BACKGROUND PERFORMANCE 2013/14 At the end of 2013/14 The average - PDF document

29/12/14 BACKGROUND PERFORMANCE 2013/14 At the end of 2013/14 • The average re-let time for routine voids was 54.5 days • The number of voids held was 457 VOID REPAIRS & PROPERTY The annual spend on materials was £842k • LETTINGS 1239 properties had been let • A challenge report had identified a number of areas for • P E R F O R M A N C E U P D A T E & S E R V I C E I M P R O V E M E N T P L A N S improvement including performance management, process, standards & specifications and use of resources VOIDS IMPROVEMENT VOIDS IMPROVEMENT THE WORKSTREAMS THE WORK SO FAR The VIP Project was set up consisting of 4 workstreams So far the project has 1. Performance Management • Implemented voids capital kitchens project Improved management reporting information • To improve management data • To review work area targets for all sections • Reduced material spend by £255k • 2. Process Reduced void time by 16 days, saving £50k in rent loss & • • To improve average re-let times £30k Council Tax in first 6 months 3. Standards & Specification Conducted a benchmarking exercise of the minimum • To look at the way that capital works are conducted during • lettable standard the void period Commissioned consultants Red Quadrant to map the • To refresh minimum lettable standard and manage tenant • allocations & voids processes and identify areas for expectations 4. Resources improvement Contributed to corporate fleet review analysis To improve the way in which the service uses its resources • • PROCESS MAPS PROCESS MAPS ALLOCATIONS PROPERTY REFURBISHMENT Clearance, Pest Tenant gives Advertise Choice based Tenant hands Property Create advert Shortlisting Control & notice properties Lettings cycle keys in inspection Asbestos The Choice based Tenancy management Tenant returns keys to Tenancy management Properties advertised Lettings cycle runs Voids technician Property is cleared, Outgoing tenant gives officers compile a Area office. Average officers produce on website and from Weds to Mon. inspects the property sent to pest control 28 days notice of shortlist of applicants re-let time calculated approximately 60 vacancy sheets Applicant can bid for and specifies works and surveyed for termination for each property from the date the adverts a week produced up to 3 properties per required asbestos if required prioritised by banding tenancy is terminated week Capital Escorted Works by other Voids Works Ready to Let Offer Ready to Let Sign up Occupation Programme sections viewing Works Following eligibility Estate management Additional works Capital programme Tenancy management Notification is sent to check an offer letter is Notification received officers conduct New tenant moves in. required such as damp works such as new Voids repairs works are officers carry out Property Lettings team sent to the shortlisted from Voids repairs that escorted viewings. Average re-let time is proofing, timber kitchens, bathrooms, carried out as per the approx. 60 sign-ups per that property is ready applicant. Applicant property is ready to let Prospective tenant can calculated to this date treatment, woodworm boilers and rewires are specification week to let can refuse offer refuse at this point treatment carried out 1

29/12/14 The Property Property became vacant following the eviction of the • previous tenant The property required clearance of items left by the • outgoing tenant before the voids work could commence. Living Room In the living room, the team • Cleaned switches & sockets Removed tenants own poorly laid laminate flooring • VOIDS CASE STUDY Removed fire surround and made good the wall • Patched plaster on wall & ceiling • Renewed internal doors • 3 B E D H O U S E I N N E W P A R K S Hallway In the hallway, the team • Cleaned switches & sockets Tested smoke alarms • Repaired stair nosing • Patched plaster on wall & ceiling • Boxed in stair balustrades • Master Bedroom In bedroom 1, the team • Replaced broken window and fitted plasterboard above doorway Replaced skirting board • • Plaster-boarded & skimmed blocked doorway • Renewed internal door Bathroom Bedroom 2 In the bathroom, the team In the bedroom 2, the team • Removed shower, capped off pipework and tested fan • Plaster-boarded & skimmed blocked doorway Checked flue strapping on boiler • • Removed cupboard door, architrave, fire surround and • Replaced damaged wall tiles made good wall • Patched plaster on wall & ceiling, renewed internal door • Patched plaster on wall & ceiling Replaced vinyl floor tiles as per asbestos method statement • Renewed internal doors & fixed skirting board • Bedroom 3 In bedroom 3, the team • Cleaned switches & sockets Removed nails and screws from walls • Patched plaster on wall & ceiling • • Supplied and fit window restrictor • Renewed internal door Timeline of this property Outbuilding Day ay 1 Day ay 3 In the outbuilding, the team • Renewed the shed door Renewed door locks Voids technician • Voids technician collects Removed timber store from shed roof completes inspection and • keys from housing office EPC Garden Day ay 11 11 Day ay 8 In the garden, the team Capped & locked gas meter • • Secure front door and replaced trim Voids work commences Clearance complete Renewed front fence • • Removed unauthorised door and window Garden continued Day ay 23 Day ay 27 27 • Remove structure around pond Remove brick wall • • Dig up and raise patio area New tenants move in Ready to let • Clear and strim garden Fill and level pond • 2

29/12/14 CURRENT POSITION CURRENT POSITION PERFORMANCE 2014/15 PERFORMANCE 2014/15 Average re-let time - Routine voids Average re-let time - Routine & Long-term voids 90.0 160.0 80.0 140.0 70.0 No of days 120.0 No of days 60.0 100.0 50.0 80.0 40.0 60.0 30.0 apr may jun jul aug sep oct nov dec jan feb mar 40.0 apr may jun jul aug sep oct nov dec jan feb mar 2013-14 38.6 47.7 50.9 49.0 61.3 59.9 58.7 82.8 52.1 55.9 45.2 54.5 2013-14 46.9 57.1 54.0 63.4 101.1 154.1 87.0 93.0 156.5 115.5 142.0 112.7 2014-15 64.0 47.6 50.5 45.7 42.4 37.4 38.0 2014-15 98.8 91.5 93.8 112.7 114.4 85.4 100.6 CURRENT POSITION CURRENT POSITION PERFORMANCE 2014/15 PERFORMANCE 2014/15 Rountine/Long-term voids 2014/15 No of voids held 500 475 450 450 No of properties 400 425 350 No of properties 300 400 250 375 200 350 150 100 325 Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar 50 2013-14 338 381 381 410 428 422 406 408 405 428 437 443 0 2014-15 457 422 403 408 434 378 345 Apr May Jun Jul Aug Sep Oct Long-term Voids 192 191 216 195 234 182 182 Routine Voids 265 231 187 213 200 196 163 CURRENT POSITION CURRENT POSITION PERFORMANCE 2014/15 PERFORMANCE 2014/15 Voids held by area Number of properties let per month Humberstone & Beaumont Leys 200 Rowlatts Hill & Mowmacre Sheltered Saffron & Eyres 180 housing Monsell 160 Braunstone 140 No of Lets 120 New 100 Centre Parks 80 60 apr may jun jul aug sep oct nov dec jan feb mar 2013-14 112 72 87 105 69 125 98 104 114 90 113 150 2014-15 91 106 156 118 113 183 139 3