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September Steering Group Meeting

September 28, 2020 @ 7:00 pm - 8:30 pm

This is a closed meeting for those who have applied to be part of the residents steering group. It is mandatory to have attended the steering group training provided by Source Partnership. The steering group comprises of residents from both the old and new blocks and provides resident input into the next stage of new build and refurbishment of Kings Crescent.

For further information on joining the ‘Resident Steering Group’ please email john@sourcepartnership.com or carol@sourcepartnership.com


Notes of Kings Crescent Steering Group Meeting held on 28th September 2020 via

Google Meet

(Resident’s names removed for privacy on web version)

Those Present: Cllr. Brian Bell  (BB) (Chair)

Cllr Clare Potter (CP)

EP (Resident Bramfield Court)

PD ( ResidentDatchworth Court)


JWM (Resident Theobalds  Ct)

JG (Resident Theobalds Court)

KH (Resident Wallington Court)


In Attendance: Ron Greenwood (RG)

Carol Squires (CS)

John Morris


LB Hackney

Source Partnership (ITLA)

Source Partnership (ITLA)

1.0 Introductions and apologies Action



Apologies were received from residents PS, HS, AF, TD.


2.0 Notes of previous meeting held 29th January 2020 and any Matters Arising not elsewhere on the agenda  



The minutes from the last meeting were agreed as accurate.





BB noted that the management of the new blocks is now with Annette Reid and Housing Management, having transferred from the New Build Team.


3.0 Phase 3 & 4  



Programme update

RG gave feedback.


Bids from the Expression of Interest stage have been received and are being evaluated. Key elements of this include contractor’s capability and experience of working at this scale and type of project. LBH asked for examples of their track record and ability to work closely with residents, Council members and officers. Evaluation should be completed by the end of this week. The tender period will run for at least 14 weeks to approx. 14th December (there are more than 1,000 drawings and a huge amount of information for bidding contractors to consider). They will want to visit KC, probably in mid November, Covid restrictions allowing.





Tender evaluation and site visits

There are some key areas in the qualitative section of the bids that a small evaluation panel from the RSG can look at once tenders are in. These include: site logistics, how disruption will be minimised, how parking can be arranged and how the contractor proposes to consult with and involve residents. 4 or 5 residents would be ideal, with a mix of tenures and areas of the estate represented. Source will identify training needs and prepare members. The evaluation exercise with residents is currently scheduled for January 2021.


EP said she would be happy to be involved but asked whether there would be an opportunity for wider groups. BB hoped that by getting back to 6 weekly RSG meetings there would be the opportunity to get regular feedback.


CP emphasised that engagement with residents is crucial; residents know how disruptive this is going to be so the right approach from the contractor is key. It would be good to get someone from Weston Court involved as the works to the podium and the creation of the commercial units below will be very disruptive, like the garage conversions in phase 1.


CS suggested that Source would ask other residents what would concern them so the evaluation panel can look out for whether bidding contractors deal with these, e.g. approach to working in people’s homes which was an issue in phase 1.


JWM, who had just joined the meeting, agreed to be part of the evaluation panel, depending on timing of meetings so that she can fit it around her work.


It was suggested that PA from Weston Court was asked to be part of the group. KH said he’d be able to be involved as a resident from the northside blocks as long as meetings were out of work hours.


(Post-meeting note, JG, who had to leave part of the meeting to attend to childcare issues also indicated her willingness to be on the panel if meetings etc. fitted in with work and family commitments). 


Therefore, the resident evaluation panel would consist of EP, JWM, KH, PA and JG.


EP asked if relevant sections of the tender documents would be sent round in advance. RG would make sure there is plenty of time for the panel to read submissions and consider their views before convening to discuss and moderate scores. Hopefully, this would only take one meeting.


Site visits, if possible, will be organised through Source. This could include to the tendering contractors’ other schemes on site as well as comparable schemes from a design aspect in Hackney.


























Materials workshop

RG noted that it has been a long time since the last design workshop (Dec 2018) so it is proposed to hold a display/workshop to show proposed materials and landscaping proposals again. But, due to Covid restrictions, this would be co-ordinated and controlled by Source at the Community Centre. Samples and drawings would be kept at the CC for a few weeks from 26th October and Source would arrange individuals or small groups to be able to visit and have questions answered. Any queries that need to be dealt with by the design team would be forwarded to them. EP endorsed this as some aspects of the design had changed since the last public event and up to now, residents have had little chance to take time to look at (and feel) some of the materials that will be used.


CP asked if it will be possible to make appointments. CS – Source will produce a flier and control visits to 4 at a time. If the weather is good, the displays could be set up outside the CC and more people, potentially, could attend. JWM offered the use of a gazebo if needed.


4.0 Unit C  



RG gave an overview of the works proposed: construction of a partition to divide the space, related ventilation, new flooring, storage and signage.  Funding is a mixture of GLA funds, crowdfunding and from LBH.  There have been several productive discussions between LBH, the TRA and Hackney Showroom. HS are committed to working in partnership with residents and arrangements for this will be encapsulated in the lease.


The process and the contract documentation will be overseen by LBH outsourced Contract Managers. 3 contractors have expressed an interest in tendering. Tenders will be evaluated 80% on price, 20% quality. Tender period will run from 5th October for 4 weeks. Evaluation early November, with a possible period to negotiate price then 2 weeks site mobilisation. Building Control will need to sign this off, so early December earliest possible start on site. 4 weeks building period followed by another Building Control sign off may mean completion February or early March. GLA need  timescales and once tenders are back, LBH should be clearer on this.












5.0 TRA update  



EP gave report back. A newsletter went out over the summer. Meetings now alternate between ETRA meetings that deal with estate and housing  management issues and open TRA meetings that discuss community and social activities. The next ETRA meeting is on 7th October. A Neighbourhood Watch scheme has started on the estate and a representative from the LBH co-ordination team will attend next week’s meeting.


6.0 Leaseholder recharge proposals, S20 process  



RG reported that all respondents to the S20 notice will have now received an individual reply. The Leasehold team propose running some online surgeries in mid November. Before that, a refreshed FAQ sheet will be circulated, dealing with queries that Source picked up in June and July. A ‘broad brush’ estimate of the full cost of the works will also be sent out in advance of the stages 2 and 3 S20 notices. These will be calculated to give individual leaseholders an idea of what the total cost might be but these will be very indicative figures.


EP asked how much room there might be to challenge the arrangements. RG emphasised that the approach to recharges is a policy decision contained in a Cabinet report from February and as such, this is not up for discussion. EP made the point that there was no consultation on the proposal to taper the potential pay back over 5 years; no resident knew what was going to be put forward so there was no chance to respond when it may have been possible to contest the policy approach. RG indicated that there had been lots of discussion internally up to Director level and the rationale for the approach was clearly set out in the Cabinet report.


EP added that in terms of the refurbishment proposals, if leaseholders had known earlier what the possible cost was going to be, they could have commented on the elements of the works. RG noted that unfortunately there are some decisions that cannot be decided by residents.


CP stressed that her and Cllr Bell lobbied hard for the £10k cap to put in place for phase 3&4 but appreciated that it’s not a blanket cap. The intention is to be as fair as possible within financial constraints.






7.0 Phase 1 & 2 update  



RG reported on the remaining issues still being dealt with by Bronwen:

i)      the paving work is complete and arrangements are in place to monitor these areas to ensure they are kept clean. Sealant was incorrectly applied in wet weather which caused the failure.

ii)     CCTV in bike stores has been agreed and is being priced.

iii)   an independent consultant has been engaged to investigate the cause of the AOV problem. Thanks to KH for his ongoing communication on this issue. KH asked why this has only happened in Wallington Court. RG replied that finding this out is why an independent consultant has been commissioned. EP thought there had been similar problems in Radwell Court.

iv)   main front doors now strengthened and LBH contractors are now maintaining them. BB asked to whom complaints should be directed if there are further issues with the doors. RG – as this will be a repair from now on, it should be Annette Reid. EP asked if doors keep failing, would cost of repairs be a service charge issue? RG – potentially, yes. Up to now Higgins have been doing repairs as a latent defect.


8.0 Update from ITLA  



CS reported that Source’s work has mostly been phone support and work on the S20 issues. Publicity will go out soon to let residents know that we will be available, by appointment on Mondays and Thursdays in the CC office.


BB added that him and CP are hoping to start Councillor surgeries again in the Community Centre, starting on Friday with a joint surgery and, initially once a month to start with.



9.0 Any urgent business  





10.0 Dates of next meetings  



9th November at 7.00 via Google Meet (with the draft leaseholder FAQs on the agenda)


14th December  at 7.00 via Google Meet (with update on the tendering process on the agenda)




The meeting ended at 8.00.

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September 28, 2020
7:00 pm - 8:30 pm
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