Kings Crescent

September Steering Group Meeting
2019-09-03 19:00 - 20:30 (Europe/London) | Vince Murrrain Community Centre, N4 2GD
Minutes
Minutes taken by John from Source Partnership. Resident surnames removed for web version.

Those Present:
Cllr. Brian Bell (BB) (Chair)
Cllr Claire Potter (CP)
Emley P (EP)
Peter S (PS)
Thomas D
Hana C
Alfred F

Peter A (PA)
Natalie C (NC)
Michael N (MN)
Peter D (PD)
Karsten H (KH)
Jill WM (JWM)
Late – Yannis V

In Attendance:
John Morris (JM)
Ron Greenwood (RG)

Source Partnership (ITLA)
LB Hackney

1.0
Introductions and apologies
Action

1.1

Apologies were received from Jo G, Nick J, Ewan S Andrew M, Bronwen T, and Carol Squires (Source).

2.0
Notes of previous meeting held 9 July 2019 and any Matters Arising not elsewhere on the agenda

2.1

From 2.1 re Sainsbury’s vent. The noise report has been supplied. LBH Planning still chasing Sainsbury’s for a response. Objections have been received from some residents.

2.2

From 2.2 re ITLA re-procurement. Source were re-appointed and new contract started 20/8 for 2 years, which can be extended if necessary.

2.3

From 2.3 re Unit C. A successful bidder has been identified but contracts still not exchanged. Planning application for additional use will be determined by 27/9; no objections received so hopefully the decision can be delegated to officers. Once the lease is signed, the space will be fitted out and in use by end October. RG hopes that the successful bidder will be able to present to the RSG on 9/10.

BB asked about a temporary licence that has been granted for an activity. RG reported that Hackney Showroom have been given a licence to use Unit C for rehearsals from 9/9 to early October but knew it had to be available for the Big Lunch on 28/9.

3.0
Phase 3 & 4 update

3.1

Planning update
A total of 27 objections have been received, most from Wallington and Kimpton Courts and mostly concerning the scale of the proposed block opposite and the potential for ASB in the courtyards. RG confirmed the expectation that the application will be heard on 2nd October.

3.2

Construction procurement
LBH are currently preparing more detailed design information for tenderers to bid on and more time will be spent on evaluating their response. As a result, the sign off of the tender documentation is delayed by approx a month. However, there will be scope to make up time if the negotiation period shrinks (period allowed for this has been quite generous).

LBH are going to carry out an exercise to photograph the current condition of all south side ground floor flat gardens; Karen Jelenje, who is working with RG as a new Project Officer is co-ordinating this with Source to take place on 19th and 23rd Sept.

RG acknowledged that progress is slow but it is felt to be better to allow more time now to detail the specification of works so that competitive and as accurate as possible costings can be obtained from bidding contractors in a very uncertain market.

PS commented on the delays and that residents are asking him about progress. RG added that detailed questions about site management, dealing with noise, dust, parking, respite facilities etc. are all being developed. These will be of particular interest to the 3 or 4 residents who form the procurement panel.

CP asked if the original start on site timing of Oct/Nov 2020 could be achieved if time is made up. RG suggested this might be possible but it is unknown how much time will be needed for contract negotiations which may delay the process.

4.0
Phase 1 & 2 update

4.1

Use of vacant area south of Murrain Road
RG circulated the T&Cs of use of the area by film crews. So far, £14,000 has been generated in fees for hiring out this space, £3,500 of which will be paid to the TRA and £3,500 will be available for Unit C to go towards running the new community facility.

RG reported that 2 written complaints were received about noise early in the morning from generators used by the film crews, so in the revised T&C’s, it is stipulated that ultra silent generators must be used and catering vehicles cannot access the site until 6.00 a.m. However, the later start has deterred some crews from using the site as they need to be up and running at 5.00 a.m. Consequently, there are no lettings in September at the moment. RG put to the RSG the option of reverting to allowing a 5.00 start in order to capitalise on what is a lucrative source of income for residents of the estate.

PA was in favour of this if it could be guaranteed that noise would be kept to a minimum. NC is a resident in Kimpton Court and she gets up early and hasn’t noticed undue noise. JW-M commented that residents can do a lot with £3,500.

CP asked if the portion of the funding that is earmarked for the new community facility has to be spent on anything specific. RG responded that it is just a condition that it has to be used towards running the facility.

PA asked if there is a market for this arrangement. RG – yes there is, as long as crews can access and start work at 5.00 a.m.

There was a consensus in the meeting that 5.00 starts should be permitted again. RG assured the meeting that the LBH Film Unit will keep track of activity and are very responsive to complaints and comments.

4.2

Defects
RG reported that there are a few items still outstanding to individual homes. The main item that is still causing concern in common parts is the algae on areas of the courtyards. There was an inspection last week with LBH Regen Team and the architects. LBH have asked for a report from the brick manufacturers but also an independent analysis, to try to determine the cause. EP asked if cost of mitigating this will be a service charge item. RG replied that it will not as long as it is a contractor’s liability. EP suggested roping off the affected areas, PA jet washing them. RG noted that a long term solution is needed. LBH are changing the product for the phase 3 & 4 spec. and these bricks are being tested now throughout the winter months.

Other defect items include:
i) a tree needs replacing in the far west courtyard and this will be done later this year, just before the end of defects period in December. PA also noted a tree that has been broken outside the Sainsbury’s on Green Lanes/end of Murrain Rd.
ii) door closers are being replaced at Chipping, Kimpton and Wallington.
iii) KH reported that the fire/smoke vents are defective in Wallington. They were fixed at the end of July but the warning lights came on again. The issue is with the New Build Team but the problem hasn’t been permanently fixed yet.
iv) EP raised the bike shed break ins. This was done by de-activating doors generally, so there is a general sense of lack of security. KH commented that it cannot be right if buildings are ‘secured by design’ that doors can be de-activated [easily]. NC noted that LBH have told all residents that bikes need to be stored in the bike sheds, not flats and so, in her view, LBH should take responsibility if they are saying where bikes can be stored and this area is not safe. RG will arrange for this issue to be taken up with Higgins as part of the defects monitoring meetings. Discussion with the New Build team will also take place.

RG

4.3

Open House, 21st September
Kings Crescent will be part of the annual Open House weekend on 21st between 10.00 a.m. and 3.00 p.m. Any residents are welcome to join a tour or be around to chat to visitors. A letter is going out to residents next week.

Also, on 25th Sept, the panel of judges for the Civic Trust Design Awards will be visiting and in another few weeks, representatives from LB Haringey’s Regen Team are also visiting. RG thanked residents for their patience and in some cases, hosting these and many other visits.

5.0
Source training for contractor procurement

5.1

JM reported that Source still intend to hold sessions on contractor procurement but that with the delays to the procurement process, these are now likely to be October/November. These will be open to anyone but it is suggested that a small group actually take part in the contractor selection. Those who have put themselves forward are PA, PD, Ewan S and Jo G.

6.0
Residents Group update

6.1

EP gave feedback on progress and activities.

i) On Thursday, 5th Sept. a general meeting will vote on whether to become a TRA. EP noted that there are spaces still available to be on the committee, so anyone interested is welcome. NC asked how everyone can hear about meetings, activities etc. EP replied that the website (kingscrescent.org), facebook and e mails are kept updated with news.
ii) On 28th Sept. the Res Group/ TRA is organising a Big Lunch. Food will be provided by people bringing a dish to share. It will be in and around Unit C, so will have easy access to the play street. There have been discussions with LBH Resident Participation Team about taking Casbeard St out of commission to enable it to be vehicle-free for the period of the event between 12.30 and 3.00. JW-M suggested policing it ourselves and CP added that a play street she was involved in also used local residents to keep the street free of traffic for a few hours. RG added that Hackney Showroom are offering tables and chairs for the afternoon.

7.0
Any urgent business

7.1

MN asked about details of the new scheme proposals. Agreed for JM to meet him to go through the drawings, plans etc.

JM

7.2

PA raised the issue of the bollards on the new streets. There is one particular bollard that vans often get stuck on. BB suggested LBH need to keep monitoring this.

8.0
Date of next meeting

8.1

Wednesday 9th October, 7.00.

The Meeting closed at 8.00 pm

Previous information:
This is a closed meeting for those who have applied to be part of the newly formed steering group. It is mandatory to have attended the steering group training provided by Source.

If you have already applied but haven’t been able to attend the training they have run so far but would still like to be part of the steering group please contact john@sourcepartnership.com or carol@sourcepartnership.com

If you are not part of the steering group you can always express any views directly to Carol and John or discuss with the KC residents committee who can feedback into the steering group kcresidentsgroup@outlook.com

AGENDA

Agenda item
Lead

1
Introductions and Apologies

Cllr Bell (Chair)

2
Notes of previous meeting held 9th July 2019 and any matters arising not elsewhere on the agenda

Cllr Bell (Chair)

3
Phase 3 & 4 update, including planning and procurement

Ron (LBH)

4
Phase 1 & 2 update

Bronwen (LBH)

5
Source training for contractor procurement

John (Source)

6
Residents Group update

Emley (Residents Group Chair)

7
Any urgent business

Cllr Bell (Chair)

8
Dates of next meeting

Cllr Bell (Chair)

Family Fun Morning - August
2019-08-31 10:00 - 13:00 | Vince Murrrain Community Centre, N4 2GD
The community hall is opened up by the residents group on the last Saturday of every month.
This is an opportunity to meet your neighbours and for the kids to have some fun.
We have table tennis, sports equipment, giant board games, colouring, kinetic sand, fruit, snacks and a juice bar.
All Welcome!
This month Wheely Tots will be there with their bikes for younger children and advice for families wanting to know more about cycling. See here for more information about them: http://wheelytots.com/about/
Members of the KC Residents Group will be there so pop in if you have any ideas or questions about anything happening on Kings Crescent or want to get involved in the community!

CANCELLED Steering Group meeting July
2019-07-30 19:00 - 20:30 | Vince Murrrain Community Centre, N4 2GD
Dates changed – next Steering Group meeting is 3rd September
This is a closed meeting for those who have applied to be part of the newly formed steering group.

Source Partnership, in their capacity as Independent Advisors for residents of Kings Crescent have been running some induction training for new and existing steering group members. If you haven’t been able to attend the training they have run so far but would like to join the steering group please contact john@sourcepartnership.com or carol@sourcepartnership.com

If you are not part of the steering group you can always express any views directly to Carol and John or discuss with the KC residents committee who can feedback into the steering group.

The agenda for and minutes of the meeting will be posted here when available.

Family Fun Morning - July
2019-07-27 10:00 - 12:00 | Vince Murrrain Community Centre, N4 2GD
Come along to meet other families on Kings Crescent…All welcome!!!
Featuring:

Giant board games
Colouring
Mini sand pit
Sports
Juice bar
Snacks

Thank you very much to our local Sainsbury’s for donating some juice, fruit and snacks!

Seaside coach trip
2019-07-21 08:45 - 19:00 | Walton-on-the-Naze
Following on from the success of the trip to Broadstairs last year, the residents group have decided to spend a proportion of the ‘Community Development Fund’ we get from Hackney on a coach trip to Walton-on-the-Naze. 55 seats are available on a first-come first-served basis. Please contact Emma Harrison to register for a place.

Morning Tea for Gardeners
2019-07-13 10:30 - 12:30 | Allotments area, In courtyard between Therfield, Barley, Chipping and Redbourne Courts
Bring a cuppa, garden together, share ideas/cuttings/seeds, swap produce etc.
If wanted this could continue as a regular event though the summer.
This was suggested during the Gardening morning that it would be nice to have a regular get-together in the allotments in the new build courtyard. This was originally planned for Saturday 6th July but has now changed to Saturday 13th July 10.30am.

Steering Group Meeting 9 July
2019-07-09 19:00 - 20:30 | Vince Murrrain Community Centre, N4 2GD
Minutes:

1.0
Introductions and apologies
Action

1.1

Apologies were received from Natalie Crouchley

2.0
Notes of previous meeting held 16 May 2019 and any Matters Arising not elsewhere on the agenda

2.1

From 2.2 re Sainsbury’s vent. LBH are waiting for Sainsbury’s to respond with a noise report and to set out proposals to deal with the profile of the vent on the roof

2.2

From 4.2 re ITLA re-procurement. A decision has been made on the successful tenderer. RG is writing a recommendation to colleagues which will be made public by the end of July. [Post- meeting note from RG: thanks to Peter Akhurst for his assistance in the evaluation process].

2.3

From 5.2 re Unit C. RG reported that LBH are currently working on a 5 year lease to offer the preferred managers of the unit. A planning application is also being prepared to temporarily change the use from A1/A3 (retail) to A1/A3 and D1 (community use) for 5 years. This may need to go to the October Planning Committee, if there are objections. . EP asked how long the fit out might take. RG suggested 4-6 weeks. YV asked why this has taken so long. RG explained that LBH wanted to do something innovative, that there was a period of soft market testing, that the financial challenge of a loss of rent had to be considered and that the process of inviting bids for taking over the space also took time.

2.4

From 9.1 re the old boiler house. RG confirmed that the plan is to convert this to a 3 bed social rent flat.

3.0
Phase 3 & 4 update

3.1

Planning

RG reported that notification letters went out to local residents mid June, with a deadline of 7/7/19 for representations, although BB pointed out that comments to the Council will continue to be accepted up to the date of the Planning Committee. RG hopes to have the application dealt with at the 2nd October Committee. He confirmed that 6 objections to the scheme have been received so far.

EP asked if the pressure on local schools is a factor in approving the development. Few residents in the first phase of the new build got their first choice school places and the second phase will only increase demand. CP reminded the meeting that, as councillors, her and colleagues do keep a close eye on school places and demand. BB noted that some schools are under occupied due to families moving out of the area once children get to school age, so the issue may not be as severe as might be thought.

RG added that an education contribution will be included in the developer’s S106 obligations.

3.2

Construction procurement

RG reported that, in advance of the planning determination, LBH and the design team are continuing to work on detailed design issues to ensure standards are maintained and to make sure that the eventual spec. for contractors to tender on are as unambiguous as possible. This work will be completed mid September for inclusion in the Employer’s Requirements.

The procurement strategy was approved yesterday. LBH will take on the sales of the new homes themselves in order to tailor the marketing locally and to manage the risk of fluctuations in the market.

The process for the tender is as follows:
i) Expressions of Interest will be advertised by mid August with a month for interested developers to respond
ii) Those responding will be shortlisted
iii) Tender documents will be issued early October with 10 weeks for responses
iv) There will then be a period of negotiation with the successful bidder during January 2020
v) Final evaluation of tender will start around end Feb 2020
vi) This will then be presented at another Procurement Committee in May 2020 (NB this is a multi million £ contract, so LBH due diligence is very thorough).
vii) Contracts will hopefully be signed approx. June 2020
viii) There will then be 4 to 5 months for contractor’s mobilisation
ix) Start on site around October 2020

KH asked about how Brexit would affect this process if it happens 31/10, which will be during the period that bidders will be compiling their tenders. RG noted the uncertainty inherent in this and raised the prospect of bidders increasing proposed costs to cover potential risks; the negotiation with the successful tenderer will address some of the issues here.

ES commented on the length of time this is likely to take. RG responded by highlighting the statutory periods for consultation, the desire to give tenderers plenty of time to formulate their bid and the Council cttee cycle.

KH asked about the branding likely to be used by LBH Sales. RG confirmed that there will be no Clissold Quarter! The marketing will be honest but commercial. CP added that LBH will want to market the homes for sale as part of a wider community – not just on the KC estate.

CS asked about the involvement of residents in this process. Source would want residents to be able to participate in evaluating the quality aspects of the tender which might include site visits to other bidders’ schemes. RG confirmed this would be the case and he would want residents to pay particular attention to proposed construction management plans (i.e. how contractors will mitigate noise, dust, dirt, ensure site security etc.)

PS asked if it was known which southside block the refurbishment would start on. RG – no and we won’t know this until the successful contractor finalises their work programme.

PS asked if contractors will need access to homes. RG – yes, especially ground floor flats where balcony columns will be sited but also other homes in order to complete e.g. balcony installations. RG added that tenderers’ proposals for Resident Liaison staff will be crucial. JW-M highlighted the importance of asking about respite facilities and that residents need time in advance to think about what other questions they want to ask.

AA asked if, as part of the tender process it is possible to ask about suppliers and sub contractors. RG replied that bidders are often not willing to commit to providing definitive answers to this sort of question but certainly CDM and health & safety will be key areas to probe.

NJ asked if, because they built phases 1 &2, Higgins are precluded from tendering. RG – no and in fact they should be able to use their experience on KC to their advantage.

3.3

Film Unit request

RG informed the meeting that LBH Film Unit had been in touch to ask if the currently vacant part of the middle of the estate could be used by visiting film crews to park vehicles, catering vans, dressing rooms etc. The hours of use would be strictly monitored: 7.00 – 23.00 on weekdays, 8.00 – 22.30 on Saturdays and 9.00 – 22.00 on Sundays. LBH could charge film companies up to £1,000 a day. 25% of this would go to the Residents Group and 25% to LBH Regen team who could for instance use the money for fitting out/adapting Unit C. It would also be good security for the site as it will be in regular use. RG committed to publicise this well to all residents and, in response to JW-M reminding the meeting that the last time this happened the promised money didn’t materialise. RG committed to being open with the amount of funding this attracts and to the relevant proportion of it definitely being available as promised.

4.0
Phase 1 & 2 update

4.1

BT fed back that there is still a very short list of outstanding defects to deal with. There may be another 2/3 weeks still to resolve the issue with the block front doors.

YV raised the defects period at Chipping Court which, he understood was 1 year. BT confirmed that this is just for internal defects. The problem with the communal door at Chipping Ct is a latent defect and still needs resolving with Higgins. KH also mentioned smoke vent problems. BT confirmed she is aware of these faults; they should be fixed very soon. YV also mentioned problems with the floor of Chipping Court; BT will talk to him after the meeting.

BT

4.2

BT reported that the energy centre will be handed over from Higgins to LBH very soon. The Combined Heating & Power (CHP) part will still be maintained by an external organisation.

4.3

BT raised the possibility that LBH would like Kings Crescent to be part of Open House weekend in September. KCA/HHB architects will want to organise tours around the new blocks and if any residents wish to help with this, please let Bronwen know.

4.4

BT thanked those who came and contributed to the Kings Crescent Story launch. The hard copy booklet of the boards will be finalised soon and the display boards are on the KC website and still up at the windows on Unit C. BT reported that some stories are still being offered and JW-M also added another story she had received from an old tenant.

5.0
Draft statement of community support for phases 3 & 4

5.1

There was discussion about how best to incorporate a reference to the objections raised by residents at consultation events and the wording KH proposed. After contributions particularly from PD and HC, it was agreed that the following sentence be added to para 5 in the statement: “While there are some remaining objections to specific design features, on balance the majority of residents on the Steering Group endorse the overall design.” A vote was taken on adopting this wording: 12 were in favour, 2 were against using it in the statement. It was further agreed that the statement should be signed by a representative sample of residents from the RSG and PS, JW-M, EP and KH all offered to put their names to the statement.

6.0
RSG training update and feedback

6.1

CS reported that most of the RSG had been to at least one training session. Source will now organise a semi-formal evening where the Design & Access Statement will be available for members to look at. Possible date for this 5th August.

Training will still be held for contractor procurement – tba.

The July coffee afternoon will be replaced by a summer social on 25th July, 5.00 to 8.00.

BB asked that those on the RSG list who have not yet been to a meeting be contacted to ask if they do still wish to be members.

JM

7.0
Residents Group update

7.1

EP gave an update:
i) Sainsbury’s are now donating refreshments for the monthly family events
ii) There are plans to establish a Youth Group with the help of Jill’s daughter who is a Youth Worker. This may be put back to September or even later depending on progress with the Unit C lease
iii) The Residents Group had an open meeting on 6th June at which it was agreed that they will propose becoming a TRA at the September meeting. If agreed, there will be an AGM soon after to elect a committee.
iv) 13th July there will be a gardener’s tea to follow up the informal gardening event in May.
v) A trip to Walton on the Naze is planned for 21st July.
vi) The Friends of Woodberry Down hold events every Tuesday and Friday afternoons in the community centre. These are attended mostly by residents from the Manor House area, so if anyone knows of any KC residents over 50 who might like to attend, they could be encouraged to come along.
vii) EP went to a CCTV control centre open day which was very educational. She highlighted the ongoing concerns with KC cameras and the control centre staff asked for details of the hotspots. RG reported that he had also met with the CCTV staff with Housing Management to see how cameras can be re-sited to avoid being damaged or sprayed over.

8.0
Any urgent business

8.1

CP reported that Alice Whalley, vicar from one of the local churches had spoken to her about forming a local Scout Group. This could be something the Residents Group might wish to consider.

9.0
Dates of next meetings

9.1

Next meeting will be:
Tuesday 3rd September
Wednesday 9th October
Wednesday 13th November
Wednesday 18th December

All 7.00, venues to be confirmed depending on other activities in the community centre.

The Meeting closed at 8.34 pm

This is a closed meeting for those who have applied to be part of the newly formed steering group.

Source Partnership, in their capacity as Independent Advisors for residents of Kings Crescent have been running some induction training for new and existing steering group members. If you haven’t been able to attend the training they have run so far but would like to join the steering group please contact john@sourcepartnership.com or carol@sourcepartnership.com
The training is mandatory so Source are running a catch-up session on 20th June for those who have missed any of the training so far. 6.30-8.30pm in the community centre.

If you are not part of the steering group you can always express any views directly to Carol and John or discuss with the KC residents committee who can feedback into the steering group.

Meeting to be held on
Tuesday 9th July 2019 starting at 7.00pm in the Vince Murrain Community Centre

AGENDA

Agenda item
Lead

1
Introductions and Apologies

Cllr Bell (Chair)

2
Notes of previous meeting held 16 May 2019 and any matters arising not elsewhere on the agenda

Cllr Bell (Chair)

3
Phase 3 & 4 update, including planning

Ron (LBH)

4
Phase 1 & 2 update

Bronwen (LBH)

5
Draft statement of community support for phases 3 & 4

Carol (Source)

6
RSG training update and feedback

Carol (Source)

7
Residents Group update

Emley (Residents Group Chair)

8
Any urgent business

Cllr Bell (Chair)

9
Dates of next meeting

Cllr Bell (Chair)

Family Fun Morning - June
2019-06-29 10:00 - 13:00 | Vince Murrrain Community Centre, N4 2GD
Come along to meet other families on Kings Crescent…All welcome!!!
Featuring:

Giant board games
Colouring
Mini sand pit
Sports
Juice bar
Snacks

POSTPONED! Steering Group Meeting June
2019-06-26 19:00 - 20:30 | Unit C (vacant unit by Wallington), Murrain Road
This is a closed meeting for those who have applied to be part of the newly formed steering group.

Source Partnership, in their capacity as Independent Advisors for residents of Kings Crescent have been running some induction training for new and existing steering group members. If you haven’t been able to attend the training they have run so far but would like to join the steering group please contact john@sourcepartnership.com or carol@sourcepartnership.com

If you are not part of the steering group you can always express any views directly to Carol and John or discuss with the KC residents committee who can feedback into the steering group.

The agenda for and minutes of the meeting will be posted here when available.

Kings Crescent Story Exhibition
2019-06-25 18:30 - 21:00 | Unit C (vacant unit by Wallington), Murrain Road
The King’s Crescent Story Exhibition
If you missed it here are the photos of the display boards, some old photos and street sign gifts given to Jill Walker-Murrain and Patricia Sim. Sim Street and Murrain Road were named after Patricia and Peter Sim and Jill WM and Vince Murrain in honour of all of their community work on Kings Crescent.

Event advert:

‘Come and celebrate the story of the Kings Crescent Estate. We are holding an exhibition that brings together residents memories, future plans and the history of the estate over the last 200 years.’

Drinks and nibbles will be served all evening.

Timing is 6-30 until 9, in Unit C Murrain Road, 25 June 2019.

Training for Steering Group (catch-up)
2019-06-20 18:30 - 20:00 | Vince Murrrain Community Centre, N4 2GD
If you have applied to be part of the steering group that will input into the new phase of building and refurbishments but have missed any of the training that Source have done so far then come along to this to catch-up training.
The training is mandatory if you want to be part of the steering group.
If you haven’t been able to attend the training they have run so far but would like to join the steering group please contact john@sourcepartnership.com or carol@sourcepartnership.com
If you are not part of the steering group you can always express any views directly to Carol and John or discuss with the KC residents committee who can feedback into the steering group.

The agenda for and minutes of all steering group meetings are posted within the event on this website when available.

Kings Crescent Resident's Group June meeting
2019-06-06 19:00 - 21:00 | Vince Murrrain Community Centre, N4 2GD
Minutes:

Agenda Item
Lead
Action

1
Introductions (including new committee) and Apologies
Went around the room for everyone to introduce themselves then Emley introduced the KCRG Committee members present at the meeting and passed on apologies that had been received from Sarah Coxhead (KCRGC treasurer) and KCRGC ordinary members Emilie Leclerc and Andrew Mitchelson. Apologies were also received from Cllr Clare Potter who stated that she would be happy to attend these meetings but that Thursdays clash with her Labour Party meetings (change of days to be discussed later). Great mix of residents from both the old and new parts of Kings Crescent! Leah Walker-Murrain also sent apologies.
Although Emley is the chair of the committee she asked for a volunteer from the committee to chair the meeting as she was leading on several of the sections and taking minutes, Emma volunteered and did a great job at keeping us all to time which allowed for some social time at the end of the official meeting.
Emley

2
Brief feedback on events so far:

Family fun mornings (last Saturday of month)

Going well. The last one was not so well attended as it was the start of half term, but we will be continuing them on the last Saturday of every month. Sainsburys have kindly agreed to donate juice, fruit and some snacks to these events so it does not use any of the community budget.
Emley

Regular over 50s events (Tuesdays & Fridays)

The charity organisation ‘Friends of Woodberry Down’ were looking for a new venue for their regular fun sessions for the over 50’s. Emley and Sarah H met Amanda from FoWD during a Chair-Person training event and it was suggested to use Kings Crescent’s hall. This has now been established and they run these sessions in the Vince Murrain hall twice per week on Tuesdays and Fridays 10am-2pm (except the last Friday of the month when they are back in Woodberry Down).
Quite a few residents come from Woodberry Down to attend these sessions, but unfortunately only Maire, Patricia and Grace have attended from Kings Crescent. Maire fed back that the sessions are lots of fun and that it would be great if everyone could spread the word to other residents about this.
Source mentioned this on a general flyer that went out to all residents recently.

Emley/Maire

Town Hall visit Sat 27th April 2019

We were invited to have a tour around Hackney Town Hall by our local ward councillor Clare Potter. She has been the Speaker for Hackney for the past year and was keen to offer a tour to Kings Crescent residents while she was still in this position (recently ended). Several of the committee attended including Patricia, Sarah H, Alice, Emley and her daughter Maya. Cllr Bell also joined us on the tour.
Patricia fed back that it was interesting to see all of the different aspects of the town hall. Good to know about the town hall history, previous mayors, vaults etc. Sarah H commented that it was good to have local councillors that take an interest like this.
Patricia also mentioned that she (and Jill Walker-Murrain) had been back to the town hall again recently to be celebrated as two of the ‘100 Hackney women who are driving change and making a difference in their community’ https://hackney.gov.uk/hackney-women. Congratulations to them!

Sarah H/
Patricia

Gardening morning

This was quite a low-key event organised by the committee after a suggestion at the last meeting. We bought compost bags using last year’s community budget for residents to use on their allotments or to plant seeds in pots. Seeds were kindly donated by Sarah Coxhead along with her advice and wisdom about gardening. Refreshments were provided along with some homemade cakes. Quite a few residents attended throughout the morning and the event attracted people that often don’t come to other meetings etc so that was positive. Quite a few children came and enjoyed planting seeds in one of the allotment plots behind the community centre that had kindly been cleared in advance ready for planting on the day. People also planted pots to take and grow at home.

Alice

Service Charges meeting

It came to light that service charges were an issue facing both the new build residents and many from the older part of Kings Crescent. The committee organised an open meeting with representatives from the service charges team and new build team as an opportunity to explain the process of how service charges are calculated and for residents to ask general questions. Alice recognises that there is still some confusion and frustration on this topic, and she has continued to ask questions by email that are still awaiting a reply from the service charges team. However, this was a positive first step in opening up communication with the service charges team. Alice and a few other residents have volunteered to be consulted by the service charges team to look over the next estimates/actuals prior to general release. Hopefully this will help to spot and errors and inconsistencies. For full details of the meeting see here: https:/calendar/service-charges-meeting/

Alice
Alice: to feedback any responses from Hackney

3
Ideas for upcoming community activities:
(Aim to agree a rough timetable of dates for the coming year)
Community money available this financial year to fund these

Simon confirmed that as a residents group we are entitled to the same amount as a TRA would be, that is:
· £2500 community development fund (last year this was £2000)
· £500 additional ‘community chest’ funding for specific community projects
· £500 funding for the ‘Big Lunch’
· Total=£3500
Things that other estates have used funding for include coffee mornings, bring & share lunch, meal out, trip locally or away to Kew Gardens, seaside etc, youth activities.
Simon has been promoted to ‘Resident Initiatives & Training Officer’. Emma Harrison from the Community Halls team will be taking over as our Resident Participation person.

Simon

Ideas suggested previously include:

Seaside trip

Last year Oliur (Hackney Resident Participation) organised a coach trip to Broadstairs. It was agreed that this was a good thing to use some of the Community Development Fund on again this year. Dates were debated and Sunday 21st July was decided. Locations were debated and Walton-on-the -Naze was decided. Simon will hand over to Emma Harrison to arrange the coach booking and John agreed that Source could do flyers to help advertise the event. It was suggested a £5 refundable deposit should be taken per person to guarantee the place on the coach. This could be taken at events between now and then. Also suggested setting up Eventbrite event to take online deposit payments. Details to be confirmed.

Simon
Emma H– cost of coach & book
Source-leaflet
Emley– put on website & FB groups

Big lunch (combined with bring/take event)

Big lunch normally happens in June but this is too soon to organise so suggested to do in September instead. Dates debated and decided to combine with the family fun morning on Saturday 28th September. Simon confirmed that it would be fine to still get the Big Lunch funding to use then. All agreed that funding (£500) should be used to pay for activities such as face painting, bouncy castle etc, and residents should be asked to bring food donations to partake in a shared lunch to bring the community together.
It was agreed that it would be a good idea to combine this with a bring/take event for second-hand clothes, toys, furniture etc. Emilie happy to help organise that element. Details of event to be decided later. If you want to volunteer/share ideas contact kcresidentsgroup@outlook.com

Emilie/
Emma
Emma H to confirm hall availability

Youth group

Emley has met with Simon and other residents Jill Murrain-Walker, Leah Murrain-Walker and Dean Hope to discuss ideas for a new youth club on Kings Crescent. Currently in process of ensuring correct paperwork in place like Safeguarding certificates, DBS etc. Hoping to run 2 after-school sessions per week, one for primary school age children and one for secondary school age.

Emley
Emley & Leah – ongoing

Regular events for parent, babies & toddlers

This has been requested by a few parents. Again in process of ensuring correct paperwork in place to use the hall on a regular basis. Partly also awaiting word of who will be running the new community centre in unit C, was due to open there in the summer.

Emley

Cycle club

Roy still interested in starting a group of cyclists to help with fixing bikes and take on tours of local area etc. Could also do some that are okay for children to go on too. Suggested Roy speaks to Wheely Tots about this (will be at next family fun morning on 29th June)

Roy
Roy to speak to Wheely Tots

Morning tea for gardeners

This was suggested during the Gardening morning that it would be nice to have a regular get-together in the allotments in the new build courtyard. First one will be Saturday 6th July 10.30am and possibly continuing on the first Saturday of the month through the Summer. Bring a cuppa, garden together, share ideas/cuttings/seeds, swap produce etc.

Sarah H

Christmas event early December

Suggested that it would be nice to have a Christmas related get-together. Can decide details at the September residents group meeting. Suggested this could be combined with the December residents group meeting e.g. start earlier to do carols, food etc with the children and then continue into the meeting

Alice

February party
The Beach Party held last February was a success and would be a nice tradition to start. February is a miserable time of year so nice to brighten it up with a party! Any money remaining in the Community Development Fund is lost at the end of the financial year (end of March), so agreed this is a good opportunity to use up any remaining money on an event to bring the community together. Date and details to be decided later.

Emley

Other ideas suggested at the meeting:
Building links with local groups such as the boating centre on the reservoir and the castle climbing centre. May be willing to help with local events for residents.

Jill to speak to contacts at the climbing centre

4
Feedback from Steering Group meetings
(including updates on new build planning, ASB, pigeons, courtyard, new community centre plans, Kings Crescent Story)
· ASB – please report it! To council and/or police 101. Can do it anonymously or just ask police not to come to your property
· Planning application has been submitted for next stage of development
· Gel that looks to pigeons like the surface is on fire will be applied to affected areas in the new build and also re-applied to Weston and other affected older blocks
· Bronwen (Hackney) is aware of the slippery surface in the courtyard and is in discussion with Higgins about this, the doors that keep breaking and other ongoing niggles. She will not sign the development off as completed until Higgins find a solution to these issues.
· Still no update as to who will be managing the new community centre planned for Unit C (empty space near Sainsburys), or when it will open.
· The Kings Crescent Story evening will be on the 25th June
For full details of the Steering Group meetings see the minutes within the events on kingscrescent.org
https:/calendar/steering-group/

Emley

5
‘Terms of reference for KCRG’ – agree so can be signed

The terms of reference have been amended to include the option of becoming a TRA sooner than in 1 year as originally proposed…
“5) Periodic Review
Each June the Committee and its Members will review the year and consider whether they would like to continue as KCRG or become a TRA. If the committee or a quarterly public meeting decides by a majority that it would like to consider this before this date then it will reviewed at the next quarterly public meeting. This decision to review at next meeting must be made at least a month before the meeting to allow it to be publicly advertised.”

There was a show of hands during this meeting to express our interest in becoming a formal ‘Tenants and Residents Association’ (TRA). Therefore this will be on the agenda for the September meeting with a view to becoming a TRA at this time. There will then be another AGM soon after to vote on the new TRA committee. This will be advertised more prior to the event.
The terms of reference were signed at the meeting by Emley Pine (Chair) and Sarah Hulcoop (Vice-Chair) and witnessed by Simon Ware (Hackney).

Emley/
Simon

6
Any other business?

Results of the recent estate improvements walkabout: one of the requests was to have things planted in the concrete planters outside Datchworth and Bramfield Courts. It was felt by Hackney that they would not commit to doing this unless there were at least 5 volunteers willing to help with watering and maintaining the plants. JWM, AH, EC, AR, MM, and EP all volunteered. However, Hackney are also not available to do this until September!! It was therefore suggested that we could just do these ourselves. Jill has a neighbour who works for Homebase who may be willing to help with some compost and plants.

Jill Walker-Murrain commented that she is very happy to see all of this happening. She and her late husband Vince ran the TRA and youth club previously. She is happy to get involved again and it will be great to have her wisdom!

The committee thanked Simon for his assistance so far and for getting us to this point and wished him good luck in his new role.

Jill to contact neighbour re plants

7
Dates of next meetings (5th September & 5th December)

These dates are already in the calendar, but it was suggested that future dates for 2020 could be changed so that they do not clash with the regular Thursday Labour meetings so that our local councillors could attend. All fine with this in general.

Emley to discuss future dates with Emma H and Cllr Potter

8
Social time
Soft drinks and snacks were provided, and some individuals contributed wine. This was a great chance to chat more informally and get to know other residents.

Come along to meet your neighbours, find out about fun activities coming up, make suggestions for events you would like to see on Kings Crescent, get involved etc.
There will also be a Hackney representative attending the meeting so you can discuss any issues you might be experiencing on the estate
There will be some social time after the meeting, all welcome!
Kings Crescent Residents Group Meeting Agenda
06 June 2019 7-9pm
Vince Murrain Community Hall

Agenda Item
Suggested
Timing
Lead

1
Introductions (including new committee) and Apologies
5-10 mins
Emley

2
Brief feedback on events so far:
10 mins

Family fun mornings (last Saturday of month)

Emley

Regular over 50s events (Tuesdays & Fridays)

Emley/Maire

Town Hall visit

Sarah H/Pat

Gardening morning

Sarah C

Service Charges meeting

Alice

3
Ideas for upcoming community activities:
(Aim to agree a rough timetable of dates for the coming year)
Community money available this financial year to fund these
30 mins

Simon

Ideas suggested previously include:

Seaside trip

Simon

Big lunch (possibly combined with bring/take event)

Emilie/Emma

Youth group

Emley/Leah

Regular events for parent, babies & toddlers

Emley

Cycle club

Roy

Morning tea for gardeners

Sarah H/C

Christmas event early December

Alice

February party

Emley

4
Feedback from Steering Group meetings
(including updates on new build planning, ASB, pigeons, courtyard, new community centre plans, Kings Crescent Story)
5-10 mins
Emley

5
‘Terms of reference for KCRG’ – agree so can be signed
5 mins
Emley/Simon

6
Any other business?
5-10 mins

7
Dates of next meetings (5th September, 5th December)

8
Social time
(Please bring your drink of choice. Soft drinks provided)
Remaining time

Please see kingscrescent.org for details of upcoming events and minutes of previous meetings
The KCRG committee can be contacted at kcresidentsgroup@outlook.com

Drop-in event to view proposals for refurbishment of south-side blocks
2019-05-30 14:30 - 18:30 | Vince Murrrain Community Centre, N4 2GD
The plans for the next stage of regeneration on Kings Crescent are due to be submitted soon for planning permission. Anyone is welcome to come along to this drop-in event to see the final drawings and proposals.
Hackney are particularly keen to ensure that all residents of Weston, Datchworth, Theobalds and Bramfield Courts have had an opportunity to see the proposals, particularly for the refurbishment of their properties. These south-side buildings will have balconies added, ground floor landscaping, and general tidying up of the blocks. Come along to see the designs, plans and latest 3D images of how the blocks will look.
If you are unable to make it to this event but have any questions or comments please contact Bronwen Thomas (project manager – Hackney) on 020 8356 6161 bronwen.thomas@hackney.co.uk

Family Fun Morning - May
2019-05-25 10:00 - 12:00 | Vince Murrrain Community Centre, N4 2GD

Over 60s lunch (free but must book place)
2019-05-24 12:00 - 15:00 | Vince Murrrain Community Centre, N4 2GD

Steering Group Meeting May
2019-05-16 19:00 - 20:30 | Vince Murrrain Community Centre, N4 2GD
Minutes:

1.0
Introductions and apologies
Action

1.1

Apologies were received from Gouri Ghosh, Cllr Clare Potter, Roy Watkin, Anna McConnell (stepping down from the RSG) and Ron Greenwood. (Post meeting note : Jo Griffiths also gave late apologies not picked up until after the meeting)

2.0
Notes of previous meeting held 11 April 2019 and any Matters Arising not elsewhere on the agenda

2.1

From 4.1 re pigeons. BT confirmed that the anti pigeon gel is being piloted on 2 new blocks. Also, that it lasts for approx. 5 years and therefore will be replaced at Weston Ct as well.
If pilot is unsuccessful, other methods will be tried.

2.2

From 11.2 re Sainsbury’s vent on Green Lanes. This query is with Planning. BT to update at June RSG.

BT

3.0
Kings Crescent Story update and presentation

3.1

BT gave a presentation of the boards that will be produced for the launch on 25th June. She asked if anyone has more photos or other material that could be added to fill the ‘middle years,’ these would be welcomed.

4.0
Phase 3 & 4 update

4.1

BT reported that the scheme has passed Gateway 1. A few details were flagged up internally which have delayed submission of the scheme to the planners. LBH are quite a strict client, which is positive. The Regen. team now hope to submit the application next week. Formal consultation letters will be sent out to all local residents 3 to 4 weeks after submission of the planning application and this will describe how representations in response to the plans can be made.

Letters have gone out to refurbishment blocks for final consultation meetings. The main date is 30th May, to run alongside Source’s May coffee afternoon. 2 additional meetings have been arranged for residents in the Weston Court podium flats and the north east corner flats of Datchworth Court.

BB referred to the previous RSG minutes for details of the full planning process. He also asked if any RSG member is interested in being part of the contractor selection process; PD put himself forward.

BT also noted that additional GLA funding has enabled LBH to produce 12 more social rented flats (28 in total). This is part of 100 extra social rented homes across the borough. CS asked if these will be subject to the local lettings policy that was piloted here in phase 1 & 2; we were expecting some feedback last year from the pilot. BT confirmed that they would be available for the revised local lettings arrangements.

4.2

The ITLA contract needs to be re-procured. There is a framework of 5 consultancies that LBH use. BT invited a resident to sit on the selection panel with her and Ron; PA volunteered. Interviews possibly in late June/early July. This might take 2 half days to score the submissions and possibly to interview.

5.0
Phase 1 & 2 update

5.1

BT reported that final defects are now with Higgins, mostly small, individual items. TV reception and the problems with the fobs and main front doors to the blocks are the main estate-wide issues remaining. EP thought that posts on the local Facebook site suggest that there are more complaints than reach LBH. ES added that the problems are intermittent and because they keep recurring, it gets tiring continually reporting them. There was further discussion about the door closers; BT concluded that for the Northside blocks, LBH looking to get the door manufacturers back.

5.2

BB noted that the lease and management of Unit C is still in negotiation.

5.3

EP raised the issue of the slippery courtyards. BT – LBH is looking at specialist cleaning contractor. ES noted that it seemed to be the areas that don’t get sunlight which become slippery; c/w the pocket park brick paving which is south facing and which doesn’t get slippery.

6.0
Draft statement of community support for phases 3 & 4

6.1

CS introduced this; it is customary for steering groups to offer a statement of support for planning applications. It is acknowledged that there is not 100% support for 100% of the scheme but a general level of support exists which can be ratified by a signed statement of support addressed to the planners. In some schemes all members of the SG sign, in others, just the Chair. The draft was circulated and everyone given the chance to read it. KH felt that he personally would not be able to sign it, nor could he as a representative of Wallington Court residents. ES queried ‘well-managed’ (3rd bullet point on page 1). CS explained this meant maintained and managed in terms of ensuring behaviour is reasonable and ASB is dealt with. BT added that housing management and the ASB Team will try to ensure that there is a shared understanding of how communal spaces should be used properly. It was agreed that the statement will be amended to broaden this out/be more descriptive about what this means.

KH highlighted the last sentence of para 5, where there is reference to ‘lively discussions.’ BB suggested that if he wants this to be more reflective of the challenges presented to the scheme, he could contribute his wording for the sentence to the draft.

JM will circulate the draft to the whole RSG mailing list so that those not present now can read it and comment, and attendees tonight can consider a response with more time.

BT and JWM emphasised that it is important that anyone who wishes to is able to express a view. BB emphasised that this does not prevent anyone from making their own comments as part of the statutory planning consultation.

CS

KH

JM

7.0
RSG training update and feedback

7.1

CS gave an update on dates which have been affected by the 23/5 elections and 30/5 consultation event. It is now proposed that the session for catching up on the induction training is held 20th June with the session on contractor selection in early September. Overall, the feedback from the training has been very positive.

8.0
Residents Group update

8.1

EP gave an update:
i) another successful family fun morning (last Saturday of each month) was held in April
ii) the Town Hall visit went well – attended by some children as well as the adult members of the group

iii) the service charge meeting on 9th May was useful but the general view was that there are still questions to be answered. Notes from Alice Hutchinson are on the KC website. The Residents Group committee feel this as ongoing item of concern.
iv) the gardening morning took place on Saturday (11th May). Compost was bought with last year’s funding. Sarah Coxhead brought her own seeds that were planted. PA made the comment that the event was not as ambitious as he thought it could be. EP invited suggestions on how a similar event could be improved, given that it was also aimed at children. But pointed out that Sarah C. had brought and paid for her own seeds and equipment to start it off. It was up to residents, via the Residents Group to decide how to spend their funding – so if a bigger and better event was popular, money could be set aside for this. The next Residents Group open meeting is 6th June, where views on how to use the funding can be discussed.

9.0
Any urgent business

9.1

PS asked for an update on plans for the old boiler house. BT explained that different options were explored, including using it for additional community space. But the difficulty of access made this unviable. Currently, it is marked on the plans as a space for back up generators for the lifts, but it is unlikely that this will be needed. Therefore, it is likely to be converted to create another flat. PA asked what will happen to the chimney. BT stated that at the moment, it will be left in place.

9.2

PA enquired about the opening up works for the ground survey that was carried out around Weston Court. BT is still waiting to see the results.

9.3

JM asked how many of those present would still like hard copies of the papers delivered in addition to the emailed versions. PA, PD and PS requested a posted hard copy, the other members confirmed they are happy to receive them electronically.

10.0
Dates of next meetings

10.1

Next meeting arranged for 26th June. (Post meeting note – BB has notified that there is a full Council meeting on 26th June, so the RSG date will need to change)

The Meeting closed at 8.15 pm

Meeting to be held on
Thursday 16 May 2019 starting at 7.00pm in the Vince Murrain Community Centre

AGENDA

Agenda item
Lead

1
Introductions and Apologies

Cllr Bell (Chair)

2
Notes of previous meeting held 11 April 2019 and any Matters Arising not elsewhere on the agenda

Cllr Bell (Chair)

3
Kings Crescent Story update and presentation

Bronwen (LBH)

4
Phase 3 & 4 update

Bronwen (LBH)

5
Phase 1 & 2 update

Bronwen (LBH)

6
Draft statement of community support for phases 3 & 4

Carol (Source)

7
RSG training update and feedback

Carol (Source)

8
Residents Group update

Emley (Residents Group Chair)

9
Any urgent business

Cllr Bell (Chair)

10
Dates of next meeting

Cllr Bell (Chair)

Gardening Morning
2019-05-11 10:00 - 12:00 | Vince Murrrain Community Centre, N4 2GD
Event advert:
A chance for everyone with allotment plots on the estate (old and new) and anyone interested in gardening to get together to share knowledge about growing. Perhaps be inspired to grow more on your balcony/railings!
There will be seeds and compost available for you to plant, bring along a pot if you don’t have an allotment. One of our expert residents will be on hand to give advice if you are new to gardening!
This event has been organised by the KC Residents Group Committee

Service Charges Meeting
2019-05-09 18:30 - 19:30 | Vince Murrrain Community Centre, N4 2GD
The Kings Crescent Resident’s committee are aware that some residents have concerns regarding their service charges. We have invited the New Build team and Hackney leasehold team to an open meeting to give residents an overview of service changes and the service charge process.
All residents from old and new blocks are invited to attend if you wish to understand more about service charges.
Please be aware that it will not be possible to discuss individual issues at this meeting, but they can be phones or emailed through to the Leasehold/New Build team.
Notes taken at meeting by Alice H (Residents committee secretary)
Meeting: Thursday 9th May, 6:30pm-8pm.

Chaired by John from Source PartnershipAttendees from Council
Charmaine Dennis, new build team.
John , new build property manager
Chris service charge manager for the older blocks and new blocks
Samantha Jensen, calculating service charges.

Queries about particular situation can be passed on via:
New build: newbuild@hackney.gov.uk
Older estate, service.charges@hackney.gov.uk

Two service charge statements each year: one estimated, and one actual.
Actual 2018/2019 in September 2020
Estimated 2019/2020 in March/April 2019
There is a one year lag in estimated vs actual.

By law required to include costs in the service charges within 18 months of when they are incurred.

An overview was given as to how estimated and actual costs are calculated:

Estimated

Budgeted costs are sourced from key parties where available (eg. cleaning companies)
Other costs, such as maintenance. These will be based on average over last 2, 4, or 5 years – the length of time will be chosen based o which time period is seen to be most representative.

Actual service charge is calculated:

Actual cost of providing service. This is the actual costs incurred.
Take actual cost information from different areas and review for appropriateness
Apportionment for block and estate is the same for actual and estimated
Costs are allocated to flats based on number of bedrooms
Building insurance is usually same expected vs actual

A further breakdown of actual service charge costs can be requested within 6 months of the service charge request. Therefore, please request if you would like in Autumn when you get the service charge statement.
All invoices can be viewed, though there is a £10 charge (and you should expect several arch lever files of invoices)
Expected to get right (within c.100£) about 80% of time
Across Hackney, in many cases, credits are given back to residents at end of year,
The approach to “large costs” (known as major works) is different between phase 1 and phase 2. Phase 1 (older blocks) pay for large costs when incurred, and payment options are provided. Phase 2 (newer blocks) operate a reserve fund where contributions are made each year and large costs will come out of the reserve fund, this aims to spread costs across all residents fairly.
To calculate the contribution to the reserve fund, the expected cost of replacement of key items (eg. roof) and expected lifespan are used to estimate the amount of reserve fund needed. The annual contribution per residents is then calculated.
bank interest on the reserve fund is kept in the reserve fund. Level of funds in the reserve fund is reviewed once every 5 years.
Management charge, details are given in he service charge booklet. The management charge amount is the cost of providing management services. However, this is also bench-marked against management charges charged by other councils. Generally not all management costs are recharged because the cost would be too high to expect residents to pay.

Several Questions were asked and a collation of the key points made is below:

Estate cleaning is split across all residents. Block cleaning is split by block. There is no cross-subsidy.
a similar principle applies for CCTV.
There was some discussion on CCTV and in particular, some residents wanted confirmation that the CCTV does work in their blocks. Charmaine confirmed that all new blocks have operational CCTV cameras. An action was taken away by Hackney to confirm whether CCTV works is in some of the phase 1 blocks. When CCTV is not working, costs are not charged.
A comment was made from some residents living in phase 1 blocks that cleaning is sometimes done very poorly. Charmaine agreed to follow-up with those residents specifically.
The point was made that ASB can be observed across the estate.
Questions were asked around whether reserve fund approach is fair.
there was a question around whether the phase 3 construction company will contribute to cleaning costs as a result of the building work. The exact details can only be known when the construction company is chosen but Hackney confirmed that this could be a point taken under consideration when choosing the company who will build phase III. it would be usual for some additional cleaning to be paid for by the company overseeing the building work.
It was noted that it is more difficult to estimate costs for the new block as there are more unknowns. however, it is to be expected that this would become more stable overtime.
A question was asked as to whether when errors are made by staff, are additional service charges taken from residents to cover additional costs. In terms of staff costs, the answer was no, there are no additional costs. However, i do plan to ask a follow-up question on this.
A question was asked about how Hackney ensured value for money for residents.

the following examples were also given:

Cleaning ensuring value for money by checking that the cleaning being carried out is what is expected:

Have a schedule for cleaning across the estate
Managers do complete quality checks
Pilot scheme ongoing to have a check- in system where cleaners “check-in” on an app to show the time spent cleaning the different areas.

10% of all repairs are inspected to ensure they have been done correctly.

a question was asked about the error in the heating/hot water bill that has recently been corrected. This error happened because an admin error was made in terms of allocating the cost of the heating/hot water contract. There are several checks and controls around service charges, including a review by the legal team. Unfortunately, this got missed. Additional controls have been added to reduce the likelihood of this happening again.
Volunteers from the estate are shown service charge costs in advance to review and give feedback in advance of being shared with all residents. Charmaine asked for volunteers, several new people volunteered (including a member of the residents committee).
Solar panels pay for electricity for lifts and lighting. So block electricity costs include a reduction due to electricity sourced from solar panels.

Electricity is bulk brought at lower costs than residents would be likely to get privately.

the comment was made that the additional letter sent with the corrected service charges, was a good start and a move in the right direction. However, it was confusing in places. Residents offered to input into this, and there may be opportunity to do this via the volunteers who review the service charges in advance. However, there wasn’t total clarity or agreement on this

There was a comment made that residents feel that, on occasional, Hackney does not listen sufficiently to residents feedback and/or reporting of issues around the estate. It can therefore take a very long time before action is taken. The request was made as to why Hackney cannot make the most of the residents who are often very knowledgeable about issues on the estate. One example would be that there have been frequent reports of CCTV cameras being missing or non-operational. Rather than acting directly on residents’ reports, a time consuming process of reviewing was carried out and there are still thought to be issues with cameras in some blocks.
it was requested whether residents in phase II could be told the total amount in the reserve fund.
Major works and repairs will be covered by the tenants in that block where the repairs or major works are carried out. Costs are shared fairly across all flats in the relevant block.

Based a 1-1 conversation after the meeting: As a note to residents in Chipping Court, you should have seen a change in the service charge costs for lifts. If you have not, please contact Hackney.

Hackney Town Hall tour
2019-04-27 15:00 - 16:30 | Hackney Town Hall, Mare Street, London, E8 1EA
While Cllr Potter was the Speaker for Hackney she kindly invited Kings Crescent residents on a tour of Hackney’s town hall. Here are some photos from the visit:

Event advert:
Our local Councillor Clare Potter is currently the Speaker for Hackney and as such she has kindly offered Kings Crescent residents a private tour of Hackney Town Hall. Children are welcome. Cllr Potter will show us the Speakers Parlour, the Council Chamber, Assembly Hall, the vaults in the basement where kids can dress up, she will talk about what roles people do in the council etc. This is a chance for residents to get a sense that it is our town hall and how to engage with it.
For more information about the Speaker role see here: https://hackney.gov.uk/article/3587/The-Speaker
If you are interested in attending please let Simon or Carol know (maximum 30 people):
simon.ware@hackney.gov.uk
carol@sourcepartnership.com
Meet in the reception area of the main town hall building at 3pm, the tour will be about 1.5 hours. Tea and biscuits included!

Family Fun morning - April
2019-04-27 10:00 | Vince Murrrain Community Centre, N4 2GD
Come along to meet other families on the estate on the last Saturday of every month…All welcome!!

Steering Group Meeting
2019-04-11 19:00 - 20:30 | Vince Murrrain Community Centre, N4 2GD
This is the first meeting of the relaunched Steering Group. It is the intention that the steering group is fairly small and representative of all buildings on the estate.

Source Partnership, in their capacity as Independent Advisors for residents of Kings Crescent have been running some induction training for new and existing steering group members. If you haven’t been able to attend either of the two we have run so far, please let us know your availability as we intend to organise at least one further session in the near future. Please contact john@sourcepartnership.com or carol@sourcepartnership.com

If you are not able to or do not with to be involved with the steering group you can always express any views directly to Carol and John or discuss with the new residents committee who can feedback into the steering group.

Meeting to be held on
Thursday 11 April 2019 starting at 7.00pm in the Vince Murrain Community Centre

Minutes:

1.0
Introductions and apologies
Action

1.1

Apologies were received from Karsten Hartmann, Azucena Ascencio, Yannis Vasilelou, Thomas Davies, Gouri Ghosh, Jill Walker Murrain, Andrew Mitchelson, Cllr Clare Potter

2.0
Welcome to new members

2.1

BB welcomed all new members to the RSG and reminded them of the stipulation to attend Source’s new member training in order to have their membership ratified.

3.0
Notes of previous meeting held 31 January 2019 and any Matters Arising not elsewhere on the agenda

3.1

Agreed as a true record. No matters arising that will not arise on this agenda.

4.0
Presentation on the proposed new materials for phase 3

4.1

EB and DM gave a presentation that included current design images and illustrations of materials and finishes for phases 3 & 4.
Comments, queries were as follows:

JG asked about balcony materials. DM explained that balconies will be pre cast concrete that can be installed quickly having been constructed off site. This will mean that small piles will need to be dug in the Queens Drive gardens for foundations.

JG asked if the current entrance arches will be reduced. DM explained that the Bramfield entrance will be pedestrian only; the Datchworth one will be vehicular but reduced in width. Bin stores will be located at these entrances and the Theobalds access point. CS added that this is consistent with LBH’s decision to close the chutes. DM noted that bin stores will be as close as possible to lifts.

PA felt that railings on the balconies felt less safe than the current low brick walls.

PA also asked what colour the new balconies will be. DM – a light grey. PA thought that this would not weather well. AP agreed that moss grows on new balconies on north side blocks.

PA queried how drainage from balconies will be organised. DM – water will run away down the inside of the blocks. BT added that the overflows on the phase 1 and 2 balconies work as an early warning that there may be a blockage issue that needs to be dealt with. EB confirmed that the detailed technical design of balconies will be reviewed to make sure problems are avoided.

AP raised the issue of reduced numbers of car parking spaces. EB explained that car free developments are an LBH policy and that existing south side residents will retain the right to have an estate permit.

PA asked about pigeons. BT replied that a survey had recently been completed by LBH and a treatment recommended by Pest Control of bird-repellent gel. PA stated that this had been first placed at Weston Court 8/9 years ago and did not appear to be working now. BT – perhaps it has run out or its effectiveness diminished over time. BT to investigate, but BB emphasised that the proposals for the new blocks are a pilot, so effectiveness will be reviewed.

JG asked how many retail spaces there will be. EB – 4 in all. ES indicated his support for the units opposite the park. There were reservations expressed by others about the viability of retail units here. BB noted that there was no lack of competition for the shop units A, B and D on the northside.

RW asked about the number of trees along Green lanes and the Queens Drive corner that may be lost. EB showed a drawing of the corner block; one tree will need to be cut down but over the whole development there will be more trees provided. The large tree on the Green Lanes/Queens Drive corner will be preserved as will all trees that stand along Green Lanes.

CS asked if this presentation will be reproduced on boards for residents to drop in to view. EB confirmed that the drawings will be on the website and will be produced as display boards.

BT/New Build Team

5.0
Scheme Report

5.1

Current project activities
RG offered apologies for indicating in previous meetings that the planning application would be submitted mid March. There have been many complex issues to deal with including high targets for quality and cost. The LBH ‘Gateway’ panel is looking in detail at the proposals for accuracy. There needs to be an unambiguous scheme agreed for contractors to tender on.

ES asked how far in the process the architects will work on the scheme. RG – to Stage 3+ and this is the level of design development that will go to tender. Issues under consideration include:
i) the impact on the cost of the scheme of using pre cast concrete for the balconies
ii) commercial rental values
iii) making sure that if the market drops and values fall, the scheme can still be delivered
iv) whether the chosen contractor or LBH market the sales homes
v) what the implications are for future management and maintenance of the proposals on refuse, external paving etc.

Scheme goes to the Gateway on 30/4. The aim is then to submit the scheme for planning in 1st week of May.

JG asked if KCA and HHB architects will be novated to the contractors. RG – the successful contractors will be strongly encouraged to employ the current architects but it won’t be a condition. JG expressed the view that it will be very important that they are retained to work on the scheme.

5.2

Planning application process
Once the planning application is submitted (aiming at w/c 6/5/19) the following timescales apply:
i) 2 weeks validation process to check all documentation is complete and submitted correctly
ii) 3 weeks after that, the statutory consultation process begins. This lasts at least 8 weeks (post meeting note – the statutory public consultation period is actually “not less than 21 days.”)
iii) Any material issues are evaluated by planners
iv) Consideration of this application and representations will probably take approx. 6 months in total. (Other agencies such as the GLA and TfL also get to comment)
v) Late October/early November 2019, officers will make a recommendation for the Planning Committee to consider. Residents will be able to speak at the committee.

5.3

Construction procurement process
A Cabinet Procurement Committee will meet on 11/6/19 to consider the process for engaging a contractor. It will take 2/3 months throughout the summer to produce a tender document. At the moment, it hasn’t been decided whether to go to tender in advance of planning permission being confirmed or not. The balance is the risk of committing to a developer before there is planning in place c/w the desire to move the process on as quickly as possible.

Tenders will probably go out to 4 or 5 contractors (anyone can bid but companies whose tenders will be taken forward will in all likelihood be restricted to those with the scale and experience to do this work). Tenders will be assessed on 70% price, 30% quality. Quality will include such items as evidence of being able to work on site with residents, approach to communication with officers, residents, councillors, how disruption and noise will be minimised etc. LBH hope that 2 or 3 residents will put themselves forward to help assess the quality criteria.

Another Cabinet Procurement Committee will need to endorse the decision on which tender to accept before final negotiations and going on site.

ES asked if M&E contractors will be novated to the main contractor as the process did not seem to have worked as well as it could have in phases 1 & 2. RG confirmed M&E consultants will be different and it will be imperative to ensure that there is an effective LB Hackney M&E Clerks of Works service to minimise defects.

5.4

Programme
To reiterate above timings:
i) Planning – May
ii) Expression of Interest for tender – Sept
iii) Tender period Oct to December
iv) Evaluation of tender – Dec.
v) Negotiations with successful bidder – Jan 2020
vi) On site target May 2020
RG confirmed that it is intended that the refurbishment is done asap, so the expectation is that this element of the work would be complete by 2021. New build completed by 2023.
RG confirmed that the tender is an open tender – not restricted to a framework.

6.0
Feedback from doorknocking

6.1

CS gave feedback on the recent doorknocking exercise that Source carried out on south side homes. 134 residents were spoken to who hadn’t seen the design drawings at consultation events or in the community centre. There were 40 households that Source have been unable to speak to. The overall impression of the proposals for phases 3 & 4 are positive; concerns expressed were familiar, having come up several times before at events etc. NB, this wasn’t a scientific exercise; these were just the issues that people raised having been asked whether they knew about the proposals. Source will continue to try to make contact with the 40 unseen households, though of these, 23 are leaseholders who may well be absentee.

BT added that, following discussions with Source, LBH will write to all southside residents in May, tailoring specific letters to the ground floor flats affected by the works on their rear gardens, the Weston Court podium flats and the flats on the corner of Datchworth that will be affected by the installation of an extra window to comply with light standards.

Source

7.0
RSG training update

7.1

27 people registered interest in the training sessions, 11 have attended so far. 16 need to do the introductory sessions to be able to be part of the RSG. BB emphasised that this is a condition of membership. The feedback generally has been good.

8.0
ITLA procurement timetable

8.1

Source’s contract expires in September. KBH need to procure a new ITLA from the framework of 5 consultancies. The new contract will be for 4.5 years. Tender period will be May – July with a decision on the successful tenderer in August. BB noted that some residents will be needed to be part of the decision-making panel.

9.0
Residents Group update

9.1

EP gave a feedback on the new KC Residents Group. AGM on 7/3 elected a committee with officers (EP Chair). The beach party on 2nd Feb was very successful. The group is currently focusing on social events, including a regular family event on the last Saturday of each month. 26/3 the committee met to discuss continued social activities but also being able to co-ordinate other estate issues such as ASB and service charges. EP and Sarah Hulcoop, vice chair had attended the LBH chairs training. A gardening event is planned and Friends of Woodberry Down have been in touch to explore running activities at KC for older residents. There is also an aspiration to get a KC Youth Group off the ground. News etc. is posted on the website: kingscrescent.org.

EP suggested that information on who does what in LBH would be useful; the estate walkabout revealed that several issues had to be dealt with a variety of departments within the Council and it is sometimes hard to work out where responsibilities lie.

BB noted that Unit C will hopefully have a lease in place within the next 2 months; this will be another resource for residents to hire for activities.

10.0
Kings Crescent Story update

10.1

BT fed back. An event is planned for June to launch the KC Story with display boards and the printed booklet. There are also some old videos that have emerged that could be shown at the event. A final draft of the booklet will come to the next RSG.

BT

11.0
Any urgent business

11.1

PA asked if the opening up works at Weston revealed anything. BT explained that these were to check structural and sewage arrangements under the block and have not been completed yet.

11.2

ES asked about the vent of the block on Green Lanes which was presumably installed by Sainsburys and whether it has exceeded a prescribed height. Residents have received consultation documents for retrospective planning permission. RG responded that LBH had not anticipated the scale of the installation and agreed that it was intrusive when the blocks were viewed from across the park. The Regeneration team are meeting planning and property services colleagues tomorrow to discuss this.

RG/BT

12.0
Dates of next meetings

12.1

Next meetings arranged for: 16th May, in the Community Centre,
26th June in Unit C and 30th July in the Community Centre. All at 7.00.

The Meeting closed at 8.35 pm
AGENDA

Agenda item
Lead
Approx timing

1
Introductions and Apologies

Cllr Bell (Chair)
1 min

2
Welcome to new members/new group

Cllr Bell (Chair)
5 mins

3
Notes of previous meeting held 31 January 2019 and any Matters Arising not elsewhere on the agenda

Cllr Bell (Chair)
10 mins

4
Presentation on the proposed external materials for phase 3

KCA, HHb, Muf
20 mins

5
Scheme report:
i) current project activities
ii) planning application process
iii) construction procurement process
iv) programme

Ron
20 mins

6
Feedback from doorknocking

Source
5 mins

7
RSG training update

Source
5 mins

8
ITLA procurement timetable

Bronwen, Source
5 mins

9
Residents Group update

Source, Emley
10 mins

10
Kings Crescent Story update

Bronwen
5 mins

11
Any urgent business

Cllr Bell (Chair)
10 mins

12
Dates of next meetings

Cllr Bell (Chair)
5 mins

After the meeting there will be a chance to catch up with new and old members of the RSG over a drink and some snacks.

Family Fun Morning - March
2019-03-30 10:00 - 12:00 | Vince Murrrain Community Centre, N4 2GD
Following the success of the beach party in February the newly formed Kings Crescent Residents committee are planning a family fun morning on the last Saturday of every month, starting on 30th March.
Come along to meet other families on the estate!

There will be giant board games, a mini sand pit, colouring, as well as Wheely Tots providing bikes and family activities.

Improvements walkabout
2019-03-29 09:15 - 10:00 | Vince Murrrain Community Centre, N4 2GD
Resident Led Improvement Budget walkabout for Kings Crescent will be on Friday 29 March 9.15am till around 10am. All residents are welcome to join and identify potential improvements for communal areas on the estate. Simon Ware (Resident Participation Support Officer) will attend plus your housing officer (Annette) and communal works officer (Eray).
Usually meet at the community centre but watch out for more information on posters

Coffee Afternoon - Source Partnership
2019-03-28 14:00 - 16:00 | Vince Murrrain Community Centre, N4 2GD

* Cancelled* March steering group meeting
2019-03-12 19:00 - 20:30 | Vince Murrrain Community Centre, N4 2GD
Message from John (Source Partnership):
Councillor Bell has agreed to cancel the next RSG meeting, scheduled for next Tuesday, 12th March.

There is nothing to update the group on in terms of the development proposals and, as you know, Source are supporting Hackney in re-constituting the RSG.

A provisional date for the next meeting is Thursday 11th April. Ron is trying to get a date that the design team can make so they can present to the group on some of the detailed design aspects of the planning application such as the external materials.

I will confirm this to you as soon as I have more firm information. Of course, by this meeting, we hope to have the start of a new RSG although I expect many of you will still be involved.

*Postponed*Hackney Town Hall visit
2019-03-09 11:00 - 12:30 | Hackney Town Hall, Mare Street, London, E8 1EA
*New date to be confirmed*
The current Speaker and our local Councillor, Clare Potter, would like to invite Kings Crescent residents to a formal visit of the Town Hall on Saturday 9th March between 11am and 12:30pm. If any residents are interested in attending then please let Simon Ware or Source Partnership know:
simon.ware@hackney.gov.uk
carol@sourcepartnership.com

Residents group meeting & AGM
2019-03-07 19:00 - 20:30 | Vince Murrrain Community Centre, N4 2GD
Minutes from this meeting & AGM

1.0
Introductions and apologies

Apologies were received from Sarah Hulcoop

2.0
Update on current and recent activities

2.1
Simon fed back that the fitness classes have been successful after a tricky start when the instructor had to cancel at very short notice. But now there are approx. 10 regular attendees.

2.2
The visit by residents of De Beauvoir estate went well and they appreciated the time taken by the KC residents who came down to the community centre to talk to them.

3.0
Feedback on beach party event

3.1
Emley commented on the sense of momentum the event has generated. Generally, everyone felt it was really successful. Lots of families attended the first party. During the family and adult events there were boards for people to make suggestions/comments. The feedback received included:
Community ideas/comments:
· Games night
· Afternoon clubs for different age groups
· Exercise classes for the more mature
· Gentle exercise for over 50s
· Weekly or monthly playing out
· More activities for children and teenagers
· Babysitting circle
· Very nice and friendly environment (add more activity for the kids, more adult activity)
Social events:
· Saturday movie
· Team walking
· BBQ
· Book club
· Street Party
· Bring/Take Exchange
· Amir to do history talk
· Easter Egg hunt
Plus a lovely comment saying “Guys, thanks for organising today, bringing the community together”

4.0
Funding and establishment of the residents group

4.1
Simon confirmed that by remaining a Residents Group (and not a TRA), the group would get more of his time to organise funding, meetings and events. They would also not need to set up a bank account for self-administered funding. However, TRAs do get some additional funds to pay for minute-taking, stationery etc.
Simon said the rough total for the year was about £2000, plus £500 community chest. There is also £500 available for the annual Big Lunch for constituted TRAs.

Simon to check how much is left in the pot for this financial year and to circulate this asap so the group can decide how to spend it. It won’t be lost as long as it is committed this year.
Usually have to plan what to spend the money on by September, but some flexibility
The money can be spent on anything that engages the community such as new skills, events.
Agreed to check over the ‘terms of reference for KCRG’ form and can sign at next meeting as it was only emailed to the group just prior to the meeting

4.2
The name of the group was agreed as the Kings Crescent Residents Group

4.3
Committee elections

i) Emley was elected as Chair, nominated by Maire and seconded by Patricia
ii) Sarah Hulcoop was elected as Vice Chair, having expressed her willingness to be considered before the meeting. Nominated by Emley, seconded by Andrew
iii) Alice was elected as Secretary, nominated by Emley, seconded by Sarah C.
iv) The others present all put themselves forward as the rest of the committee: Sarah C., Roy, Thomas, Andrew, Patricia, Maire and Emilie, except David who will provide technical support!

5.0
Priorities for 2019

5.1
Andrew raised the idea that him and Emma C had last year of organising a project to decorate the hoardings alongside Murrain Rd. Committee can discuss this further with them and see what support is needed for this to happen

5.2
Alice raised the idea of a communal gardening/ growing event for people like her who have fairly recently developed an interest. Clare’s estate had help from Groundwork to develop their community garden. Simon mentioned De Beauvoir TRA who have a garden project – he works with them as Residents Engagement Officer so could get them to pass on experiences/knowledge. Sarah said she would be willing to help organise a planting day and could source seeds. May 11th was put forward as a possible day. Would it be possible to use a plot in the current garden area at the back of the community centre? John to investigate.
Thomas thought it would be good if we could somehow combine growing with cooking & eating – developing something similar to the Woodberry Down community kitchen.

5.3
Roy expressed interest in setting up a cycle club that could run supervised rides locally, perhaps with some bike servicing as well. Combine with Wheely Tots? To do this once weather is a bit nicer.

5.5
Health/fitness classes for older people. This could be done by public health. Simon said we need at least 10 residents interested before this could go ahead. But residents stated this is difficult to achieve until you have something in place. Suggested the option of a 3 week trial. Tai chi in the mornings suggested as an option. Also to check what already on offer in Clissold Park. Emley to follow up with Simon on this.

5.6
Bring/take event. Emilie liked this idea and would be happy to help organise

5.7
John said Source Partnership would be happy to help with design and distribution of leaflets to promote events.

5.8
The council is in the process of electing a manager for the new community hall to be in the vacant lot near Sainsburys. This should be in place by the summer

6.0
Town Hall visit

6.1
Clare offered another date after postponing the visit that was due to take place last weekend. After discussion this was agreed as 27th April at 11.00 am.

7.0
Security concerns

7.1
Suggested that the committee should be helping to support the residents that have been expressing concerns regarding security on King Crescent. CCTV has not been working in some buildings despite reports in steering group that all are fully functional. Several of the doors in the new builds do not close properly and they have been having issues with non-residents coming in. Simon was asked to provide clearer guidelines on the processes for how residents can report concerns and how to escalate if nothing is happening.
If anti-social behaviour is occurring it is important to report it so that the council and police have a log of what is going on. Suggestions include:
· Call 101
· Email police or council
· Can log ASB on Met Police website
· Tweet and tag council/counsellor/mayor
Emley to add information to kingscrescent.org website about this

Training for residents steering group
2019-02-28 18:30 - 20:00 | Vince Murrrain Community Centre, N4 2GD
In order to be considered for the relaunched Steering Group you will have to attend a training session. The first one is Thursday 28th February, but more dates will be announced.
Background:
Letters have been sent out to all properties on Kings Crescent to invite residents to join a steering group to work along side the council to steer the regeneration through the planning and construction phases over the next few years.
If you are interested in joining the group please return the expression of interest form attached to the letter, or complete the form online at www.hackney.gov.uk/kcrsg (by 15th March)
If you would like more information you can call Bronwen Thomas (Project officer) on 0208 356 6131 or email Bronwen.Thomas@hackney.gov.uk
You can also talk to Carol or John from Source Partnership on 0208 299 2550, or email carol@sourcepartnership.com or visit them on Thursday afternoons in the Vince Murrain Community Centre

Fitness classes: Zumba & Pilates
2019-02-06 19:00 - 21:00 | Vince Murrrain Community Centre, N4 2GD
Fitness classes every Wednesday in Kings Crescent sponsored by Hackney Public Health team. Drop-in, no need to book.
Zumba 7-8pm
Pilates 8-9pm
Each class will cost £2
(If this cost is prohibitive for any residents living on Kings Crescent contact simon.ware@hackney.gov.uk who can provide funding)

Beach Party!
2019-02-02 16:00 - 21:00 | Vince Murrrain Community Centre, N4 2GD
A group of Kings Crescent residents are organising a fun event to beat the winter blues!
(With support from Source Partnership, Hackney Housing and Wheely Tots)
Family fun 4 – 6pm (Wheely Tots, face painting, giant board games, mini sand pit, colouring, juice, pizza etc)
Adults only from 6.30 – 9pm (beach bar, quiz starts at 7pm, giant board games, mini sand pit, pizza etc)
