On 3 June, in advance of the GLERA AGM, committee members met with Peta Caine (Assistant Director, Housing), Greg Wade (Head of Major Works), Kindy Bansal-Shah(GLE Lead), Beverley Andrews (Head of Repairs and Maintenance).
GLERA had too many questions for the allocated time slot so many of the responses were provided by email.
This was the third meeting with officers, the next one is in early August and GLERA have requested monthly meetings going forward.
Summary notes from March meeting
Summary notes from February meeting
gle investment programme
FUNDING
Are you able to share any information on private money and partnerships as raised by Chris Hayward?
CoL: The Corporation is seeking funding for a 10 year programme for all estates. This work is being led by our finance colleagues. We are hoping that the final position will be clear by the end of the calendar year
GLERA notes from meeting: The Corporation is seeking funding across all estates. The sources identified to date will primarily be of benefit to the HRA and unlikely to reduce costs for leaseholders. The City’s Climate Action Strategy fund is not yet at the point where it will provide funding for improvements to housing.
RESOURCES
GLERA asked for a ‘reassurance’ statement about how additional PM resources will be sourced as required, and could that statement be shared with the next RLG. As these meetings have been postponed for the summer could we have a statement now? Also, some further information on the peer review (pre-market engagement exercise)?
CoL: we have assembled a project team comprising internal and external resources. The proposed major works team restructure will allocate appropriate resources including for the GLE investment programme. We hope that the new structure will be in place by April 2026.
GLERA notes from meeting: Greg Wade is currently spending considerable time on the project but this will reduce as the project reaches delivery stage.
SECTION 20 DISPENSATIONS
This is a serious concern to leaseholders as there is no transparency on how money is being spent on the project.
If you get dispensation how will you advise leaseholders of major proposed expenditure? Can you advise what the subject of these dispensations will be?
CoL: This will be addressed in the correspondence which is sent to Leaseholders in advance of the dispensation application(s) – Leaseholders are invited to make observations over a 30-day period.
As far as we are aware there has only been one Section 20 notice and that was the appointment of Studio Partington. We understand that a number of contracts have been placed by them for other consultant services. Can you please give us details of all the additional services?
CoL: This isn’t financial information that we would share at this current stage, because it’s commercially sensitive and relates to the ongoing provision of professional services. This would be detailed as part of the dispensation application.
We understand that a FOI request provided the fees paid to Studio Partington since 2023. As they were appointed in 2020 can you advise on the full fee they have been paid to date on this (windows)project?
CoL: Again, this isn’t financial information that we would share at this current stage, because it’s commercially sensitive and relates to the ongoing provision of professional services. This would be detailed as part of the dispensation application.
‘TRANSFORMATION BOARD’
We have been sent a proposal for a ‘transformation board’ by councillors. Apart from the fact that it has nothing to do with transformation we have a number of concerns and wanted to express our disappointment that this had not been discussed with us before being shared with yourselves or committees.
We acknowledge that as this proposal was not initiated by officers you are not responsible for the lack of proper consultation but we want to understand how this board sits within the project governance. It would appear from the committee report that it will have no powers and just be for information. We reiterate this question and for clarity, the purpose of this group.
CoL: The GLE Major Works Renewal Programme Board held its first meeting on 28 July 2025, the first meeting focused on agreeing the Terms of Reference. As part of this the wider governance and membership was discussed. The chair is Anthony Fitzpatrick, and the vice chair is Adam Hogg. The next meeting will take place in August 2025.
interim emergency repairs
What is the scope of these repairs?
CoL: The works will cover health and safety issues focusing on roof and window repairs.
GLERA notes from meeting: The term meanwhile repairs is a bit misleading – these are emergency / health and safety repairs ONLY and a non-recoverable budget has been ring-fenced (ie costs are not passed onto leaseholders). The works required have been identified and will be starting in July.
GLERA pointed out that emergency works are already being carried out and residents believe that these costs will not be recovered.
CoL: We would define these as responsive roofing and window repairs and subject to the usual Leaseholder contribution as part of their annual service charges, completely separate from the current ‘meanwhile’ window repairs which are being progressed on the estate and are being funded from a separate ring-fenced budget (exempt from Leaseholder recovery).
GLERA notes from meeting: This work was already scheduled and so is not included in the ring fenced budget GLERA suggested that all emergency repairs since the beginning of the year should also be not be recovered as mitigation for delays because of the failure to register HRB.
How the repairs are determined and documented so that the costs are transparent?
CoL: Monthly meetings between Repairs and Major Works. The emergency repairs are separately coded.
GLERA asked for clarification on whether roof patching will be coded as emergency/meanwhile repair?
CoL: Responsive roofing repairs, which are subject to the usual Leaseholder contribution as part of their annual service charges, completely separate from the current ‘meanwhile’ window repairs which are being progressed on the estate and are being funded from a separate ring-fenced budget (exempt from Leaseholder recovery).
How are these repairs being communicated, estate wide and to individuals experiencing them?
CoL: Residents were canvassed at the consultation events held on 8 April and 1 May. This was followed up by Comm Comm as part of their estate-wide door-knocking exercise. The details have been collated on a master tracker which is managed by the Property Services Team. Joint visits are undertaken by Consultant Project Manager Nick Condon and Property Services Officer Nick Jenkins. Further to their joint visit and assessment, residents will be contacted by email with a summary of the outcome – either by Nick Jenkins or via the Golden Lane Projects email address (managed and monitored by Comm Comm).
How are you monitoring quality?
CoL: Details of these repairs will be communicated directly to those residents affected. Post inspections are carried out by Nick Jenkins and supported where required by Nick Condon.
lighting
GLERA requested copies of the information / boards provided at the estate office drop in on 27 May.
GLERA meeting notes: The draft framework and proposal were sent to GLERA on 25 June to provide comments by 4 July but are not yet to be widely publicised.
NOTE: an update was provided a the GLERA AGM
Can you confirm what interim measures you are taking to replace non-compliant with listed building guidelines and over bright fittings lights in the communal corridors? And confirm that leaseholders will not be charged for the corrections to inappropriate lighting.
NOTE: awaiting response / clarification.
repairs
RESPONSE TO OUR ACTION DAY
Can you please provide a copy of Kindy’s presentation to GLERA and confirm when you plan to action the various headings?
NOTE: the presentation can be found here.
COMPLYING WITH LISTED BUILDING GUIDELINES
Can you advise when you plan to remove the incorrect tiles from Stanley Cohen and replace them with the correct ones?
NOTE: awaiting repsonse
What are you doing to ensure Listed Building Guidelines are understood by your staff, contractors and subcontractors?
CoL: We are working on putting together a ready reckoner for all contractors and staff involved.
Can GLERA have confirmation of these taking place, what information is provided to contractors etc?
CoL: This will be made available in due course.
What is the progress with the handyman service? Is there a timescale?
CoL: The scope of the handyman service has not yet been defined and we are working with Chigwell to develop this further. We expect to have this completed by Q3.
GLERA meeting notes: Chigwell uses limited subcontractors – they have a small pool for specialist work (lift engineers etc). There are subcontractors currently on-site taking care of legacy works but this won’t continue.
estate office
We have general concerns over roles and responsibilities, are there any proposals to address this?
CoL: Liam Gillepsie has agreed to write to all residents served by an estate office to confirm the range of services provided.
black raven court
We are seeking clarification on impact on Estate Office services, actual service charges to GLE residents. Also, will there be any sharing of communal repair costs?
Can you confirm that GLE residents offered homes in Black Raven Court are aware that they are moving to another borough and subject to different council tax rates, services etc?
CoL: Liam Gillespie is finalising the details on the impact and we will update you by end August 2025.
leisure centre
When will we find out more about the Leisure Centre scope / results of the survey? Is there a programme yet for design and delivery?
NOTE: Survey results now available here and an update on scope and progamme here: hatfield podium + leisure centre update
updates from previous meetings
1. Crescent House/estate wide discretionary winter payment – monitoring of excessive heat loss was being explored with the Climate Action Strategy Team and a paper due to go to committee in April. Did that happen? What was the outcome? Will a winter measures scheme be rolled out this year?
CoL: Paper going to DCCS in September.
2. COLPAI noise abatement – Are there plans for mitigation measures to put in place over the summer holidays? Residents need to see action from our landlord on the unacceptable noise levels. Can Deborah Bell and Michael Gwyther Jones please update us as school holidays are about to commence?
CoL: The bamboo has been replaced which should help with some of the noise dampening. Mach Acoustics have confirmed the noise levels are within accepted tolerance.
3. HRB fact sheet – is an updated version being provided with guidance to leaseholders for home improvements, mortgage extensions, renewals etc? We have since been sent a ‘draft’ copy by CommComm which was reviewed at the July Wider Estate RLG. When will it be finalised? Is the document being sent to all leaseholders?
CoL: We will update the fact sheet to include broader issues as appropriate.
4. Update on buy backs for leasehold properties – when will the report be going to committee?
CoL: At present, we do not have any intention of buy backs for leasehold properties, however, we will review this option as and when required.
5. Refund of abatements (rather than credit). Plus, interest refund for both CH and GAH. You were working on this with the legal team and then would need to go finance. Where are we at?
We understand that some GAH leaseholders have still not been refunded. This is in the £thousands…. Please confirm when all the refunds will be completed and that interest is being added for the long delay.
NOTE: awaiting response
5. Crescent House – abortive costs from the withdrawn tender– an update on how and when this will be reviewed.
CoL: We don’t believe that there are significant abortive costs, just some internal staff fees which may need reconciling. The professional services have all been put to good use and will naturally feed into the Crescent House re-tender, scheduled for early next year.
outstanding response re leaseholder costs
At time of meeting GLERA were still awaiting a full response to their April letter: GLERA response to CoL letter re major works recoverable costs
Why did it take so long to provide legal opinion?
CoL: The Corporation needed appropriate time to reconcile its position and determine the best way of articulating it to Leaseholders.
Was the elemental cost plan referenced? Can we see it?
CoL: Not at this present time, it’s very high level and lacks the necessary accuracy to suitably answer queries.
Decanting and all associated internal staffing costs will not be recharged to leaseholders – will external comms support costs be recoverable?
CoL: These are expected to be recoverable as they are considered to be legitimate project costs.
How does the Corporation wish to proceed?
CoL: The Corporation would hope to avoid a protracted legal battle and intends to explore the potential for a leaseholder offer. This will be included as part of the request to committee for additional funding in October and will be subject to Committee approval.
GLERA follow up: as we’re being told the actual cost estimates won’t be available until a contractor is appointed, what form will this offer take?
CoL: This will be detailed in the correspondence issued to Leaseholders.
further discussion
With the number of issues and lack of resources available to GLERA (which is a completely voluntary organisation) you recognised that GLERA is in need of support. Our question is what does this support look like? Is it just funding for things like printing or is it to pay for proper resident engagement and communications… Please advise on the quantum?
CoL: We are working with Sam Bedford to define what is available in line with other resident groups.
