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 Fiona Lean (Ben Jonson House); Jane Smith (Barbican Association); Randall Anderson (Shakespeare Tower); David Graves (Seddon House), John Tomlinson (Cromwell Tower) and Ann Holmes (Deputy Chairman of the Barbican Residential Committee (BRC).

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

2.

Declarations by Members in respect of items on the Agenda

Minutes:

There were no items.

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

3.

Minutes pdf icon PDF 321 KB

To agree the minutes of the Barbican Residents’ Consultation Committee (RCC) held on 7th September 2015.

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

Minutes:

The minutes of the meeting held on 7th September 2015 were approved, subject to an amendment to paragraph 5, as follows:

 

‘…..astonished at the length of time’ and not ‘disappointed’.   The Frobisher Crescent representative suggested, and the Committee agreed, that this was a more fitting description, given that the drainage works at Frobisher Crescent had taken 2 years to resolve.  

 

The Assistant Director advised that the works would start on site next week.

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

4.

'You Said: We Did' : Actions List pdf icon PDF 172 KB

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

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

Minutes:

 The Committee received the ‘You Said; We Did’ Actions List, covering actions from the September 2015 Meeting and other outstanding matters.  During the discussion, the following matters were raised/noted:

 

  • The Bunyan and Bryer Court representatives offered to work with the Estate Office on the forthcoming survey on the Beech Gardens fountains and timings and officers would provide an interim update on the lighting in this area. 

 

  • The redecorations at Frobisher Crescent remained outstanding and there would be an update in the next edition of ‘You Said;We Did’

 

  • An analysis of the associated water penetration works orders for 2014/15 at Andrewes House as well as Ben Jonson House was taking longer than anticipated and an update would be provided by the next Committee, with an interim update provided to Members before the next meeting if possible. 

 

  • There would be quarterly updates on short term holiday lets and the email bulletins would continue to provide updates to residents with links to the recent committee reports.  Staff briefings with the Estate Concierges had resulted in some leads and the web sites were being monitored weekly.  Members had expressed their gratitude to officers for the way this matter was being managed. 

 

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

5.

Recognised Tenants' Associations - Annual Review 2015 pdf icon PDF 200 KB

Report of the Town Clerk.

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

Minutes:

The Committee received a report of the Town Clerk setting out the Annual Review of Recognised Tenant Associations.  Members noted that all of the house groups, which had applied, had retained their RTA Status. At the time of publication of the report, Ben Jonson House’s result was pending the outcome of their AGM, which had been scheduled for 9 December 2015.  The Town Clerk advised that the result would be confirmed at the Barbican Residential Committee on 14th December 2015. 

 

RESOLVED, That – the outcome of the 2015 RTA Audit be noted.

 

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

6.

Service Level Agreements Quarterly Review July - September 2015 pdf icon PDF 88 KB

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

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

Additional documents:

Minutes:

The Committee received a report of the Director of Community and Children’s Services, which set out the Service Level Agreements (SLA) quarterly review from July–September 2015.  Officers advised that, since the questions received in advance of this meeting related to the SLA report, they and any in the future would be worked into the action plan, in order to ensure they receive an appropriate level of scrutiny and visibility at SLA Working Party and RCC Barbican Residential Committees. 

 

The following items were raised:

 

  • Noisy redecoration works - were being reviewed as part of the Residents Alterations Pack by officers and the SLA working party. Early engagement with contractors was encouraged and/or use of an approved list of considerate contractors. It was also suggested that resident representatives be invited to contribute to the alteration booklet and be fully aware of the appropriate channels for any complaints, if necessary.  Officers agreed to investigate an allegation about a contractor using the communal electricity supply. (Post meeting – officers had already been in contact with the relevant contractor).

 

  • Lift performance for Frobisher Crescent -  future data would be included in the KPIs and was welcomed and Members asked if this could be presented on an individual basis, particularly for those lifts with heavy public usage. 

 

RESOLVED, that – the report be noted.

 

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

7.

Progress of Sales and Lettings pdf icon PDF 91 KB

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

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

Minutes:

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

 

RESOLVED, that – the report be noted.

 

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

8.

Service Charge Expenditure and Income Account - Latest Approved Budget 2015/16 and Original Budget 2016/17 pdf icon PDF 403 KB

Joint report of the Chamberlain and the Director of Culture, Heritage and Libraries.

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

Minutes:

 The Committee received a joint report of the Chamberlain and the Director of Community and Children’s Services, which set out the latest approved budget for 2015/16 and the original 2016/17 budget (for revenue expenditure proposed to be included within the service charge in respect of dwellings).  Members noted that the report did not include expenditure or income pertaining to car parking or stores and the amount charges to individual lessees would depend on the percentages set out in their leases. 

 

RESOLVED, that - the report be recommended for approval by the Barbican Residential Committee. 

 

 

 

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

9.

Revenue and Capital Budgets - Latest Approved Budget 2015/16 and Original 2016/17 - Excluding dwellings service charge income and expenditure pdf icon PDF 393 KB

Joint report of the Chamberlain and the Director of Community and Children’s Services.

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

Minutes:

 The Committee received a joint report of the Chamberlain and the Director of Community and Children’s Services, which set out the annual submission of the revenue and capital budgets overseen by the Barbican Residential Committee.

 

RESOLVED, that – the report be recommended for approval by the Barbican Residential Committee.

 

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

10.

Asset Maintenance Plan pdf icon PDF 91 KB

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

 ...  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, which updated Members on the work of the Asset Maintenance Working Party.  Members of the working party had expressed a wish to retain their group, with its specific skills set, to ensure progress beyond the gap analysis (as set out in the appendix to the report).

 

Given that the RCC’s AGM (early 2016) would review the Terms of Reference for each Working Party, the Chairman suggested and Members agreed that the Terms of Reference of the Asset Maintenance Working Party be reviewed, in order to allow the Asset Maintenance Plan to be developed and in place, before the work is subsumed into the SLA Working Party.   Members also noted that officer time on working parties was chargeable to the resident service charge account and was scrutinised by the Barbican Residential Committee.

 

In response to a query about a possible sinking fund, the Assistant Director explained that the Barbican Leases did not make provision for this.

 

RESOLVED, that - the report be noted. 

 

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

11.

Car Park Charging pdf icon PDF 350 KB

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

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

Minutes:

 The Committee received a report of the Director of Community and Children’s Services in respect of the charging policy for car parking on the Barbican Estate for another year.  Members were reminded that car parking was not a service charge account, however, comments and feedback were invited from residents, ahead of the Barbican Residential Committee taking a decision on 14 December 2015.

 

In response to a question about card payments, officers confirmed that this facility would be retained and staff had been fully trained to assist residents and their guests with the various payment methods.

 

Officers explained that the 5% increase was very competitive, when compared with other parking charges within the City and they had been tasked with generating income from the car parks.  Members noted that the car parking subsidy was expressed in the Revenue and Capital Budgets Report (at item 9 on this agenda). 

 

In response to a query about electrical charging points, officers reminded Members that this had been the subject of an early residents’ survey and  would soon be progressed as a City of London Corporation project.  Members noted that the Barbican Association has been chasing progress and a further update would be provided in the next  Winter Bulletin to residents.  A Member raised a concern about the possibility of toxic fumes from charging batteries in enclosed car parks, but officers reassured Members that all health and safety responsibilities, such as this, would be fully discharged as part of the tendering process. 

 

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

12.

Update Report pdf icon PDF 289 KB

Report of the Director of Community and Children’s Services, comprising of :

 

·       Agenda Plan 2015

·       Property Services Update

·       City Surveyors’ Update

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

Additional documents:

Minutes:

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

 

Members noted that there had been a 25% uptake on the TV network installation and that the free installation period had closed that day, but that Frobisher Crescent residents’ free period had been extended due to a health and safety issue which had delayed the contractors. 

 

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

13.

Questions on matters relating to the work of the Committee

Minutes:

Questions submitted in advance of the meeting are set out below.

 

There were no further questions.

 

RCC Pre Committee Questions – 30 November 2015

 

Agenda item 4, “You Said; We Did” Actions List - Page 9

Redecoration costs at Frobisher Crescent

 

Q. Here, there is a comment on the redecoration of the metal work on the north elevation which is not correct.  We are still awaiting information on when this metal work was last painted together with sight of the condition survey made at the time of the development.  This information has remained outstanding now for months!

A. City Surveyors do not have a copy of the condition survey of the metalwork at the time of development. We are awaiting confirmation of the date when the works were last carried out from the Barbican Arts Centre.

 

Agenda Item 6, SLA Quarterly Review - Page 20

Noisy works generated by flat refurbishments 

 

Q. A flat in Defoe is currently undergoing extensive refurbishment including the installation of a suspended ceiling to accommodate new wiring and down-lighters. A number of residents have experienced extremely noisy episodes and have requested the committee to look into the issue of permissions and management of refurbishments on this scale. It is apparent that the current Alterations Booklet is now out-dated and in need of rewriting so that refurbishment of this scale are managed considerately by the Contractors and the City. The Defoe Committee understands that the SLA Working Party is looking into this with Michael Bennett, we would like representation the next time this issue is discussed at the SLA Working Party but would also suggest that this issue warrants the establishment of a separate body. Is the SLA Working Party the right place for this issue to be looked at?

A. The BEO are reviewing a

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

14.

Any other Business that the Chairman considers Urgent

Minutes:

There were no items.

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