1. Welcome
Richard opened the meeting and welcomed all members present. He also welcomed Patsy Clifford of Age Concern, Ross, and Susana Piohtee, Herefordshire Housing's Tenant Participation Compact officer. He then asked those present to check that their details on the mailing list were correct and the list was duly updated.

2. Apologies
Roy Adams, Mrs Halfpenny, Dave Morris, David Ayers, Jim Russell

3. Minutes of the Last Meeting
The minutes of the last meeting (6th Feb) were accepted as a true record of the proceedings.

4. Matters Arising from the Minutes

4. (a) Displaying Minutes
Eddie confirmed that when a Warden is absent, a copy of the meeting's minutes will be sent to the scheme's tenant representative, who can then put them on the notice board. He added that minutes should always be posted on scheme notice boards by the Warden and to let him know if this is not happening.

4. (b) Richard Weaver Court
No one was present from RWC to report on whether " slippery floor surfaces are still causing problems.

4. (c) Ballinger Court
The ramp has been done. Herefordshire Housing still getting quotes for alternative types of lighting.

4. (d) Innesfield
Regarding traffic calming, Eddie suggested that residents continue to pursue this matter with their local councillor. The Department of Transport - whose area this is - unbelievably they need 'proof of danger (accident good, fatality better!).

5. liaison Groups
Richard asked the meeting if any of the schemes have had Liaison meetings within the last month and if so could their representatives give feed back on them.

5. (a) Churchcroft
It was reported that their meeting was poorly attended, though well advertised. Also unsatisfying, as the officer attending was unable to answer the queries.

5. (b) Barklie Court
A similarly experience of an unsatisfying meeting was reported. Tenants need answers to their queries. When will the long neglected garden be prepared so that residents can begin their contribution of planting seeds etc ?

5. (c) liaison Groups - General Discussion
There was general agreement that to encourage more tenants to attend their meetings, they need to feel 'they are getting something out of it'.
Eddie informed the meeting that all minutes are distributed to the local beat officer, Councillor and relevant housing technical officer.

It was reported that Technical Officers have not been regular attendees at some of the meetings, for some time. The Group unanimously agreed that the attendance of Technical Officers was crucial to the success of Liaison Group meetings, and was suggested that SHTUG write to Helena Kirk, Director of Operations regarding this matter. Richard said he would speak to Helena, on behalf of SHTUG.

Eddie agreed to investigate other areas of dissatisfaction with Liaison Group Meetings

Richard asked the meeting to monitor their Liaison meetings and report back to SHTUG.

6. Tenant Participation Sub-group
Group member Margaret Valleley, and Tenant Participation Compact Development Officer, Susana Piohtee, went though some of the matters currently under discussion for the SHTUG compact. Eddie Compact helped to clarify some matters. The meeting was impressed with the progress made by the sub-group and they were given the meetings approval to incorporate the following points into the Compact.

6. (a)Warden Services:
Eddie informed the group that by 1st April there will be a full complement of wardens, which would mean less concern about some wardens constantly being absent from their own schemes because they are acting as 'standbys' for those schemes currently without wardens. However, he pointed out that a standby system would always be needed to cover warden holidays and/or sickness, unless an additional member of staff was employed as a 'spare' warden - in which case residents would have to pay more for their services.

It was agreed that:
. The Tenants Federation (HTF) and SHTUG could hold a copy of warden job descriptions (their official contract of employment), and that this should be made available to any resident on request.

. The current 'list of warden tasks' posted on scheme notice boards, needs to be updated.

. It is one of the warden's tasks to settle in and 'brief' new residents, and introduce them to their scheme SHTUG representative.

6 (b) Master Keys
The holding of master keys by wardens cropped up again - with Eddie explaining that only in City Schemes do wardens have master keys, and that residents who wish to install their own security systems are required to sign a standard letter drawn up by Herefordshire Housing

In rural schemes, master keys do not exist, and tenants are asked to hand the copy of their key to the warden; however they are not obliged to do this should they wish not to.

6. (c) Pets
Eddie to send sub-group a copy of the standard letter sent to tenants who apply to keep a pet.

6. (d) Anti-Social Behaviour/Neighbour Nuisance.
Eddie explained the procedure:

. Always give 'talking to your neighbour' a chance.
She/he might not realise his/her behaviour is causing a problem for somebody.

. If you have no luck with this, let your warden know about the problem, in the hope that s/he will be able to mediate.

. If this fails, a special 'neighbour nuisance complaints form' is completed and signed by the complainant. The individual causing the alleged 'problem' is informed that a formal complaint has been made.

. If this still has no effect, the Sheltered Scheme Housing Officers (Tim Bray and/or Eddie Clarke) will step in. At this stage, professional mediation could also be offered.

. If the complained-about behaviour continues, and it is considered appropriate, legal action will be commenced by Herefordshire Housing. This would involve Herefordshire Housing's Anti-social Behaviour Team, and could possibly require residents to act as witnesses. Herefordshire Housing recognises that this can be a stressful experience, and is considering the possibility of using 'professional witnesses'.

6. (e) Visitor Accommodation
The group was in general agreement that it is important that dedicated visitor accommodation will not be used for anything that would prevent its use for visitors should the need arise.
Susana asked the group to give more thought to what might need to happen for this to be assured.

6. Treasurer's Report
Margaret Valleley reported that we now have £87.00 in the fund.

7. Talk - Age Concern, Ross
Patsy Clifford, Age-Concern outreach worker for Ross, gave an extremely interesting talk about the services offered by her organisation - which include the following:

. Befriending Scheme - for those who are isolated and/or unable to get out.

. Data link - in which essential personal and medical details are kept within a capsule in fridge and notification of this is displayed so that in an emergency it can be found easily.
(Eddie to check that all wardens are aware of this)

. A ten-year fire alarm. Fire Service will fit for free, and do a security check on the house.

. Health Through Warmth Scheme - NHS sponsored, and aimed at all those who have difficulty in heating their homes. Free help with installing additional heating resources.

. Acting as advocates for individuals - to generally ensure their needs are met.

Their offices in Gloucester Road in Ross-on-Wye are open Monday to Friday 9.30 - 12.00; and they have a 24 hours answer phone service Telephone 01989-763887

They are always willing to visit people in their own homes to talk about benefits (many unclaimed)/ health and safety issues/ and such like.
They work in partnership with WRVS/ who already provide numerous services.

Patsy offered to do similar talk for all the Liaison Group meetings in Ross area/ and suggests that Robin - from Herefordshire Age concern/ would do it for Hereford Schemes. She would also be happy to hold surgeries in Scheme communal rooms. Eddie to liase with her.

8. Any Other Business

8. (a) BTNET Application
The Group voted to go ahead with a BTNET application for a free computer for their group in order to make it much easier for Shirley to do the groups minutes and letters on behalf of the group. It was agreed that the resulting £10 monthly payment (for the first year?) for unlimited internet access was good use of the group's funds.

8. (b) Southgate Court
Menai reported that Eileen Houghton has stood down as the scheme representative, and said she was unclear about whether Robert Downey is still acting as a representative. Mrs Peggy Cavana has agreed to take over from Eileen/ and was welcomed by the group. Menai has offered to support her and attend SHTUG meetings/ at least during the summer.

8. ( c) Churchcroft
It was reported that the security system for the external doors could hinder emergency entrance (by those without keys?) in the case of there being nobody inside in a position to reach the 'open sesame' buzzers.

8. (d) Brierley Court
Mr and Mrs Cartwright reported that Brierley Court was left without a warden visit for one whole day. Eddie agrees this should not have happened and will investigate.

8. (e) Disreali Court
Mrs Walsh was concerned that damage caused to the paintwork by manoeuvring her wheel chair within too small a space might be charged to her. Eddie assured her that in such an instance a resident would not be held liable.

8. (f) Audio Minutes
Mrs Peggy Cavena made a request for audio minutes.
TP Team to arrange.

8. (g) Speaker for the next meeting
Members agreed that they would like to invite either Chief Executive Tony Jaques, or Director of Operations, Helena Kirk

Richard thanked Margaret Valleley and Sheila and Derek Neville for hosting the meeting at Penyard Gardens.

9. Date and Venue of next meeting
By unanimous agreement it was decided that the
next meeting will be followed by an Easter Lunch (at a cost of £2.30 per person to be paid on the day)

The venue will be Ryefield Centre in Ross. 3rd April 2003, 10.30 am. Twenty-seven booked. Jean Fishpool requested that those representatives not present, contact her as soon as possible if they want to come.