Arthur Henderson House & William Banfield House Tenants

Arthur Henderson House & William Banfield House

Tenants and Residents Association.

www.fulhamresident.com

[email protected] WB&AHTRA Apr2016 mins edit anon.docx Page 1 of 3

Minutes of meeting 12/04/16.

Present. TRA: Chair, Secretary & Treasurer.

Pinnacle: Housing Officer.

Groundwork: DB

Tenants/Residents: 11 Residents.

1. Welcome, Guests introduced. Fire exits shown. No apologies received.

• Garden club will run at and of meeting.

2. January’s minutes read through – approved.

3. Neighbourhood watch/police. Nothing published yet for Feb/march, although

the crime rate is down.

Anti-social behaviour issues if reported on the first instance to the police also

need to be reported to the Housing Officer as they do not pass on this

information to her.

4. Chairs report. The Chair has handed out a report to those present of` where

we are now and going forward’ very informative and covers from the hall/garden

project through to logged repairs and everything in-between, thanks to the Chair

for the time and commitment to this.

5. Project update: Groundworks reports how the gardens are on time and will be

signed over next Friday 22/4/16, there is money for a small storage space and

water butt, these will be in place once the hall goes up. Community gardener

from Groundworks will be running 5 gardening workshops, all welcome – list of

dates and where held handed out. The funding cheque will be paid into the TRA

bank account and then paid out accordingly to the contractors.

We report that the contractors have behaved well.

1/10 & 31/40 WB have had the access doors for the garden club sorted. Garden

club members will have their existing entry fobs updated. Email info to Housing

Officer for this to be done.

Community Hall: in planning 25/5/16, going out to tender next Friday. We are

now at the starting point, we need to discuss what we want, no frills as already

over budget, hence the reason for no more parking spaces, also Munster court

would have had objections.

6. Any other business





• Water billing – phone call from Ombudsmen, query as to still going ahead

with this, answer yes - so still on going.

• 2 residents are being charged directly from Thames water.

• Property services to look into front doors, easy to break into. Residents

advised to always double lock door on way out. Chair to also follow up.

• We have a new web site, resident involvement team impressed asked if

they can use it for other TRA’s.

• TRA’s address for the time being will be the current Chairs residence until

the hall is built then will revert to the halls address.

• Parking we are in stage 3, as soon as date given for consultation we will

call an urgent meeting.

• Good feedback from residents on our new caretaker. This will be passed

on.

• HIP bids are available to small groups i.e.: Garden Club.

• The Fulham Chronicle is interested in running a story on the garden/hall

project, happy to go with this, the world is watching, it will help.

• A Steward is elected as lead contact for the garden club

Date of next meeting Tuesday 26th July 2016, which will also be our Annual

General Meeting.

TRA meeting closed.

Garden Club. Officially founded today 12/04/16.

Two of the plots are for the community, they have fruit trees planted in them and

also thoughts of an herb garden around them. No body owns their plot; we just

have steward ship of them.

Issues to look at:

• Running of club.

• Qualification for plots.

• Waiting list.

• Minimum number for training sessions.

• Allocation of plots – decided by those present as a blind draw.

• Finances and funding.

• Garden consumables.

• Guide lines i.e. use of chemicals, disrepair etc.

• West Kensington estate garden tools may be available, to write a request

for them.





Thoughts on what we want as a constitution at next meeting, which will be held

once the garden has been signed over. Club Steward will be emailing all with

details of who has what plot and with a more informative newsletter.

ArthurHenderson&WilliamBanfieldHouse,

Tenants&ResidentsAssociation.

ChairsReport

12thApril2016

ArthurHenderson&WilliamBanfieldHouse,Tenant&ResidentsAssociation.

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April 2016

Table of Contents Introduction ............................................................................................................... 2

Acknowledgements ..................................................................................................... 2Update to January 2016 meeting ..................................................................................... 3

Annual General Meeting .............................................................................................. 3Roles for election. ................................................................................................... 3

Neighbourhood watch ................................................................................................. 4Anti-social behaviour (ASB) ......................................................................................... 4

Communal Repairs reported and complete ........................................................................ 4Request for secure bicycle storage .................................................................................. 4LBHF Resident Commission and Housing Stock Transfer ......................................................... 5Water Charges .......................................................................................................... 5Community Space Project ............................................................................................. 6

Community Hall ...................................................................................................... 6Financing .............................................................................................................. 6Parking spaces ........................................................................................................ 6

Planting Facility ........................................................................................................ 6Miscellaneous ........................................................................................................... 7

New activity ............................................................................................................... 8Website .................................................................................................................. 8Organisation ............................................................................................................ 9

Registered address ................................................................................................... 9Expectation setting .................................................................................................... 9Noticeboards ........................................................................................................... 10Coach trip funding .................................................................................................... 10Maintenance Pipes .................................................................................................... 10Estate Parking ......................................................................................................... 10Gardening Club ........................................................................................................ 10

Grant funding ........................................................................................................ 10Improved access to community space ........................................................................... 11Miscellaneous ........................................................................................................ 11

Council Account Services Online .................................................................................... 11Caretaking .............................................................................................................. 11Independent registrations ........................................................................................... 11Forward Activity ....................................................................................................... 11

Appendix .................................................................................................................. 12• Meeting Agenda .................................................................................................. 12• January Meeting Notes .......................................................................................... 12• General plan for Community Hall site ........................................................................ 12• Roll out of Parking Controls – budget ......................................................................... 12• Letter to Garden Club ........................................................................................... 12


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April 2016

Introduction Welcome to our second Tenant and Residents Association (TRA) meeting of the year and my second as interim Chair. Since the unfortunate and sudden departure of the former Chair of the group to whom we all owe a huge debt. It has been, and continues to be, a rather a steep learning and working curve with so much going on with the building project, grant funding bids, water charges, general estate issues and the research on forthcoming council plans for its estate portfolio. Trying to ‘hit the ground running’ has relied on the patience, time and effort of some to whom I owe thanks. To the former Chair who has continued to be available to consult, the Secretary and Treasurer for there support and those setting up the Gardening Club. You give the gift of your free time, unpaid, to the benefit of our community and I both appreciate and am very grateful for it. It would be unfair not to mention our Housing Manager who always exceeds her paid remit by going the ‘extra mile’ for us and we should be, and I am, grateful. The idea of producing a “Chairs Report” is to ensure that activity between meetings is captured in more detail than the quarterly meeting time allows. Along side other documents the TRA produces it will be uploaded to the new website in an anonymised form so there is a history that tenants with internet access can refer to. It also helps promote the achievements of the TRA and its volunteers to the local community more broadly. I welcome ideas and suggestions for the estate and any constructive criticism or questions you might have on the activities we pursue. I may not be able to get or give you the answer or solution you seek other than will be honest with the information I have. Thank you for your continued support. John. Interim Chair.

Acknowledgements

The TRA owes a debt and gratitude to those who give their free time to meet the aims and aspirations of the group. This is your free time to give and we appreciate it. Minded that those seeking to establish the Gardening Club have made a huge effort to deliver quickly. Our Housing Manager continues to ‘go the extra mile’ for us frequently exceeding her remit we remain grateful and have informed the Director of Housing accordingly. Two further council officers have received compliments to the Director of Housing, Mitie’s Property Management Supervisor and LBHF Electrical Engineer, Housing Property Services responsible for Door Entry systems for exceptional service. Groundworks on going support, that of the hall build project team and HIP team we recognise for there contribution to the various projects undertaken by us.


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April 2016

Update to January 2016 meeting

Annual General Meeting

Under our constitution we have to hold an annual meeting to cover the previous year’s work, present our finances for the previous financial year and elect new officers for the TRA for the year ahead. We would encourage every eligible estate resident to please consider if they are able to give up some of there free time to the benefit of the TRA. The more people prepared to commit to give some of there free time expands the capacity and resource the TRA has to do much more. Previously there were two Vice-Chairs elected to the role to ensure that the Chair was supported and if they had to leave, mid term, then one would fill in on an interim basis until the next election. We do not have any Vice-Chairs at the moment and this leaves the TRA vulnerable to stall or cessation as a result of any sudden loss of the existing interim Chair. The interim Chair gave an undertaking to the TRA to ensure that the Community Space project, namely the Community Hall is built and delivered. As you will see further in the report considerable progress has already been made here. At the Annual General Meeting (AGM), if no one puts themselves forward for the role of Chair, at this moment in time it is just fair to let the TRA know that the interim Chair is prepared to continue only on an interim basis to meet the aforementioned undertaking. If there is no Vice-Chair elected at our AGM to facilitate handover once this commitment is met should the interim Chair resign. There may have to be an Extraordinary General Meeting to elect a new chair.

Roles for election.

Committee.

Management

Chair Acts for, on behalf of, and represents, the TRA. Ensures the constitutional duties are met. To deliver TRA projects, deal with estate wide business, plan and hold TRA meetings and protect the estate interests. Not exhaustive list of duties as it varies and limited by capacity and resource.

Vice-Chair To support the activities of the TRA and Chair. Ensure a smooth transition between AGM’s by taking on role of Chair should the Chair resign.

Secretary Deals with TRA administration i.e. preparation and writing of notes.

Treasurer All things TRA financial.

Committee Members The TRA needs to have a number of Committee Members who commit to attend the meetings where there is a constitutional obligation for a ‘quorum’. Essentially these are residents who support the TRA and who are willing to at least attend the AGM to ensure that elections meet the constitutional test to satisfy the local council and recognise the TRA for funding etc.

Non-elected roles. Members are every eligible resident on the estate. Eligible residents are those who are council tenants or leaseholders. Eligible residents are automatically members of the TRA by virtue of residency.


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April 2016

Neighbourhood watch

The estate is a Neighbourhood Watch Scheme recognised by the local police service. Efforts have started to get the estate recognised as an independent scheme as well on the Neighbourhood Watch website. Details of the current interim Chair have been passed onto local neighbourhood policing team as the scheme co-ordinator. Details of the most current crime available data are in the appendices. There is a Fraud Awareness Event on Thursday 21st April 2016 at 7pm The Newbigin Theatre St Paul’s Centre, Queen Caroline Street, Hammersmith, London W6 9PJ. If you wish to attend please contact [email protected] or 020 8753 4283.

Anti-social behaviour (ASB) Anecdotally it would seem in recent months there has been a rise in Anti-social behaviour on the estate. If you have a problem with Anti-social behaviour you can raise this with our Housing Manager. If it is a crime, then notify the police on 999 for emergencies or 101 for non-emergencies. If you want to report a crime but wish to remain anonymous then you can also use Crimestoppers on 0800 555 111. Keep the Housing Manager informed as they might not know if you have reported anything to the Police because they are not always informed by them.

Communal Repairs reported and complete

Jobs logged by reference number;

• 228453, reset timing of lights block 11-20 William Banfield House (WBH) • 228483, replace the faulty Emergency Fire Key Access locks on blocks 1-10 & 11-20 WBH (24-hour

turnaround promised). • 231478, re-logged call 228483 as still faulty/not done. (24 hour turn around promised). • 231478, escalated to Mitie Senior Manager as work not done for 3 months from initial Estate Inspection and

two logged calls. Required ‘sign off’ due to cost even though this is access for the Emergency Services. • 231104, repair Door Entry system 41-50 WBH as residents unable to open door/door always open. • 236178, buzzer not sounding on use of door entry phone or fob 41-50 WBH.

Works to the rear doors of 1-10 & 31-40 WBH on Friday 1st April 2016 resulted in a complaint lodged late in the evening to the Community Space Project team. The workmen had left their work area messy and untidy and the Door Entry System to 1-10 WBH was off and thus the front door open. Thanks to two senior managers who responded almost immediately that night and arranged for the messy to be cleaned up on Saturday morning and the reinstatement of the door entry system on Monday. It was an oversight that no one had alerted the residents of 1-10 WBH nor the TRA that the Door Entry System would be off all weekend and an apology was given accordingly.

Request for secure bicycle storage

Covering the Estate Inspection Report and the removal of bicycles and other items found in communal areas some residents raised the issue of secure bicycle storage as a reason. We endeavoured to find a solution. Resident Involvement who were asked at the meeting to provide detail on the changes to the two grant funding streams (HEIP & HIP) they had mentioned were in progress, were reminded with a further email for detail. Nothing has been forthcoming to date. Research was undertaken to identify a suitable solution and a secure bike hangar with a capacity for six bikes was found. A submission for grant funding for circa £5,000 was made to the HEIP fund for two hangars @ circa £2,500 each to house twelve bikes as an initial start to meet the demand for secure storage. This application was rejected as it was the wrong fund and am grateful to Groundworks for the assistance as the operators of this scheme on behalf of the council.


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The submission was made to the HIP fund as advised and the project has been scoped following an onsite visit arranged with the Chair and the council. Two locations on the estate were chosen and measured for the hangars so they would not create an obstruction and with one each to serve both Houses on the estate. It is currently in the ‘system’ but will be pending approval until the Community Hall has been built. There maybe some funding available arising out of the Community Hall budget that can be used to fund these hangars. Cycling facilities may also draw funding from the Mayor of London’s office. Either way we will purse funding for these two initial hangars and if more are required will make further submissions to HIP accordingly. Updates will be made via email and at meetings as and when they occur.

LBHF Resident Commission and Housing Stock Transfer

The council are now setting up a new board to take the next steps in the Housing Stock Transfer project taking over from the Residents Commission. The new board recruitment process included positions for tenants and leaseholders and is interviewing currently. Some of you might be aware that the Resident Commission was going to continue past its original remit and provide further presentations to TRA’s and other groups. The Commission has changed and is now depleted to seven members with the Commission Lead, and a few residents having resigned. Pleased to report that the Stock Transfer vote will now include leaseholders as well as tenants and likely to occur Autumn/Winter this year.

Water Charges

As the interim Chair is also the member who was dealing with this matter its appropriate to update here on the current situation with water charges. This is a complex and long running, getting on for two years, problem that at the last notification of the estimated water charge for 2016/17 showed a circa 20%-25% rise in charges based on the previous year. Currently the matter is now being dealt with by one of the Directors of Housing and is ongoing. For the leak discovered in January 2015 a £5,000 credit was issued by Thames Water to the council as its reseller. This was applied to the total water bill for the meter that services Arthur Henderson (AH) & WBH for the period 2013/15 resulting in a credit to resident’s water accounts. The council informs that they substantially reduced the costs of water used to calculate the resident bills for the period 2014/15 though this calculation has yet to materialise in any detail. The council has also been made aware of the two cannabis farms found to be operating in WBH in 2016 and their duty to ameliorate bills accordingly. There maybe implications for the council and its water billing activity historically following the recent 2016 judgement in the High Court (Kim Jones and the London Borough of Southwark {(Neutral Citation Number: [2016] EWHC 457 (Ch)) Case No. HC 2014 000720}. Of course the council have been made aware of and asked for comment on the implications for residents in light of this judgement. A response from the Director of Housing has been received recently but analysis and any further challenge has been delayed due to the need to prepare for the April TRA meeting. It is worth noting that the Complaints Manager sought to intervene in the outstanding case lodged with the Housing Ombudsman by implying matters were proceeding positively and I might wish to withdraw. Through a rather vexatious exchange of email it transpired that they were conflating the Ombudsman’s case with the new complaint arising out of the January 2016 reconciled bill for 2014/15 and estimate for 2016/17 water charges. The Ombudsman upon raising this has been assured any withdrawal on the part of the complainant will be directly in writing. The goodwill that had begun to grow between the complainant and the Housing Director over this second complaint has been undone. At time of reporting the position of the Housing Director on this unhelpful and unwarranted intervention isn’t know. When any solid new information is known it will be emailed out to members via email, updated at the next meeting and uploaded to the new TRA website.


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Community Space Project

Community Hall This is finally in the Planning Application System for approval under reference 2016/01391/FR3 planning portal reference PP-04650525. Letters have gone out to those the law determines need to be made aware. The closing date for comments is 24th April 2016 and we hope for conclusion of this step in the build in late May. There has been on meeting as mentioned in the previous meeting notes. There have been three revisions of the planning application and plans prior to submission and the building has moved twice, ending up where it started. This could have been avoided had proper due diligence been undertaken identifying a sewer pipe that negated the suggested move. The understanding is tendering for the building work is imminent.

Financing The TRA managed to obtain financing commitments from the council and Mitie on the basis of the provision of a Community Hall only. You will recall this was originally to be build in the basement of WBH. When the building moved to the spare land to the rear of WBH further separate funding was available under a separate budget to construct a planting facility for residents. All the advice and information given including by the professional services, who are now taking a leading project management role, is that on the budget we have we will be able to afford a very basic building. The current basic plans are costing over existing budget but goodwill from partners will hopefully ameliorate this additional cost. The approach taken will be to ‘squeeze’ the most value out of the proposed construction on a Cost/Benefit basis, compliant with statutory duty, and ensuring that the kindness and gifts promised are delivered. We will not be able to deliver every item on the current planning submission from the start however getting the planning permissions now will enable us to add to the development should other funding streams be available.

Parking spaces The building costs as currently estimated are already over budget therefore there is no funding available to provide half a dozen or so additional car parking spaces. At an estimated cost of £10,000 per space the cost has to be balanced against meeting the facility for the most residents. Should the TRA wish to revisit this having found a funding stream then a further planning application will need to be made. In casual conversation with our neighbours in Munster Court they are largely supportive of the hall and planting but felt the noise from additional parking would give rise to planning objection. Some residents may feel disappointed at this turn of events and it is understandable but I would remind the TRA that the objective was first and foremost to provide a meeting hall. The planting and car parking facilities were additional and secondary ‘desired’ items. Without the separate funding available to fully pay for the planting facility, under the current budget for the hall, there would also have been no spare funding for this either. This continues to meet the undertaking of the interim Chair to deliver on the 5 years of hard work by the previous Chair to deliver a Community Hall. By reducing cause for planning objection this makes delivery of the hall by years end more likely.

Planting Facility

This is provided under its own budget though there are minor items that maybe picked up in the Community Hall build only because they serve a use for both the hall and the planting. There is to be the foundation of a Gardening Club to exploit this facility enjoy the benefits and be responsible for its operation. The TRA is undertaking steps to establish this club on a basis that facilitates its independence from the TRA as much as possible on the premise that should the TRA cease the Club is able to continue to function. To achieve this, allow the Club to possibly access funding streams independently including the council HEIP/HIP grant making bodies and “future proof” existence by giving it the independence to function regardless of the TRA.


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The organisation needs to be constructed along constitutional guidelines starting with at least a lead officer (i.e. Chair) that is elected. The idea is to ensure the club but moreover the officer(s) are recognised by the council, third parties and the TRA moving forward so that they are approved to act for and on behalf of the club and its members. The TRA will always provide support to the club where requested and facilitate accordingly. Originally it was felt the formation of the club could have been casual and less formal but this approach leaves the club dependant on the TRA and subsequently the capacity, resource available and priorities at any given time. It is also fair and reasonable that those that get the benefit should also bear the management responsibility for the facility. The club members will be better placed to understand there needs and have the passion and commitment to seek to meet them. With the planting facilities due for completion imminently, training and a grant application for tools and additional facility, arrangement time has been very short. It should therefore be noted that without the commitment, effort, time and tenacity of the founding members of the club it seemed as if the opportunities presented here would have been lost. The TRA and especially the interim Chair owes gratitude to the founding members of the Gardening Club for reacting and organising within such a tight time frame. The interim Chair encourages the founding members to stand as officers of the new gardening club as the tenacity and relationship between the two groups will serve the club well.

Miscellaneous

The interim Chair has dealt with concerns raised by residents pertaining to the replanting of the beds around the build development and research relating to the removal of an established tree. For future reference the estate comprising AH & WB houses is not in a conservation area and there are no “Protection Orders” on any of the estate trees either. The council owns this land and subject to permission given, can remove any planting done by any resident at anytime. In discussions with our neighbours in Munster Court there is a plant that grows out of, and is causing damage to, a shared wall. They have requested this is destroyed and/or removed and we have pursed this matter with Groundworks and Quadron (look after estate green spaces). We have taken action on one of these plants thus far and the damage it does to the wall can be seen. It was also suggested that the internal walls of the Community Space be “sand blasted’ to clean them and remove the various shades of red paint. Once the project is complete the TRA will consider seeking funding for this.

Cycling The TRA is trying to provide secure cycle hangars and consideration to funding these within any surplus building budget will be considered.


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New activity

Website

To meet one of the criteria that the council places on TRA’s to be as open and engaged as it can we have made a few attempts at having an internet web presence. One of the members owns and allows the TRA to use the web address http://www.fulhamresident.com and email functionality it facilitated. We also have a Facebook page, a Blogger page and a twitter account but these to one degree or another have been problematic or simply not used. Looking for a solution BT was found to provide free web building and hosting for community groups and so a new website for the TRA has been founded and gradually populated with data since the last meeting. It is not perfect and the layout needs much more attention but it is easy to navigate and facilitates access to information between meetings for residents or anyone for that matter. The Resident Involvement Team found out about it and in comments to the interim Chair asked if they could use it as a model for other TRA’s to follow. Even though it has only been lightly promoted to just the web address http://www.fulhamresident.com appearing on the bottom of emails and flyers there has been third party interest in the activity on the estate that will be followed up in the coming weeks. There is a Microsoft Outlook account used as the Chairs email box. The account is [email protected] and the TRA management team all have access to this email box. All this facilitates the estate to have standard online ‘address’ to also facilitate email communication by direct email address masking. In essence an email address can be set up [email protected] which can redirect email to another individual or list of individual private email addresses. Here is the list of current email addresses. [email protected] Masks and redirects to the Chairs Outlook email.

[email protected] Redirects to the treasures email *.

[email protected] Redirects to the secretary’s email*.

[email protected] Used for Neighbourhood Watch and local community

policing email redirects to Chairs Outlook email.

[email protected] Currently redirecting to Chairs email until vice-chair position filled.

[email protected] This is an email list address that sends any message

sent to it onto all the residents who have given their email to the TRA and are members of this list.

[email protected] This is an email list address that sends any message sent to it onto residents who have given their email address as part of the Gardening Club (GC). After the GC is set up it will be a matter for them if they wish to use this list or change its use to redirect to the [email protected] email box.

*I would encourage those who undertake roles in the TRA and/or its club’s setup a separate email account for there TRA business. This keeps their private email, private, but also if the person undertaking the role changes then all that has to be passed on are the login details for the account giving access to all the emails contained therein historically and ensuring a smooth transition. The Chair offers any assistance required in this regard.


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April 2016

Organisation

It makes sense to reduce the TRA paperwork to a minimum in favour of electronic files and activity is underway to achieve this. Started to review existing records and contact information to ensure they are up to date and consistent especially for third parties. We have engaged with the Resident Involvement Team manager in relation to the TRA database being created, impending changes to TRA constitutional documents joined the Communications Group email distribution, suggested changes to TRA notification forms to improve data collected is rational and continue to lobby for more timely updates of there activity online and encouragement to be more open and transparent.

Registered address We have been asked for the ‘Registered Address’ for the TRA and engagement with the Resident Involvement Team to obtain this has been unnecessarily protracted and unresolved. To solve this problem that is causing a delay to an application for grant funding. The Chair proposes that the TRA should approve a motion that sets the “Registered Address” for the the TRA to that of the person in the role of Chair. This makes sense as the Chair, whomever they might be, is the main contact for the TRA and it separates this type of contact from the financial contact information as it relates to the Treasurer. It places beyond doubt in future that holders of the position of Chair will also be the “Registered Address” for the TRA making the process of keeping records for the Resident Involvement Team much easier as we have suggested. This might now be rolled out across the borough. For completeness this will be put to a vote at the April meeting.

Expectation setting

The TRA is short on capacity, resource and time at the moment with the loss of two officers at the end of 2015. This limits the ability of the TRA to take on new projects or activities. It is also fair to all officers that members are set the correct expectations. The TRA, clubs, activities and benefits happen because some members give their free time to them and give it a priority amongst there other commitments. What we have achieved to date and aspire to achieve in the future is down the goodwill of individuals who gift their time to us. It is worth pointing out that anyone that volunteers their free time can withdraw it at any time. All any of us can do is ask we cannot make demands and so if there is an activity, issue or project you want the TRA to undertake consider giving your own free time to it where the TRA will of course support you. No one is entitled to this time, if it is the gift of the bearer. Officers are not employed by the TRA nor do they receive any compensation or remuneration for the work and time they give the TRA, its clubs or its activities. The vast majority of members appreciate this for some there is an understandable confusion with the boundaries between the council and the TRA. The TRA deals with common estate-wide issues and projects. It is not a replacement for the Housing Services provided by the council. The TRA is unable to deal with individual specific tenant’s issues that would ordinarily fall within the responsibility of the tenant to resolve with there landlord, or in the case of leaseholders the council as the owner and provider of the estate and its services. If you are facing a complex resolution to an issue where it should be straightforward, please let the TRA know as this might point to an estate wide issue that would then fall under the TRA remit. The TRA is communal in nature and cannot get involved in personal tenancy issues. Personal tenancy issues are a matter for the council and Housing Services. Communication can be difficult and delivering a Community Hall will make this much easier in the future. The TRA has a duty to undertake reasonable efforts to communicate with residents as a whole constrained by resource but residents equally have a choice to engage and a responsibility also. We currently meet quarterly, use the noticeboards, now have a website and email communication. The council and Resident Involvement Team are keen to build capacity amongst residents and tenants and the TRA has a role here. There are training courses available for those that would like to take up an officer role. If you want to take up an estate issue or project on your own but feel you don’t have the confidence or skill, the TRA will


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always support you where you require, to build confidence and increase your skillset. Residents and tenants need to be aware that they are responsible for there visitors whilst they are on the estate and for leaseholders that sublet they are responsible for there tenants and their tenant’s visitors.

Noticeboards

The noticeboards are for the use of the Housing Service and the TRA. The TRA provided noticeboards through a previous successful grant bid. They have seemed to have become untidy and a little ‘information overload’ and they have been cleared down. You should find details of the caretakers’ activities, estate inspections and Housing Services information alongside TRA notices including any club activity. We will endeavour to keep the information down to a minimum but if you want something placed here please contact the Chair.

Coach trip funding

The council is providing funding of up to £300.00 for groups to be able to undertake coach trips. For an application pack and further information contact the council on 020 8753 5009 or email [email protected].

Maintenance Pipes

The TRA has become aware of mounting issues with the estate plumbing and is monitoring the situation. If you have experienced a burst or leaking pipe, please deal with it as you normally would but notify us that you have experienced an issue. We will collect this data and if necessary use it to evidence any case we might wish to take to the management of the estate if it is in danger of becoming a major issue.

Estate Parking

Estate parking remains a huge problem for residents and Housing Services are doing all they can to discourage errant parking but we are all limited in the short term as to how much resource we can give as there is very little deterrent that can be applied. Please don’t stick any notices to any vehicles that are abusing parking as you might place yourself at risk of ‘causing criminal damage’. The Housing Service can place notices, but please be aware parking control is not a duty or responsibility for them it is done on the same basis as a “favor”. There is good news on the horizon though as our phase (phase 3) of consultation on our preferred estate parking solution is due between April and June 2016. You will see from the budget that is in the appendices that £35,000 has been set aside for this for our estate. The first two phases are well underway and current information is that phase one is due to start on the 1st June for those estates. Depending on the approach the council wants to undertake to consult with residents we might need to call an interim meeting dedicated to our preferred parking solution. Please just be mindful this meeting might happen under the auspices that we have been given short notice. The Head of Estate Services is leading on this project now.

Gardening Club

The completion of the construction within a tight timeframe has meant more activity in a prompt manner than would otherwise be the preferred approach. Given the constraints on capacity and resource within the TRA it was necessary in a frank and honest manner to set the expectations fairly and thus unfortunately apply a deadline. The focus of the TRA Chair is the delivery of the community hall and forthcoming matters. It should be noted that the TRA is very grateful to those seeking to set up a club and its club members for reacting promptly. A letter, copy in appendices, was sent to club members as it was the only common method of communication. The Chair apologises unreservedly for a spelling error relating to an email address quoted in this letter and any inconvenience it may have caused.

Grant funding There is a grant funding application pending that upon establishment of the club will be progressed as a priority and passed to the club ‘Chair’.


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Improved access to community space Two rear doors in WBH (1-10, 31-40) have been upgraded and added to the door entry system. This will likely service club members from AH the most. Club members simply need their existing door entry fobs upgraded and this is done remotely without any effort from residents except passing their detail to the club chair. The TRA will inform accordingly and pass this to the club to manage. The reference for this work is HIP 1516.

Miscellaneous The immediate provision of water has been identified as a problem with a potential solution by Groundworks to provide water butts. There is a longer term issue over water provision that relates, in part, to the hall build. The new Chair will be fully briefed but given the issue is related more to the hall build the TRA will, with consent and for ease, resolve this.

Council Account Services Online

The council has revamped its website and there have been some issues pertaining to council tenants accessing the Rent Account module. We are working with the team responsible to improve this. Residents and tenants can now setup an online account with the council and access items like rent statement, payments, parking permits, council tax bill and some benefit payments. It is also very convenient for raising complaints and issues with the council and giving positive feedback. If you have issues using the services here please let us know.

Caretaking

Our new caretaker, Darryl, is settled in and is very approachable if you have any concerns. The TRA is in communication with Darryl’s manager who is taking an interest to ensure the service is delivering and residents are pleased with performance. We have been reminded that we need to ensure our yearly “jet clean” is undertaken. Please let us know if there are any issues.

Independent registrations

The TRA has now registered with the TPAS they may be familiar to residents given their involvement with the Residents Commission. We have also registered on the Neighbourhood Watch website that we are a ‘scheme’ this in addition to the recognition we have within the local borough framework and police. Our new website is hosted by the BT Free Community Hub provision and we appear on there directory of community groups.

Forward Activity

• TRA records • Hall build • Parking • HEIP/HIP bid • Water Charges • Meetings

o Neighbourhood Watch o Residents Conference – 18th June 2016 o Borough Forum o Housing Representatives Forum o Ad hoc

• Communication o Email o Website o Notice boards

• Miscellaneous o Estate issues arising until next meeting

• Plan next meeting and/or Annual General Meeting.


Page12

April 2016

Appendix

• Meeting Agenda

• January Meeting Notes

• General plan for Community Hall site

• Roll out of Parking Controls – budget

• Letter to Garden Club

WilliamBanfield&ArthurHendersonTenant&ResidentAssociation

YoucanemailtheTRAat–[email protected]–http://www.fulhamresident.com

You are invited to the next meeting of your T.R.A. on;

Tuesday 12th April 2016, 6.30pm. Lancaster Court Community Hall, Darlan Road. SW6

April meeting agenda. 1. Welcome, introduction of guests and apologies for absence. 2. Approve January 2016 meeting minutes. 3. Neighbourhood Watch, Crime & Policing. 4. Chair’s report. Activity since last meeting. 5. Update on Community Hall Project.

a. Groundworks Communal Gardening phase near completion.

6. Any other business. a. Ongoing Water Billing update. b. Housing officer. c. Anything you wish to raise or place on next agenda.

7. Set a date for next meeting.

This is your Tenant & Resident Association (TRA) and in our short history we have achieved much to the benefit of us all. We welcome everyone who lives on the estate. We encourage residents to take an active part in the TRA giving the support and time that they can. We are always seeking additional Committee Members to keep the TRA going. So if you can attend a few meetings a year.

Join in, and help keep us going! Lancaster Court Community Hall is a 5-minute walk down Fulham Road towards Fulham Town Centre. You can also take a 14 or 414 bus and alight by “Sainsbury’s” just before Fulham Fire Station. Using the Estate entrance way opposite the crossing. Make your way to the centre of the estate where the Community Hall & playground is clearly signposted.


Page1of2YoucanemailtheTRAat–[email protected]–http://www.fulhamresident.com

Minutesofmeeting19/01/2016

Present

TRA:JohnO’CallaghanWilliamson,JennySlack-Smith,DebbieFusco.

Pinnacle:SarahBrock-Wallis(TMO).

LBHF:MichelleSamuel(communityengagementliaison).

Groundwork:DanielBrittle.

Tenants/Residents:SarahBlyth,GorbyJandu,MisaelUrrea,GracielaCarmonadeUrrea,Marta.1.Welcome,fireexitspointedoutandguestsintroduced.ApologiesfromBarbaraAshbyandWarrenDobson.2.Lastmeetingsminutesreadthrough–apology,attendingresidentsnotstatedinminutes,tobeaddedtothismeetingsminutes.Tenants/Residents:Warren,Barbara,SarahBlyth,Gorby,Marta,Misael,Graciela,Ann.(17/11/15).Allotheritemsapproved.3.DiscussionregardingelectionofnewTRAChair.TherewillbeanextrameetingsetinJune/Julytoelectanewchair,avoteofthanksgoestoAndyforthepast5yrs.GeorginahasalsoresignedasVicechairandourrepfortheneighbourhoodwatchgroup(willneedappointeeforthesealso).4.NeighbourhoodwatchandPolicing,localcrimeupduringNov/Dec,thisisthenormfortimeofyearNocrimeonestate,asweareveryproactiveandreportanyissues.5.GroundworkandMitieHallreport,Meetingon7thJan.wascancelled.Therearestillsomeissueswithcostings,clearlynoprogressisbeingmadetokeepupmomentum,JohnistomeetwithErnieandPaulatodiscuss,stillwaitingsincelastweekforthemtosetdate.

• Danieltakesthefloorandreportsthatthetendershavegoneout,returndate29/1/16,thenevaluate,bestpriceandtimescale–whichwillgivethema4-weekmobilizationplantopreparetogoonsiteandtoagreecompoundsiteandHealth&Safetyissues,thisshouldtakethemtoaround1st/2ndweekofMarch.

• Theraisedbedswillbeunderthecontractorsguaranteeof1yearandGroundworksfor4years.• Residentscanhelpwiththeconstructionofcompostbinsandtheshadesailundersupervisionof

Groundworks.• SarahBlythhasvolunteeredtoheadthegardeningclub,thank-youSarah.• Possiblebookingofhallforgardeningsessions3at1hourlong,thenpracticalsessionsoncegardenupand

runningforallthoseinterested.Mitiehaveguaranteeditwillbetarmackedbeforeraisedbedsgoin.6.Estateinspection,14thJanuary2016wasapass.WedonowhaveapermanentcaretakercalledDarryl.

• Thereweresomeissuesarising–Windowsillsnotcleaned,• bulkwasteandpackagingafterChristmas–newrecyclingbinhasbeeninstalled.• Drainagestillanissue,MarcusCox(Mitie)awareofthis,wehavehadextensivesurveydoneandthisdueto

bedoneaspartoftheHallproject(fundedseparately).• Parking–Mitieworstoffenders.

Mitienowhave2dedicatedofficerstodealwiththerepairsonestates,thereisagreatimprovement.


Page2of2YoucanemailtheTRAat–[email protected]–http://www.fulhamresident.com

7.LBHFResidentsCommission.Endproposal–passed,onlyvotesoftenantscount.Wouldwebeinterestedina“Question&Answer”presentation(KeithHill,1hour)feedbackfromallonthis.TherewillbeapresentationofthisattheresidentconferenceinJune.8.Water,reconciliationbillduelastSeptember(2015).-failedtodothisdueto100%turnoverofstaff.Johnisstillpursuingthis,Congratulation’sandthanksonbehalfoftheestateforthelast2yrs.Hardgraftchasingthis.9.AnyOtherBusiness

• Competitiontodesignlogo/crestforTRA(2houses1community)• Coveredpushbikestandsrequested(HIPbid)Quickshowofhandsinterested–5for.• Newpadlockandchain,firegateMunsterRd.• Newestatemapsandweretoputthem.• 424busservicetoend?Pleasesigntheonlinepetition,itdoesbenefitthelocalcommunity.• Yearlygrantarrivedonthe23rdDec.£2,000nowinbankaccount.• Sarahapologisesforarrivinglate,thoughtwewerestartingat7pm.

WewouldliketothankJohnforboldlysteppingin,weareveryproud,Johnstateshejustwantstokeepthingsgoing.Dateofnextmeeting12thAprilatLancastercourt,6:30–8:30

APPENDIX 1

Rollout of parking controls - Phase 2 and 3 - estimated value of project £2.4M

Breakdown of addresses and estimated site values based on most likely outcome of consultation

Estate Name Likely site requirementsMost suited

for:

Estimated

Capital

Costs

Estimated

revenue

costs

Rollout as Phase 2

Bayonne Estate Major works (resurfacing, signs & lines) TMO 65,000 20

Maystar Estate Minor Works Patching (Lining & Signing) TMO 30,000 20

Margravine Estate Minor Works (Lining & Signing) TMO 35,000 20

Riverside Gardens Minor Works (Lining & Signing) TMO 15,000 20

Lytton Estate Major works (resurfacing, signs & lines) TMO 55,000 20

Wood Lane Estate Minor Works Patching (Lining & Signing) TMO 25,000 20

Flora Gardens Minor Works (Lining & Signing) TMO 15,000 20

Aintree Estate Minor Works (Lining & Signing) TMO 20,000 20

Estimated cost: 260,000 160

Rollout as Phase 3

Aintree Street Minor Works Patching (Lining & Signing) TMO £30,000

Townmead Estate Minor Works Patching (Lining & Signing) TMO £50,000

Queen Caroline Major works (resurfacing, signs & lines) TMO £60,000

Becklow Gardens Major works (resurfacing, signs & lines) TMO £65,000

Emyln Gardens Major works (resurfacing, signs & lines) TMO £50,000

Robert Owen Major works (resurfacing, signs & lines) TMO £45,000

Kelmscott Gardens Minor Works (Lining & Signing) Barrier £25,000

Aspen Gardens Minor Works (Lining & Signing) TMO £30,000

Springvale Major Works (Resurfacing Sign & Lines) TMO £80,000

Rowberry Close Minor Works (Lining & Signing) Barrier £50,000

AHenderson & WBanfield Major works (resurfacing, signs & lines) Barrier £35,000

Estimated cost: £520,000

Seagrave/Viking Court Minor Works (Lining & Signing) TMO £3,000

Waterhouse Close Minor Works (Lining & Signing) Barrier £14,000

Eternit, Cedar/Ash Lodges Minor Works (Lining & Signing) TMO £5,000

Malvern Court Minor Works (Lining & Signing) Barrier £3,000

Barclay Road Minor Works (Lining & Signing) Barrier £3,000

Planetree Court Minor Works (Lining & Signing) Barrier £5,000

Manor Court Minor Works (Lining & Signing) Barrier £10,000

Rosewood Square Minor Works (Lining & Signing) Barrier £14,000

Munden Street Minor Works (Lining & Signing) Barrier £10,000

50 Vereker Road Minor Works (Lining & Signing) Barrier 5,000

Swanbank Court Minor Works (Lining & Signing) Barrier £10,000

Banim St Minor Works (Lining & Signing) TMO £2,000

Wentworth Court Minor Works (Lining & Signing) TMO £2,000

Meadowbank Close Minor Works (Lining & Signing) TMO £2,000

Askham Court Minor Works (Lining & Signing) Barrier £10,000

Meadowbank Minor Works (Lining & Signing) Barrier £10,000

25 Vereker Road Signs Barrier 7,000

Underwood Major works (resurfacing, signs & lines) Barrier £35,000


Estates

Estates

Sheltered Housing

The revenue

estimate for

the phase 3

properties is

£180,000.

John J. J. O'Callaghan-Williamson

Highlight

APPENDIX 1

Bulow/Pearscroft Estate Minor Works (Lining & Signing) Barrier £25,000

Philpott Square Minor Works Patching (Lining & Signing) Barrier £25,000

John Dwight House Minor Works Patching (Lining & Signing) Barrier £25,000

Wyfold Road Minor Works Patching (Lining & Signing) Barrier £20,000

Standish House Minor Works (Lining & Signing) Barrier £20,000

Linacre Court Minor Works (Lining & Signing) Barrier £20,000

Carnwath House Minor Works (Lining & Signing) Barrier £20,000

EMacdonald & RKnight Minor Works (Lining & Signing) Barrier £15,000

Burnfoot Avenue Minor Works (Lining & Signing) Barrier £15,000

Hadyn Park Court Minor Works (Lining & Signing) Barrier £10,000

Farm Lane Minor Works (Lining & Signing) Barrier £15,000

Ethel Rankin Court Minor Works (Lining & Signing) TMO £20,000

Broxholme House Minor Works (Lining & Signing) Barrier £15,000

Dan Leno Walk Minor Works (Lining & Signing) TMO £10,000

Landor Major works (resurfacing, signs & lines) Barrier £15,000

Kier Hardy House Minor Works (Lining & Signing) Barrier £15,000

Burlington Place 2-40 Major works (resurfacing, signs & lines) Barrier £15,000

Marryat Court Minor Works but complex Barrier £20,000

Mylne Close Minor Works but complex Barrier £20,000

Wheatsheaf Lane Minor Works (Lining & Signing) TMO £10,000

Sulgrave Major works (resurfacing, signs & lines) Barrier £45,000

Laurel Bank Gardens Minor Works (Lining & Signing) Barrier £15,000

Wengham, Hayter & Orwell Major works (resurfacing, signs & lines) Barrier £30,000

Frithville Gardens Minor Works (Lining & Signing) Barrier £15,000

The Grange W12 Minor Works (Lining & Signing) Barrier £20,000

Chisholm Court Minor Works (Lining & Signing) Barrier £20,000

Willam Morris House Minor Works (Lining & Signing) Barrier £20,000

Conningham/Stowe Minor Works (Lining & Signing) Barrier £20,000

Conningham Road Minor Works (Lining & Signing) Barrier £30,000

43-57 Peterborough Road Minor Works (Lining & Signing) Barrier £20,000


Ashchurch Park Villas

Ashchurch Court

Aldine Court

Benbow Court

Bradford & Burnham

1 Vereker

Walham Green ramps

Verulam House

Cardross Street

Derwent Court

Bentworth Road

Wormholt Estate

Wengham/Hayter/Orwell

All garage areas

Overall project contingency £190,000

Physical Implementation costs (Rev&Cap) Totals: £2,060,000 £340,000

Smaller sites with parking

Hardstanding and access, no parking provided

Example addresses to be amalgamated as a single 'no

parking, no waiting, emergency vehicles only' TMO with

private land signs to be put in place, or barriers if more

appropriate.

£355,000

Arthur Henderson House & William Banfield House Tenants and Residents Association.


[email protected] GC Call to Action 05APR16b.docx Page 1 of 4

5th April 2016.

Gardening Club.

Dear Gardening Club member, My Garden Club Training email generated several varied responses, this letter is my attempt at a full response to all the issues raised. I am writing to all members of the club because I don’t currently have a full list of email addresses for you all and communication is one of the main issues. When I took over as interim Chair, I did so on the basis that the Gardening club would be self managing and established. My acceptance was predicated on minimal, but expected, main TRA liaison and general support with the club. That in the months before I took on the role, club members were identified and a couple were working to found and run the club. After much effort and time realising, little to, no progress with the establishment of the club to date. It’s clear to me that a different approach needs to be adopted if the club is going to be setup in time for the plots to be handed over by the TRA. It cannot be a healthy state of affairs if club members, at this point in time, are seeking information from me about there own club. That I cannot reply productively because I don’t know. If I can update, email and write to you in a timely manner. Taking action where necessary. It’s concerning this isn’t happening within the club. We have the same information. It has always been the case that under the auspices of the TRA. Considering the volunteered free time, capacity and resource currently available to the TRA, mindful of the activities that we will have to deal with in the coming months, estate wide. For the growing facilities to be exploited to the benefit of club members. Those using the plots would have to organise into a group to operate and manage their growing area and needs. That there is no one else to manage and operate this facility other then those who use it. The TRA will have delivered the facilities for the club to use, thus meeting its undertaking in full. The TRA would continue to work on delivering the area as a whole. Handing over the plots, at build completion to the club. No club means no handover. Both having a detrimental impact on training and a potential funding application for tools etc. Without the club operating today, the impact is real. The first training session had to be cancelled. The plan is, subject to the club materialising, start with the next planned date, and “tag” the cancelled one on the end. In consultation with Groundworks who attended today to post to every flat on the estate, to promote their activities estate wide, not just the club. There was concern that the first training session would turn out as a ‘first meeting of the club’. A waste of the training and unfair on the trainer. Minded that I need to guard the reputation of the TRA as a whole, quite embarrassed with the situation, I had no choice but to cancel and call a halt to activities. To give these additional few days for a final ‘push’ to “kick start” the club. In order to try and accommodate and help club members have a ‘first meeting’. I had proposed that at the TRA meeting on the 12th April. I would seek to finish half an hour early giving this time over accordingly. Though this was declined. I am still happy to keep this offer open.




It is down to you how and where you wish to meet, but you need to meet as a representative group, take some meeting notes, identify members and importantly have some ‘officers’. You can use the TRA model of Chair, Secretary and Treasurer. I don’t see these positions taking up much time. It merely allows the club to be autonomous and the TRA has a contact for liaison if and when required. So I suggest the following; I have a list of interested party’s being the residents of; 1AH, 8AH, 16AH, 36AH, 37AH, 16 WB, 26WB, 39WB, 40WB, 49WB, 50WB, 52WB, 59WB + one other I have email contact with. You need to agree a method of communication and ensure you are involved. It is unfair to expect others to spend their volunteered free time running around to inform you or that a duty is owed to you. The obligation works both ways. So please make this as easy as you can for each other. Email can be the best way to get communication flowing amongst the majority of the club in the fastest way. Under the last Chair I set up an email list address [email protected]. When you send an email to this address it sends a copy to every member currently on this list. If you have not had an email today from this email address you are not on the list or it maybe in your junk/spam email folder. You need to have a first meeting and much, much sooner then later. You have little time for discussion now its action that is required. Time is not your friend at the moment. Agenda.

1. Welcome & List of Attendee’s 2. Election of officers – Chair/Secretary/Treasurer 3. Business

a. Who is the main contact for the group (I suggest Chair) b. Allocation of plots

i. Method i.e. names out of a hat, needs to be fair ii. Allocation – Essential

iii. Agreed list of allocated plots (16 plots + 2 communal plots) 4. Water Supply

a. Until water is available on tap how to cope in the interim (Groundworks can help) 5. Date and venue of next meeting 6. Meeting Close.

Subject to reasonable notice, I am happy to try and get Lancaster Court for your meetings. The TRA meets quarterly and ideally it would be nice to have a representative from the club attend these meetings to provide feedback on activity and any help it might need from the TRA. This needs to be recorded in the main TRA minutes as it helps with any grant funding the club might need. The Chair will be ultimately responsible for running the club. I suggest this is also the main contact, though its up to the club. The main contact will, initially undertake the formulation of the club, deal with Groundworks and the training directly. Be the main contact for the club, for a grant application, currently pending, for tools, sheds further training and assistance.




Treasurer someone to manage money. The club will need to consider. How it will pay for any water and/or electricity it uses. More relevant when the hall is built and the facilities come online. It may also wish to have a fund to pay for expenditure for the club. The TRA will not be able to provide any funding to the `club’. Secretary will need to take meeting notes and club administration. This allows for the club to be audited for compliance, annually, in much the same way as the TRA. Committee Members – everyone else. Given the size, largely informal nature and that the Gardening Club is a devolved part of the TRA. The TRA will support the club where possible. There is TRA oversight as the TRA has a duty to the constitution and by default, club compliance. We will partner where needed with grant funding applications. Until the club is established for a few years and able to apply in its own right. A degree of formal structure is useful as any grant funding the club will wish to apply in the future would be subject to evidence of a properly run and organised group. This applies even where the TRA is the main funding partner. There is a grant funding application currently on hold with me. Groundworks have written it, the TRA is supporting it, the club will use it. I cannot proceed with it until the club gives me a contact for the funders. That cannot happen until you are formulated and organised. If the award is granted the TRA’s involvement will be limited to working directly with Groundworks and the accounts involved. So the pressure is off the club officers. The club and Groundworks will then deal with the product of the award i.e. tools etc. The most difficult step is getting the first meeting organised. Thereafter I am sure that everything will fall into place over time and most importantly you can all get on with your gardening. By the end of the next weeks TRA meeting. If the club is still yet to be realised. Mindful that contractors need to be informed in a timely manner. There will be no choice but to bring the matter to an end and close the Gardening club idea as a viable project. My focus has moved to the hall build already and I can not continue to use months of my time so disproportionately and unproductively with the club. I have an overarching duty to maintain the reputation of the TRA as a whole and guard the goodwill we have built up with our partners. Being unable to deal fairly with them because I simply don’t know where we are, needs to stop. Not least because I require this goodwill moving forward for other estate wide projects. For many of you this will be surprising news, others less so. I apologise for this. Expectations were set and they have not been met. To rescue the project from any further procrastination regarding the club as a whole, though very disappointed, let down and frustrated. I remain hopeful this “Call to Arms” will be successful and we can all move forward positively, swiftly and more importantly productively. Thank you for your time, I look forward to hearing from the club management team. John, Interim Chair. [email protected]

1

2

3

5

4

8

7

14 9

10

11 6

TREE

12

13

TREE

15

16

Gate Entrance to site

Rough plan of plots within the corner of the Community space site. 16 plots and 2 communal plots for fruit trees. Guide provided to assist with plot allocation.

Documents

Arthur Henderson House & William Banfield House Tenants