Agenda and minutes

Appendix A lists those Tenants’ and Residents’ Associations (TRAs), which have satisfactorily completed the registration process at the date of despatch of this agenda. It gives details of the representatives of those Associations to be co-opted onto the DMC, in accordance with the constitution, together with the names of the substitutes.

Appendix B lists those TRAs whose registrations have lapsed. If a TRA wishes to register it must hold an Annual General Meeting (AGM), open to all members, once a year (with an independent observer in attendance). The minutes must be sent to the Tenant Participation Team together with a membership list and a completed registered form.

The ‘A’ and ‘B’ lists were noted.

Apologies for absence were received from Ewa Cobel (Camden Square Area TRA), June Dodds (Peckwater TA) and Linda Treherne (Whittington Estate RA).

There were no announcements.

There were no declarations of interest.

There were no notifications of any items of urgent business.

To approve the minutes of the meetings of the Kentish Town District Management Committee held on 3^rd March and 23^rd September 2020.

Consideration was given to the minutes of the meetings held on 3^rd March and 23^rd September 2020.

Momota Khatun spoke to update members on the progress of the Community Hub bid that had gone to the September DMC. She said that the governance paperwork was being prepared to send to the Charities Commission. She thanked councillors and officers for their help. In response to a question, she said that the community hub would not need funding from leaseholders as a leaseholder contribution in the way that normal capital works did, as it was a community-wide asset.

RESOLVED –

(i)            THAT the minutes of the meeting held on 3^rd March 2020 be approved as a correct record;

(ii)          THAT the minutes of the meeting held on 23^rd September 2020 be approved as a correct record.

Report of the Team Leader (HRA and Capital Projects).

DMCs are asked to note the contents of this report and the questions that will be consulted on in January 2021 as part of the formal Housing Revenue Account (HRA) budget setting process.

This report summarises the financial position of the Housing Revenue Account and the options for rent and service charge levels for the 2021/22 (April 2021 to March 2022) financial year.

The report also highlights the formal consultation with DMCs that will take place in January.

Consideration was given to a report of the Team Leader (HRA and Capital Projects).

Emma Cardoso introduced her report. She said that cost pressures on the HRA were about £4.9m. The Council was planning efficiency savings of £2.7m, The maximum permitted rent rise was 1.5% (as CPI was 0.5% and rent rises of up to CPI + 1% were permitted). If introduced, that rent rise would raise about £2m.

Residents expressed concern that they were not receiving a good quality service in exchange for the rent and service charges they paid. Residents raised concerns about what they saw as inefficiencies in the system and the poor quality work done by some contractors.

Jane McWilliams raised a concern with Councillor Apak about a lack of response to a query she had emailed him about. He undertook to get back to her on this.

                                                                        ACTION: Councillor Apak

Gavin Haynes, the Director of Property Management, spoke about the repairs service and the restructure that was taking place within it. He agreed to report back to a future meeting about repairs.

                                                                        ACTION: Gavin Haynes

The Chair commented that the government wanted to see gas boilers phased out for environmental reasons. He wondered whether money from the heating pool surplus could be set aside for this. Mr Haynes responded by saying that it had not yet been announced the date at which gas boilers would be phased out and so it would be a very long-term process. 

Members asked about bad debt provision. Ms Cardoso said that the policy for writing off bad debt had to be agreed with Audit. Bad debt provision made in the budget for this year would not necessarily need to be called on. She said about £1.4m of former tenant debt had been written off last financial year. The Council had also had to write off debt relating to commercial tenants, many of which had closed down as a result of the coronavirus lockdown and other economic pressures. She said she would provide further information about bad debts in January.

                                                                        ACTION: Emma Cardoso

The Chair noted the graph in the report showing the decreasing Camden HRA reserves. He wondered if there was a similar situation in other boroughs and asked if figures on the HRA reserves of other boroughs could be provided.

                                                                        ACTION: Emma Cardoso

RESOLVED –

THAT the report and the comments above be noted.

Report of the Director of Housing Management.

This report provides a description of thecurrent situation of various services within Housing Management and Property Services during the Covid-19 pandemic.  It presents examples of how the services have worked to support residents to lead safe lives.  It provides information on some of the initiatives that have taken place despite restrictions and touches on the future plans of some services.

Consideration was given to a report of the Director of Housing Management.

Angela Spooner, the Head of Landlord Services, introduced the report. She highlighted that Tenant Participation had been helping TRAs to operate during this time of lockdown and coronavirus restrictions. She said that CCTV would be rolling out, as had been requested by many residents.

She highlighted that work was being done on the capital programme, within the constraints of social distancing. With regard to this, Gavin Haynes said that some capital works were taking place but other schemes had been postponed to next summer as they had not been mobilised for this year. He said that a report would come to a future meeting on this.

                                                                        ACTION: Gavin Haynes

There was discussion about what the caretaking projects team would do on an estate. An example was given of jet washing to remove moss and other stains from buildings. A question was raised about voids, as some attendees were concerned about what seemed like a large number of void properties.

Ms Spooner said that, during the spring/summer lockdown, it had not been possible to arrange viewings to let flats and there had been some delays in void works. Other properties which were not able to be let were those that would be affected by HS2 or earmarked for regeneration.

There was a discussion about rent arrears. Ms Spooner said that rent arrears were £9.9m, half of which was related to residents on Universal Credit. Arrears had increased by £2m since March.

Graeme Beedham, the Head of Tenant Participation and Sheltered Housing, announced that the Fire Safety and Compliance Panel was looking for a new DMC rep. He asked people to write to him to express their interest by 31^st December.

RESOLVED –

THAT the report and the comments above be noted.

Report of the Head of Tenancy Services.

In line with the DMC funding guidelines, TRAs will be asked to provide an update to the meeting regarding the progress of agreed bids, including an update on the associated spend. TRAs are invited to circulate any relevant information in advance through the clerk.

TRAs are encouraged to submit bids as soon as possible, so they can be properly assessed and prepared by officers, ready for submission to the DMC. TRAs are reminded that verbal bids cannot be accepted at DMC meetings as, in line with the guidelines, officers need to be able to assess bids before passing them to the DMC.

For more information on DMC bids, please see our webpages: www.camden.gov.uk/dmcbids.

Consideration was given to a report of the Landlord Services Manager (South).

Tara Cookson, Neighbourhood Manager, introduced the report. It was noted that CASP was not present at the meeting, but the meeting agreed to consider their bid.

With regard to previous DMC bids, Sue Robertson raised concerns about the delays in progressing the installation of security gates for Rochester Road Estate. The bid had originally been agreed 2 ½ years ago.

There was also mention of delays in installing a heater at St Pancras Way TRA hall.

A concern was raised about the potential waste of material that had been purchased for DMC funded work. Jane McWilliams made reference to railings that had been funded by the DMC and then had to be removed because of work on Highgate New Town Community Centre and would have been disposed of, if the TRA had not intervened. They would now be used for another area on the estate.

Members agreed the bids in the report.

RESOLVED –

THAT the following bids be agreed:

Holly Lodge RA representatives highlighted the need for regular inspection of estates. They did not feel that a five-yearly stock conditions survey was enough and wanted to see six-monthly inspections. They had particular concerns with regard to the flat roofs on their estate.

Other residents, including Abu Naser from Kenbrook, also raised concerns about the inspection and maintenance of housing stock and the importance of the council prevent its assets from deteriorating. Susanne Afra, the new Head of Capital Works, said her colleague Chris Fallon was liaising with the TRA on Kenbrook on their issues and she would ask him to update them.

                                                                        ACTION: Susanne Afra

Gavin Haynes noted the concerns of Holly Lodge residents and said he would be exploring measures to ensure 6-monthly roof checks.

                                                                        ACTION: Gavin Haynes

The Chair asked for an update on the Whittington Estate. Mr Haynes said that the heating units would be renewed from January onwards.

Report of the Head of Tenant Participation and Sheltered Housing.

This report provides a summary of the Cabinet Member for Better Homes’ meeting with DMC representatives on the 23rd September and the response given by the Council to the recommendations made by DMC’s at their own meetings held during break-out sessions on the evening.

The report was noted.

There was no other business.