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Meeting Actions

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Open Actions - to be carried across to Residents' Forum

Action Created Who?Action Needed By When completed
21/04/2010 Jenny DonaldsonImplement KPIs 1,2,5-8 as soon as possible. At 19/05/10 RWG noted that work was in hand, and first "real" numbers will be published in Oct 10

May 2010

Oct 2010
21/04/2010 Jenny DonaldsonSchedule Civica to carry out changes to UH reports to enable capture of KPIs 3 & 4 (communal repairs reported and closed at 1st visit) - update 19/05 - some IT issues, revisit in June Jun May 2010
21/04/2010 Aaike van RenssenSchedule discussion on anti-social behaviour for a future Residents Forum  - specifically - what are the criteria ISHA use to declare an incident "closed", and what are ISHA's standard penalties ongoing
21/04/2010 Jenny DonaldsonISHA to survey residents in older properties about security improvements, as part of creating improvement strategy July 2010
21/04/2010 Jenny DonaldsonISHA to report back to RWG on strategies for improving security and energy efficiency in older properties, to enable discussion on appropriate KPIS Aug 2010
03/02/2010 Jenny DonaldsonISHA to issue flyer with updated instructions to residents on how to report repair, what to expect, re-charge policy etc., to be issued at events. 
21/04 - this has been superceded by the need to re-write and publicise ISHA Service Standards, and will be included in that work. Hold action open until Service Standards reviewed by Residents		 Jul 2010
May 2010
15/09/2010 ISHA DevelopmentCommunicate status of communal Defects for a scheme to relevant TSM for inclusion in Estate Bulletins

15/09/2010 ISHA DevelopmentExamine the use of standard checklists to enforce a minimum standard of checking across all schemes

15/09/2010 ISHA DevelopmentModify welcome pack for first resident in a flat in a new build:
  • List of all Defects found in inspections
  • Status of all Defects - either resolved or with an action plan
  • Advice on doing their own checks and inspections ahead of the 1 month visit

15/09/2010 ISHA DevelopmentReinforce with contractors the importance of an effective appointments process for arranging visits to remedy Defects

15/09/2010 ISHA DevelopmentEnsure that information on specialist suppliers (e.g. for windows) will be given more prominence in the O&M manual handed over to ISHA Operations

15/09/2010 Jenny DonaldsonInvestigate a more pro-active process for checking the status of specialist suppliers during the maintenance life of a building

15/09/2010 Aaike van RenssenAsk Residents Forum for more Residents to be involved in the Design Forum
think this got done at September forum?
15/09/2010 ISHA DevelopmentLook at shortening the feedback cycle into the Design Brief (currently a year or more)

15/09/2010 ISHA DevelopmentLook at a two stage process for painting communal areas - base coat first, then finish coat at end of Defects Period after Residents have moved in.

15/09/2010 Jenny DonaldsonReview state of communal area decoration in new builds and possibly speed up cyclical redec if there is an issue

15/09/2010 ISHA DevelopmentInvestigate the two specific complaints about communal area paint finish in Shore Road and Kinver House

Completed Actions

Action Created Who?Action Needed by When Completed
15/09/2010 Julian Elveraise broader point about Continuous Improvement (and Resident visibility of) at Residents' Forum Resident's Forum September Resident's Forum September
19/05/2010
Write to all Residents who have complained about communal repairs to invite them to June meeting 11/06/2010
19/05/2010
Update website to reflect new plan for future meetings ASAP 05/06/2010
21/04/2010
Annotate KPI reports with number of residential units per area. All percentage measures to show volumes. May 2010
Complete 13/05/2010
21/04/2010
A future RWG to focus on Communal Repairs process 13/05/2010 19/05 - scheduled for Jun/Jul RWG
21/04/2010
Agree and publicise at least 3 dates for future RWG meetings, with themes where possible. 13/05/2010
19/05 - dates and themes agreed and published
21/04/2010
Create examples of the KPIs using historical data for Residents' Forum of 13/05 13/05/2010
Done at 13/05 RF
21/04/2010
Create update on Local KPIs for Residents' Forum of 13/05 13/05/2010 Done 12/05
03/02/2010
ISHA to sort with Connaught what they (Connaught) want on the follow-on card.
21/04 - this has been superceded by the need to re-write and publicise ISHA Service Standards, and will be included in that work.		 Q1 2010/11
Jul 2010
03/02/2010
ISHA to report back on progress with embedding new defects process into the repairs process. To be scheduled for a future RWG
03/02/2010
ISHA to issue updated repairs process map to take account of changes with service desk To be scheduled for a future RWG
03/02/2010
ISHA to suggest followup joint workshop with Connaught involving RWG. 21/04 - one ISHA/Connaught meeting has happened. JD will review with Connaught and identify future dates for a possible joint meeting. Jun May 2010
03/02/2010
JE to set up workshop re Local KPIs with Mark Slowikowski Meeting to be set and communicated by end Feb 2010 end Feb
10/12/2009
Produce document or diagram explaining repairs process
03/02/2010
10/12/2009
Draft first version of work plan and work approach
11/12/2009
 




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