next meeting, ready to be put in place in January.
• There has been positive feedback around the Carbon footprint survey.
• Also very positive feedback around the training that we are delivering to Support Co’s.
• The group were also pleased with Feedback the group were given on how tenants are progressing in reporting repairs.
• Next Meeting 18th December 2008

Housing Co Meeting 28th October 2008

• 1. The temporary acting Director attended the meeting to discuss & agree revised Housing Support Coordinators job descriptions. A lengthy discussion took place around this & some changes/updates will be made. This session was productive & useful.

• 2. The minutes of the last HSC meeting were read out.

• 3. We have now condensed the Housing Management Policy to a revised suitable format for future training needs. This is now on Power Point Presentation in readiness for the forthcoming Housing Management Policy Training. All HSC will meet on 13/11/08 to finalise the details of this before the training commences for Support Coordinators on 17/11/08.

• 4. We discussed a topic to take forward to the next Quality Housing Sub Group Meeting. A topic was agreed & Andrea & Margaret will take this to the next QHSG meeting in November 2008.

• 5. Updates for the HSC database was discussed. HSC notified Rosanna to make the appropriate changes to the database as required.

• 6. The Timetable of tasks was updates & will be added to the attachments of these minutes for perusal.

• 7. The ‘Social Tariff’ was discussed for the Gas, Electric & B.T Suppliers & the possibility of there being a reduced tariff for service users claiming benefits. Service Coordinators are in the process of discussions with the suppliers to establish if the service users are eligible for these discounts. When they have done so they will forward the relevant information to their HSC, this will then be fed through to tenant services. British Gas however have ceased to do the Social Tariff for the foreseeable future.

• 8. New private contractors have been identified for various general maintenance jobs etc & the relevant numbers passed on to all the HSC for future reference.

• Next Meeting - Friday 28th November 2008

Minutes of Housing Support Co Meeting 26th September 2008

• 1. Minutes of previous meeting read and agreed.

• 2. Paul Bevan and Lisa Taylor from First Choice Housing joined the meeting to discuss and resolve issues. The first issue was that sometimes the length of time contractors take to complete repairs can go over the completion date. Trafalgar are winding up jobs at present and will no longer be contracted by First Choice. A new company Kingfisher Development will be taking over most of the contracts along with Ian Williams Ltd. Hopefully we will see a difference with this new company. First Choice have sent out new job satisfaction sheets and it is essential we ask our staff to complete these and return to First Choice with the arrival and leaving time of the contractor.

• 3. The second issue discussed was recharges. Damages etc will be recharged and a Lisa will try to pass this information on to staff when they ring regarding a repair, but sometimes it will be up to the contractor to assess if it is a rechargeable repair. Mileage should be less as Kingfisher is based in Bridgend. It is essential that we pass on to staff that when a contractor makes an appointment to visit the scheme then they need to gain access at that time. If there is no one at the scheme to let them in then a recharge will be raised. First Choice have a five star contract with British Gas, which also covers all plumbing issues i.e. toilet leaks, overflows, radiator leaks etc. if we have any problems with British Gas please let Lisa know. We need to improve communication links between the schemes and First Choice. The tenants via the staff to initially report the repair and fill in the completion form. They can also email Lisa to confirm this. Service Co should make staff aware of the repair when a contractor is calling. The contractor will have a work order sheet that staff must sign when the job is completed.

• 4. The third issue was using local contractors which First Choice has no objection to as long as we have informed them of the Liabilities certificate etc. Let Paul or Lisa know if we are using outside contractors to do work i.e. decking, patios etc. Housing Co’s to speak to our regular contractors to see if they want to be considered for contracts by First Choice. We will continue to use the workshop for small repairs and internal decorations. If we use an outside contractor for decorations please ensure that they are made aware of not painting over the intermittent strips on the fire doors as this can be very costly to correct.

• 5. Staff to continue to support tenants to report repairs.

• 6. Lisa has agreed to email all Housing Co’s copies of the quarterly Fire Alarm Checks and any other relevant certificates.

• 7. Recharge invoices from First Choice have to be sent to the Finance department, but a copy will be sent to the Housing Co’s so that we can ensure payments are made by the schemes.

• 8. Paul informed us that EON will be calling to all schemes to assess for cavity wall and loft insulation.

• 9. Y strainers (water filters) will be fitted to all First Choice properties by 2012 and will be checked annually.

• 10. We thanked Paul and Lisa for attending today, we all found it very productive and useful and both partied agreed that it would be beneficial for us to meet up at least once a year. Lisa to email HSC's with the dates of Paul's bi yearly inspection visitis in October.

• 11. The Maintenance Manager joined the meeting. He had a list of unpaid invoices by several of our schemes which we said we would chase up. The Maintenance Manager has also agreed that when he sends an invoice to the scheme he will give us a copy and hopefully this will resolve the issue of outstanding invoices.

• 12. The last induction went very well, feedback was good and the group contributed to the session.

• Next meeting Tuesday 28th October 2008 10 am.

Housing Support Co-ordinators Meeting August 22nd 2008

Minutes of last meeting read and agreed. Housing Management Policy review didn’t take place due to sickness and has been added to this month’s agenda.

Discussed the email we received from the Chief Executive (CEO)regarding the responsibilities of support providers in implementing fire checks. A HSC has emailed the CEO to find out if it refers to only United Welsh houses and is waiting for a reply. A HSC will contact First Choice to find out if they have any requirements as to how often fire equipment is checked and how that balances out legally.

A lengthy discussion took place around responsibility, and how involved Housing Co’s should get, especially in training etc. It was felt that any training should be facilitated by professionals, and that we can only pass on what the professionals tell us.

A HSC sent an email reply to the CEO confirming all The Consortium’s Policies and Procedures are covered in the Fire Log Books, and are being carried out.

The Staff Development Manager (SDM) said that she hasn’t had any luck in finding one of the HSC's suitable training to gain a qualification as yet. But will look into a relevant NVQ at Swansea Business College.

The SDM asked how the Housing training for Support Co’s was going.We informed the SDM that it was still under development, a date had to be cancelled due to sickness, but a new date will be arranged today.The SDM said they were planning to start a rolling programme of training in November for Support Co’s. It was agreed to have groups of no more than 10, and that powerpoint and flipchart would be provided.

One HSC fed back on the footage she had taken of the building and developing of an activity room over a period of two years, that she had shown at the Quarterly subgroup.The feedback from outside organisations was very positive.NPT Contract and Monitoring thought it was great and should be shown to more people.Swansea Contract and Monitoring felt it should be on the website and possibly be shown at our AGM. The HSC will show it to us at our next Housing Co meeting.

A lengthy discussion took place about reproducing the questionnaire from a few years ago. No real conclusions were reached, and it was agreed that it would be a topic for discussion at the next meeting, when we have a full complement of Housing Co’s.A HSC to email Alice with the results.

Two HSC's will facilitate the next Housing Matters training.

A discussion took place around providing training and ongoing cover for Network One. When all Housing Co’s are available for a meeting, we will devise a rota, to ensure equal participation.

Jadon are now asking staff to sign off certificates when calling at the properties.

HSC to invite Lisa Taylor and Paul Bevan from First Choice to our meeting in October. (this may occur earlier if possible)

Housing Management Policy to be reviewed on 18th September.

Housing Support Coordinators Meeting July 21st 2008

The Acting Director to be informed on the results of emails sent to all the RSL’s by HSC’s requesting their expectations of Consortium staffs using firefighting equipment in the event of an outbreak in their properties.

The meeting of the First Choice Focus Group on 15th July was discussed at length, overall the general opinion was that the meeting went well and the Auditors received a rounded view of First Choice Service to its tenants.

The remainder of the meeting was taken up preparing the Housing Management Policy for a Power Point presentation to be given later in the year to Support Co’s. The first stage of this work was completed. The second stage will be compiled on 15th August at Pontardawe Office.

Next meeting 22nd August at Walters Road in the Resource Room at 9.30am

The Housing Support Co-ordinators Meeting Minutes for the 20th June 2008

Action Points

Fire safety equipment – responses received from RSLs (with exception of United Welsh). All responses indicate that RSL’s do not have any expectation of staff using fire safety equipment unless trained and confident in use. All responses state priority is for tenants and staff to evacuate and await Fire Brigade.

Rent Statements – Rent Statements covering the period 1/10/07 to 31/3/08 will be ready for signing on 10th and 11th July. Housing Cos to visit TS on these dates.

Rent Statements will be amened of houses on Network 1 to show photos and names of the Housing Co’s supporting these schemes.

Housing Co’s to advise Tenant Services Manager of the schemes they support. 

Sustainable Policy – This Policy was explained. Housing Co’s to support Service Co’s to complete a Carbon Footprint in each scheme. This work is to be completed by April 09 and will begin when the Sustainability Policy is distributed.

AOB – This years Housing Support Plans to be taken to Admin for footer to be stamped on each page. In readiness for next year, Hsg Co’s to copy their Housing Plans to their own folder on the ‘F’ drive. Admin will access these and insert footer. Please advise Administration Co-ordinator when Plans are ready for amendment.

The Housing Support Co-ordinators Meeting Minutes for the 22nd May 2008

Staff using the fire fighting equipment - Staff`s priority should be to evacuate the building and call the fire brigade, and follow Community Lives Consortium procedures. 

Training Support Co-ordinators in the Housing Management Policy will affect Networks 2,5 & 6 at the moment and the first course is 17th November 2008.

The codes on the Housing Support Co-ordinator database have been changed to allow for accurate information for the quarterly reports. A box will be included for Housing Support Plan dates on the database and take them off the paper QSMR sheets. 

The company that services fire alarms will when servicing them: ask a member of staff to sign and date the certificate. Plus all staff to have the engineer sign the fire log book. 

The Environmental Policy (now called Sustainability Policy) was discussed, Service Co`s and staff to encourage the tenants involvement where possible. 

R&R spreadsheet was discussed if any issues or concerns Finance Department are to be contacted.

The Consortiums I D cards have an expiry date on them. Staff must check that these dates have not expired, and must contact personnel to obtain up to date ones. If going to the bank, the cashier will not accept expired cards.

There was a very poor response to the Unison open day with only 5 people attending. 

Next Meeting Friday 20th June 2008 at 10.00am

The Housing Support Co-ordinators Meeting Minutes for the 22nd April 2008

The minutes of the last meeting were read and agreed. 

HSC will attend Network 1 meeting on 6th May 2008. 

2 HSC's will be presenting Housing Matters training at the next induction which is on 2nd June 2008.

HSC's to contact all the landlords that we work with, to clarify what their expectation is of the Consortium staff `s use of fire fighting equipment provided in the schemes.

The new R&R procedures are going ahead very well, only one issue has arisen and the Finance Manager is in the process of rectifying this.

The Tenant Participation Officer discussed Greenhouse Gases and the Carbon Footprint. As an organisation we will be looking at recycling and tenants carbon footprints. There will be a group set up, and we are asked to encourage the tenants to participate.

Next meeting Thursday 22nd May 2008

The Housing Support Co-ordinators Meeting Minutes for the 29th February 2008

Insurance – Tenants Private Property – The Business Manager gave a presentation on the new insurance cover for tenant’s private property (Contents Insurance).

Historically, tenants’ content insurance cover was part of The Consortium’s policy.

A decision was made to look at identifying an independent policy for tenants.

The meeting discussed the need for the new cover to be arranged before 31/3/08. Acceptance of the new arrangements was agreed in principle. The Business Manager is to e-mail Service Co’s, asking them to discuss this with tenants and if tenants agree, application forms should be completed on behalf of the tenants and returned, with a cheque (from Tenants accounts) for the appropriate amount.

Rent Letters – Tenant Services Manager asked HSCs to sign Rent Letters on either 6th or 7th March

New R & R Procedures – The Finance Manager gave a presentation on the new R & R structure and, together with the Finance Co-ordinator, delivered training on the procedures for managing and recording R & R expenditure, by Network. 

Complaints & Grievances - The Complaints and Investigations Co-ordinator joined the meeting to discuss and explain the new Complaints and Grievances procedures. Whilst everyone agreed, in principle, with the draft as presented, a discussion followed regarding the need for procedures for staff members to follow, should they need to make a complaint against a service user.

Recharges/Reporting Repairs - HSC’s to give as much information as possible to RSLs when reporting repairs. This is to help contractors be more prepared prior to carrying out repairs and to help alleviate the need for repeat visits. The cost of re-charges was also discussed and it was agreed that if a re-charge was likely, quotes from local contractors would be sought to ensure tenants are able to fulfil their responsibilities in the most cost effective way.

Any Other Business – Due to annual leave commitments it was decided to cancel the next meeting (scheduled March 27th).

When internal redecoration takes place it is important that no paint gets on the intumescent strips, on the edges of fire doors. Any paint on these strips affects the seal.

The Housing Support Co-ordinators Meeting Minutes for the 28th January 2008

The 2008 Fire Log Books are now in use and HSC are in the process of signing off the 2007 Fire Log Books.

Housing Support Co-ordinator attendance at Network One’s network meetings will be covered by 2 other HSC's on the 5 February 2008 and 4 March 2008. Theongoing support of Network One was discussed.

The Finance Manager and the Finance Co-ordinator attended the meeting at this juncture to update the meeting on the new method of administration of the R&R account.

The change over date will be the 1st of March 2008. The Finance Department will be sending briefing notes on the change to Service Co’s. The Finance Manager asked HSC's to collect breakdowns on the R&R accounts as soon a possible. Bank mandates were given out to HSC for their signatures’ as well as Service Co’s and Contract Managers signatures’. At the next HSC meeting on the 29 February training will be given on the use of the new account. The Finance Manager asked that HSC call in the Finance Dept to have their laptops updated to enable accesses to the data base. There followed a general discussion around the new method, all HSC feel confident that the new method will work well.

Access to computers

The Swansea People Support Officer (SPSO) introduced an eight module course that will enable staff to have the skills to support Service users to access their computers. The course would take ten to eight weeks depending on staffs needs. The SPSO is hoping the course will start at the end of March this year with Network Six.

Investigations and Complaints Officer

Congratulations went to Gerald Samuel who once was a HSC on his achieving the position of Investigation and Complaints Coordinator with the Consortium. 

Housing Support Co-ordinator use of data base was discussed.