Agenda and minutes

Venue: Committee Rooms, 2nd Floor, West Wing, Guildhall

Contact: Julie Mayer
tel.no.: 020 7332 1410  Email: Julie.Mayer@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Alex Bain-Stewart, Chris Punter and Philip Woodhouse.

 

It was proposed and moved that Deputy John Barker take the Chair.

 

 ...  view the full minutes text for item 1.

2.

Members' Declarations under the Code of Conduct in respect of Items on the Agenda

Minutes:

There were no declarations.

 ...  view the full minutes text for item 2.

3.

Chairman

To appoint a Chairman in accordance with Standing Order 29.

 ...  view the full agenda text for item 3.

Minutes:

The Committee proceeded to elect a Chairman, from the non-resident Members of the Committee, in accordance with Standing Order No. 29.  A list of Members eligible to stand was read and Mr Gary Moore, being the only Member expressing a willingness to serve, was duly elected Chairman for the ensuing year and took the Chair.

 

 ...  view the full minutes text for item 3.

4.

Deputy Chairman

To appoint a Deputy Chairman in accordance with Standing Order 30.

 ...  view the full agenda text for item 4.

Minutes:

The Committee proceeded to elect a Deputy Chairman, from the non-resident Members of the Committee, in accordance with Standing Order No. 30.  Two Members expressed a willingness to serve and statements in support of their nominations had been circulated to Members prior to the meeting.

 

There was therefore a Ballot and the result was:

 

  • Ann Holmes 8
  • Michael Hudson - 5

 

Ann Holmes was therefore declared as Deputy Chairman for the ensuing year.

 

 

 ...  view the full minutes text for item 4.

5.

Order of the Court pdf icon PDF 32 KB

To receive the Order of the Court of Common Council dated 23rd April 2015.

 ...  view the full agenda text for item 5.

Minutes:

The Committee received the Order of the Court of Common Council, dated 23 April  2015.

 

 ...  view the full minutes text for item 5.

6.

Minutes of the Previous Meeting pdf icon PDF 253 KB

To improve the public minutes and summary of the meeting held on 16 March 2015.

 ...  view the full agenda text for item 6.

Minutes:

RESOLVED, that:

The public minutes and non-public summary of the meeting held on 16 March 2015 be approved. 

 

Matters arising

  • In respect of Bicycle storage, the Chamberlain had offered to investigate whether different terms could be made available, in order to reduce the payback period.  This information was not available and Members asked if it could be followed up promptly. 

 

  • The Chairman agreed to add an outstanding actions list, as is the practice with some other Committees, in order to track outstanding references from the Minutes. 

 

 

 ...  view the full minutes text for item 6.

7.

Update report pdf icon PDF 278 KB

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 7.

Additional documents:

Minutes:

The Committee received a report of the Director of Community and Children’s Services, which updated Members on issues raised by the Barbican Estate Residents’ Consultation Committee (RCC) and Barbican Residential Committee (BRC) at their meetings in March 2015.  It also provided updates on other issues on the estate. 

 

During questions, the following matters were raised/noted:

           

  • The public lift (Moor Lane).  Members noted that this fell within the remit of the City Surveyors’ Department and was often raised by the Planning and Transportation Committee as a result of communication from the Barbican Association. 

 

  • Current take up from the new pay-by-phone car parking system was just over 50%.

 

  • Residents would receive an update on the TV installation and free installation would be available until the end of June.

 

RESOLVED, that:

The Update Report be noted.

 

 ...  view the full minutes text for item 7.

8.

Service Level Agreements Quarterly Review pdf icon PDF 85 KB

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 8.

Additional documents:

Minutes:

The Committee received a report of the Director of Community and Children’s Services, which provided Members with an update on the review of the estate wide implementation of Service Level Agreements (SLA’s) and Key Performance Measures (KPI’s) for the quarter January to March 2015.

 

Members noted that the Estate Office was working with the RCC’s SLA Working Party to review the SLA booklet, including the use of terminology.

 

RESOLVED, that:

The SLA quarterly review be noted.

 

 ...  view the full minutes text for item 8.

9.

Barbican Area CCTV pdf icon PDF 1 MB

Report of Town Clerk (Assistant Director Safer City Partnership).

 ...  view the full agenda text for item 9.

Additional documents:

Minutes:

10.

Roof Apportionments for Ben Jonson and Breton Houses pdf icon PDF 167 KB

Report of the Director of the Built Environment.

 ...  view the full agenda text for item 10.

Additional documents:

Minutes:

The Committee considered a report of the Director of Community and Children’s Services in respect of the final apportionment of cost between qualifying Leaseholders and the City of London Corporation, in relation to the roof repairs at Breton and Ben Jonson Houses.  Members noted an update to the report, whereby the refunds would apply to the September 2015 service charges, not March 2015.

 

          RESOLVED, that:

 

1.       The final apportionment of costs for roofing repairs at Breton House be approved; i.e. 76.93% to the City and 23.07% to qualifying Long Leaseholders.

 

2.       The final apportionment of costs for roofing repairs at Ben Jonson House be approved; i.e. 72.74% to the City and 27.26% to qualifying Long Leaseholders

 

 

 ...  view the full minutes text for item 10.

11.

Garchey 5 Year Review pdf icon PDF 254 KB

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 11.

Minutes:

The Committee received a progress report of the Director of Community and Children’s Services in respect of the Garchey Waste Disposal System.  Members were reminded that a Working Party of Officers and Residents had been set up in October 2011 to carry out a review of the Garchey System.

 

RESOLVED, that:

 

  1. Subject to any change on the legal position (with regard to access into properties) or a change in the financial position or in parts availability, the removal of the Garchey System be deferred and a further review be carried out in 5 years.

 

  1. The Barbican Estate Office develop a methodology to record Garcheys that have been removed but not on records held by the Estate Office and the Barbican Estate Residents Consultation Committee and the Barbican Residential Committee receive a further update in 2 years. 

 

 

 ...  view the full minutes text for item 11.

12.

Progress of Sales and Lettings pdf icon PDF 94 KB

Report of the Director of Community and Children’s Services

 ...  view the full agenda text for item 12.

Minutes:

The Committee received a progress report of the Director of Community and Children’s Services which advised Members of the sales and lettings which had been approved by officers since the last meeting. 

 

RESOLVED, that:

The progress of sales and lettings be noted.

 

 ...  view the full minutes text for item 12.

13.

Minutes of the RCC pdf icon PDF 134 KB

To receive the draft minutes of the RCC meeting held on 18th May 2015.

 ...  view the full agenda text for item 13.

Minutes:

The draft minutes of the Meeting of the RCC on 18th May were received.

 ...  view the full minutes text for item 13.

14.

Questions on Matters Relating to the Work of the Committee

Minutes:

In response to a question about a letter which some residents had received from Riverside Environmental Services, the Assistant Director advised that this company had approached Property Services at the City of London Corporation.  The company would be conducting a water assessment, mainly for tanks and plant rooms but were also seeking to survey 10% of flats on the Estate.  The Chairman asked that residents be made aware of this via the usual communication channels.

 

 ...  view the full minutes text for item 14.

15.

Any other Business that the Chairman considers Urgent

Minutes:

A Member raised a query on behalf of a resident, whose flat had been subjected to water damage and had been advised to make an insurance claim for subsequent redecorations.  Members were concerned that the onus should fall on the resident, if the damage had been as a result of a defect and therefore the responsibility of the City of London Corporation. 

 

          The Assistant Director advised that there was a process in place for claiming under Royal Sun Alliance. If a claim was the responsibility of the City of London Corporation, then the Insurance Team within the Chamberlain’s Department would process it. 

 

          Members felt that residents should not be inconvenienced when making claims and, whilst accepting that the estate office would provide assistance, the process needed some clarity.

 

          Officers advised that they had been working with the Chairman of the RCC on a number of insurance matters and would provide an update report to Committee. 

 

 

 ...  view the full minutes text for item 15.

16.

Exclusion of the Public

MOTION – That under Section 100(A) of the Local Government Act 1972, the public be excluded from the meeting for the following item(s) on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of the Schedule 12A of the Local Government Act.

 ...  view the full agenda text for item 16.

Minutes:

17.

Non-Public Minutes

To approve the non-public minutes and summary of the meeting held on 16th March 2015.

 ...  view the full agenda text for item 17.

Minutes:

The non-public minutes of the meeting held on 16 March 2015 be approved. 

 

 ...  view the full minutes text for item 17.

18.

Arrears Report

Report of the Director of Community and Children’s Services.

 ...  view the full agenda text for item 18.

Minutes:

The Committee received a report of the Director of Community and Children’s Services.

 

 ...  view the full minutes text for item 18.

19.

Non-public questions on matters relating to the work of the Committee

Minutes:

There were no questions.

 

 ...  view the full minutes text for item 19.

20.

Any other Business that the Chairman considers urgent and which the Committee agrees should be considered whilst the public are excluded

Minutes:

There was one item of urgent business.

 ...  view the full minutes text for item 20.