Agenda and minutes

Apologies were received from Gordon Griffiths and Michael Swash (the new representative for Willoughby House).

There were no declarations

To agree the Minutes of the Barbican Residents’ Consultation Committee Meeting held on 3^rd June 2013.

The Minutes of the RCC Meeting held on 3 June 2013 were approved as a correct record.

Report of the Director of Community and Children’s Services

The Chairman agreed to table a representation from the Barbican Association, setting out further queries and concerns in his matter.  The Town Clerk had received the document earlier in the day and  forwarded it to the Chairman of the Barbican Residents Association (BRC).  The Chairman of the BRC had agreed that, in the interest of fairness and to give officers an opportunity to respond to the BA’s further concerns, he would defer the report until December 2013.  A member of the Barbican Association, who had attended the meeting in April with the Consultants (at appendix 3 to the report), asked for officers to focus on ‘structural defects’ and ‘defects affecting the structure’. The Chairman of the Barbican Association thanked the Chairman for his co-operation. 

Report of the Director of Community and Children’s Services

The Committee received a report of the Director of Community and Children’s Services and noted the questions submitted in advance.  (All written questions and their responses are contained in Appendix 1 to these minutes). 

The Chairman asked for nominations, from each House Group, to set up a new Underfloor Heating Working Party.  Members noted that the membership should be a mix of professional/technical expertise and lay persons with an interest in the project.   The Chairman felt that the Sustainability Working Party could also make a valuable contribution and suggested that 1 or 2 of their members should also join.

Members suggested a general appeal via the Barbican Estate Office and Barbican Talk, with a link to the report on this agenda.  It was also suggested that the time commitment be made clear and that the Working Party should represent the different types and sizes of accommodation on the Estate.   Officers advised that the new heating contract would need to be in place by autumn 2014, so the project would be time limited. 

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

Members received a report of the Chamberlain.  During the discussion and questions, the following points were raised:

·         The City was seeking to make savings through ‘back room’ operations, such as IT (which has been outsourced).  Service Charge budgets would therefore be protected.

·         Towards the end of each Financial Year, the Barbican Estate Office invited suggestions on areas that might need extra repair or maintenance.  These suggestions were worked into business cases and included in the Director’s bidding process.  Members thanked officers for the tiling outside Lauderdale Tower and the reglazing of the fire escape; both of which had resulted from this process.

·         Members felt that they lacked knowledge on the bidding criteria and assessment of priorities,  The Chamberlain’s representative reminded Members that his contact details were available at the end of the Outturn Report and he was happy to speak to residents and give further explanations, when necessary.

·         Members were concerned about the drains on St Giles Terrace, which blocked regularly.  Officers advised that they were being investigated and the Landlord Account would cover the repair.  .

·         Premises costs were up 13% but this included heating, repair and maintenance, energy costs and some rents/rates.

·         In respect of the recharges increase for outsourcing; Officers explained this was a one-off ‘invest to save’ from outsourcing the IT Contract but it would generate longer-term savings.

Report of the Director of Community and Children’s Services

The Committee received a joint  report of the Director of Community and Children’s Services and the Chamberlain noted the questions submitted in advance.   

During the discussion and supplementary questions, the following points were raised:

·         The concrete costs had not been included in the 2011/12 Service Charges as they had been added to the Repair and Maintenance Account and then reversed out.  ANN SORRY NOT SURE ON THIS BIT ?

·         IRS system total – Anne Mason agreed to investigate and report back.

·         The time that the Engineers had spent elsewhere had been slightly over-estimated.  However, the underfloor heating projects had fully engaged the Senior Engineer.

·         The underfloor heating estimate was a combination of average consumption multiplied by the expected unit price.  Should EDF terminate the Contract in January and there is a cold winter, then this estimate would be understated; anything above ‘Economy 7’ could be at the standard unit rate and the afternoon ‘boost’ could be much higher.  The Chairman suggested a further estimate on this basis and that this be referred to the new Underfloor Heating Working Party.

Finally, residents were asked to note that 2 service charge workshops had been scheduled for 11 September at 1pm and 6.30pm at the Barbican Estate Office (in the Lilac Room).  If RCC Members were unable to make it, Anne Mason offered 1-1 sessions.  The sessions were open to non-RCC members but officers asked if the RCC Representative/House Group Chairmen could co-ordinate numbers and advise the Town Clerk of expected attendance.  Members asked if officers could be mindful of the attendance of non-accountants.

Report of the Director of Community and Children’s Services

Members received a report of the Director of Community and Children’s’ Services about the recent survey.  During the discussion and questions, the following points were raised:

·         All the notice boards on the Estate had advertised the survey, in order to include non-internet users.  The response rate had been good but the number of responses on paper had been very low (just 5 or 6).

·         It was difficult to offer a comparator to the last survey as the format had changed but this could be done next time.  The Chairman offered to assist with the formatting of the next survey.

·         Further information on the out of hours survey would be available shortly.

·         Given that on-line processing of surveys was less time consuming, officers would consider conducting an annual survey

In concluding, members thanked the Estate Office for a helpful survey. 

Report of the Director of Community and Children’s Services

The Committee received a joint report of the Director of Community and Children’s Services and noted the questions submitted in advance.  (All written questions and their responses are contained in Appendix 1 to these minutes). 

The Defoe House representative advised that he had provided feedback on the improvement to the LED lighting at staircase 10 (i.e. the exterior lighting to the name of the house and flat numbers).  The Officer advised that this would be incorporated into the next report.

Report of the Director of Community and Children’s Services

The Committee received a joint report of the Director of Community and Children’s Services and noted the questions submitted in advance.

During the discussion and supplementary questions, the following points were raised:

·         In respect of Frobisher Crescent, a response had been received late that afternoon and would be forwarded to the House Group.  The Officer agreed to chase an outstanding query about the proposals for maintenance following sign off.

·         The London Film School (LFS) development had been delayed due to fundraising.  The development would be subject to planning permission and full consultation with residents.  The School were keen to foster good relationships with residents and expected their offer to enhance the amenity of the estate.  The Chairman of the Barbican Association advised that LFS had met with the residents last year the meeting had been well attended.  Breton House had been in consultation with the School about the enabling works to the Art Centre; Professor Mounsey offered to contact them again and feed back to the RCC.  Members noted that the development would be for about 30 students and any licensing facilities would be inclusive and low key.

·         Further to queries raised at the last meeting about tiling, Karen Tarbox advised that there were 4 different types of tiling in use on the Estate but a 98 mm tile had never been manufactured.   For  Beech Gardens, it was intended to use smooth tiles, if they were of a suitable non-slip quality but design would not be compromised.

·         Karen Tarbox agreed to investigate and feed back on the plinth tiles; the availability of white tiles; the ramp at Alban Gate (which could be extremely slippery in winter); the Upper Podium area (above the Art Centre) and the broken tiles at Defoe House.  Members noted that Ms Tarbox had been

Chairman to be heard

The Chairman asked for nominations for the above working party, which would need to convene fairly quickly in order to present a plan to the December BRC Meeting.  The Committee noted that members of the Garden Advisory Group and the Asset Management Group would be included and the Chairman asked for representation from the House Groups overlooking Beech Gardens; i.e.  John Trundle, Bryer, Bunyan, Defoe, Lauderdale and Shakespeare.  The Chairman asked for nominations by 16th September, but if there were no nominations from a particular house, then the House Group Chairman or RCC Member would be co-opted.  The Officer advised that the Working Party would work with the Consultant on the planting regime, soft landscaping and soil types etc.

There were no further questions.

The Chairman thanked members for their advanced questions as they mad for a more efficient and focussed meeting.