2019

HBM0479 - Providing access for the Fire Service in multi-storey properties - 241219

This authority’s Building Services has installed fire boxes (with key supplied) in all of their multi-storey properties in order to provide access for the Fire Service. They use the same key for all fire boxes and the master key is kept in their main depot. They have noticed that other on-site contactors are using the key in order to complete their services. However, in numerous occasions, the key has not been returned to the fire box. Due to the above, they are interested to hear what the arrangement is of other local authorities to provide access for the Fire Service in multi-storey properties?

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HBM0478 - Stores Barcoding - 231219

A Member Authority are seeking information with regards to the maintenance of assets and the associated cost. The Member Authority are specifically looking for information regarding the following:-

1. What percentage of maintenance costs are budgeted for, in proportion to their total asset value?

2. Is there a recognised percentage, that your authority work to, which should be allowed for annual maintenance as a percentage of the overall value of the asset?

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HBM0477 - Performance Networks – Building Maintenance – Housing – PI85 - 231219

A Member Authority are current seeking information regarding the Performance Networks, Building Maintenance -Housing Performance Indicator PI85 - Percentage of housing dwellings that received four or more maintenance visits during the year. The Member Authority are specially looking for information regarding the following:-

1. Does your authority include all responsive repairs as part of this measurement or do you omit categories for any reason (e.g. arising from contractual matters, access issues, types of works undertaken)?

2. As well as the annual reporting, does your authority track performance against this through the year? If so, how?

3. Has your organisation used measurement of this PI to improve performance in housing maintenance? If so, how?

4. Has your organisation encountered any benefits that have stemmed from reporting against this PI? If so, how?

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HBM0476 - Stores barcoding system - 231219

A Member Authority are interested in gaining information regarding stores barcoding systems. The Member Authority are specifically interested in the following:-

1. How does your system work regarding the booking in/ out of materials and how does this in turn help to manage our stock levels.

2. Do you use Total’s stores module?

3. If not, which system do you use?

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HBM0475 - The service and maintenance of specialist disabled equipment - 191219

A Member Authority is seeking information regarding the service and maintenance of specialist disabled equipment , i.e. rise and fall baths, closomat toilets etc . The Member Authority would like details of the following:-

1. What arrangement does your authority have in place to manage the service and maintenance of specialist disabled equipment

2. Do you have a service and maintenance plan in place for any equipment that is out of its warranty?

3. Do the tenants pay for this service?

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HBM0474 - Out of hours telephony system for repairs and maintenance - 251119

A Member Authority are starting to review their out of hours repairs service and are keen to understand what other authorities have in place for the out of hours telephony system. The Member Authority would specifically like to know the following:-

1. Does your authority operate / run an out of hours telephony system for repairs and maintenance? If so, how are calls answered (i.e. directly delivered, outsourced)

2. What type of repairs do you undertake out of hours?

3. What are your target response times?

4. What are the costs associated with operating the service?

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HBM0473 - Stores Barcoding - 191119

A Member Authority are currently reviewing their stores arrangements and would like information on the stores barcoding systems that other authorities have in place. Specifically they are interested in the following:-

1. How does the system work regarding the booking in/ out of materials

2. How this in turn helps to manage our stock levels

3. What system does your authority use?

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HBM0472 - Gas servicing of council houses - 191119

A Member Authority are interest in how other authorities carry out their gas servicing of council houses. The Member Authority specifically want to know the following:-

1. Does your authority provide gas servicing in house? If so, please can you provide further details

2. Does your authority use external contracts? If so, please could you provide details including the charge for this

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HBM0471 - Engaging with and vetting housing providers - 141119

A Member Authority are currently considering the best ways of engaging with and vetting housing providers who they want to work in partnership with, to provide high standard, sustainable homes for vulnerable people. The Member Authority are various considering various options from setting up a Framework, using the DPS or just having a preferred partnership list. The Member Authority are seeking information on how other authorities engage with this market and the pros and cons that have been experienced.

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HBM0470 - Automatic vehicle wash facilities - 141119

This authority would like to ask others:

1. Do they have automatic vehicle wash facilities?

2. If so, who they have a contract with to undertake servicing and maintenance (ideally with the name of the company / contacts)?

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HBM0469 - Fire Safety Policies – 041119

A member authority is reviewing it’s Fire Safety Policy for its housing and managed properties. This authority’s HRA stock is comprised of 4,763 social rented homes along with 1,176 leasehold properties. 46% of the HRA stock (2,203) is flats, 11%, (512) is sheltered flats in 17 schemes. 43% of the stock is houses, with the rest being maisonettes and bungalows. They do not currently have any high rise accommodation, with 4 storeys being the highest. They would like to hear from similar authorities regarding what items they have in their fire safety policy, and would appreciate you sharing your fire safety policies with them.

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HBM0468 - Planting schemes on developments - 041119

Best fit for this would be Housing and building maintenance. A member authority is interested to receive information from any local authority who have the function of local planning authority. When issuing planning conditions relating to planting schemes on developments, do you stipulate a period longer than five years for the replacement of failed trees? If so, how long is the stipulation for and on what evidence/factor(s) is this period based?

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HBM0467 - Tenancy agreements for vulnerable clients – 300919

In light of the growing trend towards the provision of supporting living accommodation for vulnerable clients. A Member Authority is seeking information regarding how other Councils are dealing with tenancy agreements that need to be granted to clients without capacity, where there is no deputy or power of attorney in place.

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HBM0466 - Business Services Manager role in repair and maintenance – 300919

A Member Authority is seeking information regarding the role of Business Services Manager within the repair and maintenance service. The Member Authority are specifically interested in the following information:-

1. What is the rate of pay for the Business Service Manager or similar role in your authority?

2. What is the scope of responsibility in terms of management?

3. What duties fall within the remit of the role?

4. Would you be happy to share a copy of the job specification and role profile.

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HBM0465 - CSCS Cards for in-house repairs and maintenance staff - 030919

A Member Authority is seeking information regarding the arrangements other authorities have in place for in-house repairs and maintenance staff and Construction Skills Certification Scheme (CSCS Cards). The Member Authority are specifically interested in the following:-

1. Do you have in-house staff who undertake repairs and maintenance on social housing properties?

2. If so; is it your policy that these staff hold CSCS cards?

3. If yes; (i.) what was your rationale for this? (ii.) which staff and how many staff hold them? (iii.) do you make staff pay for their own CSCS cards? (iv.) what benefits do you think CSCS cards bring you, compared to the cost?

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HBM0464 - An APP for tenants to report repairs - 030919

A Member Authority is looking to develop APP that enables tenants to report repairs etc and are seeking information from other organisations that currently have an APP. The Member Authority are specifically seeking information regarding the following:-

1. Do you have an APP for building maintenance and repairs

2. How was the app developed e.g. in-house or using a developer

3. Do you have an APP for customers and a separate APP for internal staff (i.e. to complete forms etc.)

4. What functional does the APP have?

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HBM0463 - Offering a repairs and maintenance service to private home owners and local businesses - 290819

A Member Authority is currently reviewing options for offering a repairs and maintenance service to private home owners and local businesses. The Member Authority is seeking information regarding the following:-

• Does your Council currently offer a repairs and maintenance service to private home owners and local businesses?
• If so, are you able to advise what considerations were taken into account when setting up this service in terms of the impact to local companies, what were the challenges they faced during the initial set up and has offering this service been profitable?

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HBM0462 - Climate change and S106 contributions - 210819

A Member Authority is seeking information regarding what policies other Councils have in place to mitigate the impact of climate change in Section 106 Agreements.

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HBM0461 - Planting schemes on developments - 010819

Best fit for this would be Housing and building maintenance. A member authority is interested to receive information from any local authority who have the function of local planning authority. When issuing planning conditions relating to planting schemes on developments, do you stipulate a period longer than five years for the replacement of failed trees? If so, how long is the stipulation for and on what evidence/factor(s) is this period based?

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HBM0460 - Internal billing of repairs service - 010819

A Member Authority are currently in the process of reviewing and potentially streamlining the internal billing procedures. To assist with the review the Member Authority are seeking information regarding what procedures other authorities have in place to internally bill the Repairs Service. A copy of the Member Authorities current procedure is attached for information.

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HBM0459 - Open Space Provision on New Housing Developments - 020719

A member authority is looking to develop a supplementary planning policy regards open space provision on new housing developments and are interested to hear from other local authorities regards their approach on the following:

• How do you apply triggers (no. of dwellings) to seek different types of open space provision for new housing developments and justification for these?
• How have you determined what financial contributions apply for different types of open space provision in lieu of on-site provision?

The information received from other authorities will help them to develop their own Supplementary Planning Document to go with their Planning Policy. This policy need to evidence based and response from member authorities will help them to provide this.

A further question they would like information on is:

• how many houses would you build to trigger providing a playground? Once they have developed their policy they would be willing to share with those who have responded to their query.

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HBM0458 - Sustainability in housing - 190619

A Member Authority is seeking information regarding how it can improve the sustainability of its existing and future housing stock. In particular the authority are looking for information regarding the following:-

1. What are other Council-led housing development standards that have been set in terms of sustainability, design, space, accessibility, performance, quality, crime prevention and tenure?

2. How have these standards been set in terms of policy requirements above legislation requirements?

3. What performance indicators do other Councils use to measure the quality of housing stock (affordable or otherwise) in terms of sustainability, design, space, accessibility, performance and quality crime prevention and tenure, etc?

4. What measures do authorities take to influence other house builders in the area to improve/manage the quality of housing stock in the area?

5. Are there any best practice examples and lessons learned from the retrofit of existing housing stock?

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HBM0457 - Face-fit masks – 170619

This authority would like to find out how others are coping (or will cope) with the recent matter of all those wearing face-fit masks in construction must be clean shaven. How has this (or will this) be communicated and what are they doing if those requested do not want or refuse to shave every day?

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HBM0456 - Smoke Alarm Servicing - 170619

This local authority would like to find out from others:

1. Do any other authorities force entry in the event of multiple no access when attempting to service smoke alarms?

2. If yes to above, do they have procedures they can share?

3. How often do other authorities service their smoke alarms?

4. Do any other authorities interlink their smoke alarms and CO detectors?

5. If yes to above, what type of alarms do they use and are all alarms hard wired or radio linked

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HBM0455 - Annual gas servicing programme - 030619

A Member Authority are currently conducting a review of the councils building maintenance and repairs service and are seeking information regarding what other authorities services. In particular they are interested in the following.

1. What is the size of stock requiring an annual CP12 gas service

2. What is the percentage of CP12s completed in

3. What is the average cost per gas service

4. How many properties (requiring a gas service) per gas engineer responsible for doing servicing/ FTE (ratio)

5. What is the percentage of successful access on 1st attempt, 2nd attempt 3rd attempt….etc

6. How many cap offs or forced entries do you have per year

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HBM0454 - Housing repairs and maintenance contractors sick pay - 030619

A Member Authority are seeking information regarding the following:- Does your authority contractually require their housing repairs and maintenance contractors to pay occupational sick pay on the same basis as National Conditions of Service for local government staff? If an authority has a direct labour organisation for this work are National Conditions of Service applied, or is the work carried out through a separately constituted company?

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HBM0453 - Supplementary Planning Documents – Section 106 contributions – 150519

A Member Authority have recently consulted on Supplementary Planning Documents, four of which seek section 106 contributions. The Member Authority are looking to benchmark information with other local authorities section 106 contribution charges for the following:

• School places – contribution figure per school place required if possible, and how that is calculated
• Open space
• Affordable Housing
• Sustainable Travel

The Member Authority would also be interested in seeing the details of the Supplementary Planning Documents on the above topics, therefore it would be helpful if you could provide an relevant links to the documents.

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HBM0452 - Electrical and gas lock off procedure and temporary lighting and power - 150519

A Member Authority are seeking information regarding the following:

1. Does your authority operate an electrical and gas lock off procedure on void properties, if so can you provide your procedural document

2. Does your authority provide temporary lighting and power? If so how is this managed

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HBM0451 - Building Maintenance M3 NHF SOR List - 020519

A Member Authority are currently reviewing their building maintenance systems and are seeking the following information from other local authorities:-

1. Do you use the M3 NHF SOR List?

2. If so do you also use Northgate OHMS?

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HBM0450 - Modular office accommodation on an operational waste vehicle site - 020519

A Member Authority are looking to replace the existing office accommodation on an operational waste vehicle site with a new modular building. The Authority are opting for modular as this option will minimise the ground disturbance given the contamination and constraints of the site. The Member Authority would be interesting in gaining details of similar projects that other councils have undertaken.

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HBM0449 - Operating hours for Building Services - 160419

A member authority is reviewing their operating hours for Building Services and are seeking information regarding the following:-

1. What operating hours are worked as a standard week in Building Services.

2. Are there flexible hours offered to operatives to offer additional appointment slots

3. Do you offer any appointments outside of core hours, if so how are they resourced and paid for?

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HBM0448 - Software / Management Systems for Building Maintenance and Repairs - 160419

A member authority are currently reviewing their building maintenance software and are keen to gain information from other council on the following:-

1. What software / management systems do you currently use to manage the “big six” areas of asset & building compliance?

• Fire Risk

• Asbestos

• Water Hygiene

• Gas Servicing

• Electrical Inspection

• Lifting operations (LOLA)

2. Why was that specific software chosen and what are the benefits and limitations of the software for each compliance area?

3. If separate does the compliance system integrate with your asset management system?

4. Are you available to discuss the above if required?

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HBM0447 - Annual Gas Services and Safety Checks – 280319

This local authority would like to find out from others:

1. Do any other authorities still carry out full gas services? If so, please provide information on what your service involves.

2. If you do carry out full gas services, is there a business reason for this?

3. Have any authorities changed recently to safety checks and have they realised any benefits?

We intend continuing to carry out full services to all non-condensing boilers and would be interested to hear from any Authority with these type of boilers that carries out a safety check only.

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HBM0446 - The management and administration of Statutory maintenance and compliances - 250319

A Member Authority is reviewing the management and administration of Statutory maintenance and compliances across operational, non-housing properties, e.g. Water Quality Monitoring, Fire Alarm servicing, EICR. etc. As part of this review, the authority wish to consider specific, packaged systems which are available to control the flow of information, action and certification in this area. The Member Authority are specifically interested in gaining information regarding the following:-

1. Do you have an electronic management system for managing statutory compliances in operational properties?

2. Is this a bespoke system, self-built or an off the shelf product, such as SFG 20?

3. Is this part of a wider asset - management system?

4. Are your statutory maintenance and compliance inspections, servicing and works undertaken by directly-employed, in-house personnel, by external contractors, or by a combination of both?

5. Can you highlight any pros or cons, or outline any relevant experiences of using your particular system for this purpose?

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HBM0445 - Hydrotherapy facilities - 250319

This authority would like to ask others:

1. Do you have Council run hydrotherapy facilities within a school/campus which are available for use outwith school hours?

2. If yes, what is your charging structure?

3. If yes, what risk assessments have you undertaken to facilitate this access and who undertook them?

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HBM0444 - Placement of fire extinguishers in the communal areas / flat corridors from sheltered accommodation schemes - 110219

A member authority is currently reviewing the placement of fire extinguishers in the communal areas / flat corridors from sheltered accommodation schemes with a view to removing them. The authority is seeking information regarding the following:-

1. What approach has been adopted at your authorities?

2. Why has the approach been put in place?

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HBM0443 - Biomass Boilers - 110219

A member authority is currently experiencing issues with biomass boilers, in particular the authority are experiencing an issue of explosive ignition which can cause the glass in the door on the front of the boiler to shatter. They would be interested to hear if other authorities are experiencing the same issue and if so how has it been resolved.