1. Create a sub-group to review MKCC Caretaking and Cleaning Service
Brighton Eraki, Service Charge Accountant will lead the task and finish group. The first meeting will be Wednesday 23rd August 2023.

1. Service Charge and Rent definition approved
The group approved the definition for rent and service charge. It will be added to the website. It is a working definition, there is capacity to change the definition in the future.

2. Letter informing changes to leaseholder billing approved
The group approved the changes to billing for Leaseholders. Letters will be sent to all leaseholders and available on the website.

3. Building Insurance letter and process approved
Letter requesting policy details will be sent to all shared owners in due course.

- Update from Natasha Hutchin-Group Head of Finance
  (topics discussed included context, service delivery, contract management, complaints,  repair and maintenance consultation)
- Variable charges- definition, property hierarchy and block structures
- 10 steps of service charge from the repair to the charge described
- How do we organise the list of service charges-grouping together similar charges
- Cleaning and Caretaking Service Delivery
-  Apportionment video version 2
 

1. Leaseholder Certificate details online
Add details of leaseholder certificates online so many leaseholders can self-help.

2. Tenants service charge components online
Add proposed service charge components for tenants online rather than sending letters to all. Ask Communications to add on social media pages.

3. Caretaking and Cleaning working group to be formed
Create another working group that will deal with caretaking and cleaning charges and service standards.

4. Apportionment video approved
Group approved Apportionment video and it will be added to this webpage.

1. Leaseholder calendar change
The group agreed that MKCC put forward their proposal on the website and invite leaseholders to vote.

2. Full recovery option
The group decided not to have a wider vote on implementing full recovery. As they did not agree with the principle of full recovery and decided not to move forward with this option.

1. Definitions
Agreed that MKCC should provide a definition for approval at next meeting to include in the rents & service charge document and then posted to the Housing Consultation web pages.

2. Gas and electricity estimate data
The group agreed that the service charge estimate data for gas and electricity should be uploaded to the Housing Consultation website.

3. Apportionments of service charges #1
Agreed that apportionment of service charges, where possible can be resolved, and that a new tenants panel could be established to review any service charge queries raised by customers in the future.

4. Apportionments of service charges #2
Agreed the group will look at each service and decide the basis of apportionment. A starting point will be the number of units and be varied as found necessary. 

5. Full recovery of service charges
Agreed that MKCC can operate full recovery, with a vote being placed on the website to agree on the number of weeks which can be collected, after which MKCC will meet the shortfall.

6. Administration of sinking funds and reserve funds
Agreed that there was no point in MKCC approaching leaseholders to see if they wanted sinking funds to be established. Subject to further information being provided, it was thought that a single fund for tenants for each block would be better than multiple smaller funds. 

7. Leaseholder calendar changes #1
Those leaseholders present agreed that MKCC proposal made sense, and to implement as outlined, as it brought leaseholders service charges in line with tenants, which is part of this consultation.

8. Leaseholder calendar changes #2 - Regarding decisions to be made in respect to Consultation C affecting RTB Leaseholders only, the group thought that MKCC should come up with some proposals and consult leaseholders through voting on the Housing Consultation website.

1. Keep minutes format the same
Attendees were happy to keep the format of the minutes.  It was noted that as the project commences minutes may need to evolve.

2. Close membership of the group - Membership to the Service Charge Review group is now closed. Other residents can still comment or vote though our website on items requested by the group.

3. The right to have confidential meetings
We will along the principles of transparency so residents can monitor and influence progress through our webpage. Both the group and MKCC can request for aspects of meetings to be confidential. Particularly if it effects privacy and data protection.

4. High priority service charge items
Group will look at Electricity, Utilities and Management Fees as high priority. Items which are statutory and prescribed will be discussed on one meeting.

1. Accepting new group members
Group will be open to new members until the next meeting on 1 March 2023. Before the next meeting, the working group should be advertised online, by email, and by letter if possible.

2. Maximum group size
Group agreed that the maximum group size should not exceed 50 members.

3. Frequency of meetings
Initially monthly, but the group will remain flexible and the schedule of meetings will depend on the workload. At times, the group may need to meet every 2-3 weeks, some other times e.g., August, there may be fewer meetings.

4. How, when, and where to meet - Next time the meeting will be online via Teams, on the same day (Wednesday), at the same time (6.30pm-8.30pm). In the future, the meetings could be face-to-face at Civic (expenses to be covered).

5. Selecting the chair
Andy Hodgson to be the chair for now, and later the group may decide to change this.