Agenda and minutes

Apologies were received from Patric Morley (represented by Monique Long); Philip Sharples (represented by Clare Sharples) and Francis Pugh (represented by Gianetta Corley)

There were no declarations.

·         To agree the Minutes of the Barbican Residents Consultation Committee held on 28 May 2012.

·         To agree the Minutes of the Special Barbican Residents Consultation Committee held on 11 July 2012.

The Minutes of the Barbican Residents Consultation Committee of 28 May 2012 and the Minutes of the Barbican Residents Consultation (Special) Committee of 11 July 2012 were approved as a correct record.

Report of the Director of Community and Children’s Services

Members noted that a draft Supplementary Planning Document (SPD) for the Barbican Listed Building Management Guidelines had been issued for public consultation between May and July 2012.  In response to comments received, a number of amendments had been proposed, as set out in Appendix 2 to the report, but the comments had no policy implications.

During the discussions and questions, the following matters were raised:

• A resident expressed general disappointment at the response to the Barbican Association’s letter (pages 5 and 6 of the report) in respect of alterations made by other departments. 

• Whether a portion of the first part of Volume 2 should be moved into Volume 1?

• Concern about possible knowledge gaps in some departments about Listed Buildings Guidelines.

The Chief Planning Officer’s representative advised that the Director would be made aware of the concerns about possible knowledge gaps.  Members noted that the document had been drafted to reduce the need for small, repetitive improvements but the officer acknowledged the more pertinent sections, such as exteriors.  Officers had been holding liaison meetings more frequently of late and the report had been presented to the Barbican Occupiers User Group.   The comments from the Residents’ Consultation Committee (RCC) and Barbican Residential Committee (BRC) would be incorporated into the forthcoming report to the Planning and Transportation Committee.

The officer was very grateful for residents’ awareness and contributions and the re-drafted report would be shared with the Working Party.

Cinema Development

Members had some very specific and serious concerns about the new cinema development; i.e. the removal of hoardings had left about 100 holes, some with metal plugs remaining.  The Barbican Estate Office’s Head of Technical confirmed that repairs would need to be done very carefully, especially as any metal left in could expand at different rates and cause cracks.  Members strongly

Report of the Chamberlain and Director of Community & Children’s Services

Members received the comparison of the revenue outturn for the services overseen by the BRC in 2011/12, with the final agreed budget for the year. 

During discussions and questions, clarity was sought in respect of the following:

Annex A2

The increase in the IS recharge (£19k) had resulted from the charge for desktop computer maintenance.  This had previously been charged as a direct cost under the supplies and services heading; being included in the IS recharge instead. 

Annex B1

Upgrade to Safety and Security -  the majority of the costs related to eyebolt testing. There had been some failures and eyebolts had to be replaced. Also new eyebolts had been installed at Brandon Mews at a cost of £9,360.

Asbestos - the main works had been the encapsulation in electrical distribution cupboards in Speed House (£16,069.55) and asbestos works in the roof plant rooms at Ben Jonson House (£8,930).  Members noted that £6,875 had been included on this code for works to the ventilation ducts in Breton House.  In addition, asbestos inspections were being carried out in various blocks.

RECEIVED

Report of the Director of Community & Children’s Services

This report sought to clarify how the division of service charges in the 2011/12 Revenue Outturn Report relates to the service charge schedules provided to long lessees.

During discussions and questions, clarity was sought in respect of the following:

Annex 2

Special Works Safety and Security £93,600.51 - this item had been included in the asbestos works (£40,384.55) and the safety and security works (£53,216.06) mentioned above.

Engineers – The Head of Technical Service had been tasked with maximising efficiencies and managing the maintenance officer.  The new resident engineer would be living in a smaller property and this would be reflected in the service charge. 

Water tank replacement – Members noted that these works were on hold as resources had been diverted to the concrete testing. Members noted that not all premises would require replacement tanks and the new Section 20 Notices would accurately reflect the level of works required. 

Frobisher Crescent - The officer advised that, in respect of heating charges for Frobisher Crescent, there were no charges for boiler maintenance, just gas based on meter readings.

RECEIVED

Report of the Director of Community and Children’s Services

This report updated Members on issues raised by the Residents’ Consultation Committee and the Barbican Residential Committee at their meetings in May/June 2012 and other issues on the Estate. 

During the discussion and questions, clarity was sought on the following:

Car parking – Members noted that an on-line payments system via the web site was on hold but the various options being considered would be put to the RCC/BRC in a future report. Older systems would run in tandem as new ones were trialled. 

Barbican Area Streetscene Enhancement Strategy: Moor Lane – the Barbican Association (BA) had provided detailed comments on the design but received no feedback.  They had asked, where possible, if benches could be located away from bars at City Point and the smoking areas. 

Proposal to narrow Silk Street to Chiswell Street – Members were concerned that this would have implications during peak traffic periods.  The Chairman felt that consultation had been inadequate and the Barbican Association offered to raise this. The Barbican Estate Manager agreed to liaise with the Street Scene Team regarding the communication and consultation on these projects. 

Broken tiles on Ben Jonson Highway -  A partially sighted resident was particularly concerned at this health and safety hazard and the RCC asked for the BRC to be made fully aware.  The Estate Manager advised that he had today met with the new Highways Manager and that, under a new Highways contract, remedial works would be given a priority.  Members also noted that the Barbican Estate Office would be taking the lead role for the management of the overall Barbican Estate and giving direction on co-ordination and stakeholders’ budget allocation.  Members also noted that the Health and Safety Risk would be transferred to the Director of Community and Children’s Services.  Furthermore, the Health and Safety

Report of the Director of Community and Children’s Services

This report updated Members on the review of the estate wide implementation of Service Level Agreements for the quarter April to June 2012; detailed comments from House Officers and the Resident Working Party and an on-going action plan for each of the five Service Level Agreements. 

RECEIVED

Report of the Director of Community and Children’s Services

This report advised members of the sales, lettings and surrenders of tenancies  that had been approved since the last meeting. 

RECEIVED

Report of the Town Clerk

Having undertaken a thorough review of the levels of membership and constitutional make-up of the various Barbican Residents’ Associations, this report outlined those which had met the required qualification for Recognised Tenants’ Association (RTA) status.  Members noted that all House Groups, which had applied for RTA status, had been successful.  Members also noted that six groups had been operating an ‘opt-out’ membership, whereby all residents would be members unless they chose not to be.  Of these groups, the number of opt-outs had been very small.  House Groups were recommended to consider adopting this style of membership, which would need to be formally agreed at the House Group AGM.

RECEIVED

Report of the Director of Community & Children’s Services

It was agreed to defer this report to November.

In the interim, a Member made the following observations and asked that they be included in the updated report to the November cycle of RCC and BRC meetings:

1. Could the financial analysis be revisited?
2. Is the capital works estimate realistic?
3. Could running costs be split over 2 service charge years, with works completed during 1 calendar year
4. Could the running costs over the next 20 years be revisited?
5. Usage had reduced considerably in recent years as a result of other recycling options and therefore should its removal be postponed for 5 years?
6. Could the Working Party review the updated report before it returns to Committee?
7. A Member suggested a survey of all residents.

DEFERRED

Report of the Director of Community and Children’s Services

This report advised Members of the outcome of the tender process for responsive building repairs and maintenance schedule of rates contract on the Barbican Estate.

Members asked if the recent changes to tendering and evaluation procedures could be set out in a future report to RCC/BRC.  Officers agreed but advised that different contracts might have different quality assurance standards.

RECEIVED

There were no questions.

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Residents of Ben Johnson House were generally very unhappy at the sound level monitoring for the new cinema development.  This had been discussed at the Barbican Association and the Chairman had scheduled a meeting with the Chairman of the Barbican Centre Board in early October.

Dates of future meetings (all at 6.30 pm):

26 November 2012

28 January 2012

25 March 2013 (AGM) – to include election of Chairman