DRAFT INVESTMENT GROUP MINUTES
SPECIAL MEETING
22ND FEBRUARY 2016 7PM – 9PM
PRESENT
Members
Kim Shearer (KS)
Aspen Gardens
John Ryan (JR)
Arlington House
Keith Harris (KH)
Millshott Close
Karen Miller (KM)
Ashcroft Square
Roberto Chitti (RCi)
Becklow Gardens
Pauline Hardinge (PH)
Edward Woods
Linda Lapham (LL)
Philpot Square
Ray Champion (RC)
Ash Lodge
COUNCIL OFFICERS
Janey Carey (JC) - Head of Contract Management & Housing Performance, Michelle Samuel (MS) -
Community Engagement & Acting Involvement and Governance Officer (minutes)
APOLOGIES
Marilyn Mackie (MM) Tom Flynn (TF), Binita Shah (BS) - Project Manager, Ronke Adetunji (RA) -
Project Manager (Interim)
Item
Description
1.
WELCOME AND INTRODUCTIONS
1.1
JR welcomed everyone to the meeting
2.
REVIEW OF PREVIOUS MINUTES – 30TH SEPTEMBER 2015
2.1
Correction requested to 5.14.4 – group did not approve the bid as this was a health and
safety issue and not part of HIP funding.
2.2
5.15.5 – The benches were not replaced as approved by the group. Instead a repair was
made to one wooden bench.
ACTION Project Team to advise why replacement not carried
out and status of surplus funding.
2.3
Correction to 5.15.11 referencing should read 5.15.4 and not 5.14.4.
2.4
Minutes were approved by the group
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3.
AMENDED INVESTMENT GROUP TERMS OF REFERENCE
3.1
The group agreed all changes identified in red.
4.
PINNACLE COMMUNITY POT
4.1
Pinnacle Housing’s ‘Community Pot’ Protocol document was distributed to members before
the start of the meeting and to members who joined the meeting at the start of the meeting.
4.2
JR asked if there was a figure of how much was available?
4.3
JC advised that she wanted to obtain further clarification on how this community pot is split.
4.4
KS advised that is should be clear and identify figures for the North and South.
4.5
KH queried the application process, and advised that awareness of the funding needed to be
raised.
4.6
LL advised the group that her TRA was awaiting a payment from the Community Pot from
events held in 2015.
4.7
JC clarified that the document only applies for year 2 onwards of the contract with Pinnacle.
ACTION To provide clarification of figures and process.
4.8
KS asked what the maximum amount of each bid and time-frames?
ACTION to be added to
previous action.
5.0
FEEDBACK FROM THE GROUNDWORK (HEIP) TOUR
5.1
MS provided an overview of the report. Advised that she was awaiting feedback from group
before sending onto Groundwork.
5.2
KH suggested that contractors providing a good service and good workmanship should be
placed on a priority list.
ACTION MS to add this to the report before sending to Groundwork
5.3
KM asked who was responsible for signing off the work when completed?
ACTION Project
Team to provide details of who signed off the Lancaster Court Project Works.
5.4
KH suggested that the Project Team inform residents of the who the contractor is, when
appointed, start and end dates of works. KH referred to some previous works where the
contractor arrived on site without his prior knowledge.
5.5
KS clarified that HEIP contractors were appointed by Groundwork, HIP contractors were
appointed by the LBHF project manager
ACTION MS to obtain clarification from Project
Team and Groundwork with regard to sign off and process of appointing contractors.
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5.6
KH Asked what handover arrangements were in place when Groundwork handover to
Quadron.
ACTION MS to invite Dave Pickup, Quadron, and Sharon Schaaf, Estate Services
to next meeting.
5.7
PH advised that Leaseholders for Swanscombe House, Edward Woods Estate were being
charged £15K for Quadron services.
ACTION PH to provide evidence of charge for next
meeting.
5.8
KS advised that members were not listed correctly by area on the report. Sheltered Housing
should be identified
ACTION MS to make corrections and amendments
6.
REVIEW OF WEIGHTING CRITERIA FOR HIP BIDS & TREATMENT OF SURPLUS
FUNDING
6.1
In the absence of the LBHF Project Management Team
(PM Team)
ACTION PM Team -
Surplus funding to be communicated to all members of the Investment Group by phone.
Contact to confirm amount underspent by territory and total. PM Team to confirm:
status of approved HIP Bids 2015
projects not due to be completed by 31.3.2016
6.2
Suggestion HEIP funding not able to be used should be given to another project
6.3
KM confirmed that research had been conducted i.e. load bearing on the project for her
estate.
6.4
KS that there will be reasons provided for why work cannot go ahead.
6.5
LL advised that Philpot Square playground underfunded by £29K, Groundwork had been
able to obtain £8K from the Tesco funding, and therefore still £21K under-funded.
ACTION
Groundwork to provide reports detailing the funding outstanding and progress in this area.
Groundwork now to provide updates for all future meetings.
6.6
Question from member was raised as to what happens to funding if a project is not
completed within the financial year?
ACTION Project Team to be present at all meetings.
Process clarification on treatment of bids to be provided for next meeting
7.
PROMOTION OF INVESTMENT OPPORTUNITIES
7.1
Following a group discussion regarding the publicity of the HIP funding, it was acknowledged
that and improvement required in terms of publicising the funding.
ACTION MS to send a
reminder to all TRAs, also through the monthly bulletin.
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8.
VOTING PAD USER TESTING
8.1
Following a group discussion it was agreed that Paul Woolridge to provide provisional dates
for test run – not to take place during holiday period. Voting to take place 26th April for HIP
Meeting.
ACTION PW to suggest dates to group for arrange test run.
9.
WORK PLAN AND TRAINING FOR 2016
9.1
Suggestion: There should be an Induction programme – pack inclusive of terms of reference
and technical terms, code of conduct, processes i.e. Groundwork and HIP.
ACTION MS to
compile the induction pack draft and circulate to members for feedback
10.
HIP PROJECTS TOUR – SUMMER 2016
10.1
Following group discussion it was agreed that the tour should take place end of June or
early July. The tour should include HEIP projects.
11.
AOB
11.1
Minutes to be sent out to members within 2 weeks of every meeting. A request should be
added to ask for amendments before the next meeting
ACTION
11.2
Request from a member for the use of consistent terminology within documentation. To
refrain from the use of abbreviations, but use full terminology.
ACTION
11.3
MEI (Minor Estates Improvement) / HIP (Housing Improvement Programme) name change
to ‘Small Funding Grant’
ACTION MS and JC to approach officers for approval.
11.4
Mayor funding grant
ACTION PH to forward to MS for distribution to all TRAs
11.5
Date of Next Meeting 22nd March at 6.30pm (HEIP/Groundwork) Presentations and Funding
Awards
Meeting ended at 8.50pm
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