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 supplementary agenda and those TRAs whose registration had lapsed, which were listed at Appendix B.

RESOLVED –

THAT the ‘A’ and ‘B’ lists be noted.

Apologies for absence were received from Alex Khawaja (Red Lion RA), Carolyn Gelenter (Brunswick TRA) and Judith Milner (Langdon House).

The Chair announced that he had circulated information on the financial situation to DMC members.

There were no declarations of interest.

There was no urgent business.

To approve and sign the minutes of the meeting of the Holborn DMC held on 20 September 2023.

RESOLVED –

THAT the minutes of the meeting held on 20 September 2023 be approved and signed as a correct record, subject to:

·       The deletion of the sentence “Concern was expressed that the approximately £270m of debt among 17 tenancies represented several years rent on average”; and

·       The addition of “in excess of £200m” to the end of the sentence “A DMC representative commented that, due to work from the stock condition survey not taking place, there would be increased costs in the future”.

It was requested that someone from Parking Services attend a future meeting to discuss parking spaces on estates. It was agreed that an interim response on the process and transparency could be provided to Powis Estate TRA representatives.

ACTION: Andy Foster, Estate Parking and Access Manager

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

This report provides an update on Housing Revenue Account (HRA) 2024/25 Budget Setting progress ahead of the January Joint DMC meeting at which DMC representatives will be asked to provide feedback on proposals.

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

Emma Cardoso (Team Leader (HRA & Capital Projects) offered to feedback examples of damp and mould reported over a number of years at the Brunswick Estate.

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

Further examples of damp and mould being reported to repairs over lengthy periods were given for Powis Estate. One case of £5000 worth of repairs being carried out, followed by a worsened situation after six months, was highlighted. Concern was expressed that rent rises would result in the same or deteriorating service. Officers had been contacted without responses received. Officers commented that the process was that once a case of damp and mould had been identified and rectified, it should then be followed up on a regular basis to see if further work was required. The Head of Capital Works offered to follow up with the repairs service.

ACTION: Susanne Afra, Head of Capital Works

The Flaxman Court TA representative commented that damp and mould was a significant issue with people falling ill. The damp was fixed but returned after two months.

The Dudley Court TRA informed the meeting of security issues, with vandalism and burglaries on the estate due to the roller shutters having been broken for months. It had been reported many times. Representatives of Powis Estate TRA reported similar issues.

Councillor Meric Apak, Cabinet Member for Better Homes, acknowledged the dissatisfaction with repairs and the damp and mould issues. A new process introduced a few weeks previously so that assessment, including identifying the root causes, and repairs happened at the same time. There had been positive comments on the process over the previous two weeks. It was suggested that a report be brought to the March meeting of the DMC and the new Head of Repairs and Operations be invited. The Head of Repairs and Operations could also contact representatives of Powis Estate, Flaxman Court and Dudley Court in the interim to discuss individual cases.

ACTION: Tony Castle, Head of Repairs and Operations

Councillor Apak explained that there were a limited number of levers to balance the Housing Revenue Account (HRA) and that these were to make efficiency savings and to raise rents.

In response to a question about where else the HRA borrows from, besides the General Fund, it was explained that there was some external borrowing, mainly from the Public Works Loan Board. It was suggested that information on this be included for the January Joint DMC meeting.

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

The Chair suggested that the Government could be approached to consider a subsidy system for debt similar to the 2011 self-financing settlement.

DMC representatives suggested that there had been a failure of management in dealing with the problems, with money wasted across all housing services. It was suggested that waste be cut before rents raised. The Cabinet Member for Better Homes proposed that the Director of Housing attend the meeting in March to  ...  view the full minutes text for item 7.

Report of the Director of Housing.

This report provides performance information on areas of the Housing Service provided to council tenants.

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

Management of empty council homes (voids)

In response to questions about the time taken to turn around empty homes, officers noted that different contractors were required. Some services were provided in house but others were sought from outside the council. There was a lack of labour in the market.

Concerns were expressed that the Council completely refitted kitchens and bathrooms before letting even when recently decorated. It was suggested that incoming tenants be asked if they would be happy with the existing fittings. Officers noted that similar comments had been fed back and now fittings were only removed if unsafe. If they were safe, tenants were advised that the fittings were not standard and could not be maintained as is in the event of problems. In response to queries about laminate flooring, it was confirmed that it was a condition in tenancy leases that floors be carped above a certain level to reduce noise disturbance. The Chair highlighted a recent Housing Ombudsman ruling that social landlords take noise nuisance more seriously.

In a discussion about how the Council becomes aware of deaths of tenancy holders, it was explained that this would usually be communicated via the death certificate. However, if residents were aware of any deaths or suspicious behaviour, they were asked to let the Council know so that it could be investigated.

RESOLVED –

THAT the report be noted and comments summarised above.

Report of the Head of Innovation & Improvement.

This report provides performance information on areas of the Housing Service provided to council tenants.

Consideration was given to the report of the Head of Innovation & Improvement.

In response to a question about how the proposed Tenant Conference differed from the Estate Action Days, the Head of Innovation & Improvement explained that the conference was proposed before the Estate Action Days had started. The main difference was that the Estate Action Days were very localised while the Tenants Conference would bring tenants together from across the borough. The approach to developing the conference would be participative to ensure it met the needs of tenants and leaseholders. It would include large discussions, presentations, breakout sessions, stalls from the voluntary and community sector and services such as Fire and Rescue. It would also be possible to celebrate some of the good things that TRAs were doing and allow residents to connect.

There was some concern that the Tenant Conference would be costly and duplicate information already received at the Estate Action Days. Residents might be cynical about having another event to talk about the same issues.

The Head of Innovation & Improvement offered to contact the representative of Birkenhead (Riverside) TRA to discuss feedback on communication and accountability, including how the upcoming Estate Action Day would be managed.

ACTION: Ododo Dafe, Head of Innovation & Improvement

The Chair commented that, while there were a number of very large TRAs in Holborn, there were also smaller blocks and estates, and street properties, where there were fewer residents associations to enable the sharing of experiences.

RESOLVED –

THAT the report be noted and comments be summarised above.

Report of the Director of Public Safety.

This report provides an overview of the work of the Community Safety Service throughout 2023.

Consideration was given to the report of the Director of Public Safety.

The Brunswick TRA representative informed the meeting that a visitor to the CCTV control room learnt that the Brunswick Estate CCTV was not connected to it. Officers were asked to provide information on when any working CCTV would be provided, not just the upgraded cameras, and on when the technical survey would take place.

ACTION: Patrick Coulson, Community Safety Manager

Officers agreed to find out and share when upgraded CCTV would be installed at Birkenhead (Riverside) as it had been delayed from January and from September 2023.

ACTION: Patrick Coulson, Community Safety Manager

The Community Safety Manager agreed to find out and share when a site survey would take place at Tybalds Estate with the TRA present.

ACTION: Patrick Coulson, Community Safety Manager

Officers agreed to find out and share when upgraded CCTV would be installed at the Bourne Estate.

ACTION: Patrick Coulson, Community Safety Manager

The representative of Derby Lodge advised that there would be substantial scaffolding erected from January 2024 and queried the possibility for increased security presence. The Community Safety Manager agreed to ask someone to assess the site and provide a report to be included in patrolling plans for the area.

ACTION: Patrick Coulson, Community Safety Manager

The Chair highlighted the use of online forms to report anti-social behaviour and queried how long the processes take. The Community Safety Manager explained that the contact centre was able to direct the complaint to the appropriate community safety officer depending on the geographical location of the activity. At a minimum there would be an update every six weeks. The Chair suggested that the contact information give more detail on the performance standards and that the data be included in the performance report.

ACTION: Patrick Coulson, Community Safety Manager

There was a map that showed to which areas community safety officers were allocated. The Chair requested that this be shared with the Head of Innovation & Improvement and that Neighbourhood Housing Officers also be included. The Head of Innovation & Improvement commented on the challenge involved but would explore the options.

ACTION:      Patrick Coulson, Community Safety Manager

                     Ododo Dafe, Head of Innovation & Improvement

In response to a question about making applications for cameras in new hotspots, the Community Safety Manager explained the process. Where a temporary camera had not resulted in a problem being solved after a minimum period of six months, a business case could be made for a permanent camera.

The Community Safety Manager offered to bring further reports to future meetings.

RESOLVED –

THAT the report be noted and comments summarised above.

Report of the Head of Capital Works.

This report provides an update on the council’s stock condition survey programme information and any indicative investment required, what needs to be prioritised and the resources available.

Consideration was given to the report of the Head of Capital Works.

The Chair queried whether the assessment of investment need and resources available would be available to feed into the rent setting discussions. The Head of Capital Works understood that the information was not yet ready but would check if it would be available for the January discussions.

ACTION: Susanne Afra, Head of Capital Works

In response to questions, the Head of Capital Works explained that most retrofitting pilots using central government funding required homes to reach EPC Band B. Further external funding was being bid for with different initiatives being explored. A regular update could be given.

ACTION: Susanne Afra, Head of Capital Works

RESOLVED –

THAT the report be noted and comments summarised above.

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.

RESOLVED –

THAT Gamages TRA be granted £70 for notices for the main entrance advising of floor levels and flat numbers.

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.

The Brunswick TA representative confirmed that the energy team had visited and had noted the broken seals on the windows. They had said that fixing the seals would be too expensive due to the need for scaffolding. However, others had stated that it would be possible to carry out the works from the inside. Officers agreed to follow up on the issue.

ACTION: Stephanie Marsh-Aldis, Landlord Services Manager

RESOLVED –

THAT the update was noted.

The Glynde Reach representative raised an issue with a broken light on the estate, with a lack of responses from the Neighbourhood Housing Officer and the complaints service after a period of several months although there were service standards to comply with. The ward councillors had also been contacted. There was no update on who should be dealing with the issue. Officers offered to follow up and put the relevant person in contact with the representative.

ACTION: Susanne Afra, Head of Capital Works

The Chair advised that the representative could contact the Housing Ombudsman if there had been a failure to follow the complaints handling process. The Glynde Reach representative commented on the lack of improvement in the repairs reporting service and the need for transparency and a permanent audit trail. The Team Leader (HRA & Capital Projects) offered to escalate to the Director of Property Management.

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

The Cabinet Member for Better Homes suggested that the Director of Property Management bring a report to and attend the March meeting to discuss concerns.

ACTION: Gavin Haynes, Director of Property Management

It was suggested that the draft Minutes of the meeting be sent to the Heads of Service and Directors being invited to address concerns.

ACTION: Cheryl Hardman, Principal Committee Officer

Officers agreed to share contact details with Derby Lodge TRA for who to speak to about Leaseholder Services requiring payments for major works that have been significantly delayed and would confirm the name of the Neighbourhood Housing Officer.

ACTION: Stephanie Marsh-Aldis, Landlord Services Manager

Officers agreed to share the name of the Neighbourhood Housing Officer with Powis Estate TRA.

ACTION: Hugh Boatswain, Senior Tenant Participation Officer

The Head of Capital Works confirmed that the funds were in place for the Better Homes works at Tybalds Estate but the work had been delayed to Spring 2024.

Report of the Cabinet Member for Better Homes.

To consider and note the report of the Cabinet Member for Better Homes.

Councillor Meric Apak, Cabinet Member for Better Homes, noted that it was the last meeting of Holborn DMC for Hugh Boatswain, Senior Tenant Participation Officer. Councillor Apak commented on having enjoyed working with Hugh, with residents also having appreciated Hugh’s service over the years.

There was no urgent business.