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 RA had held its AGM on 9 September 2024.

Ed Sweetman of Tybalds Close TRA commented that Tenant Participation had been advised that Rapinder Kaur had stepped down in June and requested that the A list be updated.

RESOLVED –

THAT the ‘A’ and ‘B’ lists be noted.

Apologies for absence were received from Albert Beale (South Bloomsbury), Rapinder Kaur (Tybalds), Julia Pascal (Flaxman Court), Sue Knox (Falcon), Sarah Friday and John Pope (Medway Court).

The Chair announced that Item 7: Lifts and Item 8: Voids had been withdrawn from the meeting.

There were no declarations of interest.

A paper from Paul Tomlinson (Camden Town DMC representative) on the Holmes Road depot and direct labour had been circulated separately and there would be an opportunity to discuss it under Item 18: Any Other Business that the Chair Considers Urgent.

To approve and sign the minutes of the meeting of the Holborn DMC held on 2 July 2024.

RESOLVED –

THAT the minutes of the meeting held on 2^nd July 2024 be approved and signed as a correct record, subject to the addition of Judith Milner (Langdon House) as present under ‘Other Residents Present’.

Report to follow.

This item was withdrawn.

Report to follow.

This item was withdrawn.

Report of the Head of Capital Work – Property Services

This report sets out how information on planned works is shared with appropriate staff, tenants and residents.  The report also outline the responsibility of contractors/sub-contractors for identification when attending an appointment and how this process was being monitored by the Council.

Consideration was given to the report of the Head of Capital Work – Property Services.

The Chair noted that there was repetitive mention of ‘should’ rather than ‘must’ in the paper and requested that further detail be provided on the contractual requirements for communications with tenants and residents.

ACTION: Thomas Broad (Consultation and Engagement Manager)

The Consultation and Engagement Manager acknowledged that there had been issues with reliability of timeframes provided at Tybalds Estate.

Concerns were raised about the use of anonymous white vans by contractors, with an example given of someone in an anonymous van who had ripped out a flat but was assumed to be a contractor. The Consultation and Engagement Manager highlighted the use of sub-contractors who may not have the resources to display their names on their vans. However, anyone on site was required to carry photo ID.

The complexity of managing different types of buildings was discussed and it was confirmed that harmonisation of approach was being sought through the Housing Transformation project.

There was confusion over what was included in the scope for planned works and what was identified as a general repair. For example, a door that should have been included in the Better Homes work at Tybalds was put through as a general repair. A representative of Falcon TRA commented on a recent meeting to discuss snagging issues. The TRA had been advised that 98% of snagging was complete but this was contested. The lack of clarity over the scope of the Better Homes work meant that repairs required because of the capital works were being raised as general repairs. Blocked drains that had resulted from jet work had been processed through repairs. Officers agreed to follow up on concerns about the progress of snagging works at Falcon House, and issues with allocating responsibility for repairs during capital works.

ACTION: Thomas Broad (Consultation and Engagement Manager)

A resident outlined similar issues at Brooks Court and Bourne Estate, where damage caused by the contractor Mulalley was left to Camden repairs.

The Langdon House resident commented on receiving duplicate correspondence on capital works for years. The bundles of papers were lengthy but extensive attempts to stop the duplicated paperwork had failed. Officers agreed to follow up on the issue.

ACTION: Thomas Broad (Consultation and Engagement Manager)

It was noted that at the Heads of Service session, officers raised recruitment as being a concern in the Repairs Service.

Birkenhead was scheduled to have disruptive renovations but the TRA had not heard from the contract manager for a lengthy period. It was queried what notice would be given. The Consultation and Engagement Manager suggested that the notice period depended on the intrusiveness and timeline of the project, however there should be several weeks’ notice. Maria Jacobs, Head of Neighbourhoods, explained that the Birkenhead works had been delayed and residents would receive a letter soon, with a meeting also to be arranged locally. The Consultation and Engagement Manager would follow up with the Head of Capital Works.  ...  view the full minutes text for item 9.

Report of the Cabinet Member for Better Homes.

Councillor Sagal Abdi-Wali, Cabinet Member for Better Homes, provides an update on several areas across the portfolio for the September DMC cycle. 

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

Concern was expressed about comments in the report suggesting that repairs were being rationed due to budgetary constraints.  It was noted that tenants paid for repairs through their rent and delaying repairs would result in greater costs in the longer term. The Cabinet Member for Better Homes assured the committee that the Council was not rationing repairs but following existing policies on the Council’s and residents’ respective responsibilities. The Council was helping tenants to take action by providing guidance though, for example, YouTube videos on repairs. In response to a request for clarification, it was confirmed that repairs to internal doors were the tenant’s responsibility. A resident commented on an internal door frame that was rotten and therefore a structural repair. Officers suggested that if residents were unable to carry out repairs by themselves, they could access help from WISH Plus which provided handymen at a discount rate.

A resident of Tybalds Estate had raised voids and refurbishment at the Heads of Service session and had been informed that the unnecessary ripping out of kitchens and bathrooms had stopped in November 2023. However, a beautiful bathroom and kitchen was being removed within a void property on the Tybalds Estate that day. It was recognised that there might be some plumbing work and electrical work needed but this could have been repaired. The Cabinet Member for Better Homes offered to investigate the case if more details could be provided by the TRA.

ACTION: Councillor Sagal Abdi-Wali (Cabinet Member for Better Homes)

Concern was expressed about contractors that carried out potentially unnecessary tests on a regular basis, charging the Council and leaseholders. For example, regular asbestos testing in buildings constructed after 2010. No communications were provided on the tests. Leaseholders querying the tests did not get answers about why they were needed. Officers agreed to investigate the issue.

ACTION: Thomas Broad (Consultation and Engagement Manager)

The Glynde Reach representative raised concerns about the development of the new online reporting system, suggesting that there had been little transparency or resident engagement with testing. It was considered that the Council was not following the requirements of the Local Digital Declaration which Camden Council had signed at its inception. A meeting had been held with the Project Manager but responses had not been received to questions about the new service. The Cabinet Member for Better Homes offered to follow up the questions if Andrey Kobilnyk emailed with further information.

ACTION: Councillor Sagal Abdi-Wali (Cabinet Member for Better Homes)

It was suggested that officers attend a future meeting to discuss the repairs service, including the testing that had taken place on the new online reporting system. The Tenant Participation Co-ordinator commented on the need to manage the forward plan of items given there were a number of reports scheduled to come to committee.

It was suggested that the voids team should give notice to local residents when a property was being stripped out.  ...  view the full minutes text for item 10.

Report of the Tenant Participation Coordinator.

This report provides an update on the review of the process for bidding, management and monitoring of the DMC budget proposed for adoption.

Consideration was given to the report of the Tenant Participation Co-ordinator.

Stanton La Foucade, Tenant Participation Co-ordinator, confirmed that the deadline for submission of bid applications was 20 working days before the next scheduled DMC meeting. The Chair commented that the timetable for the next meetings may be revised due to reports that had been requested.

The current budget available was between £140,000 and £150,000 per DMC. Funds should ideally be committed by the end of December cycle of meetings at the latest to enable it to be spent by the end of the following February.

The Chair confirmed that the committee would be consulted by email on bids that met the criteria and were under £5,000 before a decision was taken outside a formal DMC meeting.

RESOLVED –

THAT the report and the proposed revised bidding process, monitoring and overall management of DMC budget be noted.

Report of the Tenant Participation Coordinator.

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 Tenant Participation Co-ordinator and it was confirmed there were no bids to consider.

RESOLVED –

THAT the report be noted.

Report of the Strategic Lead.

This briefing provides an update on the working group made up of officers and residents representatives nominated by DMCs planning delivery of the Resident Action Day event on Saturday 28th September 2024.

Consideration was given to the report of the Strategic Lead.

RESOLVED –

THAT the update on work led by the co-production planning group to bring the event into fruition be noted.

Report of the Tenant Participation Coordinator.

This report provides information and a final plug to promote this interactive learning session with DMC and TRA representatives.

Consideration was given to the report of the Tenant Participation Co-ordinator.

RESOLVED –

THAT the paper be noted.

Report to follow.

Consideration was given to the report in the supplementary agenda.

The Chair commented on the need for a comprehensive list of Key Performance Indicators (KPIs) in the first instance so that the Committee could request data on the issues that interested it. The Head of Neighbourhoods confirmed that the KPIs were the current list reported to senior leaders. There were local performance indicators used by teams to manage day to day business but the volume of these would make it impractical to provide at every meeting. Officers agreed that a catalogue of local performance indicators could be provided as a one off report, along with a progress update on their development and an overview of how they were organised.

ACTION: All Heads of Service

RESOLVED –

THAT the paper be noted.

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

Report to follow.

Consideration was given to the Action Points Update in the supplementary agenda.

With regard to item HOL/0724/06, the representatives of Tybalds Close TRA noted that the issue were not resolved and that there been a void property at Chancellors Court since the previous October. It was also highlighted that there had been an empty property at Brunswick Estate for three years.

On HOL/0724/08, it was noted that the Project Manager had not been in contact with the TRA but had sent a letter to all residents.

In response to questions about increases to social rent, officers offered to share when the current rent settlement would end.

ACTION: Maria Jacobs (Head of Neighbourhoods)

In response to questions from the Chair, the Cabinet Member for Better Homes agreed to provide an update on heating charges and support for residents in debt.

ACTION: Councillor Sagal Abdi-Wali (Cabinet Member for Better Homes)

RESOLVED –

THAT the update be noted.

There were none.

Consideration was given to a statement by Paul Tomlinson (Camden Town DMC) and Tom Young on Holmes Road depot and direct labour.

The Chair suggested that the issues raised concerned the future of the repairs service, provision of an in-house service and the necessary development of skills for jobs in housing given poverty levels in the south of the borough.

The Cabinet Member for Better Homes assured the committee that no decisions had been made for Holmes Road depot. Having worked at the Holmes Road depot, the Cabinet Member was aware of both benefits and limitations of the site. Through the Regis Road redevelopment, improvement of services could be explored.

Tom Young argued that there was a need for the DMCs to discuss jobs, engagement with trade unions and career development for young people in relation to Holmes Road depot. The DMCs should be involved in specification for the new depot before a planning application was submitted.

RESOLVED –

THAT a report be requested on the future of the Holmes Road depot.

ACTION: Councillor Sagal Abdi-Wali (Cabinet Member for Better Homes)