Minutes of ACF Meeting
Thursday, 15th October 2009
Southwick Green Communal Lounge, Southwick

Present: -  Wendy Farmer (Chair), Bruce Andrews, Ruth Andrews, Fred Bathurst, Rose Boden, Bill Bone, Basil Canivet, David Guy, William Guy, Paula Kinsella, Elsie Kitson, Sue Lane, Bob McClellan, June Molton, Tony Morris, Bridget Orman, Sylvia Page, Tanya Page, Ron Pope and Edna Wye.

ADC: Barry Maxey (Tenant Participation Officer).

• Welcome and introductions

Wendy welcomed everyone to the meeting.

• Apologies

Apologies were received from David Donaldson, George Jones and Sue Holland. 

Sue Lane announced that Stan Reed has retired from the ACF and that his place will be taken by Basil.  On behalf of the ACF, Wendy thanked Stan for his support and everyone wished him well for the future.       

3.         Minutes of the last meeting 17th September 2009

The minutes were agreed. 

4.         Matters arising

• The Whitelot Residents’ Association has written to the council to establish ownership of the entrance road to the council garage compound and to determine responsibility for repairing the road surface. 
• A deposit has being paid to the Southwick Community Centre to book the Barn Theatre for the ACF Christmas Social.  It was also agreed to ask Mo’s Diner to quote for the catering and to book a disco for the evening, with music to suit all age groups, at a cost of £175.  

Action:           BM to get quote for catering.
ACF Social Committee to book disco.

5.         Treasurer’s report

Ruth said two £10 payments have been made to prize winners of Forum competitions, leaving ACF funds of £2,623.17.      

6.        Bids for environmental improvements

There were no bids for environmental improvements grants but it was agreed to draw up a list of areas where replacement trees and shrubs are required.

Action:           BM to compile a list of requirements.
7.         Encouraging involvement of young people

This item was put on the agenda at the request of Sue Holland who unfortunately was unable to attend the meeting because of illness.  It was therefore decided to hold over discussion on this until the next meeting.

8.         Cabinet Agenda

The Cabinet meeting for 20th October has been cancelled, as there was only one item on the agenda.

9.         Reports of the Sub-Committees

i)          Compact Monitoring Group

The Management Committee discussed this at their last meeting and agreed to list any issues in the Compact that they feel are not being achieved.  Ruth suggested four items, including placing more emphasize on the Compact at the time of sign-up.

Wendy expressed surprise that the clause on obtaining permission for keeping pets in houses has remained unchanged in the new Conditions of Tenancy and said she would raise this again with the council.    

Action:          Management Committee and Compact Monitoring Group members to identify areas not being achieved.
WF to follow up concerns about Conditions of Tenancy.

• The Forum

The next meeting will be on 29th October.  Contributions are welcomed from both residents’ associations and individuals.

Action:          All to consider whether they have items to contribute to the newsletter.

• Adur Leaseholders’ Forum

Bill reported that there have been no meetings of ALF since his last report but that the next meeting will be held at the ACF Office on 4th November at 2.15pm.  

• AiP

Ruth said the next meeting of AiP will be on 21st October when grant allocations for the next couple of years will be discussed.        

10.       Local Offices

The future of the Local Offices will now be discussed by the Joint Overview and Scrutiny Committee on 3rd November and a decision will be taken on the proposals to close the offices by the Joint Strategic Committee on 18th November.  These committees consist of both Adur and Worthing councillors because of the implications for Financial Services but only Adur councillors will vote on the future of the Local Offices.

Having had an opportunity to discuss the matter with local residents since the last ACF meeting, members feel there is growing opposition to closing the Local Offices.  Some residents feel that it is impractical for them to get to the Civic Centre, both in terms of costs and the lack of suitable public transport.

Tony gave examples of a couple of recent incidents where he felt that having staff based in the community had diffused difficult situations  before they got out-of-hand.  It was also suggested that the national trend is now is for councils to have more local offices and that this is something that Adur Council has previously promoted.

Members were of the opinion that alternatives to the complete closure of the offices have not been fully explored by the council and that the ACF has a responsibility to question these proposals.  Various options were discussed for ways in which the ACF and individuals could make their views known.

A copy of the report will be sent to all ACF members for their comments.

Action:           BM to send a copy of the committee report to all ACF members.

11.       Any Other Business

• Fred asked who is responsible for dealing with anti-social behaviour, as he had recently been told by a police office that it is the responsibility of the council.  Barry advised that incidents can be reported to the Council’s Community Safety Officer, as the council and police work closely together on this but that acts of criminal damage should be reported direct to the police.
• Barry mentioned an offer from the Sussex Probation Service to give a free presentation on sentencing and community orders but it was decided not to take this up.  
• Fred mentioned that despite assurances that the gas contractors are putting stickers on boilers to remind tenants of the date of servicing, the one on his boiler is from the previous contractor in 2006.

Action:           BM to inform the Council’s Maintenance Manager.

• The evening raffle raised £22.00 for ACF funds.

12.       Date of next meeting

To be arranged, depending on what items are on the next Cabinet agenda.