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.

The Chair noted that Gamages TRA had held an AGM on 25 January 2023 and the Flaxman Court TRA representative noted that an AGM had been held on 10 December 2022 rather than 13 November 2022 as listed in the supplementary agenda.

ACTION: Hugh Boatswain, Senior Tenant Participation Officer

RESOLVED –

THAT the ‘A’ and ‘B’ lists be noted.

Apologies for absence were received from Faisal Ahmed (Gordon Mansions TRA).

The Chair noted that the Cabinet Member update, which was usually at the end of the agenda, had been brought forward due to raising important issues for discussion.

There were no declarations of interest.

The Chair announced that an emergency bid for funding from Medway Court would be raised under the Holborn DMC Budget item.

To approve and sign the minutes of the meeting of the Holborn DMC held on 6 December 2022 and 11 January 2023.

The Red Lion RA representative commented that he had information on alternative bike sheds. It was suggested that any information be emailed to Hugh Boatswain, Senior Tenant Participation Officer, who could circulate it.

RESOLVED –

THAT the minutes of the meetings held on 6 December 2022 and 11 January 2023 be approved and signed as a correct record.

Report of the Director of Housing Management & Director of Property Services.

At this DMC round, members have asked for the report to focus on the monitoring and performance of contractors who contribute towards the provision of the Council’s Housing Services; an update on Landlord Services home visits programme and how vulnerable tenants are identified; a Housing transformation update and an update on the impending changes to the social housing regulatory framework.

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

Housing Contractor Performance

The Langdon House TRA representative commented on repairs that had been scheduled for two separate neighbours. Having called the contact centre to suggest amalgamating the repairs, advice had been received that staff would then not get paid and would not have the necessary materials. Susanne Afra, Head of Capital Works, explained that staff were salaried and offered to follow up with the TRA representative.

ACTION: Susanne Afra, Head of Capital Works

The Head of Capital Works also agreed to follow up with the Langdon House TRA representative with regard to questions about heating systems.

ACTION: Susanne Afra, Head of Capital Works

In response to questions from the Chair, the Head of Capital Works explained that the Head of Repairs & Operations was developing a planned maintenance programme. The programme could be shared with the DMC and it was confirmed that estates would be advised of any planned maintenance.

ACTION: Susanne Afra, Head of Capital Works

Concern was expressed regarding the proforma reporting channels that caretakers are required to use to communicate repairs. It was noted that for less common repairs there was not a simplified route for reporting. The Head of Capital Works agreed to discuss this with the relevant team and respond back to the Flaxman Court TRA representative.

ACTION: Susanne Afra, Head of Capital Works

The Powis Estate TRA representative highlighted ongoing challenges with resolving the minor repair of a communal tap. There had been multiple visits from the repairs team and a lack of communication. The Head of Capital Works agreed to follow up the issue and report back to the Powis Estate TRA representative.

ACTION: Susanne Afra, Head of Capital Works

General concern was expressed regarding communications from the repairs service which results in problems such as contractors unable to access rooms because the caretaker is not aware and present.

Landlord Services Update

In response to a request, Dermott Mullan, Landlord Services Manager, agreed to investigate when the advice bus might be able to visit the Bourne Estate.

ACTION: Dermott Mullan, Landlord Services Manager

Representatives discussed the apparent disproportionate provision of services such as the advice bus scheduled to visit the north of the borough. It was noted that the south of the borough was more expensive, while estates such as the Bourne were among the most deprived in the country.

In response to questions, it was explained that the aim was for Neighbourhood Housing Officers to visit all tenants with whom there had been no recent contact but vulnerable tenants were prioritised. Most tenants had welcomed the contact but some visits had led to concerns being identified such as hoarding which required further engagement. Contact details and next of kin would be updated as part of the visit.

It was suggested that vulnerable tenants could be provided with information about the TRAs during the visits. The Landlord Services Manager noted that many services had requested that  ...  view the full minutes text for item 7.

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

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

In response to a question about whether a smart meter could be installed in an electrical cupboard at Langdon House, the Cabinet Member commented that there needed to be a good connection for data being transmitted. This could be investigated.

ACTION: Sharon Calvey, Head of Estates Management

Concern was expressed about officers working from home and the use of online forms rather than residents being able to set out their concerns fully in emails. The Cabinet Member highlighted problems with the use of emails to contact officers including breaks in contact when that person is sick or on leave. It was an inefficient way to report repairs and most residents get used to one of the online channels to access the Council. The new WhatsApp and video facility had been successfully launched. By shifting to online reporting, it was easier to get through on the phone for those without internet access.

The Head of Capital Works agreed to follow up on an intermittent fault with a lift at Medway Court.

ACTION: Susanne Afra, Head of Capital Works

The Cabinet Member noted that the officer being chased by email about the fault was off sick and the other officers copied in may not realise that, believing the issue was being dealt with.

The Cabinet Member agreed that officers would provide an update for the Bourne Estate on the proposed TMO. The Bourne Estate TRA representative requested speed bumps to be installed as soon as possible given the lack of pavements. The Cabinet Member agreed that a response on this would be included in the update.

ACTION:      Sharon Calvey, Head of Estates Management

                     Peter Mardell, Head of Parking Operations

It was noted that responses from Council officers were particularly important for residents with mental health issues. The Cabinet Member agreed that a response would be provided on when the mental health team was established.

ACTION: Dermott Mullan, Landlord Services Manager

There was a discussion about face to face channels of communication. Officers noted that residents could speak with customer service staff at 5 Pancras Square, who could support them with accessing other officers by telephone. Appointments could be made to meet Neighbourhood Housing Officers at different locations.

It was suggested by a resident that the installation of smart meters allowed electricity companies to turn off the supply remotely. Without a smart meter, not paying a bill was a method to force the company to speak to a resident.

RESOLVED –

THAT the DMC noted the report.

Report of the Head of Programmes, Housing.

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 Head of Programmes, Housing and the supplementary agenda.

In response to a query over whether any external contractors had been approached to quote for the proposed Trentishoe Mansions work, officers explained that for works under £10,000 the Council’s in house contractors were contractually preferred.

The Chair announced that there had been an emergency bid for funds from Medway Court TRA. This was to repair a roof for a garden shed that had fallen in.

RESOLVED –

(i)             THAT Trentishoe Mansions TRA be granted £5,000 to improve the paintwork surrounding the main entrance door; and

(ii)            THAT Medway Court TRA be granted up to £1,000 to repair a garden shed roof.

The DMC is asked to note the progress of the action points arising from the December 2022 and January 2023 meetings.

RESOLVED –

The update was noted.

There were none.

The DMC is asked to note that future meetings have been scheduled for:

·       Tuesday 20 June 2023

·       Wednesday 20 September 2023

·       Tuesday 5 December 2023

·       Wednesday 10 January 2024 (Joint DMC rent-setting meeting)

·       Wednesday 13 March 2024

The dates were noted.

There was no urgent business.