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What are PCCs legal rights and responsibilities being an owner of housing regarding repairs and improvement?


The Right to Repair policy outlines the criteria which shows how we meet obligations in The secure Tenants of Local Housing Authorities (Right to Repair) Regulations 1994.

Regarding repairs there is the Right to repair schedule which outlines how quickly defects should be repaired, for example total loss of power or water is one working day, but partial is three. Partial or total loss of gas is one day.

And improvement is through the Tenant or Leaseholder Improvement and Alterations Policy or Request to Improve our property which outlines guidance for upgrades such as showers, additional rooms, scooters stores. The purpose of both is to ensure homes can be altered or improved to be suitable homes when needed.


What is the difference between planned, reactive and service level maintenance?


Planned maintenance is the scheduled projects that are undertaken, like the projects team.

Reactive is when we are notified of a defect and carry out a repair, such as the repairs team.

Service is the routine checks for fittings, such as gas checks, EICRs.


How do stock condition surveys create planned maintenance demand?


After carrying out a stock condition survey, there are different types of defects identified, ones that require immediate repair, such as blown glazing or blocked guttering which will be carried out with day to day repairs. Then there are defects that aren’t affecting the building at the time but may present future defects or issues, such as old and poor condition roof covering, cracked pointing or brickwork not causing water ingress at the time.

These longer time defects are then listed and scored and the higher the score the higher the priority for a planned scheme to rectify.


What is the asset management strategy 2021?


Framework for housing, neighbourhood & building services to make decisions about housing assets over the next 30 years.


What are the five priorities that will improve our stock? (Asset management strategy 2021)


Priority 1: repair and maintenance service customer demand
(Right repair at right time)

Priority 2: undertake statutory demands (gas checks, EICRs)

Priority 3: maintain our property demand (repairs)

Priority 4: improve our property demand (projects)

Priority 5: utilise H&PS assets (suitable homes, new or conversions)


How do you communicate to tenants/building occupiers when certain repairs would be complete?


During stock condition surveys tenants often raise the concern of the decorations of the house, like the windowsills, headers or render. And I explain if the element that is poor condition is not affecting the building, like allowing moisture ingress, then it does not require a repair and will get done in a project as it is out of the repairs scope of service. I explain the system of a priority list for buildings to get a planned scheme done depending on the amount of defects found.


How can you use the stock database to identify if planned, reactive or service maintenance is required?


The stock database holds dates of when actions, surveys or installations have last taken place, so you can refer to the last time something was carried out and use that to know when it’s next needed.

For example service maintenance, annual gas checks are required so you can reference the expiry date and ensure another test is complete before then.

Planned maintenance, you can use the surveys and the condition score if it is poor it will likely need a planned scheme.

Reactive maintenance is done once a defect is reported from the tenant so there is no way of telling when this will happen.


What are the types of contract used for reactive or planned maintenance?


Reactive maintenance is carried out by our long term service providers with a NEC3 option E, which is cost reimbursable type contract with risk largely lying with the client.

Planned maintenance is done through competitive tendering with JCT which could be different versions such as, standard building contract, minor works, major project construction, management building or design and build.


Why are the contracts different for each type of maintenance?


Reactive maintenance needs to be carried out quickly so it allows for work to be done and costs sent after, however lots of risk is with the client but disallowable costs mitigate some risk.

Whereas project work can go though proper procurement and use different types of JCT contracts depending on the work type or style.


How does the stock database look at lifecycle costing?


Using the installations dates and when repairs and maintenance provides a history of an installation and can be used to measure the actual life cycle, cost and replacement.


What are the obligations on building maintenance?


Gas safety regulations 1998 outline annual gas safety checks.

Landlord and tenant act 1985 outline to keep installations for the supply of electricity in good repair and proper order and therefor carry out EICRs to dwellings every 10 years and communal areas 5 years.

Health and safety legislation cover that we must assess risk from legionella and therefore have cyclical programmes for testing and records.

Fire prevention under the regulatory reform (fire safety) order 2005 and housing act 2004 outlined our responsibilities.

Passenger lifts and stair lifts, under the lifting and operations and lifting equipment regulations 1998 must be in safe working order.

Asbestos under the control of asbestos regulations 2012.

Housing health and safety rating system (HHSRS), in the housing act 2004 to ensure residential dwellings are designed, constructed and maintained free from both unnecessary and unavoidable health and safety risks.


How do you decrease risk with reactive maintenance contract?


Disallowable costs
Approved costing for large amounts of work


What are the RIBA stages?


Why is maintenance management important?


With good practice for routine inspections and works we will have a better functioning portfolio of assets and allow tenants to live in suitable homes. It also ensures we follow the relevant legislation