SHAKESPEARE TOWER HOUSE GROUP

MINUTES OF MEETING 9th June 2021

Present:

Dr A Wilson, Chair (AW)

John Bootes (JB)

Peter Inskip (PI)

Lew Jackson (LJ)

William Naunton (WN)

Deborah Oliver, Secretary (DO)

Ted Reilly (Treasurer),

Anett Rideg (AR)

Roy Sully (RS)

Ella Ashton, House Officer, Barbican Estate (EA)

Helen Davinson, Resident Services Manager, Barbican Estate Office (HD)

1. Apologies

Apologies were received from Sarah Bee.

2. Welcome to Ella Ashton, new House Officer

The Chair welcomed Ella Ashton as our new House Officer. Helen Davinson was also made welcome. Ella outlined her career with the Estate Office . She initially joined as an apprentice and worked in a number of departments and finally on a job share with Sheila Delaney and is delighted to be taking on the role following Sheila’s retirement. Helen Davinson was also welcomed as the Residents Services Manager.

3. Minutes of last meeting & actions arising

The minutes of the last meeting held virtually on 23^rd February were agreed.

The following matters arising from previous meetings were discussed:

2.1 Cleaning Garchey bay area and Car Park: Action: EA would invite LJ to join her on a future inspection of the car park once restrictions are lifted.

2.2 Parcel deliveries: EA happy to arrange for badges to be provided if the situation rises again.

2.3 Frobisher access: AW had circulated an update note in April following the reopening. The Centre had said that they were still not able to open access to Frobisher Crescent LJ repeated his concerns about access for people with mobility issues and suggested a joint approach with Frobisher residents. Action: AW would ask Jonathan Poyner (Director of Operations and Buildings) and Mark Bostock to review on 30^th June.

2.5 Face Coverings: Notices had been placed at entrances encouraging residents as well as visitors and contractors to wear face coverings inside the building and inside lifts.

2.6 Fire signs: WN raised the issue. TR said that the signage was being reviewed, and was optimistic they will be taken away.

4. Pigeons (AR)

The extent of the problem with pigeons and what to do about it was raised by AR. HD said that the BEO had carried out an exercise in April with window cleaners. The Estate Office have a contractor dealing with pigeon and herring gulls who attends on a weekly basis. Waste food from Barbican Centre plus residents feeding birds encourage the pigeons. arris hawk cannot fly TheThe Harris hawk cannot fly currently as the Peregrine Falcons are due to fledge in the next fortnight. The contractor can also remove nests. There is judicious use of spikes to deter landing. Actions: EA will promote the service again. AW will also test residents’ experience in the Tower. AR also asked that the contractor check out the Beech Street tunnel (see item below on the removal of ceiling panels) for roosting. HD confirmed that the hawk could be flown in the tunnel, but not until the peregrine season was over.

5. Pipe Noise. (AR)

It is a recurrent problem – particularly with refurbishments. AR (Flat 121) queried whether there may be a problem with the age of the pipework. The noise can be extremely loud and often through the night.

It can take a lot of work from the engineers to isolate the source of the noise. LJ reported that a vibrating ball-cock in a water tank was below-standard and caused the problem. The noise transfer within the Tower can be difficult to track down. TR queried that it could be an estate-wide issue as problems has been reported in Seddon. HD confirmed that there had been problems reported with the tank replacement project. TR said that the noise related to valves rather than the age of the pipes.

Actions: EA would report it to the resident engineer to check the tank on the 10^th floor and the filler tank. EA will also ask residents to check for whining noises from taps and toilets.

6. Roof leak near rear foyer door (LJ)

The Estate Office had excavated a hole about 12 months ago to tackle the leak on the upper Podium – but LJ reported that the problem had continued and now seemed to be much worse. The contractors would need to dig up the concrete to tackle the problem.

Action: EA had invited Metwin to visit the site tomorrow to look at the problem.

7. Lift Replacement (AW)

AW thanked HD for the connection with Mike Saunders. The project was ready to start soon, with actual work estimated to start in 18 months or so. The project affects all three Towers. PI and AR queried when costs would be likely to happen and the period they could be spread across.

Action: AW would consider timing of communications to residents once more about the consultation is known to provide advance warning. He would send a draft to HD to check over for accuracy.

8. Beech St

AW reported positive outcomes in allowing access into the carparks from the West-East direction of Beech Street. WN noted improved signage confirming access for deliveries.

8.3 Opinions on the new access/egress from car park. (All)

AW queried why right-turns exiting the car park was not allowed. LJ queried the signage as it was not clear (the arrow painted on the floor). Action: TR will put it to the next meeting of the Working Group. There is a legal issue to be resolved regarding the scheme.

LJ also queried delivery drivers doing U-turns.

8.4 Increase in traffic noise from removal of ceiling panels (AW)

HD reported that the panels had been removed while it was being surveyed. AW noted increased noise since the panels had been removed. Action: HD will ask for a response from the Department of Built Environment (building on the email to AW which he referred to).

AW also noted worsening of pigeon roosting following the removal of the ceiling tiles. (See also Para 4 above).

8.5 Environmental monitoring (SB)

TR analysed the impact of restricting access to the tunnel and of Lockdown. The results showed very positive impact through reduction in levels. TR to circulate link to the LAQN site, which has interesting data.

8.6 Electric Charging Points (TR)

Positive results from BEO resulting in electric charging points in the Shakespeare Tower car park. More chargers are being installed. TR said that the existing car chargers may be ‘moth-balled’ while the new chargers were being fitted. It was agreed that they continue in use.

RS queried whether visitors would be able to access. TR said that there was likely to be a ‘work-around’.

9. Protocols for use of the newly established resident e-mail list (TR)

Actions: EA, the cleaners and porters will be invited to join the list. TR will post material that has been drafted (he does not have time to write material on other’s behalf. Notices in lifts should be limited to issues impacting on Shakespeare Tower.

AW said that there were still residents who did not have internet access or had not ‘signed-up’ for the e-mail list. It was therefore important to continue with limited lift notices.

10. Underfloor Heating (TR)

TR provided an update. He was a supporter on controls for individual flats. The group were also looking at selecting the best tariff.

AR reported continuing problems when weather is cold (as we experienced in May). AR thought it was another issue which makes Barbican flats unattractive. TR and HD said that tackling the lease was a very big problem. HD reported that night-time temperatures and complaints from residents’ impact on when heating is switched on and off. LJ considered that the seasonal load shift experiment worked well for his flat, despite the challenging cold in April and May. Action:TR said that residents would be asked for their opinions.

11. Foyer refurbishment update (PI)

PI reported that residents were completing responses to the survey from the sub-committee to spend (£10k) for architects to put a proposal forward. TR said that the note was not clear that residents had initiated the work rather than the BEO. JB queried whether the porters were involved in and supportive of the development of proposals. AR and LJ considered that they were involved and keen – particularly in improving the parcel area and kitchen areas. LJ also said that health and safety considerations were an important factor. He considered that the proposals would improve the area and the marketability of the flats. AW said that the proposal would be voted on by the leaseholders. RS also considered whether there may be the opportunity to ‘cherry-pick’ from the proposals to prioritise. PI said that the current proposal was not to choose a scheme yet, but to choose an architect. The proposals themselves would go for discussion to the AGM. Responses are due on 22^nd June. The voting should be one vote per leaseholder. The letters had been delivered to flats and some may not have seen the letter, due to their absence during lockdown. Although consultation was not strictly required, HD thought it was important to get a flavour from leaseholders. There was a concern that a number of flats were not occupied and may not have received the letter. HD said that they were looking at a 50% response rate from leaseholders with 50% of responses to give a steer. AW was still concerned about the possibility of two votes per flat. Action: EA and HD would look at the responses and possible changes to the survey questions.

12. Barbican Centre – Update on planned Outdoor Cinema week (AW)

There are two outdoor events:

A ‘walk-about’ theatre: 25^th June to 5^th July and 5^th-12^th July. AW reported that the BC expected ‘noise’ would be similar to a Barbican architectural tour.

24^th- 30^th August: outdoor cinema at the sculpture court. AW reported that the last time was a real success. He was concerned about potential noise e.g. by extending the bar.

WN asked for the Centre to be invited to open Frobisher Crescent in return from us supporting these activities.

13. Date for AGM (AW)

AW proposed a date around third week of September and to hold the meeting virtually. The process for the foyer refurbishment would be on the agenda.

TR recommended following other House Groups in holding informal ‘open house’ meetings (in addition to the formal AGM). Action: AW will look at the suggestion.

14. STHG Chairman:

Improving estate management (Lisvane Report): a recommendation is to disband the BRC. The proposal is to involve residents more to have their say in the running of the estate – as voted for by residents in the survey carried out in 2003. TR encouraged members to read the “2003 and All That” paper that had been circulated before the meeting.

15. AOB (including any issues raised by residents) (All)

15.3 Residents’ topics not covered elsewhere in the meeting

15.3.1 Wooden Planters: a resident had raised the poor maintenance of the wooden planters. JB said that some were actively managed. HD reported that it hadn’t been a priority. There were not funds to replace the planters if they had fallen into disrepair. There were new volunteers to take on vacant allotment planters which should improve the look. Wooden planters were replaced with concrete planters – which were very expensive. A few of the existing planters were in very poor physical condition and would be removed

15.3.2 Moths: vent cleaning has been proposed by a resident for kitchen and bathrooms. It is a request service which has resumed after Lockdown. HD also said that moth traps can be provided. Action: EA to let residents know that they have to request vents being cleaned and also that moth traps can be collected from the Estate Office.

15.4 Service Charges

Action: carry forward to next meeting.

15.5 ASB Email Reporting

The email reporting had not started yet. LJ said that there remained concerns e.g. abuse from skateboarders, bicyclists and even a motorcycle on the Highwalk. AW hoped that once the email reporting started, that it would provide data to target activities. LJ thought that improved signage would be helpful for visitors. AW reported that the City of London planning committee was looking at improved signage. HD also encouraged residents to report incidents to the police. AW related an incident which happened to him which involved threatening behaviours and commended the speed of the response.

The meeting ended at 2122

SHAKESPEARE TOWER HOUSE GROUP

MINUTES OF MEETING 23^rd February 2021

Present:

Dr A Wilson, Chair (AW)

Sarah Bee (SB)

John Bootes (JB)

Peter Inskip (PI)

Lew Jackson (LJ)

Deborah Oliver, Secretary (DO)

Sheila Delaney, House officer, Barbican Estate (SD)

1. Apologies

Apologies were received from William Naunton, Ted Reilly (Treasurer), Anett Rideg and Roy Sully.

2. Minutes of last meeting & actions arising

The minutes of the last meeting held virtually on 15^th December 2020 were agreed.

The following matters arising from previous meetings were discussed:

2.1 Resident Engineer’s role: SD confirmed that the call out fee for Metwin was contractually for a minimum of 2 hours work.

2.2 Life under Lockdown:

Cleaning Garchey bay area and Car Park: Action: SD would invite LJ to join her on a future inspection of the car park once restrictions are lifted.

Access to Defoe/Shakespeare Car Park: AW confirmed that residents seemed supportive of the concept of reducing emissions through traffic reduction across the Estate and through Beech Street tunnel in particular. The concerns and problems due to the lack of consultation with residents in advance continued to cause problems. See item below on Beech Street.

Parcel deliveries: SD had communicated to concierges that parcels were not to be left outside doors without notifying residents and an improvement was noted. Temporary porters had also been asked to wear name badges, but some had refused. Action: SD would take it up with the line manager.

2.3 Frobisher access: AW reported that the Barbican Centre management had responded on 18^th February at the Liaison Committee to repeated queries regarding access through Frobisher Crescent . They had concerns about security as access through Frobisher also gives access to the Barbican Centre itself which has skeleton staff. Action: AW would ask Jonathan Poyner (Director of Operations and Buildings) to keep under review. LJ repeated his concerns about access for people with mobility issues including those with prams and buggies.

2.4 Lift Replacement: AW gave an update and continued to discuss the issue with Mike Saunders

3. Beech Street access

SB gave a report on the Beech St project: over 150 cars a day (not necessarily residents) were receiving the fine and problems were still being reported – including a reluctance for vehicles collecting or delivering to enter the tunnel. A link to the full report is here. It was noted that resident suggestions for improvements had been made to the CoL and reaction was expected soon. Action: AW would circulate the next project report. (Superseded by report in BEO Bulletin of 5^th March, where turns will be allowed to the various car parks……well done to Ted and his group).

4. Future Canvassing of Resident Opinion in Shakespeare Tower

All agreed that it was important and helpful to receive resident opinion and feedback. The simplest option was to do a letterbox drop with a hard copy survey as we do not have a full list of resident emails. SD offered to use the Estate Office’s list of residents’ email address to mail surveys on behalf of the House Group. AW asked how many flats were covered on the email list to gauge whether any were missing and may require a hard copy. Surveys would be promoted on the House Group website and on the noticeboard. Action: SD to provide data on BEO Bulletin e-mail coverage.

5. Underfloor Heating

As TR couldn’t attend, this would be carried forward to the next meeting.

6. Foyer Refurbishment update

LJ reported that there had been site visits from three prospective architect firms. The Estate Office would be the client and there was a procurement process to follow. AW noted that only “nominal sums“( below about £3k) were able to be progressed by the HG without Estate authority. Sums above £3k would also involve canvassing residents. LJ was thanked for the update and on progress.

7. Barbican Centre – update from meeting on 18^th February

8.1 Frobisher Access: see Para 2.3 above.

8.2 Barbican Centre Upgrade: AW reported that the plans were at a very early stage with a lot to discuss. The plan included a major upgrade of infrastructure.

8. Service charge

The Group thanked AR in her absence for her helpful spreadsheet of service charges. The item would be considered at the next meeting when AR could attend.

9. Fire Safety

PI and LJ repeated their concerns that the fire safety signage showed no empathy with the design of the building. There had been an e-mail exchange between the BA and Paul Murtagh in which it had been stressed that it was essential that a consultation should be done with residents covering: essential changes, signage, locks (including additional locks fitted by residents, and the design of additional ironmongery. Murtagh had agreed to consultation.

10. AOB

a) House Officer retiring

SD reported that an internal appointment would be announced shortly. AW repeated that her knowledge and proactivity would be very much missed and wished her well on behalf of STHG.

Action: SD would liaise with AW on the timing of the next House Group meeting to allow her and her successor to attend. Probably at the end of April.

b) Face Coverings: SB asked for notices to be placed at entrances encouraging residents as well as Visitors and contractors to wear face coverings inside the building and inside lifts.

The meeting ended at 2013

Shakespeare Tower House Group

Annual General Meeting: 30 July 2020
Draft Minutes

Attendees:

Craig Allen

Margaret & Peter Berry

Sarah Bee (Committee)

Ann Black

John Bootes

Ann Bradley

Cheryl Carter

Alison Gowman

Peter Inskip (Committee)

Amanda and Lew Jackson (Committee)

William Naunton (Committee)

Deborah Oliver (Secretary)

Ted Reilly (Treasurer)

Simon Ricketts

Selina Robertson

Leslie Spencer + 1

Roy Sully (Committee)

Richard Thomas

Sandy Wilson (Chair) and Jackie Wilson

Sheila Delaney (House Officer, Barbican Estate Office)

Apologies:

Anett Rideg

1. Welcome

The Chair welcomed 23 residents, and Sheila Delaney – the House Officer from the Barbican Estate Office, to the 32st Annual General Meeting of the Shakespeare Tower House Group. This was the first time as a virtual meeting, yet the attendance was similar to previous “physical “meetings.

He clarified that the group is a recognised tenants’ association, authorised to speak on behalf of residents.

2. Minutes of the Annual General Meeting of 6 March 2019

The minutes of the AGM on 6 March 2019 were approved.

3. Election of Committee

The new Committee were elected. They are:

Sarah Bee

John Bootes

Peter Inskip

Lew Jackson

William Naunton

Deborah Oliver (Secretary)

Ted Reilly (Treasurer)

Anett Rideg

Roy Sully

Sandy Wilson (Chair)

4. Beech Street and car park access

William Naunton had queried whether it would be possible to arrange for a right-hand turn into the Shakespeare House car park during the trial of access only for low emission vehicles. Residents were particularly concerned about access for delivery vehicles and for visitors. The trial had been implemented without due regard for the views of residents and concerns were not being addressed or considered adequately.

William Naunton made the point that the Estate has not provided sufficient charging points to make electric vehicles a viable option. Craig Allen thought that there could be the opportunity to take advantage of a government scheme to place chargers for vehicles in the car park. (Note further discussion below at Para 8.2)

Sheila Delaney had raised the queries on behalf of residents. She had been told that delivery drivers could reclaim fines. This was considered to be overly bureaucratic.

William Naunton felt that the trial was not taking into account the views of residents. Sandy Wilson had written to the Chair of the Barbican Association with residents’ views. Ted Reilly also considered that a small roundabout could be fitted at Golden Lane. The status of hybrid vehicles was not clear. Lew Jackson thought that a simpler approach would be for Barbican residents to be allowed access to Fortune Street. Ted Reilly put forward the following resolution:

“Shakespeare Tower residents, whilst being supportive of the City's drive to

improve air quality, are concerned with the current arrangements which

result from a lack of attention to detail in the planning of the trial.

Residents and visitors are required to make significant detours to ensure

that they are arriving at Shakespeare Tower from the east. There seem to be

simple solutions to this problem, and we would like to engage, through the

BA, with the department of the Built Environment to resolve this issue.”

The resolution was accepted unanimously. William Naunton left the meeting.

5. Reports:

5.1 Treasurer’s Report

Ted Reilly said that the accounts remained healthy with some payments still going into the account. Net assets were £605.45. The Treasurer was still to receive payment for his expenses and the Secretary was tasked to co-sign the cheque. Action

The financial statement was approved.

5.2 Barbican Association Report

Sandy Wilson reported that much had been deferred due to the Covid crisis.

The air quality monitoring had been put on hold.

The expansion plan for the School for Girls had been withdrawn while the new Head reviews the strategy for the school.

The relocation of the Barbican ‘4Bs’ signage has been withdrawn after strong opposition from residents. Defoe and Shakespeare objected to the removal of the sign from the Library.

Statutory working times on building sites were being considered.

An objection had been lodged about the ‘Turret’ building proposal.

As a major step forward in democracy, Common Councillors are now allowed to speak on behalf of residents.

BA continues to object to things that residents consider to the detriment of the estate.

5.3 Barbican Centre

Sandy Wilson reported that outdoor events planned by the Centre have been cancelled due to Covid.

The fountains are not working properly. The BC plans to demolish a yellow shed/box on the upper podium. Since this will likely result in noise, a close watch is being kept on the plans.

5.4 RCC

Since Grenfell Tower, fire safety remains an issue. Doors were tested and Shakespeare Tower doors passed on fire standards but failed on smoke. It is likely that front doors will need to be replaced and will be paid for by the City of London.

Sandy Wilson reported that there was a joint strategy by the BA and RCC looking at three main issues:

1. Garchey review due,

2. Underfloor heating (see item 7 below), and

3. Maintenance of the Estate e.g. weeding and planters, tiles, lake fountains.

Ted Reilly had produced a paper on the state of the estate, which is now with the Streets and Estates Committee.

Amanda Jackson queried the environmental impact of the Garchey. Removing the Garchey system would require a vote with a large majority as it was contained in leases.

6. Experience of Lockdown

Sandy Wilson said that overall the experience of services and behaviour had been positive: cleaning, standards OK and giving space/not sharing a lift. Sandy Wilson said that there were no major adverse issues.

Richard Thomas, Chairman of Lauderdale Tower HG, had previously asked the Chairman whether there were any issues with use of Shakespeare Tower lifts and wondered if it would help people who were shielding if there was a policy of not sharing a lift. Peter Berry thought that an informal approach was to be preferred. Sandy Wilson offered to put up a politely-worded notice in lifts encouraging people to be considerate of peoples’ views. On balance the majority wished not to pursue such an action at this time and see if the good behaviour so far was maintained.

An inspection of cleaning standards had been undertaken.

The AGM thanked all of the staff who have provided services and support during the pandemic. Action: Sheila Delaney would pass the thanks to staff.

Ann Black left the meeting.

7. Climate Change Project/Heating Control

There was a major change project by the City on climate change. Ted Reilly said that heating controls were being considered and more flexible charging was being proposed. He considered that individual flat controls would be ideal with the Estate Office providing only background heating. Ted Reilly estimated that individual flats would need to spend around £3k per flat to implement. More information is needed.

Some flats are over-heated during the winter. The ability to turn the heating down would be ideal – save money, more carbon-friendly. The estate office can arrange for the trimmers to be turned down or heating to be turned off in the bedrooms. Despite turning off the bedroom heating, Sandy Wilson said that the temperature in his flat remained too high during the winter.

Lewis Jackson said that he used additional heating during the transition periods. Ted Reilly said that there would be an estate wide survey on moving heat from January and February into October and May.

8. Any Other Business

8.1 Climate Change: Climate Action Strategy – to get to net zero carbon by 2050. Alison Gowman updated on the residents’ survey that was currently in circulation (see posters in lifts).

8.2 Electric Charging Points: Peter Berry suggested a resolution to introduce electric charging points. Action: Ted Reilly would draft a resolution and circulate it for agreement. The idea was supported and recommended a minimum number of charging points. The allocation of the bays was discussed. Sandy Wilson encouraged a widening of CoL policy to consider hybrid self-charging cars.

8.3 Lobby Refurbishment: Craig Allen had approached some architectural practices to test interest. This included local architects. He recommended shortlisting three. At last year’s AGM, a budget of £1k per flat had been accepted. Action: Lew Jackson, Anett Rideg, Peter Inskip and Craig Allen would take forward. Lew Jackson had an excellent contact who may be prepared to help us.

8.4 Thanks: The Chair thanked Sheila Delaney who provided a fantastic resource for Shakespeare Tower. He also thanked the porters, cleaners and car park attendants.

The meeting closed at 2025.

Draft Minutes of the Shakespeare House Group Meeting 2 May 2019

In Attendance: A Wilson (Chair); T Reilly (Treasurer); W Naunton; P Inskip; Anett Rideg; Roy Sully; S Delaney (BEO); A Hawkins (guest speaker from Mountjoy House)

Apologies: S Bee; L Jackson; D Oliver (Secretary); J Campbell

The Chairman open proceedings at 1930 hrs by thanking all attendees for their punctuality.

1. City of London School for Girls (CLSG)

The Chairman welcomed Andy Hawkins of Mountjoy House as a guest speaker on the subject of the plans regarding the evolution of the CLSG. Although the original planning proposal was withdrawn the CLSG has progressed with another plan which involves a significant change to the ‘atmosphere’ of a part of the estate and will undoubtedly cause noise and smells which will reduce residential amenity in Mountjoy and Thomas Moore blocks. The new plan, like the previous one, would alter the fine balance achieved by the architects in separating residential and commercial (B Centre, CLSG etc) activities in such a way that the impact of commercial activity on residents was minimised. It would also spoil the original conception of the look and feel of the estate. Andy outlined the issues that residents faced in getting the School Governors and the CoL to consider residents’ views and to look at alternative schemes that might piggy-back on the proposed development of the Museum of London, Bastion House and Centre for Music sites and provide a long term solution to the problem of a school which appears to need to expand at frequent intervals. Full proposals, which most likely will be close to the primary option described by Andy at this meeting, are expected in June or July and a planning application is expected in September. The consensus around the table was that residents should object to any such plans on the basis of erosion of residential amenity and damage to the architectural concept of the Barbican estate. The House Group stated it would support when appropriate. It was noted that in addition to the CLSG Governors, important influencers within the CoL include the Finance and Policy & Resources committees as well as City Councillors. It was recommended that the residents’ working group should consider a lobbying plan including Jeremy Mayhew, who chairs the Finance Committee. The Chairman thanked Andy for his very useful talk and Andy then departed.

Action: A Hawkins to invite W Naunton to discuss issues at a forthcoming working group meeting.

2. Minutes and actions from previous meetings

The minutes of Jan 10^th meeting had been accepted previously but the actions, being outstanding, were reviewed along with those from the AGM.

a. Concrete Repairs: SD reported that all snagging was complete.

b. ‘Daleks’: SD reported that carpet offcuts were now available to allow the finishing of the ‘Daleks’. It was proposed that the contractors be brought back to complete this work.

Action: PI to speak to contractors and liaise with the BEO to ensure work is completed to his specification.

c. Hallway Lighting: AR reported that, on the 12^th floor, a lamp had been replaced with a harsh LED which mismatched the colour temperature of the remaining lights. It was noted that all lights would be replaced by LEDs from now on. However, it was requested that the colour temperature of the replacements be matched to the original lights. Colour Temperature (CT), specified in degrees Kelvin (K) is a recognised way to describe the hue of domestic lighting. LEDs are available in a range of CTs thus: Extra-warm white CT = 2700K; Warm white CT = 3000K; Cool white CT = 4000 K; Blue white CT ≥ 5000K. It was suggested that either 2700K or 3000K was likely needed as these should match old-style incandescent bulbs.

Action: SD to ask Maintenance to replace the light on the 12^th floor with one that better matches the existing (old) lights. AW would be available to liaise with Maintenance if clarification was required.

d. Bank Account: TR has taken over as treasurer. The first task is to renew the signatories of the bank mandate. The meeting, being quorate, agreed that the signatories were to be the Treasurer, the Chairman and the Secretary.

Action: TR, AW and DO to complete the necessary forms.

e. EV Charging Points: It was noted that with the ULEZ now active, the need for EV charging in Shakespeare Tower car park was increasing.

Action: AW to raise at next RCC meeting (June 10^th)

f. Estate Appearance: It was noted that the BEO appeared to lack a budget to carry out simple repairs to the estate such as filling in gaps in tiling so that weeds could not grow.

Action: AW will raise at next RCC meeting that there residents wish to see a mechanism (and budget) for such works to be undertaken as and when the need arises.

g. Allotments: It was noted that the state of the allotments had declined since Peter Archbold had ceased to be involved in their supervision. It was generally felt that the notices against stealing vegetables were inappropriate and created a poor impression of the estate and its residents and had been implemented by the BEO without consultation with STHG. Also, the committee was disappointed that nothing was being done about the decay of the wooden tubs. It was noted that Shakespeare Tower does not have a rep on the GAG.

h. Action: SD to inform Helen Davinson of the BEO of residents’ unhappiness and concerns at the state of the allotments and the pre-emptory application of the notices.

3. Lobby: At the AGM it was agreed to look at the feasibility of ‘improving’ the lobby. This would consider amongst other things providing a better way to manage the temporary storage of parcels (to be compatible with the concierge desk), whether to renew the concierge desk, changes to the lighting and (not discussed but communicated by concierges to the Chairman) changes to heating. At the AGM, it had been proposed that a working group be set up involving Craig Allen, James Campbell and Sandy Wilson. The meeting agreed that Peter Inskip should also join.

Action: AW to arrange a first meeting of this group

4. Barbican 50: It was reported that the coordinator within the BA working group had resigned and that the BA was seeking volunteers to assist with the preparations. There were no immediate volunteers.

5. RCC Strategy: The Chairman explained that he and Adam Hogg (Deputy Co-Chair of the RCC) had drafted an outline strategy to allow residents to inform the CoL what they wanted to see by way of improvements to the estate. They had recommended the setting up of a working group between residents and the Finance committee to look at ways to incorporate improvements into the estate: the lease only allows for maintenance of facilities and not for improvement. It was stated that changing the lease would be impossible. The Chairman recognised that difficulty but felt that the proposed working group would allow us to investigate how improvements could be paid for and managed with the cooperation of the CoL. Not unnaturally, a vigorous conversation developed about underfloor heating!

Action: AW will send the draft discussion paper to all committee members after the next RCC meeting when it gets its first formal airing. Committee members are asked to send comments back to him.

6. Any Other Business:

a. Pigeons: PI raised the apparent increased activity of and nuisance caused by pigeons. Several committee members provided anecdotal support to this problem. SD reported that the use of the Pest Control Hawk was at the moment on hold due to the fact that a pair of peregrine falcons were nesting on the estate and that hawking could disrupt this protected species. Although there is evidence that the peregrines are culling some pigeons it appears that it is insufficient as the pigeon problem seems worse this year. The Chairman noted that the wellbeing of two birds was overriding the wellbeing of several hundred humans. However, it was thought that the problem would not persist beyond the nesting season. Alternative means of discouraging pigeons, including whirligigs and bird spikes, were discussed as local solutions which could be implemented by individual residents.

b. Garchey: Two members reported that they had persistent Garchey stench in local parts of their flats (under a sink; in the smaller bathroom) one of which had defied intervention by BEO maintenance engineers. It was noted that this topic could appear on the RCC strategy list for improvements.

The meeting was brought to a close at 2110hrs.

A D Wilson (Chairman & minutes secretary for the meeting)

Shakespeare Tower House Group

Annual General Meeting: 6 March 2019

Draft minutes

Attendees:

Craig Allen

Sarah Bee (Committee)

A Black

James Campbell (Committee)

Cheryl Carter

Chris Dixon

Sarah Hudson

David Jackson

Lew Jackson (Committee)

William Naunton (Committee)

Deborah Oliver (Co-opted Secretary)

Ted Reilly (Chair)

Anett Rideg

Robin Snook

Caroline Snook

Marge Wentmore

Derek Wentmore

Sandy Wilson (Committee)

Jackie Wilson

Sheila Delaney (House Officer, Barbican Estate Office)

Apologies:

Peter Inskip (Committee)

Ann Bradley (Committee)

Helen Goddard (Treasurer)

Roy Sully

1. Welcome

The Chair welcomed 19 residents, and Sheila Delaney – the House Officer from the Barbican Estate Office, to the 31^st Annual General Meeting of the Shakespeare Tower House Group. He clarified that the group is a recognised tenants’ association, authorised to speak on behalf of residents. The aim is to have a two-way flow of communications – keeping residents informed and putting forward their views.

2. Minutes of the Annual General Meeting of 7 March 2018

The minutes of the AGM on 7 March 2018 were approved.

3. Election of Committee

The new Committee were elected. They are:

Sarah Bee

James Campbell

Peter Inskip

Lew Jackson

William Naunton

Deborah Oliver (Secretary)

Ted Reilly (Treasurer)

Anett Rideg

Roy Sully

Sandy Wilson (Chair)

4. Treasurer’s Report

The financial statement was approved.

5. Recreation Room

James Campbell reported that the Recreation Room seemed to be performing well with use for Children’s parties and other events. There was a request outstanding for framed photographs to cover up the 4 cement patches on the long wall. The Committee would take forward suggestions including contacting Chris Ledger (www.chrisledger.com) and using artwork produced by children. £600- £1,000 was agreed for framing costs.

It was suggested that one patch could be covered by a notice board on which Children’s artwork could also be displayed. This would remove it from the House noticeboard in the 01 Foyer, which is overloaded and would make it easier to read.

6. Improvements to Lobby

6.1 Security: Following requests from the lobby porters, a panic switch would be installed on the lobby desk to lock the doors at a cost of £800.

6.2 Aesthetics: After discussion, it was agreed that serious improvement to the lobby area was needed at an approximate cost of £1,000 per flat. A working group would be set up to prepare the design brief: Craig Allen, James Campbell and Sandy Wilson volunteered to join it. Sheila Delaney of the Estate Office noted that the lobby carpet was only 6 years old, was very expensive to replace, and was in good condition. The cost of the reception refurb works may be spread over several years. In the context of a complete scene, to include lighting, the carpet may need to be replaced.

7. Carpets and ‘Daleks’

A quote of £500 per ‘Dalek’ has been received to provide ‘skirts’. Sheila Delaney had arranged for offcuts to be kept from the annual replacement lobby carpets (17^th and 18^th floors) and these would be used to fill in the gaps around the ‘Daleks’.

8. Barbican Association Report

Sarah Bee gave an update from selected topics discussed at the Barbican Association.:

- City of London School for Girls;

- City Transport Strategy Consultation;

- Planning applications around the Estate;

- 50^th Anniversary of the Estate this year. (Discussions were taking place with the Art Centre).

The Barbican Association represents the interests of the Barbican to the greater world.

The Residents’ Consultative Committee (RCC) represents residents and has a focus on service charges.

9. Barbican Centre

The Barbican Centre Sub-committee represents residents’ views to the art centre. Sandy Wilson gave an update from selected topics:

- Gilbert and Defoe Houses were concerned about noise from restaurants and events at the Centre;

- The need for repairs – and their quality, was a regular topic with Art Gallery steps and the Sculpture Court being discussed;

- The proposed change to the 4B signs had received many objections. The formal planning application review has yet to take place.

- The Culture Mile proposals were planning to take events out into the “public space” while being mindful that the bylaws prohibit music on the Estate.

- Sandy Wilson had written a report on the noise created by the light and music event last year in Beech Street tunnel;

- A mini-golf installation on the Lakeside may prove popular during the summer.

Sandy found that the Centre was quite responsive to dialogue and to undertaking repairs – albeit the quality of the repairs could be questionable.

10. Residents’ Consultative Committee (RCC)

This committee deals with service charges from the estate. The House Group is well represented with both Ted Reilly, who has joined as Deputy Chair, and Sandy Wilson, who is the Tower’s formal Representative.

The Estate were seeking to “sweat their assets”. Sandy Wilson reported that the Key Performance Indicators continue to be met. The committee had challenged plans to increase the fees unrealistically for storage, garage storage and car park charges.

11. Fire Risk

James Campbell reported that the assessment of fire risk was complex. This issue of the risk from the front doors was more due to the surrounds than the doors themselves. Sprinklers had not been recommended.

12. Chair’s Report

The Chair reported that the RCC were considering how to tackle the poor state of the public realm around the Barbican.

The review into underfloor heating was making some progress. Although the heating was defined in the lease as “background”, some flats were considerably colder than others. Sandy Wilson suggested that concerns about heating should be fed into the residents’ strategy that was being developed by the RCC. He reflected that more recent blocks such as The Heron, should encourage us to raise our standards.

13. Any Other Business

13.1 Allotments: feedback from residents criticised some of the tubs as messy and queried whether anyone was monitoring them. The concrete tubs being placed at Willoughby House were costing approx. £20k due to the high delivery fees.

13.2 Lifts: residents reported damage to the lifts – including recent scratching of the stainless-steel lift doors. The lobby porters should report damage – although it is difficult to spot which contractors or deliveries are causing the damage at the time. The lift replacement programme was discussed.

13.3 Door mechanisms: as people are causing damage to the automatic door mechanisms, a sign is to be put up to request that people do not push back against the door.

13.4 Thanks: The Chair thanked Ann Bradley who has stood down from the Committee after being an active member since 1996. He also thanked Sheila Delaney who provided a fantastic resource for Shakespeare Tower. He also thanked the porters, cleaners and car par attendants.

13.5 The Committee gave a vote of thanks to Ted Reilly for his time as Chair and this was supported by the residents present.

The meeting closed at 2045.

Papers for Annual General Meeting 6^th March 2019

You can find a PDF version of these papers here

Wednesday 6^th March at 7:30 PM in the Lilac room (02 level Seddon House)

Contents

· Agenda

· Minutes of AGM March 2018

· Re-election of the committee

· Financial Statement

Agenda

Welcome

Approval of Minutes of AGM March 2018

Election of committee

01 Recreation Room (James Campbell)

Improvements to Lobby (Ted Reilly/Peter Inskip)

Carpets and Dalek finishings (Peter Inskip)

Reports

a. Treasurer’s Report (Helen Goddard/Ted Reilly)

b. BA Report (Sarah Bee)

c. Barbican Centre Liaison (Sandy Wilson)

d. RCC Report (Sandy Wilson)

e. Chair’s report (Ted Reilly)

8 Fire Risk

9 New Projects and Consultations

10. AOB

Minutes of March 2018 meeting

Annual General Meeting

Held on 7 March 2018 at 7:30 PM in the Lilac Room

Minutes

In attendance:

Karolin	Arnott
Sarah	Bee (Committee)
Margaret	Berry
Peter	Berry
Ann	Black
James	Campbell (Committee)
Cheryl	Carter
Shirley	Day
Anne	Firth
James	Firth
June	Giles
Sarah	Hudson
David	Jackman
Lew	Jackson (Committee)
Ted	Reilly (Chair)
Geoffrey	Rivett
Stephanie	Ross
Robin	Snook
Roy	Sully
Robert	Sykes
Sandy	Wilson (Committee)
John	Wood

1. Welcome

2. Approval of Minutes of AGM March 2017

Only alteration noted Halifax account has been closed.

Minutes were approved.

3. Election of committee

Sarah Bee was proposed, and the other previous members were re-elected

4. 01 Recreation Room

a. James Reported that the Thompson Brothers had installed cabinets and a cupboard and we were awaiting plumbing. Which was in progress and we were hoping to get some art on the long wall by inviting resident artists for ideas. We would also like to buy some new chairs to replace the current motley assortment. We will be installing a small wall-mounted heater. The room will be available to book for events/parties once the plumbing is completed.

5. Reports

a. Treasurers Report £480.45 in bank (Helen Goddard). Voted and passed

b. BA Report (our rep.: Lew Jackson) – this committee deals with planning applications and local matters that affect residents etc. Lew reminded us about the “Culture Mile”. Beech Street is part of this. He also reminded us about the school’s plans for the re-use of the car park. It was reported that the school were looking at a number of other sites. There are proposals for electricity points in the car parks. Residents were urged to reply to the survey advertised in the lifts. It was pointed out that at the moment there were a number of types of connector and it will probably be a few years before standards settle down. However, the general view was that electricity points were going to be increasingly necessary.

c. Barbican Centre Liaison (Ted speaking for our rep.- William Naunton)- Ted reported that the group is being more supportive of the Barbican Centre and noted recently the success of the silent cinema. TR mentioned 17 and 18 March 3pm-9.30pm the tunnel will be shut 14-19 March for a son et lumiere, but we can still get vehicle access. Sandy Wilson reported the planning application had been rather disappointing (lacking any details) and he had commented on that.

d. RCC Report (our rep. Sandy Wilson) – Christopher Makin now the chair. The committee reacts to City’s proposals. We are trying to move it to be forward looking. It deals with repairs, lifts, etc. In terms of performance the committee is satisfied – they are 100% meeting targets on replying. Likewise, fast on repairs (96-99% meeting targets), lifts (93-99%), servicing of heating 1-3 days (100%) and cleanliness inspections reporting working. Lew complained about washing bay. Lew asked for maintenance reports. Balcony doors – do have them checked. Car Park Charging Working Party has been formed and report will due in June. Stores in car parks – new stores – hoping to reduce the loss of car parks. Under floor heating – replaced the thermostats but have tried to match what was there before. They have now declared that improvements are being considered including more individual control. Service charge – work is afoot to provide better explanations and breakdowns. Possibly leading reductions.

e. Chair’s Reports (Ted Reilly) - increased car park charges were not imposed on us after the last round of talks. At a recent meeting of Common Council there was a feeling the BRC might have conflicts of interest. There is possible cause for concern here.

6. Fire Risk . The Assessments just done are Type 3 which involved going into a sample flat. One of the issues identified is the front doors. The doors are probably sound, but the door surrounds will need to be replaced as they are not fire resistant. No indications yet of what this means in practice. The installation of a Sprinkler system is feasible in the sense that water tanks could be installed but not at the moment envisaged. The service ducts have been identified as a potential risk where new bathrooms have been put in, risking compromising the walls surrounding the ducts. There is no suggestion that the ducts themselves would conduct fire. Although all work is meant to be inspected by the Building Inspector, the current proposal is to also be much more rigorous in Landlord Inspections during construction, which is in everyone’s interest to make sure work is done properly.

7. New Projects and Consultations dealt with above.

8. A.O.B (TR) There was a discussion of Dalek skirts – the meeting point of the Daleks (lift button consoles) and the carpets which had been revealed in the process of repainting the consoles and they junctions were tatty. Rings of carpet would be used to cover these edges in the short term until gradually new carpets were fitted. Planters in front of the front door- New concrete ones would not arrive for many years. People were supportive of the removal of wooden planters in the meantime. (SW) raised the question of fob access to the lobby. Committee to explore. Question asked about possible future position for Neaman Practice. Suggested people should join Patient Participation Group. We will post in lift. Many people had seen drones. Residents urged to keep records and report sightings.

James Campbell

March 2018

Election of Committee

Our constitution requires that the committee be re-elected each year. The maximum number of members is ten.

The following eight members have offered themselves for re-election;

Sarah Bee

James Campbell

Peter Inskip

Lew Jackson

William Naunton

Deborah Oliver (Co-Opted)

Ted Reilly

Sandy Wilson

Financial statement

SHAKESPEARE TOWER HOUSE GROUP

Financial Statement for the year ending 31 December 2018

Assets	£
Cash
Opening balance at Santander 1st January 2018	480.45
Add:
Standing orders (11 x £5) Printing Expenses for 2017 AGM paid by CoL	55.00 86.40
Closing balance at bank 31 December 2018 Liabilities Creditors Printing Expenses not yet reimbursed to committee member Expenses for Mick McGee leaving party not yet reimbursed to committee member Total liabilities	621.85 86.40 30.00 116.40


Net Assets	_________ 505.45

Shakespeare Tower House Group

Annual General Meeting

Held on 7 March 2018 at 7:30 PM in the Lilac Room

Minutes

In attendance:

Karolin	Arnott
Sarah	Bee (Committee)
Margaret	Berry
Peter	Berry
Ann	Black
James	Campbell (Committee)
Cheryl	Carter
Shirley	Day
Anne	Firth
James	Firth
June	Giles
Sarah	Hudson
David	Jackman
Lew	Jackson (Committee)
Ted	Reilly (Chair)
Geoffrey	Rivett
Stephanie	Ross
Robin	Snook
Roy	Sully
Robert	Sykes
Sandy	Wilson (Committee)
John	Wood

1. Welcome

2. Approval of Minutes of AGM March 2017

Only alteration noted Halifax account has been closed.

Minutes were approved.

3. Election of committee

Sarah Bee was proposed, and the other previous members were re-elected

4. 01 Recreation Room

5. Reports

a. Treasurers Report £480.45 in bank (Helen Goddard). Voted and passed

b. BA Report (our rep.: Lew Jackson) – this committee deals with planning applications and local matters that affect residents etc. Lew reminded us about the Culture Mile. Beech Street is part of this. He also reminded us about the school’s plans for the re-use of the car park. It was reported that the school were looking at a number of other sites. There are proposals for electricity points in the car parks. Residents were urged to reply to the survey advertised in the lifts. It was pointed out that at the moment there were a number of types of connector and it will probably be a few years before standards settle down. However, the general view was that electricity points were going to be increasingly necessary.

7. New Projects and Consultations dealt with above.

James Campbell

March 2018

Shakespeare Tower House Group Committee

Meeting held on 10 January 2019 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:

Ted Reilly (TR – Chair), Sarah Bee (SB), Ann Bradley (AB), Lew Jackson (LJ), William Naunton (WN,) Sandy Wilson (AW), Deborah Oliver (DO – Co-Opted Secretary)

Sheila Delaney (SD), BEO House Officer

1. Apologies

Apologies had been received from: James Campbell (JC), Helen Goddard (HG) and Peter Inskip (PI). Peter Archbald (PA) had resigned from the Committee.

2. Minutes of meeting of 12 November 2018

The Minutes of the meeting of 12 November were agreed – noting that the paragraph numbering needed amendment.

3. Matters Arising from previous meetings:

3.1 Recreation Room: The Committee had agreed that black and white framed photographs would work well.

There had been a suggestion to fit out the room with gym equipment. Although this had many attractions, there were also many obstacles such as health and safety concerns, access for children and insurance. The area also has a wide range of fitness facilities. This would not be progressed further.

Actions:

DO to put topic of the Recreation Room onto the agenda for the AGM.

AW to place a notice in the lift to request suitable photos by the end of January.

3.2 Future of BRC: AW reported discussions following a paper to the RCC about the future of the BRC. The key issue is that residents elected as Common Councillors are not allowed to vote on Barbican issues, so cannot represent residents’ views. The issue was aired at the Standards Committee on 15 November at 11am. No further progress or decisions to note.

3.3 Concrete Repairs: SD had written to ST residents to inform them that repairs to the concrete had been reported as complete and to alert her if any still had snagging issues.6 residents had reported issues and these were being followed up.

Action: SD to confirm to the Committee once all snagging had been completed.

3.4 Carpets/Daleks: So far, no response had been received by SD from Thomson Brothers about bringing the carpet on Level 1 up to standard following the marks created by the cling film. They had been invited to clean effectively or pay for the replacement of the carpet. SB reported that there were also problems where the carpet seams were fraying on Floors 6 and 32 where Thomson Brothers had carried out major works.SD reported that carpet fitters were due in February to replace 2 lift lobby carpets as part of annual maintenance. AW also requested that either a small carpet offcut be provided to him, or that the fitters could repair a small hole in the lobby carpet on his floor.

Actions: SD to look at the issue of fraying carpets as part of her inspection, and before the carpet fitters arrive.

SD/PI would also consider whether the fitters could be asked to use carpet offcuts to provide ‘collars’ for the ‘Daleks’.

3.5 Fire Risk: WN reiterated the concerns of JC that the door rebate surround is the issue due to the gap above the doors. There may also be the need to add a box to back of letter box. There were options to improve the fire-resistance of the entrance doors, but this was considered pointless if the door surround remained a risk.

SD confirmed that information on vulnerable residents was contained in the ‘fire box’. It was also confirmed that tenders did not need access to the Tower as the risers were located in Beech Street. Advice for residents remained to “stay put” in the event of a fire in another flat. Sprinklers were not needed.

Action: AW would continue to raise concerns about the door surround at the RCC.

3.6 Key Fob: No further actions needed.

3.7 Chair’s Expenses/Treasurer’s Report:

TR said that there would not be a report from HG.

Actions:TR would follow up repayment of his outstanding expenses with HG.

JC had offered at the last meeting to be an additional signatory on the bank account.

TR would arrange a meeting with HG and Alison Gowman to transfer the bank account.

3.8 Barbican signage – the Committee had expressed deep concern at proposals to remove the ‘4B’s’. Current signage is Grade 2 listed and original. AW had raised objections to the proposed removal of the heritage signage. Dozens of objections had been raised by residents across the estate. No decisions or response to report.

3.9 Car Park Leaks: SD had investigated why an area in the car park had been cordoned off for so long without the leak being repaired. This has been resolved – thanks to SD.

3.10 Repairs to Lifts: SD had arranged for glass to be cleaned and for the ceiling of Lift B to be repainted.

Action: SD to check the condition of the glass in the other lifts.

3.11 General Estate Maintenance: The Committee had supported the concern expressed by WN about the declining standards of estate maintenance. SD had followed up concerns about the weeds at Podium level. It was suggested that the paving needed re-grouting to stop the weeds taking hold.

Action:

SD would follow up the suggestion of re-grouting to tackle the weeds.

3.12 Rough sleepers: Concern was expressed about persistent rough sleepers around the estate, particularly near the escalator near the Museum to Street Level as the individual switched off the escalator.

There is an App called Streetlink which connects rough sleepers to local services. There is also a number to call: 0300 500 0914.

It was noted that the City Police responded sympathetically to rough-sleepers.

3.13 Mobility Scooter: The security hook was being used. No further actions.

3.14 Post-AGM Reception: There were no volunteers to organise a reception after the AGM.

4. RCC Report

Estate Repairs: AW raised poor quality repairs to the Art Gallery steps which can be seen when you exit Shakespeare Tower's main door. AW wrote to Dabinson (BEO) and Poyner (BC) asking them to fix, as the jurisdiction for the steps is unclear. The tiles were broken and flaking, probably due to the bad winter frost. The horizontal tiles have not been replaced but simply filled in with cement. It looks terrible and must surely contravene listed building rules. The step edges have been covered in a rough (anti-slip ?) substance.

Actions: AW will take up with Poyner at the next BA-BC meeting.

TR was asked to write to Paul Murtagh asking for clarification on how the walkways around the estate were managed and expressing our concern at the poor state of maintenance.

Future of BRC: AW reported that the BRC were listening to opinions. No decision taken.

5. BA Report

SB provided an update and noted that the next meeting was on 17^th January.

Transport Strategy: The Committee noted the recent publication of the Transport Strategy.

Electric Vehicle Transportation Group: Moor Lane – trial of access restricted to ULEV (Ultra Low Emission Vehicles): There were no charging points for electric vehicles in Shakespeare Tower. TR reported that charge points cost around £3k each.

6. AGM

The AGM is scheduled for 6^th March in the Lilac Room.

Action: DO to prepare agenda (and include discussion of uses for the Recreation Room).

7. Modified Reception Desk

Proposals had been submitted by the Porters. PI was liaising with them to design an improved parcel storage area.

8. Girls’ School Proposal

The Committee agreed to support the concerns of the residents of Thomas More that the proposals from the Girls’ School would block the views and set a precedent.

Action: TR would draft a response.

9. Dates of future meetings

The next Committee meeting is scheduled for 28^th February 2019 at 7.30pm in the Level 01 Recreation Room.

The AGM would be held on 6^th March 2019 in the Lilac Room

10. AOB

Planters/Concrete Tubs: The Committee noted that Willoughby House were having concrete planters installed.

Shakespeare Tower House Group Committee

Meeting held on 12 November 2018 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:

Ted Reilly (TR – Chair), Sarah Bee (SB), James Campbell (JC), Peter Inskip (PI) ,William Naunton (WN,) Sandy Wilson (AW), Deborah Oliver (DO – Secretary)

Sheila Delaney (SD), BEO House Officer

1. Welcome

TR welcomed DO. She had recently been appointed as an External Member of the City of London Police Committee.

2. Apologies

Peter Archibald (PA), Ann Bradley (AB) Helen Goddard (HG) Lew Jackson (LJ)

3. Minutes of meeting of 6 June 2018 and matters arising(covered below)

4. Committee Structure

TR explained that DO was a Co-opted member and had been appointed as Secretary. This would be put to the AGM for agreement. TR reminded the Committee that he would be stepping down as Chair at the next AGM after holding the position for three years.

5. Recreation Room

Booking of the Recreation Room through the Porter seemed to be working well.

The Committee agreed that black and white framed photographs would work well to cover marks on the wall and to improve further the ambience.

Actions:

DO to put topic onto the agenda for the AGM

SD and AW to email residents to request suitable photos and investigate the costs to frame them.

6. RCC Report

50^th Anniversary of Barbican: the possible celebration would be in July 2019 although the RCC had not supported proposals to mark the anniversary.

Action:

JC to email the Architecture Foundation to gauge interest in marking the anniversary.

Future of BRC: AW reported discussions following a paper to the RCC about the future of the BRC. The key issue is that residents elected as Common Councillors are not allowed to vote on Barbican issues, so cannot represent residents’ views. The issue may be aired at the next meeting of the Standards Committee on 15 November at 11am. T AW intended to attend the public meeting to demonstrate interest.

Estate Repairs: AW noted the trend from proactive to limited preventative action from BEO for Estate repairs continuing with staff focus on fire issues (see Para 10 below). Cuts to service teams so only emergency immediate repairs are done, while strategic long-term maintenance is not being addressed.

7. BA Report

SB provided an update:

Fountains on Lakeside: currently the fountains have a normal cut-off at 8pm. This was being extended on a trial basis to 8.30pm.

Moor Lane – trial of access restricted to ULEV (Ultra Low Emission Vehicles): there were a number of concerns expressed against a background of support for reducing pollution:

- ULEV affected vehicles emitting less that 75g of pollutants. This could affect vehicles that were 3-4 years old and some hybrids, which seemed unreasonable.

- There were no charging points for electric vehicles in Shakespeare

- It was likely that the area for the trial (starting in April 2019) could be extended. Similar schemes were being trialled in Islington and Hackney.

Action: AW would raise the issue of the lack of supporting infrastructure with the RCC.

8. Concrete Repairs

SD reported that the repairs to the concrete had been completed apart from two flats on the 34^th and 35^th floors. TR said that repairs to his flat had not been completed and would send a photo to SD.

Action: SD to write to ST residents to inform them that repairs to the concrete – including any repainting, had been completed. Residents would be asked to complete a form if they still had snagging issues with a deadline for responses.

9. Carpets/Daleks

SD reported that 2 lift lobby carpets replaced every year.

Action: SD would write again to Thomson Brothers to bring the carpet on Level 1 up to standard following the marks created by the cling film. They would be invited to clean effectively or pay for the replacement of the carpet.

10. Fire Risk

Fire safety – still no feedback on fire door tests carried out on June 2^nd. JC said that the door rebate surround is the issue due to the gap above the doors. There may also be the need to add a box to back of letter box. Or otherwise restrict.

See also concerns at Para 6 above where staff focus on fire prevention issues is being claimed to by the BEO as the key reason for repairs and maintenance not being given sufficient priority.

Action: SD would chase up a position statement on the production of the report.

11. Key Fob

As reported at the last meeting, the installation cost was £8k for 3 different points of entry. Doors don’t open automatically. Have to manually push.

Upper podium door currently has an unlocking mechanism from the porter’s desk.

Action: SD to investigate whether the lock on the podium level door can be changed to enable the porter to lock the door from the inside. (Currently, they have to open the door, before being able to lock it.)

11. Chair’s Expenses/Treasurer’s Report

TR said that there would not be a report from HG as she was on holiday.

Actions:

TR would follow up repayment of his outstanding expenses (£120) with HG. He had also incurred more recent costs which would be added.

JC offered to be an additional signatory on the bank account.

12. Barbican Centre

Barbican signage – the Committee expressed deep concern at proposals to remove the ‘4B’s’. Current signage is Grade 2 listed and original. Should be left in place. JC suggested contacting heritage bodies to support keeping the original signage.

Action: AW would raise objections to the proposed removal of the heritage signage.

Music Weekend: AW reported a music weekend was being planned for 18/19 May 2019. Current City byelaws prohibit music on the walkways.

Noise Disturbance: AW reported that the BC did appear to be taking reports of noise nuisance seriously e.g. that from kitchen fans.

13. Dates of future meetings

The next Committee meeting is scheduled for 10^th January 2019 at 7.30pm in the Level 01 Recreation Room.

The AGM would be held in March 2019 – subject to the availability of the Lilac Room

Actions:

SD to check availability of the Lilac Room on 5^th, 6^th or 7^th March 2019.

DO to add discussion of a post-AGM reception to the January meeting agenda.

15. AOB

Car Park Leaks:

Action: SD to investigate why an area in the car park had been cordoned off for so long without the leak being repaired.

Glass repair in Lift:

Action: SD to arrange for glass to be replaced at a cost of approx. £200.

Ceiling of Lift B:

Action: SD to get a quote to repaint the ceiling of Lift B.

General Estate Maintenance:

The Committee supported the concern expressed by WN about the declining standards of estate maintenance (see also Para 6 and Para 10 above).

Actions:

WN (and other concerned Committee members) would email AW to take up issues at RCC.

SD would follow up concerns that the weeds had not died back at Podium level despite spraying with weed-killer. They need to be tackled due to the damage they were causing.

Rough sleepers:

Concern was expressed about persistent rough sleepers around the estate, particularly near the escalator near the Museum to Street Level and at Seddon House South Stair.

There is an App called Streetlink which connects rough sleepers to local services. There is also a number to call: 0300 500 0914.

Mobility Scooter:

Action: SD would investigate improving the security device for the mobility scooter in the car park in discussion with the user of the scooter. A motorcycle fixing hook was proposed as the current security hook was not being used.

Shakespeare Tower House Group Committee

Meeting held on 6^th June 2018 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:

Ted Reilly (TR – Chair) Ann Bradley (AB) William Naunton (WN) Sandy Wilson (AW) Sarah Bee (SB) Peter Inskip (PI) James Campbell (JC)

1. Welcome

2. Apologies

Peter Archbald (PA) Helen Goddard (HG) Lew Jackson (LJ)

3. Minutes of meeting of 23^rd April and matters arising- agreed to approve by follow up email.

4. Election of Secretary

Agreed to rotate. SB on Secretary duty 6^th June.

5. Recreation Room

Discussed cleaning of concrete stains behind new sink. Action for PI to investigate cleaning options and report back.

Discussed artwork for opposite wall. Fabric would dampen noise. Also sofas.

Action TR to discuss with Sheila Delaney mechanics of collecting £2k towards cost of artwork and soft furnishing.

Aim to hold a party in the rec room late September.

6. RCC Report

Seddon House reported differences in price per sqft for baggage storage vs flat cost per sqft. Discussed price range of various spaces (storage, car park, flats…).

Ann Mason about to leave BRC so increased baggage store costs may not be implemented.

Agreed to continue to object on both counts.

WN suggested raising at a higher level with CoL. Service charge increasing at a higher rate e.g. porter costs going up 3-4% per annum which is above inflation/market pay rise. Meanwhile Estate is in need of repairs.

Next RCC end of June – AW will attend. Need to discuss role of RCC at this mtg. WN requested a 5, 10, 15 year strategic plan to approach upkeep of the Estate. Hence need for a conversation with CoL further up the mgt chain.

Lack of transparency around costs incurred vs prices charged for services on the Estate. Need to better understand the accounting processes and rules.

Option to lobby Randell Anderson as Chair of Housing and streets and walkways.

RCC has not asked what Residents want.

WN trend from proactive to limited preventative action from BEO for Estate repairs. Cuts to service teams so only emergency immediate repairs are done, while strategic long term maintenance is not addressed.

Concrete repairs for ST sent to residents, but no flat by flat plan. Action AW to escalate concrete issue. Ted will send AW a point of contact.

Fire safety – no feedback on ire door tests. All other London boroughs fire doors did not pass the test. Likely to be a demand to change all ST front doors. Door plus surround is the issue. Intumescent strips won’t fit into the gap above the doors. May add a box to back of letter box.

JC view on fire actions are to reinforce doors, check risers. Compartmentalisation probably ok. Sprinklers for areas outside flats with option for individual flats to add if they want it. Communal alarm also desirable. Cromwell have had an evacuation alarm fitted. ST one of most fire robust built buildings JC has seen. Difficult for fire to transmit from flat to flat.

7. BA Report

SB has shared draft minutes with STHG 11^th May. Main aspects were the Girls School and a planning application for a bar on London Wall Place.

8. Treasurer report

HG apologies. No update.

9. Barbican Centre

TR suggested AW attends next mtg.

TR would like the roof of the arts centre to be “greened” (add plants) and requested this be raised at next BC mtg.

Barbican signage – objection submitted by TR. Current signage is Grade 2 listed and original. Should be left in place.

10. Carpets/Darleks

Carpet installations under way, but not every floor in the works programme. Request for floor 17 Darlek to be fixed.

11. Noisy works Consultation

TR will put on the ST blog and encourage responses.

200 views following lift notice.

12. Blog

TR circulated an instruction manual on how to add to the blog.

TR encouraged STHG members to add to the Blog as well as TR.

13. Door fob access

£8k for 3 different points of entry. Doors won’t open automatically. Have to manually push. Will use same fob as in use now for 01 car park door lift lobby entrance.

Important for porter to have a locking button on their desk for rapid access. Upper podium door currently has an unlocking mechanism from the porter’s desk.

Original locks will remain in the doors. Either open lock or use fob to open.

STHG decision to support the proposal.

14. Dates of future meetings

Meet every 2 months.

Action TR to send a Metomatic for the mtgs up to Christmas.

15. AOB

Lease requirements for installing carpets discussion. Two separate issues: nuisance and presence of flooring type. Waiting for further developments on this topic.

At next AGM, TR will stand down as STHG Chair after 3 years in the role. Would still participate as STHG member.

Shakespeare Tower House Group Committee

Meeting held on 22 January 2018 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:

Ted Reilly (TR – Chair), James Campbell (JC), Ann Bradley (AB) , Sheila Delaney (SD), Helen Goddard (HG) Peter Inskip (PI) William Naunton (WN)

1. Welcome

2. Apologies

Lew Jackson (LJ), , Peter Archbald (PA)

3. Minutes of meeting of 18 July and matters arising- approved

13 The minute ended abruptly

4. Election of Secretary

Agreed to rotate. JC to act this time.

5. Recreation Room

Committee thanks TR and JC for the progress. SD reported that Metwins had accepted to do the job but they were delaying. SD said she would get Ray to chase. Keep snooker table but do a bit of re-arrangement. SD will look into Fire extinguishers. TR going to do the painting (white). We will encourage activities and discuss booking at AGM in March

6. RCC Report

TR reported on the RCC meeting.

7. BA Report

TR went to BA meeting. There was a lot on Fire Risk. The Towers have been having meetings with Andrew Carter. They are currently going to do a standard type 3 FRA. SD reported that the new reports involve getting into 10% of flats. The lower floors have issues and residents need to be made aware and ventilation cleaning.

8. Residents’ Planters/Allotments

Possible to do another survey. Took a vote and decided not to have another survey.

9. Barbican Centre

TR went to this meeting. The committee was supportive (both those present and those replying by email) of the Beech Street tunnel event.

10. Key Fob Door Opening

TR had a key fob to show. SD said all you had to do was go to the office and swop your card for the key fob. The committee noted their appreciation.

11. Chair’s Expenses/Treasurers Report

The Treasurer reported that we needed to change signatories. It was noted that Steve Chance was no longer in the country. Secretary and Treasurer to be signatories.

12. Conservation Area, Thomas Car Park, Local Plan, Culture Mile

We felt very strongly that we should include the wildlife garden should be included in the Barbican Conservation Area. We felt that there were a number of reasons for object. The most worrying aspect was on our car park.

13. Daleks

PI reported that the Dalek carpets had been divided into categories by PI and selected those that are fine, can wait and urgently need doing. The carpet fitters would put in rings of carpets to fill in the gap. We are doing it in the most economic way we can. SD said the budget was two floors a year. PI said all the bad ones were the newer ones where they had been laid without getting the skirting up. The new ones are saffron so spare saffron can be used to repair these.

14. New Committee members

TR had found some possible new members

15. Dates of future meetings

(WN arrived) 7, 12 or 15 March are proposed. 7 March was decided. TR to do a round Robin.

16. AOB

i) TR to update blog. Welcomed any contributions.

ii)PI asked how the internal post to Guildhall worked. PI said it wasn’t working. They should be going to the office. PI said it had gone wrong twice.

iii) PI said the particular polythene sheet being used was marked as not suitable for wool carpets. SD can look for streaks.

iv) TR asked can we have the names of the temporary porters displayed when they are on duty.

v) TR asked about cost of marks behind lift glass. SD said that an email had been sent to TR.TR/SD to chase up.

Shakespeare Tower House Group Committee

Meeting held on 19 September 2017 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:

Ted Reilly (TR – Chair), James Campbell (JC), William Naunton (WN) ,Alexander Wilson (AW), Ann Bradley (AB) , Sheila Delaney (SD), Helen Goddard (HG)

1. Welcome

2. Apologies

Lew Jackson (LJ), Peter Inskip (PI), Peter Archibald (PA)

3. Minutes of meeting of 18 July and matters arising- approved

3.2 Ted reported Mick McGee’s party had been a success but pointed out that he would appreciate people replying with apologies.

3. 8. Storage of Building Materials near Art Gallery

3. 8.1 Shed behind reception are due to move

4. Election of Secretary

Agreed to rotate. JC to act this time.

5. Recreation Room

Committee thanks TR and JC for getting Thomson brothers to do it. Metwin to price the windows and JC would talk to SD about cost. JC suggested we approach an artist to enliven blank wall.

6. RCC Report

AW reported that in 2016 the repairs and maintenance was exceeded by £159k. Energy costs were down last year because of mild winter. The Committee asked about the heating. SD said heating was now on. TR reminded everyone that if the temperature does not fall below 12 degrees. AW said a report had been presented on Fire Safety. AW reported that Fire Risk Assessments would not be done annually. They are testing a frame and door. A sprinkler system feasibility report has been commissioned. The electrical vehicle charging point progress has been delayed, and the ones promised will be installed in October. WN again raised the question of car parking charges. AW reported that it was coming back for discussion.

7. BA Report

TR went to the last BA meeting. Driven by fire considerations. It was decided that individual house groups should act individually. TR reported that Cromwell and Shakespeare Tower. SD reassured us that a) fire service will install smoke alarms and do inspection; b) there were fire dampers, c) service risers had been partly checked. TR would report back on progress on Thursday.

8. Residents’ Planters

There was a discussion about planters and a possible survey. PA to be asked.

9. Barbican Silent Cinema

AW Cinema did not cause disturbance but actually conversely reduced the amount of anti-social behaviour. The cleaning beforehand was a bit noisy but good idea. In general, however there was nothing negative to report. March 2018 – Open Fest Barbican Event will happen. Asked SD to pass on our thanks.

10. Dalek Skirts

Peter Inskip has done a thorough investigation and the problem seems to have been solved by addressing the issue of carpets

11. Fire Risk

Had been dealt with.

12. 01 Key Fob

WN asked if there was a way round having to carry a large card. TR reported that there was a plan to put a key access panel beside the door.

13. Chair’s Expenses

Committee approved payment. SD confirmed that sadly cheques could

14. Dates of future meetings

TR to be meet-o-matic

15. AOB

Shakespeare Tower House Group Committee

Meeting held on 18 July 2017 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:

Lew Jackson (LJ), Ted Reilly (TR – Chair), Alexander Wilson (AW), Peter Inskip (PI), Helen Goddard (HG), Ann Bradley (AB)

1. Welcome

2. Apologies

James Campbell (JC), William Naunton (WN)

3. Minutes of meeting of 17 May and matters arising- approved

4. Election of Secretary

Agreed to rotate. PA to act this time.

5. Recreation Room

Metwin have been asked to provide a quote for installation of a window in the room. Thomson Bros having agreed to undertake the changes to the recreation room and will also go through the process of obtaining necessary planning permissions.

6. RCC Report

Charge for car parking to increase in line with CPI. A decision on a larger increase to bring the charge in line with market rates was deferred.

7. Treasurers Report

Nil

8. Storage of Building Materials near Art Gallery

In recent years the Barbican Centre has stored a variety of building materials in the area at the top of the stairs near the Art Gallery. The committee consensus was that this was unsightly. WN to raise with the Barbican Centre.

9. Anti-Social Behaviour

AW to investigate the existence of an App to record/report incidents of anti-social behaviour.

10. Dalek Skirts

PI is investigating the use of a carpet material to replace the rubber material which previously existed at the bottom of the daleks prior to their refurbishment.

11. Fire Risk

Committee had a long discussion of various fire related matters including:

· TR to contact Sheila Delaney at BEO to ask that all fire doors are checked that they open and that all seals are replaced.

· Cromwell Tower has a fire alarm system: TR to investigate if it would be feasible to install a similar fire alarm system in ST.

· There was interest in having a session where residents could view a presentation on what fire prevention measures they should take individually in their flats

· Location of list of vulnerable residents in building to be investigated. There appeared to be confusion amongst the porters whether this information was held in a book or in a computer file.

· Does the building have fire dampers that would prevent the flow of air in a fire?

· It was agreed that a proper Failure Mode Effect Analysis (FMEA) of risks that the building would face in a fire would be investigated by AW/TR

· There was support for the tower commissioning its own fire risk assessment if the BEO would not act to undertake a more detailed report

12. A.O.B

Storage of goods at back of car parking spots

The question was asked as to whether the storage of goods in parking spots was leading to an increase in foxes in the car parks. TR to write to Barry Ashdown again on the issue.

Farewell party for Mick McGee

Mick is retiring with a farewell party to be arranged.

Shakespeare Tower House Group Committee

Meeting held on 17 May 2017 at 19.30

in the Shakespeare Tower 01 Recreation Room

Minutes

Present:


James Campbell (JC)	Alexander Wilson (AW).	Ted Reilly (TR) - Chair
Helen Goddard (HG)	Peter Inskip (PI)

1. Welcome

2. Apologies

Peter Archbold (PA), William Naunton (WN), Ann Bradley (AB), Lew Jackson (LJ)

3. Minutes of meeting of 9 January and matters arising- approved

4. Election of Secretary

Agreed to rotate. JC to act this time.

5. New Constitution

Was signed

6. Recreation Room

HG to draft questionnaire. James to post plan. Talk to Sheila and Mick McGee. James to talk to Luke and G&D brothers and Metwin.

7. RCC Report

AW reported that the KPI being met and block generally doing well. Car parking and under-floor heating up for discussion at next meeting. Under-floor heating, can we have individual control. Elderly residents might want more heat. Problems happen of course in weeks when heating is off and we get cold snaps. We will be advocating individual control. Need for electrical power to car parks needs to be pushed.

8. Treasurers Report

Expenses £21.90 approved and passed to Treasurer for settlement.

9. BA Report

LJ has a problem attending BA meetings. We need a deputy for LJ. We would circulate if LJ could not make it. TR to go to next one and get a list of dates to be circulated.

10. Residents Planters

The front planters had gone and the take up of planters was better. The committee was of the feeling that out the front we did not want new round planters. It looked much smarter without TR to write to Helen Davinson. Would rather have better planters or repaired planters- HG to talk to PA

11. Barbican centre silent centre

Strong feeling that we must monitor the situation. Some concern that it might cause a nuisance but TR pointed out that we should wait and see what happens. It was agreed it would be nice to see the space used. Would the preparation be noisy. Again we will wait and see.

12. Lifts

Luke Thomson agreed to write a code of conduct, addressing improper use of the lifts and common parts by contactors. HG reported that behaviour had obviously improved.

TR outlined contents of the circular he was going to provide on use of lifts and the success he had with contractors.

13. Lobby Security

TR had explored the adding an electric lock on the entrance doors without the electric motor driving the door was straightforward. TR to action.

14. Car parking charging

We are concerned We totally and utterly endorse with the Lauderdale report but we very strongly feel the Barbican should do a proper analysis and strategy for use of car parks. AW to take our concerns to RCC. TR to write to Jane Smith

15. Chair’s Report

Chairs report tabled. Everyone was frustrated by the failure of the BEO to release or even look at the Fire Assessment. Then concrete works were discussed

Skirtings to dalek solution proposed at £11 000 were too expensive. Other solutions to be explored.

16. Dates

TR To circulate dates.

17. A.O.B

City Building Sites Working Hours

No enthusiasm for allowing Saturday working for sites around and certainly not Sunday working. TR to draft a submission to be sent on behalf of the House Group to the City Planners

Helicopters

28 April AW got reply to his September challenge about helicopters hovering Shakespeare. The letter said that they helicopter had permission. Basically there is little we can do about.

Security

AW went to talk to police liaison meeting May 8 about issues about terrorism and anti-social behaviour, which he had written in advance to formally requesting them to discuss it. He reported they failed to address any of the issues.

AW opined that the only real security was the Barbican Centre and this was not good enough.

AW suggested we should take a more serious attitude to security. It was agreed AW should take it to RCC.

SHAKESPEARE TOWER HOUSE GROUP
CONSTITUTION

1. NAME

The name of the association is "The Shakespeare Tower House Group", (the "Group"). The Group is affiliated to (and shall maintain affiliation with) the Barbican Association, which is recognised by the City of London Corporation under the Housing Act 1980.

2. OBJECTS

The objects of the Group are:-

(a) To seek to obtain and represent directly to the Barbican Estate Management the views and interests of the Group on matters particular to or generally affecting Shakespeare Tower.

(b) To improve the quality of life in Shakespeare Tower as may be considered appropriate by the Group.

(c) To liaise with, and if appropriate make representations on behalf of the Group to, the Barbican Association and the Residents' Consultation Committee on matters generally affecting the Group and other residents in the Barbican Estate.

(d) To do all such things as shall be conducive to the attainment of the above objects.

(e) To take steps to be and continue to be a recognised tenants' association by the City of London Corporation as landlord.

3. MEMBERSHIP

(a) All residents of Shakespeare Tower aged 18 or older are deemed to be members of the Group unless they have communicated to the Secretary their wish to opt-out of membership.

4. MANAGEMENT

(a) The Group shall be managed by a Committee consisting of at least seven members and a maximum of ten. Eligible members by ordinary resolution in general meeting may increase the maximum number of the Committee for any period.

(b) The Committee shall consist of the Chair, the Secretary, the Treasurer (the "Officers") and at least 4 other elected members.

(c) Nominations for election to the Committee shall be in writing signed by the candidate and two other members of the Group and must be delivered to the Secretary (including by email) not less than 24 hours prior to the commencement of the annual general meeting. Eligible members by ordinary resolution in general meeting may waive these nomination conditions and allow by ordinary resolution members nominated from the floor to be appointed to the Committee.

(d) The Officers and other Committee members shall be elected at the annual general meeting. If an insufficient number is elected, members, subsequently nominated and seconded by two different members of the Committee, may be appointed by the Committee at their first meeting thereafter.

(e) The Committee may co-opt other members of the Group from time to time. Co-opted members shall serve until the next annual general meeting or until their appointment is determined by the Committee, if earlier.

(f) Committee members shall hold office until the next annual general meeting and shall be eligible for re-election.

(g) The quorum for all meetings of the Committee shall be four members, of whom one shall be the Chair or Secretary or Treasurer.

(h) The Committee shall appoint one of its members, being a member of the Barbican Association to serve on the Barbican Association Committee as the Group nominee.

(i) The Committee shall appoint one of its members to serve on the Barbican Estate Residents' Consultation Committee as the Group nominee.

(j) Not more than one member shall be from any flat.

5. SUBSCRIPTIONS

(a) To defray expenses or meet other commitments the Committee may reasonably enter into on behalf of the Group, the Group may collect subscriptions from members. The amount and time for payments of any subscription to the Group shall be determined from time to time by the Committee.

(b) A member whose subscription is more than two months in arrears shall be deemed to have resigned.

6. FINANCE

(a) All money payable to the Group shall be received by the Treasurer and deposited in a bank account in the name of the Group. No sum shall be drawn from that account except by the Treasurer with the prior approval of the Committee. Any withdrawal must be against the presentation of a written invoice or receipt and Committee approval for payment must be minuted. Any moneys not required for immediate use may be invested as the Committee in their discretion think fit.

(b) The financial transactions of the Group shall be recorded in a proper set of books kept by the Treasurer. The books shall be available for inspection at the annual general meeting.

7. MEETINGS

(a) An annual general meeting of the Group shall be held not later than 3lst March each year, on the giving of 21 days' notice.

(b) Extraordinary General Meetings

(i) may be convened by the Committee on the giving of reasonable notice, or

(ii) shall be convened within 21 days of a written request to the Secretary by at least 12 members stating the purpose of the meeting in such request.

(c) The quorum at any general meeting shall be not less than 10 eligible members.

(d) Voting at all meetings shall be on the basis of one vote per flat exercised by a member in person. For the avoidance of doubt, an “eligible member” or “member eligible to vote” shall be the member nominated by each flat for the purposes of the relevant meeting to exercise or refrain from exercising its vote under this clause 7(d) at that meeting. In the event that the members from a particular flat fail to nominate a single member to exercise or refrain from exercising its vote under this clause 7(d) at any meeting no vote shall be recorded with respect to that flat at that meeting

(e) Voting shall be by a simple majority of eligible members voting. In the event of an equality of votes the Chair shall have a casting or additional vote.

8. ALTERATIONS

These rules may be amended by a resolution carried at a general meeting, of which at least 21 days' notice specifying the proposed resolution has been given, by a majority of at least two-thirds of members present and eligible to vote.

9. DISSOLUTION

(a) A resolution to dissolve the Group shall be proposed at a general meeting and shall only be carried by a majority of at least three-quarters of the members present and eligible to vote.

(b) The dissolution shall take effect from the date of the resolution and the Committee members shall be responsible for the winding up and distribution of the assets and liabilities of the Group.

(c) Any property remaining after the discharge of the debts and liabilities of the Group shall be divided equally among eligible members of the Group at the date of dissolution.

Signed:                                                                        Date:

Name:

Position: Chair

Signed:                                                                        Date:

Name:

Position: Secretary

Signed:                                                                        Date:

Name:

Position: Treasurer

SHAKESPEARE TOWER HOUSE GROUP

Annual General Meeting 9 March 2017

Minutes

These minutes wil be subject to the approval of the 2018 AGM

Present

Committee: Peter Archbold (PA), Ann Bradley (AB), James Campbell (JC), Alison Gowman (AG), Sarah Hudson, Secretary (SH), Lew Jackson (LJ), Ted Reilly, Chair (TR), Alexander Wilson (AW).

Members: 10 members of the House Group signed as present.

Present from the Barbican Estate Office: Sheila Delaney.

Guest: Richard Crossan, CC elect.

Apologies from committee: Helen Goddard, Treasurer (HG), Peter Inskip (PI), William Naunton (WN).

1. Welcome

The Chair welcomed Members of the House Group and thanked Sheila Delaney from the BEO for attending.

The Chair expressed his condolences that Mr Ballard, who had so vigilantly examined the service charges on behalf of residents, had died during the year and that he would be missed.

2. Minutes of AGM 7 March 2016

The Minutes were approved. There were no matters arising.

3. Proposed amendments to Constitution

The meeting considered the changes to the Constitution as set out in the draft circulated to all residents prior to the meeting. Members approved the revised Constitution with the proviso that it should be reviewed again in three years' time to make sure Members were happy with how the changes work in practice.

4. Election of committee

The following members of the committee retired: Alison Gowman, Sarah Hudson and Ipsita Roy.

The following members of the committee having expressed a willingness to stand were elected en bloc: Peter Archbold, Ann Bradley, James Campbell, Helen Goddard, Peter Inskip, Lew Jackson, William Naunton, Ted Reilly and Alexander Wilson.

No other House Group Members present at the meeting expressed a willingness to stand.

Ted Reilly was elected as Chair and Helen Goddard was elected as Treasurer. Since no member of the committee had indicated a willingness to stand as Secretary, the Chair requested members approve the delegation of the election of this post to the committee to resolve at their next meeting. This was agreed.

The Chair thanked Alison Gowman for her outstanding and long service to the House Group and the committee in various roles including Chair and Treasurer.

5. 01 Recreation Room

The Chair reported that following the results of the 2016 residents' consultation by the BEO on the future use of the 01 Recreation Room, which strongly supported returning it to its previous use as a multipurpose recreation room, the committee had worked with Dr Cynthia White to come to an agreement on the removal of the majority of the books and all the bookcases and other pieces of furniture. Oxfam had agreed to take the books and the British Heart Foundation will take the furniture.

James Campbell outlined proposals to make the room more comfortable and attractive to potential users. The proposals and associated costs will be subject to a residents' consultation by the BEO before proceeding. Suggested improvements include:

·         Book swap with 800 to 1,000 books. To be housed in built in book cases with glass fronts.

·         Kitchenette with a sink and electric point and cupboards to allow room users to make tea and coffee.

·         Improvement of lighting

·         Redecoration

·         Fitting 'windows' to the vents at the rear of the room to reduce drafts but allow light to penetrate.

·         Cupboard to store chairs when not in use.

Members were asked to approve the committee proceeding to the next step of clearing the room of most of the books and furniture. The motion was proposed by Lew Jackson and seconded by Ann Black and approved by Members.

It was agreed:

·         Ted Reilly would contact Dr Cynthia White to let her know that the room was to be cleared over the next month or so and for her to remove any items she wanted to keep.

·         Ted Reilly would circulate a notice to all flats requesting that if anyone wanted to take books they should do so before the end of April.

·         Ann Black, Geoffrey Rivett and James Campbell would make a selection of books to keep for the book swap shelves.

·         Ted Reilly would contact Oxfam and British Heart Foundation to arrange collection of surplus books and furniture as soon as possible.

6. Committee Reports

6.1 Treasurer's Report

In the absence of Helen Goddard, the Treasurer, Alison Gowman presented the Accounts for the year to 31 December 2016.

The account with Halifax has now been closed and the balance transferred to the Santander. The balance held at 31 December was £579.61 but since the year end the payment of expenses for Steve's leaving party and a Christmas Party have reduced the balance to £425.45.

The Accounts were approved.

Action: There are still 13 residents paying Standing Orders of £5 p.a. Helen Goddard to contact those residents to ask if they want to cancel their Standing Order as membership of the House Group no longer has a subscription.

6.2 Barbican Association Report

Lew Jackson urged members to read the BA Newsletter as that contained the best report on BA matters. LJ explained that he would like a Deputy to attend BA meetings when he is away.

Action: committee to ensure a member attends the BAGC meetings in LJ's absence.

6.3 Barbican Centre Liaison

In the absence of William Naunton, Barbican Centre rep., the Chair read out WN's report.

The Barbican Centre had sought planning permission for illuminated signs to replace the 4 Bs above the library. This had been opposed by residents and the proposal had been withdrawn but is expected to be resubmitted. The Chair urged residents to support their neighbours and object to any illuminated signs that could impact adversely flats facing the Centre.

The Centre is proposing to hold a Silent Cinema screening in the Sculpture Court on August Bank Holiday and also a live cinema of a Simon Rattle concert using the same silent disco technology. Some members expressed concerns about potential noisy behaviour at these events; other members felt that the House Group should not oppose these sorts of events in principle and that as the events are a trial we should reserve judgement.

Action: It was agreed that Ted Reilly should contact the Chair of Frobisher House Group and seek assurances from the Barbican Centre on how they will manage the events to make sure there is proper marshalling of the audience and that there is not undue disturbance to residents.

6.4 RCC Report

Sarah Hudson reported that there is a RCC working group on Electric Charging Points in Barbican car parks funded by the Low Emission Neighbourhood. The proposal is to install multi-hub points in 5 car parks (not Shakespeare/Defoe as it is too full). This will happen in the next few months once the power distribution in the car parks has been upgraded.

6.5 Lobby Access and anti-social behaviour

Sandy Wilson reported that the porters often come under pressure from people trying to gain access to the Tower - particularly at weekends. He suggested that security could be improved by using a key fob so that Podium level doors could remain locked until released by a key fob in the same way that the 01 doors are released.

Action: Ted Reilly to follow up feasibility of this idea with the BEO. Any change to existing arrangements would be subject to a consultation.

SW expressed concern at the amount of skate boarding and cycling and suggested that signage should be improved, perhaps with a telephone number to call for noise of other nuisance.

Action: Sheila Delaney to investigate improving signage.

6.6 Residents' Planters

Peter Archbold reported that he had taken over administration of the resident veg planter scheme. Many planters had not been allocated last year which explains why they were looking untended. All the planters have now been allocated. The 5 small planters next to the Police Station have been removed and the area is looking much better.

The 3 wooden planters outside the front door have also been removed and replacement concrete planters should be installed, budget permitting, in 2017.

6.6. Chair's report

·         Daleks - now satisfactorily refurbished at half the expected cost. Sample of skirt is with the porters but the best way to examine the proposed material is to look at the Podium level dalek in Cromwell.

·         Lobby and 01 Doors are repaired and working satisfactorily

·         Fire Safety is being reviewed by the LFB and risk assessments were completed in February 2017. There is more work to be done to ensure that warning systems are adequate and an evacuation procedure agreed. Fire doors will need attention as many are stuck with paint. This matter will be taken forward by the Chair.

·         Steps to Sculpture Court have been satisfactorily repaired.

·         Wooden planters outside the front door have been removed. The Chair thanked Alex Amin for looking after them so well.

·         The blog will be relaunched and its use and usefulness reviewed at the end of the year. Ann Black volunteered to suggest improvements to the information.

·         Any resident not on the BEO email broadcast should sign up for regular updates on what is happening on the Estate.

·         Lift access is continuing to be an issue. The Chair had discovered that contractors are taking tools and rubbish from other flats under refurbishment around the Estate up in the lifts for storage. Lifts are commandeered at 08.30 to retrieve tools and monopolised for a morning when consolidated rubbish is finally removed to the Garchey Bay for collection. Residents have expressed frustration at not being able to access lifts in the morning and use of lifts by contractors in this way was unacceptable as it also adds to the wear and tear on the lifts.

·         The Chair thanked Sheila Delaney for looking after us all so well and asked her to pass on the thanks of residents to the porters and cleaners.

Action:

1. Chair to follow up with Sheila Delaney on contractor's use of lifts and to develop an acceptable code of conduct.

2. Chair to meet LFB representatives on issue of fire safety and evacuation procedures and follow up with BEO.

7. AOB

7.1 Mary Gilchrist reported that she is a member of the newly formed RCC working group on the service charge. If residents have any questions they would like to raise they should contact Mary via the porters.

The meeting closed at 21.29

SHAKESPEARE TOWER HOUSE GROUP

These minutes were approved at the AGM held on 9 March 2017

Annual General Meeting 7 March 2016

Minutes

Present

Committee: Ann Bradley (AB), Alison Gowman (Chair) (AG), Sarah Hudson (SH), Peter Inskip (PI), William Naunton (WN), Ted Reilly (TR), Pat Spicer (PS).

Members: 41 members of the House Group signed as present.

Present from the Barbican Estate Office: Sheila Delaney.

1. Welcome

The Chair welcomed members of the House Group and thanked Sheila Delaney from the BEO for attending.

2. Apologies from committee: Gavyn Arthur, Paul Bostock, Kevin Usher.

3. Chairman's report (AG)

AG announced that she was standing down as Acting Chair. She informed the AGM that she had taken over part way through the year when the previous Chair had stepped down but as she had carried out this role for many years some time ago she was not keen to take on the role permanently. WN proposed a vote of thanks for her work as Chair which was heartily endorsed by those present.

The following matters that arose at the last AGM had been resolved:

The porters' CCTV at 01 level monitoring the door had been improved.

Security at Upper Podium level had been improved to prevent access to the Tower via the level 1 balcony.

An experiment to polish the 01 tiles as requested at the 2015 AGM was found to be impracticable.

The refurbishment of the Daleks had been delayed but a new tender was being sought and the work would be carried out and charged in the Service Charge in the year beginning 1 April 2016.

A long broom to clean the 01 and Podium vents had been acquired and this area was now cleaned satisfactorily.

The porters now had name plates.

The following changes to personnel had occurred:

Roberto our cleaner of many years had been replaced by Andras.

The Chair thanked the porters and cleaner for their work during the last year.

Ann Black, resident, has taken over the monthly block cleaning inspection with Sheila Delaney from Ann Bradley, committee member. The chair thanked Ann Bradley for doing the inspections over many years.

4. Treasurer's report (AG)

The balance in the bank account is £646.70. Thirteen residents still pay £5 p.a. by standing order, although there is no longer a subscription. Those residents may cancel the SO if they wish. AG announced she was standing down as Treasurer once a new Treasurer was found and the necessary signing procedure undertaken.

5. Report of Barbican Association (BA) by PS

PS is the committee member delegated to sit on the BA General Council as the Shakespeare Tower House Group representative. PS explained that the BA is a Recognised Tenants Association that represents the interests of residents to the outside world. Examples of its work are:

Meetings with the Barbican Arts Centre.

Contributions to City consultations, for example on the Barbican Area Strategy

Long-term estate-wide issues such as the Vision Fibre Optics (VFM) Broadband installation, Crossrail, closure of Barbican Station for refurbishment.

Supporting individual blocks in licensing and planning matters, including liaison with developers of sites around the estate such as Blake Tower, 21 Moorfields, and London Wall Place.

Quarterly Newsletter.

PS encouraged all residents to join the BA - subscription £5 and invited everyone to come to the AGM on 28 April at the City of London School for Girls.

A member of the House Group asked what the BA was doing in respect of the redevelopment of Bernard Morgan House. SH explained that the BA Planning sub-group led by Helen Kay would be coordinating the BA response to this development. SH agreed to pass on the contact details of the planning subcommittee.

PS announced she would be standing down from the committee and as BA rep. The Chair thanked PS for her great contribution over many years which was warmly endorsed by members.

6. Report from Residents' Consultation Committee (RCC) by TR

TR explained that the RCC deals with the internal matters on the estate that generally have an impact on the service charge. There are 4 working parties on which residents sit with City Officers and Barbican Estate Office (BEO) staff, namely:

Gardens Advisory Group (GAG) - deals with gardens, landscape and Podium maintenance, resident gardening activities (including planters).

Underfloor Heating Working Party (UFHWP).

Service Level Agreement (SLA) - recently formed and will be recruiting resident members.

Fixed Asset Maintenance - deals with long term maintenance issues, buildings, Podium.

TR explained that he sat on UFHWP and the Fixed Asset Maintenance working party. SH sat on the GAG..

7. Planters outside Shakespeare Tower

AG explained there were 2 areas of planters - the front door facing the Arts Centre and the 'back door' next to the Police Station. Residents had raised the issue of the wooden planters in both locations. AG reported that the wooden front door planters will be replaced by 2 large round concrete planters in the year ending March 2017 and the current resident responsible for these planters will continue to cultivate ornamental plants in them.

The BEO had undertaken a survey of residents in Shakespeare Tower and Defoe House on the 'back door' planters used by residents to grow vegetables. There were 53 responses. The results showed that residents were supportive of the planters remaining where they were and being available for residents to grow vegetables and flowers. Some of the comments were critical of the condition of the planters and the standard of cultivation. SH will ensure that these comments are discussed at the next GAG meeting and that procedures are put in place to ensure that the planters are cultivated better. The results of the Survey were as follows:

Question	Strongly Agree/ Agree %	Neither Agree or Disagree %	Strongly Disagree/ Disagree %
There should be planters on the podium available for residents to garden	74	9	17
The planters should be near to where residents live	81	13	6
Residents should be allowed to grow ornamental plants and/or edible ones?	68	13	19
There should be more planters available for residents to garden	60	23	17
Residents' planters on Defoe Place at base of Shakespeare Tower should remain in their current location	60	26	13

8. External decorations and other BEO issues (Sheila Delaney, House Officer)

(i) The external decoration of the Tower, to include, railings, soffits and doors and windows, has been delayed. The estimated service charge for the works that had been included in service charge payments for the year to 31 March 2016 will be refunded in the March service charge invoice. The contract has been awarded to K & M and work will begin in April. The cost of this will be deducted in the service charge payments for the year ending March 2017. Residents will be surveyed shortly (Survey Monkey and paper questionnaire) on the colour for the railings (currently dark blue). The colour palette will be left with the porters for residents to look at.

Residents commented on the need for proper preparation of surfaces before painting. Sheila Delaney said that although the BEO would be inspecting the works she would encourage every resident to check the work on their own balconies immediately it had been finished to make sure that it had been completed to their satisfaction. The contractor will provide a newsletter to all residents (including tenants) so that appointments can be made for doors and windows to be opened for the works to take place.

(ii) Steps to the Sculpture Court Sheila also reported that the steps had been in the process of refurbishment for some time. The work had uncovered the original brickwork and a contractor had been sought to clean and repair the steps rather than resurface with tiles. Finding a suitable contractor has proved to be difficult but a new contractor is now being sought and the work scheduled for April.

(iii) Defective automatic doors at 01 level and Podium level the estate engineers had been awaiting a quote from the original installer of the opening mechanism. As this had not arrived by 10th March a new contractor was being sought as a matter of urgency.

(iv) Information. The BEO were investigating installing a 24 hour information point in Bunyan Car Park.

The following issues were raised by residents and Sheila agreed to follow up and report back to the next committee meeting:

(v) Lift C door is closing too quickly.

(vi) Concrete defects on the balcony should be reported to the Repairs line as a reactive repair.

(vii) Flats 101, 111, 121 have reported a curious hum of short duration. This has baffled the engineers but is under active investigation by the BEO.

9. Underfloor heating (TR).

TR explained that residents whose flats are too hot can request the engineers to turn off the pads in one or more rooms, or turn down the heating by a fixed percentage in the flat as a whole (details to be displayed on the Shakespeare Tower Blog).

Residents whose flats are too cold can request the BEO to draught proof doors and windows.

TR reported that the underfloor heating is triggered by the outside temperature during the night and that the system is like a huge storage radiator, building up heat during off peak hours in the early morning (and exceptionally in very cold spells an additional day time boost). The switch that delivers this energy charge will cease to be maintained by EdF in September 2016 so the UFHWP has been examining ways in which the mechanism can be replaced with something more responsive to residents' needs. The lease requires replacement of like with like - so one way of accommodating the wishes of some residents for greater control and the ability to increase or decrease heating in our flats is to install a separate meter, at the cost to the resident, so that top up heating can be provided at additional cost to that resident. This is one of the many options the UFHWP is examining. The background heating that is provided through the service charge will continue as it is now. The UFHWP has commissioned a consultant to examine a number of options and will be reporting shortly. Any changes to the heating system will be subject to a full consultation of all residents.

A resident asked whether the UFHWP had considered whether a film applied to the windows might reduce solar gain and make flats more comfortable. Although changes to the external appearance of the building would be subject to Listed Building consent, TR agreed to raise this issue at the next UFHWP and report back.

10. Appointment of the new committee members

AG announced that the following members of the committee were standing down:

Gavyn Arthur

Paul Bostock

Pat Spicer

Kevin Usher

AG thanked them for their long and diligent service which was warmly endorsed by members.

It was announced that the following residents were willing to stand for the next year:

Peter Archbold

Ann Bradley

James Campbell

Helen Goddard

Alison Gowman

Sarah Hudson

Peter Inskip

Lew Jackson

William Naunton

Ted Reilly

Ipsita Roy

Sandy Wilson

The members agreed that all these residents should be elected to the committee.

11. AOB

(i) Blog: TR drew residents' attention to the blog and asked residents to suggest (via the contacts page) what else they would like to see listed on it.

(ii) BEO email alert system Sheila Delaney asked residents to sign up for emails which cover important information about street closures, developers newsletters, community activities etc.

(iii) Beech Street traffic. A resident reported that the traffic in Beech Street is impeding access to residents' car parks. AG suggested he formally contact the Streets and Walkways committee through his common councilman.

(iv) Complaints about noise. TR reported an issue raised by a resident who had received an anonymous complaint through their front door. It was agreed that residents should be encouraged to direct complaints via the porter or to meet their neighbours and discuss issues in a civilised manner.

(v) Light pollution - a resident raised the issue of street lighting from Cripplegate Street. SH agree to raise this at the next BA meeting and report back to the resident concerned.

(vi) Workrooms in car parks. The possibility of the City constructing workrooms in redundant car park space to rent to residents was raised. Members expressed interest in the RCC taking this further.

(vii) Community room. John Lumley, Aldersgate ward elected member, announced that he was exploring the possibility of a community room in Exhibition Hall 2.

(viii) Signage PI reported that he was working on improving the signage to the Tower with the Cultural Hub Working Party.

(ix) Drinks. The Chair thanked Gavyn Arthur for hosting the after-meeting drinks.

The meeting closed at 21.08

Shakespeare Tower Blog

Pages

AGM/Constitution/Minutes

SHAKESPEARE TOWER HOUSE GROUP

Annual General Meeting 9 March 2017

Minutes

These minutes wil be subject to the approval of the 2018 AGM

Present

1. Welcome

The Chair welcomed Members of the House Group and thanked Sheila Delaney from the BEO for attending.

The Chair expressed his condolences that Mr Ballard, who had so vigilantly examined the service charges on behalf of residents, had died during the year and that he would be missed.

2. Minutes of AGM 7 March 2016

The Minutes were approved. There were no matters arising.

3. Proposed amendments to Constitution

4. Election of committee

5. 01 Recreation Room

6. Committee Reports

6.1 Treasurer's Report

6.2 Barbican Association Report

Lew Jackson urged members to read the BA Newsletter as that contained the best report on BA matters. LJ explained that he would like a Deputy to attend BA meetings when he is away.

Action: committee to ensure a member attends the BAGC meetings in LJ's absence.

6.3 Barbican Centre Liaison

6.4 RCC Report

6.5 Lobby Access and anti-social behaviour

6.6 Residents' Planters

6.6. Chair's report

7. AOB

7.1 Mary Gilchrist reported that she is a member of the newly formed RCC working group on the service charge. If residents have any questions they would like to raise they should contact Mary via the porters.

The meeting closed at 21.29

SHAKESPEARE TOWER HOUSE GROUP

Annual General Meeting 7 March 2016

Minutes

1. Welcome

4. Treasurer's report (AG)

5. Report of Barbican Association (BA) by PS

6. Report from Residents' Consultation Committee (RCC) by TR

7. Planters outside Shakespeare Tower

8. External decorations and other BEO issues (Sheila Delaney, House Officer)

9. Underfloor heating (TR).

10. Appointment of the new committee members

11. AOB

Pages

AGM/Constitution/Minutes

SHAKESPEARE TOWER HOUSE GROUP

Annual General Meeting 9 March 2017

Minutes

These minutes wil be subject to the approval of the 2018 AGM

Present

1. Welcome

The Chair welcomed Members of the House Group and thanked Sheila Delaney from the BEO for attending. The Chair expressed his condolences that Mr Ballard, who had so vigilantly examined the service charges on behalf of residents, had died during the year and that he would be missed.

2. Minutes of AGM 7 March 2016

The Minutes were approved. There were no matters arising.

3. Proposed amendments to Constitution

4. Election of committee

5. 01 Recreation Room

6. Committee Reports

6.1 Treasurer's Report

6.2 Barbican Association Report

Lew Jackson urged members to read the BA Newsletter as that contained the best report on BA matters. LJ explained that he would like a Deputy to attend BA meetings when he is away. Action: committee to ensure a member attends the BAGC meetings in LJ's absence.

6.3 Barbican Centre Liaison

6.4 RCC Report

6.5 Lobby Access and anti-social behaviour

6.6 Residents' Planters

6.6. Chair's report

7. AOB

7.1 Mary Gilchrist reported that she is a member of the newly formed RCC working group on the service charge. If residents have any questions they would like to raise they should contact Mary via the porters. The meeting closed at 21.29

SHAKESPEARE TOWER HOUSE GROUP

Annual General Meeting 7 March 2016

Minutes

1. Welcome

4. Treasurer's report (AG)

5. Report of Barbican Association (BA) by PS

6. Report from Residents' Consultation Committee (RCC) by TR

7. Planters outside Shakespeare Tower

8. External decorations and other BEO issues (Sheila Delaney, House Officer)

9. Underfloor heating (TR).

10. Appointment of the new committee members

11. AOB

The Chair welcomed Members of the House Group and thanked Sheila Delaney from the BEO for attending.

The Chair expressed his condolences that Mr Ballard, who had so vigilantly examined the service charges on behalf of residents, had died during the year and that he would be missed.

Lew Jackson urged members to read the BA Newsletter as that contained the best report on BA matters. LJ explained that he would like a Deputy to attend BA meetings when he is away.

Action: committee to ensure a member attends the BAGC meetings in LJ's absence.

7.1 Mary Gilchrist reported that she is a member of the newly formed RCC working group on the service charge. If residents have any questions they would like to raise they should contact Mary via the porters.

The meeting closed at 21.29