Repairs and Property Inspection for Tenancy Management Officers London Borough of Islington Wayne Anderson BSc 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 estates An Understanding of Landlord and Tenant Obligations and Legal Framework to Managing and Repairing Properties and Estates and mutual exchange implications An understanding of how to Prepare for a Property Inspection and Document Findings The ability to help diagnose defects, problems and potential problems and the common failures across the trades associated with Buildings - External and Internal An increased knowledge of Building Terminology and Construction An appreciation of how to develop and apply standards and work with service users An 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/mould Walls, Floors and Ceilings Plumbing Doors and Windows Kitchen Fittings – Carpentry and other Joinery Issues Tenants 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 Perspective The 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 Delivery Contractor’s Perspective :- Profit Predictable Payment Predictability of Workload – where possible! Consistency of Approach by those Informing and Clear Setting of Standards Appropriate Information provided to facilitate ‘Right First Time’ ethic Continuity of Work Effective use of Resources Health and Safety Quality Service end Product Customer Satisfaction Treated as a Valued Party and Appreciat ed

Fife Council’s Repairs and Property Maintenance and Management Policy – Objectives Compliance with Legal Obligations and codes of practice in terms of Property and Estate Management Provision 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 Stock Affordable and sustainable housing! Servicing all relevant appliances and fittings in line with their legal responsibilities Provision of a prompt, economic and efficient maintenance and repairs service to same High standards of customer care and satisfaction Completion 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 – Objectives Objectives Provide a ‘value for money’ service Secure Best Contractors/ Value for Money - Cohesive Contract and Tendering Strategy Provide opportunities for tenants to be involved in the decision making process Ensure that all tenants are given clear information on the division of responsibility for repairs and maintenance as landlord and tenant Maintain a comprehensive and systematic programme of cyclical painting, planned maintenance, major repairs and property improvements Recover all mutual repair costs from owners Recover all repair costs that are not due to fair wear and tear Fairness and consistency in customer dealings

Property Management Statutory 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 Management Statutory and Other Requirements Law of Property Act 1925, 1949 Landlord and Tenants Acts 1927,54,85 - Tenancy Agreements - age, character, locality Occupiers Liability Acts 1957,84 Right to Repair Regulations 1994 Housing 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, HHSRS The Environmental Protection Act 1990 –Sections 80/81 - abatement notice Disability Discrimination Act 1995 / Human Rights Act 1998 Gas Safety (Installation and Use) Regulations Regulatory Reform (Fire Safety) Order 2005 Race Relations Act 1976/ Sex Discrimination Act 1975 The Building Act 1984 ;The Public Health Act 1936 – Section 99 Health and Safety at Work Act 1974

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

ASBESTOS Asbestos Regulations 1931 Asbestos Regulations 1969 Control of Asbestos at Work Regulations 1987 Asbestos (Licensing) Regs 1983 and 1998 Asbestos Prohibitions Regs 1985 Asbestos Prohibitions Regs 1992 Asbestos Prohibitions (Amendment) Regs 1999 Control of Asbestos at Work Regs 2002 Control 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 Growth Asbestos and MMF Biocides Carbon Monoxide and Fuel Combustion Products Lead Excess Cold Excess Heat Entry by Intruders – Security Domestic Hygiene, Pests and Refuse – inadequate storage space etc Lighting – Inadequate Natural Noise

HHSRS – Classifications of Hazard Food Safety – Inadequate facilities for storage, preparation and cooking of food Personal hygiene, sanitation and drainage – washing facilities etc or lack of Water Supply for Domestic Purposes - quality and adequacy of water supply Falls – on level, baths and those associated with stairs and steps and between levels Electrical hazards Fire – uncontrolled fire and smoke Hot Surfaces and Materials Collision and Entrapment – glazing, trapping in features eg windows, doors Explosion Structural 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