Agenda and minutes

Appendix A lists those Tenant and Resident 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 TRAs 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 and Leaseholder Engagement Team together with a membership list and a completed registered form.

The DMC considered the list of registered tenant and resident associations (TRAs) provided by the Tenant and Leaseholder Engagement Team listed at Appendix A to the agenda and those TRAs whose registration had lapsed, which were listed at Appendix B.

It was noted that Red Lion Square TRA had been renamed to Red Lion Square RA.

ACTION: Hugh Boatswain, Senior Tenant Participation Officer

RESOLVED –

THAT the ‘A’ and ‘B’ lists be noted.

Apologies for absence were received from Geoff Bury (Gamages TRA), Howard Patten (Regents Square TRA), Sarah Friday (Medway Court TRA), Ian Schofield (Dudley Court) and Councillor Awale Olad.

The Chair welcomed Councillor Lotis Bautista to her first meeting of Holborn DMC. It was noted that Councillors Bautista and Meric Apak would need to leave by 9pm.

There were no declarations of interest.

There were no items of urgent business.

To approve and sign the minutes of the meeting of the Holborn DMC held on 21 June 2022.

A number of DMC representatives commented that they had not received the questionnaire on complaints handling from DMC Chairs. The Chair agreed to circulate to those who had not received the questionnaire.

ACTION: Peter Wright, Chair

RESOLVED –

THAT, subject to the addition of Ruth Bonazza (Derby Lodge TRA) as in attendance, the minutes of the meeting held on 21 June 2022 be approved and signed as a correct record.

Report of the Director of Housing & Director of Property Services

This report brings together an update on Housing and Property service areas of performance since the June DMC round. In addition to the performance updates, that now includes complaints there is also information on the Council’s Small Site Programme, information about Parking Enforcement and an update on the proposed Housing Residents Performance Panel that DMCs are invited to comment on.

Consideration was given to the report of the Directors of Housing Management and Property Services.

Finance Strategy HRA Update

In response to concerns that the report and emails from the Council were obfuscatory on heating charges, the Cabinet Member for Better Homes explained that the Council had received little information from the Government and that prices were in flux. Brunswick TRA representatives were asked to send the email on heating to the Committee Officer so that the issues could be followed up.

ACTION: Brunswick TRA

It was suggested that the pilot projects were very small. Officers advised that feedback from the pilot phase would be taken on board to develop the approach to a large-scale programme.

The excessive heat within some Brunswick Estate properties during summer was highlighted and it was noted that the programme should include properties not owned by the Council.

Voids Improvement Programme Update

Up-to-date figures on sheltered active void properties were requested for Brunswick TRA.

ACTION: Laura Gillett, Head of Voids Programme

Housing Repairs and Contact Centre Update

The Flaxman Court TRA representative raised the issue of poor soundproofing of flats that the Landlord Services Manager had been examining and associated structural problems not being considered by subcontractors. She was asked to send details to the Head of Capital Works.

ACTION: Julia Pascal, Flaxman Court TRA

Capital Works Programme Update

In response to a query about whether the Council knows the EPC of all its properties, it was confirmed that this was known but the retrofit programme would target lower rated blocks. A minimum of EPC C rating was being sought to contribute to the Council target of net zero carbon.

Officers confirmed that the scope for Derby Lodge works were being finalised and the project manager would be in contact with residents shortly.

ACTION: Susanne Afra, Head of Capital Works

Brunswick TRA representatives highlighted urgent works that were required at the Brunswick Estate. It was requested that this be followed up with the TRA representatives.

ACTION: Susanne Afra, Head of Capital Works

The Flaxman Court TRA representative commented that, since major works on the block, lights remained on 24 hours a day. This had implications for electricity costs.

The Bourne Phase 3 project would go to tender shortly. The project manager would be asked to update the Bourne Estate TRA.

ACTION: Susanne Afra, Head of Capital Works

The Langdon House TRA representative noted that the project manager for the Bourne Estate Phase 3 project had contacted her about door replacements as requested but he had not responded to follow up emails. Officers agreed to follow this up with the project manager.

ACTION: Susanne Afra, Head of Capital Works

In response to questions about lengthening a lease on a property, officers confirmed that these were not normally extended where the lease still had more than 40 years remaining. Further details on next steps for leaseholders could be provided to Brunswick TRA representatives.

ACTION: Angela Spooner, Head of Landlord Services

Community Safety & Responsive Security Patrol Performance Update  ...  view the full minutes text for item 7.

Report of the Head of Tenancy Services.

In line with the DMC funding guidelines, TRAs are able to provide an update to the meeting regarding the progress of agreed bids, including an update on the associated spend. TRAs are invited to discuss any issues with the Neighbourhood Manager prior to the meeting and 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/district-management-committees. 

Consideration was given to the report of the Landlord Services Manager.

The Neighbourhood Manager informed the Committee that, due to a potential Traffic Management Order being considered for the Bourne Estate, the traffic control and parking space related bid would be withdrawn pending further advice.

The Neighbourhood Manager brought forward a retrospective verbal bid to pay for emergency repairs to the Brunswick TRA hall. The cost would depend on the success of an insurance claim.

RESOLVED –

(i)             THAT Millman Street be granted £2,000 to purchase new wooden planters;

(ii)            THAT Bourne Estate TRA be granted £1,985 to purchase large planters;

(iii)          THAT Bourne Estate be granted £750 for the gardening project; and

(iv)          THAT Brunswick TRA be granted up to £542 dependent on the outcome of an insurance claim, to pay for emergency repairs to the TRA hall following flooding.

To receive an update from the Cabinet Member for Better Homes on housing issues in the Borough.

Consideration was given to the update of the Cabinet Member for Better Homes.

The Principal Caretaking Manager agreed to respond to the Langdon House TRA representative regarding issues raised on window cleaning at the December 2021 meeting.

ACTION: Dilip Shah, Principal Caretaking Manager

Officers were asked to respond to the Red Lion Square RA representative about processes to notify TRAs when a property changes hands.

ACTION: Dermott Mullan, Landlord Services Manager

The Langdon House TRA representative noted, in relation to the report’s comment on improvements through efficiencies, that repairs to an overflow had been carried out four times in the past year. In addition, a perimeter gate with a corroded hinge had been ‘made safe’ rather than fixed resulting in bins having to be moved. The representative was asked to send details to the Principal Caretaking Manager so the issues could be followed up.

ACTION: Dilip Shah, Principal Caretaking Manager

RESOLVED –

THAT the update of the Cabinet Member for Better Homes was noted.

The DMC is asked to note the progress of the action points arising from the previous meeting.

Consideration was given to the action points update.

RESOLVED –

THAT the action points update was noted.

Update from the DMC Chairs

To consider an update on the proposals from the DMC Chairs of 2021/2 to the June 2022 DMC Round.

Consideration was given to the update from the DMC Chairs.

It was noted that over 300 responses to the survey had been received to date.

RESOLVED –

THAT the update be noted.

The Bourne Estate TRA representative offered the use of the Bourne TRA hall for future meetings of the DMC.

There was no urgent business.