REPORT NO. HTG8 HINCKLEY & BOSWORTH BOROUGH COUNCIL HOUSING TASK

							                                                                       REPORT NO. HTG8

                    HINCKLEY & BOSWORTH BOROUGH COUNCIL
                             HOUSING TASK GROUP
                                15th MARCH 2006

PRESENT:             Cllr. Mrs. M. L. Sherwin       -     Chair

                     Cllr. Mr. P. Batty
                     Cllr. Mrs. R. Camamile
                     Cllr Mrs C.M. Claridge
                     Cllr. Mrs. M. A. Cook
                     Cllr. Mr. R. J. Furniss
                     Cllr. Mrs. M. L. Sherwin
                     Cllr. Mrs. E. A. Spencer
                     Cllr. Mr. D.W. Thorpe
                     Cllr Mr. K. Vessey
                     Cllr. Mr. R. Ward
                     Mrs. A Harris – TAP
                     Mrs C James – TAP
                     Mathew Baxter – Echelon Consultants

                     Officer in attendance: David Purnell – Housing Operations Manager
                     Tracy O’Grady – Housing Strategy and Enabling Officer


1.   APOLOGIES

     Apologies received from Cllr K Lynch, Cllr D Hinton substitute Cllr P Batty.

2.   CENTRAL HEATING SERVICING AND REPAIRS CONTRACT

     David Purnell informed the group of the content of the new contract due to start
     1.4.06. The contract value equates to £350,000 per annum for the next 3 years, with
     an option to extend a further 2 years. Assessment of the 8 tender documents was
     based on 80% price criteria and 20% quality. The second lowest price tender was
     selected. The new contractors will introduce AM/PM appointments, use hand held
     technology to improve efficiency and have a pro-active approach to attending tenant
     meetings, road shows etc.

     The new contractors are based in Liverpool but will have a local base and workforce.
     A request will be made for the contractor to make a presentation to the Task Group
     on a date to be arranged.

3.   REPAIRS AND MAINTENANCE CONTRACT RENEWAL – CONTRACTOR
     REPORT PRESENTATION

     Mathew Baxter of Echelon Consultants presented the content of the contract report.
     In response to this the following questions/comments were made:

           How do our current rates (£) compare with other local authorities?

        They compare well and are in the top quartile.




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Is the age of the stock impacting on the high level of emergency repairs?

No, the stock is in good condition, having already met the Decent Homes
Standard. In recent years (15-18 years) planned work has focussed on the
exteriors of properties, e.g. Roofs, double glazing, upvc doors. This has resulted
in a need to focus on internal works such as plumbing, electrics, new
kitchens/bathrooms etc.

 Need better planning and diagnosis of what the problems are (KPI). Jobs should
be recorded by type to give a level of understanding about where/why this is
happening to enable better planning of works.

Is there a log book for each house?

Yes, the history of each house and its components is contained within the
Orchard Housing System.

How does our level of emergency repairs compare with other local authorities?

High, we should be aiming for 10%.

The level of post inspections is also high (32.55%) need to reduce this to 10%.

Need to consider best way of encouraging tenants to respond to satisfaction
surveys. Discussed advantages/disadvantages of asking tenants to sign on
completion of satisfactory works. Ideas included a ‘Free Phone’ and also making
tenants aware of how much the works are costing and training for tenants about
their expectations and standards of work.

The high volume of works, valued at under £75, is where there is potential for
most abuse.

Skills shortages in this country could be addressed by using Eastern European or
other workforce, where will we advertise for tenders?

There will be an advert placed in the EU Journal.

Group agreement that we need a really tight contract linked into performance
related pay (KPI’s etc)

Are HBBC in a position to be offering 5 year contracts given the possibility of
government re-organisation of local authorities?

This has been considered, but does not present a problem. A novation clause
would be included in the contract.

Will members be given feedback on performance and how the new contract is
working?

Yes, KPI’s and performance management information.




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        The very tight timescale involved to complete all the necessary stages and to get
        the contract in place on time (September ?) makes us vulnerable, what can we
        do to alleviate difficulties?

        Yes, it is an extremely short/tight timescale. No need to have full contract in
        place for starting date, a letter of intent can be used in the interim. Also tenders
        will be informed about the timescales and need to be ready to start immediately
        upon notification of successful tender. A two week period can be saved over the
        planned timescale if we were to carry out visits during the tender time, as
        opposed to waiting until after the tenders have been shortlisted. This will
        obviously involve a few more visits, but can potentially save 2 weeks of valuable
        time
        .
          Tenants need to be informed about the changeover and disruptions to the
          service during this period. Expectations must be realistic, and tenants regularly
          updated and given feedback.

     Mathew thanked the core group and the people who attended the ‘Hearts and Minds’
     workshop for the enthusiasm and positive approach to the work involved in putting
     this report together.

     Mathew was thanked for the very thorough and excellent presentation.

4.   RETENTION OF ECHELON CONSULTANTS

     Discussion took place regarding the retention of the consultants for the second phase
     of the contract renewal covering the preparation of PQQ’s, invitations to tender, etc. It
     was agreed to recommend the retention of Echelon to carry out this work based on
     the fee submission, which was pro-rata the rates from the initial phase of the contract
     renewal.

     A unanimous vote was given to retain ECHELON. Proposed by Cllr D. Thorpe and
     seconded by Cllr R. Camamile.

5.   ALLOCATIONS POLICY GROUP FEEDBACK

     Discussion about the benefits of a points based allocation policy took place. Task
     group members wholly supported a points system as it enables the allocation of our
     very limited number of available properties to be directed to those in greatest need.

6.   SOUTH HAMS BEACON VISIT FEEDBACK

     The high housing costs and need for affordable housing in South Hams and their
     approach to this were discussed, as well as a new settlement and an Extra Care
     Scheme on the Yealm Estuary.

7.   NEXT MEETING

     The next meeting of the Task Group will take place on 12th April at 6 p.m.

     It was noted that a meeting of the Housing Allocations Working Group would take
     place on 30th March 2006 at 6.30 pm.


                               (Meeting closed at 9.00 pm)



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