Balsall Heath Housing Co-op, Birmingham
Repairs and Maintenance Policy
Objectives
- to ensure that the co-op meets its legal obligations.
- to provide a high quality, sensitive, responsive and efficient repairs and maintenance service.
- to ensure that repairs and maintenance are properly budgeted in accordance with the co-ops annual budgets and financial procedures.
- to ensure that members are given a design choice wherever possible.
- to ensure the sustainability of our properties and the environment.
Repairs for which the Co-op is responsible
- all exterior and structural maintenance of properties and communal areas and gardens including roof, walls, floors, drains, gutters, external pipes, doors, windows, fencing and gates.
- installations for the supply of water, gas and electricity, sanitation, heating (including central heating systems, gas fires, gas water heaters, immersion heaters, electric fires).
- redecoration of outside of property, and communal hallways in accordance with cyclical maintenance procedures.
Repairs for which the member is responsible
- interior decoration unless a repair has caused damage.
- replacing light bulbs and lost keys, and ensuring MDCHA gets a spare set of keys for new or replacement locks.
- any repairs caused by neglect or damage by the member or their family or guests.
- keeping your garden and communal area clean and tidy unless this work is done by the co-op.
- bell batteries and bulbs.
- draught exclusion.
Reporting repairs
- repairs should be reported as soon as detected to Moseley and District Churches Housing Association (MDCHA), in person, by telephone or letter.
- the member must keep to any appointment made, and the Co-op will encourage contractors to arrange mutually convenient times.
- you will be given or sent a receipt - if you have not received one within 5 working days, contact MDCHA again.
- if a repair is unsatisfactory then this must be reported immediately to MDCHA.
Repair categories
Category 1 : Emergency repairs
All Category 1 repairs to be completed or made safe within 24 hours.
All Category 1 repairs which are not complete within 24 hours are to be completed within 5 working days. If we are unable to complete this, we will write to you to explain why, and give an estimate of how long the repair is likely to take.
Category 1 repairs include:
- uncontrollable plumbing leak.
- blocked toilet.
- total loss of water, gas or electricity due to the failure of pipework, cables or equipment belonging to the co-op.
- dangerous or exposed wiring.
- floor, ceiling or wall collapse.
- front doors, locks or windows that are broken or insecure.
- dangerous loose objects eg roof tiles, guttering.
- severe roof leaks.
- total loss of heating.
- damage posing a danger to members or general public.
Gas leaks should be reported to Transco on 0800 111999 immediately and MDCHA notified as soon as possible.
If you suffer loss of electricity supply, check the fuse trip switches, and if you are still without supply, call GPU Power Engineering on 0845 7331 331.
Category 2 : Urgent repairs
All category 2 repairs to be completed within 5 working days.
- Plumbing - sink and drain blockages, faulty toilet flush, minor leaks.
- Electrics - faults to electricity and immersion heaters but not total loss.
- Gas - maintenance to gas fires, multipoint water heaters and central heating which are not emergencies.
- Glazing - reglazing of windows where there is no security risk.
- Minor roof leaks.
- Gutters, downpipes and overflows which are causing damage or dampness.
Category 3 : Day to day repairs
All Category 3 repairs to be completed within 15 working days. If we are unable to complete this, we will write to you to explain why, and give an estimate of how long the repair is likely to take.
- controllable plumbing leaks.
- repairs required following harrassment of member, eg abusive grafitti.
- entry phones and intercoms.
- damage to internal doors, kitchen and bathroom fittings.
- loose gates.
- leaking overflows, guttering.
- minor electrical faults.
- minor roof or masonry faults.
- minor glazing repairs.
- carpentry repairs.
- window catches and locks.
- tiling.
DIY
- minor repairs can be carried out by members if safe to do so.
- if so the co-op will pay for materials used but not for work undertaken.
- members should not attempt DIY on electrical or gas fittings or any work requiring trade skills and assurances.
- Any proposed DIY project beyond the scope of the above must be submitted to the Management Committee for approval.
- members attempting DIY accept liability for any loss or damage caused to persons or property by their negligence.
Financial Authority
Non-emergency repairs over £200 - 3 quotations to be obtained and approved by Management Committee or Repairs Sub Group or Chair.
Non-emergency repairs over £500 - 3 quotations to be obtained and work to be approved by Management Committee.
Emergency repairs over £500 - Management Committee or Repairs and Maintenance Group or Chair.
Standard of service
All repairs are to be carried out in accordance with the Co-op's Standards of Service. Copies of this are to be circulated to all members, and to the managing agents and all contractors.
- front doors - yale lock and 5 lever mortice.
- back doors - 5 lever mortice.
- ground floor window locks.
- all landing and external lights to be kept in good working order.
- *at least 1smoke alarm in each property - ionising with battery backup.
- fire-fighting equipment to be available in all HMOs.
- communal areas to be kept clear for rapid evacuation.
- sewerage and drainage to be kept clear and in good working order.
- manhole covers to be safe to walk on.
- all gas installations and appliances to be in accordance with the latest gas safety regulations.
- at least one source of heating to be in safe working order.
- all water plumbing and appliances to be in good working order, without leaks.
- all electrical wiring and appliances (if owned by the co-op) to be in good working order and in accordance with the latest electrical safety regulations.
- plastering will be done where necessary on grounds of health and safety.
- all rotted structural and frame timbers to be made good.
- broken or missing window-panes to be replaced.
- all rubbish to be cleared from home and garden before the commencement of a new tenancy.
- no second hand materials used except upon the written authority of the member.
- members are to be given a design choice wherever possible, and especially in the design of replacement kitchens and bathrooms.
Major repairs
- extensive or complex repairs may take longer to complete or arrange.
- compensation for reasonable out of pocket expenses, not to include loss or potential loss of earnings - receipts may be required.
- standby appliances will be provided if all heating facilities are lost for 24 hours.
- temporary accomodation may be offered if any of the following apply for more than 24 hours due to repairs undertaken by the co-op, except where this is due to planned maintenance.
- loss of an area for preparing food.
- loss of electricity.
- loss of hot water.
- loss of flush toilet.
Priority will be given to the following households:
- children under 5.
- older people.
- disabled.
Removal costs will be paid.
Any property used for decanting must be of a suitably high standard, e.g. the same number of bedrooms as are in the member's property. it should conform to the Co-op's standards of service for repairs and maintenance.
The following types of property may be used:
- other Registered Social Landlords (e.g. housing co-ops, housing associations).
- good private rented.
- good hotels.
Cyclical maintenance
The following to be done every 5 years:
- external redecoration.
- redecoration of communal areas.
- maintenance of fencing and gates where necessary.
- work to gutters, roofing, windows, doors.
- schedule to be tendered and work to be approved by Management Committee.
Planned maintenance
We aim to:
- replace kitchen fittings every 15 years.
- replace bathroom fittings every 25 years.
- replace boilers every 15 years.
Repairs and maintenance group remit
- to meet at least once a quarter.
- open to any member of the co-op.
- to monitor repairs and maintenance in partnership with the service agency and make recommendations to the Management Committee.
- to consider remedial action for any repairs which have been escalated by the member, the service agency or the Co-op.
- to review the Preferred Contractors list once a year.
- to review the service agency's contractors list once a year.
- to review the Co-op's standards of service once a year.
- to examine the proposed annual budget and the quarterly management accounts.
- to ensure all members, contractors and the service agency are aware of any major decisions taken by the Co-op regarding repairs and maintenance.
- to ensure members are offered design choices.
- to identify any unmet needs.
Void work
A void property will be inspected by a representative of the service agency and a person approved by the Management Committee or the Repairs and Maintenance Group within 7 days.
The inspection will be carried out using the Co-op's standards of service and Void Properties Checklist.
No void property is to be handed over until it complies with the Co-op's standards of service and any work identified by inspection has been completed; this to be verified by a final inspection by a person approved by the Management Committee or the Repairs and Maintenance Group.
Selection of contractors
The Co-op will keep a Preferred Contractors List. If work cannot be carried out by members of the Preferred Contractors List then it shall be offered to members of the service agency's contractors list.
Contractors may be accepted on to or removed from the Preferred Contractors List by the Management Committee or Repairs and Maintenance Group. They must also undergo the service agency's acceptance criteria if they have not already done so.
Conduct of contractors
The Co-op will use the service agency's code of conduct.
Passed by BHHC Annual General Meeting, September 2000.
