Agenda and draft minutes

Venue: VIRTUAL MEETING – ACCESSIBLE REMOTELY

Contact: Julie Mayer  Email: julie.mayer@cityoflondon.gov.uk

Items
No. Item

1.

Apologies

Minutes:

Apologies were received from Peter Bennett, Caroline Haines, Revd. Stephen Haines, William Pimlott and Chair - Mary Durcan,   The Deputy Chair, John Fletcher was in 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.

Minutes pdf icon PDF 192 KB

To approve the public minutes and non-public summary of the meeting on 24th May 2021.

 

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

Minutes:

RESOLVED, That - the public minutes and non-public summary of the meeting held on 24 May 2021 be approved as a correct record.

 

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

4.

Outstanding Actions

To receive the Sub Committee’s Outstanding Actions List (TO FOLLOW).

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

Minutes:

The Sub Committee received its Outstanding Actions list.

 

·          Members noted that the Department of Community and Children’s Services would be arranging estate visits and all Members of the Court would be invited. The Town Clerk advised that the Committee Calendar was very busy post recess but there were 3 clear slots in October on 1st, 18th and 22nd.

·          The Town Clerk also reminded Members of the Annual Christmas Hamper visit to the City of London Almshouses in Lambeth on 6th December 2021 (departing Guildhall at approximately 10.30 am and returning at 1pm). All Members had received an invitation and a reminder would be sent nearer the time.

 

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

5.

Housing Update & Risk Register pdf icon PDF 141 KB

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

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

Additional documents:

Minutes:

The Sub Committee received a report of the Director of Community and Children’s Services which provided an update on performance and management information on key areas of work in the Housing Service. The Sub Committee received this report twice yearly, and it covered the period from 1st October 2020 to 31st March 2021.  Members welcomed the new, clear format of the dashboard. 

 

During the discussion and questions, the following points were noted:

  1. Receipts for hall hire do not reflect service charges and other complexities concerning the budget.
  2. A Voids Group meets regularly to monitor individual properties and those taken out of action for works or pilot projects.  The officer agreed to include a Voids KPI in the next report.  The Lone Working KPI was also due for review.
  3. Members asked for an annual oversight on the issues which are preventing the repairs targets from being achieved, as they might be able to offer support.  The Assistant Director advised that issues are raised at regular contractor meetings but there are occasional access problems, which have been exacerbated by the pandemic.  
  4. The Deputy Chairman suggested it would be helpful if the issues were broken down into larger groups; i.e. - leakage, damp, electrical etc.  The officer agreed to work with the Repairs Service to produce reports in this format and would provide an update on progress at the next meeting. 

RESOLVED, that – the report be noted.

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

6.

Major Works Programme (July 2021 Update) pdf icon PDF 100 KB

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

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

Additional documents:

Minutes:

The Sub Committee received a report of the Director of Community and Children’s Services which updated Members on the progress made with the Housing Major Works Programme and advised them on issues affecting progress on individual schemes.

 

Members noted that the report due to at the next Committee in September 2021 would identify projects added to the plan since 2017, with the new 5-year plan presented in parallel.  The Assistant Director advised that it was not possible to provide dates at this stage for the works contained in the new 5-year plan, as the funding had not been identified, but the plan would align with Savill’s Stock Condition Survey. 

Members also noted that the Establishment Committee would be receiving a resolution this week, from the Barbican Residential Committee, in respect of the recruitment moratorium which limits new appointments beyond 6 months.  The Community and Children’s Services (CCSC) had raised similar concerns at their meeting last week and the Chair of  the CCSC would be speaking on the Resolution, noting that the strongest candidates were likely to be attracted to permanent positions. The Assistant Director and Members commended the team for keeping all major projects on target, despite these difficulties.  Additionally, projects recently completed have come in at 14% under the costs projected in the ‘Gateway 5’ project reports.  Members noted that an external project manager had been appointed in respect of Dron House, which would keep the project on track. 

In response to a question about the Housing Delivery Programme (new homes), the Assistant Director advised that, there was insufficient funding to achieve the Corporation’s objective to deliver 700 new homes on its existing housing estates by 2025. He reiterated however, that funding of the new homes and, funding for the MWP are separate budgets.

RESOLVED, that – the report

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

7.

Housing Revenue Account (HRA) Commercial Tenants: Current tenant arrears and terms of repayment plans relating to Covid-19 rental support pdf icon PDF 210 KB

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

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

Additional documents:

Minutes:

The Sub Committee received a report, which had been approved by the Community and Children’s Services Committee, in respect of the assistance packages supporting the HRA commercial tenants during the COVID-19 pandemic for five quarters (March 2020 to March 2021). A summary of the assistance provided to tenants to date was set out in the non-public appendices at agenda item 13. The Chair asked for the Sub Committee to receive regular progress reports and for the next update to be added to November’s agenda.  

 

The City Surveyor’s officer advised that there were in excess of 60 HRA tenants and, when they apply for assistance, they are asked about the other forms of assistance already applied for.  Members noted that, if this wasn’t the case, then it would be difficult for the City Corporation to offer assistance from the HRA, which has limited resources.  The officer further advised that tenants had been reminded to apply, and a link to the web site had been included in communications.  Members were asked to note that the process was not being administered by the City Surveyor’s Corporate Property Group.  

 

The Assistant Director, Barbican and Property Services had written to all tenants and would be doing so again in terms of the extension of the deadline to 31st July 2021.  The Assistant Director agreed to work with the City Surveyor’s officer in drafting the reminder, to include the points raised above.  Members also noted that the Assistant Director had been making personal contact with local businesses but, in many cases, a manager had been on site and not the Leaseholder. 

 

RESOLVED, that – the report be noted.

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

8.

Questions on Matters Relating to the Work of the Sub Committee

Minutes:

There were no questions.

 

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

9.

Any Other Business that the Chairman Considers Urgent

Minutes:

There was no other business.

 

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

10.

Exclusion of the Public

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.

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

Minutes:

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.

 

Items                                                              Paragraph

11-18                                                               3

 

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

11.

Non-Public Minutes

To approve the non-public minutes of the meeting held on 24th May 2021.

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

Minutes:

RESOLVED – That the non-public minutes of the meeting held on 24th May 2021 be approved as a correct record.

 

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

12.

Electric Vehicle Charging Points - Housing Revenue Account (HRA) Estates

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

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

Minutes:

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

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

13.

HRA Commercial Tenants: Current tenant arrears and terms of repayment plans relating to Covid-19 rental support - Non Public Appendices

The Committee is asked to note 2 non-public appendices in respect of agenda item 7.

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

Minutes:

The Sub Committee received 2 non-public appendices in respect of agenda item 7.

 

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

14.

Housing Revenue Account (HRA) Overview

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

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

Minutes:

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

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

15.

Middlesex Street Estate - Cold Water Distribution System - Gateway 1-5 - Authority to Start Work

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

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

Minutes:

The Sub Committee considered and approved a report of the Director of Community and Children’s Services.

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

16.

York Way Estate - Cold water distribution System Replacement - Gateway 1-5 - Authority to Start Work

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

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

Minutes:

The Sub Committee considered and approved a report of the Director of Community and Children’s Services.

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

17.

Questions on Matters Relating to the Work of the Sub Committee

Minutes:

There were no non-public questions.

 

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

18.

Any Other Business that the Chairman Considers Urgent and which the Sub Committee Agree Should be Considered Whilst the Public are Excluded

Minutes:

There was no other business.

 

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