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.

RESOLVED –

THAT the ‘A’ and ‘B’ lists be noted.

RESOLVED –

THAT Peter Wright (Gordon Mansions RA) be elected Chair of the DMC for the 2023/24 municipal year.

RESOLVED –

THAT Andrey Kobilnyk (Glynde Reach) be elected Vice-Chair of the DMC for the 2023/24 municipal year.

It was proposed that a second vice-chair be elected in September. This would preferably be a tenant and/or a female resident.

The Committee is asked to agree the Constitution and the Code of Conduct for the 2023/24 municipal year.

The Chair informed the meeting that it had been proposed there be a four minute time limit on speeches by members of the DMC. In response to concern that some issues might require longer for reasons such as complexity, it was suggested that the committee could agree in exceptional circumstances to allow a speaker to continue. It was proposed that the committee trial the approach at the meeting and a formal written proposal to amend the Constitution potentially be brought to the September meeting.

ACTION: Peter Wright, Chair of Holborn DMC

RESOLVED –

THAT the Committee agreed the Constitution and the Code of Conduct for the 2023/24 municipal year.

Apologies for absence were received from Ros Perrott (Brunswick TA) and Councillors Sue Vincent, Awale Olad and Julian Fulbrook. Graeme Beedham (Head of Tenant and Leaseholder Engagement) also gave apologies.

There were no announcements.

There were no declarations of interest.

The Chair announced that a supplementary agenda had been published with a late bid for funding from Gamages TA, to be considered under Item 11: Holborn DMC Budget Report – 1^st Quarter 2023/24.

To approve and sign the minutes of the meeting of the Holborn DMC held on 8 March 2023.

RESOLVED –

THAT the minutes of the meeting held on 8^th March 2023 be approved and signed as a correct record.

Report of the Director of Housing & Director of Property Management

At this DMC round, members have asked that the report includes additional performance analysis information to initiate a process that seeks to improve contractor performance and address tenants and residents’ concerns; information on the pest control services illustrating the link to the repairs service; a response to current concerns expressed by tenants and residents across the borough on ground maintenance performance; and an update on the emerging Housing Directorate Structure.

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

HRA Budget Monitoring Update

The report was introduced by Mike Webb (Head of Finance (Supporting Communities)). In response to questions about the refinancing of Council debt while interest rates were rising, it was explained that the debt was initially financed when interest rates were higher than at present so the refinancing would be a lower rate. It was also clarified that capital housing works was funded through the Housing Revenue Account and not through borrowing.

In response to a question about what ‘family friendly housing’ referred to, it was explained that smaller units would be sold and larger units purchased to ensure that the social housing stock matched the need of families in Camden. It was confirmed that the possibility of converting smaller units into larger units was also being investigated.

It was noted that there had been promises that Brunswick Estate would receive a Spring Clean for a number of years but the funding had been removed. Fire safety works had resulted in situations where older residents could not open heavy fire doors. Officers agreed to update the Brunswick TRA representatives on the position with works on the estate.

ACTION: Susanne Afra, Head of Capital Works

Officers agreed to follow up on lights being left on all day in communal areas of Flaxman Court.

ACTION: Susanne Afra, Head of Capital Works

A DMC representative asked whether, if tenants did not pay service charges because of rent arrears, the impact was spread across the Housing Revenue Account or localised to the services’ budgets. Officers commented that the heating pool was ringfenced so costs would be borne by the residents involved. Responsibility for other service payments would be checked.

ACTION: Mike Webb, Head of Finance (Supporting Communities)

It was confirmed that there was a heat metering programme and that enquires had been made to include Gamages and Tybalds Close. There were some challenges and this could be followed up with Tybalds Close TRA. Following queries by the Brunswick TRA representative, the potential for heat metering would also be investigated for Brunswick Estate and followed up with the TRA.

ACTION: Susanne Afra, Head of Capital Works

Concern was expressed that heating remained on at Trentishoe during the summer months and that GEM had confirmed the block was not on the Council list for summer shutdown. Officers agreed to discuss with GEM and respond to the TRA.

ACTION: Susanne Afra, Head of Capital Works

The Chair requested that the refreshed heat metering programme for estates be published.

ACTION: Susanne Afra, Head of Capital Works

DMC Inclusivity Charter

The Chair highlighted the TRAs that were already looking at changes to structures and working differently. Councillor Meric Apak (Cabinet Member for Better Homes) commented on the proposed resident conference that a successful event had taken place eight years previously, organised by the then Cabinet Member for Housing, Councillor Julian Fulbrook. The conference could replicate that model, bringing in  ...  view the full minutes text for item 10.

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 Neighbourhood Manager and the

supplementary agenda.

Concern was expressed that the proposed plant pots for Glynde Reach would not meet fire safety standards. It was suggested that they check first with the fire safety team. The Glynde Reach representative informed the meeting that a nominal fee of £2 per month was proposed to be charged for use of the bike storage. It was also mentioned that the noticeboards might not be needed but that the funding would be returned if that was the case.

Feedback on the success of taekwondo classes was requested.

Officers agreed to support Tybalds Close TRA in developing a bid.

ACTION: Stephanie Marsh-Aldis, Neighbourhood Manager

RESOLVED –

(i)             THAT Glynde Reach be granted £319.16 for lockable display noticeboards;

(ii)            THAT Glynde Reach be granted £7,002 for the installation of secure and lockable bike storage;

(iii)          THAT Glynde Reach be granted £745 for large plant pots and soil, subject to the fire safety team confirming compliance with fire safety;

(iv)          THAT Medway Court TRA be granted £4,689 for new flower beds and renewal of a lean-to structure;

(v)           THAT Medway Court TA be granted £3,533 for the supply and fit of new metal panels to cover the existing bin store;

(vi)          THAT Bourne Estate TRA be granted £1,454.96 for taekwondo classes for 4-15 year olds from the estate; and

(vii)         THAT Gamages TRA be granted £4,210 plus VAT for artificial grass on an outdoor gym area.

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

RESOLVED –

The update was noted.

The Flaxman Court TRA representative highlighted damp and mould issues and the removal of trees without informing the TRA in advance.

The Falcon Court TRA representative objected to not being listed as a voting member and commented that the TRA had not been incorporated into Tybalds Close TRA. The Senior Tenant Participation Officer noted that incorporation was the decision at the TRA’s AGM as it was understood.

There was no urgent business.