All staff please note Date ACTION completed refers to when the requested action is done (or planned to be done if outstanding) not this form is filled in.
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Ref & Date Outstanding actions raised |
Action |
Officer |
Response including what is completed & outstanding |
Is Action Completed or Outstanding? |
Date Action completed or planned completion date? |
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{Designated officer >>>>>>>>>>>>>> |
>>>>>>>>>>> |
>>>>>>>>>>>} |
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NA1 |
Confirm to North Area Panel how lighting in common areas is paid for and provide confirmation on disparity between leaseholders and those in social housing paying different amounts for this (and other utilities in the same building) |
Justine Harris/ Shah Rahman |
Electricity charges for both tenants and leaseholders are calculated using the same datasets, however, there is a timing difference. Leaseholders are charged a year in arrears based on actual costs for the year as per the lease. Tenants are charged weekly as per the Tenancy Agreement with charges based on estimates done at budgeting setting the year before. This is based on an average of the previous 2 years with any known inflation assumptions added – this causes a difference between the charges. In the 24/25 budget report, there is a commitment to review the dataset, to ensure accuracy and timeliness of information used to set the charges. |
Complete |
13/05/24
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NA2 |
Provide update regarding ‘abandoned’ scaffolding and maintenance/repair works on Bates Estate |
Grant Ritchie/ Geof Gage |
I’m sorry but I cannot provide a comprehensive response without some details as to the location. At the time of writing, we have one scaffold erected on the Bates Estate which is in use. |
Outstanding |
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NA3 |
Provide update regarding new/outstanding EDB bids for Coldean (separate from Youth Club) |
Keely McDonald |
Please see table below. |
Complete |
20.5.24 |
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NAO4
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Grass cutting and overgrowth management in and around Sylvan Hall. Confirmed by RA as progressed but not fully complete as of 19.03.24 |
Robert Walker |
Sylvan Hall is in a schedule of grass cutting and is completed with other housing sites in the area. The frequency of visits has reduced but this is in keeping with all housing sites in the area. |
Complete |
20.5.24 |
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NAO5 04.12.23 |
(Previously NA10 at 04.12.23) Camera works on Bates estate need to be actioned. The contract for the mobile CCTV cameras allows the cameras to be moved every 6 months. – confirmation at the 19.03.24 panel that an EET visit would be taking place in April and they would be moved. |
Justine Harris/ Chloe McLaughlin |
The CCTV camera meeting is taking place on 15.05.24 to determine the location of new cameras. Bates Estate is on the list to discuss. Since November there has been a significant reduction in fly tipping and this has also been confirmed by City Clean who are responsible for the fly tipping by the on street bins. Chloe is chasing up the installation of the signage and will confirm verbally this has been completed. |
Complete |
13.5.24 |
|
NAO6 |
General communication and engagement between RA’s and CityClean regarding availability and responses to queries. |
Hannah Barker/ Johnathan Pyle |
The Resident Only meeting chairs (including Des Jones and Ian Knowles from the North area) from all 4 Housing Areas met on 11th April with Hannah Barker and Jonathan Pyle. Together we reviewed an update on the City Clean process. The meeting agreed that the form could be used by all tenants' groups to support them and tenants to report issues to City Clean. The form has been distributed to all listed chairs and secretaries and all our involved residents. |
Complete |
25th April 2024 |
|
NAO7 |
Ascertain which department has the responsibility for blocked drains/gulleys in Hollingdean. Verbal update provided by Grant Ritchie regarding separation of responsibility for maintenance/ cleaning at 19.03 Panel – still unclear as to responsibility for specific ‘trouble spots’ - ongoing. |
Grant Ritchie/ Mikila Beck |
Drains and gullies that are in the highway are managed and maintained by highways colleagues. Drains and gullies located on housing land are managed and maintained by repairs and maintenance. If the enquirer could provide details on the location of the “trouble spots” we can investigate further. |
Complete |
10/05/24 |
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NAO8 |
Update the panel on the availability of skips from the authority for waste disposal (Bates Estate waste amnesty). Verbal update provided by Justine Harris at 19.03 Panel – ongoing as unresolved issues around misuse of skips. |
Justine Harris/ Chloe Mclaughlin |
Following the success of the waste amnesty in Whitehawk last year, there will be a further waste amnesty later this year at Bates Estate. Skips are not used due to the misuse by non residents being able to throw rubbish in them causing more waste to be collected and filling them up so residents cannot use them. Instead there will be allocated areas where items can be left on the day of the amnesty so that the cage trucks are able to collect easily. This limits the encouragement of fly tipping from people not living on the estate. |
Complete |
13.5.24 |
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NAO9 |
Questions raised by Hollingdean RA – regarding grass cutting and overgrowth management in and around Hollingdean. Verbal brief provided by Cllr Sheard regarding policy decision to re-introduce glyphosate. Sylvan Hall RA requests an answer in writing on policy decision regarding ability of Central Government to step in on policy proposals - ongoing. |
Robert Walker |
City Parks can confirm that they will not be using glyphosate for general weed control, however, in some circumstances, we will use it for stump killing and the control of invasive weed for example Knotweed.
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Complete |
20.5.24 |
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NAO10 |
Outstanding works at Coldean Youth Club. Verbal update from Coldean RA regarding works completed, general repairs and maintenance complete or underway. Points raised regarding heating being incomplete and therefore action is still ongoing. Note – RA is still paying rent and unable to use property. Ongoing. |
Grant Ritchie/ Geof Gage/ Robert Mabey |
The repairs work is complete.
Our Heating and Hot Water contractor, PH Jones, do not have this property on their list of assets requiring works. Please contact us to discuss the heating issue. |
Ongoing |
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*Detail NA3:
|
Main Bids |
North |
22/23 Main bid |
Coldean |
Insulation and new heating to Coldean community building |
Approved April 22 - North panel. Referred to HIAMS for additional repairs work |
£ 9,192.22 |
|
Quick Bids |
North |
Jun-23 |
Coldean Independents |
Install X 2 Noticeboards |
Noticeboards ordered waiting to be installed |
£ 1,000.00 |
|
Main Bids |
North |
Oct-22 |
Highfield Road, Coldean |
Excavate and install new block and slab steps with handrail, and a bench at the top of the pathway. |
Approved Oct 22. KP to negotiate to ensure comes in at or under bid value |
£ 3,657.06 |