Shakespeare Tower House Group Committee
Meeting held on 9 January 2017 at 19.30
in the Shakespeare Tower 01 Recreation
Room
Minutes
Present:
|
Ann Bradley (AB)
|
Alison Gowman (AG)
|
Lew Jackson (LJ)
|
|
James Campbell (JC)
|
Sarah Hudson (SH) -
Secretary
|
Ted Reilly (TR) - Chair
|
|
Helen Goddard (HG)
|
Peter Inskip (PI)
|
|
1. Welcome:
2. Apologies: Received from Peter
Archbold (PA), William Naunton (WN), Ipsita Roy (IR), Alexander Wilson (AW).
3. Minutes of meeting of 17 November and
matters arising
Matters arising:
3.1
TR reported that he had followed up with Michael Bennett about the timetable for
recruiting a new permanent porter and that there was no way to expedite the
process.
Action: (i) TR to check with status of other actions by Barry Ashton arising
from the previous meeting at points 4.2(i) and (ii), 4.3 and 4.4.
(ii)
JC to report on service charge monitoring at the next meeting.
(iii)
TR to follow up with Sheila Delaney on point 12.3 and 12.4.
(iv)
AW actions to be reported on at the next meeting a) AW to contact City Police
with a view to getting them to set priorities regarding skate boarding and
anti-social behaviour of people trying to gain entry to the Tower, and b) Issue
of key fob entry to the Tower to be raised for discussion at the AGM.
3.2
The Minutes of the previous meeting were approved.
4. Report from Recreation Room sub-group
4.1 JC presented a plan for refurbishing and improving the 01 Rec Room,
to include:
(i) A kitchenette with sink and cupboards and electric point for a
kettle, to be hidden when not in use by sliding doors.
(ii) Fitted window or door to block the draft but still admit daylight from
the two vents at the western end of the room.
(iii) Plaster and paint the western wall.
(iv) Install a suspended ceiling for new lighting.
(v) Repaint the metal duct panels and to remove the rounded end panels
of the ducts to enable fitted cupboards/bookcases to be installed.
(vi) Install glass fronted floor to ceiling book cases in one alcove, sufficient
to hold 900 books as part of a book swap.
4.2 JC has identified a couple of potential companies to undertake the
works. It was also suggested that the resident engineers might assist in
plumbing the kitchen and that residents might want to volunteer for painting
and other light DIY tasks.
4.3 TR indicated that Oxfam would be prepared to collect the 5,000 odd
books and that the City's waste and recycling team would be invited to remove
the surplus furniture as part of a Give and Take arrangement.
4.4 It was agreed that the existing palette of beige for metal duct work
and metal wall should be retained and that any new paintwork should also be in
this colour.
4.5 It was agreed that there would be no removal of books or furniture
prior to the AGM.
Action:
(i) JC to prepare a costed summary of the proposals to put before
residents for comment at the AGM.
(ii) Any decisions that impact the service charge would be subject to a
BEO consultation of all leaseholders.
(iii)TR to contact Cynthia White to update her on the proposals and to
ask whether she would want to be involved in the disposal process.
(iv) TR to schedule a committee meeting prior to the AGM to approve proposals.
5. Chairman’s Report (TR) (attached as Appendix
1)
Action: (i) TR to check with Steve
Murray on progress of a solution to the Dalek skirt issue.
6. RCC Report
6.1
In the absence of AW there was no RCC report. To be followed up at the next meeting
(see Section 3 Matters arising, point (iv)).
6.2
TR reported that he had attended the Barbican Centre residents' meeting on 21
November, comments in Chair's report.
7. Treasurer's report
7.1
HG reported that transferring the bank mandate from AG to HG was still in
progress.
7.2
AG agreed to pay outstanding expenses of £106.26 to SH for Steve's leaving do.
7.3
Committee approved SH expenses of £93.00 for wine for Christmas Party. AG to
draw the cheque. SH passed copy of receipt to HG.
7.4
AB reported that she had collected £45.00 from residents attending the
Christmas Party and that she had deducted £15 of her own expenses from that and
passed the remaining £30 to HG to pay into the bank.
Action: (1) SH to send AG and HG copy
of receipts for £106.26.
8. BA Report
LJ
reported that the BA had been asked to respond to the City's Health and Wellbeing
Strategy. If anyone would like to comment as an individual or add to the BA
response the deadline was 13 January.
9. Residents’ Planters
9.1
In his absence, TR read out a report by PA. The handover to PA as
representative of the resident planter group had revealed a large degree of
muddle, with residents not being informed that they had been allocated planters
last year. This explains some of the lack of cultivation and resulting mess.
Peter was now reallocating planters to new resident cultivators.
9.2
The committee expressed its continuing dissatisfaction with the appearance of
the wooden planters and agreed that TR should take up the issue with Helen
Davinson and the Gardens Advisory Group.
Action:
TR
to contact Helen Davinson and request that:
(i)
The small wooden allotment planters outside the Police Station should be
removed down to the point opposite the end of the Shakespeare Tower building.
(ii)
Any further wooden planters should be installed at the western end of the block
of existing planters.
(iii)
The three wooden planters outside the front door of the Tower should be removed
and replaced by new concrete planters.
(iv)
The timetable for the new concrete planters outside the front entrance should
be determined.
(v)
The committee be informed of the cost of the new concrete planters including
installation and planting, and
(vi)
SH to contact the resident responsible for looking after the wooden planters
outside the front door to let them know the views of the committee and
ascertain their response.
10. Constitution
The Draft New
Constitution simplified 17 January was circulated prior to the meeting. The
following amendments were proposed:
(i) The committee unanimously agreed that only one resident
per household could sit on the committee.
(ii)The committee considered the proposal that the committee
should have a built in majority of long leaseholders. The committee voted as
follows:
4 against, 3 for, 1 abstention. The amendment was not
approved.
Action: LJ to
update the draft to reflect the agreed amendment under 10.1 and to tidy up the
wording relating to eligible members and to circulate a new draft to committee
members for approval prior to the AGM.
11. AOB
None
The meeting closed at 21.08
Dates of next meeting:
1st
March
9 March (AGM)
13 March - short
meeting to elect officers and follow up on matters arising from AGM.
Appendix 1: Chair's Report
1. Fire and Evacuation
I’m sorry to say I’ve not done much on this in the last two
months; I’m now back on the case.
2. Daleks
All the Dalek plinths have been redecorated, returned and
installed in line with the specification.
Unfortunately the skirts between the base of the Daleks and
the floor generally disintegrated during the removal and are of different
sizes. Steve Murray is investigating a solution.
3. Christmas Party
There were about 30 people present at the party including
the new occupants of two flats.
4. Barbican Centre
signage
I submitted an objection in the name of the house group and
there were several independent objections from Shakespeare Tower residents. In
all there were over 40 public comments on the proposals almost entirely
negative. The Barbican Centre has now removed the sign overlooking Defoe
Terrace from the application.
5. Barbican
Centre/Residents Quarterly meeting
I attended this as William’s substitute, and asked that
Sandy’s two items on noise to be put on the agenda.
They agreed to ask their operatives to be mindful of noise
nuisance when closing the gates and the centre management agreed to look into
investigating some facility to stop the clanging.
They were surprised at the alarm issue as they were unaware
of any false alarms. They asked that we log such alarms and they would
investigate. You can notify the Centre of any nuisance on 020 7382 7308. This
number works even when the Centre is closed.
Additionally I asked that the Centre provide a quarterly
summary report of all nuisance complaints. This will enable us to identify any
trends.
I also asked them if they were happy with the paintwork on
the facade of the Exhibition Hall on Golden Lane which is in very poor
condition. They seemed unaware and unconcerned.
6. Asset Maintenance
Working Party
Our landlord is about to commission an initial survey of the
fixed assets on the estate to assist in the preparation of a fixed asset
maintenance plan. I raised the Garchey system suggesting that it might be time
to review the economics of continuing the system.
Shakespeare Tower House Group Committee
Meeting held on 17 November 2016 at
19.30
in the Shakespeare Tower 01 Recreation
Room
Minutes
Present:
Peter Archbold (PA)
|
Sarah Hudson (SH) -
Secretary
|
William Naunton (WN) up to item 5
|
Ann Bradley (AB)
|
Ted Reilly (TR) - Chair
|
Alexander Wilson (AW)
|
James Campbell (JC) up to item 10
|
In attendance:
Sheila Delaney (SD) - BEO House Officer, up to item 10
Barry Ashton (BA) - BEO Car park and Security Manager up to item 5
1. Welcome: The Chair thanked Sheila
Delaney and Barry Ashton for attending the meeting.
2. Apologies: Received from Helen
Goddard (HG), Alison Gowman (AG), Peter Inskip (PI), Lew Jackson (LJ), Ipsita
Roy (IR).
3. Minutes of meeting of 12 Sept and
matters arising
The
Minutes of the previous meeting were approved.
4. Barry Ashton - matters relating to
porters and car park/Garchey Bay
4.1 Timetable for recruiting new permanent
porter
BA
reported that the recruitment process to replace Steve, who resigned in Sept
2016 would begin after Christmas, when the post would be advertised. The
committee considered that this was an unacceptably
long
period to wait for the appointment of a new permanent porter.
Action: TR to contact Michael Bennett
to try and expedite the process.
4.2 Rostering arrangements for temporary
porters
BA
confirmed that the rostering arrangements to cover holidays and illness of
permanent porters in order of preference are:
·
Additional shifts by another permanent
Shakespeare Tower porter
·
Permanent porter from another Tower
·
Permanent CPAs
·
Temporary porter from the regular agency staff.
Action: (i) BA/SD to ensure that all temporary porters have a legible sign in
a plastic display stand on the counter.
(ii)
BA to provide photo and names of all potential replacement porters to the
committee for display on the residents' notice board.
4.3 Monitoring of fly tipping/rubbish
trawlers in Garchey Bay by CPAs - adequacy of CCTV
Second
camera has been installed and is providing better coverage of the Garchey Bay.
Sue Brooks, BEO cleaning manager, is working on BEO policy for prosecuting fly
tippers
Action: BA to ensure that CPAs
routinely challenge any suspected fly tippers and collect ID (such as number
plates) to facilitate prosecution or further action.
4.4 Cupboards and
other items left in car parking bays
BA reported that any items left in car parking bays were
marked for removal in regular purges and removed if residents do not respond.
5. Report from Recreation Room sub group
It was agreed:
5.1 The plan to
return the Rec. Room to its original use, as approved by the residents' survey,
should aim to have the items of loose furniture - desks, filing cabinets etc.
removed in early January - either by Cynthia Hine to a location of her choice,
or by the committee to the Give and Take Day in St Giles Church on 7 January.
5.2 The process
of clearing the books should also begin in January. The committee agreed to
arrange this if Cynthia did not want to undertake this task. SD has agreed that
those books that are to be retained as part of the book swop can be stored
temporarily until the room is refurbished.
5.3 The
suggested future use and improvements to the Room should be laid before
residents for in principle approval, at the AGM on 9 March 2017.The
improvements should be listed in order of priority with an estimate of the
costs involved. Where possible the improvements - such as plumbing the
kitchenette and changes to lighting should be achieved using in house engineers
and suitably qualified volunteers. Where craftsmen were required JC would
provide a specification and obtain estimates.
5.4 All
residents will then be consulted for approval of the final costed proposals.
5.5 JC circulated
a drawing of the Rec Room with suggested improvements. These might include:
·
Covering the air vents with windows
that will stop cold air but still allow light to penetrate.
·
Plastering and painting the end wall
with the air vents.
·
Removing existing lighting and either
installing a suspended ceiling or LED track lights and so removing the need for
unsightly electrical trunking on the ceiling.
·
Create a cupboard for stacking chairs
·
Install a kitchenette with cupboards,
work top, point for kettle and sink all to be contained behind doors in the
alcove next to the door on the south wall.
·
Installing floor to ceiling bookcases
in the next alcove on the south wall.
6. Chairman’s Report (TR) (attached as
appendix)
6.1 Evacuation
Procedures
Action: (i) TR to
amend the Notice of Evacuation procedures from Cromwell Tower and SD to
circulate to all Shakespeare residents.
(ii) Sd to make e further attempt to arrange a meeting the
the City’s fire officer. Failng that TR to contact LFB to arrange a visit to
discuss evacuation procedures.
6.2 External
decorations
Action: TR to
write to K&M McLoughlin Decorating Ltd expressing residents' satisfaction
at the work carried out and the conduct of their staff.
6.3 Daleks
Reinstallation of plinths has been delayed by a week to 21
November.
6.4 Service charge
monitoring
Action: JC agreed
to monitor the service charge
7. RCC Report
AW
reported that he had had a positive meeting with Barry Ashton and Helen
Davinson on Noise nuisance.
Action: (i) AW to attend the next
Police Ward meeting to raise the issue of skate boarding and anti-social
behaviour of people trying to gain entry to the Tower, particularly at weekends
as a policing priority.
(ii)
Issue of key fob entry to the Tower to be raised for discussion at the AGM.
(iii)
TR to attend Barbican Centre Resident's meeting on 21 November.
8. Treasurer's report
In
the absence of HG, the Chair reported that the transfer of the accounts was ongoing.
It was agreed that if internet banking is used when only one signatory is
possible that expenses should be approved by the committee and minuted prior to
payment.
SH
expenses for Steve's leaving do of £106.26 were approved.
9. BA Report
As
no meeting had taken place since the last STHG meeting there was nothing to
report.
10. Residents’ Planters
PA
reported that he had now taken over as representative of the Residents' Planter
group and he is working on straightening out the incomplete and contradictory
records thge parties responsible for each planter. The BEO have readvertised
the waiting list and PA will shortly be able to reallocate vacant planters. The
4 small planters nearest the door to the Tower will be removed and replaced by
2 large wooden planters to be installed at the end near the steps down to Lauderdale Place.
Planter holders have been asked to sow a winter cover crop.
Action: PA to organise a clean-up
session for vacant planters if required.
11. BA report
There has been no meeting since the last STHG Committee
Meeting and therefore, there was nothing to report.
11. Constitution
Two members of the committee had to leave before discussion
of this item, so further discussion was postponed. It was agreed SH would
simplify the draft in respect to classification of different classes of
resident and their voting rights and the ability to appoint a proxy for voting.
Action: SH to
circulate a new draft for discussion at the next meeting.
12. AOB
12.1 Christmas Party
It
was agreed to organise a Christmas Party in the Rec Room for all residents on
10 Dec at starting at 18.30. Residents would be invited to contribute food and
drink or donate £5 if they preferred not to bring refreshments. Residents to
RSVP if they wanted to attend.
Action: AB to coordinate
12.2 Removal of glass from Notice Board -
done - thank you
12.3 Shelving for lift curtains
Action: SD to
pursue Metwin to install appropriate solution.
TR to email SD to express disappointment at the quality of
the cup hooks solution.
12.4 Cleaning Report
SD reported that the top 20 floors inspected in the latest
report were cleaned to a very good
standard.
Action: (ii) SD
to arrange for lift sills at Podium level to be given a special clean.
(ii) SD to follow up cleaning of glass panels in lifts.
The meeting closed at 21.26
Dates of next meeting: TBD TR to circulate
a Meet-o-matic form to committee members.
Appendix 1
Chairs' Report
Fire and Evacuation
Sheila Delany has been trying to organise a meeting with the
Fire Safety Advisor at the Guildhall, Terence Short, without success. However
Sheila has discovered that Cromwell Tower have established their own evacuation
procedure and have installed a claxon to alert residents of events that might
require evacuation. I’ve attached Cromwell’s procedure. We may want to consider
installing a claxon.
External decorations
These have now been completed to the satisfaction of
residents and the BEO. SH attended the final snagging meeting on 8 November
with Steve Murray and Sheila Delaney of the BEO and representatives of K&M
McLoughlin Decorating Ltd together with two 5th floor residents. Final snagging
issues were resolved. Resident feedback has been very positive both about the
quality of the work and the painting team.
Daleks
All the Dalek plinths have been removed for cleaning and are
expected to be returned and refitted week beginning 14 November.
Halloween
17 flats signed up for Trick or Treat and around 40 young
children visited over the evening, which was much enjoyed by all participants.
Thanks to the porters and Chris in particular for ensuring that everyone knew
which flats to visit and to those residents who signed up to be scared.
Steve leaving celebration 23 September
This was well attended with over 50 residents present. Steve
was presented with a leaving card and the proceeds of the collection. The
presentation gave residents who had not previously used the Rec Room a chance
to see it in action.
Podium level electronic door
This has now been repaired satisfactorily.
Lifts
The porters now have a log for residents to note lift
outages. There have been repairs to Lift C that have resulted in an annoying
warning signal as the doors close. The BEO have been requested to have this
removed. Lift A has been redecorated and the floor refurbished by Thomson Bros
at their expense.
Lift curtains hooks
These have been installed but are inadequate. Installation
of shelving instead should be considered.
Resident's Planters
Peter Archbold has volunteered to be the new coordinator and
is trying to establish a definitive list of residents plot holders and to
reallocate unused planters to the waiting list. The BEO have advertised to
residents across the estate to establish a new waiting list. Four of the small
planters nearest the Tower will be removed and replaced by two larger wooden
planters at the far (Barbican Station) end of the planter area. The Contract
which will set out standards will be sent to resident planter holders.
Shakespeare Tower House Group Committee
Meeting held on 12th
September 2016 at 19.30
in the Shakespeare Tower 01 Recreation
Room
Draft Minutes
Present:
Ted Reilly (TR) - Chairman
|
Peter Inskip (PI)
|
William Naunton (WN)
|
Ann Bradley (AB)
|
Alexander Wilson (AW)
|
Helen Goddard (HG) - Treasurer
|
James Campbell (JC)
|
Peter Archbold (PA)
|
Alison Gowman (AG)
|
In attendance:
Sheila Delaney (SD) – BEO House Officer
Cynthia White (CW) – Item 3 only
1. Welcome
WN
agreed to take the Minutes in the absence of the Secretary
2. Apologies: Received from Sarah Hudson
(SH) – Secretary, Lew Jackson (LJ), Ipsita Roy (IR).
3. 01 Recreation Room
CW attended the meeting and
tabled a paper which set out her proposals for the use of the recreation
room. The Committee noted the
considerable effort that CW had put into tidying the room over recent weeks and
listened to CW’s suggestions for the room.
In particular, it was noted that CW had struggled with controlling the
large volume of donations to the room and with maintaining the room over the
first six months of the year and that she has now received offers of help for
managing the room. She is concerned by
the theft of books from the room and unwanted deposits which she cannot
control. She has now removed many of the
surplus items and has devoted three hours a day every day over the summer to
get the room back into order. It was noted
that this is unsustainable in the long term.
There was discussion as to
whether the survey that had been carried out had been conducted on a false
premise that CW was wishing to give up the management of the room and as to
whether CWs willingness to continue to manage the room would have changed the
result.
CW asked the Committee to
consider devising a plan for the future use of the room, if it is otherwise minded
to implement the previous decision to clear the room of all books. In addition, CW highlighted the issues of
social isolation for older people in the City of London. These points were noted.
After CW left the room, the Committee debated the issue and
resolved that the use of the room as a book store is unsustainable in the long
term and requires too much management on a day to day basis to stop the room
from becoming untidy, thereby inhibiting alternative uses. However it
agreed that a small book exchange, with a limited amount of shelving installed
on the West wall (the wall to the left of the door as you walk into the room)
would be a useful contribution to the future use of the room.
A working party should be established,
comprising James Campbell, Sandy Wilson, and Helen Goddard to prepare a
strategy for the room to include:
- A Use Strategy & Management Plan which will suggest potential
uses by the local community, a use risk analysis, draft use guidelines, a
communications plan, including further resident consultation.
- A physical layout which will incorporate the book exchange.
- A budget for refurbishment to allow for the possible installation
of windows to replace the grille into the light-well (desirable from a
cleanliness point of view).
The Committee's aim is that a refurbished
room will accommodate a wide range of activities for the benefit of the
Shakespeare Tower community. We intend to present the plan at the AGM.
Action: JC to convene a meeting of the new working
party and prepare the plan mentioned above.
4. Minutes of Meeting 11th July
2016 and matters arising
The Minutes of the meeting 11th July 2016 were
approved. In future draft minutes will
be published as drafts, once committee members have had an adequate opportunity
of reviewing them. There were no matters
arising.
5. Chairman’s Report (TR)
The Chairman’s Report was noted. The redecoration works have been well
executed and generally the quality of the work is good.
Action: TR will
circulate a note to residents inviting them to note any snagging items form the
works in the maintenance book on reception.
SD to review whether any minor redecoration works need to be
undertaken in respect of the 01 and podium inner doors.
6. RCC Report
See the Chairman’s report
7. Treasurer’s Report
The transfer of the STHG’s bank account with Santander is
still a work in progress. It was agreed
that the new signatories on the account will be HG, TR and JC.
Action: HG and AG
to liaise on the transfer.
8. BA report
There has been no meeting since the last STHG Committee
Meeting and therefore, there was nothing to report.
9. Cleaning Report
It was noted that the cleaning inspection had been carried
out and that generally the cleaning had been satisfactory.
Action: SD to ensure that louvre doors within the
lobby are cleaned at least annually
10. Constitution
Detailed discussion of potential changes to the Constitution
was deferred to the next meeting. LJ was thanked in his absence for his
comments on the draft constitution. It
was noted that the revised draft requires residents to opt out of membership,
rather than opting in. This is a
pragmatic approach, whilst it was noted that residents could not be required to
pay a membership fee unless they have opted in.
References to “paid up” members may not be relevant, given
the current approach of not levying any membership fee.
Action: Further
discussion required at the next meeting.
11. Fire Safety and evacuation procedures
It was noted that TR has now had an answer to various
questions raised of the BEO.
Action: TR to circulate to the committee the
response received and to draft a note to residents.
12. AOB
·
Planting
– PA agreed to be the GAG co-ordinator and to assist with the allocation of
planters and removal of redundant planters.
It was noted that several have fallen into disrepair and will be removed. If the planters are poorly maintained next
year, then consideration will need to be given as to whether to remove them
from the GAG’s use.
·
Noise and
Disturbance – SD agreed that the porters should be briefed as to how to
deal with issues of nuisance from skateboarders and other noisy and forbidden
uses of the common parts of the Estate.
Residents can then notify the porters of any issues.
TR to write to Michael Bennett of the BEO
to ask him to meet with AW to consider noise and nuisance issues further.
·
AGM –
TR to suggest a date for the AGM and for STHG Committee Meetings – some future
dates are inconvenient. Dates to be
alternated between Monday and Wednesday evenings.
·
Steve’s
Retirement - TR to organise a
collection and notify residents of his (imminent) retirement date. SD to arrange for Barry Ashton to attend the
next STHG meeting to discuss the replacement of porters, the use of name plates
for them and the extent of their instructions (particularly in relation to
temporary porters).
·
Glass on
Notice Board; Lift Noticeboards and Hooks for Lift Curtains – SD to arrange
for glass to be removed and stored and for a new Perspex noticeboard to be
installed in Lift B. SD also to ensure
that glass panels in the lift are unscrewed and cleaned from behind to remove a
build-up of mould. SD also to check the
hook system for the storage of the lift curtains, which do not appear to be
adequate.
·
Christmas
Party – TR to liaise with AB to arrange a Christmas Party.
·
Halloween
- The porters will invite residents who do not object to trick or treat to
allow children to ring on their doorbells.
·
Reception
Orchids- It was agreed that the porters could maintain a display of orchids
on the reception desk.
The meeting closed at 21.30
Dates of next meeting: 14 November (but
subject to variation depending upon availability. TR to resolve).
Shakespeare Tower House Group Committee
Meeting 11 July at 19.30 in the Lilac
Room
Minutes
1. Present: Peter
Inskip (PI), Ted Reilly (TR), Chair, Sarah Hudson (SH), Helen Goddard (HG),
Alexander Wilson (AW) and Sheila Delaney (SD), BEO House Officer.
2. Apologies:
Peter Archbold (PA), Ann Bradley (AB), James Campbell (JC), Alison Gowman (AG),
Lew Jackson (LJ), William Naunton (WN), Ipsita Roy (IR).
3. Minutes of Meeting
9 May and matters arising
The Minutes of the meeting 9 May 2016 were approved.
Matters arising:
(i) Fire Evacuation
procedures - SD reported that the BEO had a list of residents requiring
assistance in the event of an emergency evacuation and that the porters had a
copy. Questions were raised about access to the list by temporary porters. The
committee were unclear on the evacuation procedures, which doors were fire
doors and whether there was a fire alarm.
Action: TR to
compile a list of questions for the BEO to investigate. The list to be
circulated to the committee for comment or shared on Basecamp or similar
platform and then to be sent to the BEO for comment/action prior to the next
meeting.
(ii) Lift Curtains
Action: TR to
inform SD on location of shelves/hooks in the Podium level storeroom on which
to hang the curtains when not in use.
4. Sir Gavyn Arthur
The Chair expressed the condolences of the entire committee
on the death of Sir Gavyn Arthur.
Action: TR to
write to Joyce Nash as one of Sir Gavyn's closest friends.
5. Transfer of Bank
Mandate
HG reported that the Halifax account had now been closed and
she was liaising with AG on the transfer of the mandate on the Santander
account.
Action: HG and AG
to liaise on the transfer.
6. Chair's report
(TR) (appended).
7. RCC report (AW)
(i) electric charging
points - AW raised the issue at the last RCC meeting. the BEO will report
on when and where points will be installed in an email bulletin to all
residents.
(ii) Lift failures on
the Estate - are monitored by the Service Level Agreement (SLA) Working
Party. AW queried the reporting system for lift failures in Shakespeare Tower
and noted that Lift A was constantly juddering and the door closed very
quickly.
Action: TR to
raise the issue with Mick McGee (Resident Engineer) and leave a log with the
porters so residents can note problems with the lifts. TR to inform residents
about the log with a notice in the lifts and on the blog.
(iii) Underfloor
Heating Working Party (UHWP) -TR reported that residents had been informed
of the intention of the BEO to go out to tender for a new electricity supplier.
The contract to maintain the switching gear was also about
to be tendered as the current contractor, UK Power Networks, could no longer
maintain the existing system. The UHWP had advised the BEO that although the
City were constrained by the lease to replace like with like and not to improve
the system, modern switch gear would not only provide the same level of service
as the existing kit but would also enable a more responsive management of the
heating to take account of weather conditions. Any additional controls to
enable individual residents to top up the heating in their flats would also be
possible with the new switch gear but changes to meters and extra usage would
have to be paid for by those residents and not be part of the Service Charge.
Such a facility is still at least a year away
Action: TR to
send information on heating system and UHWP to AW.
(iv) Water tanks
- AW reported that the Estate-wide contract for disinfection and repairs to
water tanks was also going out to tender. The cost of repairs would be charged
on a block by block basis.
(v) Steps from Podium
to Art Gallery - the RCC were informed that refurbishing the steps leading
from the Podium outside Shakespeare Tower to the Sculpture court was still awaiting
a technical solution. The House Group committee agreed that the BEO should be
asked to expedite repairs to the steps as soon as possible.
Action: TR to
write a note to Michael Bennett.
8. BA report
The July meeting of the BA had been cancelled so there was
nothing to report. TR reported on a meeting he had had on the concrete works
(see Chair's Report)
9. Recreation Room
TR reported the results of the survey, which have previously
been sent to committee members and are attached. 94% of respondents voted to
restore the room to its previous use, 9% of respondent would like it to remain
as a collection point; no respondents who wanted it to remain as a collection
point were prepared to manage it. 22 respondents made suggestions for possible
future uses of the room.
The committee accepted the results of the Survey and agreed
that the first step was to meet Mrs Hine to arrange for the room to be cleared
and the contents to be distributed according to Mrs Hine's wishes. The room
would then need to be cleaned and potentially redecorated or refurbished
depending on what future uses residents' might decide. Future use of the room
would be subject to further consultation with residents.
Action: TR to
contact Mrs Hine to arrange a meeting.
10. Constitution
Discussion of potential changes to the Constitution was
deferred to the next meeting.
Action: LJ to
review Constitution and circulate proposed amendments prior to the next meeting
on 11 September.
11. Garchey Bay
Household Waste
The committee agreed that the dumping of builders' rubbish
and the entire contents of house clearance in the Bulky Items Household Waste
area was creating an eyesore and potential hazard. It was also reported that non-residents
have been seen going through the bins and opening bags and making a mess. The
CPAs do not seem to police the Garchey Bay adequately and the position of the
CCTV camera was questioned. Frobisher and Defoe House Committees are also
concerned about this issue.
Action: TR to
arrange a meeting with Karen Marks of the Recycling team and the Chairs of
Frobisher Crescent and Defoe House to discuss what measures can be taken to
resolve this issue.
12. AOB
(i) Car parking next
to 01 entrance - the committee
requested SD to investigate whether the car parking bays at either end of the
green walk way could be left vacant or reassigned to smaller vehicles to allow
residents to easier access without having to go into the roadway.
Action: SD
(ii) Flooding of
stores - stores were flooded on the 02 level after a heavy rain storm. SD
reported that the emergency was handled by the duty manager as it was out of
hours and would check that residents were properly informed. The Estate Office
has dehumidifiers that can be borrowed to help dry out the stores.
Action: SD
(iii) Dalek - a
sample panel that has been cleaned and varnished has been left in reception for
residents to look at.
Action: TR to put
a note in the lifts and on the blog informing residents and asking for
comments.
The meeting closed at 20.45
Dates of future meetings 12 September, 14
November
Chair’s Report July
2016
(i) Doors
01 level
The doors on the 01 level now seem to be working
satisfactorily.
Podium level
After a series of attempted tunings the engineers have
decided that we will have to replace the door closing mechanism. This is likely
to cost around £2,500.
(ii) Planning notices
Residents are concerned about the tatty nature of the
planning notices that are stuck to the exterior of the building with blu tack
and the subsequent degradation of the notices as they fall to the floor. Alison
Gowman has agreed with the planning department that they will use more robust
signs, properly attached to the outside of the building.
(iii) External
Decorations
The external
decorations are now underway. There don’t appear to be any issues.
The schedule
is posted on the noticeboard and on the blog.
(iv) Concrete
I
attended a meeting concerning the Concrete issue on 19 May.
It was
fairly short and I couldn't stay until the end but the brief conclusion was
that across the whole estate if the BA were successful in any claim the amount recovered might be
£600,000 and the legal costs might be around £300,000. There seemed little
appetite to pursue a legal claim, particularly as to how the £300,000 could be
raised. David Bradshaw and Robert Barker went off to discuss potential
mechanisms for raising the £300,000. I've not heard that they have made any
progress.
(v) 01 Recreation room
The very conclusive results of the rec room survey have been
received and have been have been circulated to the committee and publicised
around the tower.
(vi) Garchey bay
Together with the
chairs of Defoe House and Frobisher Crescent I’m attempting to get the
household rubbish area in the Garchey Bay area properly managed.
Question
|
Yes
|
No
|
Yes %
|
No %
|
I would like the 01 recreation room to be
restored to its former use.
|
34
|
3
|
94
|
6
|
I would like the 01 recreation room to
continue to be used as a charity bookshop and a collection point for
donations of books and bric-a-brac.
|
3
|
30
|
9
|
91
|
If you would like the recreation room to
continue to be used as a collection point for donations of books and
bric-a-brac, would you be prepared to manage this facility?
|
0
|
23
|
0
|
100
|
Shakespeare
Tower House Group Committee
Recreation
Room Survey Results May 2016
Residents' comments and suggestions
for future use of the room
·
recreation room - table tennis
·
Bookshop only no bric a brac. We would
be prepared to help, not manage.
·
Ensure space for informal/formal
meetings
·
What was its previous use? It is not
stated in either of your surveys.
·
Games and meeting room
·
Games room / Library with limited books
on metal shelving.
·
Fine with the ping-pong, fuse ball,
snooker table, a few kids toys,dvd's,music and books but not a dumping ground
for the estate, nothing to do with any charities only to be used by the residents
of Shakespeare Tower and their guests and if they want to swap dvd's music etc.
that's fine. Also to be used for house group meetings which will be managed by
the house officers nothing to do with the lobby porters taking care of this
room.
·
none
·
The email proposes that the 'recreation
room be returned to its former use', I presume this refers to its use of the
table tennis? If so I would support this, as it is a good facility to have.
·
ping pong, yoga, or recreational space
·
Table games (such as table tennis,
table footie); meeting room; potentially community hub for Shakespeare
residents where activities could take place - but no junk to be left in the
room
·
Leave empty so as to be available for
recreation, meeting etc
·
Recreation room
·
Great as it is
·
More storage cupboards for residents or
bike storage perhaps? I donthave a strong view.
·
Meeting place for residents. Children's
sports activities
·
Meeting room, if it were spruced up a
bit to look less like a bunker
·
At the moment it feels off limits and
exclusive because I assume you have to get a key from the porter and the room's
purpose is unclear unless you are in the know. Going forward it would be better
to have a clear statement on the door that all residents are welcome, what the
purpose of the room is and how to get the key/access. The room should be
available for residents' meetings, use by youngsters for table tennis/football/pool/darts
or whatever they'd like, or for hire for short children's parties assuming they
clear up after themselves. If adult supervision were felt necessary, perhaps a
Scout Group or other youth organisation should be encouraged to meet there.
Provision of somewhere for youngsters to go when the weather is poor outside is
important for the community as a whole.
·
Used only as a library with a table for
residents' meetings. It needs to be made warmer and damp free. As there is no
real community facility in the block or even in the estate, this could be a
welcome start, especially as there is now a head of steam built up among
residents for such a need. If a new facility is created elsewhere, the present
library stock would be an essential ingredient so it needs to remain.
·
Meeting / function room available for
residents to book in advance
·
How do you get access to the room?
·
Games room (i..e keep the table tennis
table, and put the football table that's down at level 03 in there)
Shakespeare Tower House Group Committee
Meeting 9 May at 19.30 in the 01
Recreation Room
Minutes
1.
Present:
Peter Archbold (PA), Ann Bradley (AB), Peter Inskip (PI), William Naunton (WN),
Ted Reilly (TR), Chair, Sarah Hudson (SH), Helen Goddard (HG), James Campbell
(JC), Lew Jackson (LJ), Alexander Wilson (AW) and Sheila Delaney (SD), BEO House
Officer.
2.
Apologies:
Alison Gowman (AG), Ipsita Roy (IR).
3. Minutes of Meeting 11 April and matters
arising
The Minutes of the meeting 11 April 2016
were approved.
Matters
arising:
(i) Cleaning Inspection Report was carried
out by SD and the Cleaning Supervisor. It was noted that the previous
inspection had been 'satisfactory' and related to a period when Andrach was on
holiday. The current inspection was 'good'.
(ii) TR confirmed that he had received a
file of documents from the previous Acting Chair.
(iii) Floor One. It was agreed that the mat
to the Emergency Exit should be removed as it was a potential trip hazard and
that the carpet should be cleaned.
4. Election of Treasurer
HG was elected Treasurer. AG had informed
Chair prior to the meeting that she had obtained the forms from Santander to
effect the transfer of the Mandate.
Action:
HG and AG to liaise on the transfer.
5.
Chair's
report (appended)
(i) Podium level automatic door. It was
agreed that if the door mechanism failed again, until it was repaired the door
would be wedged open. It was also agreed that the door would not be locked if
there was a temporary porter on duty.
(iii) External redecoration: Colour palette
is at porter's desk for residents to examine. SD to arrange a Survey Monkey and
paper questionnaire to consult residents on the colour. SD reported that work
will be phased in from June following the start of the Lauderdale redecoration
and should be completed by September.
(iv) Concrete: The BA is reactivating the
Concrete Sub Committee. It was agreed LJ and TR would volunteer as members of
this committee.
Action:
TR to inform Jane Smith, BA Chair.
6. RCC report: Nothing to report.
7. BA report:
WN nominated as Barbican Centre sub
committee rep with AW as back up.
Action:
TR to inform Jane Smith
8.
Recreation
Room: The committee agreed that the Recreation Room should be returned to
its intended purpose as a place to play table tennis and other games and that all
the books and other materials should be removed. This would be explored with
Mrs Hine, who currently runs the charity book facility. If Mrs Hine is willing
to relinquish the space in its entirety, it was agreed the committee would
organise help to remove the books and other materials to a place/organisation
nominated by Mrs Hine. If Mrs Hine was unwilling to relinquish the space then
the opinions of the residents would be sought using a Survey Monkey
questionnaire.
Action:
TR and AB to contact Mrs Hine for an initial discussion.
9. Constitution: A copy of the proposed
amendments suggested by the previous committee prior to the AGM was circulated.
It was agreed LJ would review the constitution and amendments and it would be
discussed at the next meeting on 11 July.
Action:
LJ to review Constitution and circulate proposed amendments prior to the next
meeting.
. AOB
(i) Blog: It was agreed that photos of
consenting committee members would be posted on the blog.
Action:
TR to give each committee member a login and some training if necessary so
committee members could post up their photos, updates etc.
(ii) SD to circulate a list of relevant committees
(BRC/RCC) and their remit to House Group committee members.
(iii) Resident vegetable planters:
Responses to the comments by respondents to the recent questionnaire, together
with a copy of the new contract plot holders will be required to sign, setting
out strict T&Cs, has been circulated to all respondents by the BEO on
behalf of the Gardens Advisory Group.
Action:
SH to request GAG/BEO to arrange for the Podium to be sprayed clear of weeds
around the resident vegetable planters.
(iv) Barbican Horticultural Society
planters outside front door. It was agreed that the committee would consider
providing some funding to the person looking after these planters to enable
them to buy more plants.
Action:
matter to be discussed at next committee meeting.
Action:
SH to request GAG to consult the committee and PI specifically about the
location of the 2 new concrete planters (replacing the 3 wooden planters
outside the front door) before they are installed.
(v) Residents Information Pack: SD
confirmed a Contractors' Protocol would be added to the pack. The BEO would
consult residents' views on the entire Pack prior to publication.
(vi) Evacuation Procedures: The committee
were concerned that residents were unaware of evacuation procedures and that
there was no list of vulnerable residents who might require assistance.
Action:
TR to prepare a report for the next committee meeting on 11 July.
(vii) Concerns were expressed about the
mess contractors leave in the Garchey bay. SD reported that cleaning had been
stepped up.
Action:
TR to take photos to record day to day situation and report at next committee
meeting.
(ix) Gate from Garchey bay to car park. It
was reported that the gate was very stiff and heavy.
Action:
SD to investigate.
(x) Lift curtains: It was agreed that the lift
curtains should be stored on hooks or shelves in the Podium cupboard.
Action: SD to investigate options and
report back to next meeting.
(xi) Crossrail monitoring and cracks in
flats. LJ reported that cracks had recently appeared in his flat and that residents
in other blocks had also reported cracking. Crossrail had recently notified all
residents that they were removing monitoring equipment.
Action:
LJ to follow up with BA.
(xii) Party. It was agreed that the
committee should organise a social activity for residents.
Action:
AB to investigate options, discuss with TR and report back to the next
committee meeting.
The meeting closed at 21.10
Dates of future meetings 11 July, 12
September, 14 NovemberShakespeare Tower House Group
Committee
Draft Minutes of Meeting 11 April
2016
Present: Alison
Gowman (AG), Acting Chair until item 2(ii), Ann Bradley (AB), William Naunton
(WN), Ted Reilly (TR), Chair from 2(iii), Sarah Hudson (SH), Helen Goddard
(HG), James Campbell (JC), Ipsita Roy (IR), Alexander Wilson (AW).
1. Apologies: Peter
Inskip, Peter Archbold, Lew Jackson.
2. Election of
officers:
(i) AG resigned as Acting Chair, but remained in the Chair
until the election of the new Chair.
The following were elected unanimously by those present:
(ii) Chair - Ted Reilly: Proposed by AG and seconded by JC.
(iii) Secretary - SH.
(iv) Treasurer - it was agreed that AG would remain as Treasurer
until the next meeting of the committee.
Action:
·
AG to obtain the paperwork to start the process
of transferring signatories on the Santander account.
·
Election of new Treasurer deferred until the
next meeting of the committee.
3. Appointment of BA and
RCC representatives.
The following were appointed by unanimous decision of those
present at the meeting
BA Rep - LJ.
RCC Rep - AW.
Action: Chair to
inform BA and RCC of identity of new reps.
4. Block Inspections
AG reported that Ann Black has agreed to continue to carry
out monthly block inspections with Sheila Delaney, House Officer, and to send
the report to TR.
Action:
Inspection report to be posted on the blog and the 01 Notice Board by TR.
.
5. STHG Committee
Meetings
It was agreed that future meetings would take place on the
second Monday of the month every two months, starting on 9th May. Meetings to
start at 19.30.
Action: Chair to
book the Lilac Room for agreed meeting dates up to the end of the year.
6. Documents
Action: AG to
pass the file of committee documents to TR.
7. AOB
Action:
·
TR to inform Sheila Delaney of the future meeting
dates and to invite her to attend where necessary.
·
TR to contact Steve Murray to find out the
timetable for Darlek refurbishment.
·
Committee members to inform TR of any matters to
discuss at the next meeting.
Meeting closed at 20.15
Date of next meetings:
9 May, 11 July, 12 Sept, 14 Nov.
