Agenda and minutes

Apologies were received from Dhruv Patel and Deputy Henry Jones.

Susan Pearson declared a general non-pecuniary interest in respect of Agenda Item 9 (Management of Golden Lane Community Centre) by virtue of her membership of the Golden Lane Steering Group. 

To approve the public minutes and non-public summary of the meeting on 27 November 2017.

RESOLVED – That the public minutes and non-public summary of the meeting held on 27 November were approved as a correct record.

Matters arising

The Town Clerk advised that Ms Rogula had submitted apologies for the last meeting.

In respect of additional meetings, the Town Clerk suggesting an additional date, taking the number of meetings from 5 to 6.  In order to spread them evenly, Members agreed to remove the meeting scheduled for 2 July 2017 and replacing this with two new dates: 5^th June 2018 and 23 July 2018, both of which were clear in the City of London Corporation’s Committee Schedule. 

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

Members received a report of the Director of Community and Children’s Services, which provided information on the City of London Almshouses in Lambeth and the eight Gresham Almshouses on the Estate.

Members noted that, in respect of the Almshouses waiting list, offices are offering St Clements Danes the voids, to help them clear their waiting list. 

Since the publication of this agenda, officers contacted Lambeth in respect planning application to replace the Almshouses windows but were advised that it would be rejected.  Officers were therefore considering secondary glazing, but this option would offer less energy efficiency savings.  Members noted that the Almshouses were in a Conservation Area and therefore the appearance of the glass was protected and, since it was very old, it was difficult to source a like for like replacement.  Given this application had only been to ‘pre-planning’ and there had been no consultation as yet, Members asked for a full cost analysis, including energy saving comparisons, to be presented to their next meeting.  Members were also concerned that secondary glazing would make the windows very heavy and difficult to open and suggested that it might be worth making a full application and appealing the decision, if unsuccessful.

RESOLVED, that:

1. Members receive a full cost analysis, including energy saving comparisons, at the next meeting of the Housing Management and Almshouses Sub Committee, with a view to submitting a Planning Application for replacement windows at the City of London Corporation’ Almshouses.

2. The Almshouses be included in the 1% rent reduction, at a cost of £2410, to the City of London Corporation Almshouses Trust.

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

Members received a report of the Director of Community and Children’s Services which provided an update on housing service performance against key areas of work and the housing risk register.  Members noted strong performance in responsive repairs and new software being trailed to enhance monitoring and reporting of anti-social behaviour.

In response to questions, Members noted that, in addition to the 3 sites highlighted in the report for potential development; i.e. York Way; Avondale and Sydenham Hill; Windsor House would be included in a different Committee reporting cycle.  Members also noted that all vacancies at Great Arthur House would be filled. 

RESOLVED, That – the report be noted.

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

This report was approved by the Projects Sub Committee on 17^th January 2018.

Members considered a report of the Director of Community and Children’s Services in respect of Harman Close Decent Homes project, which had been approved by the Projects Sub Committee on 17 January 2018. A Member had recently visited the site and had found it to be very well managed.

Officers advised that the condition survey covered both kitchens and bathrooms.  Members noted that some residents had indicated a preference for a walk in, rather than standard bathroom, and this would be discussed with support staff and addressed in the specification as necessary. 

RESOLVED, that – Option 2 be approved; i.e. to carry out replacement of facilities as required in each flat, as identified in the Department of Community and Children’s Services Survey carried out in the Summer of 2017.

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

Members considered a report of the Director of Community and Children’s Services which outlined the purpose of the Mutual Exchange Policy.

RESOLVED, that – the Mutual Exchange Policy be approved for use by the Housing and Neighbourhoods Department, as part of Estate Management practice. 

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

Members considered a report of the Director of Community and Children’s Services which outlined the purpose of the Shift Allowance Policy.

RESOLVED, that – the Shift Allowance Policy be approved for use by the Housing and Neighbourhoods Department, as part of Estate Management practice. 

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

Members received a report of the Director of Community and Children’s Services in respect of the refurbishment programme for Golden Lane Community Centre.  Members asked for assurance of a smooth transition and noted that staff relocation was due to be discussed by the Director of Community and Children’s Services and the Residents’ Steering Group next week.  Members noted Artizan Street Library and Community Centre, which was working well, and accepted that the new regime might take a while to bed in.

In respect of the three new accessible homes, to be built on the ground floor of Great Arthur House, Members discussed the proposal to make one of these available for ad-hoc supported living; i.e. short time convalescence following discharge from hospital.  Members asked if they could be provided with frequency of use statistics and noted that, if a decision was taken not to include an ad-hoc facility, there wold still be three new accessible homes available.

RESOLVED, that – the report be noted.

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

Members received a report of the Director of Community and Children’s Services in respect of progress made on fire safety matters since the last update reports submitted in July, September and November 2017. Members noted that all immediate works had been completed, the risk assessment reports from Frankhams had been returned, and an action plan was being prepared.

The Assistant Director advised that the hard-wired alarm had been installed at Great Arthur House but around 30 residents have not provided access to their homes. This means that although the alarm system is functional, there is no individual detection or alarm system in those flats where access has not been granted. Members noted that residents were likely to be in breach of their lease/tenancy agreements by continually withholding access and the Fire Brigade had offered their support.  Members were concerned as to why these residents continually refused and suggested that they might be more receptive to a visit from a Fire Brigade officer, rather than a City of London Corporation officer.  A Member of the Sub Committee kindly offered to call on all remaining residents.  Members noted that Great Arthur House’s compartmentation issues were to be the subject of a further Committee report and a summary of the action plan was set out in this report.  The Assistant Director advised that he was due to meet with the LFB shortly to confirm the installation of the new fire alarm system and to agree to the removal of the ‘Walking Watch’.   

Members noted that recruitment was underway for additional resources to undertake tenancy visits, using agency staff who would be readily available, and the team would be managed by a seconded Community and Children’s Services Manager.  The Assistant Director offered to share the checklist and questions with Members and invited their comments.

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

Members received a report of the Director of Community and Children’s Services in respect of progress made with the Housing Major Works Programme.

Further to Members’ requests at the last meeting, a new works delivery forecast had been provided and Members were pleased with the new format as it would show a position change at each meeting. 

Members noted that one of the major causes of slippage was due to a lack of interest from Contractors.  The Assistant Director advised that he had been working with City Procurement; i.e. conducting soft market testing and engaging with contractors, to seek a framework for future major works tenders.

RESOLVED, that – the report be noted. 

In response to a question about fire regulations generally; i.e. the provision of an extra staircase in new residential blocks and new limits on the distance from staircases, the Assistant Director explained that all flats in the City had met the requirements of the fire risk assessments, even if they had just one staircase.  Furthermore, there had been no reference to providing extra staircases within the preliminary Grenfell report.

Social Housing Tenancy Fraud – Anti-Fraud and Prosecution Policy

Report of the Chamberlain

The Chairman had agreed to an additional item of business which had been provided to Members in a supplementary agenda pack.

Social Housing Tenancy Fraud – Anti-Fraud and Prosecution Policy

Members considered a report of the Chamberlain in respect of amendments to the above Policy, which were summarised in the report and shown in tracked changes in the appendix.  Members noted that the report had been approved by the City of London Corporation’s Audit and Risk Management Committee in November 2017. 

In response to questions about short term holiday lets, the officer explained that the holistic approach in this Policy recognised this, as it would constitute a sub-let which could compromise tenure.  However, Members asked if it could be specific in the Policy.

RESOLVED, that – the changes to the Social Housing Tenancy Fraud – Anti-Fraud and Prosecution Policy be endorsed, subject to the inclusion of a specific reference to short term holiday lets, as set out above.

MOTION - That under Section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph 3 of Part I of Schedule 12A of the Local Government Act.

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

Item                                                                                         Paragraph

15-19                                                                                       1,2 & 3

To approve the non-public minutes of the meeting held on 27 November 2017.

RESOLVED – That the non-public minutes of the meeting held on 27 November 2017 be approved as a correct record.

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

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

There were no non-public questions.

There was no other business.