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Agenda item

Partners for Improvement -Reintegrating PFI properties into our Repairs and Major Works Services.

Minutes:

Matt West, Assistant Director Property Services and Robert Matthison, Interim Head Capital Programme Delivery were present for discussion of this item and made a presentation to the Committee, copy interleaved

 

During the presentation the following main points were made

 

·       It was noted that Partners undertake repairs and maintenance to 4007 properties and 1111 communal areas, 31% of which are leasehold properties

·       All works include responsive gas repairs and cyclical testing, however it does not include communal areas which is not covered by Estate Services

·       Partners carry out approximately between 80-100 voids additional work per annum

·       The meeting was advised that the transfer will include 35 TUPE repairs staff

·       Most of the transfer will be conducted on an in house first basis

·       Members were advised that this programme is part of bigger project and it involves monthly Board meetings with oversight by DDB HMT and project delivery team. There are six interconnected work streams, including IT, Finance, HR, contract negotiation, housing management and contract delivery and that there is a dedicated contract manager to bring together work streams

·       Staff is working with PFI who will still provide services post April when properties are transferred

·       Repairs team still have several members of staff who were instrumental in the outsourcing in 2014

·       Members were advised that the Council employed the services of  independent QS company to validate the Partners repairs data and confirm the services and proposed delivery budgets. Hand back survey has been completed on Partners Improvement. Pre-emptive restructure of repairs to create sufficient management cover for the new stock and TUPE transferred posts. Preparing to purchase an additional 30 vans and vehicles which will be green to service new staff.

·       Contracts will include clauses to include PFI stock and Repairs IT requirements have been provided to manage the IT work flow. Discussions continue with PFI managers about transferring work and staff are being briefed about TUPE arrangements over the Summer and Autumn

·       Opportunities and risks were highlighted, experience of managing street properties and understanding the challenges of planning and design is welcome. In terms of challenges, the Council recognises that large number of boilers are reaching end of life so there will be considerable boiler replacement over the first few years of transfer. It was also noted that the transfer will generate employment opportunities especially local employment, apprenticeships and work experience. It was noted that the Council is aware that there will be big changes for the service and it is planning to minimise disruption

·        In terms of capital works, PFI 2 properties will be integrated into the newly formed street properties programme. There is a dedicated in house team in place to manage works and the Service is currently mobilising contract with AD contractors.

·       An initial pilot to 5 LBI street properties is taking place in July. Information and survey data being used to formulate programme for future years. Works will include repairs/renewals of roofs, rainwater goods, brickwork, windows and external and communal decoration. Noted that the results of the initial pilot of the 5 street properties would be reported back to the Committee

·       PFI 2 is a big challenge and the focus is on delivering the best tenant focused service possible

·       It was noted that work streams are reporting into Programme Board

·       In response to a question it was stated that the handback survey had identified the repairs that Partners needed to complete, however any outstanding repairs from Partners the Council would be financially recompensed for

·       The Chair stated that the Council needed to ensure that a transfer data plan was in place for transfer and that an implementation specialist was employed to ensure the system worked correctly. Members were informed that a specialist was in place but that the Committee could be updated on progress at a later date

·       Noted that all apprenticeships created by the Council had led to full time employment

 

 

 

 

The Chair thanked Matt West and Robert Matthison for attending