Repairs and Property Inspection for Tenancy Management Officers

London Borough of Islington

Wayne AndersonBSc MSc Dipl H+S MRICS MCIArb

Aims and Objectives – To Help Provide

An understanding of how Property Inspection fits into an organisation’s procedures and the important role played by housing officers in the management of properties and estatesAn Understanding of Landlord and Tenant Obligations and Legal Framework to Managing and Repairing Properties and Estates and mutual exchange implicationsAn understanding of how to Prepare for a Property Inspection and Document FindingsThe ability to help diagnose defects, problems and potential problems and the common failures across the trades associated with Buildings - External and InternalAn increased knowledge of Building Terminology and ConstructionAn appreciation of how to develop and apply standards and work with service usersAn understanding of the Health and Safety Risks/ Issues associated with a Property Inspection

Aims and Objectives – Greater Understanding and General Awareness of Building Problems

General

Damp/mouldWalls, Floors and CeilingsPlumbing Doors and WindowsKitchen Fittings – Carpentry and other Joinery IssuesTenants alterations – what’s good? what’s bad? (kitchens, bathrooms, built in wardrobes and any dodgy structures erected)Electrical

Right First Time’ - CIH 2005/06/10

The Research highlighted that to be able to carry out their Inspection and other functions Housing Property Management Staff should have in place the following attributes/ skills

Tenants PerspectiveThe Achievement of a Good Property Maintenance and

Property Management Service is :-

That the Service Satisfies the Customer and meets set or agreed timetables/ targets - Acid Test

Provision of and maintenance of safe, sound, affordable and appropriate housing and estates as best suited to occupying/ in-coming tenant – in compliance with Legal Obligations and Codes of Practice etc

Organisation’s Approach to Customer Care – Clear and Effective Policies and Procedures – Application of Appropriate Re-let and other Standards, Transfer and Exchange

That Repairs when needed can be easily Reported, Quick Response, Appointment Kept and if not informed of change, Updated Contact and History Details - Repairs etc

Treatment of Tenant as a Valued Customer – Respect, Courtesy and Fairness. A service that takes into account Customers’ Views

That Officers understand procedures and are knowledgeable

Tenants Perspective The Achievement of a Good Service is :-

General Appearance – Facilities, Finishes of Stock and Estates, Contractors and Staff

Workmanship and Quality of Service and Finished End Product

Right First Time !

Service DeliveryContractor’s Perspective :-

ProfitPredictable PaymentPredictability of Workload – where possible!Consistency of Approach by those Informing and Clear Setting of StandardsAppropriate Information provided to facilitate ‘Right First Time’ ethicContinuity of WorkEffective use of ResourcesHealth and SafetyQuality Service end ProductCustomer Satisfaction

Treated as a Valued Party and Appreciated

Fife Council’s Repairs and Property Maintenance and Management Policy – 2009 - Objectives

Compliance with Legal Obligations and codes of practice in terms of Property and Estate ManagementProvision and maintenance of safe, sound and appropriate housing and estates as best suited to occupying tenant – decent homes, hhsrs etc, minimum re-let property standards, mutual exchange protocol compliance and fairness Maximise the Useful Life of the Housing StockAffordable and sustainable housing!Servicing all relevant appliances and fittings in line with their legal responsibilitiesProvision of a prompt, economic and efficient maintenance and repairs service to sameHigh standards of customer care and satisfactionCompletion of repairs and work at a single visit, where practicable and arrange appointments to inspect and carry out work where necessary

Fife Council’s Repairs and Property Maintenance and Management Policy –

2009 - Objectives Objectives

Provide a ‘value for money’ serviceSecure Best Contractors/ Value for Money - Cohesive Contract and Tendering Strategy

Provide opportunities for tenants to be involved in the decision making processEnsure that all tenants are given clear information on the division of responsibility for repairs and maintenance as landlord and tenantMaintain a comprehensive and systematic programme of cyclical painting, planned maintenance, major repairs and property improvementsRecover all mutual repair costs from ownersRecover all repair costs that are not due to fair wear and tearFairness and consistency in customer dealings

Property ManagementStatutory and Other Requirements

Initial Construction via Building Control Compliance, Codes of Practice and Good Practice

Guides

Thereafter

Legislation/ Statute

Tenancy Agreements and Adopted Property/ Minimum Re-let, Mutual Exchange Standards etc

Common Law – Torts

Property ManagementStatutory and Other Requirements

Law of Property Act 1925, 1949Landlord and Tenants Acts 1927,54,85 - Tenancy Agreements - age, character, locality Occupiers Liability Acts 1957,84Right to Repair Regulations 1994Housing Acts 1961,74,85,88; Local Gov’t and Hsg Act 89 – Section 604 and 606 offences - ‘Unfitness’, free from serious disrepair, free from dampness prejudicial to health Defective Premises Act 1972 ; Housing Act, 2004 - HHSRSThe Environmental Protection Act 1990 –Sections 80/81 - abatement noticeDisability Discrimination Act 1995 / Human Rights Act 1998 Gas Safety (Installation and Use) RegulationsRegulatory Reform (Fire Safety) Order 2005Race Relations Act 1976/ Sex Discrimination Act 1975The Building Act 1984 ;The Public Health Act 1936 – Section 99Health and Safety at Work Act 1974

RELEVANT LEGISLATION

Health and Safety at Work Act 1974MHSW Regs 1999; 2003CDM Regs 1994, 2007Control of Asbestos at Work Regulations – 2002, 2006Workplace (HS & W) Regs – 1992PPE at Work Regulations 1992Manual Handling Operations Regulations 1992 COSHH 1999, 2006Electricity at Work Regulations 1989….Work at Height Regulations - 2005

ASBESTOS

Asbestos Regulations 1931Asbestos Regulations 1969Control of Asbestos at Work Regulations 1987Asbestos (Licensing) Regs 1983 and 1998Asbestos Prohibitions Regs 1985Asbestos Prohibitions Regs 1992Asbestos Prohibitions (Amendment) Regs 1999Control of Asbestos at Work Regs 2002Control of Asbestos Regs 2006

So How Do We Go About Inspecting Properties etc and Know What to

Look For?

Pre- Requisites to Effective Practice

Interpretation of Legislation and Policy of organisation to eg HHSRS

Company’s own Policy – Recharges, Minimum Lettable Standards, Mutual Exchange and Failures against same

Understanding of Construction/ Common Building Problems

Appropriate provision of Equipment

Appreciation of Construction Terminology and Effective Communication – Legible

Understanding of What to Look For – Aided by Pro-formas?

Necessary Information - History File and Background

Type of Tenant and Specific Needs

Health and Safety Appreciation – Risk Analysis and Decision Making

How Would You Define Competence ?

Why is the Housing Act 2004 Important – HHSRS ?

The HHSRS identifies 29 different categories of potential harm or failing of

a property....

How many can you Identify ?

HHSRS – Classifications of Hazard

Damp and Mould GrowthAsbestos and MMFBiocides Carbon Monoxide and Fuel Combustion ProductsLeadExcess ColdExcess HeatEntry by Intruders – SecurityDomestic Hygiene, Pests and Refuse – inadequate storage space etcLighting – Inadequate NaturalNoise

HHSRS – Classifications of Hazard

Food Safety – Inadequate facilities for storage, preparation and cooking of foodPersonal hygiene, sanitation and drainage – washing facilities etc or lack ofWater Supply for Domestic Purposes - quality and adequacy of water supply Falls – on level, baths and those associated with stairs and steps and between levelsElectrical hazardsFire – uncontrolled fire and smokeHot Surfaces and MaterialsCollision and Entrapment – glazing, trapping in features eg windows, doorsExplosionStructural Collapse and Falling Elements – inadequate fixing, disrepair or adverse weather

What Can We Use To Aid Us In Property Inspection ?

Appreciation of Construction Terminology and Building Problems and

Faults

External Issues