Housing Maintenance, Repairs & Improvements Flashcards
What were the exact conditions of the timber windows and doors at the Aylesbury property?
They were in a poor condition
Showed significant signs of wear + tear, including rot
How did you gather the quotes for repairing, redecorating and replacing the units for the Aylesbury property?
Looked through list of approved contractors + selected 2 contractors within 10 mile radius
Created specification of works for send for both options - repairing/redecorating + replacing units with UPVC
Sent specifications to contractors + checked to see if costs were legitimate using online sources
In your report, how did you communicate the long-term benefits of choosing the more expensive uPVC option over repairing and redecorating?
Focused on enhanced insulation, energy efficiency, durability + low maintenance requirements of UPVC units
Emphasised that these benefits could result in savings for my client over time
What other elements, besides cost, did you consider when recommending uPVC replacement units?
Considered factors, e.g. improved insulation, increased property value, energy efficiency + potential for higher rents
What potential benefits did you identify for the use of uPVC units in relation to the property’s EPC E-rating?
Identified that UPVC units could improve E rating
High level of insulation would contribute to reduced energy consumption + lead to improved rating
How might the installation of uPVC windows and doors impact future maintenance issues?
Likely to reduce future maintenance issues
Unlike timber, UPVC doesn’t rot or require regular painting, which can result in lower maintenance costs over the long term
When you identified a potential for higher rent following the improvements, how did you explain this to your client?
Explained that improvements would not only increase property’s value but could also attract a higher rental income due to improved energy efficiency
Which primary and secondary data sources did you use to support your recommendation?
Primary - quotes, inspection, consultation with tenants
Secondary - online research, comparison of window + door prices
Did you involve or consult with the tenants during this decision-making process? If so, how?
Spoke with tenants to understand past experiences with heating
Were grateful that windows were to be replaced
Did the client have any initial objections to your recommendations given their objective to minimise costs, and how did you manage those objections?
They did push back initially due to high upfront cost
Managed their objections by explaining long-term benefits that UPVC windows would provide in terms of improved energy efficiency + lower maintenance costs
Talk me through your advice regarding the windows at the property in Aylesbury
Recommended windows to be replaced with UPVC units
Recommended more cost-effective contractor
How did you present your advice?
Called client to beforehand + presented detailed recommendation in a report format
Why was this good advice?
Encouraged client to consider MEES. Although EPC acceptable, could be at risk if regs change
Could increase property’s value when come to sell it
Considered tenant - would reduce energy bills, helping to foster positive landlord tenant relationship
Did you check any planning conditions prior to offering this advice?
Yes - the building was not listed
To improve the rating of the EPC would you have to replace all the windows or just the worse ones?
Replacing the worse ones would help improve energy efficiency rating, especially single glazed windows
Who can install windows?
Professional window contractors
How long would the guarantee last?
Depends on the manufacturer but roughly 10-20 years
How do you identify your clients Objectives? How often would you recommend that these are reviewed?
Normally it would be through ToE
Would also set up a meeting with client before commencing work
Communicate regularly with client + review as often as is necessary (wouldn’t specify fixed time period as would depend on individual circumstances)
What factors did you consider while reviewing the scope of work for prioritising properties?
Whether property was let or vacant
State of repair
Safety or immediate concerns
Whether AMs or building surveyors were doing works to property + whether works could be grouped together to save on costs
Location - properties in the same location could be grouped to save on costs
How did you manage the constraint of a limited budget for the financial year?
Prioritised properties + works based on importance + urgency
Ensured essential repairs were done first
Obtained options for different work to ensure most cost-effective solution
Why did your client have a budget for works?
Money is public money - need strict measures in place to not overspend on unnecessary works
What was your client’s response to the prioritisation schedule you developed?
Found it a helpful tool in understanding tasks + properties which should be prioritised
How did you assess + accommodate budget constraints while managing the works?
Kept excel spreadsheet + kept track of quotes, costs + timescales to ensure we stayed within budget
What strategies did you apply to address the issue of weather constraints impacting the external decoration works?
Ensured works were undertaken in appropriate weather conditions
Communicated efficiently with contractors to ensure returned quotes in timely manner
Worked closely with client - responded to any issues quickly + maintained regular communication to ensure works were approved in timely manner
How did budget limitations affect the strategy for external maintenance works?
Required us to focus on most important maintenance + repairs
What was your specific process you followed to advise your client on property prioritisation?
Carried out a thorough inspection of all properties allocated by asset managers to assess current state + urgency of required works
Helped me advise client on which properties should be at top of priority list
How did you map out the process of adding properties to the next year’s tracker in consideration of budget limits?
Made use of an excel spreadsheet to keep a record of all the properties we could not complete over the financial year
Which properties did you advise your client to prioritise + why?
Let properties in the worst condition with specific works requiring more urgency
Also considered location - if 5 properties in the same area, grouped these together to ensure more cost-effective approach
Also looked at whether AM or building surveyor was doing any works + works could be done at same time under a separate budget
Please describe your prioritisation approach
Priority 1 - preserving capital value. Works to general fabric of building required to stop immediate deterioration
Priority 2 - maintaining condition
Priority 3 - cosmetic improvements
What would happen if your client didn’t undertake priority 1, 2 + 3 works?
Priority 1 - reduce value, impact use/enjoyment by tenant, impact asking rents, generate complaints
Priority 2 - impact use/enjoyment by tenant, impact asking rents, generate complaints
Priority 3 - impact asking rents + generate complaints
What would be at the top/bottom of the list
Top of list:
Let properties
Properties with priority 1 works - roof repairs, preventative damp measures, render repairs, repointing
Bottom of list:
Vacant properties
Properties with priority 3 works - cosmetic improvements only
How many years do you plan in advance + why?
For the portfolio I have worked on, the programme I managed was quite new + in its early stages of testing. No strict plan in place
I believe the future strategy however is to plan 3-5 years in advance
What works were included in your scope?
Preventative damp measures
Roof repairs
Chimney works
Rainwater goods
Boundary repairs
Patio/pathway repairs
Window/door repairs/replacements/redecorations
Brickwork repointing
Render repair/redecoration
Repairing/removing unstable structures + outbuildings
What role did the allocated budget for the financial year play in the prioritisation of the work programs?
Played a significant role in how works + properties were prioritised
Helped us decide what works to undertake + what works to allocate to following year’s tracker
Why was your advice + prioritisation approach of value to your client?
Allowed works to be undertaken to preserve capital value of properties + maintain current condition
When it comes to sell properties, won’t make a loss
In some cases - allowed properties to be bought up to a satisfactory visual standard where tenants were previously unsatisfied - potentially reduced risks of complaints
Programme was successful - client has decided to expand scope of works + increase budget for next financial year
What kind of repairs or installations did you recommend for the property in Cheshire?
Repair of gutter, repointing + replace damaged brickwork, french drain to be installed + internal area of kitchen to be stain blocked + redecorated
How did the tenancy agreement relate to the need for these repairs?
Stated responsibility for repair works lay with landlord
Was therefore essential to carry out repairs promptly to comply with lease agreement
Did you inform your client about the costs and timescales of the work?
Yes - detailed this information + gained approval before instructing works
What process did you follow after the work was completed for the property in Cheshire?
Inspected works with building surveyor to check satisfactory + issues were solved
Did you authorise the payment of the invoice after checking the works at the Cheshire property?
Reviewed + authorised payment of invoice only after verifying contractor had completed work to agreed specification
What was the condition of the residential property in Cheshire?
Good condition apart from leaking gutters, damaged brickwork + area of damp in kitchen
You identified damp and recommended remedial repairs - what the issues could have been present with this defect?
Damp could’ve spread + led to structural damage
Could lead to mould growth - potential health risks to tenants
If left, may have negative impact on property value
Were any further tests commissioned?
No
What kind of problems did the tenant inform you about?
Tenant informed me there was a localised area of damp in the kitchen
When and how did you identify the damage to the gutter?
During my inspection
Identified water was leaking + there was a missing bracket
What was the state of the brickwork you found under the gutter?
Outer layer was flaking + could see inner material
Appeared to be badly weathered + eroded
Who did you consult with about the property’s condition?
Asset manager, building surveyor, client + a contractor
Talk me through your inspection for the Cheshire property
Instructed to carry out external maintenance inspection + identify required works
Arrived at property, tenant informed me of area of localised damp in kitchen
Carried out external inspection, identified leaking gutters + spalled brickwork above patio. Thought gutter was leaking onto patio + hitting bricks, causing damp
Carried out inspection of internal area, noting area of damp in kitchen. Also checked for other areas which there wasn’t
Consulted with a building surveyor about damp in kitchen. They confirmed my observations + recommended gutter be repaired, 20 bricks be replaced + french drain be installed
What kind of damp was evident?
Penetrating damp
Talk me through your advice for the Cheshire property
Recommended works suggested by building surveyor
Also recommended that damp area in kitchen be stain blocked when completely dry + redecorated after damp remedials
Recommended timescales for work. Part of a larger works project with same contractor. Advised client that works would be prioritised
How long should the plaster dry out for before redecoration?
Depends on factors such as weather, ventilation, thickness of wall + type of plaster but generally 15 days
Why did you consult a building surveyor?
To confirm my findings + to avoid giving my client incorrect advice
Why was this good advice?
Prevented damp area from spreading + issues getting worse
Added credibility to advice by consulting building surveyor + did not want to act outside area of competence
Avoided potential complaint from tenant + highlighted obligations of landlord in accordance with tenancy agreement
Would you arrange a re-inspection?
I reinspected with the building surveyor to ensure the works were complete to the agreed specification
What is a french drain?
Trench filled with shingle
How was the french drain installed + why was this beneficial?
Patio slab cut back where met base of brick + filled with shingle
Reduces splashback onto wall surface
What is a stain block?
Prevents stains from bleeding through top coat of paint
How have you managed works in progress / payments?
Overseen programme of works to a portfolio of properties for one of my clients
Inspected properties to identify works, managed contractors, and have signed works off + instructed accounts team to pay contractors once happy with works standard
How have you advised on defect liability and dispute resolution procedures?
What dispute resolution procedures are available?
ADR methods - negotiation, mediation, arbitration & adjudication
What are the likely causes of disputes?
- Late payments
- Snagging issues
- Unpaid rent
- Contractor management issues
How have you provided strategic advice on L&T matters?
When considering maintenance + repairs to properties, I have reviewed lease agreements + advised who should be undertaking the repair in accordance with agreement
How have you responded to clients’ needs?
Responded to clients’ needs in response to cut in budget
Had to adapt + adjust approach
This involved prioritising the properties in the worst state of repair + specific works
How have you managed a works programme?
Managed annual external maintenance programme for a portfolio of properties
Inspected properties, identified works, obtained quotes, communicated with client, advised on repairs, managed works, approved works once completed
What type of property was S. P. Mews?
Small terrace property part of wider converted barn development
3 bedrooms, solid brick walls, timber roof with slate tiles
What safety issue did you encounter at S. P. Mews?
Identified that there were several loose slabs in the garden, posing a potential health + safety hazard to tenant
Describe the approach you took at S. P. Mews
- Identified several loose patio slabs
- Considered this was a H&S risk to tenant + other visitors
- Informed tenant immediately + instructed area to be sectioned off
- Informed client + obtained quotes
- Cost was below £2,000 so instructed works to be rectified immediately
Who was responsible for the repairs for S. P. Mews?
The landlord as confirmed within the lease agreement
What steps did you take upon identifying the loose patio slabs?
- Identified several loose patio slabs
- Considered this was a H&S risk to tenant + other visitors
- Informed tenant immediately + instructed area to be sectioned off
- Informed client + obtained quotes
- Cost was below £2,000 so instructed works to be rectified immediately
Does the occupant have any impact on the speed at which these works need to be completed at S. P. Mews?
Was there a mechanism within the lease that meant the tenant should have reported the loose patio slabs?
Yes - said that tenant must report issue to landlord once aware (normally under Section 11 of LTA 1985)
However - tenant informed me that they were not aware of the issue
How did you breach the subject with the tenant?
Had a conversation with them - they informed me that they were not aware of the issue
What would have been the implications if the patio slabs weren’t repaired?
Massive H&S risk
Client could have been liable if tenant tripped over, even if tenant failed to report issue)
Breach of LTA 1985, Occupiers Liability Act 1957 + Homes (Fitness for Human Habitation) Act 2021
What type of property was C. Gate?
1980s 2 storey detached house
4 bedrooms
Rendered property with mix of timber + UPVC windows under slate pitched roof
What happened at your inspection of C. Gate?
Was carrying out annual property management inspection of occupied property
I noted that the render was damaged in various places + required redecoration
Contact appropriate team to add property to decorations programme
What were the factors that meant you called for the render to be redecorated at the C. Gate property?
Render appeared worn + was blown in various places
What is blown render, what is it caused by + how can you repair it?
Def: where render detaches from underlying wall surface. Sounds hollow when tapped + may be visibly cracked or bulged
Causes: weather damage (freeze thaw action), movement, poor initial application
Repairs: Hack off damaged render until reach solid + undamaged surface, clean, apply bonding agent, prepare surface + paint
What are the potential issues with not completing this repair?
- Could be a safety hazard as more render could fall off
- Could lead to penetrating damp inside property
- Could lead to higher repair costs in future
Do you advocate for preventive or responsive repairs?
Preventative - minimises disruption + reduces frequency + cost of repairs if they are unexpected
Talk me through the process of completing inspections on 50 properties as a single project?
- Inspected properties + identified remedial works
- Communicated with client + obtained quotes
- Instructed + managed works in progress
- Signed off works when complete + instructed accounts team to pay contractors
Was the client a single person?
No - non-for-profit organisation who are building national infrastructure scheme
What were the parameters of the maintenance works you were looking to complete?
How did you record the data?
What is your preferred way to present this data to your client?
How do you ensure quotes are like for like?
What would be a material difference in a quotation?
Changes that can impact scope, cost, quality or timeframe of work
E.g. adding new items, price fluctuations + regulatory changes
For this sort of repair would speed be an issue?
Window repairs (so difficult to identify exact cost needed)
How have you assessed the condition of housing?
Talk me through your preparation of a report or cost estimate.
How have you advised on obtaining funding?
How have you prepared a contract in relation to work programmes?
How have you assessed and advised on residents’ needs?
How have you produced a project plan or report?
How have you interpreted a contract or agreement?
How have you managed the relationship between contractors and clients?
How have you assessed clients’ needs in relation to the housing market?
What legislative requirements are you aware of?
- HHSRS
- Homes (Fitness for Human Habitation) Act 2018
- LTA 1985
- MEES
What is the MEES?
Minimum Energy Efficiency Standards, 2018
What are the exceptions for MEES?
- If building doesn’t need EPC, e.g. place of worship
- Tenancy under 6 months or over 99 yrs
- When not feasible to improve E rating despite all improvements being made with payback period of 7 years or less
- If improvements devalue property by more than 5%
- Certain resi leases, e.g. second homes, public + social sector
Why is it important to comply with MEES?
- Avoid penalties (breach of less than 3 months = £2,000, breach of more than 3 months = £4,000 for resi properties)
- Landlords cannot let properties out with EPC below E
- Comply with sustainability requirements + help reach target of net zero by 2050
What is HHSRS?
- Housing Health + Safety Rating System
- Introduced under Part 1 of Housing Act 2004
- Risk-based evaluation tool that local authorities can use to identify + manage H+S risks in rented resi properties based on 29 potential hazards
- Hazards rated on how serious they are (category 1 = serious, category 2 = less serious)
Talk to me about the Homes (Fitness for Human Habitation) Act 2018
- Legislation that ensures homes are fit for habitation in privately + socially rented properties (creates implied term between landlord + tenant)
- Landlords are responsible for repairs when tenants make them aware of hazards
- Landlords need to give 24 hrs notice before doing repairs
- Landlord cannot serve section 21 notice with AST if have not complied with act
- Tenants have right to take landlord to court if have not complied with act
What is a section 21 notice?
Legal document used by landlords in England + Wales to evict tenants with an AST
Allows landlords to regain possession of property at end of fixed term or during a periodic tenancy
What are the requirements regarding a section 21 notice?
Landlords must give tenants at least 2 months’ notice
Landlords must provide tenants with EPC, gas safety certificate + how to rent guide
Cannot be issued within first 4 months of tenancy
How can non-compliance with the Homes (Fitness for Human Habitation) Act 2018 limit a landlord’s ability to serve a section 21?
If property is not fit for human habitation at start + throughout tenancy, landlord cannot serve a valid section 21 notice
Issues leading to non-compliance - damp + mould, structural defects, lack of basic amenities
What is section 11 of the LTA 1985?
Creates an implied term in tenancy agreements that landlord must carry out certain repairs after being notified by tenant
What repairs?
Exterior of building - external walls, roof, drains, guttering
Structure of building - walls, ceilings, foundations, staircases
Installations for supply of power, heating + water
Are there any exceptions?
Repairs excluded - repairs due to tenant’s failure to use property in tenant like manner, acts of god (e.g. flood/storm), anything that tenant is entitled to remove from property
What repairs are landlords not responsible for as per section 11 of the LTA 1985?
Decorations + fittings, e.g. mirrors, blinds
Making use of supply of gas, water, electricity, e.g. ovens, washing machines
Defect in installation they do not own or control
What tenancies does section 11 apply to?
ASTs
Assured tenancies
Regulated tenancies
Periodic agreements
What tenancies are exempt from section 11 of the LTA 1985?
CTAs, fixed term tenancies with 7+ years, licences, lodger agreements, business tenancies
What are the different types of damp?
Rising damp
Penetrative damp
Condensation
Tell me about condensation
Water vapour / moisture in air condensing on cold surface
Caused by lack of ventilation
Signs - mould, steaming water on inside of window/walls
Steps to modify - open windows regularly, extractor fans, wipe condensation each morning
Tell me about rising damp
Movement of moisture upward through permeable building materials by capillary action
Caused by missing or ineffective DPC, high ground levels, defective drainage
More common in pre-1990 buildings
Usually stops around 1.5m above ground level
Tell me about penetrating damp
When moisture enters from outside property in horizontal direction
Caused by poor flashings, cracked render, defective brickwork
Signs - isolated patches of dampness
Why is it important to seek advice from a building surveyor?
To avoid acting outside my area of expertise + avoid giving my client incorrect advice
Tell me about key government grants
Boiler upgrade scheme
Home upgrade grant
Disabled facilities grant
Talk to me about the Boiler Upgrade Scheme
Provides funding for heat pumps + biomass boilers for installation in households + non domestic buildings
Offers 3 boiler upgrades - ASHPs, GSHPs, biomass boilers
Eligibility - must have ownership of property, must be upgrading to more energy efficient heating system
Talk to me about the Home Upgrade Grant
UK government initiative designed to help improve energy efficiency of homes
Targeted at low-income households with EPC D-G
Variety of upgrades available - insulation, low carbon heating systems, energy efficient windows/doors
Part of government’s wider strategy to achieve net zero by 2050
What is the role of owners / occupiers / providers / LA in the maintenance, repair and improvement of housing?
What funding methods are you aware of?
- Government grants for home improvements (e.g. Boiler upgrade scheme, Homes upgrade grant, disabled facilities grant)
- Secured loans (borrowing money against something you own, e.g. house)
- Unsecured loans (isn’t secured by an asset). E.g. credit cards
- Public money schemes
What property related H&S issues are you aware of?
Talk me through your understanding of housing policy and law relating to maintenance and repair
What are the key principles of the L&T relationship?
What property maintenance issues are you aware of in relation to the housing market?
