Agenda and minutes

Joint Extra Care Housing Management Board
Tuesday, 25th September, 2012 4.00 pm

Venue: Committee Room 1 - Wyvern House, The Drumber, Winsford, CW7 1AH. View directions

Contact: Rachel Graves  Democratic Services Officer

Items
No. Item

1.

Appointment of Chairman and Vice Chairman

Minutes:

In accordance with the Constitution for the Joint Extra Care Housing Management Board, a Member would cease to be a member of the Board if they ceased to be a member of the Authority’s Cabinet/Executive that appointed them. 

 

Following changes in the membership of Cheshire East Council’s Cabinet, Councillor Roland Domleo was no longer a member of the Cabinet and Councillor Janet Clowes had been appointed as the Health and Adult Social Care Portfolio Holder.

 

It was proposed and seconded that Councillor Clowes be appointed as Chairman and Councillor B Dowding as Vice Chairman of the Joint Extra Care Housing Management Board.

 

As the Chairman had given apologies and the Vice Chairman was not present at the commencement of the meeting, it was agreed that Councillor L Ford would take the Chair.

 

RESOLVED:

 

That Councillor Janet Clowes be appointed as the Chairman and Councillor Brenda Dowding be appointed as Vice Chairman of the Joint Extra Care Housing Management Board.

 

2.

Apologies for Absence

Minutes:

Apologies were received from CouncillorJ Clowes.

3.

Declarations of Interest

To provide an opportunity for Members and Officers to declare any disclosable pecuniary and non-pecuniary interests in any item on the agenda.

Minutes:

No declarations were made.

4.

Public Speaking

Members of the public wishing to address the Joint Extra Care Housing Management Board on reports contained within the agenda for the meeting shall be given the opportunity to do so subject to:-

 

1          the opportunity being extended to one person to speak in support of each agenda item and one person to speak against each agenda item when called to do so by the Chairman;

 

2          an indication of the desire to speak on the agenda item being made by the person just prior to the meeting and the name supplied to the Democratic Services Officer in attendance. The first person registering to have precedence in the event of more than one person wishing to speak either for or against the agenda item;

 

3          each person addressing the Joint Extra Care Housing Management Board being limited to three minute speech;

 

4          an opportunity being provided for an expression of a contrary view, even though no prior notice has been given, when a member of the public has spoken for or against the item;

 

5          in the event of the person having registered to speak on an agenda item not wishing to take up their right to speak on the agenda item because it was deferred, the person will automatically be given the right to speak on the agenda item at the next meeting of the Joint Extra Care Housing Management Board;

 

6          the Chairman of the meeting having discretion to rule that a person wishing to address the meeting shall not be heard if, in his/her opinion, that issue or the organisation or the person wishing to make representation on that issue has received an adequate hearing.

Minutes:

There were no members of the public present.

5.

Minutes of Previous meeting pdf icon PDF 63 KB

To approve the minutes of the meeting held on 28 September 2011 as a correct record.

Minutes:

It was noted that the Joint Extra Care Housing Management Board had not met in March 2012 as there had been no business to discuss.

 

RESOLVED:

 

That the minutes of the meeting held on 28 September 2011 be approved as a correct record.

6.

PFI Extra Care Housing Annual Report 2011/12 pdf icon PDF 57 KB

To consider the PFI Extra Care Housing Annual Report for 2011-12

Additional documents:

Minutes:

Consideration was given to a report on the operational performance for 2011/12.

 

The five PFI Extra Care Housing Schemes were all opened in 2009 and were run by Avantage.  Catering and Care was managed by separately by the two Councils.

 

The report used data sourced from Avantage’s monthly reports and covered the period April 2011 to March 2012.

 

The report gave details on the unitary charge and deductions, tenure, community balance, occupancy and voids, waiting lists and the key performance indicators for each scheme.

 

RESOLVED:

 

That the contents of the Annual Report 2011/12 be noted.

7.

Avantage Annual Customer Survey 2012 pdf icon PDF 176 KB

To consider a report on the results of Avantage’s third Annual Customer Survey, which was carried out in the first two months of 2012

 

Minutes:

Consideration was given to a report on the results of the third Annual Customer Survey.

 

Avantage were contracted to carry out an Annual Customer Satisfaction Survey covering all aspects of living in Extra Care Housing.  The survey had been carried out during January and February 2012.

 

A total of 408 questionnaires were sent out, with 193 being returned.  A high satisfaction rate was achieved in most areas.  The overall satisfaction rate had decreased slightly from 93.7% in 2011 to 93.2% in 2012.

 

It was suggested that the Survey results be forwarded to the Local Ward Members for information.

 

RESOLVED:

 

That the results of the third Annual Customer Survey be noted.

8.

Annual Financial Report for 2011/12 pdf icon PDF 77 KB

To consider a report on the financial position in relation to the PFI contract

Minutes:

Consideration was given to a report on the financial position and Reserve in relation to the PFI contract. 

 

The purpose of the Reserve was to smooth out timing difference over the 30 year period of each PFI agreement.  These relate to timing differences between the receipt of funds by the Council and the amounts released by the Councils towards Council towards the monthly Unitary Payments. 

 

The Reserve had been left untouched during 2011/12 as the timing of transactions coupled with very low interest rates meant there was no in year surplus to be invested.  Any surplus balances in the reserve were invested and carried forward to cover the projected deficits in future years, with the Reserve ultimately balancing to zero when the agreement ended.  The current reserve balance was £1,551,000.

 

The current position masked underlying potential problems that would occur going forward. The main areas of concern were the affordability issues being experienced by both councils in respect of Adult Services overall and therefore the ability to make anticipated contributions to the Reserve in the short term.

 

The current economic climate with the consequential effect on interest rates would also affect the Reserve going forward.  Interest was planned at 4.5% per annum on invested funds, whereas the current rates generated little in excess of 0%.  If the current position continued in the longer term this would have a material adverse effect on the Reserve. 

 

At this point (and in the short term going forward) the Reserve was healthy when compared to previous estimates and therefore no immediate action was recommended.  

 

RESOLVED:

 

That the contents of the Finance Report be noted.

9.

Management and Governance of Extra Care Housing pdf icon PDF 58 KB

To consider a report seeking approval for the execution of an agreement documenting the roles and responsibilities of each Council in relation to the management and governance of the PFI Contract.

Minutes:

Consideration was given to a report seeking approval for the execution of an agreement documenting the roles and responsibilities of each Council in relation to the management and governance of the PFI Contract.

 

Originally the governance arrangements were designed mainly to deal with the procurement of Round 5 PFI Schemes.  When the funding for schemes was withdrawn, the Board accepted a recommendation for a document of a governance regime in an inter authority agreement.  A draft Inter Authority Agreement had been agreed by the Joint Officer Board and authority was sought for the execution of the Agreement by the respective Councils.

 

It was agreed that the Agreement be shared with the respect Cabinet and Executive Member prior to it be signed off.

 

RESOLVED:

 

That each Council sign the Inter Authority Agreement detailing the parties duties and responsibilities in relation to the management and governance of the existing PFI Extra Care Housing.

 

10.

Change Of Contract Orders 2011/2012 pdf icon PDF 59 KB

To consider a report on a Change Of Contract Order agreed with Avantage during 2011/2012

 

 

Minutes:

Consideration was given to a report on a Change of Contract Order affecting Cheshire East schemes only, which was agreed with Avantage during 2011-12.

 

The Change of Contract Order covered the purchase, installation and maintenance of automatic door openers for 142 apartments – 75 at Beechmere, 32 at Oakmere and 35 at Willowmere.

 

RESOLVED:

 

That the Change of Contract Order for Cheshire East schemes be noted.

11.

Exclusion of the Press and Public

The report relating to the remaining item on the agenda has been withheld from public circulation and deposit pursuant to Section 100(B)(2) of the Local Government Act 1972 on the grounds that the matters may be determined with the press and public excluded.

 

The Committee may decide that the press and public be excluded from the meeting during consideration of the following items pursuant to Section 100(A)4 of the Local Government Act 1972 on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972 and public interest would not be served in publishing the information.

 

 

 

 

Minutes:

RESOLVED:

 

That the press and public be excluded from the meeting during consideration of the following item pursuant to Section 100(A) of the Local Government Act 1972 on the grounds that they involved the disclosure of exempt information as defined in Paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 and public interest would not be served in publishing this information.

 

12.

Avantage Insurance Sharing

To consider a report on an anomaly in the contract documents and the proposed compromise

 

Minutes:

Consideration was given to a report outlining an anomaly in the contract documents and the proposed compromise.

 

RESOLVED:

 

That the recommendations as set out in the report be approved.