Department of Human Services

Disability Leasing ModelDisability Leasing Model(DLM)(DLM)

Presentation For Community Service Organisations

For For Secretary Owned Secretary Owned

Shared Supported AccommodationShared Supported Accommodation

AgendaAgenda9.45 Registration, Tea and Coffee

10.00 Director, Disability Services, P&RM

Background / Context

Introduction to the Disability Leasing Model

11.00 Morning tea

Funding

Maintenance

12.30 LUNCH

Contracting Property Services

Implementation

2:00 Afternoon tea

Next Steps

2.45 Close

Disability Leasing ModelDisability Leasing Model

The DLM Goals:

• Improved amenity and safety for residents

• A safer workplace for staff

• A simple framework with

– Clear processes and assignment of responsibilities

– Timeliness of responses to requests

– Standardisation of the approach to maintenance

• An economically sustainable maintenance management plan for houses

Today’s Session Today’s Session

1. Background/Context

2. The Leasing Model

3. Funding and Maintenance

4. Implementation and Next Steps

Session ObjectivesSession Objectives

• Enable CSOs to:

• understand why the Disability Leasing Model is being introduced

• become familiar with elements of the Model

• learn about the implementation requirements and CSO tasks

• consider the Model’s funds and maintenance management for use in their own housing stock.

DSD PerspectiveDSD Perspective

Implementing the Model will:•Establish best practice benchmarks for SSA houses regardless of who delivers the service;

•Improve the maintenance process for SSA Houses;

•Give the sector a clearer picture of the costs associated with house maintenance;

•Enable service providers to be more responsive to resident needs; and

•Protect the value of Disability Services owned dwellings.

CSO PerspectiveCSO Perspective

Feedback from Pilot Agencies:

The Model

•makes it easier for house staff to get maintenance done

•is clear about the assignment of responsibilities

•makes sure there is funding for maintenance available all the time

•is a good step toward one property management process for CSO’s

1.1. DLM ContextDLM Context

• Scope

• The Pilot

• Key Issues

• DHS Drivers

1.1. DLM ContextDLM Context

Scope:

• There are 497 Secretary Owned Shared Supported Accommodation dwellings

• The DLM applies to 90 dwellings • It does not apply to the 232 Director of

Housing owned dwellings

1.1. DLM ContextDLM Context

EMR Pilot:

• Model idea commenced 2003

• Pilot started September 2004

• Evaluation started October 2005

• Revised Model endorsed June 2006

1.1. DLM ContextDLM Context

Key Issues:

• Leases for CSO managed dwellings

• Resident Fees

• Access to maintenance

• Consistency in maintenance approach regardless of property ownership

1.1. DLM ContextDLM Context

DHS Drivers:

• Government Policy:– Sustaining our Assets

– DTF accountability for publicly owned buildings.

– Victorian Standards for Disability Services

– Occupational Health & Safety and Work-safe

• Service Improvement

• Property Condition Responsibility Clarification

• Partnership Development

2. The Disability Leasing Model2. The Disability Leasing Model

Core to the Model

CSOs:

1. Collect, hold and spend the money when it is needed for maintenance;

2. Providing support from within the house are best placed to determine that house’s needs; and

3. Should have control over the management of the house including the property management.

2. The Disability Leasing Model2. The Disability Leasing Model

Benefits:

• Funding Value for money

• Clear processes and separation of responsibilities

• Timely responses to requests

• Consistency

• A process for feedback and review

2.2. Disability Leasing ModelDisability Leasing Model

•Parts

•Relationships

•Funding

•Exceptions

•Maintenance

•Roles

The DLM Parts:

DHS role CSO role

Service Agreement Funder Service provider

Lease LandlordTenant

Operational Framework Partnership

2.2. Disability Leasing ModelDisability Leasing Model

Relationships:• DHS:

– Funder of support services– SSA vacancy manager– Property owner– Landlord

• The CSO:– Service obligations

– Employer responsibilities

– Duty of care

– Tenant

2.2. Disability Leasing Model Disability Leasing Model

Property Lease(need 1 for each house)

Disability Leasing Model Guiding Principles & Operational Framework

“The Operating Agreement”(can have many houses only need 1 for each Agency)

2.2. Disability Leasing ModelDisability Leasing Model

“The Operating Agreement”

House Maintenance Guide 2006

FinancialAccountability

(FAR)

Property Manager

Maintenance Fund

2.2. Disability Leasing ModelDisability Leasing Model

Funding Sources:

– Resident accommodation and support fees

• Food, utility, maintenance and administration costs

– DHS Service Agreement

• Regional budget allocation for CSO managed SSA houses

2.2. Disability Leasing ModelDisability Leasing Model

Exceptions:

The anticipated exceptions are:

• Respite Services

• Children’s Services; and

• Extended or multiple vacancies

2.2. Disability Leasing ModelDisability Leasing Model

Maintenance

• Responsive

• Routine

• Client related

• Planned

2.2. Disability Leasing ModelDisability Leasing Model

The Property ManagerKey elements:

• Must be engaged by the CSO through a cost competitive process

• Must be a qualified property manager

• Must provide 24 / 7 (after hours) service response

• Must work with the House Maintenance Guide for general repairs.

• Clearly detail fees for service

• Can’t be contracted for longer than the Lease term

• Can be Director of Housing – COMAC or a private sector commercial property manager

• Will be chosen by the CSO in consultation with DHS.

2.2. Disability Leasing ModelDisability Leasing Model

Role of Regional DHS staff• Implement DLM

• Maintain the relationship with CSO

• Process funding exception applications

• Approve maintenance requests

• Participate in project control group meetings

• Review and action incident reports

• Reporting – financial, maintenance, other

2.2. Disability Leasing ModelDisability Leasing Model

Role of CSO• Implement the DLM• Establish clear internal assignments of responsibility• Maintain the relationship with DHS• Determine the level of funds that will be drawn from

the resident fees to pay for maintenance• Establish the maintenance fund and financial

reporting system. • Employ a Property Manager• Determine local routine maintenance contracts• Prepare and action incident reports, funding

exception applications, upgrade work requests, etc.

2.2. Disability Leasing ModelDisability Leasing Model

3.3. ImplementationImplementation

Meeting 1:• Introduce yourself, advise where you fit in your organisation – share

delegations information – clarify who can make decisions and when.

• Confirm the documentation requirements, changes, contact details, houses and service types.

• Inform DHS of your decision and progress in relation to employment of a Property Manager

• Identify property needs in relation to maintenance from day 1 and if there are any funds that you (the CSO) can contribute to upgrade the houses immediately

• Decide if you are going to meet regularly or only when there is an issue to address

• Make a time for a second meeting.

Timeframe 15 June DPASP Workshop

19 June and 6 July CSO Workshops

TBC Regional Workshops

31 July Confirmation of CSO participation and commencement of

DLM implementation.

July/August House Maintenance Guide Training

3.3. ImplementationImplementation

4.4. Next StepsNext Steps

• Follow Up Sessions

• Review and Evaluation