Agenda and draft 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 Dawn Wright and Andrew McMurtrie.

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

2.

Members' Declarations under the Code of Conduct in respect of Items on the Agenda

Minutes:

The following Members had general dispensations to speak but not vote on item 5 on the Agenda (the Resolution in respect of the Car Park Concierge Service):- Mary Durcan, John Tomlinson, Mark Bostock, Randall Anderson and Barbara Newman.

 

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

3.

Minutes pdf icon PDF 196 KB

To approve the public minutes and non-public summary of the meeting held on 28th June 2021.

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

Minutes:

RESOLVED, that – RESOLVED, that – the public minutes and non-public summary of the meeting held on 28th June 2021 be approved, subject to correcting an error in that David Bradshaw is the Chair of Barbican Estate Security Committee, and not the Safety Committee.

 

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

4.

Minutes of the Residents' Consultation Committee (RCC) pdf icon PDF 130 KB

To receive the minutes of the meeting held on 27th September 2021.

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

Minutes:

RESOLVED, that – the draft minutes of the RCC meeting held on 27 September 2021 be noted.

 

Matters arising

Members noted an update from the Gardens Advisory Working Party in respect of a request for an uplift to the service charges, in order to make a permanent gardener appointment.  

Given that the next meeting of the Committee was not scheduled until January 2022, it was moved by David Bradshaw, seconded by Susan Pearson and

RESOLVED, That:-

Authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman of the Barbican Residential Committee (BRC), to approve the temporary uplift in the service charge (averaging less than £25 per flat, per year) being made permanent, and that this be subject to an annual review. 

NB. Members asked to be sighted on the report seeking delegated authority as part of the consultation with the Chairman and Deputy Chairman.

 

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

5.

Car Park Concierge Service

Minutes:

The Committee received a Resolution from the meeting of the RCC on 27th September in respect of the Car Park Concierge Service.   Members noted that the Assistant Director and officers had been working with residents, in a Task and Finish Group, in order to seek a mutually agreeable solution in respect of the future of the concierge service in the car parks.  This work had resulted in the Resolution before Members today.

 

The Chairman thanked the Task and Finish Group and gave an assurance that, as representatives of the City of London Corporation, Members of the BRC would do their utmost to support the services paid for by residents.  Members also thanked the Chair for his considerable personal effort in this matter.

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

a)      There was some challenge of the approach taken and a perceived lack of clarity in respect of the remit of the Task and Finish Group.

 

b)      Whilst here had been consultation on the resolution before the Committee, this had not been the case for any alternative proposals.  Achieving an acceptable solution within the next 6 months might be overambitious.

 

c)       There was a possibility that some leaseholders might not want to pay the additional amount and the City Solicitor’s advice had been sought. 

 

d)      The concierge parcel service was highly valued and significant in terms of bringing the service into the 21st Century.  It was suggested that there might be a lack flexibility or innovation across the wider City of London Corporation in respect of savings proposals.

 

e)      The 12% savings target had been required to close the budget deficit, and should not have strayed into something that was service chargeable.

 

f)        Whilst communications had been received from less than 10% of the terrace block

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

6.

'YOU SAID; WE DID' - Outstanding Actions list pdf icon PDF 98 KB

To consider a resolution from the Barbican Residents’ Consultation Meeting (RCC) meeting held on 27th September 2021.

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

Minutes:

The Committee received the outstanding actions list and noted that the baggage stores were performing ahead of budget in terms of resident take-up.

 

RESOLVED, that – the report be noted.

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

7.

Housing Net Zero Carbon Action Plan pdf icon PDF 206 KB

Report of the City Surveyor.

The appendices to this document are very large.  They will be available on the web site and circulated separately.

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

Additional documents:

Minutes:

The Committee considered a report of the City Surveyor, which set out the key points and recommendations from the City of London Corporation’s Housing Net Zero Carbon Action Plan.  Members noted that the option recommended in the report presented the potential to save additional CO2 but the position could be reviewed once detailed surveys had been completed.

 

During the discussion, the following points were noted:

a)      The de-carbonisation of Frobisher Crescent would be part of the recommended scenario but, due to the specialist nature of this work, it would need further investigation.

 

b)      The social housing decarbonisation fund is available for mixed tenure but, as it requires 70% social housing, this would exclude the Barbican.  However, capital funding might be available, together with assistance for those Barbican residents on low incomes.

 

c)       The application for the initial round of funding does not include the Barbican Estate and the costs in the action plan might need further refinement.  However, there was the potential for carbon offset funding from developers and other via private finance schemes.

 

In concluding, Members noted that this is a high level report and, once the action plan had been agreed, the feasibility studies would commence over the next few months and the outcomes reported to the relevant Committees.   

RESOLVED, that:

 

1.       The report and its contents be noted.

 

2.      The recommended approach to developing priority projects be agreed.

 

3.      Future projects to be taken forward will be received separately for approval via the Gateway process.

 

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

8.

2020/21 Revenue Outturn (excluding the Residential Service Charge Account) pdf icon PDF 158 KB

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

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

Minutes:

The Committee received a report of the Chamberlain and Director of Community and Children’s Services, which compared the revenue outturn for the services overseen by the Barbican Residential Committee in 2020/21, with the final agreed budget for the year.  Members noted that the accounts did not include income and expenditure in relation to dwellings service charges, which would be the subject of the next report on the agenda.

 

RESOLVED, that – the report be noted.

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

9.

Service Charge Outturn 2020/21 pdf icon PDF 143 KB

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

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

Additional documents:

Minutes:

The Committee received a report of the Director of Community and Children’s Services which provided information on residential service charge expenditure for 2020/21 and compared the outturn with the 2020/21 estimate and the 2020/21 actual expenditure.

 

RESOLVED, that – the report be noted.

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

10.

Implications of the Fire Safety Act 2021 pdf icon PDF 186 KB

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

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

Minutes:

The Committee received a report of the Remembrancer and Director of Community and Children’s Services which advised the Committee of the relevant provisions of the Fire Safety Act 2021.  Members noted that the Act amended the Regulatory Reform (Fire Safety) Order 2005 and was one of several measures introduced following the 2017 Grenfell fire tragedy.

 

Members noted that the City Surveyor had accepted responsibility for ESW1 forms on public buildings but not for the City’s housing estates, nor the Barbican.  The Assistant Director would therefore be presenting a further report to the relevant committees on this matter.

 

RESOLVED, that – the report be noted.

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

11.

Fire Safety Oral Update

Assistant Director, Barbican and Property Services to be heard.

 

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

Minutes:

The Assistant Director, Barbican and Property Services was heard in respect of progress on fire safety works on the Estate and provided the following update:

a)         The Fire Signage Strategy had been finalised and the Chairs of the relevant House Groups were being consulted.

b)         The Fire Door Audit was underway, which would inform which doors would need replacement.  

c)         The London Fire Brigade (LFB) were auditing all residential blocks over a certain height in London, on a quarterly basis, and the first had taken place at the end of August. With regard to the Barbican, this includes the 3 towers.  This had been satisfactory and a couple of minor recommendations were being corrected.  In respect of LFB access to Shakespeare Tower, it might be necessary to move the Premises Information Box.

d)         An Officer/Member Working Party had been convened to consider the initial ‘Stay Put’ Policy and this would be convened once the Fire Signage Strategy had been agreed.      

In concluding, Members were reminded that they had agreed to receive the  Arup report, once it had been finalised, but anything requiring urgent attention would be actioned immediately.  However, given the depth of their local knowledge, Members asked if the respective House Groups Chairs could see the draft Arup reports, once they became available.

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

12.

Recognised Tenants' Association (RTA) Audit 2021 pdf icon PDF 192 KB

Report of the Town Clerk.

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

Minutes:

The Committee received a report of the Town Clerk in respect of a Review of the Estate’s Recognised Tenant Association. The Town Clerk reported that all of the House Groups, which applied for Recognised Tenant Association (RTA) status, had been successful in meeting the requirements for recognition.

Members noted that the 50% Membership requirement was statutory and the Deputy Chairman stressed the importance of obtaining RTA status, noting the advantages set out in the report.

RESOLVED, that – the House Groups set out in paragraph 8 of the report, together with the Barbican Association, be formally recognised as having Recognised Tenants’ Association Status. 

 

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

13.

Service Level Agreement (SLA) Quarterly Review: April - June 2021 pdf icon PDF 117 KB

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

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

Additional documents:

Minutes:

The Committee received a report of the Director of Community and Children’s Services which updated Members on the review of the estate wide implementation of Service Level Agreements (SLAs) and Key Performance Measures (KPIs) for the quarter April – June 2021. The report also provided comments from the House Officers and the Resident Working Party and an ongoing action plan for each of the SLAs.

 

RESOLVED, that – the report be noted.

 

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

14.

Progress of Sales and Lettings pdf icon PDF 136 KB

Report of the 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, which advised Members of the sales and lettings approved by officers since the last meeting, under delegated authority and in accordance with Standing Orders. The report also provided information on surrenders of tenancies received and the number of flat sales to date.

 

RESOLVED, That – the report be noted.

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

15.

Update Report pdf icon PDF 122 KB

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

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

Additional documents:

Minutes:

The Committee received a report of the Director of Community and Children’s Services which updated Members on issues raised by the Residents’ Consultation Committee and the Barbican Residential Committee at their meetings in June 2021. This report also provided updates on other issues on the Estate.

 

RESOLVED, that – the report be noted.

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

16.

Blake Tower Oral Update

Assistant Director, Barbican and Property Services to be heard.

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

Minutes:

The Assistant Director, Barbican and Property Services provided an update on progress with the handover of Blake Tower to the Barbican Estate Office.

The Assistant Director advised that communications with the developer had improved recently and progress was being made on Saville’s survey of the communal areas, particularly in terms of compartmentation and fire safety.   Work was now underway in terms of setting a date for transfer to the City Corporation.  Members also noted that Blake Towers residents would receive the weekly Barbican News bulletins on request. 

At 12.45 pm and 1.10 pm Members agreed to extend the meeting to 1.30 pm in order to conclude the business on the agenda.

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

17.

Arrears Update

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

Please note a non-public appendix at agenda item 22.

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

Minutes:

The Committee received a report of the Director of Community and Children’s Services which provided an update on  of the current arrears in respect of tenants and leaseholders on the Barbican Estate.  Members noted a non-public appendix at agenda item 22.

 

RESOLVED, that – the report be noted. 

 

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

18.

Questions on Matters Relating to the Work of the Committee

Minutes:

There were no questions.

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

19.

Any other Business that the Chairman considers Urgent

Minutes:

There were no items.

 ...  view the full minutes text for item 19.

20.

Exclusion of the Public

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

 

 ...  view the full agenda text for item 20.

Minutes:

RESOLVED, 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 minutes text for item 20.

21.

Non-Public Minutes

To approve the non-public minutes of the meeting held on 28th June 2021.

 ...  view the full agenda text for item 21.

Minutes:

RESOLVED, that – the non-public minutes of the meeting held on 28th June 2021 be approved. 

 ...  view the full minutes text for item 21.

22.

Arrears (Non Public Appendix)

To be read in conjunction with agenda item 2.

 ...  view the full agenda text for item 22.

Minutes:

The Committee received a non-public appendix in respect of agenda item 17.

 ...  view the full minutes text for item 22.

23.

Barbican Estate Residential Tenancy Renewals

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

 ...  view the full agenda text for item 23.

Minutes:

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

 ...  view the full minutes text for item 23.

24.

Lease Approval

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

 ...  view the full agenda text for item 24.

Minutes:

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

 ...  view the full minutes text for item 24.

25.

Gateway 5 - Fire Safety Improvement Works - Frobisher Crescent Residential Premises

Report of the Director of Community and Children's Services

 ...  view the full agenda text for item 25.

Minutes:

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

 ...  view the full minutes text for item 25.

26.

Non-public questions on matters relating to the work of the Committee

Minutes:

There were 3 questions whilst the public was excluded.

 ...  view the full minutes text for item 26.

27.

Any other Business that the Chairman considers urgent and which the Committee agrees should be considered whilst the public are excluded

Minutes:

There were no items.

 ...  view the full minutes text for item 27.

28.

Confidential Minutes

To approve the confidential minutes of the meeting held on 28th June 2021.

 ...  view the full agenda text for item 28.

Minutes:

RESOLVED, that – the confidential minutes of the meeting held on 28th June 2021 be approved. 

 ...  view the full minutes text for item 28.

29.

'YOU SAID; WE DID' - Outstanding Actions list pdf icon PDF 57 KB

To note the Committee’s Outstanding Actions List.

 ...  view the full agenda text for item 29.

Minutes:

The Committee received the Oustanding Actions List and that the baggage stores were performing ahead of budget in terms of resident take-up.

 ...  view the full minutes text for item 29.