Agenda and minutes

1.1  Apologies had been received from Cllrs Wrout and Rathbone.

2.1  There were no urgent items and the order of business was as laid out.

3.1  Interests were declared as below. These were in relation to agenda items 4 – 6:

·  Cllr McMahon declared he was a Board Member of Lordship South TMO

·  Cllr Gregory declared she was a Board Member of Wenlock Barn TMO

·  Cllr Patrick declared she was a Board Member of Clapton Park TMO

·  Cllrs McMahon, Patrick and Gregory declared they were Council leaseholders

4.1  Guests in attendance for this item were:

·  Cllr Clayeon McKenzie, Cabinet Member for Housing Services

·  Kim Wright, Group Director, Neighbourhoods and Housing

·  Donna Bryce, Head of Resident Safety, Neighbourhoods and Housing

·  Sinead Burke, Head of Property & Asset Management

4.2  Welcoming guests, the Chair noted the Commission had received regular updates on the Council’s response to the Grenfell Tower tragedy. This update followed the last one in November 2018.

4.3  While a paper had not been provided for this item, the Chair noted that a link to the minutes from the last discussion was available in the agenda packs. She said that discussions tonight might focus on the areas covered in detail at that meeting. These were the front doors replacement programme, and the requiring of proof of gas safety in leaseholder properties.

4.4  Inviting guests to make any opening comments, the Cabinet Member for Housing Services said the following:

·  The safety and wellbeing of all residents was the number one priority.

·  Much had been achieved but there was not complacency. Work with tenants, leaseholders and all key stakeholders would continue.

·  The cost of fire safety works was not yet full known. The programme was still being worked through. However, by embedding fire safety within the newly revised Asset Management Plan, the service would best ensure that works were delivered in the most efficient way, with least possible inconvenience for residents.

·  The Council would continue to keep abreast of any changes in legislation including those emerging from Judith Hackitt’s Review of Building Regulations and Fire Safety, and the Grenfell Tower Inquiry. It needed to be noted that these could bring additional financial pressures on resources.

4.5  The Cabinet Member for Housing Services handed over to the Head of Resident Safety, who made the following substantive points:

·  In terms of the actions arising from the Fire Risk Assessments performed in 2017/18 (Phase 1), excellent progress was being made. 80% of all actions, and over 50% of medium priority actions, had been completed.

·  All other outstanding actions from the Phase 1 programme had been built into active programmes (such as the Fire Doors Replacement Programme) and or the Asset Management Strategy.

·  All actions arising from the 2017/18 assessments would be expected to be complete by March 2020 or otherwise built into active programmes or the future asset management programme. This said, for any high priority actions outstanding, mitigation measures had been taken including through ensuring that communal areas were clear of combustibles, that self-closures had been fitted to fire doors, that communal doors were compliant with legislation, and that there was regular inspection by Officers.

·  Phase 2 of the programme was now in progress. This included Type 3 inspections, where 10% of homes in blocks were inspected.  319 of FRAs within phase 2 had been completed this year, with all actions appropriately allocated. All critical actions arising were being closed down immediately. The mitigation measures for high priority recommendations were being taken pending full closure.

·  Fire Risk Assessments would continue on a  ...  view the full minutes text for item 4.

5.1  Guests in attendance for this item were:

·  Cllr Clayeon McKenzie, Cabinet Member for Housing Services

·  Kim Wright, Group Director, Neighbourhoods and Housing

·  Donna Bryce, Head of Resident Safety, Neighbourhoods and Housing

·  Sinead Burke, Head of Property & Asset Management

·  Gilbert Stowe, Head of Tenancy and Leasehold Services

·  Steve Platt, Head of Building Maintenance and Estate Environment

5.2  The Chair noted that the first area for questioning was that below:

·  Finance - Latest position on budgets in the context of Housing Services; impact of Fire Safety-related work and implications for other improvements to housing stock, and envisaged priority spending areas over next three years.

5.3  Asked to make any opening comments on this point the Cabinet Member for Housing Services said the following:

·  The 19/20 Housing Revenue Account Budget was agreed by Cabinet in January.

·  2018/19 had set a £19 million budget for fire safety work.

·  During 2018/19 an additional £6 million was approved for the front door replacement programme for appropriate doors in blocks of 10 storeys or more. These works would be delivered over 2019/20.

·  For 2019/20, £11 had been allocated to fire safety work, including £8.7 for the front door replacement programme.

·  In addition, planned maintenance works would pick up elements of actions arising from the Fire Risk Assessments.

·  The process of identifying and prioritising works within the Council’s housing stock was set out in the recently approved Asset Management Strategy. The strategy would see every property in the stock surveyed and have required works delivered, over a seven year cycle.

·  With most recent work programmes focusing on kitchens bathrooms and decorations, the focus of the current cycle would be on external works. This said, surveying would pick up any other internal or communal works required, which would be incorporated into the programme.

·  It terms of the impact of the fire safety works on other areas, there had been some impact on the ability to invest in other areas. However, there was full capacity for the Council to deliver the programmes set out in the Asset Management Strategy. The removal of the HRA borrowing cap provided greater flexibility.

·  It was important to note that the Council could not yet confirm the financial impact of fire safety works.

·  External inquiries could put additional requirements on local authorities. Work that it had done so far had been sourced from existing funds; no support had been given by Government.

·  In addition, the further actions which the ongoing Fire Risk Assessment programme were unknown. An example of this were the actions which had needed to be taken at Bridport House, following an assessment.

5.4  The Chair thanked the Cabinet Member for Housing Services. She asked if all properties requiring new kitchens and bathrooms had now received them. She was aware that the Council had continued to invest in these areas following the ending of Decent Homes funding.

5.5  The Cabinet Member for Housing Services said it would never be the case that no kitchens and bathrooms within the Council’s stock needed replacement  ...  view the full minutes text for item 5.

6.1  Guests in attendance for this item were:

·  Cllr Clayeon McKenzie, Cabinet Member for Housing Services

·  Kim Wright, Group Director, Neighbourhoods and Housing

·  Sinead Burke, Head of Property & Asset Management

6.2  The Chair noted that over a period of around 18 months the Commission had received a number of updates on the performance of one of Housing Services major ‘partnering’ contracts. It had also held a wider item looking at the benefits and risks of these contracts generally.

6.3  These items had led to the Commission writing to both the Scrutiny Panel, and separately to the Cabinet Member for Housing Services.

6.4  This item had been scheduled for the Cabinet Member for Housing Services to respond to the Commission on some specific points raised in the Commission’s letter to him. These were detailed in sections 3.1 to 3.3 of the letter, which was available in the agenda.

6.5  Invited to make any opening comments, the Cabinet Member for Housing Services made the following substantive points:

·  He thanked the Commission for what he said had been its valuable work exploring contract management within Housing Services.

·  He said he would respond to the three points which the Commission had specifically raised with him.

·  On Clerks of Works and Quantity Surveying functions, he agreed with the Commission that they played a vital role in ensuring the Council received the right quality of work, and value for money from its appointed contractors.

·  Internal procedures were in place to ensure that the Council would not pay in full for works, until sign off by Clerks of Works.

·  In the last 18 months both the Quantity Surveyor and Clerks of Works teams had been strengthened. Stand-alone teams for each operated within the Property and Asset Management Service. Each had a team lead.

·  At present, 9 Building, 6 Electrical and 5 Mechanical Clerks of Works, were in place.

·  A review of staff levels and structures was being carried out within the Property and Asset Management Service. This would include exploring the grounds and case for continuing with these arrangements on a permanent basis.

·  On Quantity Surveyors, the ambition was to recruit greater numbers, on a permanent basis. This said and as acknowledged by the Commission, the market was a challenging one.

·  Moving onto Client Liaison Officers, there were currently 7 within the Property and Asset Management Service. 6 of these posts were filled by permanent members of staff. Client Liaison Officers acted as the first point of contact for residents in queries regarding to capital works.

·  Consideration of the amendments to these roles suggested by the Commission in its letter would be considered within a review which was underway, and at the point that contracts were being re-procured.

·  The new Asset Management Strategy put resident consultation at the centre of all work stages. Client Liaison Officers would play an important part in implementing these ambitions.

·  As with Clerks of Works, the new structure would examine any requirement for greater Client Liaison Officers on a permanent basis.

·  In  ...  view the full minutes text for item 6.

7.1  The Chair advised that Tracey Thomas, Prevent Coordinator Hackney was not in attendance as expected.

7.2  It was agreed that this item be postponed until the first meeting of the new municipal year.

8.1  The paper update was noted. The Chair asked that any questions on the paper be sent to the Scrutiny Officer.

9.1  The Chair presented a set of slides summarising the evidence gathered by the Commission during its review. She advised that she and the Scrutiny Officer would produce an initial draft report for comments.

10.1  The minutes of the last meeting were agreed as an accurate record and the follow up items noted.

11.1  The Chair advised a Member had been in contact to suggest the Commission might explore how the Council ensured the effective identification and removal of asbestos in the homes that it managed, before any works were carried out.

11.2  Another Member had suggested the Commission look at the roles and work of Resident Participation Officers, particularly in the context of supporting residents to build TRAs and to deliver activities and events.

11.3  The Chair said she would email Members to seek other suggestions for major review items.

12.1  There was no other business.