Agenda and minutes

RESOLVED –

THAT the ‘A’ and ‘B’ lists be noted.

To elect the Chair of Hampstead DMC for the 2023-24 municipal year.

Toyin Majiyagbe was proposed and seconded as a candidate for Chair of the Hampstead District Management Committee (DMC). There were no other nominations.

RESOLVED –

THAT Toyin Majiyagbe be elected Chair of Hampstead DMC for the municipal year 2023-24.

To elect the Vice-Chair(s) of Hampstead DMC for the 2023-24 municipal year.

Anne Ward and Arun Kumar were proposed and seconded as Vice-Chairs of the DMC.

RESOLVED –

THAT Anne Ward and Arun Kumar be elected Vice-Chairs of Hampstead DMC for the municipal year 2023-24.

To agree the DMC constitution.

RESOLVED –

THAT the Hampstead DMC Constitution be agreed.

To agree the Code of Conduct.

RESOLVED –

THAT the Tenant and Leaseholder Engagement Code of Conduct be agreed.

Apologies for absence were received from Mary-Ann Gilroy (Dorney TRA), Sara Bell (Alexandra & Ainsworth TRA) and Jeremy Woolcock (50 Fitzjohns TRA). Apologies for lateness were received from Pamela Holmes-Gunsell (Blashford TRA).

The Chair welcomed new Council officers to the DMC: Maria Jacobs (Head of Neighbourhoods), Ododo Dafe (Head of Innovation and Improvement) and Darren Smith (Repairs Manager).

There were no declarations of interest.

There were no notifications of any items of urgent business.

To approve and sign the minutes of the Hampstead DMC held on 9^th March 2023 and to consider action points and any other matters arising.

Consideration was given to the minutes of the meeting held on 9^th March 2023.

The Chair proposed the following amendments:

·       The second paragraph on page 6 of the agenda (under Item 10: Hampstead DMC budget report) was to be amended so the final sentence read: “Residents felt frustrated and disrespected by the long delay”.

·       The third paragraph on that page was to be amended so the first sentence read: “The Chair, Toyin Majiyagbe, said that residents were dissatisfied with the bids process”.

RESOLVED –

THAT the minutes of the 9^th March 2023 meeting be agreed, subject to the amendments above.

Report of the Executive Director Communities

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

The progress report was noted.

Report of the Director of Housing and the 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.

The DMCs are asked to feedback and make recommendations on the discussion reports and comment on and highlight any area for further discussion in the ‘for information’ reports.

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

The Head of Tenant and Leaseholder Engagement, spoke to the report. There was an overspend on the Housing Revenue Account (HRA), which was due in large part to the spend on repairs and on capital works, including fire safety work. The bill on social housing regulation going through Parliament was highlighted and members were informed that the Council would be reviewing its complaints processes, with a report on this to go to the September round of DMCs.

The Head of Finance (Supporting Communities), highlighted the pressure on the HRA from rising energy costs and rising interest rates. A report on the financial situation would go to July Cabinet and be available on the Council’s website.

Contributions were made by TRA representatives and officers were given the opportunity to respond.

A representative from Burnham TRA queried what he saw as unnecessary use of scaffolding on the Chalcots Estate, which would be costing the Council money. The Director of Property Management, said that there was oversight of Chalcots work and the Council was aiming to run it cost-effectively.

Residents, including the representatives from Sydney Boyd Court and Webheath, said that the automatic lights were left on in the communal areas of their estates, rather than being turned off when it was daylight. The Chair commented that this had been raised with her by a number of residents; and that she had passed this onto Council officers but it did not appear to have been followed up. The Chair asked that this be actioned.

Representatives raised queries about CCTV and the protocol for releasing footage. The Head of Security replied that footage would be released to the Police and to other authorised officers in response to requests from them. A resident raised an incident where a crime had been reported to the Police and the Safer Neighbourhoods team but they had not come back to her despite there being CCTV evidence that could have been consulted. The Head of Security responded that it was a matter for the Police how they handled cases and that the Council would provide CCTV footage if they were asked to provide it by the Police and had it.

A resident also commented that she had been told by the Police that CCTV cameras were not working. The Head of Security stated that it was not the role of the Police to say that without checking with the CCTV service by making a formal request for footage. If such a request came in, the CCTV service would try to action it and, if the equipment was broken, the Police would be informed.     

The TRA representative highlighted that the gates in Sydney Boyd Court broke regularly and then remained unrepaired for a long period of time. This was causing a security risk as people were entering the area to deal and consume drugs.

The Director of Property Management undertook to investigate this  ...  view the full minutes text for item 12.

NO REPORT RECEIVED AT TIME OF DISPATCH

Consideration was given to a report in the supplementary agenda from the Head of Neighbourhoods.

The Neighbourhood Manager introduced the report and acknowledged that there had been problems in the way that bids had been handled in the past. In future officers would review bids at an earlier stage, before they went to committee, to ensure that they had sufficient information to be progressed.

DMC members were informed that there was a larger budget than last year, with £157,730 available for DMC bids.

The TRA representative spoke to the Webheath bid for £1041 for two caged wall lamps to illuminate the ramp, which would improve residents’ sense of safety and security. The bid was agreed by the meeting.

RESOLVED –

THAT the following bid be agreed:

To consider any local issues raised by DMC representatives.

Residents raised a number of local issues which were of concern to them.

With regard to the comments made in the presentation by the Head of Improvement and Innovation they welcomed the proposal for estate action days and a tenant conference. There was a view expressed that TRAs did not represent all residents, as only a fraction attended and participated, and that residents did not appreciate the role of the DMC.

A fear was raised that knife crime might increase during summer, and that there might be an upsurge of anti-social behaviour in general. The Responsive Security Patrol and other public agencies needed to be prepared for this. Disappointment was expressed that the Responsive Security did not appear to be doing many foot patrols and were vehicle-based.

Officers said that information about the Responsive Security Patrol role would be brought to a future meeting.

                              ACTION BY: Head of Security

The representative from Blashford reported that there was no lighting or camera in the parking area, which meant residents were nervous about their personal safety there. The estate also lacked a bike stand to keep tenants’ bicycles secure, which was why some residents had been leaving them in corridors.

The representative from Sydney Boyd TRA highlighted water penetration and weeds growing on the roof of the block.

The Repairs Manager said that the service would be doing preventative maintenance and clearing out gutters and drains. 

With regard to Burnham, the representative raised safety concerns about motorbikes speeding past the narrow entrance to Fellows Road. He was also concerned that window replacement would worsen mould and damp.

The Director of Property Management said that new cladding would reduce damp and mould and offered to arrange a meeting with the Health and Safety Adviser to consider safety concerns.

                  ACTION BY: Head of Security and Health and Safety Adviser

The Vice-Chair and representative for 5-7 Belsize Grove, Anne Ward, said that the meter room in that block was locked and that residents needed access to it. Also, the view was expressed that their smart meters might not work in future due to changes in Economy 7 charging.  

The Director of Property Management undertook to liaise with the Head of Neighbourhoods on this topic.

                            ACTION BY: Head of Neighbourhoods

A member queried whether heating charges were being reviewed mid-year, ashad been suggested at the joint DMC in January 2023. 

The representatives from Alexandra and Ainsworth TRA said that caretaking standards had fallen on their estate and that they did not have the number of caretakers on duty that they should have.

The Chair urged members to report matters through the correct channels and to keep a record of when they did this. This would enable her to help them follow up long-standing issues.

The meeting thanked officers who were leaving the Council. Graeme Beedham was thanked for his work as Head of Tenant Participation, and for the help he had given many residents and TRAs. They also thanked Sharon Calvey for her work helping  ...  view the full minutes text for item 14.

To note the minutes of the following group meetings:-

i)             Leaseholders’ Forum (available at: http://tinyurl.com/camdenlf)

ii)            Camden Association of Street Properties (available at http://www.camdencasp.org.uk/casp-meeting-minutes/)

iii)           Fire Safety Advisory Panel (available at https://tinyurl.com/camdenfsap)

Hard copies available on request.

The minutes were noted.

There was no urgent business.

The dates of future meetings will be:

·       Thursday, 21^st September 2023

·       Thursday, 6^th December 2023

·       Wednesday, 10^th January 2024 (Joint DMCs)

·       Thursday, 14^th March 2024

The dates of future meetings would be:

·       Thursday, 21^st September 2023

·       Thursday, 6^th December 2023

·       Wednesday, 10^th January 2024 (Joint DMCs)

·       Thursday, 14^th March 2024