2017

 

HBM0411 - Using the Environmental Protection Act to gain access to properties - 22.12.17

A Member Authority would like to know if other authorities use the Environmental Protection Act to gain access to properties to enable the gas supply to be capped once the gas safety certificate has
expired. The Member Authority are seeking information about the process that other authorities use in this situation.

 

HBM0410 - Monitoring fire alarms connected to telecare customers - 22.12.17

A Member Authority are considering monitoring fire alarms connected to their telecare customers and are seeking information regarding what processes other providers of telecare and monitoring services have in place to deal with alarms going off when there is no response from the resident/occupier. The fire service will not attend unless there is a confirmed fire and the Member Authority are not resourced to attend themselves.

 

HBM0409 - Process for Dealing with Sky and other cable TV providers - 18.12.17

A Member Authority are currently in the process of making fire safety improvements to their high rise flats and do not want any damage occurring that may pose a fire risk. Therefore, they are seeking information regarding what other housing providers and authorities have in place to deal with Sky and other cable TV providers who may drill/put up wiring in communal areas to avoid dangling wires and potentially damaging fire doors etc?

 

HBM0408 - Housing Management Systems - 18.12.17

This local authority would be grateful if others could provide information on what Housing Management system (e.g. Capita Open Housing, Northgate, Civica) is used by your Local Authority?

 

HBM0407 - Purchasing an IT Package to support the building services team in relation to statutory compliance - 06.12.17

A Member Authority is looking into purchasing an IT Package to support the building services team in relation to both statutory compliance and servicing activities. The Member Authority are seeking information regarding:

• What packages other authorities use?
• What are the pitfalls in using one system?
• Is there such a system on the market?

 

HBM0404 - Ensuring the compliance of stock regarding, gas, electricity and fire - 24.11.17

A Member Authority would like to know if other Councils and associations enforced a policy to Leaseholders regarding the certification of gas checks, electrical check and installation works.

The Authority are also seeking information on the following:-

• Do other authorities hold an administration process to obtain these on file?
• For Leaseholders who don’t have the required certification, do the Authority carry out checks on their behalf and charge them to ensure the safety of the block/ building?

 

HBM0401 - Building Management Systems Strategy Proposal - 09.11.17

This local authority would be grateful if other local authorities could provide information on the following:-

We are accelerating the development a full estate Building Management System (BMS) strategy proposal and are looking to find out whether other organisations have examples that they would
be willing to share that could assist us in drafting our documentation. In particular, we would be interested in receiving

• Briefs
• Specifications
• Strategies
• Related policies
• Any supporting corporate reports/backup material
• General information that may assist
• IT and security restrictions and solutions

Additionally, a general chat with anyone who has experience and knowledge of this type of project would be valuable.

In return, we will be more than happy to feedback on our experience and exchange lessons learned.

 

HBM0400 - Scheduling Tools – 02.11.17

This local authority would be grateful if other local authorities could provide information on the following Questions :-

1. What scheduling tools does your Local Authority use
2. Is Gas Servicing carried out via this tool?
3. Is Repairs by appointments used?
4. Do you schedule your multi work via this tool?
5. Do you schedule your VOIDS via this tool?

 

HBM0399 - Gas safety Check - 02.11.17

A Member Authority is interested in finding out if other authorities are using gas checks and maintenance to generate income.

 

HBM0398 - Benchmarking Disabled Facilities Grant Allocations’ Processes and Outcomes (District/Lower Tier authorities) - 23.10.17

A District Authority has been in touch, seeking to connect with other District/Lower Tier Authorities seeking to allocate Disabled Facilities Grants (DFG). They outline that the budget they are allocated
exceeds what is required for referrals for adaptations from Social Services and so they are seeking to generate referrals through other means to help ensure the grant allocation is invested most
effectively in their community.

In particular, they are targeting communications in localities with a large proportion of older residents and working with local hospitals but would welcome contact from colleagues in other district
authorities who are tackling the same challenge to share ideas around how to distribute the funding most effectively and how to monitor the outcomes of their grant allocations.

If you work within a District Authority and are presently engaged in trying to reach those in need of adaptations in the home and/or would like to explore how to monitor the effectiveness of DFG
spending through generating a set of performance indicators or similar with other local authorities, we would be very grateful if you could please drop a note and include a sentence or two about your
current approach to disseminating available funds, what is working and what you would like to learn from how other local authorities are working.

 

HBM0397 - Impacts of Housing Growth - 12.09.17

A Member Authority is seeking information from other authorities in relation to the how other Councils understand the impacts of housing growth on other Council services, for example, refuse
collection, road maintenance, school capacity etc.

They would be keen to hear from any local authority who has already carried out this kind of appraisal for good practice to help shape our approach.

 

HBM0396 - Sickness Policies - 12.09.17

A Member Authority is seeking information in relation to sickness pay schemes and policies that other authorities have in place for their internal workforce carrying out property improvement / repair
works. In particular they would like information on the following:-

• What sickness pay scheme various members offer?
• What is their sickness rates (percentage) – if possible specifically for the workforce?
• What is their sickness absenteeism policy – would they be willing to share this?

 

HBM0395 - New Build using in-house team – 06.09.17

A Member Authority is considering undertaking small new build construction schemes on council owned in-fill sites and would be keen to hear from other authorities that have already undertaken
new build schemes using their in-house services. In particular they are seeking information in relation to the following:-

• How was funding of the schemes obtained?
• Who decided and undertook the design work and Specifications of the buildings?
• How did the authority enable/facilitate a “skills match” of the existing resources with the new demands of this type of work?

 

HBM0394 - Review of property management systems - 04.10.17

A member authority have recently commenced a review of their Property Management systems; broadly encompassing Asset Management, Construction and Repairs & Maintenance and would
be interested in receiving feedback from authorities who have undergone a similar review, possibly integrating their Property Management systems into one single solution.

1. Which system/s do you use for Property Management – this could include Asset Management, Capital Accounting, Lease Management, Project Management and Construction, Building Compliance, Repairs & Maintenance, Works Ordering, Job/Diary Management, Billing, Contract Management and Estimating?
2. Does the system interface directly with other systems (e.g. Oracle e-Business Suite, GIS or Asset Manager.net)?
3. Does the system contain portal access for customers and contractors?
4. Does the system come with a mobile application for real-time use by building tradespeople (either directly or via an interface solution)?
5. As part of the implementation and change management processes, are there ‘lessons learned’ that could be shared?
6. How user friendly is the system/s?
7. How responsive is the customer services and support team?
8. Are the provider / developer open to change and development; and if so, is the system easily customisable?
9. What is the frequency of system updates?
10. Does the provider / developer have a clear roadmap / development plan for future improvements?
11. What are the cost implications (develop, implement, support, maintain)?
12. Would you be willing to demonstrate the system and/or be part of a wider review group?

 

HBM0393 - Cost effective model for school evening and weekend lets – 16.10.17

This local authority would be grateful if other local authorities could provide information on the in relation to school evening and weekend lets:-

1. Who provides the cover for these lets ?
2. What hours / shift pattern are worked ?
3. Are these hours classed as core or outside core hours?
4. Do employees receive an enhanced rate of pay for covering the lets?

 

HBM0392 - Handling External Gas Flues During Roofing Work or Roughcasting - 31.08.17

This authority would like to ask others if they could confirm how they are dealing with the possibility of flue blockages during external refurbishment contracts.

Concerns relate to the following:

• Gas flues being dislodged during scaffold erection or dismantling;
• Gas flues being dislodged during over cladding work;
• Gas flues not being sealed properly at the external wall after the flue has been extended causing sections of the flue to fail;
• The capping or removal of flues within attic spaces or the blocking of roof tile flue vents;
• Air intake being restricted where the gas flue terminal was blocked with mortar and stones during roughcasting;
• Gas flue terminals being sealed over to prevent them becoming blocked with mortar and stones during roughcasting work; and
• Window and wall air flow vents being sealed (although this had no immediate health and safety risk, the system would fail a gas safety test).

The authority would like others to provide guidance on any possible processes you have which allow for the above to be checked and signed off.

 

HBM0391 - Rates of Pay for Building Maintenance role - 14.08.17

This local authority would be grateful if other local authorities could provide information relating to rates of pay for Building Maintenance Roles. The specific details the authority are seeking relate to the
following:-

What are your pay rates for the following roles:

Joiner
Plasterer
Plumber
Bricklayer
Roofer
Glazier
Lift Engineer (Servicing)
Lift Engineer (Installations)
Gas Fitter
Electrician
Painter
Slater

 

1. Are the rates subject to incremental progression or spot salaries
2. Are the above roles expected to be multi skilled and do additional
3. basic tasks in addition to their core skill e.g. joiner does basic
4. plastering to avoid a further trade visit
5. Are these roles still on craft terms and conditions if so please state if these are national or local terms
6. Are these roles on national pay bargaining or local arrangements

 

HBM0390 - Indicative costs for care home construction projects - 14.08.17

A local authority is undertaking an initial scoping exercise to ascertain costs for delivering new Care Homes and would be interested in any information you could share in relation to projects
undertaken in your local authority area in relation to any of the following:

• New build facilities with approx 30, 60, 90, or 120 beds
• Information related to the costs of extending current care home stock

If you have delivered or scoped the work for delivering a new care home with either 30, 60, 90 or 120 beds and/or have recently extended care home facilities, they would be very grateful if you
could please share a sentence to briefly describe the features of the new facility and an indicative
idea of overall cost. This will help them consider options to pursue.

 

HBM0389 - CCTV Review - 07.08.17

A Member Authority is currently undertaking a review of their CCTV and are seeking information regarding what other authorities are doing with their CCTV installed on housing estates and in blocks of
flats. The Member Authority is particularly interested the following:-

1. Do you currently have CCTV installed on your estates, if so what are the current numbers installed and are you looking to increase or decrease the number of cameras?
2. How do you monitor CCTV, is it through a central location and is it done internally or through a third party?
3. What types of property are covered? – high rise, retirement living, problem estates etc.

 

HBM0387 - Schedule of Rates - 26.07.17

A Member Authority is wanting to show best value and benchmark against other Local Authorities. The Authority is seeking information in relation to Council House Repairs and would like to
know the following:-

• Do you use a Schedule of Rates for repairs to your Council houses
• If you do, how do you demonstrate best value for the Council
• How do you benchmark your rate against market value
• Would you be able to provide an average value per job for each of your trades, and we can then compare with ours.

 

HBM0386 - Implementation of Section 20 with in-house repairs service - 18.08.17

A Member Authority has an overall goal to ensure they charge leaseholders fairly for the works they carry out. For repairs in communal areas to be recharged to leaseholder’s, their financial contribution cannot be more than £250 in one financial year. Once it exceeds this the Member Authority have to enlist their Legal Services to implement a Section 20 Notice, of the Landlord and Tenant Act 1985 (amended by the Common hold & Leasehold Reform Act 2002). This 3 stage consultation can take up to 90 days for any Replacement works or Improvement works. They ultimately do not want this to affect lead times and targets of getting the job done as quickly as possible. The difficulty is that the Authority have to provide a quote with a description of the works including a price. 

This then can be challenged by other companies of a similar corporate size.

The Member Authority are seeking information from other Authorities who have been affected by the implementation of Section 20 with in-house repairs service and are looking for advice, strategies and processes that have helped to make it a smooth transition to ensure the continuation of the service.’

 

HBM0385 - Typical cost for Repairs - 07.07.17

A Member Authority is looking to do a quick cost comparison exercise with any other Authorities/ALMOs/HAs etc. that are prepared to share their charges for typical repairs.

The Member Authority has attached a copy of a table (HBM0385 - Appendix 1) that contains a list of most commonly requested jobs and is seeking for information in relation to the cost that other
authorities charge for each of jobs.

In addition the Member Authority would also like to know:-

• what uplift do they put on subcontracted work ?
• do they operate a minimum charge system, and if so, what is the base charge for standard work, and how do they charge for emergency out-of-hours work.

 

HBM0384 - Confined Spaces Training for Craft Employees - 26.06.17

 

A Member Authority is seeking information in relation to confined spaces training and would be particularly interested in gaining more details on the following:-

1. Do you have a copy of your authorities confined spaces training for craft employees that you would be happy to share.
2. Is this training carried out internally or externally.
3. What is the cost of providing this training per employee.

 

HBM0383 - Electrical Periodic Testing of Council Properties - 22.06.17

A Member Authority are seeking advice from other authorities in relation the Electrical periodic testing of council properties. The recommendations for testing an electrical installation is 10 years from the date of a rewire and then every 5 years thereafter. For properties that have only partially been rewired it is every 5 years.

The Member Authority would be interested to hear how other authorities are operating this process.

1. Are all properties inspected or only a percentage. If only a percentage can further details be provided on the percentage level and how this percentage is determined e.g. random number per
street, voids only, property types etc

2. What is the extent of the testing, eg Do they carry out visual only testing of the full insulation. Only complete a full installation report if there are signs of deterioration or abuse. Complete a full
installation report on each inspection

 

HBM0381 - Defect on the manufacture of kitchens - 13.06.17

A Member Registered Provider has installed approximately 11