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.

To elect a second Vice-Chair for the remainder of the 2023/24 municipal year.

RESOLVED –

THAT Geoff Bury (Gamages TRA) be elected as a Vice-Chair of the DMC for the 2023/24 municipal year.

The Committee is asked to consider and include the following proposed time limit on speeches in the Constitution:

7 d) If any speech reaches four minutes, the Chair should ask the meeting if it wishes it to continue.  Any member may ask the Chair to apply this provision to a speech.

RESOLVED –

THAT the Committee agreed the amendment to the Constitution as set out in the agenda pages.

Apologies for absence were received from Ed Sweetman (Tybalds Close TRA), Mark Quinlan (Trentishoe TRA) and Councillor Rishi Madlani. Apologies for lateness were received from Zeena Zakaria (Powis Estate TRA).

Deputation to Council

The Chair reported that a deputation was made to Camden Council on 18 September 2023 by the DMC Chairs, which was presented by three of the Chairs. The deputation set out the views the Chairs expected that DMC members would want to be represented on the state of Camden’s housing stock. There had not been the opportunity to consult given the timetable of a Housing Scrutiny Committee reference to Council on the issue. The DMC were advised that the deputation statement was published on the Council website and that the webcast of the meeting was available.

Grade II listed building group

The Chair also informed the meeting that a Tenant Management Organisation in Westminster was looking to set up a group to share experiences of living in Grade II listed buildings. The Chair could put any interested resident in contact with the group.

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 20^th June 2023.

RESOLVED –

THAT the minutes of the meeting held on 20^th June 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 performance information to understand and seek to improve contractor performance and address tenants and residents’ concerns. Areas for focus are rent arrears, repairs, major works and fire safety, CCTV upgrades, caretaking, grounds maintenance and complaints.

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

HRA budget monitoring update

In response to queries about rent arrears, Emma Cardoso, Team Leader (HRA and Capital Projects), confirmed that it was £16.6m at the end of Quarter (Q)1 2023/24. Deficit expenditure would be drawn from Housing Revenue Account (HRA) reserves. The meeting was reassured that there would still be sufficient reserves after the deficit was deducted. The Cabinet Member for Better Homes commented that the HRA had been under pressure for the past few years and if it continued to draw on reserves it was projected they would run out in three to four years. Most reserves were earmarked against major works. Fire safety and the damp and mould works were also a priority.

The Chair requested that, in the next report to the Committee, information be provided on the stock condition survey and the implications for funding. The Cabinet Member for Better Homes commented that there was a £180m funding gap in the last stock condition survey and it was likely that the gap will have grown. This would require difficult conversations. A DMC representative commented that, due to work from the stock condition survey not taking place, there would be increased costs in the future.

Concern was expressed that the approximately £270m of debt among 17 tenancies represented several years rent on average. Stephanie Marsh-Aldis, Landlord Services Manager, commented on the delays with bailiff services which were leading to longer times for eviction processes. A supportive approach was taken for residents struggling with rent arrears, with a Welfare Rights team to help on benefits. Ultimately, the Council would take action but there was a need to show reasonableness in court.

The Team Leader (HRA and Capital Projects) clarified that LASER bought gas and electricity for the Council and watched the market. Looking back over the past few years, the strategy used was still considered the best strategy for purchasing gas and electricity. The Chair commented on the council having contracted via a procurement only option with LASER and queried if that meant financial advice was limited. Officers agreed to check the position with the energy team and report back.

ACTION: Emma Cardoso, Team Leader (HRA and Capital Projects)

Repairs

The Chair noted that Noel Curran was the new Responsive Repairs Operations Lead and suggested that the Langdon House TA and Brunswick TRA representatives could meet with him to discuss any ongoing issues. Judith Milner, Langdon House TRA, commented that the repairs service was performing poorly and highlighted a number of issues with the repairs system. Susanne Afra, Head of Capital Works, responded to reports of vacancies and the shortage of specialist/skilled staff in the market. Officers were liaising with HR over pay scales to enhance competitiveness and to launch a recruitment campaign.

It was reported that workmen often jammed open lift doors resulting in the lifts being out of order for days. It was suggested that notices be put  ...  view the full minutes text for item 9.

Report of the Landlord Services Manager.

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.

Councillor Lotis Bautista commented that funding had been granted to Birkenhead in July 2022 but had been slow to be paid with works undertaken. Officers agreed to follow up and provide an update on the issues with the grant.

ACTION: Stephanie Marsh-Aldis, Landlord Services Manager

It was agreed that any increase in cost due to delays in the funding process could be paid through the HRA or by a further report to the DMC for funding. The Chair suggested that DMC representatives could be consulted by email.

Sandra Wheen, Gordon Mansions TRA, presented the bid and noted that additional funds might be required as the quote had not included chasing-in, which could be an expensive process in a conservation area. It was proposed that the bid be increased to up to £5,000.

The committee discussed previous advice over use of Gerda locks to enhance security. There had been a period when there was concern over widespread access to Gerda keys but the locks were now considered to enhance security, with different types being used. It was clarified that the fire brigade could access buildings using master keys and this was considered in the fire risk assessment.

RESOLVED –

(i)             THAT Glynde Reach be granted an additional £43.24 for  noticeboards;

(ii)            THAT Glynde Reach be granted an additional £487.22 for soil and pots for plants in the lobby;

(iii)          THAT Glynde Reach be granted £425.78 for a community library box in the garden;

(iv)          THAT Gordon Mansions TRA be granted up to £5,000 for installation of Gerda locks and cover boxes on communal doors; and

(v)           THAT Medway Court TRA be granted £2256.16 for the painting of parking panels.

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.

It was explained the TRV was the acronym for Thermostatic Radiator Valve and HIU was the acronym for Heat Interface Unit. Officers agreed to liaise with M&E and the Brunswick Estate TRA on how heating could be controlled individually and costs managed.

ACTION: Stephanie Marsh-Aldis, Landlord Services Manager

It was proposed that the energy team could visit Brunswick Estate to investigate the replacement of window seals.

ACTION: Stephanie Marsh-Aldis, Landlord Services Manager

RESOLVED –

THAT the update was noted.

The Flaxman Court TRA representative suggested the reintroduction of standard response times for emails. The Chair highlighted that the new Regulator of Social Housing was introducing standards and this could pick up response times.

Report of the Cabinet Member for Better Homes to Housing Scrutiny Committee.

The report to Housing Scrutiny Committee on 11 July 2023 is included for information.

RESOLVED –

THAT the report be noted.

There was no urgent business.