The Barbican Residential Committee (BRC) convened to discuss key issues affecting the Barbican Estate, including lift modernisation, governance review, and repairs and maintenance. The committee approved the terms of reference for a governance review of the Barbican Estate Office (BEO), and also approved the proposal to proceed to the specification and tendering phase of the major modernisation for the tower lifts, retaining the guides, counterweight, and frame. The committee also received updates on various ongoing projects and financial matters.

Tower Lift Modernisation

The committee approved a proposal to proceed with the specification and tendering phase of major modernisation for the tower lifts, retaining the guides, counterweight, and frame. This decision follows a review of earlier recommendations for a full capital replacement, with Dan Sanders, Assistant Director, Barbican Estate clarifying that retaining existing components would not impact the warranty position, and would be more cost-effective.

The modernisation project aims to upgrade lift machinery and control systems, enhance safety features, improve energy efficiency, and ensure compliance with current regulations. The estimated costs for modernisation are:

• Cromwell Tower: £1,675,000
• Lauderdale Tower: £1,685,000
• Shakespeare Tower: £1,685,000
• Total: £5,045,000

The project is expected to span two years, with the first year focused on creating the specification of works and tendering the agreed specification throughout the summer of 2025.

A resident steering group has been established to provide oversight and input throughout the project. Dan Sanders, Assistant Director, Barbican Estate shared minutes from the resident group's inaugural meeting, and also presented the group's terms of reference.

Barbican Estate Office Governance Review

The committee approved the terms of reference for a governance review of the BEO. The review, to be undertaken by an independent consultant, will assess the effectiveness of the current governance structure, ensuring compliance with legal and regulatory frameworks, while optimising the interaction and efficiency of various bodies. The review aims to establish a governance model that facilitates positive collaboration, minimises duplication of effort, and streamlines decision-making processes. The cost of the review is estimated to be up to £50,000.

The review will assess the roles, responsibilities, and interactions of stakeholders including:

• Barbican Association (BA)
• Barbican Estate Office (BEO)
• Barbican Residential Committee (BRC)
• City of London Corporation (the Freeholder)
• Individual House Groups
• Leaseholders & Wallside (freehold)
• Residents’ Consultative Committee and its subsidiary fora (RCC)
• Town Clerks Department

Repairs and Maintenance Update

The committee received a report outlining the agreed principles for work charging under the current repairs and maintenance contract. The contract has been split into two ‘lots’, with Chigwell awarded the contract for ‘lot 2’ repairs and maintenance, and Elkins for ‘lot 3’ water penetration works (roofs, balconies and drainage).

The BEO commits to managing the current repairs and maintenance contract with the following agreed principles:

• Ensure that repairs are tackling the root cause of issues and not covering over symptoms
• Ensure repairs are carried out in a timely manner
• Ensure repairs do not constitute a breach of listing rules/guidelines
• Ensuring all repairs are recoverable under the terms of the lease agreement
• Ensure the council are not carrying out repairs outside of warranty cover
• Ensure the council are not incurring expenditure that is an individual leaseholder expense not recoverable under service charges.

Appointment of Forensic Architect (Expert Witness)

The committee received a report regarding the appointment of a forensic architect (expert witness) to investigate and determine liability for costs, and identify the associated costs for rectification of all issues caused by poorly informed works, or negligence of maintenance with the fabric of Ben Jonson House. The Expert Witness should consider the special nature of the materials used, the Grade II designation of the building and how poorly informed works diminish the longevity of the primary building fabric.

The appointed Expert Witness will investigate all areas of the fabric of the building which the freeholder (City of London Corporation) oversees the repair and maintenance on behalf of the leaseholders: this would include the external envelope, all systems and services linked with the building such as water shedding, and any other element for which the freeholder has responsibility.

RepCom Update

The committee received a report on the activities of the Reporting Committee (RepCom). Three of the key items discussed were the Appointment of a Forensic Architect (Expert Witness) on BJH, the Terms of Reference for the Governance Review and the current repairs & maintenance charging strategy.

The reporting committee has also considered and commented on the following:

• The MWBP report on the Barbican Tower Lifts
• The possibility of external solicitor involvement in breach of leases
• Dispensation Applications
• Recruitment following BEO restructure
• Timeline for works listed as “coming in 2025” in BEO progress review

Assistant Director’s Update

Dan Sanders, Assistant Director, Barbican Estate provided an update on several ongoing projects:

• Heating Survey: The heating survey has commenced, including drone surveys for heat mapping and installation of monitoring equipment within apartments. Data collection will continue through the summer to assess potential resolutions and their impact on thermal performance.
• Barbican App: The launch of the Barbican App has been delayed due to resource constraints, and is now strategically timed to coincide with the release of a new communication strategy within the next 6-8 weeks.
• Brandon Mews Canopy: Avanti has received all relevant documentation and visited the site to prepare an options appraisal, which is expected for the next scheduled meeting.
• Barbican Estate Office Restructure: The consultation period for the BEO restructure has concluded, and the council is in the process of raising recruitment permissions to fill vacant positions, with a fully resourced BEO anticipated by August 2025.
• Roof Repairs – Replacement plans and timelines: Architectural services are being procured to replace the roofs on Ben Johnson House, Defoe House and Breton House, which have been identified as the worst affected by water penetration.
• Service Charges: Dan Sanders, Assistant Director, Barbican Estate sent an update on service charges to all leaseholders.

Service Charge Update

Dan Sanders, Assistant Director, Barbican Estate provided an update on service charges to all leaseholders, reporting a £2.7 million underspend in the service charge expenditure for 2023/24, which he attributed to a significant reduction in energy costs following rebates from the Power Purchase Agreement¹. The budget for 2025/26 has been reduced by approximately £2.5 million compared to the 2024/25 estimates, due to cost savings in repairs and maintenance, energy, and a strategic approach to non-recurring project expenses.

The City of London has committed to an external audit of the service charge accounts every year, starting from 2023/24, with audit reports delivered to leaseholders to ensure full transparency.

The service charge audit commissioned by the City with Beever & Struthers has been reviewed by both the Barbican Estate Office (BEO) and the Service Charge Working Party (SCWP). Both groups have found that the quality and content of the report did not fully meet the agreed scope.

The council is actively recruiting a replacement head of service charge and revenues, who will be pivotal in closing out the 23/24 accounts, supporting the transition to the new service charge management system, and closing the 24/25 financial year by 30 September 2025.