Agenda and minutes

To note the guidance on remote meetings

RESOLVED

THAT the guidance on remote meetings be noted. 

Apologies for absence were received from Councillor Meric Apak (Co-Chair), Ryan Heng, Maria Soanes, Adrian Young, Jo Rose, Dominic Johnson and Angela Spooner.

Broadcast of the meeting

The Chair to announce the following: “In addition to the rights by law that the public and press have to record this meeting, I would like to remind everyone that this meeting is being broadcast live by the Council to the Internet and can be viewed on our website for at least six months after the meeting. After that time, webcasts are archived and can be made available on upon request.

If you have asked to address the meeting, you are deemed to be consenting to being filmed and to the use of those images and sound recordings for webcasting and/or training purposes. If you are addressing the Committee your contribution will be recorded and broadcast.”

Webcasting

The Chair announced that the meeting was being broadcast live to the internet and would be capable of repeated viewing and copies of the recording could be made available to those that requested them. Those participating in the meeting were deemed to be consenting to being filmed.

There were none.

There were none.

To consider the minutes of the meeting held on 14^th October 2021.

Consideration was given to the minutes of the meeting held on 14^th October 2021.

RESOLVED –

THAT the minutes of the meeting held on 14^th October 2021 be approved and signed as a correct record.

To consider the updated information from the previous meeting.

The panel noted the information outlined in the action tracker update.

To appoint a Resident Panel Member to Co-Chair the proceedings.

At this point in the proceedings, Gul Begum, Resident Co-Chair, stood down from the chair so she could participate in the item. Gavin Haynes, Director of Property Management, took the chair for this item.

The meeting then sought nominations for the position of Resident Co-Chair. Gul Begum was nominated and the meeting agreed that she be the Resident Panel Co-Chair for a further 12 months.

RESOLVED –

THAT Gul Begum be appointed Resident Co-Chair for a further 12 months.

Gul Begum then continued chairing the rest of the meeting.

Report of the Director of Property Management

The Terms of Reference for the Fire Safety & Compliance Advisory Panel (section 9.1) require that they are reviewed every 12 months.

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

Gavin Haynes, Director of Property Management, took the panel through the report and advised that officers would provide the panel with the published Government proposals in relation to Personal Emergency Evacuation Plans (PEEPs) when available.

ACTION BY: Director of Property Management (MD)

RESOLVED –

1.    THAT the report be noted

2.    THAT the approval be given to the amended terms of reference as set out in paragraphs 3.5 and 3.6 of the report.

Report of the Director of Property Management

This report provides an update on compliance works delivery and mechanical and electrical contract management for the panel to consider.

Consideration was given to the report of the Director of Property Management

Michael Killeen, Head of Strategic Asset Management and Compliance, took the panel through the report and along with Gavin Haynes, Director of Property Management, Susanne Afra, Head of Capital Works, and Shamsul Alam, Programme Manager gave the following key responses to questions:

·       Officers had processes and procedures in place to assess and learn from fires that had taken place, and issues arising from Fire Risk Assessments (FRAs), which included having a monthly meeting with LFB where such issues were discussed. Officers would provide an update to the panel at future meetings regarding fire events or risk assessments that need to be highlighted and any points to pick up in terms of practice or advice to residents.

ACTION BY: Director of Property Management (MK)

·       Officers would provide the panel with regular updates in relation to the progress on the FRAs package of works programme, risks attached to the projects, update on completed projects and lessons learnt. Officers would also look into a colour coded system that identified the risks and what they were in relation to each project, along with an update on how the Council assesses and mitigates risks when identified.

ACTION BY: Director of Property Management (SA)

·       All new fire doors to be fitted in future would be using a cam action door closer mechanism. This was one of the lightest door closure system available that would allow for normal door operation.

·       450 blocks across the borough were in the programme of works for emergency lighting. These would be installed over the next few years.

·       The programme of works did not include any proposed sprinkler system for any estate.

·       The Council published on its website the FRAs that had been completed. These provided information on the rating of the work that was required to be undertaken, and was available to be viewed by the public.

·       The Council regularly received and considered guidance from the LFB in relation to fire safety measures, which included their views on fitting appropriate sprinkler systems. It is then up to the Council as the landlord to determine how to take these forward. The LFB as the enforcement authority would then have to determine whether the Council had taken appropriate action. The LFB would take a realistic view of the approach being followed by the Council, though if they were not satisfied with that action then they could issue a deficiency or, in the case of a more serious matter, an enforcement notice that the Council would have to legally comply with.

RESOLVED –

THAT the report be noted

Report of the Director of Property Management

This report updates the Panel on the legislative progress on the Fire Safety Act and Building Safety Bill and other safety guidance and initiatives introduced by Government.

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

Steve Boulton, Fire Safety Advisor Manager, took the panel through the report and along with Gavin Haynes, Director of Property Management and Mark Davidson, Borough Commander, gave the following key responses to questions:

·       Officers would provide the panel with details of the new code of practice for fire risk appraisal and assessment of external wall construction and cladding (PAS9980) when available.

ACTION BY: Director of Property Management (SB)

·       The Government would be issuing regulations that would set out the expected obligations of landlords in relation to emergency evacuation support for residents with cognitive or mobility disabilities. In the meantime, the Council was working closely with LFB to develop appropriate Personal Emergency Evacuation Plans (PEEPs) that would be fit for purpose and cover all vulnerable residents. This would be a huge undertaking, as experience from the London Borough of Brent was that they were only now coming to the end of this undertaking after 3 years of work.

·       The Council had set out its part of its budgetary requirements 2022/23 spending on taking forward the work relating to PEEPS, as well as spending for building safety and fire doors.

RESOLVED –

THAT the report be noted.

Report of the Director of Resident Safety

The report suggests a possible work programme for future meetings of the panel as set out below:

23^rd March 2022

·       LFB Annual Performance report

Dates of future meetings

29^th June 2022

12^th October 2022

24^th January 2023

·       Annual Report

20^th April 2023

·       LFB Annual Performance report

Yet to be programmed

·       An annual report on the maintenance of safety equipment

·       Tenants Guide

·       FRAs Audit update

·       Fire doors and closure mechanisms

·       Emergency services communications network

Consideration was given to the Forward Plan.

The meeting felt that the LFB Annual performance report scheduled for March 2022 should be move to the June meeting, also to be added to the June meeting would be the annual report on the maintenance of safety equipment, the FRAs audit update, and a progress paper regarding the preparations and investment to develop building safety cases. The meeting also asked that the report on Fire Doors and Closure Mechanisms, PEEPs update and the fire safety risk rating paper be submitted to the March 2022 meeting.

Officers would look at the question of whether tenants and residents could be trained to take on the role of fire marshals where an evacuation is in place.

ACTION BY: Director of Property Management (MD/SB)

Work programme (new items in bold)

23^rd March 2022

·       Fire doors and closure mechanisms

·       Fire safety programme risk rating

·       PEEPs Update

Dates of future meetings

29^th June 2022

·       LFB Annual Performance report

·       An annual report on the maintenance of safety equipment

·       FRAs Audit update

·       Building safety cases investment update

12^th October 2022

24^th January 2023

·       Annual Report

20^th April 2023

·       LFB Annual Performance report

Yet to be programmed

·       Tenants Guide

·       Emergency services communications network

RESOLVED –

THAT the work programme outlined above be agreed.

There were none.