Agenda item

Stock condition survey

Minutes:

The Property and Asset Manager’s report updated the Board on the current position with the delivery of the stock condition survey.  Without an up to date stock condition survey EDDC were at considerable risk of struggling to fulfil the full remit of its duty as a social landlord and also achieve its ambition to provide carbon neutral housing stock across the district by 2040.  It would also fail to comply with the requirements of the new Building Safety Act.  A full stock condition survey would also enable effective forecasting and budgeting for the financial implications of managing the repair and maintenance obligations.

 

It was noted that with the appointment of Currie and Brown complete and contracts agreed, the mobilisation period (3 months) had commenced at the start of March 2022.  The mobilisation and delivery programme were outlined in the report, with a target period of 18 months (with an additional 3 month contingency period) for completion.  The target period was very much dependant on access into properties to allow the surveys to be carried out.  On completion of the stock condition survey a five year rolling programme would be implemented to survey 20% of the stock per annum.

 

During discussion the following points were raised:

·        The stock condition survey would cover 100% of the housing property portfolio, including garages and community centres, with a team of 6-8 surveyors.

·        Asbestos management surveys had been carried out on most properties, but access continued to be an issue, with around 300 no access properties for asbestos surveys.

·        Tenants were not informed as a matter of course on the results of the asbestos surveys (so as not to scare them), but that information was available and in future it was hoped that this would be accessible through the tenant portal.  This approach was entirely consistent with the approach other social landlords.

·        Garages would be included in the stock condition survey, with any areas of concern being reported as they arose.  Access to garages remained an issue, as well as what could be stored in them.  The tenancy agreements stated that nothing that was likely to cause fire could be kept in council garages, but there was no obligation to keep a car in the garage.

·        The communications plan for the stock condition survey was being finalised.   Communications to tenants would be absolutely crucial, especially in terms of what was happening, why and what would happen as a result of the stock condition surveys.  Communications would take place in many different formats.

·        Specific resource was being allocated to assist in access and ownership issues.

·        The surveys would be carried out on an area by area basis, with 800 properties being surveyed over five separate areas.  This was likely to start in mid June/July 2022.

·        Test surveys would be carried out first as part of the mobilisation programme.

·        The surveys would include paths and trees, and anything included in the Housing Health and Safety Rating Scheme surveys.

·        Repairs would be carefully assessed and included on a traffic light system for an urgency rating and a programme of works would be established as items/issues were identified.

·        Once information had been gained on the condition of the stock and the repairs required, costings would be calculated.  There were various financial reserves to fund some of these works and borrowing was available for capital works.  Grants were also available for retrofit green energy works.  There would be some difficult financial decisions over the next few years but the priority was to ensure that homes were fit for purpose.

·        Planned works were included in the Ian Williams contract but there was a concern about the capacity to deliver an increased programme of catch up repairs and improvements, and a very real possibility that the procurement route would be needed for larger planned works.

 

The Board noted the update on the position with the award and mobilisation of the stock condition survey contract.  Regular update reports would be brought to future meetings of the Housing Review Board.

 

 

Supporting documents: