Tenants’ Consultative Committee 8 October 2018
Agenda 1. Minutes and Matters Arising - 10 min 2. North Kensington Community Energy 3. Your Home Your Voice - Traverse update - 20 min 4. Procurement of major works - 20 min 5. Update on Task and Finish Groups - 20 min 6. Residents Charter - 20 min 7. Forward Plan - 5 min 8. Future meetings 9. Case work
Improving TCC meetings Aims: 1. To make sure we get the best out of the meeting 2. To make best use of time 3. To make sure everyone has an equal chance to take part Groundrules: 1. Mutual respect – the golden rule! 2. Keep the meeting focussed on the issue in hand 3. Deal with individual issues outside of meeting 4. Agree broad times for discussion items 5. Residents to inform the agenda of the next meeting (new)
Update
5 Project update Your home, your voice BRIEF BACKGROUND • Engagement with residents about – how they would like their housing to be managed, and – how they would like to talk about issues surrounding their housing in future. • Process designed by a resident steering group and Traverse • Traverse are a consultancy specialising in public engagement contracted by the TCC and the council to deliver this work NOT a formal options appraisal, but rather talking to residents about • what is important to them.
6 Project update Your home, your voice SINCE LAST TCC • Steering group meeting to decide timeline and process Accountability group meeting to decide reporting and update • mechanisms • Work in the background – booking venues, starting website build, logo and materials development.
7 Project update Your home, your voice OVERVIEW OF PROCESS • Minimum of 8 events across the borough Range of area meetings and focus groups • Website giving information about the process (and information about • potential options for those who are interested) • Comprehensive final report – feedback from events and analysis of emails and online comments. Based on this round of engagement, the resident steering group and the • council will narrow down more specific options to ask residents about. • Consultation on simpler list of options (potentially not run by Traverse) • Two stage process delivered by end of March.
8 Project update Your home, your voice NEXT STEPS • Letter going out to residents this week Communication with RAs and community organisations to let them know • Website in development yourhomeyourvoice.traverse.org.uk/ • • Residents steering group giving feedback on: – Letter content – Website content – Leaflet and poster design – Process and materials for meetings
9 Project update Your home, your voice EVENTS Date Venue Time Treverton Community centre, Balfour of Burleigh Sat 27 th Oct 10am to 12:30pm Estate, Ladbroke Grove, W10 6BG Edenham Way Meeting Room , Edenham Way, W10 Tue 30th Oct 6.30pm – 9pm 5XA Sir Thomas More Community Centre , Sir Thomas More Wed 7th Nov 6.30pm – 9pm Estate, Beaufort Street, SW3 5BH Sat 10th Nov Kensal Resource centre , Appleford Road, W10 5EQ 10am to 12:30pm John Keys Resource Centre, Pond House, Pond Place, Tue 13th Nov 6.30pm – 9pm SW3 6QU Silchester Community Room , Estate Clubroom, 1-80 Wed 21st Nov 6.30pm – 9pm Frinstead House, Freston Road, W10 6TY World’s End Community Centre , Blantyre Street, SW10 Sat 24th Nov 2:30 pm - 5pm 0EH World’s End Community Centre , Blantyre Street, SW10 Sat 1st Dec 2:30 pm - 5pm 0EH
Procurement of Major Works Preferred Options to procure the Capital Works Programme for the next five years
Options Option 2 - Option 1 - Existing Repairs Direct Framework from Ltd a third party Option 4 – Option 3 - New Tendering Framework Individual Work Package
Option One: Repairs Direct • Lack Capacity • Legacy history of poor reputation • Reputation improving but confidence needs rebuilding • Develop capacity over eighteen months • Contribution to capital programme once established capacity and reputation – up to 10% of works
Option Two – Existing Framework (only for stop-gaps) May not be best May exclude No opportunities current VFM due SMEs as for new suppliers to varying market principal once established conditions suppliers May not meet Royalty fee is the requirements Maximum of four paid to the of the Landlord years framework owner and Tenants Act
Option Three- New Framework • Ability to select from a number of suppliers (multi supplier framework) • Ability to direct award to the first ranked supplier • Ability to run a mini competition • RBKC is not obliged to call off from suppliers once they award a framework Agreement • When a framework agreement is due to expire, call off can still take place • Landlord and Tenant Act Compliant route
Possible Framework Structure Consultancy Lots Construction lots • Lot 1A — Small commissions — • Lot 1 A - Design Services Sub-Lot (Multidisciplinary) General construction; • • Lot 1B — Small commissions — Lot 1 B - Engineering Services Sub-Lot • Lot 1 C - Project Delivery Services Sub- Mechanical and Electrical; Lot • Lot 2 — Internal and external works • Lot 1 D - Cost & Commercial Sub-Lot — e.g. windows, roofs, decorations; • Lot 1 E - Compliance Health & Safety • Lot 3 — Lift replacement and major Sub-Lot upgrades; • Lot 2 - Design Services • Lot 4 — Electrical systems (Multidisciplinary) replacement and major upgrades; • Lot 3 - Engineering Services — • Lot 4 - Project Delivery Services • Lot 5 — Mechanical systems • Lot 5 - Cost & Commercial Consultants replacement and major upgrades; — • Lot 6 — New build accommodation.
Option 4 – Tendering Individual Packages Competitive Market – • Useful for particular Market Testing – Able to Provide the best understand what possible value for alternatives and options projects where residents money outcome for are available in the each procurement market place want a full fresh tender activity • Helps to benchmark the New suppliers / SMEs – Added Values – Able to framework and ensure Provides opportunities negotiate better value, for new suppliers and better quality of service SME’s to bid on new prices remain market and social benefits contracts • Use for up to 20 per cent of the value of capital Contract Duration – Compliance and Ability to procure a long programme Regulations – Contracts term contract (no limit are procured using on contract duration) current regulations
Ensuring compliance • Each MC takes • Provision to rest account of previous suppliers from projects and score Framework • Use of council’s own • Financial retention for experts (e.g. Clerk of each project Works) during works • Mini competition (MC) to sign off each stage of each project with • Regular competitions selection assisted by outside framework residents
Task & Finish Group updates 1. ASB Review 2. Estate Services Review 3. Repairs and Maintenance 4. Workforce Development 5. Customer Services
ASB Review - The story so far and next steps • Two meetings held • ASB Policy Changes to be made for group to • Aims and Objectives review agreed • Group to discuss changes • Presentation given on • ASB Service Standard current arrangements and ASB • ASB Procedure • Community Safety • Recommendations made provided a presentation to TCC • Tenancy Agreement reviewed • ASB Policy Reviewed
Estate Service Review - the story so far and next steps • Two meetings held • Option Appraisal • Aims and Objectives • Estate Services agreed Assistant • Service Overview • Handymen Provided • Caretakers • Role of Estate Service • Costs Assistants discussed • Report to TCC February 2019
Repairs & Maintenance • 2 meetings of the group held • Opportunity for customers to offer their experience of the service • Updated the group on Repairs Direct Improvement Plan • Noticeable improvement in service delivery – but more to do • Detailed review of the current Repairs service offer and on future service offer • Will be represented to the group in mid-October • Submitted to TCC for approval
Workforce Development • New Council Values & Behaviors – Agreed September 2018 • Training Plan set out for Staff • Resident Involvement in Recruitment • Resident Involvement in Induction • Resident Attendance at Staff Conference • Next meeting 30 October – report back December 2018
Customer Services • 2 meetings held and group agreed terms of reference Members have influenced/provided feedback on: • The remit of the group – members asked to broaden out its role from complaints to include customer services • Draft Residents’ Charter – style and resident priorities/expectations • Anti-social behaviour – keen to understand links to complaints • General customer service – presentation on Customer Services Centre • Compensation policy recommendations
Residents’ Charter • Sets out two-way commitment between Housing Management and tenants/leaseholders • Encourages a culture of mutual trust and respect, partnership working and community cohesion • Links to RBKC’s new values - Putting communities first Integrity Respect Working together
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