board agenda 26 june 2013 @ 5.30pm venue: hhp …€¦ · 26-06-2013 · jackie macleod page 1 of...

BOARD AGENDA 26 JUNE 2013 @ 5.30pm

VENUE: HHP BOARDROOM, CREED COURT, STORNOWAY

No Item Action Page No Time

PRELIMINARY PROCEDURAL MATTERS -

1 Attendance & Apologies Noting 3

5.30pm -

5.40pm

2 Declaration of Interest Noting

3 Minute of Board Meeting 29 May 2013

Approval 5

4 Action Sheet Approval 7

5 Date of Next Meeting 4 September 2013

Approval

6 Health & Safety Verbal Update

Noting

DEVELOPMENT

7 Development Programme 2013/14 Report by Chief Executive

Noting 8 5.40pm -

5.55pm 8 Development Programme 2013-15 Report by Chief Executive

Approval 14

FINANCE

9 Annual Report and Financial Statements For Year Ended 31 March 2013 Report by Director of Resources

Approval 31

5.55pm -

6.30pm

10 Budgetary Performance for the Year Ended 31 March 2013 Report by Director of Resources

Approval 82

11 Management Report to 31 May 2013 Report by Director of Resources

Noting 89

12 Treasury Report to 31 March 2013 Report by Director of Resources

Noting 93

13 Update of Authorised Signatories Report by Director of Resources

Approval 100

MANAGEMENT

14 Business Plan Monitoring Report Report by Chief Executive

Noting 103

6.30pm -

7.00pm

15 Meeting with Scottish Housing Regulator Report by Chief Executive

Noting 114

16 ITEM WILL BE TAKEN IN PRIVATE To

Follow

17 Board Members Expenses Report by Director of Resources

Noting 119

No Item Action Page No Time

18 Annual Performance Report Report by Director of Resources

Noting 123

19 Welfare Reform Update Report by Director of Operations

Approval 136

20 Stock Condition Survey Report by Director of Operations

Approval 143

21 Repairs and Maintenance Contract – 6 Month Service Review Report by Director of Operations

Noting 280

22 Response Repairs and Planned Maintenance Update Report by Director of Operations

Noting 291

23 Housing Allocations – Annual Report 2012/13 Report by Director of Operations

Approval 296

INVESTMENT

24 Investment Programme 2013/14 Report by Director of Operations

Approval 310 7.00pm

POLICIES & STRATEGIES

25 Appointment of Consultant Report by Director of Resources

Approval 327 7.05pm -

7.10pm 26 Tenant Participation Strategy Report by Director of Operations Approval To

Follow

PRIVATE SESSION

Board Members Notes 30-May-12 27-Jun-12 05-Sep-12 13-Sep-12 28-Nov-12 20-Feb-13 19-Mar-13 29-May-13

Mairi BremnerGeorge Lonie Special LeaveHelen Smith 1

Jane MacKinnon Special Leave Special LeaveDavid BlaneyNorman M MacleodJohn A MaciverDonald J MacraeKevin PatersonAngela Quail 2

Daniel CoyleAlasdair MackenzieCalum Mackay 3

Iain Macmillan 4

1- Not re-appointed at AGM on 13 September 2012. Co-opted on at Board on 13-Sept-12, resigned 12-Oct-12 Member present at meeting

2 - Not re-appointed at AGM on 13 September 2012. Co-opted on at Board on 13 September 2012

3- Appointed as Community Rep at AGM on 13 September 2012 Member not present at meeting

4- Appointed as Co-optee at Board Meeting on 13 September 2012 Cancellation of travel due to weather/ technical problems

Special Leave Special Leave granted by Board

Board Meetings 2012/13

Agenda Item

1

05-Sep-12 28-Nov-12 14-Feb-13

Property Factors HB & Welfare Reform Self Assessment

Mairi BremnerGeorge LonieHelen Smith 1

Jane MacKinnonDavid BlaneyNorman M MacleodJohn A MaciverDonald J MacraeKevin PatersonAngela QuailDaniel CoyleAlasdair MackenzieCalum Mackay 2

Iain Macmillan

1- Not re-appointed at AGM on 13 September 2012. Co-opted on at Board on 13-Sept-12, resigned 12-Oct-12

2- Appointed as Community Rep at AGM on 13 September 2012

Member present at meeting

Member not present at meeting

Cancellation of travel due to weather/

technical problems

Board Training 2012/13

Board Members Notes

HEBRIDEAN HOUSING PARTNERSHIP Board Minutes of Meeting held on Wednesday 29 May 2013 @ 5.30pm

ITEM DISCUSSION

PRELIMINARY PROCEDURAL MATTERS

1 Attendance & Apologies

Present Apologies Staff & Consultants In Attendance

David Blaney (Chair) George Lonie (Vice-Chair) Angus Lamont Norman M MacLeod Daniel Coyle Dena MacLeod Calum MacKay Daniel Coyle John MacIver Kevin P Paterson Alasdair MacKenzie Iona France Donald J MacRae Angela C Smith Angela Quail Laura-Jayne Davis John A MacIver Iain MacMillan Mairi Bremner

It was agreed to grant George Lonie Leave of Absence for this meeting.

2 Declaration of Interest

David Blaney declared an interest in Item 10 and stated that although he would remain in the room while the Item was under discussion, he would take no part in the discussion.

3 Minute of Board Meeting of 19 March 2013

The minute of the Board meeting of 19 March 2013 was submitted and approved as a true and accurate record of the proceedings of that meeting.

4 Action Sheets

Kevin Paterson stated that the Conference Action Sheet ought to have come as part of a Conference Report and be renamed Conference Suggestion Sheet.

The Action Sheets were approved subject to the Conference Action Sheet being renamed Conference Suggestion Sheet.

5 Date of Next Meeting

It was agreed that the date of the next meeting will be 26 June 2013.

6 Health & Safety

The Director of Operations advised that a coping stone fell from the roof of a three storey building on Lewis Street without causing damage. The rest of the building and those of similar construction were checked accordingly.

MANAGEMENT

7 APSR 2012/13

The Corporate Governance Manager took the Board through the APSR for 2012/13 and advised that the previous year’s data was available on iPads for comparison. Several items were highlighted including the percentage of total rent collected – 97.5% - and Board Members and Officers were reminded that they should not lose sight of how good this was in the current environment.

The Board was advised that the SHQS elements had been independently assessed by the contractor, David Adamson & Partners Ltd, as part of the Stock Condition Survey.

A couple of elements were highlighted for checking regarding New Supply Stock and also SHQS Homes Improved numbers. They would be double checked and any changes input before the Chair validated the document.

The Board approved the APSR for validation subject to a final check.

8 HHP Community Housing Ltd Business Plan

The Director of Resources advised that the HHP Community Housing Ltd Business Plan (draft) had been presented to the Board of Directors of HHP Community Housing Ltd at a meeting prior to the Board meeting and

Agenda Item 3

had been approved. There were some banking issues outstanding regarding signatures and the transfer of capital from HHP, and the lawyer would draw up a loan agreement accordingly. The Board was now being asked to approve the Business Plan and transfer of £50k funding to HHP Community Housing Ltd.

The Board agreed to approve the request from HHP Community Housing Ltd for seedcorn funding of £50k subject to reviewing and approving the appropriate loan documentation.

9 Outer Hebrides Community Planning Partnership Single Outcome Agreement 2013-23

The Chief Executive updated the Board on the status of the Outer Hebrides Community Planning Partnership Draft Single Outcome Agreement 2013 – 2023, to which HHP would be a signatory, and advised Members with regard to where they might view the Agreement.

The Outer Hebrides Community Planning Partnership Draft Single Outcome Agreement 2013 – 2023 was noted.

10 Scottish Legal Aid Board Grant Funding Application

The Director of Operations advised the Board that the purpose of the Report was to seek the Board’s authority to prepare and submit an application for grant funding from the Scottish Legal Aid Board for 3 posts. The maximum amount that could be applied for was £150k and the closing date was 23 June 2013.

The Board approved the request that a submission be made to the Scottish Legal Aid Board for grant funding.

INVESTMENT

11 Investment Programme 2013/14 – Delegation

The Director of Resources advised that in respect of the current year’s Investment Programme delegations were being sought for the Director of Resources to vire up to £100k from efficiencies on the 2013/14 Investment Programme and for the Director of Operations to bring forward Investment works from the proposed 2014/15 accordingly, should any savings be made.

It was agreed that:

a) the Director of Operations be authorised to bring forward items for the proposed 2014/15 Investment Programme in the event of efficiency savings being delivered on the 2013/14 Investment Programme;

b) a limit of £100K be set for the items which can be brought forward, approval from the Chair must be given and any action reported to the next Board meeting;

c) the Director of Resources be authorised to vire up to £100K from efficiencies on the 2013/14 Investment Programme to fund items brought forward by the Director of Operations from the 2014/15 Investment Programme; and

d) the virements at Appendix 1 be homologated.

Chairperson Mr David Blaney

SIGNED ………………………………………………………. DATE ……………………………………………………….

Action Point

MINUTE NUMBER ACTION TO BE TAKEN ACTION BY PROGRESS

1 29 May 13

(10)

Application to be made to the Scottish Legal Aid Board by 23 June 2013. Director of Operations

2 27 Jun 12

(14)

Further report to the Board on rent structure once financial implications for Business Plan have been reviewed and agreed.

Director of Resources

On hold due to Welfare Reform Implications.

3 27 Jun 12

(15)

Report back to Board re the use of HHP’s subsidiary for factoring purposes. Director of Resources

Draft Business Plan prepared and presented to Board in May 2013.

4 24 Jun 08

RES (12)

The Chief Executive be given delegated authority to reduce or write off the outstanding sundry debts invoice from the Comhairle and report back the outcome to the August Board Meeting.

Chief Executive Awaiting action from Comhairle Chief Executive.

It was agreed on 20 February 2013 that HHP’s Chair, David Blaney, would make an approach to CNES’ Chief Executive to try to progress this item.

5 26 Apr 07

(13)

The updated Right To Buy Sharing Agreement to be submitted to Members following its review by Communities Scotland.


Discussed at Meeting on 6 November 2008. Awaiting response from Scottish Government. Discussed with Regulator in October 2011.

Board Action Sheet

Agenda Item 4

Jackie Macleod Page 1 of 2 14/6/13

Agenda Item 7

BOARD 26 June 2013

DEVELOPMENT PROGRAMME 2013/14

Report by Chief Executive

PURPOSE OF REPORT

1.1 To advise of progress with the Development Programme including spend to 31 May 2013.

SUMMARY

2.1 The Gibson Gardens development is the only project currently on site. The Mackenzie Park Phase 2, 4 houses for rent was completed on 15 April 2013.

2.2 Instructions have been issued to FES FM to rectify defects at Slighe Ruairidh Alasdair and Bunavoneadar. The works are detailed at Appendix 3. The cost of the works at Slighe Ruairidh Alasdair and Bunavoneadar is in excess of retention.

COMPETENCE

3.1 The legal and financial implications are detailed at paragraph 5.

RECOMMENDATIONS

4.1 It is recommended that Progress with the Development Programme as at Appendix 1 to this report be noted.

APPENDIX 1 Summary of Development Projects

APPENDIX 2 Details of Defect Works at Slighe Ruairidh Alasdair & Bunnavoneadar

Background Papers None

Writer of Report Angus Lamont Tel: 0300 123 0773


COMPETENCE

Financial 5.1 Additional provision has had to be made to instruct remedial works for Slighe Ruairidh

Alasdair which are in excess of retention by £19k. The remedial works for Bunavoneadar are costing £19.5k in excess of retention. A claim is being submitted to the Administrator dealing with UBC Hebrides (In Administration).

Legal 5.2 There are no legal implications arising directly out of consideration of this report.

RISK

6.1 Development is an inherently risky activity for housing associations particularly in the current climate.

Development Report –NOTING

Projects in Progress –Post Approval

HHP/TIGHEAN INNSE GALL

1. Gibson Gardens, Ripley Place, Stornoway

Key Project Information:

Contractor: UBC Ltd

Form of Contract: Tradition Form of Contract for 24 units

Contract Term: 22 Month Contract

Funding as Approved

Total Project Cost: £3,538,299

HAG: £2,454,297

Scottish Water: £72,288

Private Finance: £1,011,713

Project Stage:

Acquistion March 2009

Cost Plan: January 2011

Tender: March 2011

Current Status:

Contract Commenced: 18th April 2011

Completion Date: March 2013

Progress from Last Report:

Work on this site has ceased due to the main contractor UBC Ltd going into Administration.

Spend to Date : £1,944,341.74

Spend to Date HAG: £1,861,715.74

Spend to Date Private Finance:£82,626

RECOMMENDATION: Committee to note report

APPENDIX 1




2. Gibson Gardens, Ripley Place, Stornoway


Contractor: Lewis Builders Ltd

Form of Contract: Tradition Form of Contract for 24 units

Contract Term: 8 Calendar months

Funding as Approved

Total Project Cost: £4,019,814.67

HAG: £2,779,412.21

Scottish Water: £72,288

Private Finance: £1,168,114.46

Project Stage:

Acquistion March 2009

Re-Tender: October 2012

Current Status:

Contract Commenced: 17th October 2012

Completion Date: 17th June 2013


A new Contractor, Lewis Builders, has been appointed and they have commenced on site.

Contractor has lodged an extensio of time for 9wks which is being considered by the contract administrator. The claim relates largely to delays incurred as a result of statutory undertakers’ programming. (e.g. Gas, water, sewer, roads).

Total spend to date: £3,274,287.30

Spend to Date HAG: £2,779,412.21

Spend to Date Private Finance:£494,875.09





4. Mackenzie Park Phase 2, Sandwick, Isle of Lewis

Rent


Contractor: Calmax Construction Ltd

Form of Contract: Design and Build

Contract Term: 12 Months

Funding as Approved:

Total Project Cost: £474,274

Scottish Government Subsidy: £188,537

Private Finance: £145,736

ACTISH: £140,000

Project Stage:

IIF Approval: 23rd January 2012

Start Date: 9th April 2012

Completion Date 29th March 2013


Work on site complete and units handed over to HHP.

Spend to Date: £411,646.17

Spend to Date ACTISH/Grant: £328,537.00

Spend to Date Private Finance: £83,109.17


APPENDIX 2

Description Estimated Cost

OMACPrice for the builder and drainage works was:- Preliminaries: £1,920.00 1,920.00£ - Painterworks: £2,325.00 2,325.00£ - Joinery & General items: £3,030.00 3,030.00£ - Render Repairs: £1,462.50 1,462.50£ - Roofing: £480.00 480.00£ - Planting / Gardens: £500 500.00£ - External works, drainage, fencing: £3,382.50 3,382.50£

NOTE - Render repairs: we have allowed for isolated patching only and not for replacing whole panels in the areas identified on the report.

Alex Murray ConstructionPrice for carrying out the following works was

-Ensure all heat pumps are working efficiently, including all sensors/thermostats: £90 per property = £90 * 8 properties = £720.00for scheme 720.00£ Valve Labelling – Ensure all houses are appropriately Labelled: £40 per property = £360.00 for scheme 360.00£ NOTE – If any major works are required a separate quotation will be issued

AB Electronics & CalmaxReplace dish, amplifiers, wall plates, joint boxes, duct and bury cables, make good ground in affected area. Test and commssion system in each property 8,811.11£

Total 22,991.11£ Add management fee: 8% 1,839.29£

Ceann An Ora Total 24,830.40£

Ceann An OraSnagging Works


Agenda Item 8

BOARD 26 June 2013

DEVELOPMENT PROGRAMME 2013-15


PURPOSE OF REPORT

1.1 To update the Board on progress with delivery of the Development Programme 2012/13 – 2014/15, advise who the preferred tenderer(s) is (are) for the projects at Leurbost, Balivanich and Craigston and give delegation to the Chief Executive to determine the procurement route for the next phase of Mackenzie Park.

SUMMARY

2.1 At the May 2013 meeting because of deadline requirements the Board gave delegated authority to the Chief Executive to accept the winning tenderer(s) for the Design and Build competition for Leurbost (4), Balivanich (4) and Craigston (6) developments.

2.2 Tenders were returned on the 14 June 2013 and the outcome will be reported to this meeting. The project plan as at the time of writing the report is at Appendix 2. An update will be provided prior to the meeting.

2.3 The Comhairle has approved a draft Strategic Housing Investment Plan (SHIP) for the period 2013-2015. Delegation has been given to the Housing Team at the Comhairle following consultation with stakeholders including HHP to complete and submit the SHIP. The draft SHIP is at Appendix 1.

2.4 The next phase of the Mackenzie Park development needs to be progressed. Given the tight timescale the procurement route requires to be determined before the next Board meeting in September.

COMPETENCE


RECOMMENDATIONS

4.1 It is recommended that:

a) The winning tenderer(s) for the Leurbost, Balivanich and Craigston developments be noted;

b) The Comhairle’s draft Strategic Housing Investment Programme be noted;

c) The Comhairle’s preference for the forth rural development for the 2013-15 programme to be at Crowlista, Uig be noted;

d) Delegation be given to the Chief Executive to determine the procurement route for the next phase of Mackenzie Park; and

e) It be noted that the two NSSE units at the Lewis Hotel site will not be progressed.


COMPETENCE

Financial 5.1 There is sufficient private finance budgeted to deliver 4 affordable rented houses in

2013/14. There is further provision in 2014/15 for 9 units (£450k). The budget for 2014/15 will be required to be reviewed to meet the 2012/13 – 2014/15 approved programme. This review will take place during 2014/15 budget process.

Legal 5.2 Project management services are being provided by Tighean Innse Gall on the basis of an

Appointment Agreement drawn up by Harper Macleod.

RISK

6.1 Development is inherently risky. There has been detailed feasibility work undertaken by Tighean Innse Gall for the three projects on the development programme to reduce the level of risk to HHP. Design and Build projects pass more risk to the developer than traditional competitive tendering arrangements.

REPORT DETAILS

7.1 The tenders for the Design and Build competition for Leurbost, Balivanich and Craigston had to be returned by 14 June 2013. The successful tenderer(s) will be reported to this meeting. Delegation was given to the Chief Executive to appoint the preferred tenderer(s) due to the requirement for the planning application process to commence by 1 July 2013.

7.2 The Comhairle considered and approved the draft Strategic Investment Plan (SHIP) on 4 June 2013 (Appendix 1).

7.3 At the same meeting the Comhairle agreed to include a site at Crowlista, Uig as its preference for a fourth rural development for 2013-15.

7.4 The feasibility of the site will be the subject of a joint appraisal by the Comhairle and HHP.

7.5 Market testing on the 2 NSSE projects at the former Lewis Hotel has demonstrated no interest therefore this project will fall out of the SLP.

7.6 To deliver the SLP within the tight deadline set by Scottish Government with all grant monies spent by 31 March 2013, the procurement route for the next phase of Mackenzie Park needs to be determined prior to the September 2013 Board meeting.

7.7 To assist with the required progress it is proposed that delegation be given to the Chief Executive to determine the procurement route. The Development Workgroup will review the possible options and monitor progress.

APPENDIX 1 Draft Strategic Housing Investment Programme

APPENDIX 2 Project Plan



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APPENDIX 1

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ID Task Name Duration Start Finish Task Mode

0 2013 HHP Project Programme rev3 685 days? Thu 25/04/13 Fri 11/12/15

1 Appointment of Development Team 1.14 days Tue 07/05/13 Tue 07/05/132 Appointment of PM 1.14 days Tue 07/05/13 Tue 07/05/133 Appointment of CDM-C 1.14 days Wed 05/06/13 Thu 06/06/134 Agree Project team 1.14 days Thu 25/04/13 Thu 25/04/135 Delineate roles 7.14 days Thu 25/04/13 Fri 03/05/136 Appoint any External advisors 1.14 days Thu 02/05/13 Thu 02/05/137 Clarify levels of Delegation (HHP) 1.14 days Thu 25/04/13 Thu 25/04/138 Define Project Remit 18 days Thu 25/04/13 Mon 20/05/1313 Project Timetable 15 days Thu 25/04/13 Wed 15/05/1323 Finance 55.86 days Thu 25/04/13 Thu 11/07/13

28 Design Brief 23 days Thu 25/04/13 Mon 27/05/13

34 Tender Evaluation Issues 2.29 days Tue 07/05/13 Thu 09/05/13

38 Procurement Process 51 days Tue 07/05/13 Tue 16/07/13

39 Issue Pre tender info pack 1 day Mon 20/05/13 Mon 20/05/13

40 Telephone Briefing Session for Interested Contractors 2 days Tue 07/05/13 Wed 08/05/13

41 Evaluation and Scoring preparataion 10.07 days Tue 21/05/13 Tue 04/06/13

42 Complie ITT documents 27.86 days Wed 08/05/13 Fri 14/06/13

43 Agree Procurment Criteria 2.29 days Fri 17/05/13 Tue 21/05/13

44 Finalise documents 2.29 days Fri 17/05/13 Tue 21/05/13

45 Issue ITT 1 day Mon 20/05/13 Mon 20/05/13

46 Tender Period 20 days Mon 20/05/13 Fri 14/06/13

47 Lodge F10 initial notification to HSE 1 day Wed 08/05/13 Wed 08/05/13

48 Evaluate Tenders 23 days Fri 14/06/13 Tue 16/07/13

49 Tender Report by QS 4 days Fri 14/06/13 Wed 19/06/13

50 Evaluate/ Score Tender Returns 1 day Wed 19/06/13 Wed 19/06/13

51 Negotiate Costs if necessary 20 days Wed 19/06/13 Tue 16/07/13

52 Notify Successful Tenderer as Preferred contractor 1 day Thu 20/06/13 Thu 20/06/13

53 Report to HHP Board 4 days Thu 20/06/13 Tue 25/06/13

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Project: 2013 HHP Project ProgrammeDate: Wed 12/06/13

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APPENDIX 2


54 HHP Board Approval 1 day Wed 26/06/13 Wed 26/06/13

55 Post Evaluation Pre-Contract Process 363.86 days? Thu 30/05/13 Thu 23/10/14

56 Planning Process 107 days Mon 01/07/13 Thu 28/11/13

57 Planning Applications 71 days Mon 01/07/13 Wed 09/10/13

58 Contratcor to Lodge Application 1 day Mon 01/07/13 Mon 01/07/13

59 Planning Validation 5 days Mon 01/07/13 Fri 05/07/13

60 Planning Application for Crowlista 28 days Mon 02/09/13 Wed 09/10/13

61 Statutory consult period 28 days Mon 01/07/13 Fri 09/08/13

62 Flood Risk -SEPA 28 days Mon 01/07/13 Fri 09/08/13

63 Tech Services 28 days Mon 01/07/13 Fri 09/08/13

64 Scot Water 28 days Mon 01/07/13 Fri 09/08/13

65 SSE 28 days Mon 01/07/13 Fri 09/08/13

66 Planning Report to CnES Committee & full council 10 days Mon 12/08/13 Fri 23/08/13

67 Planning Approval Granted 1 day Mon 09/09/13 Mon 09/09/13

68 Planning Report to CnES Committee & full council Crowlista 21 days Thu 31/10/13 Thu 28/11/13

69 Planning Approval Granted crowista 1 day Thu 28/11/13 Thu 28/11/13

70 Phased BW Applications 29 days Wed 03/07/13 Wed 14/08/13

74 Prepare Scottish Government submissions 81 days Mon 17/06/13 Wed 09/10/13

75 Prepare Scottish Government submissions- Leurbost 7 days Mon 17/06/13 Tue 25/06/13

76 Prepare Scottish Government submissions- Balivanich 7 days Mon 17/06/13 Tue 25/06/13

77 Prepare Scottish Government submissions- Craigston 7 days Mon 17/06/13 Tue 25/06/13

78 Submit Scottish Government submissions 1 day Thu 27/06/13 Thu 27/06/13

79 Prepare Scottish Government submissions- Crowlista 14 days Mon 02/09/13 Thu 19/09/13

80 Submit Scottish Government submissions 1 day Thu 19/09/13 Thu 19/09/13

81 Scottish Government Approvals 73 days Thu 27/06/13 Wed 09/10/13

82 Est Scottish Government Approval- Leurbost 15 days Thu 27/06/13 Wed 17/07/13

83 Est Scottish Government Approval- Balivanich 15 days Thu 27/06/13 Wed 17/07/13

84 Est Scottish Government Approval- Craigston 15 days Thu 27/06/13 Wed 17/07/13

85 Est Scottish Government Approval- Crowlista 15 days Thu 19/09/13 Wed 09/10/13

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86 Ownership transfer/ Legal Issues 214 days? Thu 30/05/13 Thu 27/03/14

87 Solicitor liaison re land 24.89 days Thu 30/05/13 Thu 04/07/13

88 Land Ownership checks 25 days Thu 30/05/13 Wed 03/07/13

89 CnES Report for land approvals 1 day Thu 30/05/13 Thu 30/05/13

90 Land transactions 20 days Mon 03/06/13 Fri 28/06/13

91 Land Valuation by HHP for Crowlista

92 Proposal to Grazings

93 Decision by Grazings to proceed

94 Decrofting Application for Crowlista by Grazings 90 days Mon 02/09/13 Fri 03/01/14

95 Land conveyance Crowlista 60 days Fri 03/01/14 Thu 27/03/14

96 Contract Acceptance 312.86 days Tue 13/08/13 Thu 23/10/14

97 Contractor H&S compliance 10 days Tue 13/08/13 Mon 26/08/13

98 Contractor mobilisation 10 days Mon 26/08/13 Fri 06/09/13

99 Formally Appoint Contractor(s) Leurbost/Balivanich 1 day Tue 10/09/13 Tue 10/09/13

100 Formally Appoint Contractor(s) Barra 1 day Mon 25/11/13 Mon 25/11/13

101 Issue & Lodge Updated F10 Leurbost 1 day Thu 12/09/13 Thu 12/09/13

102 Contractor Site Start Leurbost 101 days Mon 09/09/13 Mon 27/01/14

103 Issue & Lodge Updated F10 Balivanich 1 day Thu 12/09/13 Thu 12/09/13

104 Contractor Site Balivanich 111 days Mon 16/09/13 Mon 17/02/14

105 Issue & Lodge Updated F10 Barra 1 day Thu 12/09/13 Thu 12/09/13

106 Contractor Site Start Barra 171 days Mon 25/11/13 Mon 21/07/14

107 Formally Appoint Contractor-Crowlista 1 day Fri 28/03/14 Fri 28/03/14

108 Contractor mobilisation Crowlista 10 days Fri 14/03/14 Thu 27/03/14

109 Issue & Lodge Updated F10 Crowlista 1 day Mon 03/02/14 Mon 03/02/14

110 Contractor Site Start Crowlista 30 wks Thu 27/03/14 Thu 23/10/14

111 Post Contract 508 days Wed 01/01/14 Fri 11/12/15

112 Contract Admin 500 days Mon 13/01/14 Fri 11/12/15

113 Monthly site meetings114 Monthly claims/drawdown115 CoW reports

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116 Tenant preview Barra 10 days Tue 08/07/14 Mon 21/07/14

117 Tenant liaison/briefing Barra 10 days Tue 08/07/14 Mon 21/07/14

118 Tenant preview Balivanich 10 days Wed 12/02/14 Tue 25/02/14

119 Tenant liaison/briefing Balivanich 10 days Wed 12/02/14 Tue 25/02/14

120 Tenant preview Leurbost 10 days Mon 13/01/14 Fri 24/01/14

121 Tenant liaison/briefing Leurbost 10 days Mon 13/01/14 Fri 24/01/14

122 Defects Period Barra 365 days Mon 21/07/14 Fri 11/12/15

123 Defects Period Balivanich 365 days Mon 17/02/14 Fri 10/07/15

124 Defects Period Leurbost 365 days Mon 27/01/14 Fri 19/06/15

125 Final Accounts Leurbost126 Final Accounts Balivanich127 Final Accounts Barra128 Handover Process to Client 508 days Wed 01/01/14 Fri 11/12/15

129 Health & Safety File Barra 10 days Wed 25/06/14 Tue 08/07/14

130 Health & Safety File Balivanich 10 days Wed 22/01/14 Tue 04/02/14

131 Health & Safety File Leurbost 10 days Wed 01/01/14 Tue 14/01/14

132 Lifecycle building/ maintenance manual/IT Barra 10 days Wed 25/06/14 Tue 08/07/14

133 Lifecycle building/ maintenance manual/IT Balvanich 10 days Wed 22/01/14 Tue 04/02/14

134 Lifecycle building/ maintenance manual/IT Leurbost 10 days Wed 01/01/14 Tue 14/01/14

135 Final Servicing of services136 End of Defects Inspection Leurbost 15 days Mon 01/06/15 Fri 19/06/15

137 End of Defects Inspection Balivanich 15 days Mon 22/06/15 Fri 10/07/15

138 End of Defects Inspection Barra 15 days Mon 23/11/15 Fri 11/12/15

139

140

141 Melbost- D&B option route 447 days? Wed 12/06/13 Mon 02/03/15

142 Master Plan feasibility work 29 days Wed 12/06/13 Mon 22/07/13

143 Procurement route decision 1 day Wed 26/06/13 Wed 26/06/13

144 Appointment of CdM-C 1 day Thu 27/06/13 Thu 27/06/13

145 Appointment of Agent 1 day Thu 27/06/13 Thu 27/06/13

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146 Procurement -D&B competition 165 days? Thu 27/06/13 Fri 14/02/14

147 Appoint any External advisors 5 days Thu 27/06/13 Wed 03/07/13

148 Prepare documentation for brief 15 days Thu 27/06/13 Wed 17/07/13

149 Select contractor pool 5 days Thu 27/06/13 Wed 03/07/13

150 Issue Employers requirements package 1 day Wed 17/07/13 Wed 17/07/13

151 Tender return 30 days Wed 17/07/13 Thu 29/08/13

152 Tender report 5 days Fri 30/08/13 Thu 05/09/13

153 Tender score/assessment 2 days Thu 05/09/13 Fri 06/09/13

154 Notify preferred contractor 1 day Fri 06/09/13 Fri 06/09/13

155 Negotiate with contractor if necessary

156 Contractor to prepare Planning application 15 days Fri 06/09/13 Thu 26/09/13

157 Planning Applications 21 days Thu 26/09/13 Thu 24/10/13

158 HHP board report 20 days Fri 18/10/13 Thu 14/11/13

159 HHP board approval 1 day Wed 27/11/13 Wed 27/11/13

160 CnES agenda deadline for planning report 1 day Mon 28/10/13 Mon 28/10/13

161 Planning Approval 1 day Thu 28/11/13 Thu 28/11/13

162 Contractor to prepare B/W application 15 days Mon 02/12/13 Fri 20/12/13

163 Contractor to lodge Warrant Application 15 days Mon 06/01/14 Fri 24/01/14

164 H&S CDM Construction Phase Plan from Contractor 30 days Mon 06/01/14 Fri 14/02/14

165 Scottish Government application/Approval 20 days Fri 06/09/13 Thu 03/10/13

166 Enter the contract 1 day Wed 19/03/14 Wed 19/03/14

167 Mobilisation period 10 days Wed 19/03/14 Tue 01/04/14

168 Works 48 wks Tue 01/04/14 Mon 02/03/15

169

170 Melbost- Traditional option route 454 days? Mon 03/06/13 Mon 02/03/15

171 Master Plan feasibility work 29 days Wed 12/06/13 Mon 22/07/13

172 Procurement route decision 1 day Wed 26/06/13 Wed 26/06/13

173 Appointment of CdM-C 1 day Thu 27/06/13 Thu 27/06/13

174 Appointment of Agent 1 day Thu 27/06/13 Thu 27/06/13

175 Procurement -Traditional option 454 days? Mon 03/06/13 Mon 02/03/15

176 Master Plan feasibility work 30 days Mon 03/06/13 Fri 12/07/13

177 Tender for design team 15 days Thu 04/07/13 Wed 24/07/13

178 Appoint design team 1 day Thu 25/07/13 Thu 25/07/13

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179 Agree Briefing requirements 10 days Thu 25/07/13 Fri 09/08/13

180 Prepare planning application 30 days Fri 09/08/13 Thu 19/09/13

181 Planning Applications 21 days Fri 20/09/13 Fri 18/10/13

182 CnES agenda deadline for planning report 1 day Mon 28/10/13 Mon 28/10/13

183 Planning Approval 1 day Thu 28/11/13 Thu 28/11/13

184 Prepare warrant application & tender docs 60 days Fri 09/08/13 Thu 31/10/13

185 Lodge Warrant application 1 day Fri 01/11/13 Fri 01/11/13

186 Warrant approval 20 days Fri 01/11/13 Thu 28/11/13

187 Select contractor pool 5 days Thu 28/11/13 Wed 04/12/13

188 Tender 25 days Fri 08/11/13 Thu 12/12/13

189 Tender report 5 days Thu 12/12/13 Wed 18/12/13

190 Scoring & Assessment 3 days Wed 18/12/13 Fri 20/12/13

191 Notify preferred contractor 1 day Fri 20/12/13 Fri 20/12/13

192 HHP board report 10 days Mon 06/01/14 Fri 17/01/14

193 HHP board approval 1 day Tue 28/01/14 Tue 28/01/14

194 Scottish Government application/Approval 20 days Mon 06/01/14 Fri 31/01/14

195 Appoint Contractor 1 day Mon 03/02/14 Mon 03/02/14

196 H&S CDM 30 days Mon 03/02/14 Fri 14/03/14

197 Mobilisation period 10 days Fri 14/03/14 Thu 27/03/14

198 Works 48 wks Tue 01/04/14 Mon 02/03/15

199

200

201 Anderson Road 434 days? Fri 31/05/13 Fri 30/01/15

202 Appoint CDM-C 1 day Fri 31/05/13 Fri 31/05/13

203 CDM-C review design work 10 days Fri 31/05/13 Thu 13/06/13

204 Notify HSE 1 day Fri 31/05/13 Fri 31/05/13

205 Assess cost package 8 days Mon 17/06/13 Wed 26/06/13

206 Assess programme 5 days Mon 17/06/13 Fri 21/06/13

207 Assess detailed planning cnditions -contractor response 7 days Fri 31/05/13 Mon 10/06/13

208 Assess UBC status 15 days Fri 31/05/13 Thu 20/06/13

209 Sgovt submission & approval 7 days Mon 24/06/13 Tue 02/07/13

210 Statutory undertaker adoptions/consents 60 days Fri 31/05/13 Mon 26/08/13

211 legal transfer of land prep work 30 days Wed 26/06/13 Thu 08/08/13

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212 Appoint contractor 1 day Mon 26/08/13 Mon 26/08/13

213 Mobilisation period 10 days Tue 13/08/13 Mon 26/08/13

214 Works 75 wks Mon 26/08/13 Fri 30/01/15

215

216 2015-2018 Programme 0.86 days? Fri 10/05/13 Fri 10/05/13

217 Assess SLP for projects

218

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Angus Macneil,John Maciver,Martin Murphy,Nick Lawton,Peter O'Donnell,Stewart Wilson

Liz Macinnes,Nick Lawton,Stewart Wilson

Martin Murphy,Nick Lawton

Liz Macinnes,Martin Murphy,Nick Lawton,Stewart Wilson

Stewart Wilson

Nick Lawton,Peter O'Donnell,Stewart Wilson

Liz Macinnes,Nick Lawton,Stewart WilsonLiz Macinnes,Nick Lawton,Stewart Wilson

Angus Lamont,John Maciver

John Maciver

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Liz Macinnes,Stewart WilsonLiz Macinnes,Stewart Wilson

Liz Macinnes,Stewart WilsonLiz Macinnes,Stewart Wilson

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contractor,Stewart Wilson

Angus Lamont

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Stewart Wilson

contractor

Stewart Wilson


Stewart Wilson


Angus LamontAngus Lamont


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contractor 0%

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John Maciver

contractor

contractor

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John Maciver,Liz Macinnes,Stewart Wilson

Angus Lamont

contractor

contractor


Angus Lamont

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Angus Macneil,Liz Macinnes,Peter O'Donnell,Stewart Wilson10%

Angus Lamont,Dena Macleod,John Maciver,Stewart Wilson0%

Angus Lamont,Scot Government,Stewart Wilson 0%

contractor 0%

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Angus Macneil,John Maciver,Liz Macinnes,Peter O'Donnell,Stewart Wilson

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Design team

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contractor,Design team,Liz Macinnes,Stewart Wilson

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DML Page 1 of 3 14/6/13

Agenda Item Board – 9 A&R - 6

AUDIT & RISK 25 JUNE 2013

BOARD 26 JUNE 2013

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2013

Report by Director of Resources

PURPOSE OF REPORT

1.1 To present the Annual Report and Accounts for the year ended 31 March 2013 to the Board and Audit & Risk Committee for approval.

SUMMARY

2.1 The Annual Report and Accounts for the year ended 31 March 2013 have been prepared and are Appendix 1. A summary of the Annual Report is at Appendix 2.

COMPETENCE

3.1 The legal, financial or other constraints to any recommendation in this report are contained in Paragraphs 5.1 to 5.6.

RECOMMENDATIONS

4.1 It is recommended that the:

a) Audit & Risk Committee review the Annual Report and Accounts for the year ended 31 March 2013 as at Appendix 1 and recommend approval to the Board; and

b) Board approve the Annual Report and Accounts for the year ended 31 March 2013 as at Appendix 1; and

c) Board approve the summary of the Annual Report for distribution to members and tenants of HHP as at Appendix 2.

APPENDIX 1 Annual Reports and Accounts for year ended 31 March 2013 (draft)

APPENDIX 2 Annual Report and Financial Statements 2012/13 summary (to follow)

Background Papers

Writer of Report Dena Macleod Tel: 0300 123 0773

DML Page 2 of 3 14/6/13

COMPETENCE

Financial 5.1 The Annual Report and Financial Statements report on how the resources for the year

ended 31 March 2013 have been utilised. The cost of auditing and producing copies of the Annual Report and Accounts has been provided for in the Annual Report and Accounts.

Legal 5.2 The following Partnership rules are applicable: a) Rule 4 - As a landlord and managing agent we will:

Rule 4.1 - have regard for the requirements of public accountability.

Rule 4.2 - use any money we receive carefully and properly.

b) Rule 72 – The Board must send the Partnership’s accounts and Balance Sheet to the Partnership’s auditor. The auditor must then report to the Partnership on the accounts they have examined. In doing this, the auditors must follow the conditions set out in Section 9 of the Friendly and Industrial and Provident Societies Act 1968 and paragraphs 13 (2) and 13 (3) of Schedule 7 Part 3 of the Housing (Scotland) Act 2001.

c) Rule 73 - The Partnership must provide the Scottish Housing Regulator and the Financial Services Authority with a copy of its accounts and the auditor’s report within six months of the end of the period to which they relate.

5.3 The Annual Report and Financial Statements prepared must comply with the Statement of

Recommended Practice (SORP) - Accounting by registered social landlords 2010 and the Registered Housing Associations (Accounting Requirements) (Scotland) Order 2007.

5.4 There is no requirement at this stage for an RSL to adopt International Financial

Reporting Standards (IFRS). 5.5 The Facility Agreement with our Funder’s requires the Partnership to submit audited

Annual Report and Financial Statements within six months from the end of the period to which they relate and also confirmation from our External Auditor that the Financial Covenants have been met.

5.6 The following Financial Regulations are applicable:

a) 5.10.1 – Preparation of annual accounts is to commence immediately after the end of each financial year and draft accounts are to be prepared for consideration by the auditors and by the Resources Committee no later than three months after the year-end.

b) 5.10.4 - the draft accounts and audit management letter will be reviewed by the Audit and Risk Committee. On the recommendation of the respective Committees, the draft accounts will be submitted to the Board for approval, and subsequently for adoption at the Annual General Meeting.

RISK

6.1 The risk of not complying with the Legal requirements has been mitigated by completing the preparation of the Annual Reports and Financial Statements within three months of the year-end.

DML Page 3 of 3 14/6/13

REPORT DETAILS

7.1 A set of accounts for the year ended 31 March 2013 have been prepared and are at Appendix 1 to this report. An audit report will be issued at the meeting of the Committee and the Board.

7.2 Confirmation from Wylie & Bisset that HHP has met the Financial Covenant for 2012/13 as required by our Funder is also expected at the meeting.

7.3 A detailed presentation will be given at the Board meeting on the Accounts and the performance for the year.

7.4 The key financial factors to highlight in the Annual Accounts are the:

a) adjustments to rental income to restate liability and investment expensed to Income & Expenditure Account arising from an outstanding adjustment from the implementation of component accounting in 2011-12;

b) decrease of just over £88K in turnover reflecting reduction in the sale of LIFT properties (18 in 2011-12, 6 in 2012-13);

c) proposal to transfer £432,185 to designated reserves as shown in Note 21;

d) inclusion of the subsidiary HHP Community Housing and the decision not to prepare group accounts as the Company did not trade during the year; and

e) net liability on the Pension Fund decreasing to £1,894K as shown in Note 23.

7.5 A separate report is being presented to the Board and detailing performance for the year against the approved budget.

ANNACCO

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Typewritten Text

APPENDIX 1

2

DRAFT

3

CONTENTS

CONTENTS...........................................................................................................................................................................3

BOARDOFMANAGEMENT,DIRECTORANDADVISERS..................................................................................4

REPORTOFBOARDOFMANAGEMENT..................................................................................................................6

BOARDSTATEMENTONINTERNALFINANCIALCONTROL......................................................................15

STATEMENTOFBOARDRESPONSIBILITIES....................................................................................................16

OPERATINGANDFINANCIALREVIEW................................................................................................................18

RespectiveresponsibilitiesoftheBoardofManagementandAuditors......................................23

Scopeoftheauditofthefinancialstatements............................................................................................23

Opiniononfinancialstatements........................................................................................................................23

Mattersonwhichwearerequiredtoreportbyexception..................................................................24

Income&Expenditureaccount...............................................................................................................................28

Statementofrecognisedsurplusesanddeficits...............................................................................................28

BalanceSheetat31March2013.............................................................................................................................29

Cashflowstatementfortheyearended31March2013..............................................................................30

Notestothefinancialstatements...........................................................................................................................31

DRAFT

4

BOARDOFMANAGEMENT,DIRECTORANDADVISERS

Name Category ChangesduringtheyearAppointed Resigned

DavidBlaney(Chair)

Councillor 11May2012

GeorgeLonie(Vice‐Chair)

Community 16Sept2010

KevinPaterson(Treasurer)

Tenant 13Sept2012 (re‐appointed)

AngelaQuail Tenant 20March2013 (re‐appointed)

DanielCoyle Tenant 13Sept2012 (re‐appointed) AlasdairMackenzie Tenant 13Sept2012(re‐appointed) CalumMackay Community 13Sept2012 JaneMackinnon Community 15Sept2011(re‐appointed) MairiBremner Community 13 Sept2013(re‐appointed) HelenSmith Commuity 16Sept2010(re‐appointed) 12Oct2012NeilCampbell Councillor 28June2007 4May2012GerryMacleod Councillor 28June2007 4May2012DonaldJMacrae Councillor 11May2012 NormanMacleod Councillor 11May2012 JohnAMaciver Councillor 11May2012 IainMacmillan Co‐optee 13Sept 2012

SecretaryandRegisteredOffice FundersDenaMacleodBACACreedCourtGleannSeileachBusinessParkSTORNOWAYIsleofLewisHS12QP

RoyalBankOfScotlandplcRBSGlobalBanking&MarketsKirkstaneHouse,139StVincentStreet,Glasgow,G25JF

Auditors SolicitorsWylie&BissetLLP168BathStreetGLASGOWG24TP

HarperMacleodTheCa’d’oro45GordonStreetGLASGOWG13PE

HBJGateleyWareing19CanningStreetEDINBURGHEH38EH

Bankers DirectorsRoyalBankofScotlandplc17NorthBeachStreetSTORNOWAYIsleofLewisHS12XH

ChiefExecutive:AngusLamontBADIHSMCIHDirectorofOperations:JohnMaciverBScMPHIL,FCIHDirectorofResources:DenaMacleodBACA

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DRAFT

9

DYNAMICSOFTHESOCIALLANDLORD

ThePartnership is focusedonprovidinghousingwithin theWestern Isles and recent figuresshowthatthereisacontinuingdemandforsociallyrentedpropertiesandforthesharedequitymodel.EmergingCensusdataindicatesthatthepopulationdeclineofthelast30yearsseemstohavereversedslightlyalthoughtheproportionofyoungpeopleandchildrenisworryinglylow.DemandisparticularlyhighinStornoway,Tarbert,BalivanichandCastlebay.Howeverthereisconcernthatthe‘bedroomtax’mayimpactonlargerpropertiesinmoreremoteruralareas.

KEYRISKSIMPACTINGONTHEFUTURE

HHP’s30yearbusinessplanisextremelysensitivetochangesintheoperatingenvironmentandin an effort to minimise that risk, a risk strategy and risk register has been prepared. Thestrategyisupdatedannuallyandtheregisterisreviewedquarterlyandupdatedasnecessary.

Any risk which materially jeopardises the Partnership’s ability to achieve its Mission andObjectivesorconductitsbusinessisnotbeaccepted

GOVERNANCE&MANAGEMENT

HHPisanIndustrialandProvidentSocietyandisgovernedbyasetofRulesappropriateforaRegisteredSocialLandlord.ThePartnershipisgovernedbyavoluntaryBoardofManagementwhichissupportedbyaChiefExecutive,ExecutiveTeamandstaff.AfulllistofBoardMembersisatpage4.

AllBoardMembersandstaffarerequired tooperatewithinasetofStandingOrders,policiesandfinancialregulations.

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DRAFT

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DRAFT

11

Establishingaframeworkofdelegationandsystemofinternalcontrol Achievingthehigheststandardsofgovernance

Currently,HHP’sBoardhasdelegatedresponsibilitytothefollowingStandingCommittee:

Audit&Risk

The Audit & Risk Committee is responsible for ensuring that the activities of the Board arewithin the lawandregulationswhichgovern theBoard,and thataneffective internal controlsystemismaintained.SpecificallythisCommittee:

ReviewsHHP’ssystemsofinternalcontrolandriskmanagement Providesanoverviewoftheinternalandexternalauditfunctions Scrutinisesthefinancialstatements Monitors the implementationof internal audit recommendations,externalaudit reports

andmanagementletters Reviewstheinternalauditplanandscopeofwork Reviewstheeffectivenessoftheoverallriskstrategy

TenantParticipation

PlacingtenantsatthecentreofwhatwedoisakeyobjectiveforHHP. WecontinuedtoworkcloselywithWIFTRAandtoprovideopportunitiesforourtenantstoengagewithus.Wehostedevents for tenants during the year in Stornoway, Tarbert and Balivanich. Rent consultationmeetings were organised in Stornoway, Tarbert, Balivanich and Barra. A rent consultationmeetingwasheldwithWIFTRAandwithour individual tenants groups in SouthUist and alltenantswere invited tocontribute toareviewofourAllocationPolicy. Wealsocontinued toseektenantsviewsonourservices,particularlyrepairsandinvestmentandusedthefeedbacktoimprovehowwedothings.

Health&Safety

TheBoardplacesthehighestpriorityontheHealthandSafetyoftenants,staffandcontractors.AHealthandSafetygroupchairedbytheDirectorofOperationsmeetsregularlywitharemittoensuretheHealthandSafetyrequirementsarebeingmetbythePartnership.

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12

PoliticalandCharitableDonations

TherewerenopoliticaldonationsmadebyHHPduringthefinancialyear.Atotalof£2,000wasdonatedduringtheyeartothefollowinglocalcharities

£500 CrossroadsLewisCareAttendantScheme

£500 StornowayPHABClub

£500 WesternIslesCarersUsersandSupportersNetwork(WICUSN)

£500 RNLI

DisclosureofInformationtoAuditors

TheBoardMemberswhoheldofficeatthedateofapprovalofthisBoardreportconfirmthat,sofar as they are each aware, there is no relevant audit information ofwhich thePartnership’sauditorsareunaware;andeachBoardMemberhastakenallthestepsthathe/sheoughttohavetakenasaBoardMembertomakehimself/herselfawareofanyrelevantauditinformationandtoestablishthatthePartnership’sauditorsareawareofthatinformation.

Auditors

A resolution to re‐appointWylie&Bisset as auditors ofHHPwill beproposed at theAnnualGeneralMeetinginSeptember2013.

EmployeePolicies

The30yearBusinessPlanrecognisesthatthewell‐beingofstaffiscriticaltosuccessfulservicedelivery.Acoreobjectiveistobeagoodemployerthatattractsandretainshighqualitystaff.HHPwillensurethatthereissufficientandwelltrainedstafftodeliverhighqualityservices.

Recruitment

HHP want staff to feel safe in their working environment and that they are treated fairlyirrespectiveofcolour,age,disability, religionorsexualorientation. ARecruitmentPolicyhasbeendevelopedwhichaimsto:

Recruitandselectthebestcandidateforeveryvacancy; Ensurethataccesstoemploymentopportunitiesisbasedonfair,objectiveandconsistent

criteria

Training

HHP is committed to the training anddevelopment of all its employees andBoardMembers.The Regulator highlighted in the Inspection Report that Board Members training was aparticular strength. Regular training needs assessments are carried out for Board Members’which feed intoTrainingPlans.A trainingprogrammeforstaff for2013‐14 isbeingcompiledfromtrainingneedshighlightedduringthestaffperformanceappraisalsystem.

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13

INTERNALFINANCIALCONTROL

TheBoardofHHPisresponsibleforestablishingandmaintainingsystemsofinternalfinancialcontrolwithintheorganisation.Bytheirnaturethesesystemscanprovidereasonable,butnotabsolute,assuranceagainstmaterialmis‐statementor loss.The internalcontrol framework issupported by organisational control measures including, financial and business planning,performancemonitoringandreporting,projectmanagementandcommunicationsystems.Theinternalcontrolframeworkalsoreliesonformalgovernancemeasuresincludingastructureofcorporatepolicies, authorities and responsibilitiesdelegated from theBoard to theExecutiveTeam.

FrameworkofInternalcontrol

ThekeymethodsbywhichtheBoardestablishestheframeworkforprovidingeffectiveinternalfinancialcontrolsaredealtwithinthenextpartofthisreport.

ManagementStructure

TheorganisationforwhichtheBoardhasoverallresponsibilityisgovernedbyasetofStandingOrders,whichreservesspecificpowerstotheBoardanddelegatesfunctionsandpowerstoitsOfficers, Committee and Working Groups. The Executive Team, comprising of the ChiefExecutiveandtheDirectors,hastwomainfunctions,OperationsandResources.

Audit&RiskCommittee

TheAudit&RiskCommitteeconsistsofsixmembers.Meetingsarenormallyheldquarterlytoreviewandapproveannual internalandexternalauditplans,reportsandtheactiontakenonissues raised by audit. In addition the Audit and Risk Committee reviews the corporate riskmanagementarrangementsincludingtheRiskRegister.

SystemofInternalControl

Thekeyelementsofthesystemofinternalcontrolareasfollows:

RegularmeetingsoftheBoard,whichhasascheduleofmattersspecificallyreservedforitsapprovalandwhicharethesubjectofregularstandardreportsasrequired

AppointmentofInternalAuditorswhoworktothestandardsoftheInstituteof InternalAuditorsandproduceanannualinternalauditplanandregularinternalauditreports

ThereviewofreportspreparedbyInternalAuditorsbytheAuditandRiskCommitteeonaregularbasis

A corporate financial planwith a detailed annual budget, regularly revised forecasts, acomparison of actual with budget and key performance indicators all of which arereviewedbytheBoard

IdentificationofBusinessRisk

Riskmanagement lieswith theBoardsupportedbyManagementTeam. Key riskshavebeenidentifiedaspartof thebusinessplanningprocessandscored to reflect the likelihoodof this

DRAFT

14

occurring.Mitigationstrategiesareputinplacetominimisetheimpactofidentifiedriskontheorganisation.

Thethreemostsignificantrisksidentifiedduring2012/13wereWelfareReform,legislativeandregulatory changes and changing relationships with partners. Other significant risk factorsinclude changes to pensions resulting in increased costs to contractors and suppliers, fragilelocaleconomy,contractorsexperiencingcashflowdifficultiesandresultantbusinessfailure.

CorporateRisk

TheRiskRegisterhasbeenupdated for2012/13.TheRiskRegister is organisationwideandshowseach risk, the significanceof the risk, and theprobabilityof these risksoccurring.TheRegister also details the impact of the risks should they occur and who will have primeresponsibilityforthedesignandoperationofsuitablecontrolsandmitigatingactions.

ManagementInformationSystems

Management Information Systemshave been establishedwhichprovidemonthly informationonkeyaspectsofthebusiness.Managementaccountscomparingactualresultsagainstbudgetare presented to the Board along with performance against key financial and non‐financialindicators.OverthenexttwoyearsHHP’sExecutiveTeamwillfurtherdevelopthemanagementinformation produced to provide managers with reliable and up to date information whichenables them to respondquickly to service delivery issues as they arisewhilst continuing toachievethestrategicobjectivesandgoalsoftheorganisation.

Internalaudit

On1April2011theBoardappointedScott‐MoncrieffastheirInternalAuditors.TheInternalAuditorsreportdirectlytotheAuditandRiskCommittee.

TheExternalAuditorshaveplacedrelianceontheworkcarriedoutbytheInternalAuditorsontheaccountingsystems.

InvestmentAppraisal

The Financial Regulations provide the framework and procedures for investment appraisal.Expenditure beyond certain levels requires to be approved by the Board. A Fixed AssetRegisterisinplacewhichdetailsalltheassetsownedbythePartnership.

Investment

On1June2010HHPCommunityHousingLimitedwasformedasanon‐charitablesubsidiaryofthePartnership.

DRAFT

15

BOARDSTATEMENTONINTERNALFINANCIALCONTROL

The Board, through the Audit and Risk Committee, has reviewed the effectiveness of HHP’sinternalcontrol fortheYearended31March2013.Thisreviewwas informedbytheworkofInternal Audit andby the Executive Team,whichhas responsibility for the development andmaintenanceoftheinternalcontrolframework.ItwasalsoinformedbycommentsmadebytheExternalAuditorsintheirmanagementreports.Suchasystemcanonlyprovidereasonable,andnot absolute, assurance against material mis‐statement or loss, as it is designed to manageratherthaneliminatetheriskoffailuretoachievebusinessobjectives.

The Board and Executive Team continue to transform the business through organisationalchanges which impact upon structures and systems. These changes highlight the need foreffectivesystemsandefficientresourcemanagement.TheBoardhasreviewedtheeffectivenessofthesystemsof internal financialcontrolswhichhavebeeninoperationduringtheyear.Noweaknesseshavebeen foundwhichresulted inmaterial losses,contingenciesoruncertaintiesthatrequiredisclosure.

OnbehalfoftheBoard

DavidBlaney

Chair

DRAFT

16

STATEMENTOFBOARDRESPONSIBILITIES

The Industrial Provident Societies Act 1965 to 2002 require the Board to prepare FinancialStatements for each financial year which give a true and fair view of the state of affairs of thePartnership and of the surplus or deficit of the Partnership for that period. In preparing thoseFinancialStatements,theBoardofManagementisrequiredto:‐

selectsuitableaccountingpoliciesandthenapplythemconsistently;

makejudgmentsandestimatesthatarereasonableandprudent;

statewhetherapplicableAccountingStandardshavebeenfollowed,subjecttoanymaterialdeparturesdisclosedandexplainedinthefinancialstatements;

prepare the financial statements on the going concern basis unless it is inappropriate topresumethatthePartnershipwillcontinueinbusiness;

prepareastatementonInternalFinancialControl.

TheBoardofManagement is responsible for keeping adequate accounting recordswhichdisclosewithreasonableaccuracyatanytimethefinancialpositionofthePartnershipandtoenablethemtoensure the Financial statements comply with the Industrial and Provident Societies Act 1965 to2002,theHousing(Scotland)Act2001andtheRegisteredSocialLandlordAccountingRequirements(Scotland)Order2007.ItisalsoresponsibleforsafeguardingtheassetsofthePartnershipandhencefor takingreasonablesteps for thepreventionanddetectionof fraudandother irregularities. It isalsoresponsibleforensuringthePartnership’ssuppliersarepaidpromptly.

STATEMENTOFDISCLOSURESTOAUDITORS

InsofarastheBoardofManagementareaware;

There is no relevant audit information (information needed by the Partnership’sauditorsinconnectionwithpreparingtheirreport)ofwhichthePartnership’sauditorsareunaware,and

TheBoardofManagementhavetakenallstepsthattheyoughttohavetakentomakethemselves aware of any relevant audit information and to establish that thePartnership’sauditorsareawareofthatinformation.

DRAFT

OP

PERATTINGAND

D F INANCIIAL RREVIEEW

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OPERATINGANDFINANCIALREVIEW

PERFORMANCEINTHEYEAR

Asummaryofthekeyperformanceareasfortheyeararedetailedinthefollowingparagraphs.

HousingServices

80%ofpropertiesletwithin28days Averagetimetolet(excludingdifficulttoletproperties)reducedfrom19.05to14.22days Arrearsmarginallyincreasedfrom3.21%to3.29%ofgrossdebit Voidlossreducedfrom£52.7Kto£46.9K

Investment

106heatingsystemsinstalled 49bathroomsinstalled 141kitchensinstalled 33propertiesre‐roofed 159newwindowsinstalled Stockconditionsurveycompleted Energyefficiencystudycompleted £171.5kanticipatedforheatinginsuccessfulbidtoDECC

DRAFT

19

OPERATIONALREVIEW

Planned&CyclicalMaintenance

We completed year 3 of our 5 year plannedmaintenance programme focussing on externalmaintenancesuchas,painting,fabricrepairs,guttercleaningandenvironmentalupgrading.Wecontinuedourannualcyclicalprogrammewithservicingbeingcarriedoutongasandairsourceheatingsystems,doorentrysystems,communallightingandfireprotectionsystems.

Over£500Kwasspentonplannedandcyclicalmaintenance.

InvestmentProgramme

Over £3.5m was invested directly into tenants’ homes as we continue to work towards theScottish Housing Quality Standard. There was a continued focus on improving the energyefficiency of homes through an accelerated insulation programme and the installation of AirSource Heat Pumps (ASHPs). We completed the second year of our 4 year investmentprogramme which saw double glazed windows being installed to all properties in Uist andBarra.Inadditionwewereabletoaccelerateourwindowandcentralheatingprogrammesasaresult of grant income secured from DECC and saving being generated from our investmentprogrammeframeworkcontract.

Asmallscalein‐depthstudyofasampleofpropertieswascommissionedfromGreenspaceLtdto assess in more detail the energy efficiency of properties using thermal imaging and airtightnesstesting.Thesefindingsarebeingusedtoinformourinvestmentgoingforwardaswecontinue to strive to reduce the very high levels of fuel poverty amongst our tenants. Inparticular we are evaluating low cost works which can make a significant difference to thecomfortoftenantshomes.

Thisissueoffuelpovertycontinuestobeahugechallengeintheislandsacrossalltenuresandwecontinuetoseekopportunitieswithpartnerstoaddressthis.

AmajorstockconditionsurveywasalsocompletedinMarch2013andthefindingsofthiswillbeusedduring2013/14toplanourinvestmentoverthenext5yearsandbeyond

Grantfundingof£200,475(2011/12:£173,422)wasalsomadeavailablefromtheGovernmenttodeliveraidsandadaptationsto87tenantswithhealthandmobilityproblemsduringtheyear.

HousingServices

Performanceonre‐lettingpropertiesimprovedsignificantlyagainwiththeaveragenumberofdaystoletproperties(19.05days)andtheamountofrentlostduetovoidproperties(0.58%)showingthebestperformancesinceHHPwasestablished.

Rent arrears increasedmarginally with current tenant arrears rising from 2.31% to 2.39%.Unfortunatelywehadtoevicttwotenantsduringtheyear.TheWelfareReformagendaposesamajorrisktoHHPandsignificantpreparatoryworkhasbeencarriedouttotryandassistandadvisetenantsonoptionsavailabletothem.The‘BedroomTax’inparticularwillcausemajorhardshipforasignificantnumberoftenantsandwehavemadepersonalcontactwithmanyofthem.

DRAFT

20

Levelsofanti‐socialbehaviourcontinue tobe low. However,wehadtoevictonetenantwhorefusedtoco‐operativewithextensiveeffortstohelpaddresstheirbehaviour.Wecontinuedtowork closely with the Police and the Comhairle’s Anti Social Behaviour Officer to addressproblems.InadditionweworkwithotherpartnersthroughtheCommunitySafetyPartnershiptotakeapro‐activeandpreventativeapproachtoissuesthataffecttenants.

WereviewedourapproachtodealingwithcomplaintsinlinewiththemodelsystemintroducedbythePublicServicesOmbudsman.

The duties imposed through the Property Factors Act were complied with. This legislationrepresentedasignificantadditionalburdenforHHPandotherRSLs

Wecontinuedtoinspectallschemesannuallytoensurethattheyareattractiveplacesinwhichtolive.TheBoardalsoagreedtointroduceaGardenAssistanceSchemein2013/14tohelpthemostelderlyanddisabledpeople.

SHQS2020ClimateChangeTarget

Wecontinuedtolookbeyondthe2015SHQStargetandtoexaminehowtheenergyefficiencyoftenantshomescanbeimprovedfurther.

We areworking to strengthen our partnershipwith other agencies and towork together tominimisetheresourcesavailabletoaddressthechallengesposedbythe2020target.

ThroughthesepartnershipswewillseektoleverinfurtherinvestmentfrombothScottishandNationalsourcestobenefitourtenantsandthewidercommunity..

DRAFT

21

FINANCIALREVIEW

FinancialResults

The turnover for the year to 31 March 2013 was £8.946 million against operating costs of£5.630 million. Operating costs for the year included £0.558 million of capital investmentwrittenoffagainstexpenditure.Themainsourceofincomewasfromrentalincomeof£7.414millionwith£0.666millionreceivedingrantfromTheScottishGovernment.£0.300millionofthe grant received was to support our Business Plan activities. Turnover on other activitiesincluded the sale of 6 LIFT properties (2012: 18 LIFT) resulting in the overall turnoverdecreasingby£0.901millionfromthepreviousyear.

The operating surplus on Letting Activities was £3.284million, 44.6% of Net Rental Income(2012:£2.994million,43.02%ofNetRentalIncome).

Fundsarebeingtransferredintodesignatedreservesfor:

a) FutureRepairsandRenewalsonnewbuildproperties;b) Fundingcostsforremovingasbestosfromtransferredpropertieswhichmaybeincurred

asaresultoftheinvestmentprogramme;c) Pensionreserve.

BalanceSheet

HHP’sBalanceSheetisshownonPage29.Thekeyfactorsaffectingthebalancesheetare:

a) Reservesadjustmentfor;b) Theadditionof15newunitsforrentfundedlargelyfromHousingAssociationGrantfrom

theScottishGovernment;c) ThedevelopmentcontractenteredintowithComhairleNanEileanSiarforinvestmentin

the properties transferred to HHP amounting to £10.396million. This is shown underLongTermdebtorsandLongTermcreditors;

d) Increaseincreditorsduetoordersonnewbuild.

CashFlow

TheCash Flow is shownonpage 30. Thenet cash flow fromoperating activitieswas £4.889million which included a Business Plan support grant of £0.300 million from The ScottishGovernment. The principal cash outflowswere operating costs, investment in assets and thepurchaseofthemainofficeinStornoway.

CurrentLiquidity

At31March2013HHPhadcashandshort‐termdepositsof£1.946million.Thiswas£2millionmorethanoriginalbudgetwhichwasduetotheslippageontheprivatefinancerequirementfordevelopment, savings delivered on the investment programme, slippage and savings on themanagement costs. The future investment and development programme will see this cash

DRAFT

22

balance reduce significantly over the forthcoming year. It is anticipated there will be arequirementtodrawdownamaximumof£2millionduringtheforthcomingyear.

CapitalStructureandTreasuryManagementPolicy

HHP’sactivitiesarefundedonthebasisofaBusinessPlan,whichisupdatedannually.ThemainelementsofHHP’slongtermfundingarea30yearloanfacilityarrangedwiththeRoyalBankofScotland, deficit funding and loan facilities provided by The Scottish Government. The loanfacility allows HHP to borrow up to £10 million. In broad terms, the current Business Planassumesthatborrowingwillincreaseeachyearuntilthemaximumof£9millionisreachedin2026reflectingthesignificantinvestmentprogrammeinthefirsttenyearsoftheplan.Debtisprogressivelypaidoffinsubsequentyearsandisprojectedtobefullypaidoffby2032.

TheBusinessPlanassumesdeficitfundinggrants,capitalgrantsfornewbuildandloansofjustover£20million.Theloansarerepayablebyyear30.

TheBoardreceivesupdateseachquarterwhichdetailthedebt,cashandinterestreceived.AllproposedchangestobankingarrangementsandbanksignatoriesareapprovedbytheBoard.

The TreasuryManagement Policywas approved in January 2012. The TreasuryManagementPolicy sets down the framework for investing andmanaging cash, raising loans, interest ratemanagementandtheuseoffinancialderivativesbytheGroup.AkeyobjectiveofthePolicyistoensurethatthePartnership’sloanportfoliorepresentstheoptimumbalanceofriskininterestrate,loanmaturityandfixedrateexposure.

PLANSFORTHEFUTURE

HHPplanstoinvest£18.43millionoverthenext5yearsinbringingitshousesuptotheScottishHousingQualityStandard.£1.010millionofprivatefinancehasbeenearmarkedforthe2newbuildprojectsdueforcompletionin2013/14.AdditionalfundingisbeingidentifiedtoenableHHPtocontinuedevelopingandthenumberofunitsdeliveredwillbedependentonthefundingavailablefromtheScottishGovernmentandComhairleNanEileanSiar.

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23

INDEPENDENTAUDITOR’S REPORT

WehaveauditedthefinancialstatementsofHebrideanHousingPartnershipfortheyearended31March 2012which comprise the Income and Expenditure account, the Balance Sheet, theCash Flow Statement and related notes. The financial reporting framework that has beenapplied in their preparation is applicable law and United Kingdom Accounting Standards(UnitedKingdomGenerallyAcceptedAccountingPractice).

ThisreportismadesolelytothePartnership'smembers,asabody,inaccordancewithSection9of the Friendly and Industrial and Provident Societies Act 1968. Our audit work has beenundertakensothatwemightstatetothePartnership'smembersthosematterswearerequiredtostatetotheminanauditors'reportandfornootherpurpose.Tothefullestextentpermittedbylaw,wedonotacceptorassumeresponsibilitytoanyoneotherthanthePartnershipandthePartnership'smembers as a body, for our auditwork, for this report, or for the opinionswehaveformed.

RespectiveresponsibilitiesoftheBoardofManagementandAuditors

AsexplainedmorefullyintheBoard’sResponsibilitiesStatementsetoutonpage15,theBoardofManagementareresponsibleforthepreparationoftheFinancialStatementsthatgiveatrueandfairview.Ourresponsibilityistoauditandexpressanopinionthefinancialstatementsinaccordance with applicable law and International Standards on Auditing (UK and Ireland).ThosestandardsrequireustocomplywiththeAuditingPracticesBoard'sEthicalStandardsforAuditors.

Scopeoftheauditofthefinancialstatements

An audit involves obtaining evidence about the amounts and disclosures in the financialstatements sufficient to give reasonableassurance that the financial statements are free frommaterial misstatement, whether caused by fraud or error. This includes an assessment of:whether the accountingpolicies are appropriate to thePartnership's circumstances andhavebeen consistently applied and adequately disclosed; the reasonableness of significantaccounting estimatesmadeby theBoardofManagement; and the overall presentationof thefinancialstatements.Inaddition,wereadallthefinancialandnonfinancialinformationintheBoard ofManagement’s report to identifymaterial inconsistencieswith the audited financialstatements.Ifwebecomeawareofanyapparentmaterialmisstatementsorinconsistenciesweconsidertheimplicationsofourreport.

Opiniononfinancialstatements

Inouropinionthefinancialstatements:

giveatrueandfairviewofthestateofthePartnership’saffairsasat31March2012andofitsincomeandexpenditurefortheyearthenended;and

have been properly prepared in accordancewith the Industrial and Provident Societies Acts1965 to 2002, theHousing (Scotland)Act 2001, theRegistered Social Landlords (AccountingRequirements)(Scotland)Order2007.

DRAFT

24

Mattersonwhichwearerequiredtoreportbyexception

WearerequiredtoreporttoyouundertheIndustrialandProvidentSocietiesAct1965to2002if,inouropinion:

‐ proper books of accounts have not been kept by the Partnership in accordance with therequirementsofthelegislation;

‐asatisfactorysystemofcontrolovertransactionshasnotbeenmaintainedbythePartnershipinaccordancewiththerequirementsofthelegislation;

‐thefinancialstatementsarenotinagreementwiththebooksofaccounts;or

‐wehavenotreceivedalltheinformationandexplanationsnecessaryforthepurposesofouraudit;

We have nothing to report in respect of these matters. Wylie & Bisset LLP Chartered Accountants Statutory Auditors Glasgow Date: 27 June 2012

DRAFT

25

AUDITORSREPORTONCORPORATEGOVERNANCE

CORPORATEGOVERNANCE

In addition to our audit of the Financial Statements, we have reviewed the Board ofManagement’s statement on page 15 concerning the Partnership’s compliance with theinformation required by the section on Internal Financial Control within SFHA’s publication‘RaisingStandardsinHousing’.

BASISOFOPINION

Wecarriedoutour reviewhaving regard toBulletin2006/5 issuedby theAuditingPracticesBoard, The Bulletin does not require us to review the effectiveness of the Partnership’sprocedures for ensuring compliance with the guidance notes, nor to investigate theappropriatenessofthereasonsgivenfornon‐compliance.

OPINION

In our opinion the statement on internal financial controls on page 15 has provided thedisclosures required by the section on Internal Financial Control within SFHA’s publication‘Raising Standards in Housing’ and is consistent with the information which came to ourattentionasaresultofourauditworkonthefinancialstatements.

Wylie & Bisset LLP Chartered Accountants Statutory Auditors Glasgow Date: 27 June 2012

DRAFT

26

DRAFT

F INANNCIAL

L STAATEMMENTS

27

DRAFT

28

INCOME&EXPENDITUREACCOUNT

FORTHEYEARENDED31MARCH2013

Theresultsfortheyearrelatewhollytocontinuingactivities.

STATEMENTOFRECOGNISEDSURPLUSESANDDEFICITS


Totalrecognisedsurplusesrelatewhollytocontinuingactivities.

Thenotesonpages31to48formpartofthesefinancialstatements.

31 March 2013 31 March 2012

£ £

Notes

Turnover 3 8,945,790 9,846,975

Operating costs 4 & 5 (5,630,182) (6,831,858)

Operating surplus 3,315,608 3,015,117

Surplus on sale of fixed assets

-housing properties 9 (16,866) 26,263

Interest receivable and other income 10 4,366 9,200

Interest payable and similar charges 11 (252,421) (253,566)

Surplus on ordinary activities, before transfers to Reserves 3,050,687 2,797,014

31 March 2013 31 March 2012

Notes £ £

Surplus on ordinary activities, before transfer to Reserves 3,050,687 2,797,014

Transfer to Designated Reserves 21 (432,185) (372,266)

Total recognised surpluses since the last financial statements 2,618,502 2,424,748

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BALANCESHEETAT31MARCH2013

ThesefinancialstatementswereapprovedbytheBoardon26thJune2013andweresignedonitsbehalfby:

DavidBlaney DenaMacleod GeorgeLonieChair Secretary ViceChair


31 March 2013 31 March 2012

£ £

Notes

Tangible Fixed Assets

Housing Properties at cost 15 21,597,270 18,436,501

Other tangible fixed assets 15 827,374 854,882

Investments 15 1 1

22,424,645 19,291,384

Debtors due after more than one year 16 10,485,583 13,935,442

Current Assets

Stock 15,567 18,182

Debtors due within one year 16 750,538 981,547

Short-term deposits 1,225,905 861,313

Cash at bank and in hand 720,853 392,443

2,712,863 2,253,485

Creditors: amounts falling due within one year 17 (2,686,967) (933,158)

Net current assets 25,896 1,320,327

Total assets less current liabilities 32,936,124 34,547,153

Creditors: amounts falling due after more than one

year 18 (6,179,915) (7,328,047)

26,756,209 27,219,106

Provisions for liabilites and charges 19 (10,396,565) (13,841,595)

Net Assets 16,359,644 13,377,511

Capital and Reserves

Share Capital 20 192 188

Designated Reserve 21 2,024,120 1,591,935

Capital Reserve 22 178,607 247,165

Revenue Reserve 21 14,156,725 11,538,223

16,359,644 13,377,511

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CASHFLOWSTATEMENTFORTHEYEARENDED31MARCH2013


31 March 2013 31 March 2012

£ £

Notes

Net Cash inflow from operating activities 26 4,889,779 4,098,522

Returns on investment and servicing of finance

Right to Buy Proceeds + Sale of Assets (16,866) 26,263

Interest Received 4,366 9,200

Interest Paid (252,421) (253,566)

Net Cash (outflow) from returns on

investment and servicing of finance (264,921) (218,103)

Taxation

Net Cash outflow from Taxation - -

Capital expenditure and financial investment

Acquisition and construction of properties (5,343,335) (8,336,086)

Purchase of other fixed assets & investment (27,458) (477,839)

Grants received 1,342,104 3,767,315

Sales of properties 97,352 44,576

Sale of other assets 1,615 -

Net Cash outflow from capital expenditure (3,929,722) (5,002,034)

Net Cash inflow/(outflow) before use of liquid

resources and financing 695,136 (1,121,615)

Management of liquid resources (364,592) 437,628

Financing

Loan advances received - -

Loan principal repaid (2,138) (6,415)

Shares issued 4 2

(2,134) (6,413)

Increase/(Decrease) in cash in the year 26 328,410 (690,400)

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NOTESTOTHEFINANCIALSTATEMENTS


NOTE1 LegalStatus

HebrideanHousingPartnershipLimited (“HHP”or “ThePartnership”) is registeredunder theIndustrial and Provident Societies Act 1965 and is a Housing Association registered withScottishHousing Regulator (previously Communities Scotland) under theHousing (Scotland)Act2001.HHPhascharitablestatusandisregisteredwithOSCR.

NOTE2 AccountingPolicies

The followingaccountingpolicieshavebeenappliedconsistently indealingwith itemswhichareconsideredmaterialinrelationtotheFinancialStatements,exceptwherenotedbelow.

BASISOFACCOUNTING

The Financial Statements of the Partnership are prepared in accordance with applicableaccounting standards and in accordancewith the accounting requirements includedwith theRegisteredHousingAssociations(AccountingRequirements)(Scotland)Order2007,andunderhistorical cost accounting rules,modified to include revaluation of properties held for lettingand commercial properties. The Financial Statements have also beenprepared in accordancewith the Statement of Recommended Practice, Accounting by Registered Social LandlordsUpdate2010,issuedbyNationalHousingFederation.

PREPARATIONOFCONSOLIDATEDFINANCIALSTATEMENTS

The Financial Statements contain information about Hebridean Housing Partnership as anindividual company and do not contain consolidated financial information as the parent of agroup.ThecompanyhastakentheoptionnottoprepareconsolidatedFinancialStatementsasitssubsidiary,HHPCommunityHousingLimited, isadormantcompanyandisnotconsideredmaterialforthepurposeofgivingatrueandfairviewofthestateofaffairsofthecompany.

TURNOVER

Turnover,which isstatednetofValueAddedTax, represents incomereceivable from lettingsandservicecharges,feesreceivable,revenuegrantsandotherincome.

GRANTINCOME

GrantIncomereceivedismatchedwiththeexpendituretowhichitrelates.Wheregrantispaidasa contribution towards thecapital costofhousingschemes, it isdeducted fromthecostofhousing properties.Where grant is paid as a contribution towards revenue expenditure, it isincludedinturnover.

DEPOSITANDLIQUIDRESOURCES

Cash,forthepurposeofthecashflowstatementcomprisescashinhandanddepositsrepayableon demand, less overdrafts repayable on demand. Liquid resources are current assetinvestments that aredisposablewithout curtailingordisrupting thebusiness andare readilyconvertibleintoknownamountsofcashat,orcloseto,theircarryingvalue.

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PENSIONCOSTS

ThePartnershipparticipatesintheHighlandSuperannuationSchemeandcontributionstothepension scheme are calculated as a percentage of pensionable salaries of the employees,determined in accordance with actuarial advice. The actual pension cost is charged to theincomeandexpenditureaccountbasedoncontributionstothefund.

HOUSINGPROPERTIES

Housing properties in the course of construction are stated at cost and are not depreciated.Housingpropertiesaretransferredtocompletedpropertieswhentheyarereadyforlettingandarestatedatvaluation.Whereitisconsideredthattherehasbeenanyimpairmentinvaluethisis provided for accordingly. The cost of properties is their purchase price together withcapitalisedrepairs.Expenditureonschemesthataresubsequentlyabortediswrittenoffintheyearinwhichitisrecognisedthattheschemeswillnotbedevelopedtocompletion.

IMPROVEMENTSTOHOUSINGPROPERTIES

The Partnership capitalises repairs and improvement expenditure on its housing propertieswhich result in an enhancement of the economic benefit of the asset. Certain items ofInvestmentexpenditurewhichhadbeenwrittenoff in thePartnership’sprevious IncomeandExpenditureAccountsuptoandincluding31March2011willnowbecapitalisedasaresultofthe requirements of component accounting. The results of this are detailed in the NoteexplainingthePriorYearAdjustmentinthisyear’sAccounts.

IMPAIRMENT

Reviewsforanyimpairmentofhousingpropertiesarecarriedoutonanannualbasiswheretheestimated remaining economic life of those properties exceeds 50 years. Impairment isrecognisedwherethecarryingvalueofanincomegeneratingunitexceedsthehigherofitsnetrealisablevalueor its value inuse.Value inuse represents thenetpresentvalueof expectedfuture cash flows expected from the continueduse of these assets. Any impairment of assetswouldberecognisedintheIncomeandExpenditureAccount.

SHAREDOWNERSHIP

Sharedownershippropertiesaresplitproportionatelybetweencurrentandfixedassetsbasedonthefirsttrancheproportion.

Firsttrancheproportionswillbeaccountedforascurrentassetsandtherelatedsalesproceedsshowninturnover;and

Theremainingelementoftheshareownershippropertywillbeaccountedforasafixedassetandanysubsequentsalewillbetreatedasapartdisposalofafixedasset.

COMMERCIALPROPERTIES

Commercialpropertiesarevaluedatexistingusevalue.

PROVISIONS

ThePartnershiponlyprovidesforcontractualliabilitiesthatexistatthebalancesheetdate.

TAXATION

Incomeandcapitalgainsaregenerallyexemptfromtaxifappliedforcharitablepurposes.

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DEPRECIATION

Depreciation is charged on a straight‐line basis to write off the cost of each asset, less anyestimatedresidualvalue,overitsexpectedusefullife,assetoutbelow.Assetsaredepreciatedintheyearofacquisition,fromthedateoftheiracquisition,andintheyearofdisposal,uptothedateofdisposal.Landisnotdepreciated.

HousingPropertiesandOffices

AllofthemajorcomponentscomprisedwithinthePartnership’shousingpropertiesandofficesaretreatedasseparableassetsandtheircosts(afterthedeductionofanyrelatedsocialhousinggrant) are depreciated by reference to the expected useful life of each component, on thefollowingbasis:

YearsRoofs 50Kitchens 20Bathrooms 30Showers 10HeatingBoilers 15HeatingSystems 15Window&Doors 25OtherExternalComponents 15Structure 60

OtherFixedAssets

AllotherFixedAssetsaredepreciatedbyreferencetothefollowingexpectedusefullives:

YearsFurniture,FittingsandOfficeEquipment 5ComputerHardwareandSoftware 4

SALEOFHOUSINGACCOMMODATION

Propertiesaredisposedofundertheappropriatelegislationandguidance.AllcostsandgrantsrelatingtotheshareofpropertysoldareremovedfromtheFinancialStatementsatthedateofsale.Any grants received that cannotbe repaid from theproceedsof sale are abatedand thegrantremovedfromtheFinancialStatements.

CAPITALISATIONOFDEVELOPMENTOVERHEADS

Staffcoststhataredirectlyattributabletobringinghousingproperties intoworkingconditionfortheirintendedusearecapitalised.

CAPITALGRANTS

Wherecapitalisedrepairshavebeenfinancedwhollyorpartlybygrant,thecostoftheserepairshasbeenreducedbytheamountofthegrantreceived.

VALUEADDEDTAX

The Partnership is registered for VAT. A large proportion of its income, including rentalreceipts,isexemptforVATpurposes,givingrisetoapartialexemptioncalculation.Expenditure

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with recoverableVAT is shownnetofVATandexpenditurewith irrecoverableVAT is showninclusiveofVAT.VATonrefurbishmentworksexpenditureincludedinthedevelopmentworksagreementwithComhairleNanEileanSiar is fullyrecoverable.ExpenditureontheseworksisshownnetofVAT.

DEVELOPMENTAGREEMENT

The Partnership has entered into agreements with Comhairle Nan Eilean Siar whereby theundertakingofcatchuprepairsandimprovementworksremainswiththeComhairle,withtheobligationsub‐contractedtoHHP.ThishasbeenshownonthePartnership’sBalanceSheetasadebtoroffsetbyaprovisionofanequalamount.Asworkprogresses,bothsumswillbeadjusteddownwardsbytheappropriateamount.

BADANDDOUBTFULDEBTS

Provision is made against rent arrears for current and former tenants as well as othermiscellaneousdebtstotheextentthattheyareconsideredpotentiallyirrecoverable.

INTANGIBLEFIXEDASSETS

Negativegoodwillarisingfromtheacquisitionofthebusinesswillbeshownasanegativeassetandamortisedoverthelifeoftheassetsacquired.

LEASEDASSETS

Rentalspayableunderoperatingleasesarechargedtotheincomeandexpenditureaccountonastraightlinebasisovertheleaseterm.

DESIGNATEDRESERVES

DesignatedreservesareunrestrictedreservesearmarkedbyDirectorsforparticularpurposes.

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NOTE3 Turnover,OperatingCostsandOperatingSurplus

NOTE4 ParticularsofIncomeandExpenditurefromSocialHousingLettings

NOTE5 ParticularofIncomeandExpenditureonOtherActivities

2013 2012

Operating Operating Operating Operating

Turnover Costs Surplus Surplus

£ £ £ £

Social housing lettings 8,070,861 4,787,273 3,283,588 2,994,734

Other activities 512,198 480,545 31,653 18,991

Grant Income 362,731 362,364 367 (12,126)

TOTAL 8,945,790 5,630,182 3,315,608 3,001,599

General Needs Supported Shared

Housing Accommodation Ownership Other Total 2012

£ £ £ £ £ £

Income from lettings

Rent receivable net of service Charges 7,375,429 35,429 2,999 - 7,413,857 6,982,354

Service Charges receivable 24,575 3,585 2,180 7,543 37,883 31,462

Gross income from rents and service charges 7,400,004 39,014 5,179 7,543 7,451,740 7,013,816

Less voids (46,980) - - - (46,980) (52,742)

Net Income from rents and service charges 7,353,024 39,014 5,179 7,543 7,404,760 6,961,074

Grants from Scottish Ministers 300,000 - - - 300,000 250,000

Other Revenue Grants 366,101 - - - 366,101 177,393

Total Turnover from social letting activities 8,019,125 39,014 5,179 7,543 8,070,861 7,388,467

Expenditure on letting activitives

Management and Maintenance Administration costs 1,513,730 10,296 2,059 3,164 1,529,249 1,519,999

Planned and Cyclical Maintenance including major repairs 1,132,089 - 1,751 - 1,133,840 1,126,767

Reactive Maintenance 1,322,273 3,156 - 3,609 1,329,038 1,146,794

Bad Debts -rents and service charges 52,036 - - - 52,036 18,116

Depreciation of social housing 743,043 - 67 - 743,110 582,057

Operating costs of social letting activities 4,763,171 13,452 3,877 6,773 4,787,273 4,393,733

Operating surplus on letting activities 3,255,954 25,562 1,302 770 3,283,588 2,994,734

Grants from Other Total Other OperatingScottish Ministers Income Turnover Operating Costs Surplus/ Deficit 2012

£ £ £ £ £ £Wider Action - - - (367) 367 (12,126)Development - - - 65,291 (65,291) (65,291)Sale of Developments 362,731 396,540 759,271 716,985 42,286 13,518Management Services - 47,101 47,101 61,000 (13,899) 15,725Amortization negative goodwill - 68,557 68,557 - 68,557 68,557Total from other activites 362,731 512,198 874,929 842,909 32,020 20,383

31 March 2012 1,244,930 1,213,578 2,458,508 2,438,125 20,383

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NOTE6 BoardMembersEmoluments

BoardMembersreceived£7,348(2012£9,486)bywayofreimbursementofexpenses.BoardMembersdidnotreceiveanythingbywayofemoluments.

NOTE7 ExecutiveDirectors’Emoluments

DIRECTORS' AND EMPLOYEES EMOLUMENTS2013 2012

£ £The Directors are defined as the Chief Executive and any otherperson reporting directly to the Chief Executive whose totalemoluments exceed £60,000 per annum.

Aggregate emoluments payable to Directors exceeding £60,000 211,814 221,143(including pension contributions and benefits in kind)

Emoluments payable to the highest paid officer 76,096 76,058(excluding pension contributions)

DIRECTORS' EMOLUMENTS2013 2012

£ £

During the period the Directors emoluments(excluding pension contributions) fell withinthe following band distributions:

More than £60,000 but not more than £70,000 - -More than £70,000 but not more than £80,000 1 1More than £80,000 but not more than £100,000 - -

Emoluments include relocation expenses where appropriate

The directors are members of the Highland Superannuation Fund and employer's contributions are paid on the same basis as other members of staff.

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NOTE8 Employees

Intheyearto31March2013theaveragenumberofemployeesofthePartnership,includingExecutiveDirectors,was41.5(FTE),(2012–42FTE).

NOTE9 SurplusonSaleofFixedAssets

Thisrepresentsnetincomefromthesaleofassetsincludingpropertiessoldundertenants’RighttoBuy.

NOTE10 InterestReceivableandOtherIncome

NOTE11 InterestPayableandSimilarCharges

EMPLOYEE INFORMATION

2013 2012

£ £

Staff costs (for the above persons)

Wages and Salaries 1,073,627 1,054,909

Social Security costs 77,610 77,436

Employers' pension costs 179,108 175,664

1,330,345 1,308,009

Staff costs capitalised (382,811) (386,534)

947,534 921,475

Interest Receivable and Other Income2013 2012

£ £Bank interest receivable on deposits in the year 4,366 9,200

Interest Payable and Similar Charges2013 2012

£ £Loan interest Payable 252,421 250,576HMRC interest payable - 2,990

252,421 253,566

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NOTE12 TaxonOrdinaryActivities

ThePartnership’scharitablestatusmeansthatnocorporationtaxispayableonitsactivities.

NOTE13 Auditor’sRemuneration

NOTE14 FinancialCommitments

Auditors' Remuneration2013 2012

The remuneration of the auditors is as follows £ £

Auditors' remuneration-in their capacity as auditors 11,760 11,820-in respect of other services - -

11,760 11,820

Capital Commitments2013 2012

£ £Expenditure contracted for, but not provided in theaccounts 1,258,505 7,200,204Expenditure authorised by the Board but not contracted 3,838,300 12,219,440

5,096,805 19,419,644

Operating leases2013 2012

At 31 March 2013 the Partnership had annual commitments under £ £non-cancellable leases as follows

Operating leases that expire:Within one year 18,600 9,043In the second to fifth year inclusive 26,754 -

45,354 9,043

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NOTE15 TangibleFixedAssets

HOUSING PROPERTIESHousing Shared Properties

held for Ownership under Totalletting construction

£ £ £ £Cost or valuationAt 1 April 2012 61,948,074 127,643 4,667,959 66,743,676Additions 3,610,019 1,733,316 5,343,335Disposals (245,485) (245,485)Transferred 1,783,380 (1,783,380) -At 31 March 2013 67,095,988 127,643 4,617,895 71,841,526

GrantsAt 1 April 2012 (42,048,026) (123,596) (4,104,010) (46,275,632)Received during the Year (157,374) (1,184,730) (1,342,104)Transferred (1,132,446) 1,132,446 -Eliminated on disposal 129,812 129,812At 31 March 2013 (43,208,034) (123,596) (4,156,294) (47,487,924)

DepreciationAt 1 April 2012 (2,029,095) (2,448) (2,031,543)Eliminated on Disposal 18,320 18,320Charge for year (743,042) (67) (743,109)At 31 March 2013 (2,753,817) (2,515) - (2,756,332)

Net Book Valueat 31 March 2013 21,134,137 1,532 461,601 21,597,270

Net Book Valueat 31 March 2012 17,870,953 1,599 563,949 18,436,501

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Thenumberofunitsofaccommodationownedandmanagedat31March2013bythePartnershipwas:

OTHER TANGIBLE FIXED ASSETSCommercial Furniture Computer Total

property Fittings & EquipmentEquipment

£ £ £ £Cost or valuationAt 1 April 2012 829,934 142,104 253,645 1,225,683Additions - 8,382 19,076 27,458Disposals - (3,229) - (3,229)At 31 March 2013 829,934 147,257 272,721 1,249,912

DepreciationAt 1 April 2012 (38,325) (129,223) (203,253) (370,801)Eliminated on disposal - 1,614 - 1,614Charge for year (19,029) (4,001) (30,321) (53,351)At 31 March 2013 (57,354) (131,610) (233,574) (422,538)

Net Book Valueat 31 March 2013 772,580 15,647 39,147 827,374

Net Book Valueat 31 March 2012 791,609 12,881 50,392 854,882

Housing Stock

2013 2012Social HousingGeneral Needs 2,212 2,213Shared Ownership 3 3Supported Housing 12 12Total Social Housing 2,227 2,228

Investment

2013 2012

1 share in HHP Community Housing Ltd 1 1

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NOTE16 Debtors

In accordance with the development agreement accounting policy, included in debtors is abalance of £10.39 million in respect of the expected cost of the development work thatComhairleNanEileanSiarhascommittedtoundertakeinordertorefurbishtheproperties.TheComhairlehassub‐contractedthePartnershiptocarryouttheprogrammeofcatch‐uprepairstotheresidentialaccommodationaspartofadevelopmentagreement.Thisbalancerelatestotheidenticalprovisionintheaccountsforthisexpenditureandasworkprogressesbothofthesebalanceswillbeutilisedwhentheworkisactuallyundertaken.

NOTE17 Creditors:AmountsFallingDuewithinOneYear

Debtors: Due after more than one year2013 2012

£ £

Development Agreement (see Note 2) 10,396,564 13,841,594Loan Arrangement Fee 89,019 93,848

10,485,583 13,935,442

Debtors: Due within one year2013 2012

£ £Arrears of rent and service charges 235,862 227,388Less:provision for bad and doubtful debts (92,857) (88,992)

143,005 138,396Other debtors 607,533 843,151Total 750,538 981,547

Creditors: Amounts falling due within one year2013 2012

£ £Amounts falling due within one year:Trade creditors 403,945 138,425Rent and service charges received in advance 46,712 39,526Accruals 527,151 543,910Loans (see Note 18) 1,709,159 211,297Total 2,686,967 933,158

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NOTE18 Creditors:Amountsfallingdueaftermorethanoneyear

BankLendingFacility

At the year end the Partnership had drawn down £5.209 million on the lending facility. Acommittedfacilityof£10millionwasavailablefromtheRoyalBankofScotlandalongwithanuncommitted overdraft facility of £0.250 million. In setting up this facility the Partnershipincurredtotalarrangementfeesof£120,093whichareincludedindebtorsandwhicharebeingamortisedovertheperiodoftheloandrawdown.Securityoverthehousingpropertieshasbeengrantedto theRoyalBank for theperiodof the lending facility.Section107consenthasbeengranted.

Creditors: Amounts falling due after more than one year2013 2012

£ £Right to Buy receipts due to the Scottish Executive 2,679,915 2,328,047

LOANSAll loans are advanced by Banks, are repayable in 2027 (Fixed) and are secured byway of standard securities on the Partnership's housing land and buildings.

a) Fixed Rate 5,000,000 5,000,000b) Variable Rate 209,159 211,297

Analysis of duration of loans and interest rates: 2013 20121.02% to 5.48% £ £

Repayable in one year or more 209,159 1,709,159 211,297Repayable in more than five years 5,000,000 3,500,000 5,000,000

5,209,159 5,211,297

Being Loans falling due-within one year 1,709,159 211,297-after more than one year 3,500,000 5,000,000

5,209,159 5,211,297

Average interest rates at 31 March

Fixed 4.60% 4.60%Variable 1.21% 1.21%Overall 4.83% 4.83%

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NOTE19 ProvisionsforLiabilitiesandCharges

DevelopmentAgreement

Theprovision represents thebest estimateof the costs of contractedworks for the repair ofmanaged properties. This agreement is part of the development agreement and as workprogressestheprovisionwillbeutilisedwhentheworkisactuallyundertaken.

NOTE20 ShareCapital

ShareswereheldbythefollowingBoardmembersduringtheyear:

AngelaQuail,CalumMackay,KevinPaterson,GeorgeLonie,JaneMackinnon,andDanielCoyle.

Provisions for Liabilities and Charges

2013 2012

£ £At 1 April 2012 13,841,595 16,445,030Created in Year - -Utilised (3,445,030) (2,603,435)

At 31 March 2013 10,396,565 13,841,595

Share Capital

2013 2012

£ £Shares of £1 each issued and fully paidAt 1 April 2012 188 186issued during period 4 2At 31 March 2013 192 188D

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NOTE21 Reserves

NOTE22 CapitalReserve

On 1 April 2007 Muirneag Housing Association, Taighean Ceann A’Tuath Na Hearadh,Berneray Housing Association Limited, Buidheann Taigheadais Na Meadhanan Limited andBarra and Vatersay Housing Association Limited transferred engagements to HebrideanHousing Partnership. The Partnership has used acquisition accounting to account for thebusinesscombination.Negativegoodwillarisingontheacquisitionhasbeentransferredtothecapitalreserve.

Revenue Reserves

2013 2012£ £

Accumulated surplus at 1 April 2012 11,538,223 9,158,539Surplus for the year 2,618,502 2,379,684

Accumulated surplus at 31 March 2013 14,156,725 11,538,223

Revenue Reserve Reconciliation

2013 2012£ £

Accumulated surplus as at 1 April as previously stated 11,538,223 2,973,693Prior Year Adjustment (55,798) 6,184,846Accumulated surplus as at 1 April restated 11,482,425 9,158,539Surplus for the year 3,106,485 2,797,014Transfer to Designated Reserves (431,302) (417,067)Transfer to Sinking Fund (883) (263)Balance at 31 March 2013 14,156,725 11,538,223

Designated Reserves

Repairs Sinking 2013 2012Asbestos Pension & Renewals Fund

£ £ £ £ £ £Balance at 1 April 2012 613,261 302,200 669,518 6,956 1,591,935 1,174,605Transferred to Reserve 129,000 50,000 252,302 883 432,185 417,330Balance at 31 March 2013 742,261 352,200 921,820 7,839 2,024,120 1,591,935D

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NOTE23 Pensions

ThePartnershipparticipatesintheHighlandSuperannuationFund(HSF)which,aspartoftheLocal Government Pension Scheme is a defined benefit statutory scheme based on finalpensionable pay. Contributions are charged to the Income and Expenditure Account so as tospreadthecostofpensionoveremployees’workinglives.Thesecontributionsaredeterminedbyformalactuarialvaluation,whichlasttookplaceat31March2009.

FRS 17 states that, where in a multi‐employer pension scheme an employer may have noobligationotherthantopayacontributionthatreflectsonlythebenefitsearnedinthecurrentperiod,thenifthisisthecase,fromthepointofviewoftheemployer,theschemeisadefinedcontributionschemeandisaccountedforassuch.Therefore,thePartnershiphasaccountedforitsparticipationwithintheHSFasifitwereadefinedcontributionscheme,andasaresult,thecostrecognisedwithinthesurplusfortheyearintheIncomeandExpenditureaccountisequaltothecontributionspayabletotheschemeforthatyear.

ThefundisadministeredbyHighlandCouncilinaccordancewiththeLocalGovernmentPensionScheme (Scotland) Regulations 1998 as amended. Comhairle Nan Eilean Siar has granted anindemnitytothePartnershipinrelationtounder‐fundingattributabletotheperiodpriorto12September2006.This indemnity lastsuntil2016andnoprovision isconsiderednecessaryatthispointbutwillbesubjecttoreviewannually.

Capital Reserve

2013 2012£ £

Fixed Assets at net book value 4,089,387 4,089,387Current Assets 779,095 779,095Cash 942,849 942,849Liabilities (1,459,564) (1,459,564)Loans (3,761,505) (3,761,505)Net Assets 590,262 590,262

Amount amortised to Income and Expenditure In previous years (343,097) (274,540)In current year (68,558) (68,557)

Reserve at 31 March 2013 178,607 247,165

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NOTE24 ScottishGovernmentGrants

TheScottishGovernmenthasmadeavailableanon‐repayablegrantof£2.5millionpayableover10years.Theannualdrawdownofthegrantissubjecttoanumberofspecifiedconditions.Thegrantinstalmentof£0.300mreceivedduringtheyearhasbeenappliedasfollows:

Major Assumptions

31-Mar 31-Mar2013 2012

% per annum % per annumRPI increases 3.40% 3.30%CPI increases 2.60% 2.50%Salary increases 4.80% 4.80%Pension increases 2.60% 2.50%Discount rate 4.60% 4.60%

Assets (Employer)

Long Term Long TermReturn at Assets at Return at Assets at31-Mar-13 31-Mar-13 31-Mar-12 31-Mar-12

% £000's % £000's

Equities 6.40% 4,133 6.70% 3,480Gilts 3.00% 376 3.30% 321Other Bonds 4.10% 376 4.60% 321Property 4.40% 429 4.70% 412Cash 0.50% 54 3.00% 46TOTAL 6.10% 5,368 7.40% 4,580

Net Pension Asset

2013 2012£000's £000's

Present Value of Funded Obligation 7,236 6,580Fair Value of Scheme Assets 5,368 4,580Net Liability 1,868 2,000Present Value of Unfunded Obligation 26 24Net Liability 1,894 2,024

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InadditionTheScottishGovernmenthasmadeavailablealoantothePartnershipof£351,868beingtheComhairle’sshareoftheRighttoBuyreceiptsreceivedthisyear.

NOTE25 RelatedPartyTransactions

During the period the tenancies held by tenant Board Members were held on normalcommercialtermsandtheyarenotabletousetheirpositiontotheiradvantage.

The Partnership retains a register of Members’ interests. There are no interests in relatedpartiesrequiringtobedeclared.

Scottish Government Non-Specific Grants

2013 2012£ £

Opening balance 1,050,000 1,300,000Grant Funding received 300,000 250,000Applied to investment expenditureDeferred for application against future expenditure 750,000 1,050,000

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NOTE26 CashflowNotes

Reconciliation of Operating Surplus to Net Cash Inflow from Operating Activities

2013 2012£ £

Operating surplus 3,315,608 3,015,117Movement in Stock 2,615 748,251Depreciation charges 796,460 650,628Amortisation of Capital Reserve (68,557) (68,557)Decrease/(increase) in debtors 235,838 (532,774)(Decrease)/Increase in creditors and provisions (excluding loans) 607,815 285,857Net Cash inflow from operating activities 4,889,779 4,098,522

Analysis of Net Debt

2013 2012£ £

Debt due after 1 Year (3,500,000) (5,000,000)Debt due within 1 Year (1,709,159) (211,297)

(5,209,159) (5,211,297)Bank and short term deposits 1,946,758 1,253,756

(3,262,401) (3,957,541)

Analysis of Changes in Net Cash

At 1 April Cash 31-Mar2012 Inflow 2013

£ £ £Cash at bank and in hand 392,443 328,410 720,853Overdraft -Reduction in cash 392,443 328,410 720,853Deposits 861,313 364,592 1,225,905Debt due after more than one year - -

1,253,756 693,002 1,946,758

DRAFT

DML Page 1 of 2 14/6/13

Agenda Item 10

BOARD 26 JUNE 2013

BUDGETARY PERFORMANCE FOR THE YEAR ENDED 31 MARCH 2013


PURPOSE OF REPORT

1.1 To present a report on the performance against budget for the year ended 31 March 2013 to the Board for approval.

SUMMARY

2.1 The report on the performance against budget for the year ended 31 March 2013 has been prepared and is at Appendix 1.

2.2 Proposals for carrying forward underspend from 2012-13 into 2013-14 are at Appendix 2.

COMPETENCE


RECOMMENDATIONS

4.1 It is recommended that the Board:

a) review the performance against budget for the year ended 31 March 2013 as at Appendix 1;

b) approve the carry forward of £757.6K into 2013-14 as detailed at Appendix 2; and

c) Board approve a recommendation to the AGM that £2,000 or another sum of the surplus be donated to local charities during 2013-14.

APPENDIX 1 Budgetary Performance for 2012-13

APPENDIX 2 Carry forward 2013-14

Background Papers Corporate Sponsorship 17 March 2011


DML Page 2 of 2 14/6/13

COMPETENCE

Financial 5.1 The Report deals with how the financial resources of the Partnership have been utilised. 5.2 The borrowing requirements for 2013-14 will need to reviewed to ensure the carry

forward of underspend does not impact materially on the approved annual financing strategy or on the financial covenants set for 2013-14.

Legal 5.3 The following Partnership rules are applicable:

Rule 81.2 - At an annual general meeting, members may decide to use profits in the following ways:

Rule 81.2.1 - to set aside an amount recommended by the Board to allow the Partnership to carry out the objects of the Partnership.

Rule 81.2.2 - to give an amount recommended by the Board to charitable voluntary groups which further the objects of the Partnership.

5.4 The following Standing Orders are applicable:

Part 2 a) The decision to approve and amend Budgets including virements in excess of £20,000 is reserved to the Board.

RISK

6.1 The budgets approved by the Board ensure that the Financial Covenant for the financial year will be achieved. Failure to contain spend within approved budgets could result in the Financial Covenant not being achieved with the corresponding penalties being applied by the Funder which could have a significant impact on the finances of the Partnership.

REPORT DETAILS

7.1 A review of performance against budget has been carried out and a high level report is at Appendix 1 together with explanations for material variances from approved budgets.

7.2 Appendix 2 details proposals for carrying forward budgets into 2013-14 totalling £757.6K.

7.3 In June 2012 the Board approved a recommendation to the membership of the AGM that £2,000 be donated to 4 local charities. The donations were very much appreciated by the local charities and it is proposed that a similar recommendation be placed before the membership of the 2013 AGM.

FRX YEAR END REPORT 31 March 2013 v 3.0

Hebridean Housing Partnership

For the Thirteen Months Ending 31, March 2013

2009 2010 2011 2012 2012ACTUAL ACTUAL ACTUAL ACTUAL BUDGET VARIANCE % Variance

INCOMENet Rental Income (£6,436,564.93) (£6,365,593.96) (£6,929,781.60) (£7,270,377.08) (£7,213,630.00) £56,747.08 -0.79%Grants (1,188,789.45) (830,263.19) (483,618.48) (666,100.89) (465,400.00) 200,700.89 -43.12%Right to Buy (129,845.32) (115,266.24) (71,666.47) (25,469.29) (63,573.00) (38,103.71) 59.94%Other Income (352,341.07) (341,810.51) (468,570.86) (434,278.77) (420,800.00) 13,478.77 -3.20%Sale of Developments (2,257,000.39) (759,271.00) 759,271.00

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------(8,107,540.77) (7,652,933.90) (10,210,637.80) (9,155,497.03) (8,163,403.00) 992,094.03 -12.15%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------EXPENDITURE

Employee Costs 1,213,342.09 1,263,190.86 1,288,017.76 1,293,705.86 1,361,445.00 67,739.14 4.98%Premises Costs 103,331.72 95,990.27 56,123.11 36,819.67 51,475.00 14,655.33 28.47%Supplies & Services 220,689.73 228,105.20 217,730.81 253,077.70 273,640.00 20,562.30 7.51%Admin Costs 81,026.05 98,018.30 72,423.31 74,933.17 119,900.00 44,966.83 37.50%Corporate Costs 349,308.56 494,494.88 436,314.29 357,253.02 443,595.00 86,341.98 19.46%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------Total Management Costs 1,967,698.15 2,179,799.51 2,070,609.28 2,015,789.42 2,250,055.00 234,265.58 10.41%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------

General Repairs 844,296.45 869,768.50 1,009,784.79 1,128,778.09 997,533.00 (131,245.09) -13.16%Specific Repairs 236,825.92 323,381.96 124,042.68 177,741.39 137,770.00 (39,971.39) -29.01%Non Dwelling Repairs 27,860.60 8,589.09 12,967.29 22,518.15 21,200.00 (1,318.15) -6.22%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------Total Response Repairs 1,108,982.97 1,201,739.55 1,146,794.76 1,329,037.63 1,156,503.00 (172,534.63) -14.92%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------Cyclical Maintenance 463,868.31 515,434.22 566,441.28 546,473.57 542,000.00 (4,473.57) -0.83%Estate Works 90,919.84 99,837.32 40,568.41 29,138.50 49,650.00 20,511.50 41.31%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------Total Planned Maintenance 554,788.15 615,271.54 607,009.69 575,612.07 591,650.00 16,037.93 2.71%

----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------Investment 2,785,220.92 1,679,613.26 519,757.50 398,396.07 4,259,746.00 3,861,349.93 90.65%

Development cost of sales 2,243,482.49 716,985.28 (716,985.28)

Depreciation & Finance 426,253.12 428,663.28 894,841.15 1,044,472.43 1,136,430.00 91,957.57 8.09%----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------

Net Surplus (1,264,597.46) (1,547,846.76) (2,728,142.93) (3,075,204.13) 1,230,981.00 4,306,185.13 349.82%----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------

Tranfer to Designated Reserves 350,264.00 366,063.99 420,346.68 363,627.74 (1,337,245.00) (1,700,872.74) 127.19%----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------

Balance to General Reserves (914,333.46) (1,181,782.77) (2,307,796.25) (2,711,576.39) (106,264.00) 2,605,312.39 -2451.74%----------------------- ----------------------- ----------------------- ------------------------------ --------------------------- ----------------------- -----------------

aglsmi

Typewritten Text

APPENDIX 1


010000002000000300000040000005000000600000070000008000000

31 Mar 09 31 Mar 10 31 Mar 11 31 Mar 12 31 Mar 13

Net Rental Income

Commentary on Right to Buy

The level of RTBs for 2012/13 was similar to 2011/12. A combination of the impact of component accounting coming into full play and valuations being less than in 2011/12 has resulted in a decrease in the profit made on the sale of ouse.. The amount HHP is allowed to retain for each RTB reduces every year resulting in a reduction in RTB income year on year. One property was sold during the year on the open market but HHP only retained the standard 5% share of the profit.

Actual performance fell below budget for the year because of the impact of component accounting.

Commentary on Net Rental Income

Rental Income has exceeded buget by £77K which is around 1.0%. This primarily due to the Voids performance being much better than budget and one new build scheme coming on‐stream sooner than had been assumed when the budget was set. One new schemes was completed during the year adding 15 units to stock and increasing the rental income from the previous year.

Commentary on Grant Income

Grant Income has increased slightly due to :a) Deficit Fund Grant is £50K higher which is in line with the agreement with the Scottish Governmentb) an increase in the level of OT grants received.

Grant income is more or less in line with the budget.

0

200000

400000

600000

800000

1000000

1200000


Grants

0

50000

100000

150000


Right to Buy


Commentary on Employee Costs

Employee costs were under budget by £68K which is made up of Salaries £24.4K budget based on full establishment + reimbursement of

overpaymentPensions & NI £25.6K Rate of Employers contribution being lower than budgeted

due to a number of staff not being in the Pension FundTravel & Sub £18.0K Level of travel less than initially estimated. 2013‐14

budgets amended to reflect the reduction in travel. Spend less than in 2011/12

The average cost per employee increased slightly £30.7K to £31.5K and the total employee cost increased by £6K.

There was no maternity payment made, £5017 was paid in overtime and £30.5K was paid in Sick Pay which is up by £8.7K on last year. The average amount of sick pay per employee is up from £512 to £717

Commentary on Management Costs

Management costs (excluding employee costs) were under budget by a total of £162.3K the keyvariances arePremises £14.6K Repairs well within budget and energy costs down on previous

yearIT Telecoms £24.1K New IT Contract awarded for IT services has delivered savingsPost & Printing £19.0K The use of i‐pads continues to deliver savings on both priniting

and postage.CommunitySupport £12.3K Customer engagement continued to be supported in Partnership with

WIFTRA via lower cost local eventsConsultants £39.7K The requirement for VAT & Treasury advise was less as no new

funding was required and the VAT partial exemption is now in place. Stock condition survery delivered for less than budget.

PR £9.8K Budget set aside for Housing conference to be carried forward into 2013‐14

1000000

1050000

1100000

1150000

1200000

1250000

1300000


Employee Costs

0

100000

200000

300000

400000

500000

600000

700000

800000

900000

1000000

31 Mar09

31 Mar10

31 Mar11

31 Mar12

31 Mar13

Corporate Costs

Admin Costs

Supplies & Services

Premises Costs


Commentary on Repairs Overall, spend on Repairs and Maintenance was £150K (8.6%) over budget compared with an overspend of £27K (1.6%) last year. There were significant overspends on response repairs, handymen and rechargeables. The overspends was largely compensated for by the underspend on the void loss budget.

A review is being undertaken to establish if the cause of the overspend is due to an increase in volume or prices or a combination of both.

Commentary on investment

The budget for investment works of £4,268k was underspent by £115k

The Investment works planned were delivered within budget and some works were pulled forward from future years.

0

500000

1000000

1500000

2000000

2500000

31 Mar09

31 Mar10

31 Mar11

31 Mar12

31 Mar13

Estate Works

Cyclical Maintenance

Specific Repairs

General Repairs

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

4000000

4500000

ResponseRepairs

PlannedMaintenance

Investment

31 Mar 09

31 Mar 10

31 Mar 11

31 Mar 12

31 Mar 13

2012/13 CARRYFORWARD PROPOSALS

Management costsStock Condition £15,000.00Funders Valuation £11,000.00Conference Costs £8,000.00Recruitment costs £4,000.00Donations £2,000.00Employee costs £10,000.00 £50,000.00

InvestmentWindowsPlasterfield £2,200.00Parkend £17,700.00Leverhulme Drive £2,890.00General £60,000.00

£82,790.00

Drainage £23,000.00

Pilot Projects-Subsidiary funding £50,000.00 £155,790.00

DevelopmentGibson £512,436.00UBC Retentions £39,393.00

£551,829.00

Total proposal to carryforward expenditure into 2013/14 £757,619.00

aglsmi

Typewritten Text

APPENDIX 2

DML Page 1 of 4 14/6/13

Agenda Item 11

BOARD 26 JUNE 2013

MANAGEMENT REPORT TO 31 MAY 2013


PURPOSE OF REPORT

1.1 To present a high level management report for the month ended 31 May 2013 for the Board to review.

SUMMARY

2.1 This is the first report following the year end and the information is presented at a high level to provide Board Members with assurance that expenditure is within approved budgets and income collected is on target. A copy of the high level report is at Appendix 1.

2.2 Management reports for the remainder of the year will provide more detail.

COMPETENCE


RECOMMENDATIONS

4.1 It is recommended that the Board notes the management report at 31 May 2013 as detailed in Appendix 1.

APPENDIX 1 High level Management Report to 31 May 2013

Background Papers


DML Page 2 of 4 14/6/13

COMPETENCE

Financial 5.1 The Board approved budgets for 2013/14 in February 2013 which projected a surplus for

the year of £3,336,879.

Legal 5.2 There are no legal matters arising from the consideration of this report.

RISK

6.1 The key risk is that HHP does not meet its Financial Covenants on an on going basis. The covenant for 2013-14 has been set at £1,841,180. Covenants will be monitored from June 2013 and reported to each meeting of the Board.

REPORT DETAILS

7.1 A high level Income and Expenditure Account has been prepared and shows that with the exception of planned maintenance expenditure is within the profiled budget.

7.2 Capital Expenditure is currently £382K behind the budget for the period and this is due to a slight delay in works commencing on site for investment and a decision to hold back on some planned heating works to enable grant funding to be obtained. Development expenditure is over budget by £71K due to slippage on the Gibson development. This will be addressed following the approval of the budget to be carried forward into 2013-14

7.3 There has been significant movement in the Balance Sheet on both Debtor and Creditors and this is largely due to reversals of year end adjustments for accruals and prepayments. The increase in Sundry Debts is due to a grants claims submitted to Scottish Government and raising invoices for Account Properties for the first six months of the year.

DML Page 3 of 4 14/6/13

APPENDIX1

Income & 2013/14 2013/14 Actual

Expenditure Revised Budget to to Period

Account Budget 31-May-13 31-May-13 Variance£ £ £ £ %

1 Income 8,387,180 1,332,204 1,360,121 (27,917) -2.10%

Management Costs2 Employees 1,423,987 235,576 154,517 81,059 34.41%3 Premises 56,260 12,160 408 11,752 96.64%4 Supplies & Services 247,890 86,800 3,595 83,205 95.86%5 Admin 151,960 23,764 4,069 19,695 82.88%6 Corporate 461,690 106,066 87,800 18,266 17.22%

2,341,787 464,366 250,389 213,977 46.08%Repairs

7 Responsive 1,077,654 181,770 85,986 95,784 52.70%8 Recoverable 70,800 11,860 3,032 8,828 74.44%9 Planned 579,090 27,410 64,053 (36,643) -133.68%10 Estate Works 96,770 16,330 (2,615) 18,945 116.01%

1,824,314 237,370 150,456 86,914 36.62%

11 Interest Paid 404,200 104,300 248 104,052 99.76%12 Depreciation 480,000 80,000 80,000 100.00%

13 Total expenditure 5,050,301 886,036 401,093 484,943 54.73%14 Surplus 3,336,879 446,168 959,028 (512,860) -114.95%

DML Page 4 of 4 14/6/13

2013/14 2013/14 Actual

CAPITAL EXPENDITURE Revised Budget to to PeriodBudget 31-May-13 31-May-13 Variance

£ £ £ £ %

1 Investment Programme 3,775,800 553,610 85,110 468,500 84.63%2 Development 1,284,000 427,600 499,143 (71,543) -16.73%3 Non-Housing Investment 82,000 - 14,145 (14,145)4 Total Capital Expenditure 5,141,800 981,210 598,398 382,812 39.01%

EXTRACTS FROM 31-Mar-13 31-May-13 Movement

Line BALANCE SHEET £ £ £1 Arrears 235,861 230,637 (5,224)2 Sundry Debtors 45,484 301,597 256,1133 Former Tenants 101,847 95,391 (6,456)4 Rechargeable Repairs 90,623 91,544 9215 Prepayments 381,630 50,085 (331,545)6 VAT 178,933 11,587 (167,346)

Monies owed to HHP 414,794 242,224 (172,570)

7 Cash at Bank 1,946,751 1,966,932 20,181

8 Sundry Creditors 265,712 28,864 (236,848)9 Retention Reserve 145,909 143,503 (2,406)10 HAG Repayment 35,208 35,208 -11 Accruals 527,151 32,288 (494,863)12 Monies owed by HHP 973,980 239,863 (734,117)

13 RTB Deferred Receipts 2,679,915 2,778,067 98,152

Dena Macleod Page 1 of 2 14/6/13

Agenda Item 12

BOARD 26 JUNE 2013

TREASURY REPORT TO 31 MARCH 2013


PURPOSE OF REPORT

1.1 To inform the Board of the Treasury Management activities in the final quarter of 2012/13.

SUMMARY

2.1 The quarterly Analysis of Investment and Borrowing report required by the Treasury Management Policy is at Appendix 1.

COMPETENCE

3.1 The legal, financial or other constraints to any recommendations in this report being implemented are detailed in paras 5.1 to 6.1.

RECOMMENDATIONS

4.1 It is recommended that the Board note the:

a) quarterly report on the Analysis of Investment and Borrowing as shown at Appendix 1;

b) outstanding loans at 31 March 2013 of £5.209m; and

c) cash balance at 31 March 2013 of £1.996m.

APPENDIX 1 Analysis of Investment and Borrowings

APPENDIX 2 Quarterly Income and Expenditure profiles



DML Page 2 of 2 14/6/13

COMPETENCE

Financial 5.1 This report deals entirely with the cash resources utilised over the final quarter of

2012/13.

Legal 5.2 Rule 19.1 to 20.1 details the Partnership’s borrowing powers. 5.3 The effecting of borrowing and lending money is in accordance with the Partnership’s

borrowing and lending policies and CIPFA’s “Treasury Management in Housing Partnerships: a Code of Practice” and has been delegated to the Director of Resources.

5.4 The Treasury Management Policy requires that as a minimum a quarterly report is

provided to the Board in the form “Analysis of Investment and Borrowing”. 5.5 The Treasury Management Policy requires that if the cash balances exceed £2.5m the

funds should be spread over no fewer than three interest bearing accounts. The cash balances are in a special interest account with Royal Bank of Scotland (RBOS). The remainder is held in the current accounts with the RBOS.

RISK

6.1 There are a number of risks highlighted in the Risk Register in relation to Treasury Management. The risk scored as “high” is the impact of increases in the interest rate and inflation rate and this has been addressed in Appendix 1.

REPORT DETAILS

7.1 There were no borrowings during the final quarter and this was in line with the Annual Financing Strategy for 2012/13.

7.2 The final quarter of the year saw £3.592 million of expenditure of which just over £0.736 million related to new build.

7.3 The income for the final quarter was just over £2.956 million and comprised Rental Income and grants (25.6%) for new build.

7.4 Appendix 2 summarises the income and expenditure profiles for the final quarter.

7.5 The cash balances at 31 March 2013 decreased by £0.302 million to £1.996 million due to the repayment of grant to CNES in relation to the LIFT sales. The cash balances are expected to reduce towards the end of the first quarter of 2013/14 with the Gibson development now progressing and work on the investment programme for the new financial year commencing.

31 MAR 2013 ANALYSIS OF INVESTMENTS AND BORROWINGS

1

INVESTMENTS

BORROWINGS

CompliancewithCashFlowForecasts

The Annual financing Strategy for 2012/13 forecast there would be a requirement to borrow £0.900 million during 2012/13 to fund new build and investment works. However there was no requirement to borrow mainly due to delay in the development at the Gibson as a result of the contractor going into administration.

The covenants included in the Facility Agreement have been updated to take account of when the Partnership is in a deficit position. A deficit was forecast for 2012‐13 so the Interest Cover Covenant for the year will be based on a deficit position rather than a ratio. To be compliant with the financial covenant the Partnership’s deficit in 2012/13 must not exceed £1,143,560. Confirmation from

External auditor is awaited but current indications from the year end position show that the covenant will be achieved for 31 March 2013.

InterestRatesThe Interest Rate that applies to the Partnership is LIBOR plus an agreed margin. LIBOR (London Inter Bank Offer Rate) is the interest rate banks borrow funds from each other in the London Interbank Market.

Mar‐12 Jun‐12 Sep‐12 Dec‐12 Mar‐13 Average

Cash Holdings £000's £000's £000's £000's £000'sInvested at:

Royal Bank 1,999.77£ 1,825.70£ 1,768.95£ 2,135.61£ 1,520.62£ 1,812.72£ CWS 3.69£ 3.65£ 3.65£ 11.14£ 10.33£ 7.19£ Anglo Irish ‐£ ‐£ BOS 5.66£ 121.23£ 139.20£ 152.34£ 465.58£ 219.59£ Santander 502.27£ ‐£ ‐£ ‐£ ‐£ ‐£

Total 2,511.39£ 1,950.58£ 1,911.79£ 2,299.09£ 1,996.53£ 2,133.88£

Required Number of holdings 3 3 3 3 3 3Actual Number of holdings 4 4 4 3 3 4

Core Funding Facility £m

Estimated debt outstanding (per Business Plan) Yr 7 7.22Actual amount outstanding 5.21

Difference 2.01

APPENDIX 1

31 MAR 2013 ANALYSIS OF INVESTMENTS AND BORROWINGS

2

Base Rate has remained at 0.500% during the past quarter. LIBOR has reduced slightly from 0.52% to 0.50% at 21 March 2013.

Borrowings Jun‐12 Sep‐12 Dec‐12 Mar‐13 Average

£000's £000's £000's £000's £000'sFacilities arranged 10,000 10,000 10,000 10,000 10,000

Loans outstanding 5,233 5,218 5,218 5,209 5,220

Variable/Fixed analysis‐amountsVariable amount 0.76% to 1.475% 233 218 218 209 220Fixed amount 3.73% to 5.48% 5,000 5,000 5,000 5,000 5,000Other Hedging ‐ ‐ ‐

5,233 5,218 5,218 5,209 5,220Variable/Fixed analysis‐PercentagesVariable 4.45% 4.18% 4.18% 4.01% 4.21%Fixed 95.55% 95.82% 95.82% 95.99% 95.79%Other Hedging Products

100% 100% 100% 100% 100%Lenders amounts

Core Facility (RBS) 5,233 5,218 5,218 5,209 5,220Other Borrowings ‐ ‐ ‐ ‐ ‐

5,233 5,218 5,218 5,209 5,220

Average cost of borrowing

Amount £000's Interest Type Annual Cost

5,000.00 4.96% Fixed 247,805209.00 1.30% Variable 2,719

5,209.00 250,524

Average cost of funds 4.81%

Anticipated level of borrowing over next 5 years

Year Original Est Forecast Variance

£m £m £m

2013/14 6.348 7.209 (0.861)2014/15 6.348 7.209 (0.861)2015/16 6.348 6.523 (0.175)2016/17 6.348 7.406 (1.058)2017/18 6.348 6.696 (0.348)

31 MA2013

3

0.

1.

2.

3.

4.

5.

6.

7.

AR ANA

00%

00%

00%

00%

00%

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ALYSIS O

In

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OF INVEST

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3 month LIBO

TMENTS

Rate

OR Pe

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ORROWIN

an

NGS

31 MAR 2013 ANALYSIS OF INCOME AND EXPENDITURE PROFILES

1

EXPENDITURE

Overall the expenditure for 2012‐13 is £2.864m less than for 2011‐12 with the proportion spent on new build decreasing from 41.4% to 23.3%.

Expenditure is £200k below forecast prepared as part of the Annual Financing Strategy (AFS) mainly due savings made on Interest payments and slippage on Development.

‐

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

Quarter 1 Quarter 2 Quarter 3 Quarter 4 Quarter 1 Quarter 2 Quarter 3 Quarter 4

2012/13 FORECAST 2012/13 ACTUAL

Expenditure

New Build Expenditure net of New build

APPENDIX 2

31 MA2013

2

INCOM

Income

a)

b)

c) d)

Rightt

RTB receand the the fore

‐

500,000

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

AR ANA

ME

for 2012‐13

income beinapprox £405Benefits inco2012‐13 LIFT receiptsEstimate forbetter £250

toBuy

eipts for theHAG will becast.

Quarter 1

ALYSIS O

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ng received in5K ome being h

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Quarter 2 Qu

2012/1

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igher than fo

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uarter 3 Quart

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Total Incom

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ome net of HAG

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DML Page 1 of 2 14/6/13

BOARD 26 JUNE 2013

UPDATE OF AUTHORISED SIGNATORIES


PURPOSE OF REPORT

1.1 To seek approval to amend the authorised signatories for banking purposes.

SUMMARY

2.1 The Board approved updated authorised signatories for banking purposes in January 2011. The signatories require to be updated to reflect the appointment of the new Finance Manager and the inclusion of the Service Development Manager as a signatory for payments up to £5,000.

2.2 A summary of the revised authorised signatories is at Appendix 1.

COMPETENCE

3.1 The bank requires the Board to approve any changes to authorised signatories for operating bank accounts.

RECOMMENDATIONS

4.1 It is recommended that the authorised signatories for banking purposes be updated as outlined at Appendix 1 to this report.

APPENDIX 1 Authorised signatories



Agenda Item 13

DML Page 2 of 2 14/6/13

BANK AUTHORISATIONS

Type Item Authorised Signatories

1 Individual cheques or BACS/CHAPS payments up to £5,000 to be signed by one of the following

Chief Executive Director of Resources Director of Operations Finance Manager Corporate Resources Manager Service Development Manager

2 Individual cheques or BACS/CHAPS payments up to £50,000 to be signed by one of the following

Chief Executive Director of Resources Director of Operations Finance Manager

3 Individual cheques or BACS/CHAP payments up to £250,000 to be signed by two of the following

Chief Executive Director of Resources Director of Operations Finance Manager

4 Individual cheques or BACS/CHAPS payments over £250,000 to be signed by

Director of Resources plus one of the following: Chief Executive Director of Operations

POSITION NAME SIGNATURE

Chief Executive Angus Lamont

Director of Resources Dena Macleod

Director of Operations John Maciver

Finance Manager Stephen Nicol

Corporate Resources Manager

Angus Smith

Service Development Manager

Katrina Palmer

DATE: 26 JUNE 2013

APPENDIX 1

HEBRIDEAN HOUSING PARTNERSHIP 2013

HAG/Grant Claims AUTHORISATIONS POSITION NAME SIGNATURE Date approved by

Association Board Forms for Grant Payment

Forms for Project Approval

Chief Executive Angus Lamont

√ √

Director of Resources Dena Macleod

√ √

Director of Operations

John Maciver

√ √

Finance Manager

Stephen Nicol √

DATE: 26 June 2013


Agenda Item 14

BOARD 26 June 2013

BUSINESS PLAN MONITORING REPORT


PURPOSE OF REPORT

1.1 To enable the Board to monitor progress with the 3 year Business Plan 2013/14 – 2015/16.

SUMMARY

2.1 The Board approved a 3 year Business Plan 2013/14 – 2015/16 in March 2013.

2.2 The 3 year Plan includes a table of actions against the approved strategic objectives. These actions will be monitored at each Board meeting over the lifetime of the Plan. Implementation of the Plan is at an early stage.

COMPETENCE

3.1 There are no legal, financial or other constraints to any recommendation in this report being implemented.

RECOMMENDATIONS

4.1 It is recommended that this monitoring report is noted.

APPENDIX 1 HHP Objectives and Actions Required 2013/14 – 2015/16




COMPETENCE

Financial 5.1 Each task requires to be resourced. It is essential that the Business Plan is framed within

a three year budget strategy. There is sufficient funding within the 30 year Business Plan to enable the more detailed 3 year Plan to be delivered.

Legal 5.2 There are no legal implications arising directly from consideration of this report.

RISK

6.1 The Business Plan has a section on managing risk. The Board and Officers of HHP are committed to containing and minimising risk in all areas of operation. Overall responsibility for risk management lies with the Board with the support of the Management Team. The Business Plan also has the organisations Risk Register appended. The Risk Register is reviewed by HHP’s Management Team prior to each Audit and Risk meeting.

REPORT DETAILS

7.1 The Board approved the 3 year Business Plan for 2013/14 – 2015/16 at the March 2013 meeting.

7.2 It was agreed that progress with actions against approved strategic objectives would be monitored at each Board meeting.

7.3 It is very early in the lifetime of the Business Plan and some details are still required to be included in the monitoring table.

BUSINESS PLAN – OBJECTIVES AND ACTIONS REQUIRED 2013/14 – 2015/16

OPERATIONAL OBJECTIVE

ACTION REQUIRED MILESTONES

TIMEFRAME LEAD OFFICER PROGRESS / COMPLETION

Objective 1

Placing tenants at the centre of everything we do

Corporate Governance Team to attend Tenant Conferences and encourage membership. Forms to be sent out Rent Setting.

5 new members by the next AGM

31/08/13 Corporate Governance

Manager

Issued 9 new member packs at tenant event. Awaiting return.

Identify skills gaps on the Board and speak to suitable candidates with a view to being co-opted.

List prepared by 2013 AGM 31/08/13 Corporate Governance

Manager

Review key service areas from a tenant perspective and re-design these where necessary to provide quality delivery for customers.

Review investment programme arrangements

Review repair service

Review allocation process

Review Estate Management Procedures

IT systems in place to support customer centered

31/03/14

31/03/14

31/05/13

31/03/15

31/12/13

Investment Manager

Contract & Asset

Manager

Area Manager

Team Leader Service Delivery

Service

Development Manager

APPENDIX 1




delivery

Review specification for new houses

31/03/14

Investment

Manager

Provide opportunities for tenants to engage in service review and re-design

Agree process with WIFTRA & Board Working Groups

30/06/13 Director of Operations

Continue to support and work with WIFTRA to ensure tenants voices and views are heard

Review Tenant Participation Strategy

Hold tenant events in Stornoway, Tarbert, Barra, Balivanich and North and South Uist

Complete satisfaction

survey

01/06/13

Annually

31/10/13


Area

Manager/Service Development

Manager

Service Development

Manager

Engage wider community

Contribute actively to Community Planning Partnership Management & Outcome Groups

Identify opportunities to build partnerships which improve life outcomes for tenants and residents

Seek funding opportunities to support service development

Ongoing

Ongoing

Ongoing



Investment Manager &

Service Development

Manager




Better understand the needs of our tenants by improving the collection and use of customer profile data and thereby target efforts to assist in maximising benefit uptake ahead of the introduction of Universal Credit

Customer profiles for tenants affected by Bedroom Tax

Profiles for impact of Universal Credit

30/04/13

30/09/13

Service Development

Manager

Service Development

Manager

Objective 2

Investing income in a sustainable way

Work with partners to deliver the affordable warmth strategy for our tenants

Strategy is supporting document to Business Plan

31/03/15 Investment Manager

Identify further works to improve energy efficiency of homes and seek to fund a programme to deliver this.

Develop and cost proposals for next stage of insulation work

30/09/13 Investment Manager

Bring priorities to SHQS by 2015 and identify exemptions where this is appropriate

Identify abeyances

Identify exemptions and justify reasons for this

30/09/13

Investment Manager

Continue to strengthen partnership working with CNES, TIG, NHS, Greenspace, community organisations etc

Active member of local energy and fuel poverty groups

Develop data sharing with partners

Ongoing Investment Manager & Asset

& Contract Manager

Engage with CNES and other Community Planning Partnership partners to identify housing requirements for future population demographic projections

Contribute to development of Local Housing Strategy and highlight HHP priorities





Review capacity to develop new housing past 2013-15 programme

Business planning session 2013 and Report to Board in 2014

01/04/14 Executive Team

Objective 3

Delivering continuous improvement

Complete Self Assessment Plan. Prepare report on changes to be made before full Self Assessment is implemented.

Self Assessment Plan 2013/14 Corporate Governance

Manager

Trials still to be completed. Once completed plan can be made.

Implement new performance measures agreed by Finance Working Group linking performance with resources.

New P.I Report Corporate Governance

Manager

Arrange to visit 2 of the top performing RSL’s in peer group to benchmark X P.I

Benchmarking report revised targets

Corporate Governance

Manager

Improve core service performance on range of indicators to achieve top quartile performance

Arrears > 3% of gross debit (to be reviewed as Welfare Reform develops)

Void loss > 0.8%

Average re-let > 28 days

Repairs on target > 95%

31/03/15

31/03/15

31/03/15

31/03/15

Area Manager & Service Delivery

Team Leader


Team Leader


Team Leader

Asset & Contracts Manager




Develop customer centered culture in individuals and teams

Executive Team

Improve customer access to information and service

Improve website to provide better information, improve accessibility to services

31/03/14 I.T Manager Website has been rebuilt. Awaiting content requests.

Empower individuals to deliver for customers

Improve performance reporting and management systems to provide a tool to drive performance


Manager/Service Development

Manager

Working on IT system reporting to enable more effective control of accessing month-end data.

Objective 4

Providing efficient effective housing services of high quality

Improve services to factored properties and transparency of charges

Map process for charging and ensure robust methodology

Review information provision to owners

30/09/13 Service Development

Manager

Develop measures/definitions of effectiveness and efficiency

Publish service standards and targets as part of Charter reporting

30/04/14 Service Development Manager & Corporate

Governance Manager




Publicise quality standards for customers

To be incorporated into above

Service Development Manager & Corporate

Governance Manager

Identify cost of implementing proposed rent structure

Decision taken on whether implementation is affordable


On hold.

Consult on proposed rent structure To be determined by above Director of Operations

Objective 5

Being a good employer that attracts and retains high quality staff

Appraisals and training needs request to be completed.

All SDA’s completed on time Chief Executive

Training Plan to be prepared.

2013/14 Training Plan 31/03/13 Admin Officer (Corporate Resources)

Review of the layout of the Stornoway offices including Board Room.

Option appraisal report for office

30/09/13 Corporate Resources Manager

Staff survey Survey undertaken 31 March 2014 Executive Team

Undertake review to link to Scottish Joint Council (SJC) pay & conditions framework. Determine whether to move to EVH.

Review undertaken with consultancy support

June – October 2014

Chief Executive




Objective 6

Delivering Value for Money

Business Plan assumptions review Business Plan updated 30 September 2013 Director of

Resources Work to commence in June.

Identify overhead costs v direct service delivery and benchmark these

Define overhead v direct identifying benchmarking partners


Develop peer review against top quartile RSLs Partners identified and information obtained


Manager

Identify duplication and inefficiencies in processes and streamline these

Detailed process maps developed for key areas including:

Investment Factoring Repairs

Service Development

Manager

Identify costs/unit in investment and repair programmes and identify implications of reducing these

Asset & Contract Manager &

Service Development

Manager

Explore opportunities with partners to achieve savings

Deliver new build programme in a more cost effective way reducing per unit cost

2013-15 SLP – affordable houses for rent programme approach

June 2013 initial report

March 2015 programme complete

Chief Executive




Agree financing arrangements of Subsidiary including bank and VAT arrangements

Funding Agreement in place

VAT registration in place

31/03/13 Director of Resources

Draft Business Plan prepared. Funding requested approved. Loan documents being drawn up.

Undertake review of impact of LIFT properties in the Stornoway area

Survey successful applicants. Carry out market analysis to ascertain demand

2014-15 following LIFT projects at

Anderson Road and Mackenzie Park

Chief Executive & Tighean Innse

Gall

Undertake review of demand/need for 3+ bedroom houses in some rural areas e.g South Lochs, Bragar & South Uist

Undertake review one year after introduction of ‘Bedroom Tax’


Put agreements in place between HHP and HHP Community Housing to enable staff to work for Subsidiary

Legal Agreement in place 31/03/13 Director of Resources

Timesheets in place.

Objective 7

Delivering excellent services to homeless and potentially homeless persons

Provide temporary accommodation to CNES as required

Review of allocations to homeless applicants as required by CNES

Annual Review

Annual Review

31/03/13

& Annually


Review SLA with CNES on a regular basis

Actively contribute to CNES strategy on homelessness

Annual Review Annually Director of Operations




Work to prevent homelessness amongst HHP tenants through tenancy breakdown

Joint working arrangements in place with partners e.g CPN Team, CAB and Social Work

Tenancy sustainability after 1 year > 90%

Eviction rate < 0.15%

Ongoing

Annually


Team Leader

Provide advice and assistance to housing applicants on options and ensure effective signposting

Explore formal accreditation on advice and assistance

Develop housing options information for applicants to support advice provision

30/09/13

31/05/14

Service Development

Manager


Agenda Item 15

BOARD 26 June 2013

MEETING WITH SCOTTISH HOUSING REGULATOR


PURPOSE OF REPORT

1.1 To advise the Board of the 2013/14 of the Scottish Housing Regulator’s Regulation Plan for HHP for 2013/14 and the recent meeting between the Regulation Manager and the Chief Executive.

SUMMARY

2.1 The Scottish Housing Regulator publishes a Regulation Plan on an annual basis for all high and medium engagement Registered Social Landlords. The Regulation Plan sets out the engagement the Regulator will have with HHP during 2013/14 (Appendix 1).

2.2 The Regulation Manager, Janet Dickie, is the Regulator’s Lead Officer for HHP. A meeting with HHP is held twice a year. The latest meeting was held between the Regulation Manager and the Chief Executive on 29 April 2013.

2.3 The Regulation Manager focussed on the risks and challenges facing HHP, including progress towards SHQS, Investment Plan, Development Programme and the impact of Welfare Reform. There were no areas of concern raised at the meeting.

COMPETENCE

3.1 There are no legal, financial or other constraints arising from the consideration of this report being implemented.

RECOMMENDATIONS

4.1 It is recommended that this report is noted.

APPENDIX 1 Hebridean Housing Partnership Regulation Plan




COMPETENCE

Financial 5.1 There are no financial implications arising directly from consideration of this report.

Legal 5.2 There are no legal implications arising directly from consideration of this report.

RISK

6.1 The Regulator is taking a risk based approach to the regulation of Registered Social Landlords. HHP is classified as Medium Engagement on the basis of risk – “Given HHP’s size, turnover, debt, the scale of its investment activity and its key role as the main landlord in the Western Isles, we consider it to be of systemic importance” (Scottish Housing Regulator – 28 March 2013).

6.2 The Scottish Housing Regulator is increasingly intervening in the governance of RSLs in Scotland. Indeed such intervention including imposing consultancy input to the day to day business of RSLs on Boards is at the highest level since the growth of the RSL movement in the 1970s.

6.3 A report on the meeting between HHP’s Chair, Executive Team and the Regulation Manager in October 2013 in relation to the Regulation Plan will be reported to the Board.

aglsmi

Typewritten Text

APPENDIX 1

ACS Page 1 of 4 14/6/13

Agenda Item 17

BOARD 26 June 2013

BOARD MEMBERS' EXPENSES


PURPOSE OF REPORT

1.1 To advise the Board of the expenses incurred by Board Members during the period 1 April 2012 to 31 March 2013.

SUMMARY

2.1 It is recognised that Board Members will incur necessary expenses in the pursuit of their duties.

2.2 The Partnership has determined that reasonable expenses will be reimbursed subject to the conditions set in the Members’ Expenses Policy.

COMPETENCE

3.1 There are no legal, financial or other constraints to the recommendations contained in this report.

RECOMMENDATION

4.1 It is recommended that the breakdown of Board Members’ Expenses detailed in Appendix 1 of the report be noted.

APPENDIX 1 Board Members' Expenses Table - 2012/13


Writer of Report Iona France Tel: 0300 123 0773

of 4 14/6/13

COMPETENCE

Financial 5.1 There are no financial implications arising from implementing the recommendations in

this report.

Legal 5.2 The Housing (Scotland) Act 2001 prohibits the payment of remuneration for work

undertaken in the capacity as a Board Member.

RISK

6.1 HHP is open and transparent in all its reimbursements of expenditure for Board Members. By presenting this report on an annual basis, it reduces the risk of breaching the conditions of the Members’ Expenses Policy.

REPORT DETAILS

7.1 Expenses are claimed at the end of every calendar month using the approved Claim Form with all necessary receipts attached.

7.2 All Claim Forms are checked and approved for payment by the Chief Executive and payment made within 10 working days.

7.3 Appendix 1 details the areas of expenditure incurred during the year against budget.

7.4 On analysing the data, there has been an overall underspend of 47% on the total budget allocated to Board Members.

7.5 Reasons for the underspend have been ascribed to:

(a) members on the Board who are already up in Stornoway on other business, either only claiming part or none of their expenses from HHP;

(b) the increased use of Skype for Board Members in the Southern Isles to attend training and meetings remotely;

(c) inability to attend Board Meetings for personal reasons;

Target Attendance 85%

Actual for 2012/13 76%

Actual for 2011/12 67%

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Agenda Item 18

BOARD 26 June 2013

ANNUAL PERFORMANCE REPORT – 2012/13


PURPOSE OF REPORT

1.1 To present to Members a set of indicators from the Resources Department to assist with monitoring performance.

SUMMARY

2.1 At the 17 March 2010 Board Meeting, Members approved the presentation of an annual report containing key indicators on the performance of the Resources Department.

2.2 Officers have collated information on five key areas: ICT, Human Resources, Estates Management, Finance, and also on Governance.

2.3 The indicator set will be valuable in terms of managing and understanding the performance and value for money of the six corporate functions.

COMPETENCE

3.1 There are no legal, financial or other constraints to the recommendations in this report.

RECOMMENDATION

4.1 It is recommended that Members note the performance in the set of indicators presented at Appendices 1, 2, 3 , 4 and 5.

APPENDIX 1 ICT Key Performance Indicators for 2012/13

APPENDIX 2 Estate Management Indicators for 2012/13

APPENDIX 3 Human Resources Indicators for 2012/13

APPENDIX APPENDIX

4 5

Finance Indicators for 2012/13

Governance Indicators 2012/13


Writer of Report Angela Smith Tel: 0300 123 0773

ACS Page 2 of 13 14/6/13

COMPETENCE

Financial 5.1 There are no financial implications arising from the consideration of this report.

Legal 5.2 There are no legal matters arising from the consideration of this report.

RISKS

6.1 Organisations should monitor and compare their performance against that of their peers. The use of good quality information for making decisions, managing performance and demonstrating value for money is a vital part of the work of all public sector organisations. The risks associated with performance not being monitored could lead to an organisation not enhancing its capacity to deliver and improve.

REPORT DETAILS

7.1 In 2006 the Public Sector Audit Agencies commissioned KPMG who worked with more than 100 public sector organisations to develop a suite of value for money indicators covering the five main areas of corporate service: Finance, Human Resources, ICT, Estates Management and Procurement.

7.2 HHP has adopted the above set of indicators and is committed to reporting on an annual basis. In addition, some KPIs have also been included for the Governance function.

7.3 Audit Scotland has stated that performance management and reporting tends to be underdeveloped in the corporate services area. These indicators will provide a useful tool for supporting improvement.

ICT INDICATORS

7.4 The 2012/13 ICT indicators reflect the outcomes and ongoing implementation of the two procurement processes that have been undertaken through the year. These were for hosting and support services, and for our Housing and Finance systems.

While ongoing support and usage costs have been reduced by 7.5%, consultancy and implementation costs related to the above have pushed the cost of the ICT function as a percentage of HHP’s running costs up from 10.5% to 12.6%. These costs are within the 4 year ICT budgets approved by the Board, and will bring cost reductions or prevent anticipated increases over the next three years.

Call response from the helpdesk within one hour has risen from 34% to 89%, and call resolution sign-off is running at 100% (up from 64%).

System uptime has been running at between 99% and 100% since the beginning of the year, but we have had network and configuration issues that have been affecting the system availability – particularly in January. These have now mostly been resolved, but they have pushed up the annual figure slightly.

Further discussion regarding reporting and performance is due to take place with Castle on the 27th of June.

We have also begun to support and maintain a number of mobile and remote working services, which the Directors and Council staff in Castlebay and Tarbert are currently evaluating and testing.

We are beginning to test a number of thin client devices (four in total) to see how they perform in real world scenarios.

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ESTATE MANAGEMENT INDICATORS

7.5 As we are still awaiting some energy and building maintenance costs relating to 2012/13 we have been unable to provide an overall estate management cost by year comparison. This will be provided to the Board in an update at a later date.

7.6 Energy costs in the Stornoway Office have fallen by 9% during the year.

7.7 Water charges across the organisation have reduced by 32% during the year.

7.8 A new fire exit door in Stornoway was responsible for the increase in office repairs.

7.9 The energy contract is due for renewal in the current year. An ongoing problem with water meterage at the Stornoway Office is still to be resolved. This will inevitably have cost implications once fixed.

HUMAN RESOURCES INDICATORS

7.10 There were fewer vacant posts this year than 2011/12 with only 2 new starts – one part-time post and one temporary post.

FINANCE INDICATORS

7.11 As with last year, there would appear to be a very significant difference between the forecast and the actual outurn. However, this has been influenced to a very large extent by the impact of Investment expenditure and how that is dealt with.

7.12 Capitalised investment expenditure for the year totaled £3.421m (2012 - £2.461m) and the impact of the forecast position at the end of September would have assumed the full allowance for the Investment Programme in total of £3.85m this year. If we were to adjust the forecast deficit in the September accounts to reflect that then the actual difference is considerably reduced.

Costs of Sales Invoice function per invoice processed

7.13 The actual cost of producing the sales invoice are assumed as being the same as last year as the staffing has not changed and overheads have not increased. The level of invoices processed has reduced this year, particularly in respect of Grants, pushing the indicator up.

Debtor Days

7.14 As with previous years the Grants invoicing skews the position. The year-end position at March 2013 included minimal Grants debt, whereas the previous year included nearly £400k of Grant debtors, whilst there was a significant drop-off in the level of Grants invoiced during the year as the level of ongoing developments reduced. The impact is that a comparison of the underlying position is not very meaningful.

7.15 If we remove the Grants invoicing form the figures for the year, the impact is a significant deterioration in the position at year end.

7.16 There are other smaller factors that continue to impact on this ratio, specifically:

the Sgailean debt of approximately £18k, which is long standing but which has been put to one side as past of an assistance package at the present time

ACS Page 4 of 13 14/6/13

the sums due in respect of the properties at Manor Drive. These have increased as the majority of the owners have withheld payment of their invoices until the underlying issues have been resolved.

7.17 Overall, however, the position has deteriorated primarily because of increased levels of FTA and rechargeable repairs, which can often remain unpaid more or less in full for well over a year before the decision is made to write off debts. Whilst this could be improved by looking to write –off debts more quickly, in the current economic climate the situation is unlikely to improve in the short term.

Credit Notes as percentage of invoices raised

7.18 The percentage has risen slightly this year – this has not been due to higher levels of credit notes been raised but rather to a lower level of invoices being raised during the year. Whilst there has been an increase, it is not material in percentage terms it remains within reasonable limits.

Cost of Accounts Payable (per invoice processed)

7.19 Cost of provision of the service assumed to have remained the same but the number of transactions has reduced, mainly due to the revised basis of dealing with the FES transactions, which are now dealt with as a few aggregate invoices rather than a large number of individual transactions.

7.20 The cost per transaction has therefore reduced as a consequence but whilst the time involved with this aspect has reduced as a result the time has been taken up with other aspects such as Investment work.

Percentage of payments settled by BACS

7.21 The trend shows a continuing improvement from last year. Payment of trade suppliers by cheque is now a very isolated occurrence and cheques tend to be to tenants in the main for decoration/disturbance allowances. Again, BACS payment is encouraged wherever possible but ultimately depends on the tenant’s co-operation.

Percentage of o/s debt over 90 days old

7.22 The ratio of debts outstanding over 90 days has appeared to grow substantially but direct comparison is misleading with last year because the balance included £396k of grant invoices, which are all short-dated debtors – if we removed these from last year’s figures the percentage would be 69.2%.

7.23 After making the above adjustment, the figures are slightly worse than last year on the face of it but they are affected by the situations re Manor Drive and Sgailean mentioned elsewhere, so overall the position is broadly stable.

Percentage of invoices paid within term

7.24 Under the new system it should be ultimately possible to calculate this. However at present there is no real trend to show, other than absolute numbers for those accounts which have not settled within terms, so it probably makes sense to introduce this properly next year, when a full range of information is available.

Payroll admin cost per employee

7.25 The cost per employee has reduced slightly from last year.

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GOVERNANCE INDICATORS

7.26 In addition to being a legal requirement to publish Board papers 7 days prior to Board and Committee meetings, is a priority for the Governance Team to publish the papers in sufficient time for Board members to read them and to make them available on the HHP website for any members of the public who may attend the Board meeting. In 2012/13, 85% of Board papers were published by the required date and 15% - one set of papers -were published one day late. This was down to problems the Team had with converting papers into PDF format, and papers were made available as soon as possible once the problem had been resolved.

7.27 The Performance Report has not been published by the agreed date on any occasion in this current year. Although the majority of data is ready with comments input by that date, repairs data is not available until after the Performance Report’s publication date has passed, and as a result the Performance Report is generally late. The Governance Team will be addressing the issue this year.

7.28 The Governance Team will be developing its own KPIs until there is a full suite available to monitor the Governance function.

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ICT INDICATORS

Primary Indicators

Item Description Current Performance

1 Cost of the ICT function (i.e. spend on the ICT department or equivalent including employee costs and associated overheads) as a percentage of organisational running costs (expenditure)

2012/13 2011/12

12.61% 10.52%

2 ICT competence of user ICT Evaluation will take place in Autumn 2013

3 Percentage of incidents resolved within agreed service levels: 2012/13 2011/12

SL1: Initial response to calls within 1 hour 89% 34%

SL2: Solution and timescale agreed with HHP staff n/a 47%

SL3: Resolution notified to HHP 100% 64%

4 Project Governance and Delivery Index No performance framework currently in place.

5 Percentage of the top five transactional based activities which are made via e-enabled channels: Rent payments made online/payment cards

2012/13 2012/13

3.54% (260K) 2.36% (166K)

6 Commissioner and user satisfaction index No staff surveys have been carried out to date.

Secondary Indicators


1 Cost of providing support - Per User/Per Workstation 2012/13 2011/12

User 5646.53 3,975.58

Workstation 5406.25 3,488.78

2 Users per workstation 0.95 0.88

3 Unavailability of ICT Services to users 2.3% 1.3%

4 Average number of support calls per user 5.9 8.3

5 Percentage of users who are able to access the network remotely

0 0

6 Acquisition costs per workstation 2012/13 2011/12

0 PC 0 PC

2 Thin Clients @ £52.50 4 iPads @ £369

APPENDIX 1

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ESTATE MANAGEMENT INDICATORS

Primary Indicators


1 Total property costs (management, occupancy and operation) per square metre

Relates to indicators not relevant to this organisation.

2 Total office accommodation (square metre) per staff full time equivalents (FTE)

2012/13 2011/12

Stornoway Staff 16 16

Uist Staff 33 35

3 Total property required maintenance as a percentage of average annual maintenance spend for last three years

We are currently in the process of setting up a maintenance programme which will cover both the Uist and Stornoway Office. Included in this will be Legionella Testing, Fire and Intruder Alarms, PAT & Electrical testing. There is currently a contract in place for window cleaning for the Stornoway Office.

Secondary Indicators Item Description Current Performance

1 Cost of organisation’s Estate Management function

(a) per square metre

(b) as a percentage of organisational running costs

2012/13 2011/12

n/a n/a

2 Total property occupancy/occupation costs (revenue) per square metre

41.0 41.0

3 Total building operation (revenue) costs per sqm

0.00 0.00 rates

annual insurance 5,160.43 5,132.39

internal repair 4,222.11 3,229.67

external & structural repair Not available 0.00

repairs & maintenance 1,030.46 560.53

security 187.20 186.26

cleaning 9,147.86 9,057.12

annual water and sewerage Costs 2,553.04 3,734.76

annual cost of energy supplies 16,816.12 19,318.98

service charges Not available 697.42

TOTAL Not available 41,917.13

TOTAL SQM 837.70 837.70

COST PER SQM 37.6 50.04

APPENDIX 2

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4 Percentage of property related capital projects within the last 3 years completed:

(a) within time between design and construction

(b) within time between construction and available for use

(c) the cost at (a) above within +/-5%

(d) the cost at (b) above within +/-5%

2012/13 2011/12

None None

5 Space use efficiency:

(a) workstations per full-time equivalent staff (FTE)

Stornoway 1.0 1.09

Uist 0.82 1.37

(b) area (sqm per workstation)

Stornoway 14.4 15.16

Uist 37.4 23.79

6 Total annual energy consumption (kw/h) per m2

Stornoway 227.3 261.8

Uist 15.3 50.4

7 Total annual water consumption (cubic metre) per m2

Stornoway 0.8 0.8

Uist 0.0 0.02

8 Total accommodation (sqm NIA) over total accommodation (sqm GIA)

Net internal area sq – 837.7

Gross internal area sq – 712.2

= 1.2

9 The percentage of buildings which are used by the public in which all public areas are suitable for, and accessible to, disabled people.

0

Although disabled toilets are provided in the building access doors to public areas do not meet the requirements of the Disability Discrimination Act.

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HUMAN RESOURCES INDICATORS

Primary Indicators


2012/13 2011/12

1a Cost of HR function as a % of organizational running costs 0.92% 0.95%

1b Cost of HR function per employee £401 £430

2 Ratio of employees to HR staff 45:1.5 46:1.5

3 Average days per FTE employee per year invested in learning and development 1.1 0.6

4 Leavers in the last year as a % of the average total staff

9.7% 9.6%

5 Percentage of working days per employee (FTE) per year lost through sickness absence

4.1% 3.5%

Secondary Indicators Item Description Current Performance 2012/13 2011/12

1 Cost of learning and development as % of the total bill 1.40% 1.10%

2 Cost of agency staff as a % of the total bill HHP does not employ agency staff

3 % of posts currently in the leadership of the organisation which are filled by people who are not permanent in that position

0% 0%

4 Average elapsed time (working days) from a vacancy occurring to the acceptance of an offer for the same post

0* 51 days

5 Cost of recruitment per vacancy £630 £698

6 Reported injuries, diseases and dangerous occurrences per year 0 0

7 Percentage of people that are still in post after 12 months service 93.3% 91.3%

8 Cases of disciplinary action employees Nil Nil

9 % of staff who receive (at least) an annual face to face performance appraisal 100% 100%

10 % of leadership posts occupied by women 33.3% 33.3%

11 % of employees who consider themselves to have a disability 2% 2%

12 % of employees aged 50 or over 26% 34.7%

APPENDIX 3

ACS Page 10 of 13 14/6/13

13 % of Black and Minority (BME) employees in the workforce 0% 0%

* there were 2 new starts, but neither post was advertised so there was no vacancy period. One was a temporary post, and the other a part-time permanent post. In addition 1 member of staff left a post and

the vacancy fell just prior to year end, and although an advert was placed in local press prior to year end, the post was filled after year end, and the time elapsed period falls mostly in financial year 2013/14.

ACS Page 11 of 13 14/6/13

FINANCE INDICATORS

Primary Indicators


2012/13 2011/12

1 Total cost of the finance function as a percentage of organisational running costs (expenditure) and within this the proportionate cost of a) transaction processing, b) business decision support and c) reporting and control.

30.9% 38%

2 Cycle time in working days from period-end closure to the distribution of routine financial reports to all budget managers and overseeing boards and committees.

13 13

3 The percentage of variation between the forecast outturn at month 6 and the actual outturn at month 12.

394% 312.4%%

Secondary Indicators


2012/13 2011/12

1 Professionally qualified finance staff (FTEs) as a percentage of total finance staff (FTEs) undertaking reporting, controls and decision support processes (ie. excludes those staff involved in transactional processes).

33% 33%

2 Cycle time in working days from year end closure to submission of audited accounts

Was the latest set of annual accounts qualified by external audit?

44 days

No

46 days

No

3 Cost of the sales invoices function per customer invoice processed £68.36 £57.46

4 Debtor days (revised to exclude grants) 266.2 126.4

5 Credit notes as a percentage of total customer invoices raised 3.16% 2.66%

6 Costs of Accounts Payable per accounts payable invoice processed £7.91 £4.56

7 Proportion of all payments made by electronic means 92.56% 85.26%

8 Proportion of outstanding debt that is more than 90 days old from date of invoice 72.27% 23.71%

APPENDIX 4

ACS Page 12 of 13 14/6/13

9

Percentage of invoices for commercial goods and services paid by the organisation within 30 days of receipt or within the agreed payment terms.

n/a n/a

10 Payroll admin cost per employee paid £72 £75

ACS Page 13 of 13 14/6/13

GOVERNANCE INDICATORS

Primary Indicators


2012/13 2011/12

1 Number of Agenda items published 170

No comparable indicator as this is

the first year of data reporting on the

Governance function

2 Number of Agenda items withdrawn 0

3 % of Board Papers published by required date

85%

4 % of non-confidential Board Papers made available on HHP’s website prior to meetings

100%

5 Number of Performance Reports published in year 11

6 % of Performance Reports published by agreed date

0%

7 % of identified procedures completed 68%

APPENDIX 5


Agenda Item 19

BOARD 26 June 2013

WELFARE REFORM UPDATE

Report by Director of Operations

PURPOSE OF REPORT

1.1 This report is to update the Board on the implications of the Welfare Reform Act for HHP.

SUMMARY

2.1 The Welfare Reform Act 2012 introduces several changes to the benefit system. Of particular concern to HHP are the ‘bedroom tax’ which was introduced from 1 April 2013 and Universal Credit expected from 1 October 2013.

2.2 Universal Credit will provide a single benefit and replaces benefits such as Jobseekers’ Allowance and Working Tax Credit.

2.3 Universal Credit will include a housing element and payments will be made monthly in arrears direct to the claimant. Only in exceptional circumstances will payments be made to the landlord.

2.4 Housing Officers are working to identify and assist those tenants affected by the ‘bedroom tax’ whose accounts are developing new arrears or where existing arrears are escalating.

2.5 Work is ongoing to prepare for the introduction of these changes introduced by Universal Credit with a particular focus on developing knowledge of tenant’s circumstances and support needs.

2.6 The changes will have significant resource implications and provision is being made for this. A funding bid has been submitted for assistance with the provision of advice services to tenants.

COMPETENCE

3.1 The financial, legal or other constraints are detailed at paragraph 5.

RECOMMENDATIONS

4.1 It is recommended that the Board:

a) Note the report and the implications of the changes for HHP;

b) Note the resource and staffing implications of the Welfare Reform agenda; and

c) Issue a Press Release supporting David Orr’s view on ‘Bedroom Tax’.


COMPETENCE

Financial 5.1 The proposals will present financial challenges for HHP as rental income will be more

difficult to collect and the costs of collection will be higher. The unpredictability of payments will also impact on cashflow.


RISK

6.1 Rent arrears levels are likely to increase as tenants’ incomes reduce and as the bedroom tax is applied. HHP income will become less predictable under Universal Credit as tenants will be required to make payments individually.

6.2 Void turnover and costs may increase as tenants attempt to downsize to reduce the impact of the penalties on their rent account.

6.3 Void periods are likely to increase as applicants on benefits refuse to accept properties too large for their needs and wait on suitably sized properties resulting in hard to let properties.

REPORT DETAILS Background

7.1 The Welfare Reform Act 2012 introduced many changes to the benefit system. Universal Credit is being introduced in place of existing benefits. Claims will be made per household rather than individuals and both members of a couple will be required to claim.

7.2 Claims are expected to be made online and subsequent contact between recipients and the delivery agency will also be conducted online. There will be less local contact and assistance.

Issues and Actions

7.3 An HHP working group is now preparing for these changes and key workstreams are:

Identifying tenants affected by ‘Bedroom Tax’;

Increasing our knowledge of tenants;

Communication with tenants and applicants;

Research; and

Staff Training.

Bedroom Tax

7.4 Tenants affected by bedroom tax have now seen a reduction in their Housing Benefit take place.


7.5 The information on the housing benefit notification letter that we receive as a landlord is limited. Although the notification shows the full eligible rent and the tenant’s housing benefit entitlement award there is nothing distinguishing the shortfall as the ‘bedroom tax’.

7.6 Discussions are ongoing with Housing Benefit and they have been asked to provide us with notifications electronically showing amounts deducted due to the ‘bedroom tax’. To date Housing Benefit IT systems are unable to produce this information.

7.7 As at week ending 2 June 2013 there were 220 HHP tenants (10%) affected by the ‘bedroom tax’. Appendix 1 provides information available on the situation at present.

7.8 There are 53 tenants who are either paying in full or have a credit on their rent account and a further 85 tenants have now made and maintained a payment plan.

7.9 There are 51 tenants who have engaged with Housing Officers and made arrangements to pay but have broken the agreement. Housing Officers will continue to make contact with these tenants to try to make a revised payment arrangement.

7.10 There are a small number of tenants who are not engaging with the Housing Officers. There are 7 making part or irregular payments and 24 not making any payment towards their account.

Discretionary Housing Payments

7.11 The Discretionary Housing Payments Policy (DHP) has now been finalised and tenants affected by the ‘bedroom tax’ are now able to make an application for DHP.

7.12 Awards of DHP are short-term for a maximum of 13 weeks at a time and with a maximum of two consecutive awards. To be eligible for the short-term award tenants must be able to prove that they are actively seeking alternative housing e.g. on HHP’s transfer list.

7.13 Thereafter any subsequent awards will be reduced to an amount that the decision maker deems is appropriate taking the following factors into account: Availability of smaller properties within the applicants area; and Whether a move to another area/property would affect the health and/or wellbeing

of the applicant or any person within their household.

7.14 Long-term awards (up to 52 weeks) will be considered where an applicant is unable to move to a smaller property due to illness or disability of someone in the household where the property has been significantly adapted.

7.15 A recent survey carried out by the SFHA found that Housing Associations are struggling with a lack of transparency and guidance from local authorities regarding DHP. Housing Associations are not being advised by local authorities on whether or not a DHP application has been successful, and if so, for what amount and duration. HHP officers are experiencing some similar difficulties due to the limitations of the Housing Benefit IT system. However, a good working relationship is in place with the Housing Benefit team


locally. Regular meetings take place and this has ensured that information on individual applications is exchanged.

7.16 To date 36 tenants have made successful applications for DHP. A further 140 have been advised by Housing Officers to make an application but we do not have the information at present on the number of tenants who have applied unsuccessfully or are awaiting decision. We have requested the information from the Housing Benefit Team.

7.17 Of the 36 in receipt of DHP, 30 are on full HB with a bedroom tax deduction. A further 5 are making full payment towards the rent account and one is making part payments.

Exemptions

7.18 Exemptions from the bedroom tax have now been applied to households where there is a son or daughter who is the armed forces and this remains their home.

7.19 Foster care families are now also able to maintain a spare room for up to 52 weeks to enable them to foster children. Preparation for Universal Credit

7.20 Data is being collected on those households that have a bank account and access to the internet.

7.21 It remains unclear what kinds of accounts will be eligible to have universal credit paid into them, and the draft regulations provide no additional clarity. The wording of the Act is broad enough to give scope to pay universal credit into any kind of account the Secretary of State deems appropriate including, the Post Office Card Account or any successor account but there is yet to be a definitive answer on this point from the DWP.

7.22 The first Universal Credit direct payment pathfinders started on Monday 29 April 2013.

7.23 Safeguards have been put in place for the duration of the pathfinders. When a tenant falls 2 months in arrears the landlord can apply to have payment direct to them. There has been nothing yet put in place for after the pathfinders. Information to Tenants

7.24 Information on Welfare Reform and Universal Credit was included with the rent statements issued in April 2013.

7.25 Housing Officers are making numerous phone calls and visits to affected tenants.

7.26 An article in the summer newsletter will provide updated information for tenants and urge those affected to get in touch with HHP or agencies such as Western Isles Citizens Advice Service for advice and assistance.


7.27 Housing staff were available at the Stornoway Tenant Event on Friday 31 May 2013 to answer any queries tenants had. A number of tenants took the opportunity to speak to the Housing Officers at the event. Resources

7.28 Resources for the fundamental changes which affect HHP’s income need to be considered. Under Universal Credit all working age tenants will now be required to pay money directly to HHP. Many of these will have limited budgeting abilities, may have other debts and will certainly require assistance. It is critical that we know what tenant’s requirements are and are able to support them to ensure rent payments are made and sustained. In order to work with applicants and tenants to plan for the introduction of Universal Credit, additional staffing resources will be required. The increased pressure on existing resources has been recognised in the budget strategy. An additional 2½ posts may be required to meet the operational needs following the introduction of Universal Credit, particularly over the first 18 – 24 months of the changes. At this stage it is not known exactly when Universal Credit will be introduced in this area. Funding Bid

7.29 A funding bid has been submitted for assistance with the provision of advice services to tenants. The submission of the bid was approved by the Board on 29 May 2013. The funding will allow HHP working in partnership with the Citizens Advice Service to employ an additional 3 members of staff for the 18-month period of the grant. Welfare Reform Workshops and Partnership Working

7.30 HHP’s Director of Operations is part of the Poverty Action Group and an Officers Group established by the Community Planning Partnership (CPP).

7.31 HHP’s Chief Executive, Director of Operations and Service Development Manager met with the Leader of the Council on 22 April 2013 to discuss the impact of Welfare Reform and CnES are lobbying the Government for an exemption for the Islands from the ‘Bedroom Tax’.

7.32 Board members, HHP staff and local partners attended the HHP Housing Conference on Thursday 2 May 2013.

7.33 David Orr, National Housing Federation and Mary Taylor, Scottish Federation of Housing Associations were two of the Keynote speakers. On the day David Orr in particular delivered a very clear message setting out the sector view in England and Wales. He stated that the ‘Bedroom Tax’ is “unfair, incompetent and should be repealed”. During discussion he challenged any view that rents should be revised or reduced because of the bedroom tax.

7.34 At present the HHP position is unchanged and tenants are expected to pay the rent due.


7.35 Following discussions surrounding David Orr’s message at the HHP conference and information contained within this Board paper, the Board may wish to issue a press release. It is recommended that the Board support David Orr and his view that “the ‘Bedroom Tax’ is unfair, incompetent and should be repealed”.

7.36 The Welfare Reform breakout session by Bill Irvine was one of the most popular sessions and received extremely positive feedback. Bill concentrated on providing new information regarding Universal Credit and the pathfinder projects.

APPENDIX 1 Bedroom Tax and DHP Tables


Writer of Report Katrina Palmer Tel: 0300 123 0773

Appendix 1

Bedroom Tax

Table 1: Current Action

Action Taken Lewis Harris/Uist & Barra

Total % of total

Account in credit ‐ review when credit expires 3 4 7 3.2 Successful contact made ‐ full payment being made 22 10 32 14.5 Successful contact made ‐ payments agreed & maintained 47 38 85 38.6

Successful contact made ‐ payments agreed but not maintained 25 26 51 23.2

Unsuccessful contact ‐ full payment being made 14 0 14 6.4 Unsuccessful contact ‐ part/irregular payments being made 5 2 7 3.2

Unsuccessful contact ‐ payments not being made 23 1 24 10.9 Total 139 81 220 100

Table 2: Current Payment Situation

Payment Situation Lewis Harris/Uist & Barra

Total % of total

Not paying 42 20 62 28.2 On DHP and full HB ‐ no payment due 21 9 30 13.6 Part/irregular payments 11 11 22 10 Paying 65 41 106 48.2 Total 139 81 220 100

Table 3: DHP

DHP Situation Lewis Harris/Uist & Barra

Total % of total

Advised of DHP 77 63 140 63.6 In receipt of DHP 22 14 36 16.4 Unsuccessful contact 40 4 44 20 Total 76 81 220 100

Table 4: Transfer

Transfer Situation Lewis Harris/Uist & Barra

Total % of total

Advised to transfer 89 74 163 74 On transfer list 9 3 12 5.5 Unsuccessful contact 41 4 45 20.5 Total 139 81 220 100

Please note that ‘unsuccessful contact’ figures in tables 3 and 4 do not match as tenants may not engage with their Housing Officer but are already on the transfer list and some are in receipt of DHP.


Agenda Item 20

BOARD 26 June 2013

STOCK CONDITION SURVEY - DRAFT


PURPOSE OF REPORT

1.1 To present to the Board an update on the Stock Condition Survey.

SUMMARY

2.1 Periodically HHP are required to carry out a Stock Condition Survey. This serves a number of purposes and provides information for strategic planning, financing purposes, asset management, legislative purposes and some social information.

2.2 The key outputs of the survey include assessing compliance with Scottish Housing Quality Standard (SHQS) and the Western Isles standards, creating a financial profile of investment needs of the stock over the life of the business plan and providing energy efficiency and fuel poverty data.

2.3 The lender also requires the financial models for valuation purposes.

2.4 A meeting of the Repairs and Investment Working Group was held on 13 February 2013 to discuss the draft report.

2.5 This report presents the draft findings from the Stock Condition Survey carried out by David Adamson & Partners. The draft Stock Condition Survey report at Appendix 1 details condition and compliance with the SHQS, financial models for the next 30 years and fuel poverty data.

2.6 A further meeting of the Repairs and Investment Working Group was held on 29 May 2013. The group was briefed on the draft Stock Condition Survey findings and advised that these were being analysed prior to the report being finalised. An update on this work will be provided at the Board meeting.

COMPETENCE

3.1 The financial and legal implications are detailed in paragraph 5.

RECOMMENDATIONS


a) This report be noted; and

b) A letter be written to Ofgem and the local MSP and MP as recommended by the Investment Working Group to highlight the findings and concerns arising from the fuel poverty report.


COMPETENCE

Financial 5.1 Data gathered and costed from the survey may have an impact on the projected profile

of spend across the 30 year business plan. The findings are being analysed and compared to existing business plan projections.

5.2 The existing Investment Programmes may need re profiling in order to comply with the

legislative requirements of the SHQS 2015 targets. The report provides information on works which are required to achieve full compliance for 31 March 2015.

Legal 5.3 There are no legal implications to the report.

RISK

6.1 The stock condition survey reduces the risk to HHP by providing up-to-date information on the condition and investment requirements of the stock.

REPORT DETAILS

SURVEY AND CLONING

7.1 The survey programme was developed around a 25% sample of the stock. New build stock from 2003 was omitted on the assumption that such property is in good condition and compliant with the Scottish Housing Quality Standard. At the time of the survey, the stock was indicated at 1,877 (excluding post 2003 new build). The number sampled was 578 properties or 31% of the 1,877 units.

7.2 Stock was divided into various house types, house ages, letting areas and original owning body (such as LSVT and former RSLs). Data was cloned from surveyed properties to similar properties in the same street or scheme or near vicinity.

HOUSING CONDITIONS AND PERFORMANCE AGAINST SHQS

8.1 The stock has been assessed against the 5 main groupings of the SHQS which comprises 55 quality elements. The 5 main groupings are:

Must be Compliant with the current Tolerable Standard;

Must be free from serious disrepair;

Must be energy efficient;

Must have modern facilities and services; and

Must be healthy, safe and secure.

The Scottish Government guidance and criteria table for SHQS is attached at Appendix 2.

8.2 The overall performance against SHQS is set out in Appendix 3. This shows:

SHQS compliance (or exemption applicable) – 85%;


SHQS Non Compliance – 15%;

Comparative performance – Scottish Housing Regulator – stock transfer RSL’s – 75%; and

Comparative performance – Scottish Continuous House Condition Survey (2010) –RSL’s – 47%.

30 YEAR LIFE CYCLE AND COST PROJECTIONS

9.1 Life cycle element replacement projections have been made for the housing stock over the 30 year planning period 2013/14 – 2042/43. Element replacement projections have been completed taking cognisance of several factors including element age and condition, material composition and industry guidelines, the quality of original construction, underlying maintenance regimes and site variation including location and exposure.

9.2 Costs to address replacements over the 30 year period are estimated at £111.846m gross representing an average 30 year spend of £49,887 gross per housing unit. This doesn’t allow for inflation.

9.3 Average gross five yearly spend across the 30 year period is estimated at £18.641m. Expenditure peaks between years 16-25 rising from a projected spend of £14.925m in years 1-5 to £25.543m in years 16-20. Later period spend figures are influenced by significant projected works to external building fabric and also by the emergence of post-2003 new build within the investment requirements.

9.4 Minimum works to achieve SHQS compliance are estimated at £1.240m gross. During the survey various components and elements were assessed for levels of disrepair. These catch up repairs are of a day to day nature which require to be carried out. Given the minor nature and scattered pattern of catch-up repair, no specific financial allowance has been recommended as the repairs are capable of being addressed through on-going maintenance programmes (cyclical, responsive and void maintenance).

9.5 Assumptions for growth such as inflation, across the 30 year period are accounted for separately within the business plan.

9.6 Unit and Cost projections for each of the 30 years are contained in Appendix 3. These tables show a breakdown of unit numbers and projected costs for each of the following groups of stock:

CnES transfer stock;

Non-CnES transfer stock; and

Post 2003 new build stock.

FUEL POVERTY

10.1 As part of the survey, it was agreed that a short interview would be conducted with the tenants. Participation was voluntary and data will remain confidential for each household. Tenant response was high with interviews completed in 532 of the 578 properties surveyed; this represents a 92% response rate, 23.7% of the tenant population.


10.2 Two areas of information were addressed:

a) The demographic and socio-economic characteristics of tenant households; and

b) Fuel poverty including attitudes to and use of existing home heating.

10.3 Fuel poverty is dependant on two factors:

a) Household circumstances (income) and ability to pay for domestic energy; and

b) The cost of domestic energy as reflected in underlying fuel tariffs and the energy efficiency of individual properties.

10.4 Households are regarded to be in fuel poverty if they spend in excess of 10% of annual income on domestic fuel; as being in extreme fuel poverty if they spend in excess of 20% of annual income on domestic fuel.

10.5 There are two models for assessment:

a) Model 1 – this model uses theoretical annual running costs. The theoretical model is based on a specified temperature regime and average household use which may not fully reflect local climatic circumstances or household behaviour. Importantly it has no allowance for wind variation factors; and

b) Model 2 - uses information on actual annual fuel bills provided by tenants. This approach is considered to be a much more realistic in the islands.

10.6 Results based on models 1 and 2:

i) Model 1 – Fuel Poverty

HHP 33.5%; Scottish average 28.9%; and

Model 1 – Extreme Fuel Poverty

HHP 5.2%; Scottish average 7.8%.

ii) Model 2 – Fuel Poverty

HHP 61%; Scottish average 28.9%; and

Model 2 – Extreme Fuel Poverty

HHP 22%; Scottish average 7.8%.

10.7 Levels of poverty increase significantly using the tenant cost approach. The Survey data contains a wide ranging level of demographic detail which is contained in the main report.

10.8 Fuel poverty issues were discussed at length at the Investment Working Group. The concerns were unanimous and it was agreed to recommend that the Board write to Ofgem, MSP and MP to highlight issues and findings from the report.


FUTURE PLANNING

11.1 The lifecycle data, once finalised will be used to formulate and prioritise future investment programmes. The priority will be to achieve full compliance with SHQS, excluding exemptions and abeyances, prior to the 2015 deadline.

11.2 Shared works involving Common Areas or Accesses may not be achievable should private owner occupiers be unwilling to participate in planned works. Any non participation would qualify for an exemption on the SHQS.

11.3 The current approved 4 year programme is in year 3 of 4. The next 4 year period commencing 2015 will be based on the data collated from the Stock Condition Survey. This programme is currently being developed and will be discussed at the investment working group and will then be presented to the Board at a later date.

SUMMARY

12.1 The Stock Condition report is still being analysed and discussions are ongoing with Adamsons to clarify some issues. An update on the current position will be provided at the Board meeting.

APPENDIX 1 Draft Stock Condition Survey Report

APPENDIX 2 Scottish Government Guidance and Criteria Table - SHQS

APPENDIX 3 Scottish Housing Quality Standard Performance - Stock Condition Report

APPENDIX 4 Unit and Cost Projections – Stock Condition Report


Writer of Report Angus E MacNeil Tel: 01851 707926

HOUSE CONDITION SURVEY PROGRAMME 2013

REPORT OF SURVEY 2013

Prepared on behalf of:


By

David Adamson & Partners Ltd.

Ref: E2294

May 2013

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APPENDIX 1

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HOUSE CONDITION SURVEY 2013 REPORT OF SURVEY

D a v i d A d a m s o n & P a r t n e r s L t d . | 1 P a g e

TABLE OF CONTENTS EXECUTIVE SUMMARY

LIST OF FIGURES

LIST OF TABLES

ACKNOWLEDGEMENTS

1.0 INTRODUCTION AND BACKGROUND .................................................................................. 9

2.0 PROJECT AIMS, OBJECTIVES AND OUTPUTS ................................................................. 10

3.0 PROJECT METHODOLOGY ................................................................................................ 12

4.0 SURVEY INFORMATION FRAMEWORK ............................................................................. 16

5.0 HEBRIDEAN HOUSING PARTNERSHIP - AREA OF OPERATION AND

TENANTED HOUSING STOCK ............................................................................................ 18

6.0 HOUSING CONDITIONS AND PERFORMANCE AGAINST THE SCOTTISH

HOUSING QUALITY STANDARD ......................................................................................... 24

6.1 SHQS Eligible Housing Stock ..................................................................................... 24

6.2 The Tolerable Standard ............................................................................................... 24

6.3 Housing Repair ............................................................................................................ 25

6.4 Amenities and Facilities ............................................................................................... 29

6.5 Health, Safety and Security ......................................................................................... 33

6.6 Energy Efficiency ......................................................................................................... 34

6.7 Overall SHQS Performance ........................................................................................ 37

7.0 LIFE CYCLE PROJECTIONS 2013/14 - 2042/43 ................................................................. 40

8.0 SUMMARY OF INVESTMENT COSTS ................................................................................. 43

9.0 TENANT CIRCUMSTANCES AND FUEL POVERTY ........................................................... 44

10.0 CONCLUSIONS .................................................................................................................... 59

APPENDICES

A. Interpretation of Survey Data

B. Survey Questionnaire

C. Guideline Elemental Life Cycles

D. Scottish Housing Quality Standard

E. Schedule of Rates

F. SHQS Non-Compliant Dwellings

G. Limitations and Assumptions

H. Life Cycle Thirty Year Projections



EXECUTIVE SUMMARY

BACKGROUND

1.0 This report summarises the main findings to emerge from a comprehensive house condition

survey of the HHP housing stock. The primary objectives of the survey were to benchmark

the housing stock against the Scottish Housing Quality Standard and to project forward

investment needs within a life cycle planning framework for the 30 year period 2013/14 -

2042/43.

2.0 Project methodologies were based on current guidelines for local house condition surveys

issued by the Scottish Government, and on Scottish Government guidance for the Scottish

Housing Quality Standard issued in March 2011. National guidelines have been tempered

by local objectives and circumstances and in particular related to the origin of the housing

stock which includes new build and LSVT dwellings. Significant differences in housing

composition and construction are apparent between these groupings. Methodological

approaches have been based on the design and implementation of a sample house

condition survey programme.

3.0 The survey programme was developed around a 25% sample of tenanted housing stock

excluding new build properties constructed from 2003 onwards. At the time of survey

commissioning the Hebridean Housing Partnership housing stock was indicated at 2,242

dwellings, including 365 new build dwellings constructed post-2002. For condition reporting

purposes, estimates for new build have been included; on the assumption that such property

is in good condition and compliant with the Scottish Housing Quality Standard. From the

remaining target housing stock of 1,877 dwellings a sample of 560 dwellings was agreed

representing 30% of this stock. 4.0 A multi-stage stratified sampling design was adopted to represent suspected variations in

housing composition and housing condition. This included primary stratification by

construction type and secondary stratification by date of construction and dwelling

configuration.

5.0 Hebridean Housing Partnership became a Registered Social Landlord in September 2006

following the transfer of the Comhairles housing stock. Since that date HHP has expanded

through selective transfer, mortgage to rent and new build. At the time of survey HHP

indicated a total tenanted housing stock of 2,242 dwellings located across the Hebridean

Islands chain.



6.0 Houses and Bungalows comprise 1,567 dwellings (83.5%) with the remaining 310 dwellings

(16.5%) in flats. Houses and bungalows are typically of terraced or semi-detached

configuration, flats are most commonly found in four-in-block configuration or in low rise

purpose-built blocks. 605 dwellings (32.2%) were constructed pre-1965. Of these

dwellings, 137 dwellings (7.3%) were constructed pre-1945. Post 1965 development

accounts for 1,272 dwellings (67.8%) with 377 dwellings (20.1%) constructed 1983 - 2003.

NON-NEW BUILD HOUSING STOCK BY HOUSE TYPE AND DATE OF CONSTRUCTION

7.0 Overall, 1,900 dwellings (including abeyances and exemptions) comply with the

requirements of the SHQS, representing 84.7% of HHP housing stock. The remaining 342

dwellings (15.3%) are non-compliant with the standard. Rates of compliance at 84.7% are

above the Scottish average for stock transfer RSL’s as published by the Housing Regulator

1.5

9.1

5.9

26

6.8

25.5

25.2

0 10 20 30

Other Flat

Low rise purpose-built flat

Four-in-block flat

Semi-Det/Detached Bungalow

Terraced Bungalow

Semi-det/Detached House

Terraced House

%

A/ Main House Type

20.1

47.7

24.9

7.3

0 20 40 60

Post-1982

1965-1982

1945-1964

Pre-1945

%

B/ Date of Construction



and also significantly above the independent estimate of 47% RSL compliance in Scotland

as published in the Scottish Continuous House Condition Survey.

OVERALL SHQS PERFORMANCE

(1)

Scottish Housing Regulator

(2)

Scottish Continuous House

Condition Survey

OVERALL SHQS PERFORMANCE BY QUALITY CATEGORY

QUALITY CATEGORY

TOTAL HOUSING

STOCK

SHQS PERFORMANCE

COMPLIANT NON-COMPLIANT

dwgs dwgs % dwgs %

Tolerable Standard 2242 2242 100.0 - -

Repair 2242 2242 100.0 - -

Energy Efficiency 2242 2188 97.6 54 2.4

Amenities 2242 2092 93.3 150 6.7

Health/Safety/Security 2242 2087 93.1 155 6.9

ALL CATEGORIES 2242 1900 84.7 342 15.3

8.0 Costs to meet the requirements of the SHQS by 2015 are estimated at £1.204M gross.

9.0 Life cycle element replacement programmes have been completed annually over a 30 year

planning period to 2042/43. Early period programmes are dominated by window and access

door replacement and by works to internal amenities and services.

84.7% 15.3%

A/ OVERALL PERFORMANCE

Compliant : 1900 dwgs

Non-Compliant : 342 dwgs

82

47

75

HHP

Scotland(2)(RSLs) 2010

Scotland(1)Stock Transfer

RSLs

0 20 40 60 80 100

% Compliant

B/ COMPARATIVE PERFORMANCE



10.0 Costs to address life cycle replacements over the 30 year period are estimated at £77.029M

net. Including fees, preliminaries and VAT gross costs equate to £111.846M representing

an average 30 year spend of £34,357 net and £49,887 gross per housing unit.

11.0 An interview programme with tenant households indicates that 14,368 households (61.0%)

are in fuel poverty; 493 households (22.0%) are in extreme fuel poverty. Key issues for

tenants include energy tariffs where 61% of tenants use power card payment methods, and

heating efficiency where a significant proportion of tenants are off-gas. 361 tenant

households (16%) are very dissatisfied with their current heating.

CONCLUSIONS

11.0 Information from the survey programme has been provided in electronic format for upload to

the Association’s Asset Management planning systems. In support of this, sample survey

data has been cloned across the housing stock to construct a 100% housing record. While

no guarantees of 100% accuracy can be given, this data can be refined and improved over

time as additional information becomes available from in-house information sources and/or

additional survey programmes. In this regard the Association may wish to consider a

phased additional survey programme aimed at achieving 100% survey coverage of the

housing stock.

14.925 16.064

19.668

25.543

21.82

13.825

0

5

10

15

20

25

30

1-5 6-10 11-15 16-20 21-25 26-30

£'s M (gross)

Planning Period (years)

LIFE CYCLE EXPENDITURE PATTERNS 2013/14 - 2042/43

Average 5 year spend



LIST OF FIGURES

Figure 1 : Non-New Build Housing Stock by House Type and Date of Construction ....................... 19

Figure 2 : HHP Accommodation Size ............................................................................................... 20

Figure 3 : SHQS Amenity Performance ............................................................................................ 30

Figure 4 : SHQS Energy Performance ............................................................................................. 35

Figure 5 : Overall SHQS Performance ............................................................................................. 37

Figure 6 : Life Cycle Expenditure Patterns 2013/14 - 2042/43 ......................................................... 41

Figure 7 : Tenant Households by Size and Age of Head of Household ........................................... 45

Figure 8 : Tenant Households - Household Types ........................................................................... 46

Figure 9 : Tenant Households - Economic Status of Head of Household ........................................ 46

Figure 10 : Tenant Household - Income and Benefits ........................................................................ 47

Figure 11 : Fuel Poverty - SAP Based Approach ............................................................................... 49

Figure 12 : Fuel Poverty SAP Based Approach - Household Income and Energy Efficiency

Differentials ....................................................................................................................... 51

Figure 13 : Fuel Poverty - Tenant Cost Approach .............................................................................. 52

Figure 14 : Tenant Households - Fuel Payment Methods .................................................................. 55

Figure 15 : Ease of Meeting Winter Heating Costs ............................................................................ 56

Figure 16 : Satisfaction with Current Heating ..................................................................................... 58



LIST OF TABLES

Table 1 : Housing Stock and Sample Distributions by Construction Type ...................................... 13

Table 2 : Primary and Secondary Sample Cells .............................................................................. 13

Table 3 : Housing Stock Origin ........................................................................................................ 18

Table 4 : Principal Construction Characteristics by Date of Construction ...................................... 20

Table 5 : Secondary Construction Characteristics by Date of Construction .................................. 22

Table 6 : Repair Conditions - External Structure, Fabric and Curtilage Components ..................... 26

Table 7 : Repair Conditions - Common Parts .................................................................................. 27

Table 8 : Repair Conditions - Internal Structure and Finishes ......................................................... 28

Table 9 : Repair Conditions - Internal Amenities and Services ....................................................... 28

Table 10 : SHQS Amenity Defects .................................................................................................... 30

Table 11 : SHQS Amenity Performance by Letting Area .................................................................. 31

Table 12 : SHQS Amenity Performance by House Type, Date of Construction and Stock

Origin ................................................................................................................................ 32

Table 13 : SHQS Health, Safety and Security Performance ............................................................. 34

Table 14 : Performance Against SHQS Energy Efficiency Requirements ........................................ 35

Table 15 : Energy Efficiency Rating Distribution ............................................................................... 36

Table 16 : Overall SHQS Performance by Quality Category ............................................................ 38

Table 17 : SHQS Overall Performance by House Type, Date of Construction and Stock Origin ..... 38

Table 18 : SHQS Overall Performance by Letting Area .................................................................... 39

Table 19 : Life Cycle Element Replacement Projections 2013/14 - 2042/43 - Units Of Activity ....... 40

Table 20 : Life Cycle Replacements - Annual Cost Projections 2013/14 - 2042/43.......................... 42

Table 21 : Fuel Poverty Sap Based Approach - The Characteristics Of Households In Fuel

Poverty .............................................................................................................................. 50

Table 22 : Fuel Poverty Tenant Cost Approach - The Characteristics Of Households In Fuel

Poverty .............................................................................................................................. 53

Table 23 : Fuel Poverty Tenant Cost Approach - The Characteristics Of Households In

Extreme Fuel Poverty ....................................................................................................... 54

Table 24 : Meeting Winter Heating Costs .......................................................................................... 56

Table 25 : Tenant Experience In Meeting Winter Fuel Costs ............................................................ 56



ACKNOWLEDGEMENTS

David Adamson & Partners Ltd. wishes to thank the tenants of Hebridean Housing Partnership

without whose cooperation this project would not have been possible. We would also like to

acknowledge the support and assistance provided throughout the project by Hebridean Housing

Partnership and in particular Mr Angus MacNeil, Asset and Contract Manager.

R. L. HARRISON

DIRECTOR

For further information concerning the project please contact:

Mr Angus MacNeil

Asset & Contract Manager


Creed Court

Gleann Seileach Business Park

Willowglen Road

Stornoway

Isle of Lewis

HS1 2QP

Tel : 01851 707 926

Mr Robin Harrison

Director

David Adamson & Partners Ltd.

32 Rutland Square

Edinburgh

EH1 2BW

Tel : 0131 229 7351



1.0 INTRODUCTION AND BACKGROUND

1.1 David Adamson & Partners Ltd. were appointed by Hebridean Housing Partnership to

complete a comprehensive survey of housing conditions across the Association’s tenanted

housing stock. The last major review of housing conditions was completed by the

Association in 2008/09. The current survey replaces previous information sources informing

the Association’s current position against the Scottish Housing Quality Standard (SHQS),

assisting in the identification and prioritisation of current repairs and guiding the

development of costed planned maintenance/life cycle renewal programmes within a

business planning and component accounting framework. The study has also incorporated

a short interview with tenant households determining their social and economic

circumstances and underlying levels of fuel poverty.

1.2 This report presents the key findings to emerge from the study. In nine main sections the

report reviews:

SECTION 2 : Project Aims, Objectives and Outputs

SECTION 3 : Project Methodology

SECTION 4 : Survey Information Framework

SECTION 5 : Area of Operation and Tenanted Housing Stock

SECTION 6 : Housing Conditions and Performance Against the SHQS

SECTION 7 : Life Cycle Projections 2013/14 - 2042/43

SECTION 8 : Summary of Investment Costs

SECTION 9 : Tenant Circumstances and Fuel Poverty

SECTION 10 : Conclusions

Technical appendices are attached supporting the survey methodology while survey data has

been provided electronically for upload to the Association’s asset management computer

systems.

1.3 The views expressed in this report are those of the Consultants and do not necessarily reflect

the official views of Hebridean Housing Partnership.



2.0 PROJECT AIMS, OBJECTIVES AND OUTPUTS

2.1 Hebridean Housing Partnership undertook a stock condition survey and life cycle costing

project in 2008/09 providing information to inform planned maintenance programmes and

budgets, to benchmark performance against the SHQS and to prepare a longer term

business plan. The period since the previous survey has witnessed several changes which

impact on the continued use of previous survey data. These changes include:

a) Changes to the housing stock including new build additions. b) Redefinition and restatement of SHQS requirements by the Scottish Government

and the issue of revised guidance in March 2011. c) The implementation of improvement programmes by the Association.

2.2 The present project was commissioned by HHP to replace and improve previous information

sources as part of its overall asset management strategy. The principal aims and objectives

of the study have been clearly defined within a project brief issued by HHP and include:

To obtain statistically reliable information concerning repair and improvement costs including catch-up repairs, future major repairs within a 30 year period and costs to achieve the Scottish Housing Quality Standard.

To collect attribute and condition information about the stock to assist and improve future maintenance planning.

To ensure data quality and reliability within a sample house condition survey framework.

To provide accessible and reliable planning data for future repair and improvement programmes including the delivery of survey data in electronic format.

To provide adequate comfort for the recipients of a housing stock transfer and the funders of the Hebridean Housing Partnership.

2.3 To meet these objectives the following range of outputs were required:

A written report, including Executive Summary, detailing the project methodology, findings and analysis.

30 year life cycle costing programme indicating annual investment required to maintain the stock in its current condition.



SHQS programme, indicating annual investment required to meet the requirements of the SHQS by 2015 and to maintain that standard over the 30 year business planning cycle.

Current energy ratings for the Association’s properties.

A planned and cyclical maintenance programme capable of manipulation and updating HHP staff.



3.0 PROJECT METHODOLOGY

3.1 Project methodologies were based on current guidelines for local house condition surveys

issued by the Scottish Government, and on Scottish Government guidance for the Scottish

Housing Quality Standard issued in March 2011. Local factors have been incorporated

within the project design and in particular the varied origin of the housing stock which

includes both LSVT and new build dwellings. Methodological approaches have been based

on the design and implementation of a sample house condition survey programme.

3.2 The survey programme was developed around a 25% sample of tenanted housing stock

excluding new build properties constructed from 2003 onwards. At the time of survey

commissioning the Hebridean Housing Partnership housing stock was indicated at 2,242

dwellings, including 365 new build dwellings constructed post-2002. For condition reporting

purposes, estimates for new build have been included; on the assumption that such property

is in good condition and compliant with the Scottish Housing Quality Standard. From the

remaining target housing stock of 1,877 dwellings a sample of 560 dwellings was agreed

representing 30% of this stock.

3.3 A multi-stage stratified sampling design was adopted to represent suspected variations in

housing composition and housing condition. The following stages were involved:

STAGE 1 : PRIMARY STRATIFICATION BY CONSTRUCTION TYPE. Eleven main house

types were indicated by housing technical staff representing a homogeneity in construction

and design. Disproportionate stratification was employed across this framework permitting

increases in sample ratio’s for the more variable groups. Housing stock and sample

distributions by the main construction types are illustrated in Table 1.



TABLE 1 : HOUSING STOCK AND SAMPLE DISTRIBUTIONS BY CONSTRUCTION TYPE

CONSTRUCTION TYPE

TOTAL DWELLINGS EXCLUDING NEW BUILD

TARGET SAMPLE

dwgs % dwgs %

Stornoway 422 22.5 203 36.2

A Range 336 17.9 63 11.2

Swedish Timber 117 6.2 40 7.1

M Type 268 14.3 80 14.3

70’s Other 177 9.4 35 6.2

Churchillian 74 3.9 21 3.7

MacLeod of Skye 96 5.1 35 6.2

New Housing 146 7.8 14 2.5

Old Housing 6 0.3 6 1.1

Solid Wall 13 0.7 4 0.7

MOD Houses 55 2.9 19 3.4

No Specified Category 167 8.9 40 7.1

TOTAL ALL TYPES 1877 100.0 560 100.0

STAGE 2 : SECONDARY STRATIFICATION BY DWELLING CONFIGURATION AND

DATE OF CONSTRUCTION. Within each of the main construction types the sample was

further stratified to represent variations in dwelling configuration and date of construction.

Sample sizes were disproportionately targeted to older properties within each of the

construction types. 42 sample cells were developed incorporating the primary and

secondary stratification and are represented in Table 2.

TABLE 2 : PRIMARY AND SECONDARY SAMPLE CELLS

SAMPLE CELL

CELL DESCRIPTION HOUSING

STOCK dwgs

TARGET SAMPLE

dwgs

ISSUED SAMPLE

dwgs

1. Stornoway Pre-1960 Bungalows 39 25 39

2. Stornoway Post-1960 Bungalows 31 6 11

3. Stornoway Pre-1960 Flats 135 73 135

4. Stornoway Post-1960 Flats 4 1 4

5. Stornoway Pre-1960 Houses 169 89 169

6. Stornoway Post-1960 Houses 44 9 16

7. A Range Bungalows Pre-1981 73 20 36

8. A Range Bungalows Post-1981 80 10 18

9. A Range Houses Pre-1981 73 22 40

10. A Range Houses Post-1981 110 11 20

11. Swedish Timber Bungalows 14 6 14

12. Swedish Timber Flats 4 2 4

13. Swedish Timber Houses 99 32 58

14. M Type Bungalows 57 17 31



TABLE 2 : PRIMARY AND SECONDARY SAMPLE CELLS

SAMPLE CELL

CELL DESCRIPTION HOUSING

STOCK dwgs

TARGET SAMPLE

dwgs

ISSUED SAMPLE

dwgs

15. M Type Flats 24 7 13

16. M Type Houses 187 56 102

17. 70’s Other Bungalows 100 20 36

18. 70’s Other Houses 77 15 27

19. Churchillian Bungalows 7 2 7

20. Churchillian Flats 4 1 4

21. Churchillian Houses 63 18 33

22. MacLeod of Skye Pre-1960 Bungalows 12 6 12

23. MacLeod of Skye 1960-1975 Bungalows 67 23 42

24. MacLeod of Skye Post-1975 Bungalows 11 4 11

25. MacLeod of Skye Houses 6 2 6

26. New Housing Bungalows 22 2 4

27. New Housing Flats 50 5 9

28. New Housing Houses 74 7 13

29. Old Bungalows 4 4 4

30. Old Houses 2 2 2

31. Solid Wall Bungalows 3 1 3

32. Solid Wall Flats 7 2 7

33. Solid Wall Houss 3 1 3

34. MOD Bungalows 3 1 3

35. MOD Houses 52 18 33

36. Unspecified Pre-1975 Bungalows 3 1 3

37. Unspecified Post-1975 Bungalows 26 4 7

38. Unspecified Pre-1960 Flats 15 7 15

39. Unspecified 1960-1975 Flats 20 7 13

40. Unspecified Post-1975 Flats 34 5 9

41. Unspecified Pre-1975 Houses 36 11 20

42. Unspecified Post-1975 Houses 33 5 9

TOTAL ALL CELLS 1877 560 1051

To ensure adequate geographical coverage across the Islands, samples in each cell were

systematically selected by Letting Area where appropriate.

3.4 Access rates of 55%, typical in a programme of this nature, were projected pre-survey. To

achieve the survey target of 560 full surveys a sample of 1,051 addresses was issued.

Outside of general access issues, tenant cooperation with the main survey programme was

high. Refusals to participate were received from only 10 tenants representing under 1% of

the total address issue. During the course of the survey, access and response rates were

monitored across the 42 sample cells ensuring retention of the sample design. Against a



target of 560 full surveys, actual surveys were achieved in 580 dwellings. Tenant interviews

were completed in 532 surveyed dwellings representing a tenant response rate of 92% to

the household interview programme.

3.5 Information from the sample survey has been cloned across un-surveyed properties to

populate a 100% asset management database. Data cloning within the current survey has

been facilitated by the large sample size (30% excluding new build) and by the controlled

sample stratification. First stage cloning was controlled by sample cell, area office, house

type and street and achieved a 64% success rate. Street requirements were relaxed for the

final cloning exercise but with geographical controls imposed by postcode sector. Post

survey, cloned data has been further refined through the integration of known stock data

and historical improvement programmes provided by the Association. While sample sizes

are large and data cloning has been closely controlled both geographically and by property

type no guarantee of 100% accuracy can be given. Cloned data can be refined and

improved over time including the option to extend actual survey coverage to 100%. Cloned

property references are retained within the asset management database linking cloned

dwellings to their surveyed equivalent.

3.6 A copy of the survey questionnaire is attached at Appendix B. The information framework

emerging from the survey is discussed in detail in Section 4 of the report. In summary, each

surveyed dwelling was inspected both internally and externally including curtilage attributes

and common access arrangements. Information collected has included construction

characteristics and attributes, the standard of dwelling amenities and services, energy

efficiency, current repair condition, projected future major repairs and performance against

relevant housing standards including the Tolerable Standard and the Scottish Housing

Quality Standard. Surveyor measurement across these areas was informed by Scottish

Government guidelines including revised definitional guidance issued in March 2011 for the

Scottish Housing Quality Standard. Summary details of this guidance are attached as

Appendix D.



4.0 SURVEY INFORMATION FRAMEWORK 4.1 The survey programme has assembled a broad and detailed range of information for the

Hebridean Housing Partnership housing stock. A knowledge of the different types of

information compiled and their planning uses is helpful in the interpretation of this report.

1. ATTRIBUTE AND CONSTRUCTION. All key features in the construction and servicing of

a dwelling were collected and described on an individual element basis. Information on

the age and construction of elements, including their material composition, provides an

essential background to the understanding of the housing stock and its

maintenance/improvement needs. Component information also impacts directly on

several areas of SHQS compliance and on component accounting methodologies.

2. HOUSING REPAIR. The repair condition of all main building elements and services

was measured according to its extent using guidelines applied in the Scottish National

House Condition Survey programme and requirements within the Scottish Housing

Quality Standard.

3. FUTURE MAJOR REPAIRS. In addition to current repair condition surveyors were

required to assess the likely effective remaining life of main building elements and

services taking cognisance of the age and current condition of materials, industry

standards and existing maintenance regimes. Surveyor life cycle assessments have

been supplemented by Scottish Government guidance and by current life cycles

adopted by HHP for component accounting purposes.

Life cycle guidelines issued by the Scottish government in relation to the Community

Ownership Programme and also as applied by HHP in component accounting are

attached as Appendix C. Projections of future life cycle replacement are available

annually over a 30 year planning cycle.

4. ENERGY EFFICIENCY. The energy efficiency of the housing stock was measured

against SHQS requirements and an RdSAP (Version 9.91) assessment completed in

each surveyed dwelling.

5. HOUSING STANDARDS. Where appropriate, dwellings have been measured against

existing housing and/or statutory standards. In Scotland these include the Tolerable

Standard and the Scottish Housing Quality Standard. The Tolerable Standard

(incorporated within the SHQS) represents the minimum statutory housing standard in



Scotland. While not a statutory standard, the Scottish Government requires all social

landlords in Scotland to achieve the Scottish Housing Quality Standard for their housing

stock by 2015. For dwellings to comply with the Scottish Housing Quality Standard

they must be:

Compliant with the Tolerable Standard;

Free from serious disrepair;

Energy efficient;

Provided with modern facilities and services;

Healthy, safe and secure.

Summary details of the Scottish Housing Quality Standard are attached as Appendix D.

6. REPAIR AND IMPROVEMENT COSTS. Using automated schedules of rates and

measures of housing condition from the house condition survey several cost outputs

are available including:

a) Improvements. Costs required for improvements to meet the Scottish Housing Quality Standard.

b) Catch-up Repairs. Costs required to address existing disrepair bringing properties up to a standard where a subsequent normal cyclical and planned maintenance programme will retain the property in adequate condition. Included within this category are priority repairs to ensure tenantable and habitable conditions, repairs resolving health and safety risks and repairs required for compliance with the SHQS.

c) Life Cycle Renewal. Costs required for the projected replacement of building elements as they reach the end of their effective life cycles. Full annual projections are available within the survey database and in spreadsheets appended to this report (appendix H).

Regional cost variation factors are also included together with additional allowances for

fees, preliminaries and VAT.



5.0 HEBRIDEAN HOUSING PARTNERSHIP - AREA OF OPERATION AND TENANTED HOUSING STOCK

5.1 Hebridean Housing Partnership became a Registered Social Landlord in September 2006

following the transfer of the Comhairles housing stock. Since that date HHP has expanded

through selective transfer, mortgage to rent and new build. At the time of survey HHP

indicated a total tenanted housing stock of 2,242 dwellings located across the Hebridean

Islands chain.

5.2 New build properties constructed post 2002 were excluded from survey investigation. For

the purposes of this report the housing stock analyses contained in this chapter relate to the

non-new-build sector (1,877 dwellings). Condition analyses and cost projections contained

in subsequent chapters incorporate new build stock (365 dwellings) on the assumption that

such stock is in good condition and meets the requirements of the Scottish Housing Quality

Standard.

5.3 Excluding new-build, the core housing stock for survey investigation was 1,877 dwellings.

The majority of this stock was transferred from Comhairles (1,617 dwellings - 86.1%).

Remaining stock originates from a variety of sources representing small scale acquisition

and transfer.

TABLE 3 : HOUSING STOCK ORIGIN

STOCK ORIGIN

NON-NEW BUILD PRE-2003

NEW BUILD POST-2003

TOTAL STOCK

dwgs % dwgs % dwgs

BTNM (formerly) 56 3.0 0 0.0 56

Barra and Vatersay (formerly) 21 1.1 10 2.7 31

Berneray (formerly) 8 0.4 0 0.0 8

HHP Built 0 0.0 249 68.2 249

HHP Mortgage to Rent 2 0.1 0 0.0 2

HHP Rent of the Shelf 9 0.5 1 0.3 10

Muirneag (formerly) 74 3.9 101 27.7 175

Scottish Homes (formerly) 65 3.5 0 0.0 65

Shared Ownership Transferred from Muirneag 3 0.2 0 0.0 3

TCTNH (formerly) 22 1.2 4 1.1 26

Transferred from CNES 1617 86.1 0 0.0 1617

TOTAL 1877 100.0 365 100.0 2242

5.4 Houses and Bungalows comprise 1,567 dwellings (83.5%) with the remaining 310 dwellings

(16.5%) in flats. Houses and bungalows are typically of terraced or semi-detached

configuration, flats are most commonly found in four-in-block configuration or in low rise

purpose-built blocks. 605 dwellings (32.2%) were constructed pre-1965. Of these



dwellings, 137 dwellings (7.3%) were constructed pre-1945. Post 1965 development

accounts for 1,272 dwellings (67.8%) with 377 dwellings (20.1%) constructed 1983 - 2003.

FIGURE 1 : NON-NEW BUILD HOUSING STOCK BY HOUSE TYPE AND DATE OF

CONSTRUCTION

5.5 Accommodation offered ranges from one to six bedrooms with the most common

configurations offered in one to three bedrooms.

1.5

9.1

5.9

26

6.8

25.5

25.2

0 10 20 30

Other Flat

Low rise purpose-built flat

Four-in-block flat

Semi-Det/Detached Bungalow

Terraced Bungalow

Semi-det/Detached House

Terraced House

%

A/ Main House Type

20.1

47.7

24.9

7.3

0 20 40 60

Post-1982

1965-1982

1945-1964

Pre-1945

%

B/ Date of Construction



5.6 The housing stock is predominantly of traditional brick cavity or modern timber frame

construction with external wall finishes in dry or wet dash. Roof structures are typically

pitched with natural slate, artificial slate or concrete tile finishes. Non-traditional construction

as indicated by HHP is limited to 117 dwellings of ‘Swedish Timber’ construction. No

contingent major issues have been raised against the non-traditional stock.

TABLE 4: PRINCIPAL CONSTRUCTION CHARACTERISTICS BY DATE OF CONSTRUCTION

Dwelling/Block Age

Pre-1945 1945-1964 1965-1982 Post -1982

All Dwellings

dwgs dwgs dwgs dwgs dwgs

PRINCIPAL ROOF TYPE

Pitched 137 468 868 356 1829

Mono-Pitch 0 0 23 6 29

Mansard 0 0 4 15 19

All Dwellings 137 468 895 377 1877

PRINCIPAL EXTERNAL WALL FINISH

Sandstone 3 0 0 0 3

Facing Brick 0 0 0 6 6

Wet Dash 0 0 18 3 21

Wet Dash Painted 2 157 207 61 427

Dry Dash 81 258 622 285 1246

Dry Dash Painted 5 2 40 22 69

Render 0 3 0 0 3

Insulated Cladding 46 7 0 0 53

3

34.2

33.3

29.5

0 20 40

Four or More Bedrooms : 57 dwgs

Three Bedrooms : 642 dwgs

Two Bedrooms : 625 dwgs

One Bedrooms : 553 dwgs

%

FIGURE 2 : HHP - ACCOMMODATION SIZE



TABLE 4: PRINCIPAL CONSTRUCTION CHARACTERISTICS BY DATE OF CONSTRUCTION

Dwelling/Block Age

Pre-1945 1945-1964 1965-1982 Post -1982

All Dwellings


Timber 0 12 0 0 12

Timber Panel 0 9 0 0 9

Timber Cladding 0 20 8 0 28

All Dwellings 137 468 895 377 1877

PRINCIPAL WALL CONSTRUCTION

Stone 5 10 12 3 30

Brick 102 335 515 174 1126

Blockwork 0 4 86 0 90

Concrete 25 0 0 0 25

Timber 0 12 0 0 12

Timber Frame 2 96 278 198 574

Other 3 11 4 2 20

All Dwellings 137 468 895 377 1877

PRINCIPAL ROOF COVER

Natural Slate 128 253 260 30 671

Natural Slate Traditional Scots 0 46 29 15 90

Artificial Slate 4 51 115 57 227

Concrete Tile 5 99 477 261 842

Clay Tile 0 3 0 0 3

Liquid Plastic Cold Applied 0 0 2 1 3

Other 0 10 7 12 29

Unobtainable 0 6 5 1 12

ALL DWELLINGS 137 468 895 377 1877

5.7 Rainwater gutters and downpipes are typically in UPVC, soil waste drainage offers a mixture

of UPVC and Cast Iron. Window and door construction are in timber or UPVC with double

glazing covering 1,588 dwellings or 84.6%.



TABLE 5: SECONDARY CONSTRUCTION CHARACTERISTICS BY DATE OF CONSTRUCTION

Dwelling/Block Age

Pre-1945 1945-1964 1965-1982 Post -1982 All Dwellings


EXTERNAL DOOR CONSTRUCTION - DOOR 1

Timber 110 264 234 189 797

UPVC 27 204 658 159 1048

Composite 0 0 3 29 32

All Dwellings 137 468 895 377 1877

EXTERNAL DOOR CONSTRUCTION - DOOR 2

Timber 103 214 150 45 512

UPVC 30 218 395 58 701

Composite 0 0 0 16 16

No Rear Door 4 36 350 258 648

All Dwellings 137 468 895 377 1877

WINDOW CONSTRUCTION

Timber 64 270 175 219 728

UPVC 73 197 720 158 1148

Metal 0 0 0 0 0

Aluminium 0 1 0 0 1

All Dwellings 137 468 895 377 1877

WINDOW GLAZING

Single 56 186 16 8 266

Double 81 281 875 351 1588

Mixed 0 1 4 18 23

All Dwellings 137 468 895 377 1877

RAINWATER GUTTERS

Aluminium Seamless 0 0 0 0 0

Cast Iron 1 27 21 1 50

Asbestos Cement 0 0 0 0 0

UPVC Deep Flow 31 51 108 0 190

UPVC Half Round 105 375 755 375 1610

Coated Steel 0 3 0 0 3

Concealed/Internal 0 0 0 0 0

Mixed 0 12 11 1 24


All Dwellings 137 468 895 377 1877

RAINWATER DOWNPIPES

Coated Aluminium 2 0 0 0 2

Cast Iron 8 110 28 2 148


UPVC 127 292 842 375 1636




TABLE 5: SECONDARY CONSTRUCTION CHARACTERISTICS BY DATE OF CONSTRUCTION

Dwelling/Block Age

Pre-1945 1945-1964 1965-1982 Post -1982 All Dwellings


Mixed 0 61 20 0 81

Other 0 0 0 0 0

Not Applicable 0 0 0 0 0


All Dwellings 137 468 895 377 1877

SOIL AND VENT PIPES

Coated Aluminium 0 0 0 0 0

Cast Iron 18 306 280 21 625


UPVC 103 149 310 183 745


Mixed 0 6 1 0 7

Other 0 0 4 0 4

Not Applicable 0 0 5 13 18


All Dwellings 137 468 895 377 1877



6.0 HOUSING CONDITIONS AND PERFORMANCE AGAINST THE SHQS

6.0 Housing conditions within the HHP housing stock have been measured against the Scottish

Housing Quality Standard. As currently defined this standard comprises five main quality

groupings and 55 quality elements. To meet the Scottish Housing Quality Standard a

dwelling:

Must be compliant with the current Tolerable Standard.

Must be free from serious disrepair.

Must be energy efficient.

Must have modern facilities and services.

Must be healthy, safe and secure.

In addition to compliance/non-compliance with the Standard dwellings can be recorded as

exempt or in abeyance. The former reflects the situation where particular quality

requirements cannot be achieved for technical, disproportionate cost or legal reasons. The

latter reflects the situation where individual quality improvements are applicable but where

works have proven impossible to complete e.g. owner refusal in mixed tenure blocks and

tenant refusal in improvement programmes. Factors influencing abeyances are changeable

over time. Some elements can also be “not applicable” to a dwelling (e.g. cavity wall

insulation requirements in a solid wall). Summary details of the Scottish Housing Quality

Standard are attached as Appendix D.

6.1 SHQS ELIGIBLE HOUSING STOCK

6.1.1 SHQS eligible housing stock at January 2013 is estimated at 2,242 dwellings.

6.2 THE TOLERABLE STANDARD

6.2.1 The Tolerable Standard represents the minimum statutory standard for housing in Scotland.

Post 2004 the standard comprises 12 elements which in turn comprise element references 1 -

12 within the Scottish Housing Quality Standard:

SHQS 1 : Tolerable Standard - Structural Stability.

SHQS 2 : Tolerable Standard - Rising and Penetrating Dampness.

SHQS 3 : Tolerable Standard - Lighting, Ventilation and Heating.

SHQS 4 : Tolerable Standard - Wholesome Water Supply.



SHQS 5 : Tolerable Standard - Sink with Hot and Cold Water.

SHQS 6 : Tolerable Standard - Water or Waterless Closet.

SHQS 7 : Tolerable Standard - Bath/Shower/WHB with Hot and Cold Water.

SHQS 8 : Tolerable Standard - Foul and Surface Water Drainage.

SHQS 9 : Tolerable Standard - Facilities for Cooking Food.

SHQS 10 : Tolerable Standard - Access to External Doors/Outbuildings.

SHQS 11 : Tolerable Standard - Electrical Installations.

SHQS 12 : Tolerable Standard - Thermal Insulation.

6.2.2 No defects on the Tolerable Standard were recorded against the HHP housing stock.

6.3 HOUSING REPAIR

6.3.1 The current repair condition of the housing stock was measured both overall and within the

primary and secondary building element structures of the Scottish Housing Quality Standard.

6.3.2 SHQS element references 13 - 30 (18 Elements) measure repair performance within the

Standard. Repair assessment is sub-divided between primary and secondary building

elements:

SHQS PRIMARY REPAIR ELEMENTS -

SHQS 13 : Wall Structure

SHQS 14 : Internal Floor Structure

SHQS 15 : Foundations

SHQS 16 : Roof Structure

SHQS SECONDARY REPAIR ELEMENTS -

SHQS 17 : Principal Roof Covering

SHQS 18 : Chimney Stacks

SHQS 19 : Flashings

SHQS 20 : Rainwater Goods

SHQS 21 : External Wall Finish

SHQS 22 : Access Decks/Galleries/Balustrades

SHQS 23 : Common Access Stairs/Landings

SHQS 24 : Dwelling Balconies/Verandas

SHQS 25 : Attached Dwelling Garages

SHQS 26 : Individual Dwelling Stairs

SHQS 27 : Damp Proof Course



SHQS 28 : Dwelling Windows/Doors

SHQS 29 : Common Windows/Rooflights

SHQS 30 : Underground Drainage

6.3.3 Disrepair measures are typically made on a surface area or linear basis and re-expressed as

a percentage repair defect of the total element. The repair cut-off for failure of the SHQS for

both primary and secondary elements is 20%. To fail on primary element disrepair one or

more of the primary elements must be defective. To fail on secondary element disrepair two

or more of the secondary elements must be defective.

6.3.4 Patterns of disrepair within the housing stock are illustrated on an elemental basis in Tables 6

- 9. The housing stock is currently in good condition with no major backlog repair

programmes identified by the survey.

TABLE 6: REPAIR CONDITIONS - EXTERNAL STRUCTURE, FABRIC AND CURTILAGE COMPONENTS

No Repair

Localised Repair

(Up To 5%)

Minor Repair (5 - 19%)

Medium Repair (20 -

40%)

Major Repair (41 - 60%)

Renew Element

(60 - 100%) All Dwgs

dwgs % dwgs % dwgs % dwgs % dwgs % dwgs % dwgs %

Principal Roof Structure Repair

2223 99.2 15 .7 4 .2 0 .0 0 .0 0 .0 2242 100

Secondary Roof Structure Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Principal Roof Cover Repair

1506 67.2 668 29.8 68 3.0 0 .0 0 .0 0 .0 2242 100

Secondary Roof Cover Repair

2241 100 1 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Chimney Repair 1813 80.9 411 18.3 18 .8 0 .0 0 .0 0 .0 2242 100

Flashings Repair 2018 90.0 212 9.5 12 .5 0 .0 0 .0 0 .0 2242 100

Soffit, Fascia, Barge Repair

2019 90.1 211 9.4 9 .4 0 .0 0 .0 3 .1 2242 100

Gutter/Downpipe Repair

1719 76.7 481 21.5 42 1.9 0 .0 0 .0 0 .0 2242 100

Soil Waste Pipe Repair

2191 97.7 51 2.3 0 .0 0 .0 0 .0 0 .0 2242 100

Wall Structure Repair

2196 97.9 44 2.0 2 .1 0 .0 0 .0 0 .0 2242 100

Foundation Repair 2235 99.7 7 .3 0 .0 0 .0 0 .0 0 .0 2242 100

Principal Wall Finish Repair

1495 66.7 668 29.8 79 3.5 0 .0 0 .0 0 .0 2242 100

Secondary Wall Finish Repair

2218 98.9 24 1.1 0 .0 0 .0 0 .0 0 .0 2242 100

External Pointing Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

DPC Repair 2223 99.2 19 .8 0 .0 0 .0 0 .0 0 .0 2242 100

Underground Drainage Repair

2226 99.3 5 .2 11 .5 0 .0 0 .0 0 .0 2242 100

Porch Repair 2060 91.9 176 7.9 6 .3 0 .0 0 .0 0 .0 2242 100

Canopy Repair 2182 97.3 60 2.7 0 .0 0 .0 0 .0 0 .0 2242 100

Primary Wall/Fencing Repair

1835 81.8 254 11.3 136 6.1 17 .8 0 .0 0 .0 2242 100



TABLE 6: REPAIR CONDITIONS - EXTERNAL STRUCTURE, FABRIC AND CURTILAGE COMPONENTS

No Repair

Localised Repair

(Up To 5%)


Medium Repair (20 -

40%)


Renew Element

(60 - 100%) All Dwgs


Secondary Wall/Fencing Repair

1663 74.2 334 14.9 122 5.4 121 5.4 1 .0 1 .0 2242 100

Access Gate Repair

1925 85.9 261 11.6 47 2.1 3 .1 0 .0 6 .3 2242 100

Pathway/Paved Area Repair

1561 69.6 424 18.9 237 10.6 16 .7 1 .0 3 .1 2242 100

Attached Garage Repair

2241 100 1 .0 0 .0 0 .0 0 .0 0 .0 2242 100

TABLE 7: REPAIR CONDITIONS - COMMON PARTS

No Repair

Localised Repair

(Up To 5%)

Minor Repair (5 -

19%)

Medium Repair (20 -

40%)


Renew Element (60 -

100%) All Dwgs


Door Entry System Repair

2207 98.4 32 1.4 3 .1 0 .0 0 .0 0 .0 2242 100

Rear Entry Door Repair

2153 96.0 89 4.0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Lighting Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Refuse Chute/Chamber Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Drying Area Repair

2176 97.1 62 2.8 4 .2 0 .0 0 .0 0 .0 2242 100

Common Bin Store Repair

2130 95.0 98 4.4 14 .6 0 .0 0 .0 0 .0 2242 100

Common Window Repair

2210 98.6 22 1.0 10 .4 0 .0 0 .0 0 .0 2242 100

Common Rooflight Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Service Main Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Area Decoration Repair

2156 96.2 33 1.5 53 2.4 0 .0 0 .0 0 .0 2242 100

Common Stair/Landing Repair

2220 99.0 22 1.0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Balcony/Deck Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Hall/Passage Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Wall Finish Repair

2174 97.0 68 3.0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Ceiling Finish Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Floor Finish Repair

2177 97.1 42 1.9 12 .5 4 .2 0 .0 7 .3 2242 100

Common Balustrade Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Lift Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Common Main Entry Door Repair

2149 95.9 83 3.7 6 .3 4 .2 0 .0 0 .0 2242 100



TABLE 8: REPAIR CONDITIONS - INTERNAL STRUCTURE AND FINISHES

No Repair Localised Repair (Up

To 5%)


Medium Repair (20 -

40%)

Major Repair (41 -

60%)

Renew Element (60 -

100%) All Dwgs


Window Repair 1723 76.9 0 .0 513 22.9 6 .3 0 .0 0 .0 2242 100

Front Access Door Repair

1942 86.6 0 .0 294 13.1 6 .3 0 .0 0 .0 2242 100

Rear Access Door Repair

2040 91.0 0 .0 197 8.8 1 .0 4 .2 0 .0 2242 100

Private Balcony Repair

2242 100 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Floor Structure Repair

2224 99.2 0 .0 17 .8 1 .0 0 .0 0 .0 2242 100

Floor Finish Repair

2113 94.2 2 .1 126 5.6 1 .0 0 .0 0 .0 2242 100

Wall Finish Repair 2031 90.6 4 .2 206 9.2 1 .0 0 .0 0 .0 2242 100

Ceiling Finish Repair

2019 90.1 19 .8 203 9.1 1 .0 0 .0 0 .0 2242 100

Internal Door Repair

1969 87.8 1 .0 271 12.1 1 .0 0 .0 0 .0 2242 100

Fireplace/Flue Repair

2066 92.1 0 .0 175 7.8 1 .0 0 .0 0 .0 2242 100

Internal Stairs Repair

2231 99.5 0 .0 11 .5 0 .0 0 .0 0 .0 2242 100

Internal Wall Structure Repair

2206 98.4 0 .0 36 1.6 0 .0 0 .0 0 .0 2242 100

Party Wall Structure Repair

2241 100 0 .0 1 .0 0 .0 0 .0 0 .0 2242 100

TABLE 9: REPAIR CONDITIONS - INTERNAL AMENITIES AND SERVICES

No Repair

Localised Repair (1 - 5%)


Medium Repair (25 -

40%)


Renew Element (61 -

100%)

not applicable

All Dwgs

dwg % dwg % dwg % dwg % dwg % dwg % dwg % dwgs %

Repairs To Kitchen Sink

2205 98.3 19 .8 17 .8 0 .0 0 .0 1 .0 0 .0 2242 100

Repairs To Kitchen Storage

1878 83.8 243 10.8 116 5.2 1 .0 0 .0 4 .2 0 .0 2242 100

Repairs To Kitchen Worktops

2059 91.8 167 7.4 14 .6 1 .0 0 .0 1 .0 0 .0 2242 100

Repairs To Kitchen Hot And Cold Water Supply

2234 99.6 7 .3 0 .0 0 .0 0 .0 1 .0 0 .0 2242 100

Repairs To Overall Kitchen Amenities

2001 89.3 197 8.8 40 1.8 0 .0 0 .0 4 .2 0 .0 2242 100

Repairs To Wash Hand Basin

2163 96.5 78 3.5 0 .0 0 .0 0 .0 1 .0 0 .0 2242 100

Repairs To Fixed Bath/Shower

2154 96.1 84 3.7 4 .2 0 .0 0 .0 0 .0 0 .0 2242 100

Repairs To Water Closet

2150 95.9 87 3.9 3 .1 0 .0 0 .0 0 .0 2 .1 2242 100

Repairs To Bathroom Hot And Cold Water Supply

2223 99.2 19 .8 0 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Repairs To Overall Bathroom Facilities

2136 95.3 103 4.6 3 .1 0 .0 0 .0 0 .0 0 .0 2242 100

Repairs To Electrical System

2167 96.7 74 3.3 1 .0 0 .0 0 .0 0 .0 0 .0 2242 100

Repairs To Heating Boilers/Appliances

2120 94.6 102 4.5 19 .8 1 .0 0 .0 0 .0 0 .0 2242 100

Repairs To Heating Distribution

2158 96.3 67 3.0 13 .6 4 .2 0 .0 0 .0 0 .0 2242 100

Repairs To Separate WC

601 26.8 0 .0 0 .0 0 .0 0 .0 0 .0 1641 73.2 2242 100



6.3.5 Over the 18 building elements assessed for repair performance within the SHQS, 17

elements achieve total compliance across the housing stock including all primary building

components. Element failure within the SHQS is related to windows and doors, recorded in

8 dwellings only.

Overall this element (SHQS 28) was recorded as a single secondary repair defect not

resulting in SHQS non-compliance. No dwellings were assessed as failing the SHQS

primary or secondary element repair requirements.

6.4 AMENITIES AND FACILITIES

6.4.1 To comply with the SHQS on modern amenities and facilities, kitchen and bathroom

amenities must be in good condition. Additionally, kitchens must offer safe working

arrangements, adequate electrical sockets and adequate food storage space. For kitchen

and bathroom condition the disrepair threshold is 25%. To achieve a safe working kitchen

arrangement the kitchen must not present a safety hazard to the occupants in 4 respects:

1. The kitchen sink and cooker must not be adjacent to each other with a recommended 300mm of worktop space between the cooker and sink wet area.

2. The width of the kitchen should allow two people to pass each other easily (interpreted here as having a minimum of 1.2m clear passing space).

3. Occupants should be able to access storage cupboards and all appliances safely.

4. There must be sufficient space around the cooker to permit safe use. Adequate electrical provision requires a minimum of 6 x 13amp electrical wall mounted

power sockets (including spurred outlets for appliances), and the kitchen must offer a

minimum of 1m3 food storage space in or immediately adjacent to the kitchen.

6.4.2 Overall, SHQS modern facility and amenity requirements comprise 5 elements and 7 sub-

elements as follows:

SHQS 36A : Bathroom Condition – WHB and related fittings.

SHQS 36B : Bathroom Condition – Bath/Shower and related fittings.

SHQS 36C : Bathroom Condition – Main WC and related fittings.

SHQS 36D : Bathroom Condition – Hot and Cold Water Supply.

SHQS 37A : Kitchen Condition – Sink and Related Fittings.

SHQS 37B : Kitchen Condition – Storage Cabinets and Worktops.



SHQS 37C : Kitchen Condition – Hot and Cold Water Supply.

SHQS 38 : Kitchen Facilities – Safe Working Arrangements.

SHQS 39 : Kitchen Facilities – Adequate electrical sockets.

SHQS 40 : Kitchen Facilities – Adequate Food Storage Space.

6.4.3 Overall, 2092 dwellings (93.3%) comply with the amenity requirements of the SHQS or are

exempted, the remaining 150 dwellings (6.7%) are non-compliant.

6.4.4 The pattern of individual amenity failures is illustrated in Table 10.

TABLE 10 : SHQS AMENITY DEFECTS

SHQS QUALITY ELEMENT

SHQS PERFORMANCE

Compliant Non-Compliant

Exempt Non-Compliant

dwgs % dwgs % dwgs %

SHQS 36A : Bathroom Condition - WHB 2242 100.0 - - - -

SHQS 36B : Bathroom Condition - Bath/Shower 2242 100.0 - - - -

SHQS 36C : Bathroom Condition - Main WC 2242 100.0 - - - -

SHQS 36D : Bathroom Condition - Water Supply 2242 100.0 - - - -

SHQS 37A : Kitchen Condition - Kitchen Sink 2239 99.9 - - 3 0.1

SHQS 37B : Kitchen Condition - Storage/Worktops 2239 99.9 - - 3 0.1

SHQS 37C : Kitchen Condition - Water Supply 2239 99.9 - - 3 0.1

SHQS 38 : Kitchen Working Arrangement 2052 91.5 80 3.6 110 4.9

SHQS 39 : Kitchen Electrical Sockets 2198 98.0 - - 44 2.0

SHQS 40 : Kitchen Food Storage Space 2199 98.1 19 0.8 24 1.1

OVERALL AMENITY PERFORMANCE 1994 88.9 98 4.4 150 6.7

92.9%

7.1%

FIGURE 3 : SHQS AMENITY PERFORMANCE

Compliant/Exempt : 2092 dwgs Non-Compliant : 150 dwgs



6.4.5 Kitchen and bathroom repair conditions are good with only 3 dwellings (0.1%) registering

failure on SHQS 36 or SHQS 37. Amenity repair conditions are symptomatic of occupancy

wear and tear rather than underlying condition issues. The addresses of dwellings requiring

SHQS amenity repairs are listed at Appendix F. 190 dwellings (8.5%) are non-compliant

with SHQS 38 (Safe Kitchen Working Arrangements) although 80 of these dwellings have

been exempted by surveyors due to technical and/or disproportionate cost reasons.

Overall, 110 dwellings (4.9%) are estimated as non-compliant with SHQS 38. Kitchen

electrical provision is good - 2,198 dwellings (98.0%) comply with SHQS 39; the remaining

44 dwellings (2.0%) are non-compliant. 43 dwellings (1.9%) fail SHQS 40 - food storage

requirements although kitchen storage exemptions were indicated by surveyors in 19 non-

compliant dwellings.

6.4.6 Variations in SHQS amenity performance are evident across the housing stock reflecting

higher rates of non-compliance in the 1960’s/1970’s housing stock, in the former TCTNH

housing and in the housing stock transferred from CNES. Geographically highest rates of

non-compliance are recorded in Letting Areas - 2B (Heath Park - Crowlista), 5C (Northton -

Leverburgh), 6C (Bayhead) and 6D (Carinish - Clachan)

TABLE 11: SHQS AMENITY PERFORMANCE BY LETTING AREA

LETTING AREA

SHQS AMENITY PERFORMANCE

Compliant Non-Compliant All Dwellings


1A (Ness) 9 100.0 0 .0 9 100.0

1B (Dell-Borve) 20 83.3 4 16.7 24 100.0

1C (Shader-Barvas) 44 100.0 0 .0 44 100.0

1D (Arnol-Shawbost) 58 100.0 0 .0 58 100.0

2A (Carloway-Callanish) 59 95.2 3 4.8 62 100.0

2B (Heath Park-Crowlista) 22 78.6 6 21.4 28 100.0

3A (North Tolsta) 22 100.0 0 .0 22 100.0

3B (Back-Tong) 116 95.9 5 4.1 121 100.0

3C (Stornoway) 1004 95.1 52 4.9 1056 100.0

3D (Knock-Aird) 79 100.0 0 .0 79 100.0

4A (Leurbost-Ranish) 33 100.0 0 .0 33 100.0

4B (Keose-Lemreway) 43 100.0 0 .0 43 100.0

5A (Tarbert) 84 96.6 3 3.4 87 100.0

5B (Scalpay-Bays) 32 94.1 2 5.9 34 100.0

5C (Northton-Leverburgh) 15 51.7 14 48.3 29 100.0

6A (Berneray Island) 18 100.0 0 .0 18 100.0

6B (Lochmaddy-Sollas) 39 86.7 6 13.3 45 100.0

6C (Bayhead) 17 63.0 10 37.0 27 100.0

6D (Carinish-Clachan) 18 62.1 11 37.9 29 100.0



TABLE 11: SHQS AMENITY PERFORMANCE BY LETTING AREA

LETTING AREA




7A (Creagorry-Kileravagh) 128 97.0 4 3.0 132 100.0

7B (Eochar-West Gerenish) 33 94.3 2 5.7 35 100.0

7C (Askernish-Bornish) 20 100.0 0 .0 20 100.0

7D (Lochboisdale-Pollachar) 84 84.8 15 15.2 99 100.0

7E (Eriskay) 9 100.0 0 .0 9 100.0

8A (Eoligarry-Scallery) 76 85.4 13 14.6 89 100.0

8B (Vatersay) 10 100.0 0 .0 10 100.0

All Dwellings 2092 93.3 150 6.7 2242 100.0

TABLE 12: SHQS AMENITY PERFORMANCE BY HOUSE TYPE, DATE OF CONSTRUCTION AND STOCK ORIGIN




CONSTRUCTION DATE

Pre-1960 453 89.2 55 10.8 508 100.0

1960 - 1975 437 88.5 57 11.5 494 100.0

1976 - 1981 404 96.7 14 3.3 418 100.0

1982 - 2002 798 97.1 24 2.9 822 100.0

All Dwellings 2092 93.3 150 6.7 2242 100.0

PROPERTY TYPE

Bungalow 572 86.0 93 14.0 665 100.0

Caravan 0 .0 0 .0 0 .0

Chalet 6 100.0 0 .0 6 100.0

Flat 371 98.4 6 1.6 377 100.0

House 1143 95.7 51 4.3 1194 100.0

All Dwellings 2092 93.3 150 6.7 2242 100.0

STOCK ORIGIN

B.T.N.M (formerly) 56 100.0 0 .0 56 100.0

Barra & Vatersay (formerly) 31 100.0 0 .0 31 100.0

Berneray (formerly) 8 100.0 0 .0 8 100.0

HHP built 249 100.0 0 .0 249 100.0

HHP Mortgage to Rent 2 100.0 0 .0 2 100.0

HHP Rent off the Shelf 9 90.0 1 10.0 10 100.0

Muirneag (formerly) 175 100.0 0 .0 175 100.0

Scottish Homes (formerly) 61 93.8 4 6.2 65 100.0

Shared Ownership transferred from Muirneag 3 100.0 0 .0 3 100.0

T.C.T.N.H (formerly) 24 92.3 2 7.7 26 100.0

Transferred from CNES 1474 91.2 143 8.8 1617 100.0

All Dwellings 2092 93.3 150 6.7 2242 100.0



6.5 HEALTH, SAFETY AND SECURITY

6.5.1 To comply with the Scottish Housing Quality Standard dwellings must be healthy, safe and

secure. For health purposes dwellings should be free from internal lead pipework, should

be provided with mechanical ventilation where this is required to tackle persistent problems

of condensation, and should have adequate insulation against external noise. For dwellings

to be safe they should offer safe gas and electrical systems and have fitted smoke

detectors. Where common access is present this should be in good and safe order and be

provided with adequate lighting. Security arrangements within the SHQS require secure

front and rear access doors to all dwellings and in common areas require front door entry

system provision. Common access doors should be in good and secure condition including

those to enclosed rear common areas where appropriate.

6.5.2 Overall SHQS health, safety and security requirements comprise 15 elements as follows:

SHQS 41 : Lead free internal pipework.

SHQS 42 : Mechanical ventilation - kitchen and bathroom

SHQS 43 : External noise insulation

SHQS 44 : Safe smoke alarms/detectors

SHQS 45 : Safe electrical system

SHQS 46 : Safe gas/oil systems and appliances

SHQS 47 : Safe lifts

SHQS 48 : Safe common lobbies, halls, passages

SHQS 49 : Safe paths, paved areas, courts, laundry and drying areas

SHQS 50 : Safe refuse chutes/chambers

SHQS 51 : Safe bin stores

SHQS 52 : Adequate common/public lighting

SHQS 53 : Secure individual

SHQS 54 : Secure common front door entry system

SHQS 55 : Secure common front and rear access

6.5.3 Performance indicators on SHQS health, safety and security are presented in Table 13.

Overall performance is good with 2,087 dwellings compliant with the SHQS or exempted

(93.1%). The limited failures that are recorded relate to:

– Mechanical Ventilation : 33 dwellings – Smoke detection : 3 dwellings – Safe Common Areas : 4 dwellings



– Safe Paths/Paved Areas : 7 dwellings – Adequate Common Lighting : 36 dwellings – Common Door Entry System : 119 dwellings – Common Door Security : 31 dwellings

60 dwelling exemptions/abeyances were recorded against SHQS 54/SHQS 55 (Common

Security) due to owner refusal in mixed tenure blocks. Addresses of non-compliant

dwellings are documented at Appendix F.

TABLE 13 : SHQS HEALTH, SAFETY AND SECURITY PERFORMANCE

QUALITY ELEMENT

SHQS PERFORMANCE

COMPLIANT/ NOT

APPLICABLE

NON COMPLIANT - ABEYANCE/ EXEMPTION

NON-COMPLIANT


SHQS 41 : Lead free pipework 2242 100.0 0 0.0 0 0.0

SHQS 42 : Mechanical ventilation 2209 98.5 0 0.0 33 1.5

SHQS 43 : External noise insulation 2242 100.0 0 0.0 0 0.0

SHQS 44 : Smoke Detection 2239 9.9 0 0.0 3 0.1

SHQS 45 : Safe Electrical Systems 2242 100.0 0 0.0 0 0.0

SHQS 46 : Safe gas/oil systems 2242 100.0 0 0.0 0 0.0

SHQS 47 : Safe Lifts 2242 100.0 0 0.0 0 0.0

SHQS 48 : Safe Common Areas 2237 99.8 1 0.1 4 0.1

SHQS 49 : Safe Paths/Paved Areas 2235 99.7 0 0.0 7 0.3

SHQS 50 : Safe refuse chutes/chambers 2242 100.0 0 0.0 0 0.0

SHQS 51 : Safe bin stores 2242 100.0 0 0.0 0 0.0

SHQS 52 : Adequate Common Lighting 2206 98.4 0 0.0 36 1.6

SHQS 53 : Secure individual doors locks 2242 100.0 0 0.0 0 0.0

SHQS 54 : Common door entry system 2083 92.9 40 1.8 119 5.3

SHQS 55 : Common front/rear access doors 2151 95.9 60 2.7 31 1.4

OVERALL HEALTH, SAFETY, SECURITY 2027 90.4 60 2.7 155 6.9

6.6 ENERGY EFFICIENCY

6.6.1 For dwellings to offer satisfactory energy efficiency within SHQS guidelines they must

possess effective insulation, efficient heating and must achieve a minimum NHER rating of 5

(or SAP rating equivalent based on fuel type). Effective insulation is measured as cavity

insulation where feasible and appropriate, loft insulation to minimum depth of 100 mm where

appropriate and insulation of hot water tanks and pipes. Efficient heating is regarded as a

full house central heating system with an acceptable energy efficiency rating.

6.6.2 Energy efficiency performance within the SHQS is measured against 5 elements and 2 sub-

elements:



SHQS 31 : Cavity Wall Insulation

SHQS 32 : Loft Insulation

SHQS 33 : Hot Water Tank and Pipe Insulation

SHQS 34A : Full Central Heating

SHQS 34B : Efficient Central Heating

SHQS 35 : Energy Efficiency Rating

Performance against these measures is illustrated in Table 14.

TABLE 14 : PERFORMANCE AGAINST SHQS ENERGY EFFICIENCY REQUIREMENTS

SHQS QUALITY ELEMENT

SHQS PERFORMANCE

COMPLIANT/ NOT

APPLICABLE

NON-COMPLIANT NON-

COMPLIANT ABEYANCE EXEMPTION

dwgs % dwgs % dwgs % dwgs %

SHQS 31 : Cavity Insulation 2235 99.7 2 0.1 0 0 5 0.2

SHQS 32 : Loft Insulation 2230 99.4 1 0.1 0 0 11 0.5

SHQS 33 : Tank and Pipe Insulation 2242 100.0 0 0.0 0 0 0 0

SHQS 34A : Full Central Heating 2239 99.8 2 0.1 0 0 1 0.1

SHQS 34B : Efficient Central Heating 2242 100.0 0 0.0 0 0 0 0

SHQS 35 : Energy Efficiency Rating 1900 84.7 0 0.0 304 13.6 38 1.7

OVERALL ENERGY EFFICIENCY 1879 83.8 5 0.2 304 13.6 54 2.4

6.6.3 Overall performance against SHQS energy efficiency criteria is good. 2188 dwellings

(97.6%) meet the requirements of the standard (including exemptions and abeyances), the

remaining 54 dwellings (2.4%) are non-compliant.

97.6%

2.4%

FIGURE 4 : SHQS ENERGY EFFICIENCY PERFORMANCE

Compliant : 2,188 dwgs Non-Compliant : 54 dwgs



6.6.4 A key issue on energy performance within the HHP housing stock relates to the ability to

achieve SHQS target energy efficiency ratings. 38 dwellings (1.7%) are non-compliant

against SAP rating targets. A further 304 dwellings (13.6%) also fail these targets but have

been exempted by HHP on the grounds of uneconomic cost. These properties are

electrically heated with no access to mains gas supply.

6.6.5 The average SAP rating for HHP property is 64. This compares with an overall average for

RSL housing in Scotland of 67 and a Scotland-wide all tenure average of 62 (Scottish

Housing Condition Survey - Key Findings 2010).

6.6.6 Energy Performance Certificates (EPC’s) were introduced to promote improvements to the

energy efficiency of buildings. As part of this initiative, dwellings are given an energy

efficiency rating (EER) on a scale from ‘A’ to ‘G’ with ‘A’ being the most and ‘G’ being the

least energy efficient.

Band A : Sap Rating 92-100

Band B : Sap Rating 81-91

Band C : Sap Rating 69 - 80

Band D : Sap Rating 55 - 68

Band E : Sap Rating 39 - 54

Band F : Sap Rating 21 - 38

Band G : Sap Rating 1 - 20

RdSAP energy information was collected during the house condition survey programme and

has been used to generate energy efficiency ratings for the HHP housing stock. Energy

efficiency rating distributions are illustrated in Table 15 including comparison with Scottish

data for social landlords available from 2010.

TABLE 15 : ENERGY EFFICIENCY RATING DISTRIBUTION

ENERGY EFFICIENCY RATING BANDS HHP SCOTLAND 2010

dwgs % %

BAND A 0 0.0 0

BAND B 0 0.0 2

BAND C 810 36.1 47

BAND D 1087 48.5 36

BAND E 337 15.0 13

BAND F 8 0.4 1

BAND G 0 0.0 0

ALL DWELLINGS 2242 100.0 100



345 dwellings (15.4%) fall into the lower EER bandings (Bands ‘E’ and ‘F’). Not surprisingly

the majority of these dwellings are electrically heated, and off the mains gas network.

6.7 OVERALL SHQS PERFORMANCE

6.7.1 Overall, 1,900 dwellings (including abeyances and exemptions) comply with the

requirements of the SHQS, representing 84.7% of HHP housing stock. The remaining 342

dwellings (15.3%) are non-compliant with the standard. Rates of compliance at 84.7% are

above the Scottish average for stock transfer RSL’s as published by the Housing Regulator

and also significantly above the independent estimate of 47% RSL compliance in Scotland

as published in the Scottish Continuous House Condition Survey.

FIGURE 5 : OVERALL SHQS PERFORMANCE

(1)

Scottish Housing Regulator

(2)

Scottish Continuous House

Condition Survey

84.7%

15.3%

A/ OVERALL PERFORMANCE

Compliant : 1900 dwgs

Non-Compliant : 342 dwgs

82

47

75

HHP

Scotland(2)(RSLs) 2010

Scotland(1)Stock Transfer

RSLs

0 20 40 60 80 100

% Compliant

B/ COMPARATIVE PERFORMANCE



TABLE 16 : OVERALL SHQS PERFORMANCE BY QUALITY CATEGORY

QUALITY CATEGORY

TOTAL HOUSING

STOCK

SHQS PERFORMANCE

COMPLIANT NON-COMPLIANT

dwgs dwgs % dwgs %

Tolerable Standard 2242 2242 100.0 - -

Repair 2242 2242 100.0 - -

Energy Efficiency 2242 2188 97.6 54 2.4

Amenities 2242 2092 93.3 150 6.7

Health/Safety/Security 2242 2087 93.1 155 6.9

ALL CATEGORIES 2242 1900 84.7 342 15.3

6.7.2 The majority of dwellings non-compliant with the SHQS (325 dwellings - 95.0%) fail on one

quality component; the remaining 17 non-compliant dwellings exhibit two or more defects.

6.7.3 Variations in overall SHQS performance across the housing stock are illustrated in Tables

17 and 18. These indicate higher rates of non-compliance for pre-1960’s housing, for flats

and for properties transferred from CNES.

Geographically, above average rates of non-compliance are associated with Letting Areas -

2A (Carloway - Callanish), 5C (Northton - Leverburgh), 6C (Bayhead) and 6D (Carnish -

Clachan).

TABLE 17: SHQS OVERALL PERFORMANCE BY HOUSE TYPE, DATE OF CONSTRUCTION AND STOCK ORIGIN

SHQS OVERALL PERFORMANCE



CONSTRUCTION DATE (QUARTILES)

Pre-1960 360 70.9 148 29.1 508 100.0

1960 - 1975 394 79.8 100 20.2 494 100.0

1976 - 1981 380 90.9 38 9.1 418 100.0

1982 - 2002 766 93.2 56 6.8 822 100.0

All Dwellings 1900 84.7 342 15.3 2242 100.0

PROPERTY TYPE

Bungalow 533 80.2 132 19.8 665 100.0

Caravan 0 .0 0 .0 0 .0

Chalet 6 100.0 0 .0 6 100.0

Flat 249 66.0 128 34.0 377 100.0

House 1112 93.1 82 6.9 1194 100.0

All Dwellings 1900 84.7 342 15.3 2242 100.0

STOCK ORIGIN

B.T.N.M (formerly) 56 100.0 0 .0 56 100.0

Barra & Vatersay (formerly) 31 100.0 0 .0 31 100.0

Berneray (formerly) 8 100.0 0 .0 8 100.0



TABLE 17: SHQS OVERALL PERFORMANCE BY HOUSE TYPE, DATE OF CONSTRUCTION AND STOCK ORIGIN




HHP built 249 100.0 0 .0 249 100.0

HHP Mortgage to Rent 2 100.0 0 .0 2 100.0

HHP Rent off the Shelf 7 70.0 3 30.0 10 100.0

Muirneag (formerly) 166 94.9 9 5.1 175 100.0

Scottish Homes (formerly) 60 92.3 5 7.7 65 100.0

Shared Ownership transferred from Muirneag 3 100.0 0 .0 3 100.0

T.C.T.N.H (formerly) 24 92.3 2 7.7 26 100.0

Transferred from CNES 1294 80.0 323 20.0 1617 100.0

All Dwellings 1900 84.7 342 15.3 2242 100.0

TABLE 18: SHQS OVERALL PERFORMANCE BY LETTING AREA




LETTING AREAS

1A (Ness) 8 88.9 1 11.1 9 100.0

1B (Dell-Borve) 20 83.3 4 16.7 24 100.0

1C (Shader-Barvas) 43 97.7 1 2.3 44 100.0

1D (Arnol-Shawbost) 58 100.0 0 .0 58 100.0

2A (Carloway-Callanish) 46 74.2 16 25.8 62 100.0

2B (Heath Park-Crowlista) 22 78.6 6 21.4 28 100.0

3A (North Tolsta) 22 100.0 0 .0 22 100.0

3B (Back-Tong) 108 89.3 13 10.7 121 100.0

3C (Stornoway) 853 80.8 203 19.2 1056 100.0

3D (Knock-Aird) 77 97.5 2 2.5 79 100.0

4A (Leurbost-Ranish) 33 100.0 0 .0 33 100.0

4B (Keose-Lemreway) 43 100.0 0 .0 43 100.0

5A (Tarbert) 84 96.6 3 3.4 87 100.0

5B (Scalpay-Bays) 32 94.1 2 5.9 34 100.0

5C (Northton-Leverburgh) 15 51.7 14 48.3 29 100.0

6A (Berneray Island) 18 100.0 0 .0 18 100.0

6B (Lochmaddy-Sollas) 35 77.8 10 22.2 45 100.0

6C (Bayhead) 17 63.0 10 37.0 27 100.0

6D (Carinish-Clachan) 18 62.1 11 37.9 29 100.0

7A (Creagorry-Kileravagh) 126 95.5 6 4.5 132 100.0

7B (Eochar-West Gerenish) 29 82.9 6 17.1 35 100.0

7C (Askernish-Bornish) 20 100.0 0 .0 20 100.0

7D (Lochboisdale-Pollachar) 79 79.8 20 20.2 99 100.0

7E (Eriskay) 9 100.0 0 .0 9 100.0

8A (Eoligarry-Scallery) 76 85.4 13 14.6 89 100.0

8B (Vatersay) 9 90.0 1 10.0 10 100.0

All Dwellings 1900 84.7 342 15.3 2242 100.0



7.0 LIFE CYCLE PROJECTIONS 2013/14 - 2042/43

7.1 Life cycle element replacement projections have been completed across the housing stock

over the 30 year planning period 2013/14 - 2042/43. Element replacement projections have

been completed by surveyor assessment on site taking cognisance of several factors

including - element age and condition, material composition and industry guidelines, the

quality of original construction, underlying maintenance regimes and site variation including

location and exposure. Surveyor assessments and second cycle renewals within the 30

year period have drawn upon two additional information sources, the first comprising

Scottish Government Guidelines on element life cycles; the second related to life cycles

applied by HHP within their component accounting framework. Copies of these sources are

attached at Appendix C.

7.2 Life cycle element replacement projections have been completed annually over the 30 year

planning period and are contained in Appendix H. Activity patterns are summarised over 5

yearly planning periods in Table 19. Early period programmes are dominated by window

and access door replacement, curtilage boundaries and by works to internal amenities and

services.

TABLE 19 : LIFE CYCLE ELEMENT REPLACEMENT PROJECTIONS 2013/14 - 2042/43 - UNITS OF ACTIVITY

BUILDING ELEMENT

REPLACEMENT PERIOD (YEARS)

Years 1 - 5 Years 6 - 10 Years 11 - 15 Years 16 - 20 Years 21 - 25 Years 26 - 30

dwgs dwgs dwgs dwgs dwgs dwgs

EXTERNAL FABRIC

Roof Covering 73 34 100 642 470 99

Chimneys 0 1 22 458 257 144

Flashings 0 107 223 806 334 65

Soffits, Fascias, Barges 10 186 384 605 297 95

Rainwear 17 480 819 393 342 170

External Wall Finishes 50 168 220 419 283 390

Porches 0 0 46 45 143 91

Canopies 0 0 26 101 118 250

Windows 321 242 511 504 637 14

Front Access Doors 248 205 448 523 400 30

Rear Access Doors 206 124 203 262 405 28

CURTILAGE

Primary Walls/Fences 105 338 441 333 198 60

Secondary Walls/Fences 238 610 389 256 141 19

Paths/Paved Areas 68 74 226 272 417 226

COMMON PARTS

Common Floor Finishes 31 44 24 51 0 50



TABLE 19 : LIFE CYCLE ELEMENT REPLACEMENT PROJECTIONS 2013/14 - 2042/43 - UNITS OF ACTIVITY

BUILDING ELEMENT

REPLACEMENT PERIOD (YEARS)

Years 1 - 5 Years 6 - 10 Years 11 - 15 Years 16 - 20 Years 21 - 25 Years 26 - 30

dwgs dwgs dwgs dwgs dwgs dwgs

Common Front Entry Door 4 165 46 17 4 0

Common Rear Entry Door 4 125 20 17 4 0

Door Entry System 0 70 0 0 4 0

Common Windows 0 55 83 35 4 0

Common Rooflights 0 0 30 64 0 0

Common Lighting 0 131 12 8 84 1

AMENITIES/SERVICES

Kitchens 522 399 604 717 0 0

Bathrooms 290 595 386 293 327 351

Electrics 650 422 632 64 109 137

Heating 766 846 630 0 0 0

Kitchens Second Cycle 0 0 0 0 522 399

Heating Second Cycle 0 0 0 766 846 630

7.3 Costs to address life cycle replacements over the 30 year period are estimated at £77.029M

net. Including fees, preliminaries and VAT gross costs equate to £111.846M representing

an average 30 year spend of £34,357 net and £49,887 gross per housing unit. Annual

spend projections are illustrated in Table 20 and Figure 6.

14.925 16.064

19.668

25.543

21.82

13.825

0

5

10

15

20

25

30

1-5 6-10 11-15 16-20 21-25 26-30

£'s M (gross)

Planning Period (years)

FIGURE 6 : LIFE CYCLE EXPENDITURE PATTERNS 2013/14 - 2042/43

Average 5 year spend £18.641M



TABLE 20 : LIFE CYCLE REPLACEMENTS - ANNUAL COST PROJECTIONS 2013/14 - 2042/43

PLANNING PERIOD

PROJECTED SPEND (£’s)

NET GROSS

£ £

Year 1. 2013/14 1,870,775 2,716,365

Year 2. 2014/15 1,721,707 2,499,919

Year 3. 2015/16 1,903,344 2,763,655

Year 4. 2016/17 2,151,611 3,124,139

Year 5. 2017/18 2,631,688 3,821,211

Year 6. 2018/19 1,993,051 2,893,910

Year 7. 2019/20 2,039,376 2,961,174

Year 8. 2020/21 2,335,338 3,390,911

Year 9. 2021/22 2,098,854 3,047,536

Year 10. 2022/23 2,596,724 3,770,443

Year 11. 2023/24 2,645,139 3,840,742

Year 12. 2024/25 2,470,830 3,587,645

Year 13. 2025/26 2,946,366 4,278,123

Year 14. 2026/27 2,720,554 3,950,244

Year 15. 2027/28 2,762,510 4,011,165

Year 16. 2028/29 2,755,934 4,001,616

Year 17. 2029/30 3,119,764 4,529,897

Year 18. 2030/31 3,320,467 4,821,318

Year 19. 2031/32 4,204,373 6,104,750

Year 20. 2032/33 4,191,308 6,085,779

Year 21. 2033/34 2,923,679 4,245,182

Year 22. 2034/35 2,875,680 4,175,487

Year 23. 2035/36 3,137,780 4,556,057

Year 24. 2036/37 2,735,711 3,972,252

Year 25. 2037/38 3,354,868 4,871,268

Year 26. 2038/39 2,245,773 3,260,862

Year 27. 2039/40 1,442,880 2,095,062

Year 28. 2040/41 2,398,108 3,482,053

Year 29. 2041/42 1,684,782 2,446,303

Year 30. 2042/43 1,749,840 2,540,768

TOTAL ALL PERIODS 77,028,814 111,845,838

7.4 Average gross five yearly spend across the 30 year period is estimated at £18.641M.

Expenditure peaks between years 16-25 rising from a projected spend of £14.925M in years

1-5 to £25.543M in years 16-20. Later period spend figures are influenced by significant

projected works to external building fabric and also by the emergence of post-2003 new

build within the investment equation.



8.0 SUMMARY OF INVESTMENT COSTS

8.1 Life cycle replacement cost projections have been discussed in Section 7 of the report.

These present only one, but the major component, of total investment required within the

housing stock. Additional components of expenditure considered within the study have

included:

SHQS improvements.

Catch-up repairs.

8.2 Excluding works which will be completed within the life cycle renewal programme repairs

and improvements to address non-compliance within the SHQS need to be considered and

programmed for completion by 2015 (years 1 - 2 of the planning period). Minimum works to

achieve SHQS compliance are estimated at £829,085 net or £1.204M gross. Additional

SHQS compliance works incorporated within life cycle renewal programmes include kitchen,

bathroom and heating system renewal. Catch-up repairs within the housing stock remain

insignificant with no repair failures identified within the SHQS. Costs to address catch-up

repairs are estimated at £0.894M net or £1.299M gross. This represents an average gross

cost of £579 per dwelling. Given the minor nature and scattered pattern of catch-up repair,

no specific financial allowance is recommended with such repairs capable of being

addressed through on-going revenue maintenance programmes (responsive, cyclical and

voids maintenance).

8.3 Including SHQS improvement costs total 30 year investment within the housing stock is

estimated at £113.050M gross.



9.0 TENANT CIRCUMSTANCES AND FUEL POVERTY

9.1 As part of the house condition programme it was agreed that a short interview would be

conducted with the tenant households resident in surveyed properties. Interviews were

conducted face-to-face by the house condition survey surveyors. Tenant response to the

interview programme was high with interviews completed in 532 of the 578 properties

surveyed. This represents a 92% interview response rate with completed interviews

representing 23.7% of the tenant population. Two areas of information were addressed with

tenants including:

a) The demographic and socio-economic characteristics of tenant households. b) Fuel poverty including attitudes to and use of existing home heating.

9.2 TENANT HOUSING CHARACTERISTICS

9.2.1 The Hebridean Housing Partnership services 2,242 tenant households and a tenant

population of 4,400 persons.

9.2.2 Tenant households are predominantly small in size and exhibit an ageing demographic

profile. Average household size is estimated at 1.96 persons reflected in a household size

distribution containing 1,090 one person households (48.6%) and a further 584 two person

households (26.1%). Demographically, only 76 households (3.4%) have a head of

household aged under 25 years, 931 heads of household (41.5%) are aged 55 years or

over. Levels of dependency within the tenant population are high. 2,526 persons (57.4%)

are aged 16 - 60 years (economically active) however 949 persons (21.6%) are aged under

16 years and 925 persons (21.0%) are aged 60 years or over.



FIGURE 7 : TENANT HOUSEHOLDS BY SIZE AND

AGE OF HEAD OF HOUSEHOLD

9.2.3 Against the household type and demographic profile the most common household types are

single persons aged under 60 (569 households - 25.4%) and elderly households (635

households - 28.3%).

3.9

10.3

11.1

26.1

48.6

0 20 40 60

Five + Persons : 88 hholds

Four Persons : 231 hholds

Three Persons : 249 hholds

Two Persons : 584 hholds

One Person : 1,090 holds

%

A/ Household Size

26.3

15.2

18.7

22.9

13.5

3.4

0 10 20 30

65 years and over : 590 hholds

55 - 64 years : 341 hholds




Under 25 years : 76 hholds

%

B/ Age of Head of Household



9.2.4 The majority of tenant households have a head of household who is economically inactive.

Only 879 households (39.2%) have a head of household in full or part-time employment; in

362 households (16.1%) the head of household is unemployed and in 621 households

(27.7%) the head of household is economically retired.

5

23.3

25.4

12.8

6.4

15.3

11.9

0 10 20 30

Two or more persons aged 60 years or over :112 hhds

Single Person aged 60 years or over : 522hhds

Single Person Aged Under 60 years : 569hhds

Other Multi-Person Household 287 hhds

Lone Parent with Dependent Children : 144hhds

Couple with Dependent Children : 342 hhds

Couple with No Dependent Children : 267hhds

%

FIGURE 8 : TENANT HOUSEHOLDS - HOUSHEOLD TYPES

0.1

2.4

27.7

6.4

8

16.1

39.2

0 5 10 15 20 25 30 35 40 45

Refused : 2 hholds

Student : 54 hholds

Wholly Retired : 621 hholds

Looking After Home : 143 hholds

Permanently Sick/Disabled : 180 hholds

Unemployed : 362 hholds

Full/Part-time Employment

%

FIGURE 9 : TENANT HOUSEHOLDS - ECONOMIC STATUS OF HEAD OF HOUSEHOLD



9.2.5 High levels of economic inactivity are reflected in the economic circumstances of

households with regard to household income and benefit receipt. Average net household

income is estimated at £14,327 per household - under one half of the current UK average of

£33,000. Households within the UK are currently defined as ‘Low Income’ if they receive

60% or less of the median UK household income. By this definition 589 tenant households

(26.3%) are on low incomes. 1,277 tenant households (57.0%) are in receipt of means

tested and/or disability related benefits and can be regarded as economically vulnerable.

FIGURE 10 : TENANT HOUSEHOLD INCOME AND BENEFITS

73.7%

26.3%

A/ HOUSEHOLDS ON LOW INCOME

Not on Low Income : 1653 hholds

On Low Income : 589 hholds

43.0%

57.0%

B/ ECONOMIC VULNERABILITY

Not economically vulnerable : 965 hholds

Economically vulnerable : 1277 hholds



9.3 FUEL POVERTY

9.3.1 Fuel poverty is dependent upon two factors:

a) Household circumstances (income) and ability to pay for domestic energy. b) The cost of domestic energy as reflected in underlying fuel tariffs and the energy

efficiency of individual properties.

9.3.2 Fuel poverty calculation within this report has been based on current definitions of fuel

poverty within the UK, although these definitions are currently under review. Households are

regarded as being in fuel poverty if they spend in excess of 10% of annual income on

domestic fuel; and as being in extreme fuel poverty if they spend in excess of 20% of annual

income on domestic fuel.

9.3.3 Two models of fuel poverty have been calculated using ‘Full Income’ data. This approach

deducts housing related benefits from household income prior to fuel poverty calculation.

Income data has been derived directly from tenants together with information on benefit

receipt. The two model approaches have involved:

a) Model 1 - SAP based approach. This model uses theoretical annual running costs generated by the RdSAP energy system. While providing a useful indicator, running costs and therefore fuel poverty will be under-estimated by this approach for a number of reasons. These include:

Use of a theoretical model based on a specified temperature regime and average

household use which may not fully reflect local climatic circumstances or household

behaviour.

The calculation of running costs based on ambient temperatures with no allowance

for wind variation factors.

The calculation of running costs based on heating, lighting and hot water but

excluding appliance use.

Operation of the SAP based model does however ensure compatibility with fuel poverty outputs from the national Scottish Housing Condition Survey Programme.

b) Model 2 - Tenant Cost Approach. This model uses information on annual fuel

bills provided by tenants during the course of the survey. No confirmation



through actual examination of fuel bills was attempted during the course of the survey with the resultant information dependent upon the knowledge, accuracy and honesty of the tenant.

9.3.4 FUEL POVERTY SAP BASED APPROACH. Using a SAP based approach, 751 tenant

households (33.5%) spend in excess of 10% of annual income on fuel and are in fuel

poverty; 116 tenant households (5.2%) spend in excess of 20% of annual income on fuel

and are in extreme fuel poverty. These figures compare with 28.9% of households

nationally in fuel poverty, and 7.8% in extreme fuel poverty (Scottish House Condition

Survey 2011).

As might be expected fuel poverty impacts most strongly on economically vulnerable and

low income households - 65.7% of low income households are in fuel poverty as are 48.9%

of economically vulnerable households. Demographically fuel poverty increases with

increasing age - 56.3% of households with a head of household aged 65 years and over are

in fuel poverty as are 65.7% of single person elderly households.

33.5

5.2

28.9

7.8

0

5

10

15

20

25

30

35

40

FUEL POVERTY EXTREME FUEL POVERTY

%

FIGURE 11 : FUEL POVERTY - SAP BASED APPROACH

HHP

SCOTLAND



TABLE 21: FUEL POVERTY SAP BASED APPROACH - THE CHARACTERISTICS OF HOUSEHOLDS IN FUEL POVERTY

Fuel Poverty - Full Income Model

Not In Fuel Poverty

In Fuel Poverty All Households

hholds % hholds % hholds %


Under 25 Years 59 77.3 17 22.7 76 100.0

25 - 34 Years 232 76.4 72 23.6 303 100.0

35 - 44 Years 426 82.9 88 17.1 514 100.0

45 - 54 Years 301 71.9 118 28.1 418 100.0

55 - 64 Years 215 63.2 125 36.8 341 100.0

65 Years And Over 258 43.7 332 56.3 590 100.0

All Households 1491 66.5 751 33.5 2242 100.0

ECONOMIC STATUS HOH

Full Time Work 667 94.6 38 5.4 704 100.0

Part Time Work 143 81.8 32 18.2 175 100.0

Unemployed 146 40.2 216 59.8 362 100.0

Permanently Sick/Disabled 85 47.3 95 52.7 180 100.0

Looking After Home 129 90.2 14 9.8 143 100.0

Wholly Retired 272 43.8 349 56.2 621 100.0

Student 47 86.1 8 13.9 54 100.0

Unobtainable 2 100.0 0 .0 2 100.0

All Households 1491 66.5 751 33.5 2242 100.0

HOUSEHOLD TYPE

Couple No Dependent Children 233 87.3 34 12.7 267 100.0

Couple With Dependent Children 318 92.9 24 7.1 342 100.0

Lone Parent With Dependent Children 98 68.2 46 31.8 144 100.0

Other Multi Person Household 241 84.0 46 16.0 287 100.0

Single Person Aged Under 60 Years 330 58.0 239 42.0 569 100.0

Single Person Aged 60 Years Or Over 179 34.3 343 65.7 522 100.0

Two Or More Persons Aged 60 Years Or Over 92 82.2 20 17.8 112 100.0

All Households 1491 66.5 751 33.5 2242 100.0

LOW INCOME HOUSEHOLDS

Not On Low Income 1289 78.0 364 22.0 1653 100.0

Low Income Household 202 34.3 387 65.7 589 100.0

All Households 1491 66.5 751 33.5 2242 100.0

ECONOMIC VULNERABILITY

Not Economically Vulnerable 838 86.9 127 13.1 965 100.0

Economically Vulnerable 653 51.1 625 48.9 1277 100.0

All Households 1491 66.5 751 33.5 2242 100.0

Fuel poverty is strongly income driven although energy efficiency differentials are also

apparent. The average income of households in fuel poverty is estimated at £6,285

compared to £14,327 for all tenant households and £18,380 for households not in fuel

poverty. The strength of this income differential and the underlying economic characteristics



of tenant households may prove restrictive in the development of strategies to address fuel

poverty. Dwellings occupied by households in fuel poverty exhibit lower energy levels

although differentials are less marked than for income. Average SAP ratings for dwellings

occupied by the fuel poor are 59 compared to 65 for dwellings occupied by households not

in fuel poverty.

FIGURE 12 : FUEL POVERTY SAP BASED APPROACH -

HOUSEHOLD INCOME AND ENERGY EFFICIENCY DIFFERENTIALS

9.3.5 FUEL POVERTY - TENANT COST APPROACH. As an alternative to theoretical SAP

based approaches to fuel poverty tenants were asked to indicate their annual expenditure

on electricity, gas and other fuels. While no confirmation of tenant data was made through

examination of actual fuel bills, such data should nevertheless provide a more accurate

18,380

6,285

-

2,000

4,000

6,000

8,000

10,000

12,000

14,000

16,000

18,000

20,000

NOT IN FUELPOVERTY

IN FUEL POVERTY

£'s Per Annum

A/ AVERAGE HOUSEHOLD INCOME

65

59

56

57

58

59

60

61

62

63

64

65

66

NOT IN FUELPOVERTY

IN FUEL POVERTY

SAP RATING

B/ AVERAGE SAP RATING



guide to actual annual costs incurred by tenants. Average annual energy costs for heat,

light and hot water of £614 were generated by the RdSAP model. Annual energy costs

indicated by tenants across all fuels and all areas of usage are significantly higher at £1,551

per annum. The input of this figure dramatically alters fuel poverty estimates. Using this

measure, 1,368 tenant households (61.0%) are in fuel poverty; 493 tenant households

(22.0%) are in extreme fuel poverty.

FIGURE 13 : FUEL POVERTY - TENANT COST APPROACH

Patterns of fuel poverty remain similar to those generated under the RdSAP model

impacting most strongly on economically vulnerable and low income households and on the

elderly. Levels of extreme fuel poverty increase significantly under the tenant cost approach

(22.0%). Extreme fuel poverty impacts more broadly across the demographic spectrum

61.0%

39.0%

A/ FUEL POVERTY

In Fuel Poverty : 1368 hholds

Not In Fuel Poverty : 874 hholds

22.0%

78.0%

B/ EXTREME FUEL POVERTY

In Extreme Fuel Poverty : 493 hholds



affecting not only the elderly but young households (under 25 years) and families with

children. 150 families with dependent children (19.4%) are in extreme fuel poverty.

TABLE 22: FUEL POVERTY TENANT COST APPROACH - THE CHARACTERISTICS OF HOUSEHOLDS IN FUEL POVERTY

FUEL POVERTY - TENANT COST APPROACH

Not In Fuel Poverty

In Fuel Poverty

All Households

hhds % hhds % hhds %


Under 25 Years 25 32.7 51 67.3 76 100.0

25 - 34 Years 133 43.7 171 56.3 303 100.0

35 - 44 Years 238 46.3 276 53.7 514 100.0

45 - 54 Years 234 56.0 184 44.0 418 100.0

55 - 64 Years 136 40.0 204 60.0 341 100.0

65 Years And Over 108 18.3 482 81.7 590 100.0

All Households 874 39.0 1368 61.0 2242 100.0

ECONOMIC STATUS HOH

Full Time Work 483 68.6 221 31.4 704 100.0

Part Time Work 74 42.3 101 57.7 175 100.0

Unemployed 66 18.1 296 81.9 362 100.0



Wholly Retired 112 18.1 509 81.9 621 100.0

Student 9 16.3 46 83.7 54 100.0

Unobtainable 2 100.0 0 .0 2 100.0

All Households 874 39.0 1368 61.0 2242 100.0

HOUSEHOLD TYPE








All Households 874 39.0 1368 61.0 2242 100.0


Not On Low Income 841 50.9 811 49.1 1653 100.0


All Households 874 39.0 1368 61.0 2242 100.0




All Households 874 39.0 1368 61.0 2242 100.0



TABLE 23: FUEL POVERTY TENANT COST APPROACH - THE CHARACTERISTICS OF HOUSEHOLDS IN EXTREME FUEL POVERTY

EXTREME FUEL POVERTY - TENANT COST APPROACH

Not In Extreme Fuel Poverty

In Extreme Fuel Poverty

All Households

hhds % hhds % hhds %


Under 25 Years 47 62.3 29 37.7 76 100.0

25 - 34 Years 226 74.3 78 25.7 303 100.0

35 - 44 Years 417 81.3 96 18.7 514 100.0

45 - 54 Years 322 77.0 96 23.0 418 100.0

55 - 64 Years 279 81.9 62 18.1 341 100.0

65 Years And Over 458 77.6 132 22.4 590 100.0

All Households 1749 78.0 493 22.0 2242 100.0

ECONOMIC STATUS HOH

Full Time Work 670 95.1 34 4.9 704 100.0

Part Time Work 130 74.4 45 25.6 175 100.0

Unemployed 211 58.3 151 41.7 362 100.0



Wholly Retired 474 76.3 147 23.7 621 100.0

Student 27 49.4 28 50.6 54 100.0

Unobtainable 2 100.0 0 .0 2 100.0

All Households 1749 78.0 493 22.0 2242 100.0

HOUSEHOLD TYPE








All Households 1749 78.0 493 22.0 2242 100.0


Not On Low Income 1494 90.4 158 9.6 1653 100.0


All Households 1749 78.0 493 22.0 2242 100.0




All Households 1749 78.0 493 22.0 2242 100.0



9.4 TENANT HOUSEHOLDS - FUEL PAYMENTS AND FUEL USE

9.4.1 In addition to annual fuel costs tenants were asked about their methods of paying for fuel

(predominantly electricity) and their attitudes to their current heating.

9.4.2 Households pay different prices for home energy, with the best tariffs for gas and electricity

available for customers who shop around for on-line tariffs and pay by direct debit. Such

tariffs are often out of reach for some households and particularly low-income ones.

Households off the gas grid also face difficulties. Payment methods across the tenant

population indicate a predominance of the highest tariffs - 1,368 tenant households (61.0%)

use power cards, 389 tenant households (17.4%) are on budget accounts and 180 tenant

households (8.0%) use fuel direct.

9.4.3 Tenants were asked how easy or difficult it was to meet the cost of heating their home to a

comfortable level in Winter and what level of heating they could comfortably achieve. Only

211 households (9.4%) found it quite easy to meet winter heating costs, 920 households

(41.1%) could just afford it. 1,109 tenant households (49.5%) experience difficulty in

meeting winter heating costs. Furthermore, of those households finding winter fuel bills

affordable (1,131 households) only 599 households (53.0%) were able to heat all rooms.

499 households (44.1%) were only able to heat main rooms and 33 households (2.9%) were

only able to heat one room. Among those households having difficulty meeting winter

8

61

0.6

17.4

24.3

0 10 20 30 40 50 60 70

Fuel Direct : 180 hholds

Power Cards : 1368 hholds

Payment Book : 13 hholds

Budget Account : 389 hholds

Quarterly Bill : 545 hholds

%

FIGURE 14 : TENANT HOUSEHOLDS - FUEL PAYMENT METHODS



heating costs (1,109 households), 588 households (53.0%) only heat main rooms and 168

households (15.2%) only heat one room.

TABLE 24 : MEETING WINTER HEATING COSTS

EASE OR DIFFICULTY OF MEETING WINTER HEATING COSTS

LEVEL OF HEATING ACHIEVED ALL HOUSEHOLDS ALL ROOMS MAIN ROOM ONE ROOM

hhds % hhds % hhds % hhds %

Quite Easy to Meet Costs 135 64.0 74 34.1 4 1.9 213 9.4

Can Just Afford Costs 464 50.4 427 46.4 29 3.2 920 41.0

Difficulty Meeting Costs 353 31.8 588 53.0 168 15.2 1109 49.6

ALL HOUSEHOLDS 952 42.5 1089 48.6 201 8.9 2242 100.0

TABLE 25: TENANT EXPERIENCE IN MEETING WINTER FUEL COSTS

ease of meeting winter heating costs

Quite Easy Can Just Afford It

Some Difficulty Great Difficulty All Households

hhds % hhds % hhds % hhds % hhds %


Under 25 Years 0 .0 24 31.8 14 18.0 38 50.1 76 100

25 - 34 Years 50 16.6 105 34.5 73 24.0 76 25.0 303 100

35 - 44 Years 29 5.7 172 33.6 140 27.2 172 33.5 514 100

45 - 54 Years 24 5.6 172 41.1 111 26.5 112 26.8 418 100

55 - 64 Years 55 16.2 147 43.2 69 20.1 70 20.5 341 100

65 Years And Over 53 9.0 301 51.0 122 20.6 114 19.4 590 100

All Households 211 9.4 921 41.1 527 23.5 582 26.0 2242 100

9.4%

41.0%

49.6%

FIGURE 15 : EASE OF MEETING WINTER HEATING COSTS

Quite Easy to Meet Costs : 213 hholds

Can Just Afford it : 920 hholds

Difficulty Meeing Costs : 1109 hholds



TABLE 25: TENANT EXPERIENCE IN MEETING WINTER FUEL COSTS

ease of meeting winter heating costs

Quite Easy Can Just Afford It

Some Difficulty Great Difficulty All Households

hhds % hhds % hhds % hhds % hhds %

ECONOMIC STATUS HOH

Full Time Work 119 16.9 374 53.0 107 15.2 105 14.9 704 100

Part Time Work 4 2.4 63 36.0 45 25.7 63 35.9 175 100

Unemployed 6 1.7 77 21.4 158 43.6 121 33.4 362 100

Permanently Sick/Disabled 16 9.0 97 53.8 43 23.7 24 13.6 180 100

Looking After Home 2 1.2 5 3.6 20 13.9 116 81.3 143 100

Wholly Retired 58 9.4 301 48.5 139 22.4 123 19.8 621 100

Student 6 10.9 2 4.2 16 29.0 30 55.9 54 100

Unobtainable 0 .0 2 100.0 0 .0 0 .0 2 100

All Households 211 9.4 921 41.1 527 23.5 582 26.0 2242 100

HOUSEHOLD TYPE

Couple No Dependent Children

12 4.4 58 21.9 34 12.7 163 61.1 267 100

Couple With Dependent Children

61 17.7 125 36.5 80 23.4 76 22.3 342 100

Lone Parent With Dependent Children

6 4.1 35 24.1 52 35.8 52 35.9 144 100

Other Multi Person Household 45 15.7 103 36.0 109 38.0 29 10.3 287 100

Single Person Aged Under 60 Years

15 2.7 274 48.2 148 26.1 131 23.1 569 100

Single Person Aged 60 Years Or Over

69 13.3 253 48.4 92 17.7 108 20.6 522 100

Two Or More Persons Aged 60 Years Or Over

3 3.1 73 65.7 12 10.7 23 20.6 112 100

All Households 211 9.4 921 41.1 527 23.5 582 26.0 2242 100


Not On Low Income 177 10.7 704 42.6 372 22.5 400 24.2 1653 100

Low Income Household 35 5.9 217 36.8 155 26.3 182 30.9 589 100

All Households 211 9.4 921 41.1 527 23.5 582 26.0 2242 100


Not Economically Vulnerable 164 17.0 549 56.9 141 14.7 110 11.4 965 100

Economically Vulnerable 47 3.7 372 29.1 386 30.2 472 36.9 1277 100

All Households 211 9.4 921 41.1 527 23.5 582 26.0 2242 100

9.4.4 Only 293 households (13.1%) are very satisfied with their current heating although a further

731 households (32.6%) are quite satisfied. 361 households (16.1%) expressed direct

dissatisfaction with their heating.



9.4.5 Highest levels of dissatisfaction with heating are expressed by families with children and the

elderly. Reasons for dissatisfaction are dominated by issues of affordability and

controllability particularly associated with electrical storage heating.

13.1%

32.6%

16.1%

38.2%

FIGURE 16 : SATISFACTION WITH CURRENT HEATING

Very Satisfied : 293 hholds Quite Satisfied : 731 hholds

Very Dissatisfied : 361 hholds No Strong Views : 857 hholds



10.0 CONCLUSIONS

10.1 This report has documented the main findings from a comprehensive house condition

survey of the HHP housing stock. The primary objectives of the survey were to project

forward investment needs within a life cycle planning framework for the 30 year period

2013/14 - 2042/43 and to benchmark the housing stock against the Scottish Housing Quality

Standard.

10.2 Overall, 1900 dwellings (84.7%) comply with the requirements of the SHQS, the remaining

342 dwellings (15.3%) are non-compliant. Rates of compliance at 84.7% are above the

current Scottish average for RSL housing stock. The majority of dwellings failing the SHQS

fail on amenities and in particular kitchen safe working arrangements. No SHQS failures

were recorded against the Tolerable Standard or Repair with a limited failure pattern also

recorded for Health/Safety and Security. Costs to meet the requirements of the SHQS by

2015 are estimated at £1.204M gross.

10.3 Life cycle projections indicate the need for substantial investment in the housing stock over

a 30 year planning period although current repair conditions are good. Costs to address life

cycle replacement over the 30 year planning period are estimated at £111.846M gross at an

average unit cost of £49,887. Early intervention within the housing stock is dominated by

external works to windows and access doors; curtilage works to fences and boundaries; and

internal replacement programmes for kitchens, bathrooms, heating and electrics.

10.4 An interview programme with tenant households indicates that 1,368 households (61.0%)

are in fuel poverty; 493 households (22.0%) are in extreme fuel poverty. Key issues for

tenants include energy tariffs where 61% of tenants use power card payment methods, and

heating efficiency where a significant proportion of tenants are off-gas. 361 tenant

households (16%) are very dissatisfied with their current heating.

10.5 Information from the survey programme has been provided in electronic format for upload to

the Association’s Asset Management planning systems. In support of this, sample survey

data has been cloned across the housing stock to construct a 100% housing record. While

no guarantees of 100% accuracy can be given, this data can be refined and improved over

time as additional information becomes available from in-house information sources and/or

additional survey programmes.


D a v i d A d a m s o n & P a r t n e r s L t d . A p p e n d i c e s

APPENDIX A :

INTERPRETATION OF SURVEY DATA

Information presented in this report has been based on sample survey techniques. Where samples

have been employed, data has been cloned to un-surveyed properties to populate a 100% asset

management database. While data cloning has been tightly controlled by property type and origin no

guarantee can be provided that cloned condition or attribute information is 100% correct.

While the use of a 100% cloned database negates the need to assign sampling errors other forms of

error will impact upon house condition data. These sources include in particular surveyor

transcription error during questionnaire completion and data preparation error. We are confident that

our data quality processes will limit such error to under 5%.

Survey returns from large scale house condition surveys invariably contain elements of missing data

and not applicable data. The former may be due to surveyor error or to differential access within

dwellings. The later relates to individual elements which are not present in all dwellings. Consistently

across the survey missing data represents under 2% of returns. An analysis of missing returns

indicates a random distribution with no inherent bias evident across the cloned database.



APPENDIX B :

SURVEY QUESTIONNAIRE

HEBRIDEAN HOUSING PARTNERSHIP: STOCK CONDITION SURVEY 2013 © David Adamson & Partners Ltd.

A : SURVEY RECORD

ADDRESS: VISITS

1 2 3 4 5 6 DWELLING REF:

TIME

DATE

SURVEYOR NO:

SURVEYORS SIGNATURE:

B : DWELLING/BLOCK DESCRIPTION

B1. Dwelling/Block Type? converted

flat 7

multi-storey flat

6

other purpose built flat low-

rise 5

four in block

4

tenement

3

cottage/ bungalow

2

house

1

B2. Dwelling/Block Configuration?

corner 5

detached

4

semi- detached

3

end-terrace

2

mid terrace

1

B3. Dwelling/Block Age?

Post-1982 5

1965-1982

4

1945-1964 3

1919-1944

2

pre-1919

1

C : DWELLING/BLOCK CONSTRUCTION

C1. Principal Roof Type?

unob 9

other

7

asymmetric

6

half mansard 5

mansard

4

mono-pitch 3

flat

2

pitched

1

C2. Secondary Roof Type?

unob 9

none

8

other

6

half mansard 5

mansard

4

mono-pitch 3

flat

2

pitched

1

C3. Roof Covering? Roof Covering Tertiary Cover

Secondary

Cover

Principal Cover

Natural Slate 1 1 1

Natural Slate Trad. Scots 2 2 2

Artificial Slate 3 3 3

Concrete Tile 4 4 4

Clay Tile 5 5 5

Coated Metal Tiles 6 6 6

Coated Profiled Metal Sheet 7 7 7

Profiled Asbestos Cement Sheet 8 8 8

Built-up Felt 9 9 9

Asphalt 10 10 10

Liquid Plastic Cold Applied 11 11 11

Single Ply Polymer Sheeting 12 12 12

Other 13 13 13

No Secondary Cover 88 88

Unobtainable 99 99 99

C4. Chimney Stacks?

metal flue 5

rendered

4

stone

3

concrete

2

brick

1

unob. 99

none

88

other

7

mixed type

6

C5. Flashings?

unobtainable 9

not applicable 8

other

6

Copper

5

felt

4

zinc

3

lead

2

cement fillet

1

C6. Rainwater Gutters?

Mixed 8

concealed/ internal

7

coated steel

6

Upvc half round

5

Upvc deep flow

4

asbestos cement

3

cast iron

2

aluminium seamless

1

C7. Rainwater Downpipes?

unob. 9

not applicable

8

other

7

mixed

6

coated steel

5

upvc

4

asbestos cement

3

cast iron

2

coated aluminium

1

C8. Fascias?

asbestos 4

upvc

3

masonry

2

Timber

1


C : DWELLING/BLOCK CONSTRUCTION cont… C9. Soil and Vent Pipes?

unob.

9

not applicable

8

other

7

mixed

6

coated steel

5

upvc

4

asbestos cement

3

cast iron

2

coated aluminium

1

C10. External Wall Construction?

unob. 9

other

3

cavity

2

solid

1

C11. External Wall Thickness?

unob. 9

>750mm

3

450-750mm

2

<450mm

1

C12. External Wall Finishes? C13. Wall Construction Material?

WALL FINISH Secondary Principal WALL CONSTRUCTION MATERIAL?

Secondary Principal

Sandstone 1 1 Stone 1 1

Whinstone 2 2 Brick 2 2

Granite 3 3 Blockwork 3 3

Coursed Stone 4 4 Concrete 4 4

Random Rubble 5 5 Metal 5 5

Facing Brick 6 6 Timber 6 6

Blockwork 7 7 Timber Frame 7 7

Blockwork Painted 8 8 Concrete Frame 8 8

Wet Dash 9 9 Concrete In-situ 9 9

Wet Dash Painted 10 10 Steel Frame 10 10

Dry Dash 11 11 Other 11 11

Dry Dash Painted 12 12 No Secondary Cover 88

Render 13 13 Unobtainable 99 99

Through Coloured Proprietary Render 14 14

Concrete Panel 15 15

GRP Panel 16 16

Insulated Cladding 17 17

Timber 18 18

Timber Panel 19 19

Timber Cladding 20 20

Metal 21 21

Metal Panel 22 22

UPVC Cladding 23 23

Tile Hanging 24 24

Other 25 25

No Secondary Cover 88

Unobtainable 99 99

C14. External Door Construction? (a) Door 1 :

composite 3

upvc

2

timber

1

(b) Door 2 :

composite 3

upvc

2

timber

1

C15. External Door Glazing? (a) Door 1 :

complete 3

double

2

single

1

(b) Door 2 :

complete 3

double

2

single

1

C16. Window Construction?

aluminium. 4

metal

3

upvc

2

timber

1

C17. Window Glazing?

Mixed 3

double

2

single

1

C18. Private Balcony?

none 4

timber

3

metal

2

concrete

1

C19. Underground Drainage?

unknown 6

no drainage

5

septic tank/ cesspool

4

SUDS

3

biodisc

2

public connection

1

ADDITIONAL QUESTIONS EXTERNAL

C20. Windows - Mastic Sealed Externally?

no 2

yes

1

C21. Windows - Internal Ingoes

timber 2

plaster

1

C22. Chimney Stacks - Shared with Adjoining Property?

no 2

yes

1

C23. Sarking Type?

none 4

Sterling board

3

plywood

2

Strip board

1


D: CURTILAGE AND BOUNDARIES

D1. Has the dwelling/block a defined curtilage/boundary?

yes 2

no

1

IF YES CONTINUE. IF NO PROCEED TO SECTION F.

D2. Boundary fencing/walls? TYPE Secondary Primary

(excluding hedges) Timber Panel 1.2m 1 1

Timber Panel 1.8m 2 2

Palisade Fence 3 3

Chainlink Fence 4 4

Post and Wire Fence 5 5

Metal Railings 6 6

Stone Wall 7 7

Blockwork Wall 8 8

Half Brick Thick Wall 9 9

One Brick Thick Wall 10 10

Other 11 11

None 12 12

Not Applicable 88

Unobtainable 99 99

D3. Main Access Gate Material?

no gate 8

other

3

metal

2

timber

1

D3a. Is there a metal field gate present?

yes 2

no

1

D4. Path Material?

no path 8

paving slabs

4

concrete

3

brick paviour

2

tarmac

1

D5. Lighting to Block/Dwelling Curtilage? (52) no external

lighting 8

front & rear

3

front only

2

rear only

1

D7. Parking Provision?

unob. 9

adequate

3

in-adequate

2

none

1

D8. Attached Garage?

yes 2

no

1

D9. Private Bin Stores?

yes 2

no

1

D10. General maintenance of curtilage area? poorly

maintained 3

average

2

well maintained

1

D11. Drying Facilities Present?

yes 2

no

1

E: EXTERNAL ELEMENT DIMENSIONS AND REPAIR

VIEWPOINT SELECTION?

VIEWPOINT 1

VIEWPOINT 2

5 4 6

REAR

BLOCK

FRONT

3 1 2

DIMENSIONS Viewpoint Schematic

E1. Roof Area (m2)

E2. Extent of Principal Roof Type (%)

Note: The extent of principal and secondary finishes on each elevation should sum to 100%

E3. Extent of Secondary Roof Type (%)

E4. Extent of Principal Roof Cover (%)

E5. Extent of Secondary Roof Cover (%)

E6. Roof Eaves (m)

E7. Roof Verge (m)

E8. Roof Ridge (m)

E9. Chimney Stacks (Number of Stacks)

E10. Flashings (m)


E: EXTERNAL ELEMENT DIMENSIONS AND REPAIR cont…

E11. Gutters (m)

E12. Downpipes (m)

E13. SV Pipes (m)

E14. External Wall Area (m2)

E15. Extent of Principal Wall Finish (%)

E16. Extent of Secondary Wall Finish (%)

E17. Primary Fencing (m)

E18. Secondary Fencing (m)

E19. Pathways/Hardstanding (m2)

REPAIR REPAIR REPLACEMENT VIEWPOINT 1 VIEWPOINT 2 PERIOD

REPAIR E20. Principal Roof Structure (16) REPAIR

E21. Secondary Roof Structure (16) 00-no repair

E22. Principal Roof Cover (17) 55-localised repairs

E23. Secondary Roof Cover 01-10 % repair

E24. Chimney Stacks (18) 88 - N/A

E25. Flashings (19) 99 - Unobtainable

E26. Soffits, fascias, barges

E27. Gutters & Downpipes (20) REPLACEMENT

E28. SV Pipes

Individual Years 1 to 30 , Code 31

for 31+ years.

88 - N/A

99 - Unob.

E29. Wall Structure (13)

E30. Foundations (15)

E31. Principal Wall Finish (21)

E32. Secondary Wall Finish (21)

E33. Pointing (21)

E34. DPC (27)

E35. Underground Drainage (30)

E36. Porch

E37. Canopy

E38. Primary Fencing/Walls

E39. Secondary Fencing/Walls

E40. Access Gates

E41. Pathways/paved areas (49)

E42. Attached Garage (25)

E43. Evidence of Structure Failure?

yes 2

no

1

F: BLOCK CHARACTERISTICS

F1. Number of Storeys in Block?

not applicable 88

specify no:_________

F2. Number of Common Stairs in Block?

not applicable 8

specify no: ________

F3. Number of Lifts in Block?

not applicable 8


F4. Number of Dwellings in Block?

not applicable 88


F5. Number of Dwellings accessed directly from Common Stair?

not applicable 88


F6. Number of Dwellings accessed from deck/balcony?

not applicable 88


F7. Number of Dwellings with Independent Access at Ground Floor?

not applicable 88


F8. Number of Dwellings accessed directly at upper floors using open private stairs?

not applicable

88 specify no: ________

F9. Number of dwellings accessed directly at upper floors using enclosed private stairs?

not applicable

88 specify no: ________


G: COMMON ACCESS AREA ATTRIBUTES

G1. Block Access?

rear only 3

front only

2

front & rear

1

G2. Entrance Door Material? MATERIAL REAR FRONT Aluminium Glazed 1 1

Composite 2 2

Hardwood Complete 3 3

Hardwood Glazed 4 4

Metal Glazed 5 5

Softwood Complete 6 6

Softwood Glazed 7 7

UPVC Complete 8 8

UPVC Glazed 9 9

No Communal Door 88 88

Unobtainable 99 99

G3. Front Entrance Door? no door -

installation not feasible 4

no door - capable of

installation 3

present but not lockable

2

present & lockable

1

G4. Rear Entrance Door? no door -


no door - capable of

installation 3

present but not lockable

2

present & lockable

1

G5. Type of entry system?

unobtainable 9

concierge

4

entry phone

3

bell to each flat

2

none

1

G6. Could Entry system be installed? no -


yes, could be installed

2

already present

1

G7. Principal window type to common stair?

unobtainable 9

other/mixed

6

pivot

5

tilt and turn

4

casement

3

sash and case

2

no windows

1

G8. Principal window construction to common stair?

unobtainable 9

composite

6

upvc

5

metal - no thermal break

4

metal thermal break

3

wood

2

no windows

1

G9. Principle window glazing to common stair?

unobtainable

9

double with low ‘e’

5

triple

4

double

3

single

2

no windows

1

G10. Type of Cupola… Frame type?

unobtainable 9

no cupola

8

upvc

3

metal

2

timber

1

G11. Type of Cupola… Glazing type?

unobtainable 9

no cupola

8

triple

3

double

2

single

1

G12. Stair and Landing Structure?

not applicable 8

mixed

5

C1 columns & concrete

deck 4

cast iron

3

stone

2

concrete

1

G13. Stair and Landing Floor Coverings?

not

applicable 8

mixed

7

other

6

vinyl tile

5

vinyl sheet

4

quarry tile

3

concrete finish

2

composition flooring

1

G14. Stair and Landing Painting? not applicable

8

mixed 4

tiles and paint

3

paint

2

none

1

G15. Stair Ceiling Finishes

not

applicable 8

mixed

6

other

5

unfinished

4

suspended

3

plaster-board

2

plaster

1

G16. Stair Wall Finishes?

not

applicable 8

mixed

7

other

6

plaster-board

5

plaster

4

cement/sand render

3

block

2

brick

1

G17. Balcony/Deck Access Structure

not applicable 8

mixed

4

CI columns & concrete deck

3

cast iron

2

concrete

1

G18. Balcony/Deck Access Surface not applicable

8

mixed

5

other

4

cast iron or metal

3

asphalt

2

concrete

1

G19. Balcony/Deck Railings and Balustrade

not

applicable 8

mixed

6

other

5

rendered

4

blockwork

3

facing brick

2

metal

1

G20. Balcony/Deck Drainage?

not applicable

8

mixed

6

upvc

5

steel

4

cast iron

3

asbestos cement

2

aluminium

1


H: COMMON AREA DIMENSIONS

H1. Component dimensions to be taken across entire common stair/area.

(a) Stairs : Stair Length - Number of Treads

(b) Landings : Floor Area (m2)

(c) Balconies/Decks : Floor Area (m2)

(d) Halls/Passages : Floor Area (m2)

(e) Internal Walls : Wall Area (m2)

(f) Internal Ceilings : Ceiling Area (m2)

(g) Balustrade/Handrail : Length (m)

(h) Common Windows : Number of windows (incl. Stair Cupboards)

I: COMMON AREA CONDITIONS REPAIR REPLACEMENT COMMON ELEMENTS PERIOD

I1. Stairs/Landings (23) REPAIR REPLACEMENT

I2. Balconies/Decks (22)

00-no repair

55-localised

repairs

01-10 % repair

88 - N/A

99 - Unob.

Individual Years 1 to 30

Code 31 for 31+ years

88 - N/A

99 - Unob I3. Halls/Passages (48)

I4. Wall Finishes

I5. Ceiling Finishes

I6. Floor Finishes

I7. Balustrades/Handrails (22) (23)

I8. Lifts (47)

I9. Main Entry Door and Screen (55)

I10. Door Entry System (54)

I11. Rear Entry Door where present (55)

I12. Public Lighting (52)

I13. Refuse Chutes/Chambers (50)

I14. Drying Areas (laundry) (49)

I15. Bin Stores (51)

I16. Windows (29)

I17. Cupola/Rooflights (29)

I18. Common Service Mains

I19. Decoration

I20. Overall status of common areas?

modernisation 5

general repairs

4

routine maintenance

3

requiring decoration

2

good

1

I21. Are common areas in a safe condition?

yes 2

no

1

I22. Is front access to the block secure? (55)

yes 2

no

1

I23. Is the rear access to the block secure? (55) no rear access

3

no 2

yes

1

I24. Internal common/public lighting? (52) 1 or more lights per

floor 3

under 1 light per floor

2

none

1

J: BASIC INTERNAL ATTRIBUTES

J1. Storey level of survey flat? (Ground = 0)


J2. Number of habitable rooms incl. kitchen?


J3. Number of bedrooms?


J4. Number of storeys to dwelling?



K. INTERNAL CONSTRUCTION

K1. Floor structure?

unknown 6

mixed

5

timber floor on concrete

4

suspended timber

3

suspended concrete

2

solid

1

K2. Main floor finish?

other 5

composite

4

quarry tile

3

concrete screed

2

timber

1

K3. Secondary floor finish? no secondary

finish 6

other

5

composite

4

quarry tile

3

concrete screed

2

timber

1

K4. Wall finish?

other 4

plaster & lath

3

plasterboard

2

plaster

1

K5. Ceiling finish? other

6 artex

5 fibre board 4

plaster & lath

3

plasterboard

2

plaster

1

K6. Upper Floor Ceiling Type?

not coombed 2

coombed

1

K6a. If Coombed Ceiling is this insulated?

Unknown 3

no

2

yes

1

L. ROOM BY ROOM RECORD

hall/

landing bathroom kitchen living R1 R2 R3 R4 R5

enter “1” - room exists - inspected “2” - room exists - not inspected “3” - Room does not exist

L1. Does room exist and has it been inspected?

M. REPAIR/RENEWAL - ROOM BY ROOM

hall/


enter score out of “10” i.e. “00” = no repair

“10” = total renewal “55” = localised repair “88” = not applicable “99” - unobtainable

M1. Floor Structure (14)

M2. Floor finish/skirtings

M3. Wall finishes

M4. Ceiling finishes/cornices

M5. Internal doors/frames

M6. Fireplaces flues

M7. Stairs (26) (WHOLE HOUSE)

REPLACEMENT 1 - year 1 2 - years 2 - 5 3 - years 6 - 10 4 - years 11 - 15 5 - years 16 - 20 6 - years 21 - 25 7 - years 26 - 30 8 - 31+ years 88 - N/A 99 - Unob.

M8. Internal Walls/Partitions Structure (WHOLE HOUSE)

M9. Party Walls Structure (WHOLE HOUSE) Replacement Year

M10. Windows (28) (INDIVIDUAL FLAT)

M11. Private Access Door (28) Front (INDIVIDUAL FLAT)

M12. Private Access Door (28) Rear (INDIVIDUAL FLAT)

M13. Balcony/Verandas (24) (INDIVIDUAL FLAT)


N. DEFECTS - ROOM BY ROOM

hall/


N1. Is access to room satisfactory? 1 - satisfactory

2 - through another room

3 - inadequate access 4 - off winder

N2. Is arrangement of room satisfactory?

1 - satisfactory 2 - inadequate space

3 - unsuitable layout 4- space and layout

N3. Is room structurally stable

1 - yes 2 - No 8 - N/A 9 - Unobtainable

N4. Is room free from dry/wet rot?

N5. Has room satisfactory provision for natural light?

N6. Has room satisfactory provision for artificial light?

N7. Has room satisfactory provision for

ventilation?

N8. Has room satisfactory provision for heating?

N9. Is room free from rising damp? 1 - yes

2 - Localised (under 5%) 3 - Minor (5-20%) 4- Medium (21-30%) 5 - Major (31-40%) 6 - Severe (Over 40%) 8 - N/A 9 Unobtainable.

N10. Is room free from penetrating damp?

N11. Is room free from condensation

N12. Is room free from mould?

N13. What repairs are required to the following amenities and services? REPAIR REMAINING LIFE REPAIR REPLACEMENT

Individual Years 1 to 30 , Code

31 for 31+ years.

88 - N/A

99 - Unob.

a. Kitchen Sink (37A) 1. No Repair 2. Localised Repair 1 - 5% 3. Minor Repair (6 - 24%) 4. Medium Repair (25 - 40% 5. Major Repair (41 - 60%) 6. Renew (61 - 100%) 8. N/A 9. Unob.

b. Kitchen Storage (37B) c. Kitchen Worktops (37B) d. Kitchen Hot/Cold Water Supply (37C e. Overall Kitchen Amenities

f. Wash hand Basin (36A)

g. Fixed Bath/Shower (36B) h. WC (36C)

i. Bathroom Hot/Cold Water Supply (36D)

j. Overall Bathroom Facilities k. Electrics l. Primary Heating Boilers/Appliances m. Heating Distribution

n. Separate WC

O. HOUSING STANDARDS : KITCHENS/BATHROOMS

O1. Kitchen configuration? kitchen/

living 2

kitchen only

1

O1a. Kitchen Type?

Non-fitted 2

fitted

1

O2. Is the cooker adjacent to the kitchen sink? (38)

no 2

yes

1

O3. If cooker adjacent to sink is there minimum 300mm worktop between cooker and sink wet area? (38)

no

2

yes

1

O4. Insert the width of the kitchen between working surfaces/units at narrowest point? (38)

Specify metres: ______ m

O5. Is there a minimum of 1200mm safe working space in front of the cooker? (38) under 1200

mm 2

1200 mm or over

1

O6. Is there safe and unimpeded access to all kitchen units?

no 2

yes

1

IF A CODE 2 IS RECORDED AGAINST ANY OF QUESTIONS 2, 3, 5 OR 6 ABOVE THE KITCHEN OFFERS UNSAFE WORKING ARRANGEMENTS. IN THIS SITUATION…


O. HOUSING STANDARDS : KITCHENS/BATHROOMS cont..

O7. Can a safe working arrangement be achieved physically within the existing kitchen space and layout?

n/a

8

no

2

yes

1

O8. Can a safe working arrangement be achieved economically within the existing kitchen space and layout?

n/a

8

no

2

yes

1

O9. Number of kitchen power points? (39) Specify number: ______

O10. Is there a minimum 1m3 of food storage in, or immediately adjacent to the

kitchen? (40)

under 1m3

2

1m3or above

1

IF UNDER 1M3 STORAGE

O11. Can a minimum of 1m3 of food storage be achieved within the existing kitchen area or satisfactorily adjacent to the

kitchen?

n/a 8

within and adjacent to

kitchen 4

adjacent to kitchen

3

within existing kitchen 2

cannot be achieved

1

O12. Is there evidence of condensation in the kitchen? (42)

over 5% of wall&ceiling

area 3

up to 5% of wall & ceiling

area 2

none

1

O13. Is there evidence of condensation in the bathroom? (42)

over 5% of wall&ceiling

area 3

up to 5% of wall & ceiling

area 2

none

1

O14. Mechanical Ventilation in kitchen and/or bathroom? (42)

none

4

kitchen and bathroom

3

bathroom only 2

kitchen only

1

O15. Shower Type?

No shower 6

Mixer over bath

5

Wet room

4

Walk-in electric shower

3

Mixer shower

2

Electric over bath

1

O16. Is there vinyl or other non-slip flooring present in the kitchen and/or bathroom?

(a) Kitchen?

no 2

yes

1

(b) Bathroom?

no 2

yes

1

O17. Are ceramic wall tiles present in the kitchen and/or bathroom?

(a) Kitchen?

No tiling 3

Partially tiled

2

Fully tiled

1

(b) Bathroom?

No tiling 3

Partially tiled

2

Fully tiled

1

ADDITIONAL QUESTIONS - KITCHEN

O18. Mechanical Ventilation Type?

none 3

ceiling mounted

2

Wall mounted

1

O19. Kitchen Sink Taps?

Lever 3

Pillar

2

Bib

1

O20. Tumble Drier Vent?

none 2

Installed outlet & sleeve

1

ADDITIONAL QUESTIONS - BATHROOM

O21. Mechanical Ventilation Type?

none 3

ceiling mounted

2

Wall mounted

1

O22. Bath Type?

other 3

Cast iron

2

acrylic

1

O23. Bath Taps?

Lever 3

Pillar

2

Bib

1

O24. WHB Taps?

Lever 3

Pillar

2

Bib

1

O25. Separate WC

yes 2

no

1

O25a. If Yes, is there a Wash Hand Basin Present?

no 2

yes

1


P: HOUSING STANDARDS : HEALTH/SAFETY/SECURITY

P1. Is the hot and cold water supply and storage within the dwelling free from lead? (41)

unob.

8

confirmed

3

suspected

2

free from lead

1

P2. Is the dwelling, due to location at risk from external noise? (43)

no 2

yes

1

P3. Smoke and CO2 Detectors?

(a) Smoke Detectors?

none 4

mixed

3

battery

2

Mains wired

1

(b) CO2 Detectors?

none 4

mixed

3

battery

2

Mains wired

1

P4. Is the electrical system within the dwelling safe? (45)

unsafe 2

safe

1

P5. Are the gas/oil systems and appliances within the dwelling safe? (46) no gas/oil systems

3

unsafe

2

safe

1

P6. Do all dwelling access doors offer secure door locks? (53)

no 2

yes

1

P7. Does the dwelling offer full central heating? (34A)

none 3

partial CH

2

full CH

1

ADDITIONAL QUESTIONS - HEALTH/SAFETY/SECURITY

P8. Consumer Unit Type?

rewireable 3

RCD

2

MCD

1

P9. Consumer Unit Boards?

Dual 2

Single

1

P10. Consumer Unit Location? other 4

external store

3

ground floor cupboard

2

upstair cupboard

1

P11. Smoke Detectors - Expiry Date? Insert Year________________ Unknown 9999


Q. RDSAP 9 : 91 - ENERGY EFFICIENCY

1. Location? Northern Ireland

3

Scotland

2

England & Wales

1

2. Inspection date? please record date: dd/mm

3. Terrain?

rural 3

low rise urban or suburban

2

dense urban

1

4. Property type?

maisonette 4

flat

3

bungalow

2

house

1

5. Built Form? enclosed mid

terrace 6

mid-terrace 5

enclosed end-terrace

4

end-terrace

3

semi-detached 2

detached

1

6. Number of Storeys in Dwelling? please specify no: _______________

7. Number of Habitable Rooms? please specify no: _______________

8. Number of Heated Habitable Rooms? please specify no: _______________

9. COMPLETE THE FOLLOWING TABLE WITH YOUR MEASUREMENTS FOR THE MAIN PROPERTY. MEASUREMENTS FOR ANY EXTENSIONS ARE RECORDED SEPARATELY

a. Were dimensions measured internally or externally?

external 2

internal

1

MAIN PROPERTY Floor Area (m2) Room Height (m) Heat Loss Wall Perimeter (m)

Lowest Floor

1st Floor

2nd

Floor

3rd

Floor

Remaining Floor

PROPERTY CONSTRUCTION DETAILS

10. Main dwelling age?

1976-1983 6

1965-1975 5

1950-1964

4

1930-1949

3

1919-1929

2

pre-1919

1

2008-

onwards 11

2003-2007

10

1999-2002

9

1992-1998

8

1984-1991

7

11. Floor construction?

n/a 5

unknown

4

suspended not timber

3

solid

2

suspended timber

1

12. Lowest floor details?

above partially heated/

intermittently heated space 6

above

unheated space 5

exposed to

air 4

same dwelling

below 3

another

dwelling below 2

ground floor 1

13. Floor insulation?

n/a 4

unknown

3

retro-fitted

2

as built

1

14. Floor insulation thickness?

unknown 4

150mm

3

100mm

2

50mm

1

15. Wall construction?

cob 7

timber frame

6

system build 5

granite or whinstone

4

stone/ sandstone

3

solid brick or other stone

2

cavity

1

16. Wall insulation?

unknown 7

as built

6

external

5

internal

4

filled cavity - internal

3

filled cavity - external

2

filled cavity

1

17. Wall insulation thickness?

unknown 4

150mm

3

100mm

2

50mm

1

18. Drylining?

unknown 3

no

2

yes

1

19. Cavity wall type?

n/a 5

conservatories or other obvious obstruction

4

high exposure 3

high rise

2

system build

1

20. Secondary wall type?

no 2

yes

1


Q. RDSAP 9 : 91 - ENERGY EFFICIENCY cont…

IF SECONDARY WALL TYPE PRESENT ANSWER QUESTIONS 20A - 20E BELOW… SECONDARY WALL

20a. Secondary wall construction?

cob

7

timber frame

6

system build 5


4

stone/ sandstone

3


2

cavity

1

20b. Secondary wall insulation?

unknown

7

as built

6

external

5

internal

4


3


2

filled cavity

1

20c. Is secondary wall sheltered?

no 2

yes

1

20d. Secondary wall age?

1976-1983 6

1965-1975 5

1950-1964

4

1930-1949

3

1919-1929

2

pre-1919

1

2008-

onwards 11

2003-2007

10

1999-2002

9

1992-1998

8

1984-1991

7

20e. Secondary wall area (m2)? Specify Area ___________________m2

ROOF CONSTRUCTION

21. Roof construction? partially heated space

7

other dwelling above

6

same dwelling above 5

pitched - thatched

4

pitched slates or tiles (no loft

access) 3

pitched slates or tiles (loft

access) 2

flat

1

22. Roof insulation?

not applicable 6

unknown

5

none

4

flat roof insulation

3

rafters

2

joists

1

23. Roof insulation thickness at joists?

150mm

6

100mm

5

75mm

4

50mm

3

25mm

2

12mm

1

300mm> 9

250mm

8

200mm

7

24. Rafter insulation thickness?

unknown 4

150mm>

3

100mm

2

50mm

1

25. Flat roof insulation?

unknown 4

150mm>

3

100mm

2

50mm

1

DOORS AND WINDOWS

26. Number of Doors? Specify No. ___________________

27. Number of Insulated Doors? Specify No. ___________________

28. Insulated Door U-Value a. Door 1 Specify Value _________________

b. Door 2 Specify Value _________________

29. Percentage draught-proofed? Specify _________________%

30. Windows Area? much more than typical 5

much less than typical

4

more than typical

3

less than typical

2

typical

1

31. Percentage Multiple Glazed i.e. double/triple glazed (0-100%) please specify %: _________________%

32. Glazing Type?

don’t know 7

triple glazing

6

secondary glazing

5

DG - unknown date

4

DG during or post-2003

3

DG pre-2003

2

single

1

33. If Windows Areas Much Larger/Smaller No. of Windows? please specify no: _______________

WHERE ONE OR MORE WINDOW IS MUCH LARGER OR MUCH SMALLER THAN TYPICAL PLEASE COMPLETE WINDOW GRID AT APPENDIX A FLATS AND MAISONETTES ONLY

34. Number of Floors in Block? please specify no: _______________

35. Floor Level of Dwelling? (Ground = 0) please specify level : ____________

36. Floor Level Details?

n/a 5

basement

4

top floor

3

mid-floor

2

ground floor

1

37. Floor Exposure?

ground floor 5

above partially

heated space 4

above unheated

space 3

above other dwg

2

fully exposed

1

38. Heat-loss Corridor? heated corridor

3

unheated corridor

2

no corridor

1

39. If unheated corridor - length of sheltered wall? please specify m: ________________

END OF FLATS/MAISONETTES SECTION - ALL FOLLOWING QUESTIONS TO BE ANSWERED



VENTILATION AND HEATING

40. Whole house mechanical ventilation?

yes 2

no

1

41. If there is mechanical ventilation, what type?

n/a 8

extract only

2

balanced

1

42. Space cooling system present?

yes 2

no

1

43. Electricity meter type?

unknown 4

24 hour

3

dual

2

single

1

44. Mains Gas available?

no 2

yes

1

45. Boiler Manufacturer:

46. Model:

47. Boiler ID:

48. SEDBUK Ref:

49. Main Heating System Type? INSERT MAIN HEATING SYSTEM CODE

50. Main Heating System Fuel Type? INSERT MAIN HEATING SYSTEM FUEL CODE

51. Heat emitter type? no radiators or underfloor

4

fan coil units

3

underfloor

2

radiators

1

52. Main Heating Controls? INSERT MAIN HEATING CONTROLS CODE

53. Additional heating controls? INSERT ADDITIONAL HEATING CONTROL CODE?

54. Main Heating System Flue Type?

room sealed 2

open

1

55. For Gas Boilers 1998 or later - ignition type? permanent pilot light

2

auto ignition

1

56. For Gas Boilers 1998 or later - fan flued or not?

not fan flued 2

fan flued

1

57. Secondary heating system type? INSERT SECONDARY HEATING SYSTEM CODE

58. Water cylinder size?

no access 5

large (> 170 litres)

4

medium (131 - 170 litres)

3

normal (90-130 litres)

2

no cylinder

1

59. Water Cylinder Insulation Type?

no access 4

spray foam

3

jacket

2

none

1

60. Water Cylinder Insulation Depth?

160mm 8

120mm

7

80mm

6

50mm

5

38mm

4

25mm

3

12mm

2

0mm

1

61. Immersion Type?

dual 3

single

2

none

1

62. Cylinder Stat?

unknown 3

no

2

yes

1

ADDITIONAL INFORMATION

63. Number of open fireplaces? please specify no: _______________

64. Total no. of fixed lighting outlets? please specify no: _______________

65. Low Energy Lighting - Total no. in fixed lighting outlets? please specify no: _______________



RENEWABLES

66. Photovoltaic Array

yes 2

no

1

67. If photovoltaic option 1 - % of external roof covered with pv’s? enter %: ________________%

68. If photovoltaic option 1 - kWp enter kWp: ________________

69. If Photovoltaic option 1 - orientation?

north east 5

east

4

south east

3

south

2

horizontal

1

west 9

north west

8

north

6

70. If Photovoltaic option 1 - pitch?

vertical 6

60o

5

45 o

4

30 o

3

horizontal

2

unknown

1

71. If Photovoltaic option 1 - over-shading

heavy 4

significant

3

modest

2

none or very little

1

72. Solar water heating?

yes 2

no

1

73. Wind Turbine?

yes 2

no

1

74. Wind Turbine Details if known? Wind turbine details:__________________________________________________________________________

75. Waste Water Heat Recovery System Present?

yes 2

no

1

76. Flue Heat Recovery System Present?

yes 2

no

1

ADDITIONAL INFORMATION REQUIRED

77. Are one or more windows much greater or much less than typical? IF YES : Please insert details for each window affected on grid at Appendix A.

yes

2

no

1

78. Rooms in Roof IF YES : Please complete additional questions at Appendix B.

yes

2

no

1

79. Has the dwelling a conservatory? IF YES : Please complete additional questions Appendix C.

yes

2

no

1

80. Is there an extension(s) to the main dwelling? IF YES : Please complete additional questions Appendix D.

yes

2

no

1

ADDITIONAL QUESTIONS - ENERGY EFFICIENCY

81. Floor suitable for under floor insulation?

yes 2

no

1

82. Is there access to the solum?

yes 2

no

1

83. Coffin Tanks Present?

unknown 4

no

3

Yes - not accessible

2

Yes - accessible

1

84. South Facing Elevation suitable for Photovoltaic?

yes 2

no

1

85. Hot Water Cylinder Location?

No cylinder 4

ground floor cupboard

3

Upstairs cupboard

2

loft

1

86. Party Wall in Loft?

Not applicable 4

No party wall

3

Present - not sealed

2

Present - sealed

1

R. REQUIREMENTS OF THE TOLERABLE STANDARD

R1. Is structurally stable? (1) no

2 yes

1

R2. Is substantially free from rising or penetrating damp? (2) no

2 yes

1

R3. Has satisfactory provision for natural and artificial light, for ventilation and for heating? (3)

no 2

yes 1

R4. Has satisfactory thermal insulation? (12) no

2 yes

1

R5. Has an adequate piped supply of wholesome water within the house? (4) no

2 yes

1

R6. Has a sink provided with a satisfactory supply of both hot and cold water within the house? (5)

no 2

yes 1


R. REQUIREMENTS OF THE TOLERABLE STANDARD cont.. R7. Has a WC available for the exclusive use of the occupants of the house suitably located

within the house? (6) no

2 yes

1

R8. Has a fixed bath/shower and a wash-hand basin all with a satisfactory supply of hot and cold water suitably located within the house? (7)

no 2

yes 1

R9. Adequate and safe electrical installation? (11) no

2 yes

1

R10. Has an effective system for the drainage and disposal of foul and surface water? (8) no

2 yes

1

R11. Has satisfactory facilities for the cooking of food within the house? (9) no

2 yes

1

R12. Has satisfactory access to all external doors and outbuildings? (10) no

2 yes

1

S: ADAPTATIONS

1. Are any of the following features present within the dwelling?

FEATURE NOT PRESENT PRESENT

a) Straight Stairlift no

2 yes

1

b) Curved Stairlift no

2 yes

1

c) Ramp no

2 yes

1

d) Shower/Bath no

2 yes

1

e) Specialised Toilet no

2 yes

1

f) Level Access Shower no

2 yes

1

g) Wet Floor Shower Room no

2 yes

1

h) Shower Loo e.g. Chiltern no

2 yes

1

i) Kitchen Adaptation no

2 yes

1

j) Ceiling Track Hoist no

2 yes

1

k) Extension no

2 yes

1

l) Alteration to external steps no

2 yes

1

m) Minimum 900mm wide paths no

2 yes

1

n) Widen door (840 mm min) no

2 yes

1

o) Visual Adaptations no

2 yes

1

p) Non-hearing adaptations no

2 yes

1

q) Assistive Technology (pull cords/alarms) no

2 yes

1

r) Hand/Grab Rail? Front Door no

2 yes

1

s) Hand/Grab Rail? Rear Door no

2 yes

1

t) Other Adaptation? __________________ no

2 yes

1


T. TENANT CIRCUMSTANCES T1. Could you please supply me with some information on the head of the household and other members of the family living at this address?

RELATIONSHIP TO H.O.H. PERSON

SEX AGE ECONOMIC STATUS ETHNICITY

Male = 1

Female = 2 record in yrs unob. = 99 see codes see codes

H.O.H. A ETHNICITY White 1. White British 2. Irish 3. White – other 4. Gypsy/Traveller Mixed 5. White & Black

Caribbean 6. White & Black

African 7. White & Asian 8. Mixed - other 99. Refused/Unob.

Asian or Asian British 9. Indian 10. Pakistani 11. Bangladeshi 12. Asian

background-other

Black or Black British 13. Caribbean 14. African 15. Black

background -other

Chinese or Other ethnic group 16. Chinese 17. Any other

B

C

D

E

F

G

H o

OFFICE USE ONLY ECONOMIC STATUS: 1. Full-time work (>30 hrs) 2. Part-time work (<30 hrs) 3. Unemployed-registered 4. Permanently sick/disabled 5. Looking after home 6. Wholly retired 7. Student 9. Unobtainble.

OFFICE USE ONLY: Confirm from the household grid...

T2. Number of persons in hhold?

T3. Type of Household

T4. Number of Bedrooms Required?

T5. During the last month did you, your partner/spouse or other members of your household receive an income from any of these sources…?

SOURCE REFUSED/ D/K YES NO

a) No Source of Income 9 2 1 b) Earnings, wages, salary, bonuses 9 2 1 c) Income from self employment 9 2 1 d) Interest from savings/investments 9 2 1 e) Other income (maintenance payments, grants, rent) 9 2 1 f) Pension from employment 9 2 1 g) Retirement or widows pension 9 2 1 h) Income based jobseekers allowance 9 2 1 i) Working tax credit 9 2 1 j) Pension credit 9 2 1 k) Child tax credit 9 2 1 l) Income support 9 2 1 m) Housing benefit 9 2 1 n) Council tax benefit 9 2 1 o) Attendance allowance 9 2 1 p) Disability working allowance 9 2 1 q) Disability living allowance 9 2 1 r) Incapacity benefit 9 2 1 s) Severe disablement allowance 9 2 1 t) Disabled person tax credit 9 2 1 u) Industrial injuries disablement allowance 9 2 1 v) War disablement pension 9 2 1


T. TENANT CIRCUMSTANCES cont…

T6. I would now like some information the income of the household? Please include income from all sources including employment, self-employment, pensions, benefits, interest from investments and other sources e.g. maintenance, grants and rent. Deduct any income tax, national insurance and pension contributions to give your NET income.

a) What is the income (on the bands below) of the head of household?

b) What is the income (on the bands below) of any partner

c) What is the total combined income for the whole household (all members who receive an income)?

WEEKLY MONTHLY ANNUAL MONTHLY ANNUAL CODE

Up to £9 Up to £42 Up to £519 1

£10 up to £19 £43 up to £85 £520 up to £1,039 2

£20 up to £29 £86 up to £129 £1,040 up to £1,559 3

£30 up to £39 £130 up to £172 £1,560 up to £2,079 4

£40 up to £49 £173 up to £216 £2,080 up to £2,599 5

£50 up to £59 £217 up to £259 £2,600 up to £3,119 6

£60 up to £69 £260 up to £302 £3,120 up to £3,639 7

£70 up to £79 £303 up to £346 £3,640 up to £4,159 8

£80 up to £89 £347 up to £389 £4,160 up to £4,679 9

£90 up to £99 £390 up to £432 £4,680 up to £5,199 10

£100 up to £119 £433 up to £519 £5,200 up to £6,239 11

£120 up to £139 £520 up to £606 £6,240 up to £7,279 12

£140 up to £159 £607 up to £692 £7,280 up to £8,319 13

£160 up to £179 £693 up to £779 £8,320 up to £9,359 14

£180 up to £199 £780 up to £866 £9,360 up to £10,399 15

£200 up to £219 £867 up to £952 £10,400 up to £11,439 16

£220 up to £239 £953 up to £1,039 £11,440 up to £12,479 17

£240 up to £259 £1,040 up to £1,126 £12,480 up to £13,519 18

£260 up to £279 £1,127 up to £1,212 £13,520 up to £14,559 19

£280 up to £299 £1,213 up to £1,299 £14,560 up to £15,599 20

£300 up to £319 £1,300 up to £1,386 £15,600 up to £16,639 21

£320 up to £339 £1,387 up to £1,472 £16,640 up to £17,679 22

£340 up to £359 £1,473 up to £1,559 £17,680 up to £18,719 23

£360 up to £379 £1,560 up to £1,646 £18,720 up to £19,759 24

£380 up to £399 £1,647 up to £1,732 £19,760 up to £20,799 25

£400 up to £449 £1,733 up to £1,949 £20,800 up to £23,399 26

£450 up to £499 £1,950 up to £2,166 £23,400 up to £25,999 27

£500 up to £549 £2,167 up to £2,382 £26,000 up to £28,599 28

£550 up to £599 £2,383 up to £2,599 £28,600 up to £31,199 29

£600 up to £649 £2,600 up to £2,816 £31,200 up to £33,799 30

£650 up to £699 £2,817 up to £3,032 £33,800 up to £36,399 31

£700 up to £749 £3,033 up to £3,249 £36,400 up to £38,999 32

£750 up to £799 £3,250 up to £3,466 £39,000 up to £41,599 33

£800 up to £849 £3,467 up to £3,685 £41,600 up to £44,199 34

£850 up to £899 £3,686 up to £3,899 £44,200 up to £46,799 35

£900 up to £949 £3,900 up to £4,116 £46,800 up to £49,399 36

£950 up to £999 £4,117 up to £4,332 £49,400 up to £51,999 37

£1000 or more £4,333 or more £52,000 or more 38

Not Applicable 88

Unobtainable 99


T. TENANT CIRCUMSTANCES cont…

T7. If you receive housing benefit how much is that…. Weekly? (£)

(complete one only) Monthly? (£)

T8. If you receive Council Tax benefit how much is that…. Weekly? (£)

(complete one only) Monthly? (£)

T9. How much do you spend each year on the following?

SAME CODES FOR EACH

(a) Electricity? Under £200 - 1 £200 - £500 - 2 £501 - £750 - 3 £751 - £1,000 - 4 £1,001-£1,250 - 5

£1,251 - £1,500 - 6 £1,501 - £2,000 - 7 Over £2,000 - 8 N/A -9 (b) Gas?

(c) Other Fuel?

T10. By what means do you normally pay for your fuel?

PAYMENT METHOD YES NO

Quarterly Bill 1 2

Budget Account 1 2

Payment Book 1 2

Power Cards 1 2

Fuel Direct 1 2

T11. How easy is it to meet the cost of heating your home to a comfortable level in the winter?

great difficulty

4

some difficulty

3

can just afford it

2

Quite easy

1

T12. How satisfied are you with the heating in your home?

Unob/don’t know

very dissatisfied

5

quite dis-satisfied

4

Neither satisfied or dissatisfied 3

quite satisfied

2

very satisfied

1

T12a. If dissatisfied with your heating; why is this? Please Specify _________________________________________________________

T13. How easy is it to meet the cost of heating your home to a comfortable level in the winter?

One room

3

Main rooms

2

All rooms

1

T14. What, if anything, would make it easier for you to heat your home? Please Specify _________________________________________________________

APPENDIX A - WINDOWS (RDSAP 9 : 91 - ENERGY EFFICIENCY)

IN INSTANCE OF MUCH MORE OR MUCH LESS WINDOWS THAN IS TYPICAL - complete for each window

Window No. Glazing Type? Orientation? Location? Type? GLAZING TYPE CODES: 1 - Single 2 - DG Pre-2003 3 - DG during or post-200 4 - DG unknown date 5 - Secondary Glazing 6 - Triple Glazing 7 - Don’t Know

1.

2.

3.

4.

5. WINDOW ORIENTATION: 1 - horizontal 2 - south 3 - south east 4 - east 5 - north east 6 - north 7 - north west 8 - west 9 - south west

6.

7.

8.

9.

10.

11. WINDOW LOCATION: 1 - Main Property 2 - Extension 1 3 - Extension 2 4 - Extension 3 5 - Extension 4

12.

13.

14. WINDOW TYPE? 1 - normal window 2 - roof window 15.


APPENDIX B - ROOMS IN ROOF(RDSAP 9 : 91 - ENERGY EFFICIENCY)

1. Age of room in roof?

1976-1983 6

1965-1975 5

1950-1964

4

1930-1949

3

1919-1929

2

pre-1919

1

2008-

onwards 11

2003-2007

10

1999-2002

9

1992-1998

8

1984-1991

7

2. Room in roof insulation?

unknown 6

all elements 150mm

5

all elements 100mm

4

all elements 50mm

3

no insulation

2

flat ceiling only

1

3. Room in roof insulation thickness?

150mm

6

100mm

5

75mm

4

50mm

3

25mm

2

12mm

1

i.e. the flat part of the ceiling of the room in roof

300mm> 9

250mm

8

200mm

7

4. Insulation depth at other parts of room in the roof?

unknown 4

150mm>

3

100mm

2

50mm

1

5. Room in roof floor area? (m2) please specify area: _______________m2

6. Roof room flat ceiling area? (m2) please specify area: _______________m2

7. Roof room sloping wall area? (m2) please specify area: _______________m2

8. Roof room stud wall area? (m2) please specify area: _______________m2

9. Roof room gable wall area? (m2) please specify area: _______________m2

APPENDIX C - CONSERVATORIES (RDSAP 9 : 91 - ENERGY EFFICIENCY)

1. Conservatory? separated

fixed heaters 4

separated no fixed heaters

3

not separated

2

no conservatory

1

2. Non Separated Conservatory Room Height?

3 storey 5

2½ storey

4

2 storey

3

1½ storey

2

1 storey

1

3. Non Separated Conservatory Double Glazed?

no 2

yes

1

4. Non Separated Conservatory Floor Area? (m2) please specify area: _______________m2

5. Non Separated Conservatory Glazed Perimeter? (m) please specify perimeter: ___________m

6. Number of Doors? please specify no: _________________

7. Number of Insulated Doors? please specify no: _________________

8. Insulated Door U-Value? please specify value: ______________

9. Percentage draught-proofed? please specify %: _________________%

APPENDIX D - EXTENSIONS (RDSAP 9 : 91 - ENERGY EFFICIENCY)

1. Number of Extensions: Specify No. ___________________

EXTENSION 1

2. Extension 1 age?

1976-1983 6

1965-1975 5

1950-1964

4

1930-1949

3

1919-1929

2

pre-1919

1

2008-

onwards 11

2003-2007

10

1999-2002

9

1992-1998

8

1984-1991

7

3. Extension 1 Floor construction?

n/a 5

unknown

4

suspended not timber

3

solid

2

suspended timber

1

4. Extension 1 Lowest floor details?

above partially heated/

intermittently heated space 6

above

unheated space 5

exposed to

air 4

same dwelling

below 3

another

dwelling below 2

ground floor 1

5. Extension 1 Floor insulation?

n/a 4

unknown

3

retro-fitted

2

as built

1

6. Extension 1 Floor insulation thickness?

unknown 4

150mm

3

100mm

2

50mm

1

7. Extension 1 Wall construction?

cob

7

timber frame

6

system build 5


4

stone/ sandstone

3


2

cavity

1

8. Extension 1 Wall insulation?

unknown

7

as built

6

external

5

internal

4


3


2

filled cavity

1


APPENDIX D - EXTENSIONS (RDSAP 9 : 91 - ENERGY EFFICIENCY) cont..

9. Extension 1 Wall insulation thickness?

unknown 4

150mm

3

100mm

2

50mm

1

10. Extension 1 Drylining?

unknown 3

no

2

yes

1

11. Extension 1 Cavity wall type?

n/a 5

conservatories or other obvious

obstruction 4

high exposure 3

high rise

2

system build

1

12. Extension 1 Secondary wall type?

no 2

yes

1

IF SECONDARY WALL TYPE PRESENT ANSWER QUESTIONS 13A - 13E BELOW EXTENSION 1 SECONDARY WALL

13a. Extension 1 Secondary wall construction?

cob

7

timber frame

6

system build 5


4

stone/ sandstone

3


2

cavity

1

13b. Extension 1 Secondary wall insulation?

unknown 7

as built

6

external

5

internal

4


3


2

filled cavity

1

13c. Extension 1 Is secondary wall sheltered?

no 2

yes

1

13d. Extension 1 Secondary wall age?

1976-1983

6

1965-1975 5

1950-1964

4

1930-1949

3

1919-1929

2

pre-1919

1

2008-

onwards 11

2003-2007

10

1999-2002

9

1992-1998

8

1984-1991

7

13e. Extension 1 Secondary wall area (m2)? Specify Area ___________________m2

ROOF CONSTRUCTION

14. Extension 1 Roof construction?

partially heated space

7

other dwelling above

6

same dwelling above 5

pitched - thatched

4

pitched slates or tiles (no loft

access) 3

pitched slates or tiles (loft

access) 2

flat

1

15. Extension 1 Roof insulation?

not applicable 6

unknown

5

none

4

flat roof insulation

3

rafters

2

joists

1

16. Extension 1 Roof insulation thickness at joists?

150mm

6

100mm

5

75mm

4

50mm

3

25mm

2

12mm

1

300mm> 9

250mm

8

200mm

7

17. Extension 1 Rafter insulation thickness?

unknown 4

150mm>

3

100mm

2

50mm

1

18. Extension 1 Flat roof insulation?

unknown 4

150mm>

3

100mm

2

50mm

1

EXTENSION 1 DOORS AND WINDOWS

19. Extension 1 Number of Doors? Specify No. ___________________

20. Extension 1 Number of Insulated Doors? Specify No. ___________________

21. Extension 1 Insulated Door U-Value a. Door 1 Specify Value _________________

b. Door 2 Specify Value _________________

22. Extension 1 Percentage draught-proofed? Specify _________________%

23. Extension 1 Windows Area? much more than typical 5

much less than typical

4

more than typical

3

less than typical

2

typical

1

24. Extension 1 Percentage Multiple Glazed i.e. double/triple glazed (0-100%)

please specify %: _________________%

25. Extension 1 Glazing Type?

don’t know

7

triple glazing

6

secondary glazing

5

DG - unknown date

4

DG during or post-2003

3

DG pre-2003

2

single

1

26. Extension 1 If Windows Areas Much Larger/Smaller No. of Windows?

please specify no: _______________



APPENDIX C :

GUIDELINE ELEMENT LIFE CYCLES

Surveyor assessment of element life cycles has been assisted through 2 sources of information:

a) Community Ownership Programme b) HHP Component Accounting Framework Information contained in these sources is illustrated in Tables C1 and C2.



TABLE C1 : SCOTTISH GOVERNMENT ELEMENT LIFE CYCLE GUIDANCE

SHQS LIFE CYCLE

(YEARS) TYPE

External Wall Structures

50 brick

50 stone

60 wall ties

Internal Wall Structures

50 brick/block

45 stud partition

45 plasterboard

45 plaster

Internal Floor Structures

40 timber

50 joists

50 beam/block

50 concrete

Foundations 55 underpinning

55 tanking

Roof Structures 40 timber treatment

65 roof members

Roof Coverings

50 concrete

65 clay

65 slate

30 asphalt

Chimney Stacks

40 re-point

60 demolish

60 rebuild

Flashings

50 lead

30 aluminium

30 copper

30 zinc

Gutters and downpipes

25 upvc

40 iron

30 aluminium

External Wall Finishes 50 re-point

50 re-render

Access Decks/Balustrades 40 balustrades

Pathways within Curtilage of Dwelling 25 paving

Damp Proof Course 65 DPC

Windows/Doors

30 aluminium

30 upvc

25 timber

Full Central Heating System

30 gas

30 oil

20 electric

Wash Hand Basin 25 basin

WC 25 wc

Bath/Shower 20 bath

Kitchen Fittings 25 kitchen

Lead-free Internal Pipework 40 water tank

Mech Ventilation to Kitchen and Bathroom 25 extract fan

Safe Electrical Systems 25 lighting

25 power 1. This information should only be seen as a broad indication of component lifecycles and should not be seen as hard and

fast rules on life expectancies. They simply represent a starting benchmark for the purposes of calculation 2. The SHQS is largely based on the relative condition of components, not their projected lifecycles. This table does not

imply that certain components fail the standard when their life cycle has expired. Failure still depends on the condition of the components at that time.

3. The lifecycles have not been discussed within the SE and do not constitute a new or different policy position on SHQS. 4. These lifecycles may be reviewed over time and should not be seen as being fixed.



TABLE C2 : HHP COMPONENT ACCOUNTING FRAMEWORK

BUILDING COMPONENT GUIDELINE LIFE CYCLE (years)

External Wall Structure 60 years

Internal Wall Structure 60 years

Internal Floor Structure 60 years

Foundations 60 years

Roof Structure 60 years

Roof Covering 50 years

Windows 25 years

Heating Boilers 15 years

Heating Distribution 20 years

Kitchens 20 years

Bathroom 30 years

Showers 10 years



APPENDIX D :

SCOTTISH HOUSING QUALITY STANDARD

An updated definition of the Scottish Housing Quality Standard and associated guidance was issued

by the Scottish Government in March. As it currently stands the Scottish Housing Quality Standard

contains 55 elements and 9 sub elements distributed across 5 quality categories. The table below

provides a summary of the SHQS requirements.

SHQS ELEMENT REFERENCE

DESCRIPTION OF ELEMENTS ELEMENT TYPE

MUST BE COMPLIANT WITH THE TOLERABLE STANDARD - 12 ELEMENTS

SHQS 1. Structural Stability. Internal, common element or external to dwelling.

SHQS 2. Rising damp and penetrating damp. Internal to dwelling.

SHQS 3. Lighting, ventilation and heating. Internal to dwelling.

SHQS 4. Wholesome water supply. Internal to dwelling.

SHQS 5. Sink with hot and cold water Internal to dwelling.

SHQS 6. Water or waterless closet. Internal to dwelling.

SHQS 7. Bath and/or shower and wash hand basin with hot and cold water.

Internal to dwelling.

SHQS 8. Foul and surface water drainage. Internal or external to dwelling or common element.

SHQS 9. Facilities for cooking food. Internal to dwelling.

SHQS 10. Access to external doors and outbuildings. Common element

SHQS 11. Electrical installations. Internal or external to dwelling.

SHQS 12. Thermal insulation. Internal to dwelling.

MUST BE FREE FROM SERIOUS DISREPAIR - 18 ELEMENTS

SHQS 13. Wall Structure. External to dwelling or common element.

SHQS 14. I Internal floor structures. Internal to dwelling.

SHQS 15. Foundations. External to dwelling or common element.

SHQS 16. F Roof structure. External to dwelling or common element.

SHQS 17. Principal Roof Covering. External to dwelling or common element.

SHQS 18. Chimney Stacks External to dwelling or common element.

SHQS 19. Flashings External to dwelling or common element.

SHQS 20. Rainwater goods (gutters & downpipes). External to dwelling or common element.

SHQS 21. External Wall Finish. External to dwelling common element.

SHQS 22. Common access Decks/Galleries/Balustrades. Common element.

SHQS 23. Common access stairs and landings. Common element.

SHQS 24. Individual dwelling balconies and verandas. External to dwelling.

SHQS 25. Attached garages of individual dwellings. External to dwelling.

SHQS 26. Internal stairs of individual dwellings. Internal to dwelling.

SHQS 27. Damp Proof Course. External to dwelling.

SHQS 28. Windows and doors of individual dwellings. External to dwelling.

SHQS 29. Common windows and common roof lights. Common element.

SHQS 30. Underground drainage. External to dwelling or common element.

MUST BE ENERGY EFFICIENT - 5 ELEMENTS, 2 SUB-ELEMENTS

SHQS 31. Cavity wall insulation. External to dwelling or common element.

SHQS 32. At least 100mm of existing loft insulation to e.g. glass wool or equivalent (or 270mm for first time insulation or

Internal to dwelling or common element.



SHQS ELEMENT REFERENCE

DESCRIPTION OF ELEMENTS ELEMENT TYPE

first time additional insulation or as a further measure to reduce carbon emissions).

SHQS 33. Hot water tank and pipe insulation & cold water tank insulation as an ancillary measure.

Internal dwelling.

SHQS 34A. Full Central Heating. Internal dwelling.

SHQS 34B. Efficient Central Heating. Internal dwelling.

SHQS 35. An energy efficiency rating of either National Home Energy Rating (NHER) 5 or Standard Assessment Procedure (SAP) 2001 of 50 (gas systems) or 60 (electric systems).

Internal dwelling.

MUST HAVE MODERN FACILITIES AND SERVICES - 5 ELEMENTS, 7 SUB-ELEMENTS

SHQS 36A. Bathroom Condition : Wash Hand Basin and Related Fittings.

Internal dwelling.

SHQS 36B. Bathroom Condition : Bath and/or Shower and Related Fittings.

Internal dwelling.

SHQS 36C. Bathroom Condition : Main WC and Fittings. Internal dwelling.

SHQS 36D. Bathroom Condition : Hot & Cold Water Supply to Wash Hand Basin and Bath/Shower.

Internal dwelling.

SHQS 37A. Kitchen Condition : Sink and Related Fittings. Internal dwelling.

SHQS 37B. Kitchen Condition : Storage Cabinets and Worktops Internal dwelling.

SHQS 37C. Kitchen Condition : Hot & Cold Water Supply to Sink. Internal dwelling.

SHQS 38. Kitchen Facilities : Safe Working Arrangements. Internal dwelling.

SHQS 39. Kitchen Facilities : Adequate Electrical Sockets. Internal dwelling.

SHQS 40. Kitchen Facilities : Adequate Food Storage Space. Internal dwelling.

MUST BE HEALTHY, SAFE AND SECURE - 15 ELEMENTS

SHQS 41. Lead free pipe work. Internal dwelling.

SHQS 42. Mechanical ventilation in kitchen and bathroom (under a limited range of circumstances).

Internal dwelling.

SHQS 43. External noise insulation (under a limited range of circumstances).

Internal dwelling.

SHQS 44. Safe smoke alarms/detectors. Internal dwelling.

SHQS 45. Safe electrical system. Internal dwelling.

SHQS 46. S Safe gas/oil system and appliances. Internal dwelling.

SHQS 47. Safe lifts. Common element.

SHQS 48. Safe lobbies, halls, passages (internal only). Common element (internal only).

SHQS 49. Safe individual dwelling/common paths, paved areas, courts laundry and drying areas.

External to dwelling or common element.

SHQS 50. Safe refuse chutes/chambers (multi-store flats) only. Common element.

SHQS 51. Safe bin stores. Common element.

SHQS 52. Adequate common lighting (generally urban areas) public lighting (generally rural areas).

Common internal or external element.

SHQS 53. Secure individual dwelling door locks (to both front and rear individual doors if applicable).

External dwelling.

SHQS 54. Secure common external front door entry system (and/or concierge).

Common external element.

SHQS 55. Secure common external front and rear access doors in a good state of repair (flatted properties only).

Common external element.



APPENDIX E : SCHEDULE OF RATES

E1. Last Revision Date : December 2012

Cost Basis : £’s Sterling (net)

Cost Base : Fourth Quarter 2012 (projected)

Cost Approach : Like for like replacement excluding obsolete materials.

Island Uplifts : Lewis 1.20, Harris 1.25, Uists 1.35, Barra 1.38.

BUILDING ELEMENT DESCRIPTION UNIT/

QUANTITY

BASE COST

(£’s net)

1. Roof Structure Structural Contingency - Flat Roof House/Block 2000

Structural Contingency - Pitched Roof House/Block 3000

2. Roof Covering Artificial Slate m2 55

Asbestos Tile/Sheet m2 39

Asphalt m2 48

Clay Tile m2 71

Concrete Tile m2 52

Felt m2 46

Metal m2 75

Natural Slate m2 110

Other m2 52

3. Chimney Stacks Rebuild Stack No. 1400

4. Flashings Cement Fillet m 7

Copper m 30

Lead m 39

Zinc m 25

Other m 39

5. Soffts/Fascias/Barges Timber m 29

6. Gutters/Downpipes Coated Aluminium m 55

Asbestos m 26

Cast Iron m 55

Steel m 55

UPVC m 30

Other m 30

Mixed m 30

7. External Wall Structure Structural Contingency House/Block 5000

8. Foundations Structural Contingency House/Block 5000

9. External Wall Finishes Facing Brick m2 55

Wet Dash m2 28

Wet Dash Painted m2 48

Dry Dash m2 28

Dry Dash Painted m2 48

Render m2 44




QUANTITY

BASE COST

(£’s net)

Insulated Cladding m2 58

10. Pointing Common Blockwork m2 34

Concrete Panels m2 14

Coursed Stone m2 34

Facing Brick m2 35

GRP Panels m2 16

Random Rubble Stone m2 35

11. DPC Any House/Block 915

12. Underground Drainage Drainage Contingency House/Block 2080

13. Porches Any No. 3525

14. Canopies Brick/Tile No. 390

Concrete No. 650

Glass No. 650

GRP No. 390

Metal No. 390

Tiled/Slated No. 390

Timber/Felt No. 468

15. Windows Timber Sash/Case No. 400

Timber Casement No. 534

Metal (Grittol) No. 558

Aluminium No. 558

UPVC No. 468

16. Dwelling Access Doors Aluminium Complete No. 650

Aluminium Glazed No. 715

Hardwood Complete No. 567

Hardwood Glazed No. 650

Softwood Complete No. 455

Softwood Glazed No. 535

UPVC Complete No. 545

UPVC Glazed No. 545

Composite No. 600

Galvanised Steel No. 600

GRP No. 580

17. Curtilage Paths/Paving Brick Paviour m2 55

Concrete m2 45

Paving Slabs m2 32

Tarmac m2 30

18. Boundary Walls/Fencing Blockwork Wall m 21

Chain-link Fence m 32

½ Brick Thick Wall m 22

Metal Fence m 70

1 Brick Thick Wall m 31




QUANTITY

BASE COST

(£’s net)

18. Boundary Walls/Fencing Cont…

Palisade Fence m 43

Post and Wire Fence m 30

Stone Wall m 47

Timber Panel m 36

19. Common Access Structure Structural Contingency Block 2000

20. Common Wall Finishes All m2 30

21. Common Ceiling Finishes All m2 32

22. Common Floor Finishes Composition Block 8000

Concrete/Quarry Tile Block 2975

Mixed Block 2975

23. Common Balustrades All m 246

24. Common Front Entry Door Metal Block 2100

25. Common Rear Entry Door Metal Block 900

26. Common Door Entry System Electronic Block 2000

27. Common Area Lighting One Per Main Landing Block 1000

28. Common Area Windows All No. 500

29. Rooflights/Cupola All No. 400

30. Internal Floor Structures Structural Contingency House/Flat 2500

31. Internal Floor Finishes Tongue & Groove m2 27

Concrete Screed m2 20

Sand/Cement Screed m2 20

Composite m2 26

Compressed Board m2 16

32. Internal Wall Finishes

Brick/Block Face m2 32

Plaster/Plaster and Lathe m2 30

Composite Board/Other m2 17

33. Internal Ceiling Finishes All m2 32

34. Internal Doors All No. 120

35. Internal Stairs Single Flight No. 2115

36. Kitchens Renewal of Kitchen Fittings House/Flat 2750

37. Bathrooms Renewal of Bathroom Fittings House/Flat 1750

38. Showers Renewal Installation of shower unit and associated works

House/Flat 1500

39. Heating Central Heating Boiler House/Flat 1890

Central Heating Distribution House/Flat 1280

40. Electrics Full Rewire House/Flat 2100

Replace Consumer Unit House/Flat 600

41. Mechanical Ventilation Kitchen and Bathroom No. 190

42. Cavity Insulation Fill Cavity House/Flat 450

43. Loft Insulation All House/Flat 375

44. Secure Door Locks Front/Rear Access Doors House/Flat 200



E2. Costs presented are net of fees, preliminaries and VAT. As agreed with HHP these have

been applied as follows:

Fees - 10%

Preliminaries - 11%

VAT - 20%

The VAT payment framework is complicated by a development agreement between HHP

and CNES following a large scale voluntary transfer of housing stock. No VAT is payable

across an agreed schedule of work to transferred dwellings over a 10 year implementation

period from September 2006 to September 2016. In line with this agreement we have

exempted ex CNES stock from VAT up to and including 2017/18. Agreed works include:

1. Bathroom Modernisation

2. Kitchen Modernisation

3. Heating Installation/Renewal

4. Window Replacement

5. Electrical Renewal

6. Fire Protection

7. CO2 Detectors

8. Roofs and Chimneys including Porches and Canopies

9. Soffits/Fascias/Barges

10. Internal/External and Common Doors

11. Door Entry Systems

12. Rainwater Goods

13. Communal Areas/Facilities

14. Thermal Insulation

15. Boundary Walls/Fences and Gates

16. Internal and External Walls including structure.

17. Water supply and drainage

18. Ventilation, condensation and dampness

19. Aids and Adaptations

20. Garages

21. Asbestos Removal

E3. The following additional cost assumptions apply:



1. Structural Elements are excluded from the life cycles and assumed to have an infinite

life. Life cycles on main structural components lie well outside the 30 year planning

period. Large-scale structural programmes are reasonably rare. Where structural

problems are known these can be costed separately as extensive/exceptional repairs.

2. Elements not normally programmed for intervention are excluded from the cost

forecasts and are assumed to be addressed as required under responsive/voids

maintenance. Included within this are DPCs and external drainage and internal works

on finishes/joinery e.g. wall/floor/ceiling finishes and internal doors.

3. Specialist common services areas including lifts and common service mains

(water/gas/electricity) can be incorporated in discussion with the Association. Lift

installation and servicing schedules can also be used. Common service mains are

included in life cycle assessments - their inclusion will depend upon responsibility.

4. Matters of decoration are excluded from projection and are assumed to be included in

Cyclical Maintenance Programmes. These include external paint/repair programmes

and common area decoration.

E4. Cost projections exclude the following areas of potential HHP expenditure:

a) Non-Residential Related Housing Assets :

Non Residential Buildings

Garages/Garage Sites

Play Areas

Hard/Soft Landscaping

b) Exceptional/Extensive Repairs:

Non-Traditional Housing

Asbestos Removal

c) Contingent Major Repairs

Structural Contingencies

Underground Services including water supply and drainage

Un-adopted Roads/Footpaths

Radon

Flood Risk

Land Contamination

d) Aids and Adaptations

Disabled adaptations

Dwelling Conversion (Bedroom Tax)



e) Revenue Maintenance

Voids Maintenance

Cyclical Maintenance

Responsive Maintenance



APPENDIX F : SHQS NON-COMPLIANT DWELLINGS

1. SHQS28 - INDIVIDUAL DWELLING WINDOW/ACCESS DOOR REPAIR FAILURE

asset reference property address

SHQS - Window/Access

Door Repair

1 390 23 Murray Place, Stornoway, Isle of Lewis non compliant

2 614 79 Seaforth Road, Stornoway, Isle of Lewis non compliant

3 1096 13 Cearn Shiaraim, Stornoway, Isle of Lewis non compliant

4 1265 31 Plasterfield, Stornoway, Isle of Lewis non compliant

5 1472 1 Carnan Park, North Shawbost, Isle of Lewis non compliant




Total N 8 8 8

2. SHQS31 - CAVITY WALL INSULATION FAILURE


SHQS external wall insulation

1 462 40 Perceval Road South, Stornoway, Isle of Lewis non compliant



4 3935 Ground Floor, 36 Bayhead, Stornoway, Isle of Lewis non compliant

5 3936 Upper Floor Flat, 36 Bayhead, Stornoway, Isle of Lewis non compliant

Total N 5 5 5

3. SHQS32 - LOFT INSULATION FAILURE


SHQS32 LOFT INSULATION

1 509 35 Portrona Drive, Stornoway, Isle of Lewis non compliant

2 923 15 Clachan Biorach, Tong, Isle of Lewis non compliant

3 966 14 Cearn Bhoraraidh, Stornoway, Isle of Lewis non compliant

4 1242 17 Bennadrove Road, Marybank, Isle of Lewis non compliant




8 1323 11 Parkend, Sandwick, Isle of Lewis non compliant

9 1626 12 St Ronans Drive, Lionel, Isle of Lewis non compliant

10 1800 1 Gead Gorm, Garenin, Isle of Lewis non compliant

11 2676 10 Am Meall, Isle of Vatersay non compliant

Total N 11 11 11



4. SHQS34A - CENTRAL HEATING FAILURE


SHQS - Full Central Heating

1 3373 4 Lios na Glib, Carloway, Isle of Lewis non compliant

Total N 1 1 1

5. SHQS35 - SAP RATING FAILURE


SHQS sap rating performance

1 348 31 Morison Avenue, Stornoway, Isle of Lewis non compliant

2 357 14 Morison Avenue, Stornoway, Isle of Lewis non compliant

3 828 3 Vatisker Park, Back, Isle of Lewis non compliant


















21 2081 4 Mishigarry, Sollas, Isle of North Uist non compliant



24 2185 1 Council Houses, Creagorry, Isle of Benbecula non compliant

25 2186 2 Council Houses, Creagorry, Isle of Benbecula non compliant

26 2486 1 Leonard Place, Daliburgh, Isle of South Uist non compliant





31 4014 Nurse's Cottage, Lochmaddy, Isle of North Uist non compliant



5. SHQS35 - SAP RATING FAILURE


SHQS sap rating performance

32 4054 Nurse's Cottage, Heatherhill, Barvas, Isle of Lewis non compliant

33 4144 Flat 1, 6 Lewis Street, Stornoway, Isle of Lewis non compliant






Total N 38 38 38

6. SHQS37A - KITCHEN SINK REPAIR FAILURE


SHQS - Kitchen Sink Repair

1 668 42 Springfield Road, Stornoway, Isle of Lewis non compliant



Total N 3 3 3

7. SHQS37B - KITCHEN STORAGE/WORKTOP REPAIR FAILURE


SHQS - Kitchen Storage/Worktop

Repair




Total N 3 3 3

8. SHQS37C - KITCHEN WATER SUPPLY REPAIR FAILURE


SHQS - Kitchen hot/cold water

Repair




Total N 3 3 3



9. SHQS38 - KITCHEN SAFE WORKING ARRANGEMENT FAILURE


SHQS SAFE KITCHEN LAYOUT

1 532 3 Queensland Road, Stornoway, Isle of Lewis non compliant

2 534 2 Queensland Road, Stornoway, Isle of Lewis non compliant

3 722 20 Torquil Terrace, Stornoway, Isle of Lewis non compliant

4 723 22 Torquil Terrace, Stornoway, Isle of Lewis non compliant



7 1035 1 Cearn Phabaidh, Stornoway, Isle of Lewis non compliant




















27 1596 2 Gearra Mor, Borve, Isle of Lewis non compliant



30 1619 20 Graham Park, South Dell, Isle of Lewis non compliant

31 1911 24 Macqueen Street, Tarbert, Isle of Harris non compliant



34 1947 2 Mill Road, Diraclete, Isle of Harris non compliant

35 1948 3 Mill Road, Diraclete, Isle of Harris non compliant

36 2000 1 Obbe Road, Leverburgh, Isle of Harris non compliant












43 2007 1 Dunmore Crescent, Leverburgh, Isle of Harris non compliant






49 2063 11 Kersavagh, Lochmaddy, Isle of North Uist non compliant






55 2098 1 Ashdaill Cottages, Bayhead, Isle of North Uist non compliant










65 2126 1 Bruach Gorm, Carinish, Isle of North Uist non compliant











76 2236 29 Baile na Cille, Balivanich, Isle of Benbecula non compliant









80 2340 9 Buaile Dubh, Eochar, Isle of South Uist non compliant


82 2480 11 Casimir Place, Daliburgh, Isle of South Uist non compliant












94 2508 1 Moor Cottages, South Boisdale, Isle of South Uist non compliant



97 2548 5 St Barrs Crescent, Northbay, Isle of Barra non compliant





102 2587 2 St Michaels Cottages, Castlebay, Isle of Barra non compliant








110 4077 Doctor's House, Northton, Isle of Harris non compliant

Total N 110 110 110



10. SHQS39 - KITCHEN ELECTRICAL PROVISION FAILURE


SHQS KITCHEN POWER

PROVISION

1 318 1 Macrae Road, Stornoway, Isle of Lewis non compliant

2 320 4 Macrae Road, Stornoway, Isle of Lewis non compliant

3 425 14 Nicolson Road, Stornoway, Isle of Lewis non compliant


5 659 2 Seaview Terrace, Stornoway, Isle of Lewis non compliant

6 660 2A Seaview Terrace, Stornoway, Isle of Lewis non compliant






12 862 3 Gearraidh Ghuirm, Upper Coll, Isle of Lewis non compliant




16 1113 12 Cearn Shodhaidh, Stornoway, Isle of Lewis non compliant
















32 1759 1 Dun Innes, Kirkibost, Isle of Bernera non compliant








10. SHQS39 - KITCHEN ELECTRICAL PROVISION FAILURE


SHQS KITCHEN POWER

PROVISION

38 1819 8 Uraghag, Garenin, Isle of Lewis non compliant







Total N 44 44 44

11. SHQS40 - KITCHEN STORAGE FAILURE


SHQS KITCHEN STORAGE




4 1362 15 Parkend, Sandwick, Isle of Lewis non compliant





















Total N 24 24 24



12. SHQS42 - MECHANICAL VENTILATION FAILURE


SHQS - Mechanical Ventilation

1 285 1 Macmillan Brae, Stornoway, Isle of Lewis non compliant

































Total N 33 33 33



13. SHQS44 - SMOKE DETECTOR FAILURE


SHQS - Smoke Detection




Total N 3 3 3

14. SHQS48 - SAFE LOBBIES/HALLS/PASSAGES FAILURE


SHQS safe lobbies/halls and

passages





Total N 4 4 4

15. SHQS49 - SAFE PATHS/PAVED AREAS FAILURE


SHQS safe paths/paved areas

1 160 9 Kennedy Terrace, Stornoway, Isle of Lewis non compliant




5 707 11 Tolmie Terrace, Stornoway, Isle of Lewis non compliant

6 766 56 Westview Terrace, Stornoway, Isle of Lewis non compliant


Total N 7 7 7

16. SHQS52 - COMMON LIGHTING FAILURE


SHQS common lighting

1 214 39 Macaulay Road, Stornoway, Isle of Lewis non compliant










16. SHQS52 - COMMON LIGHTING FAILURE


SHQS common lighting



























35 643 11 Seaview Terrace, Stornoway, Isle of Lewis non compliant


Total N 36 36 36



17. SHQS54 - COMMON DOOR ENTRY SYSTEM FAILURE


SHQS common door entry system

1 29 1 Dun Berisay, Balmerino Drive, Stornoway, Isle of Lewis

non compliant


non compliant


non compliant


non compliant


non compliant


non compliant


non compliant


non compliant


non compliant


non compliant


non compliant


non compliant

13 197 2 Leverhulme Drive, Stornoway, Isle of Lewis non compliant

14 233 7 MacCallum Place, Stornoway, Isle of Lewis non compliant









23 323 61 Matheson Road, Stornoway, Isle of Lewis non compliant



































53 473 5C Plantation Road, Stornoway, Isle of Lewis non compliant

54 487 24B Plantation Road, Stornoway, Isle of Lewis non compliant

55 489 24D Plantation Road, Stornoway, Isle of Lewis non compliant

56 574 12C Scotland Street, Stornoway, Isle of Lewis non compliant

57 575 12D Scotland Street, Stornoway, Isle of Lewis non compliant













































97 751 26D Westview Terrace, Stornoway, Isle of Lewis non compliant

98 752 28A Westview Terrace, Stornoway, Isle of Lewis non compliant

99 753 28B Westview Terrace, Stornoway, Isle of Lewis non compliant


101 756 30A Westview Terrace, Stornoway, Isle of Lewis non compliant
















112 1390 2 Tigh Thorcuill, Garrabost, Isle of Lewis non compliant


114 1792 1 Cnoc Mor, Breasclete, Isle of Lewis non compliant



117 3935 Ground Floor, 36 Bayhead, Stornoway, Isle of Lewis non compliant

118 3936 Upper Floor Flat, 36 Bayhead, Stornoway, Isle of Lewis non compliant


Total N 119 119 119

18. SHQS55 - COMMON DOOR SECURITY FAILURE


SHQS common external door

security














14 561 12 Ross Terrace, Stornoway, Isle of Lewis non compliant













18. SHQS55 - COMMON DOOR SECURITY FAILURE


SHQS common external door

security








Total N 31 31 31



APPENDIX G : LIMITATIONS AND ASSUMPTIONS

1. We have not included for any chemical testing of elements in particular to establish the

presence of the following:

Asbestos

High Alumina Cement

Chloride Content of Concrete

Ph Value of Concrete

Carbonation of Concrete.

2. The surveys were undertaken by visual inspection only and therefore we are unable to report

upon areas that were unexposed or inaccessible at the time of survey. Accordingly such

areas are assumed to be free from defect. Where deleterious materials or structural defects

were visible, these were noted with a recommendation that further investigative work be

commissioned by the Association.

3. We confirm that in light of Health and Safety Standards, roof voids were only inspected where

access could be safely gained by a fixed ladder or survey ladder.

4. Our Survey Report is designed to meet the primary requirements of the Proposal and will

accord with this fee proposal and any modification agreed with the commissioning client

during the course of the project. We cannot, however, accept liability for use of our findings

in a context different from that which was originally intended.

5. Some elements of the stock cannot easily be inspected but may incur cost within the future

30 years. Examples are underground drainage or pipework, wall ties, etc. As no visual

evidence of defect is usually available prior to failure, accurate prediction of such defects is

impossible. Accordingly we would recommend the addition of a contingency element to the

overall costs in the form of appropriate percentages so that financial provision is made for

these unknown repairs where suspected.

6. We are unable to make specific comment with regard to services, for example refuse/

hygiene disposal without specialist technical advice. On other occasions we have advised

Clients on relevant technical investigations and their findings have been incorporated in

subsequent reports.

7. Every effort has been be made to identify structural defects that are clearly visible, and

recommendations for engineering input will be made if deemed appropriate.



8. The Surveyor has undertaken a general surface inspection of those parts of the property

which are accessible; in other words visible and readily available for inspection from ground

and floor levels, without risk of causing damage to the property or injury to the surveyor. Due

care was therefore exercised throughout the Inspection regarding safety, practicality and the

constraints of being a visitor to the property (which may be occupied). Furniture, floor

coverings and other contents were not moved or lifted; and no part was forced or laid open to

make it accessible.

9. The visible services were inspected (except, in the case of flats, for drainage, lifts and

security systems), but the surveyor did not test or assess the efficiency of electrical, gas,

plumbing, heating or drainage installations, or compliance with current regulations, or the

internal condition of any chimney, boiler or other flue. Also, the surveyor does not research

the presence (or possible consequences) of contamination by any harmful substance.

10. The surveyor has regard to the apparent state of repair and condition of the property but will

not carry out a building survey nor inspect parts of the property which are covered,

unexposed or inaccessible (including roof voids and sub-floor areas). Such parts were

deemed to be in good repair and condition.

11. No special equipment (such as damp meter, binoculars, etc.) was used by the surveyors.

12. The Inspection was for the sole purpose of collecting data pursuant to the particular

requirements of the mass stock condition survey research project. Whilst due care was

exercised by the surveyors during the inspection, error may be introduced through a number

of sources. Data validation/cleaning and the Quality Plan will typically ensure data set error

of less than 2%. This level of error will not compromise the required level of confidence.

13. Information for non-surveyed properties has been cloned from surveyed properties of a

similar type and location. Post survey, cloned information has been audited against known

Association data sources for accuracy. No guarantee on the 100% accuracy of cloned data

can be provided. New build properties constructed from 2003 were excluded from the survey

programme. These properties have been included in the analysis of housing conditions on

the assumption they are in good condition and compliant with SHQS.

14. Duties of Care are applicable within the scope, extent and limitations of the physical sample

survey, costing basis, limitations previously stated and representation of the subjects as at

the date of the survey. We will additionally provide collateral warranties, if requested but only



subject to the agreement of acceptable warrantee terms and conditions, and satisfactory

commercial terms.

15. All cost information derived from the survey may only be interpreted as part of the report

document and must be read in conjunction with same.



APPENDIX H : THIRTY YEAR LIFE CYCLE AND COST PROJECTIONS

YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6 YEAR 7 YEAR 8 YEAR 9 YEAR 10 YEAR 11 YEAR 12 YEAR 13 YEAR 14 YEAR 15 YEAR 16 YEAR 17 YEAR 18 YEAR 19 YEAR 20 YEAR 21 YEAR 22 YEAR 23 YEAR 24 YEAR 25 YEAR 26 YEAR 27 YEAR 28 YEAR 29 YEAR 30

dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs dwgs

Primary Roof Cover 30 9 11 14 9 2 8 13 5 23 17 15 20 25 89 99 114 143 169 96 92 101 84 70 2 3 7 61

Chimney Stacks 1 21 95 84 91 105 68 57 51 47 58 28 40 27 21 26 3

Flashings 17 21 5 22 42 37 51 40 37 50 171 174 170 144 105 64 53 63 122 11 10 6 7 2

Soffits, Fascias, Barges 10 33 35 26 79 73 74 61 77 92 140 147 125 114 34 61 62 58 42 44 19 28 14 14 6

Gutters & Downpipes 17 79 99 94 106 47 154 160 134 161 174 74 64 76 52 10 21 31 30 15 11

External Wall Finishes 47 39 45 28 31 18 42 51 53 34 28 79 82 89 84 51 51 52 37 61 39 81 81 73 48 2

Porches 23 23 9 11 14 8 1 27 28 23 32 29 13 21 15 27 11

Canopies 26 23 19 25 10 5 20 30 18 17 51 41 49 31 7

Windows 149 38 38 47 27 33 34 28 62 78 91 83 98 97 27 65 59 60 56 15 100 92 103 62 49 14

Windows Second Cycle 149 38 38 47 27

Front Access Doors 95 44 54 38 36 43 36 46 36 98 76 90 78 8 113 103 63 108 75 82 88 83 67 4 30

Rear Access Doors 74 38 49 44 16 27 19 19 40 42 45 32 37 8 51 50 59 47 44 84 82 72 73 39 28

Primary Fencing 30 19 26 21 64 69 65 64 23 70 60 93 92 66 47 68 53 66 63 34 31 37 36 24 4 5 24

Secondary Fencing 38 59 59 45 95 110 88 175 54 80 65 78 71 77 49 56 53 43 38 38 29 10 2 9

Curtilage Paths/Paved Areas 10 21 12 13 8 7 17 22 39 44 44 36 53 51 42 47 54 48 89 81 92 81 31 46 43 41 3

Common Floor Finishes 31 23 1 3 15 21 6 45 17

Common Front Access Door 4 37 37 36 17 12 34 16 4

Common Rear Access Door 4 23 25 18 23 20 16 4

Common Door Entry System 10 1 23 4

Common Windows 7 5 43 54 27 4

Common Rooflights 30 13 18

Common Area Lighting 24 19 33 17 12 8 26 18 15 7 17 1

Kitchens 111 87 79 116 86 76 54 85 85 82 84 15 75 93 81 53 81 102 134 38

Bathrooms 86 36 25 59 53 121 109 149 79 15 72 73 65 81 28 55 39 55 53 32 19 12 25 36 45 35 58 55 47

Electrics 151 153 153 104 83 57 91 85 35 138 120 133 117 53 4 31 59 5 31 14

Heating 89 133 135 155 181 138 114 141 98 12 92 104 91 98 36

Kitchens - Second Cycle 111 87 79 116 86 76 54 85 85 82

Bathrooms - Second Cycle

Heating Second Cycle 89 133 135 155 181 138 114 141 98 12 92 104 91 98 36

COMMON PARTS

AMENITIES/SERVICES

UNITS OF ACTIVITY (DWELLINGS) BASE YEAR 1 2013/14 : LIFE CYCLE PROJECTIONS : NON NEW BUILD STOCK CNES ORIGIN

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC

DWELLING/BLOCK CURTILAGE



Primary Roof Cover 6 1 3 4 20 1 2 5 19 26

Chimney Stacks 1 2 1 12 2 14 2 8 5 12

Flashings 2 1 1 4 1 4 8 29 1 11 20 3 1 8 3 14

Soffits, Fascias, Barges 2 1 2 1 4 2 3 10 30 3 1 1 25 1 8 5

Gutters & Downpipes 1 3 5 46 1 3 1 31 12 4 31 48 1 1 12 43 4

External Wall Finishes 3 1 6 1 2 9 4 2 4 24 1 1 1 40 1 1 1 21 81

Porches 1 1 4 4

Canopies 1 2 1 8 7 6 4 23 4 17 50

Windows 1 21 4 3 13 80 1 2 10 48 2 1 11 62

Windows Second Cycle 1 21

Front Access Doors 1 3 13 1 7 10 2 11 75 1 7 53 3 1 4 9 59

Rear Access Doors 1 2 1 9 2 28 1 10 1 2 52

Primary Fencing 1 8 1 8 44 2 1 2 55 9 3 24 3 33 27

Secondary Fencing 29 8 1 9 9 69 1 12 1 4 1 16 2 19 20 21 10

Curtilage Paths/Paved Areas 6 19 6 1 1 1 3 5 2 4 24 1 1 41 1 4 45 43

Common Floor Finishes 2 3 33

Common Front Access Door 2 10 26 1

Common Rear Access Door 25 11 1

Common Door Entry System 25 11

Common Windows 3 26 8

Common Rooflights 33

Common Area Lighting 2 6 30 1

Kitchens 1 2 40 4 8 2 3 1 80 9 5 24 5 10 8 11 47

Bathrooms 2 28 1 3 2 19 98 11 2 54 8 3 3 23 1 1 1

Electrics 1 3 85 10 3 2 56 1 3 1 11 55 29

Heating 3 1 1 3 43 1 12 4 25 113 1 1 52

Kitchens - Second Cycle 1 2 40 4 8 2 3


Heating Second Cycle 3 1 1 3 43 1 12 4 25 113 1 1 52

AMENITIES/SERVICES

UNITS OF ACTIVITY (DWELLINGS) BASE YEAR 1 2013/14 : LIFE CYCLE PROJECTIONS : NON NEW BUILD STOCK NON-CNES ORIGIN

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC


COMMON PARTS



Primary Roof Cover

Chimney Stacks

Flashings

Soffits, Fascias, Barges

Gutters & Downpipes 22 15 44 30 26 73 40 5 90 20

External Wall Finishes

Porches

Canopies

Windows 22 15 44 30 26 73 40 5 90 20

Windows Second Cycle

Front Access Doors

Rear Access Doors

Primary Fencing

Secondary Fencing

Curtilage Paths/Paved Areas

Common Floor Finishes

Common Front Access Door

Common Rear Access Door

Common Door Entry System

Common Windows

Common Rooflights

Common Area Lighting

Kitchens 22 15 44 30 26 73 40 5 90 20

Bathrooms 22 15 44 30 26 73 40 5 90 20

Electrics 22 15 44 30 26

Heating 22 15 44 30 26 73 40 5 90 20

Kitchens - Second Cycle


Heating Second Cycle 22 15 44 30 26 73 40 5 90 20

AMENITIES/SERVICES

UNITS OF ACTIVITY (DWELLINGS) BASE YEAR 1 2013/14 : LIFE CYCLE PROJECTIONS : NEW BUILD STOCK

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC


COMMON PARTS



Primary Roof Cover 30 9 11 14 9 2 8 13 5 6 23 17 15 20 25 90 99 117 147 189 97 94 101 89 89 2 3 7 0 87

Chimney Stacks 0 0 0 0 0 0 0 0 0 1 0 0 0 0 22 95 84 93 106 80 57 51 49 58 42 42 27 29 31 15

Flashings 0 0 0 0 0 17 21 5 22 42 39 52 40 38 54 172 174 174 152 134 64 54 74 142 0 14 11 14 10 16

Soffits, Fascias, Barges 0 0 0 0 10 33 35 28 80 0 75 74 62 77 96 140 149 128 124 64 61 65 59 43 69 19 28 15 22 11

Gutters & Downpipes 0 0 0 0 17 80 99 97 111 93 154 161 137 162 205 74 76 80 83 80 37 76 60 53 116 40 5 90 20 15

External Wall Finishes 0 0 0 0 50 39 46 28 31 24 43 51 53 36 37 83 84 89 88 75 52 52 38 62 79 82 82 74 69 83

Porches 0 0 0 0 0 0 0 0 0 0 0 0 0 23 23 9 12 14 8 2 27 28 23 32 33 13 21 15 27 15

Canopies 0 0 0 0 0 0 0 0 0 0 0 0 0 0 26 24 21 26 18 12 20 30 24 21 23 51 45 49 48 57

Windows 149 39 38 47 48 33 34 32 62 81 91 96 98 97 129 80 104 92 92 136 142 98 193 93 111 0 0 14 0 0

Windows Second Cycle 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 149 39 38 47 48

Front Access Doors 0 96 44 57 51 36 43 37 46 43 98 86 92 89 83 113 103 64 115 128 85 89 87 76 63 0 0 30 0 0

Rear Access Doors 0 74 38 50 44 16 27 21 20 40 42 54 34 37 36 51 50 59 48 54 85 84 72 73 91 0 0 28 0 0

Primary Fencing 0 30 20 26 29 64 70 65 72 67 72 60 94 94 121 47 68 62 69 87 34 31 37 39 57 0 4 5 0 51

Secondary Fencing 0 67 59 59 53 96 110 97 184 123 81 77 78 72 81 49 57 53 43 54 38 31 29 22 21 0 0 0 0 19

Curtilage Paths/Paved Areas 0 10 21 18 19 13 14 8 17 22 40 44 45 39 58 51 44 47 58 72 89 81 93 82 72 46 44 45 48 43

Common Floor Finishes 0 0 0 31 0 23 0 1 3 17 0 0 0 0 24 0 0 0 6 45 0 0 0 0 0 0 0 0 0 50

Common Front Access Door 0 0 0 0 4 37 39 36 27 26 0 12 0 0 34 0 0 0 0 17 0 0 4 0 0 0 0 0 0 0

Common Rear Access Door 0 0 0 0 4 48 25 0 18 34 0 0 0 0 20 0 0 0 0 17 0 0 4 0 0 0 0 0 0 0

Common Door Entry System 0 0 0 0 0 35 1 0 0 34 0 0 0 0 0 0 0 0 0 0 0 0 4 0 0 0 0 0 0 0

Common Windows 0 0 0 0 0 7 0 0 5 43 0 3 0 0 80 0 0 0 0 35 0 0 4 0 0 0 0 0 0 0

Common Rooflights 0 0 0 0 0 0 0 0 0 0 0 0 0 0 30 0 13 0 0 51 0 0 0 0 0 0 0 0 0 0

Common Area Lighting 0 0 0 0 0 24 21 33 23 30 0 0 0 0 12 0 0 0 0 8 26 18 15 7 18 0 0 1 0 0

Kitchens 112 87 81 116 126 76 58 93 87 85 107 110 128 128 131 131 131 115 235 105 0 0 0 0 0 0 0 0 0 0

Bathrooms 86 38 53 59 54 121 112 151 98 113 72 73 76 83 82 55 47 58 56 77 35 56 55 62 119 75 63 146 67 0

Electrics 0 152 153 156 189 83 67 94 87 91 139 123 134 128 108 0 0 4 0 60 0 59 5 31 14 22 15 44 30 26

Heating 92 134 136 158 246 154 170 175 149 198 132 109 182 119 88 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Kitchens - Second Cycle 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 112 87 81 116 126 76 58 93 87 85

Bathrooms - Second Cycle 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Heating Second Cycle 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 92 134 136 158 246 154 170 175 149 198 132 109 182 119 88

AMENITIES/SERVICES

UNITS OF ACTIVITY (DWELLINGS) BASE YEAR 1 2013/14 : TOTAL STOCK

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC


COMMON PARTS

2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28 2028/29 2029/30 2030/31 2031/32 2032/33 2033/34 2034/35 2035/36 2036/37 2037/38 2038/39 2039/40 2040/41 2041/42 2042/43 TOTALCOSTS

£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £

Primary Roof Cover 297,655 53,460 65,748 92,400 59,400 11,880 49,104 91,344 31,680 192,192 127,908 117,348 136,643 153,569 462,516 581,717 777,041 1,156,339 799,699 672,242 459,510 450,257 373,030 263,737 8,424 26,730 48,125 246,894 7,806,592

Chimney Stacks 2,800 29,400 109,200 103,600 109,200 147,000 95,200 44,800 53,083 65,800 81,200 38,500 51,450 31,500 23,800 36,400 3,500 1,026,433

Flashings 6,790 7,300 3,604 10,651 29,002 16,754 35,316 13,291 19,059 28,093 45,761 71,473 61,956 43,600 40,360 11,014 8,254 12,574 45,817 4,633 1,404 632 2,328 281 519,947

Soffits, Fascias, Barges 8,630 21,802 24,256 19,740 71,566 50,443 56,886 60,352 71,444 83,388 130,197 126,893 118,026 110,240 27,395 45,000 38,537 56,789 34,626 28,020 11,902 24,308 13,295 11,683 6,929 1,252,347

Gutters & Downpipes 26,080 72,636 75,304 84,681 96,099 28,278 134,635 156,377 130,398 148,326 129,055 80,800 68,278 80,783 47,277 9,216 24,189 32,206 19,728 13,891 11,385 1,469,622

External Wall Finishes 69,693 93,753 128,159 133,749 91,432 79,345 170,887 144,441 155,176 97,002 48,474 284,076 319,353 269,093 250,584 217,340 103,284 176,124 97,327 160,944 64,453 305,705 256,258 218,513 114,855 3,830 4,053,850

Porches 109,451 99,405 38,070 48,292 65,565 37,541 4,230 32,254 75,259 105,750 136,417 124,785 57,105 98,347 68,737 121,189 51,817 1,274,214

Canopies 7,975 13,350 4,050 16,675 4,675 3,000 12,900 18,000 11,080 2,550 32,490 27,690 32,450 20,520 4,250 211,655

Windows 625,200 172,800 185,400 204,825 88,800 148,770 138,600 118,800 270,060 351,645 414,570 336,660 438,600 445,000 97,200 298,950 246,900 250,040 228,450 64,575 462,400 403,165 467,825 285,815 233,470 58,800 7,037,320

Windows Second Cycle 625,200 172,800 185,400 204,825 88,800 1,277,025

Front Access Doors 62,700 30,360 35,640 25,080 23,980 29,205 24,150 31,927 23,760 64,955 51,100 65,257 52,008 5,280 78,226 70,862 42,537 73,375 51,744 56,067 60,098 58,162 47,525 2,860 20,047 1,086,905

Rear Access Doors 48,840 25,575 33,165 29,040 10,725 17,985 12,952 12,732 27,967 28,215 31,597 23,595 24,420 5,610 36,217 34,089 40,535 31,729 29,920 55,440 54,725 49,219 48,752 26,125 18,480 757,649

SUB-TOTAL EXTERNAL FABRIC 922,855 337,800 307,083 366,030 306,723 390,336 469,913 489,020 616,147 542,797 1,072,651 940,285 1,004,017 1,103,353 687,449 34,089 40,535 31,729 29,920 1,342,679 1,519,590 1,378,961 1,394,511 1,230,567 781,950 1,096,909 639,037 688,279 511,800 417,686 27,773,559

Primary Fencing 27,225 21,316 18,145 9,402 53,504 47,623 45,158 26,132 14,754 51,499 70,318 65,253 60,135 47,342 43,802 52,286 49,505 45,971 43,810 8,750 4,970 15,255 30,109 24,714 202 882 5,825 883,887

Secondary Fencing 24,934 72,478 50,767 49,837 82,017 108,759 75,894 125,948 40,936 36,829 61,480 76,465 56,698 59,150 40,562 40,257 41,018 42,115 38,485 13,597 19,415 9,453 1,296 13,228 1,181,618

Curtilage Paths/Paved Areas 19,885 60,385 5,674 20,310 10,071 6,200 13,056 5,628 7,660 69,703 47,259 25,887 54,427 63,767 30,384 21,896 45,684 18,123 87,235 88,879 78,323 67,679 16,444 59,913 32,204 50,362 324 1,007,362

SUB-TOTAL DWELLING/BLOCK CURTILAGE - 72,044 154,179 74,586 59,239 155,831 166,453 127,252 165,136 61,318 95,988 201,501 188,977 142,720 160,919 148,131 122,927 112,419 133,770 100,418 109,582 113,264 103,031 99,084 41,158 59,913 32,406 51,244 324 19,053 3,072,867

Common Floor Finishes 15,909 20,527 1,785 15,172 19,200 3,719 34,353 15,172 125,837

Common Front Access Door 2,520 23,310 20,160 17,220 10,710 7,560 17,237 8,610 2,625 109,952

Common Rear Access Door 1,080 3,870 7,020 4,860 4,050 4,500 3,690 1,125 30,195

Common Door Entry System 6,000 1,200 9,000 2,500 18,700

Common Windows 700 500 11,904 33,400 14,550 1,250 62,304

Common Rooflights 3,600 520 2,160 6,280

Common Area Lighting 7,158 5,800 7,200 5,100 3,600 1,900 7,800 5,000 3,700 2,100 2,700 300 52,358

SUB-TOTAL COMMON PARTS - - - 15,909 3,600 61,565 34,180 26,205 21,170 40,126 - 7,560 - - 81,537 - 520 - 3,719 65,263 7,800 5,000 11,200 2,100 2,700 - - 300 - 15,172 405,626

Kitchens 388,655 303,630 276,122 410,752 313,340 265,652 201,880 318,017 308,557 297,125 311,447 57,547 282,512 331,995 299,520 187,307 294,047 366,292 471,785 135,507 5,821,689

Bathrooms 200,965 83,140 57,250 135,110 125,535 281,902 256,680 345,235 183,710 34,350 170,042 168,395 153,137 201,940 66,850 126,825 96,012 132,460 128,387 74,330 44,140 31,155 59,612 82,965 103,050 80,587 147,012 133,037 112,617 3,816,430

Electrics 392,553 409,248 401,751 284,529 209,895 146,706 237,132 218,946 93,765 350,700 306,075 336,210 295,575 133,560 10,080 78,645 165,690 14,175 88,011 37,800 4,211,046

Heating 345,615 501,935 623,670 722,015 748,105 524,880 429,835 554,380 298,845 39,050 348,465 316,190 304,855 365,180 96,225 6,219,245

Kitchens - Second Cycle 388,655 303,630 276,122 410,752 313,340 265,652 201,880 318,017 308,557 297,125 3,083,730

Heating - Second Cycle 345,615 501,935 623,670 722,015 748,105 524,880 429,835 554,380 298,845 39,050 348,465 316,190 304,855 365,180 96,225 6,219,245

SUB-TOTAL AMENITIES/SERVICES 935,235 1,281,258 1,366,290 1,669,628 1,471,509 1,282,329 1,035,101 1,454,764 1,010,058 464,290 1,180,654 848,207 1,076,714 1,194,690 596,155 659,747 891,994 1,132,502 1,322,187 1,036,587 957,675 930,310 904,289 880,573 493,240 694,704 665,082 755,909 786,354 393,350 29,371,385

TOTAL COST NET 1,858,090 1,691,102 1,827,552 2,126,153 1,841,071 1,890,061 1,705,647 2,097,241 1,812,511 1,108,531 2,349,293 1,997,553 2,269,708 2,440,763 1,526,060 841,967 1,055,976 1,276,650 1,489,596 2,544,947 2,594,647 2,427,535 2,413,031 2,212,324 1,319,048 1,851,526 1,336,525 1,495,732 1,298,478 845,261 60,623,437

FEES (10%) 185,809 169,110 182,755 212,615 184,107 189,006 170,565 209,724 181,251 110,853 234,929 199,755 226,971 244,076 152,606 84,197 105,598 127,665 148,960 254,495 259,465 242,754 241,303 221,232 131,905 185,153 133,653 149,573 129,848 84,526 6,062,344

Preliminaries (11%) 204,390 186,021 201,031 233,877 202,518 207,907 187,621 230,697 199,376 121,938 258,422 219,731 249,668 268,484 167,867 92,616 116,157 140,432 163,856 279,944 285,411 267,029 265,433 243,356 145,095 203,668 147,018 164,531 142,833 92,979 6,668,578

VAT (20%) N/A N/A N/A N/A N/A 457,395 412,767 507,532 438,628 268,265 568,529 483,408 549,269 590,665 369,307 203,756 255,546 308,949 360,482 615,877 627,905 587,463 583,954 535,382 319,210 448,069 323,439 361,967 314,232 204,553 14,670,872

TOTALCOST GROSS 2,248,289 2,046,233 2,211,338 2,572,645 2,227,696 2,744,369 2,476,599 3,045,194 2,631,766 1,609,587 3,411,173 2,900,447 3,295,616 3,543,988 2,215,839 1,222,536 1,533,277 1,853,696 2,162,893 3,695,263 3,767,427 3,524,781 3,503,721 3,212,294 1,915,258 2,688,416 1,940,634 2,171,803 1,885,390 1,227,319 88,025,231

LIFE CYCLE PROJECTIONS - COSTS £'S BASE YEAR 1 = 2013/14 : NON NEW BUILD STOCK CNES ORIGIN

YEAR

AMENITIES/SERVICES

COMMON PARTS


EXTERNAL FABRIC

BUILDING ELEMENT

2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28 2028/29 2029/30 2030/31 2031/32 2032/33 2033/34 2034/35 2035/36 2036/37 2037/38 2038/39 2039/40 2040/41 2041/42 2042/43 TOTALCOSTS

£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £

Primary Roof Cover 27,483 10,560 25,133 23,146 80,104 7,488 8,486 18,424 87,500 142,190 430,514

Chimney Stacks 1,400 2,800 1,400 16,800 2,800 19,600 2,800 11,200 7,000 16,800 82,600

Flashings 526 655 140 2,808 608 1,530 3,182 12,811 1,030 6,277 9,705 1,283 140 749 810 8,213 50,467

Soffits, Fascias, Barges 1,462 835 2,332 1,079 3,758 2,019 2,442 8,491 26,124 2,906 797 861 20,236 1,401 7,517 7,908 90,168

Gutters & Downpipes 1,260 2,448 3,096 23,280 1,116 3,550 1,490 26,644 13,662 3,799 28,499 49,099 972 1,159 13,288 64,981 2,775 241,118

External Wall Finishes 5,443 2,589 10,836 2,486 3,629 17,136 11,765 8,064 10,137 87,686 1,579 1,820 1,277 75,323 3,864 3,259 2,349 51,632 248,247 549,121

Porches 4,406 4,230 16,920 18,823 44,379

Canopies 600 600 625 4,800 4,200 900 625 3,525 1,290 2,590 11,355 32,760 63,870

Windows 5,400 100,350 17,400 12,600 63,030 341,875 5,520 7,800 39,175 239,085 9,000 4,725 45,630 297,655 1,189,245

Windows Second Cycle 5,400 100,350 105,750

Front Access Doors 660 1,980 9,768 687 4,620 6,699 1,402 7,260 51,590 759 4,757 37,438 2,062 759 2,640 6,270 41,981 181,332

Rear Access Doors 660 1,320 687 5,940 1,402 19,222 759 7,491 660 1,320 36,668 76,129

SUB-TOTAL EXTERNAL FABRIC - 6,060 - 2,640 115,561 1,260 2,589 23,317 4,618 78,819 5,344 77,440 7,433 12,519 464,433 23,533 34,271 44,888 124,346 565,068 21,761 20,385 15,234 96,080 664,389 9,237 11,389 15,699 78,314 578,066 3,104,693

Primary Fencing 972 2,664 1,080 5,976 41,900 2,880 1,116 1,402 28,365 9,526 976 14,940 2,794 27,728 9,802 152,121

Secondary Fencing 14,445 7,884 1,260 6,165 6,502 53,370 1,440 9,940 1,325 2,545 745 17,754 1,097 32,116 39,981 40,164 8,556 245,289

Curtilage Paths/Paved Areas 2,835 8,977 11,340 1,890 2,430 2,304 3,672 5,482 1,862 2,592 29,797 1,925 200 44,981 621 4,122 51,732 50,758 227,520

SUB-TOTAL DWELLING/BLOCK CURTILAGE - 14,445 972 2,835 19,525 1,260 12,420 8,055 12,478 95,270 6,750 9,940 3,420 6,399 36,392 - 2,607 9,526 3,568 62,491 - 1,097 34,041 42,975 112,873 - 621 4,122 51,732 69,116 624,930

Common Floor Finishes 3,570 1,785 30,047 35,402

Common Front Access Door 2,520 6,405 16,065 630 25,620

Common Rear Access Door 6,750 2,880 270 9,900

Common Door Entry System 15,000 6,400 21,400

Common Windows 600 33,900 11,700 46,200

Common Rooflights 4,040 4,040

Common Area Lighting 1,200 1,800 8,900 300 12,200

SUB-TOTAL COMMON PARTS - - - - - 21,750 3,720 - 8,205 37,815 - 600 - - 35,685 - - - - 16,640 - - - - 300 - - - - 30,047 154,762

Kitchens 3,985 6,980 152,552 13,960 27,920 7,475 11,240 3,902 300,072 31,410 17,450 92,175 17,450 35,587 28,882 38,802 166,230 956,072

Bathrooms 4,580 64,120 2,290 7,447 4,667 44,297 244,072 25,190 4,930 129,715 18,320 6,870 7,500 55,505 2,290 2,290 2,290 626,373

Electrics 2,520 8,358 238,329 25,578 8,253 5,145 149,772 2,520 7,875 2,520 27,823 140,595 73,080 692,368

Heating 8,700 3,000 3,720 11,625 152,360 3,720 48,015 15,885 74,125 506,205 3,125 3,000 148,700 982,180

Kitchens - Second Cycle 3,985 6,980 152,552 13,960 27,920 7,475 11,240 224,112

Heating - Second Cycle 8,700 3,000 3,720 11,625 152,360 3,720 48,015 15,885 74,125 506,205 3,125 3,000 148,700 982,180

SUB-TOTAL AMENITIES/SERVICES 12,685 10,100 74,820 19,983 545,531 3,720 95,000 56,725 131,042 911,289 6,422 307,947 62,245 53,203 511,185 26,150 56,907 39,472 57,927 447,175 9,995 48,015 22,865 74,125 661,047 - 13,960 33,335 10,475 159,940 4,463,285

TOTAL COST NET 12,685 30,605 75,792 25,458 680,617 27,990 113,729 88,097 156,343 1,123,193 18,516 395,927 73,098 72,121 1,047,695 49,683 93,785 93,886 185,841 1,091,374 31,756 69,497 72,140 213,180 1,438,609 9,237 25,970 53,156 140,521 837,169 8,347,670

FEES (10%) 1,269 3,061 7,579 2,546 68,062 2,799 11,373 8,810 15,634 112,319 1,852 39,593 7,310 7,212 104,770 4,968 9,379 9,389 18,584 109,137 3,176 6,950 7,214 21,318 143,861 924 2,597 5,316 14,052 83,717 834,767

Preliminaries (11%) 1,395 3,367 8,337 2,800 74,868 3,079 12,510 9,691 17,198 123,551 2,037 43,552 8,041 7,933 115,246 5,465 10,316 10,327 20,443 120,051 3,493 7,645 7,935 23,450 158,247 1,016 2,857 5,847 15,457 92,089 918,244

VAT (20%) 3,070 7,406 18,342 6,161 164,709 6,774 27,522 21,319 37,835 271,813 4,481 95,814 17,690 17,453 253,542 12,023 22,696 22,720 44,974 264,113 7,685 16,818 17,458 51,590 348,143 2,235 6,285 12,864 34,006 202,595 2,020,136

TOTALCOST GROSS 18,419 44,438 110,050 36,965 988,256 40,641 165,135 127,917 227,010 1,630,876 26,885 574,886 106,138 104,720 1,521,253 72,140 136,176 136,322 269,841 1,584,675 46,110 100,910 104,747 309,537 2,088,860 13,412 37,708 77,183 204,036 1,215,569 12,120,817

AMENITIES/SERVICES

LIFE CYCLE PROJECTIONS - COSTS £'S BASE YEAR 1 = 2013/14 : NON NEW BUILD STOCK NON-CNES ORIGIN

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC


COMMON PARTS

2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28 2028/29 2029/30 2030/31 2031/32 2032/33 2033/34 2034/35 2035/36 2036/37 2037/38 2038/39 2039/40 2040/41 2041/42 2042/43 TOTALCOSTS

£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £

Primary Roof Cover -

Chimney Stacks -

Flashings -

Soffits, Fascias, Barges -

Gutters & Downpipes 21,099 13,680 37,733 27,925 23,232 61,366 36,185 4,560 81,540 20,540 327,860

External Wall Finishes -

Porches -

Canopies -

Windows 95,540 60,465 193,286 130,284 112,846 300,883 174,246 20,155 404,094 95,860 1,587,659

Windows Second Cycle -

Front Access Doors -

Rear Access Doors -

SUB-TOTAL EXTERNAL FABRIC - - - - - - - - - - - - - - 95,540 60,465 193,286 130,284 112,846 321,982 187,926 57,888 432,019 119,092 61,366 36,185 4,560 81,540 20,540 - 1,915,519

Primary Fencing -

Secondary Fencing -

Curtilage Paths/Paved Areas -

SUB-TOTAL DWELLING/BLOCK CURTILAGE - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Common Floor Finishes -

Common Front Access Door -

Common Rear Access Door -

Common Door Entry System -

Common Windows -

Common Rooflights -

Common Area Lighting -

SUB-TOTAL COMMON PARTS - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

Kitchens 77,330 52,350 153,560 107,670 93,215 260,545 141,745 19,925 315,200 72,275 1,293,815

Bathrooms 50,730 34,350 100,760 70,590 61,115 170,845 92,965 13,025 206,800 47,375 848,555

Electrics 55,860 37,800 110,880 77,868 67,410 349,818

Heating 110,000 75,000 220,000 150,000 130,000 365,000 200,000 25,000 450,000 100,000 1,825,000

Kitchens - Second Cycle -

Heating - Second Cycle 110,000 75,000 220,000 150,000 130,000 365,000 200,000 25,000 450,000 100,000 1,825,000

SUB-TOTAL AMENITIES/SERVICES - - - - 110,000 75,000 220,000 150,000 130,000 365,000 277,330 77,350 603,560 207,670 93,215 260,545 141,745 19,925 315,200 233,005 109,350 320,760 220,590 191,115 535,845 348,825 75,825 767,680 225,243 67,410 6,142,188

TOTAL COST NET - - - - 110,000 75,000 220,000 150,000 130,000 365,000 277,330 77,350 603,560 207,670 188,755 321,010 335,031 150,209 428,046 554,987 297,276 378,648 652,609 310,207 597,211 385,010 80,385 849,220 245,783 67,410 8,057,707

FEES (10%) - - - - 11,000 7,500 22,000 15,000 13,000 36,500 27,733 7,735 60,356 20,767 18,876 32,101 33,503 15,021 42,805 55,499 29,728 37,865 65,261 31,021 59,721 38,501 8,039 84,922 24,578 6,741 805,771

Preliminaries (11%) - - - - 12,100 8,250 24,200 16,500 14,300 40,150 30,506 8,509 66,392 22,844 20,763 35,311 36,853 16,523 47,085 61,049 32,700 41,651 71,787 34,123 65,693 42,351 8,842 93,414 27,036 7,415 886,348

VAT (20%) - - - - 26,620 18,150 53,240 36,300 31,460 88,330 67,114 18,719 146,062 50,256 45,679 77,684 81,078 36,351 103,587 134,307 71,941 91,633 157,931 75,070 144,525 93,172 19,453 205,511 59,479 16,313 1,949,965

TOTALCOST GROSS - - - - 159,720 108,900 319,440 217,800 188,760 529,980 402,683 112,312 876,369 301,537 274,072 466,107 486,465 218,103 621,523 805,841 431,645 549,797 947,588 450,421 867,150 559,035 116,719 1,233,067 356,877 97,879 11,699,791

AMENITIES/SERVICES

LIFE CYCLE PROJECTIONS - COSTS £'S BASE YEAR 1 = 2013/14 : NEW BUILD STOCK

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC


COMMON PARTS

2013/14 2014/15 2015/16 2016/17 2017/18 2018/19 2019/20 2020/21 2021/22 2022/23 2023/24 2024/25 2025/26 2026/27 2027/28 2028/29 2029/30 2030/31 2031/32 2032/33 2033/34 2034/35 2035/36 2036/37 2037/38 2038/39 2039/40 2040/41 2041/42 2042/43 TOTALCOSTS

£ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £ £

Primary Roof Cover 297,655 53,460 65,748 92,400 59,400 11,880 49,104 91,344 31,680 27,483 192,192 127,908 117,348 136,643 153,569 473,076 581,717 802,174 1,179,485 879,803 679,730 467,996 450,257 391,454 351,237 8,424 26,730 48,125 - 389,084 8,237,106

Chimney Stacks - - - - - - - - - 2,800 - - - - 30,800 109,200 103,600 112,000 148,400 112,000 44,800 53,083 68,600 81,200 58,100 54,250 31,500 35,000 43,400 20,300 1,109,033

Flashings - - - - - 6,790 7,300 3,604 10,651 29,002 17,280 35,971 13,291 19,199 30,901 46,369 71,473 63,486 46,782 53,171 11,014 9,284 18,851 55,522 - 5,916 1,544 1,381 3,138 8,494 570,414

Soffits, Fascias, Barges - - - - 8,630 21,802 24,256 21,202 72,401 - 52,775 56,886 61,431 71,444 87,146 130,197 128,912 120,468 118,731 53,519 45,000 41,443 57,586 35,487 48,256 11,902 24,308 14,696 19,200 14,837 1,342,515

Gutters & Downpipes - - - - 26,080 73,896 75,304 87,129 99,195 51,558 134,635 157,493 133,948 149,816 155,699 80,800 81,940 84,582 75,776 79,414 38,841 71,098 47,653 50,411 126,347 36,185 4,560 81,540 20,540 14,160 2,038,600

External Wall Finishes - - - - 75,136 93,753 130,748 133,749 91,432 90,181 173,373 144,441 155,176 100,631 65,610 295,841 327,417 269,093 260,721 305,026 104,863 176,124 99,147 162,221 139,776 309,569 259,517 220,862 166,487 252,077 4,602,971

Porches - - - - - - - - - - - - - 109,451 99,405 38,070 52,698 65,565 37,541 8,460 32,254 75,259 105,750 136,417 141,705 57,105 98,347 68,737 121,189 70,640 1,318,593

Canopies - - - - - - - - - - - - - - 7,975 13,950 4,650 17,300 9,475 7,200 12,900 18,000 11,980 3,175 3,525 33,780 30,280 32,450 31,875 37,010 275,525

Windows 625,200 178,200 185,400 204,825 189,150 148,770 138,600 136,200 270,060 364,245 414,570 399,690 438,600 445,000 534,615 359,415 445,706 388,124 380,471 604,543 645,646 428,045 871,919 427,305 531,125 - - 58,800 - - 9,814,224

Windows Second Cycle - - - - - - - - - - - - - - - - - - - - - - - - - 625,200 178,200 185,400 204,825 189,150 1,382,775

Front Access Doors - 63,360 30,360 37,620 34,848 23,980 29,205 24,837 31,927 28,380 64,955 57,799 66,659 59,268 56,870 78,226 70,862 43,296 78,132 89,182 58,129 60,857 60,802 53,795 44,841 - - 20,047 - - 1,268,237

Rear Access Doors - 48,840 25,575 33,825 29,040 10,725 17,985 14,272 13,419 27,967 28,215 37,537 24,997 24,420 24,832 36,217 34,089 40,535 32,488 37,411 56,100 56,045 49,219 48,752 62,793 - - 18,480 - - 833,778

SUB-TOTAL EXTERNAL FABRIC 922,855 343,860 307,083 368,670 422,284 391,596 472,502 512,337 620,765 621,616 1,077,995 1,017,725 1,011,450 1,115,872 1,247,422 1,661,361 1,903,064 2,006,623 2,368,002 2,229,729 1,729,277 1,457,234 1,841,764 1,445,739 1,507,705 1,142,331 654,986 785,518 610,654 995,752 32,793,771

Primary Fencing - 27,225 22,288 18,145 12,066 53,504 48,703 45,158 32,108 56,654 54,379 70,318 66,369 61,537 75,707 43,802 52,286 59,031 46,947 58,750 8,750 4,970 15,255 32,903 52,442 - 202 882 - 15,627 1,036,008

Secondary Fencing - 39,379 72,478 50,767 57,721 83,277 108,759 82,059 132,450 94,306 38,269 71,420 76,465 58,023 61,695 40,562 41,002 41,018 42,115 56,239 13,597 20,512 41,569 41,277 40,164 - - - - 21,784 1,426,907

Curtilage Paths/Paved Areas - 19,885 60,385 8,509 8,977 20,310 21,411 8,090 13,056 5,628 10,090 69,703 49,563 29,559 59,909 63,767 32,246 21,896 48,276 47,920 87,235 88,879 80,248 67,879 61,425 59,913 32,825 54,484 52,056 50,758 1,234,882

SUB-TOTAL DWELLING/BLOCK CURTILAGE - 86,489 155,151 77,421 78,764 157,091 178,873 135,307 177,614 156,588 102,738 211,441 192,397 149,119 197,311 148,131 125,534 121,945 137,338 162,909 109,582 114,361 137,072 142,059 154,031 59,913 33,027 55,366 52,056 88,169 3,697,797

Common Floor Finishes - - - 15,909 - 20,527 - 1,785 - 18,742 - - - - 20,985 - - - 3,719 34,353 - - - - - - - - - 45,219 161,239

Common Front Access Door - - - - 2,520 23,310 22,680 17,220 17,115 16,065 - 7,560 - - 17,237 - - - - 9,240 - - 2,625 - - - - - - - 135,572

Common Rear Access Door - - - - 1,080 10,620 7,020 - 4,860 6,930 - - - - 4,500 - - - - 3,960 - - 1,125 - - - - - - - 40,095

Common Door Entry System - - - - - 21,000 1,200 - - 15,400 - - - - - - - - - - - - 2,500 - - - - - - - 40,100

Common Windows - - - - - 700 - - 500 11,904 - 600 - - 67,300 - - - - 26,250 - - 1,250 - - - - - - - 108,504

Common Rooflights - - - - - - - - - - - - - - 3,600 - 520 - - 6,200 - - - - - - - - - - 10,320

Common Area Lighting - - - - - 7,158 7,000 7,200 6,900 8,900 - - - - 3,600 - - - - 1,900 7,800 5,000 3,700 2,100 3,000 - - 300 - - 64,558

SUB-TOTAL COMMON PARTS - - - 15,909 3,600 83,315 37,900 26,205 29,375 77,941 - 8,160 - - 117,222 - 520 - 3,719 81,903 7,800 5,000 11,200 2,100 3,000 - - 300 - 45,219 560,388

Kitchens 392,640 303,630 283,102 410,752 465,892 265,652 215,840 345,937 316,032 308,365 392,679 409,969 467,482 457,115 484,910 465,302 471,379 415,099 825,787 374,012 - - - - - - - - - - 8,071,576

Bathrooms 200,965 87,720 121,370 135,110 127,825 281,902 264,127 349,902 228,007 278,422 170,042 168,395 178,327 206,870 196,565 126,825 114,332 139,330 135,887 180,565 80,780 131,915 130,202 144,080 276,185 173,552 160,037 342,127 159,992 - 5,291,358

Electrics - 395,073 409,248 410,109 522,858 209,895 172,284 245,385 224,091 243,537 353,220 313,950 338,730 323,398 274,155 - - 10,080 - 151,725 - 165,690 14,175 88,011 37,800 55,860 37,800 110,880 77,868 67,410 5,253,232

Heating 354,315 504,935 627,390 733,640 1,010,465 603,600 697,850 720,265 502,970 910,255 548,465 341,190 757,980 468,180 244,925 - - - - - - - - - - - - - - - 9,026,425

Kitchens - Second Cycle - - - - - - - - - - - - - - - - - - - - 392,640 303,630 283,102 410,752 465,892 265,652 215,840 345,937 316,032 308,365 3,307,842

Heating - Second Cycle - - - - - - - - - - - - - - - 354,315 504,935 627,390 733,640 1,010,465 603,600 697,850 720,265 502,970 910,255 548,465 341,190 757,980 468,180 244,925 9,026,425

SUB-TOTAL AMENITIES/SERVICES 947,920 1,291,358 1,441,110 1,689,611 2,127,040 1,361,049 1,350,101 1,661,489 1,271,100 1,740,579 1,464,406 1,233,504 1,742,519 1,455,563 1,200,555 946,442 1,090,646 1,191,899 1,695,314 1,716,767 1,077,020 1,299,085 1,147,744 1,145,813 1,690,132 1,043,529 754,867 1,556,924 1,022,072 620,700 39,976,858

TOTAL COST NET 1,870,775 1,721,707 1,903,344 2,151,611 2,631,688 1,993,051 2,039,376 2,335,338 2,098,854 2,596,724 2,645,139 2,470,830 2,946,366 2,720,554 2,762,510 2,755,934 3,119,764 3,320,467 4,204,373 4,191,308 2,923,679 2,875,680 3,137,780 2,735,711 3,354,868 2,245,773 1,442,880 2,398,108 1,684,782 1,749,840 77,028,814

FEES (10%) 187,078 172,171 190,334 215,161 263,169 199,305 203,938 233,534 209,885 259,672 264,514 247,083 294,637 272,055 276,251 275,593 311,976 332,047 420,437 419,131 292,368 287,568 313,778 273,571 335,487 224,577 144,288 239,811 168,478 174,984 7,702,881

Preliminaries (11%) 205,785 189,388 209,368 236,677 289,486 219,236 224,331 256,887 230,874 285,640 290,965 271,791 324,100 299,261 303,876 303,153 343,174 365,251 462,481 461,044 321,605 316,325 345,156 300,928 369,035 247,035 158,717 263,792 185,326 192,482 8,473,170

VAT (20%) 452,728 416,653 460,609 520,690 636,868 482,318 493,529 565,152 507,923 628,407 640,124 597,941 713,021 658,374 668,527 666,936 754,983 803,553 1,017,458 1,014,297 707,530 695,915 759,343 662,042 811,878 543,477 349,177 580,342 407,717 423,461 18,640,973

TOTALCOST GROSS 2,716,365 2,499,919 2,763,655 3,124,139 3,821,211 2,893,910 2,961,174 3,390,911 3,047,536 3,770,443 3,840,742 3,587,645 4,278,123 3,950,244 4,011,165 4,001,616 4,529,897 4,821,318 6,104,750 6,085,779 4,245,182 4,175,487 4,556,057 3,972,252 4,871,268 3,260,862 2,095,062 3,482,053 2,446,303 2,540,768 111,845,838

AMENITIES/SERVICES

LIFE CYCLE PROJECTIONS - COSTS £'S BASE YEAR 1 = 2013/14 : TOTAL STOCK

BUILDING ELEMENT

YEAR

EXTERNAL FABRIC


COMMON PARTS


Agenda Item 21

BOARD 26 June 2013

REPAIR AND MAINTENANCE CONTRACT - 6 MONTH SERVICE REVIEW


PURPOSE OF REPORT

1.1 This report provides the fourth mandatory Repairs and Maintenance Contract 6 month review on performance.

SUMMARY

2.1 The Board agreed to award the Repair and Maintenance contract for the period 2011-2016 to FES FM Ltd on 25 November 2010. The contract commenced on 1 April 2011.

2.2 A requirement of the contract is to carry out regular 6 monthly reviews.

2.3 This review is review No.4.

2.4 The purpose of the 6 monthly reviews is to assess performance and address areas of concern. It is ultimately to be the leading factor as to whether the contract is extended beyond the initial 5 year term.

2.5 This report details the scoring outcome for the second 6 month review.

COMPETENCE


RECOMMENDATIONS

4.1 It is recommended that this report be noted. APPENDIX

APPENDIX APPENDIX APPENDIX APPENDIX APPENDIX

1

2 3 4 5 6

Service Review Criteria and Scoring

Attendance at Meetings Performance Table

Paymech and Performance Reports Submissions Performance Table

Completions On Time Performance Charts

Response Times Performance Charts

Misc Performance Charts


Writer of Report Angus E MacNeil Tel: 0300 123 0773


COMPETENCE

Financial 5.1 There are no specific financial implications to the report. Any financial issues identified

during the mobilization period will be reported to future Board Meetings.

Legal 5.2 There are no legal implications to this report.

RISK

6.1 Risks are monitored throughout the contract period and maintained on a Risk Register. This is reviewed on a regular basis and updated as necessary.

REPORT DETAILS

7.1 The Service Review is carried out across a number of criteria as set out at Appendix 1.

7.2 The main scoring has been carried out by the HHP Service Managers. The Service Managers are responsible for the contract management and delivery.

7.3 The “Open Book” audit and review of the contractor’s costs including sub contractor and supplier costs was independently carried out by Torrance Partnership on behalf of HHP. Methodology and Scoring

7.4 The methodology is governed by the contract. Each heading is split into items for assessment. Each item has success criteria which the contractor is expected to achieve. The performance against the success criteria is scored according to the pre determined bands of scoring. The scoring matrix is included at Appendix 1.

7.5 Each category is assessed based on statistical information received from the contractor and verified by HHP information and reports.

7.6 The general findings are recorded in the comments section and the verification section records how the data was assessed.

7.7 In accordance with the contract, the contractor is required to score a minimum of 80 points in each review for HHP to be satisfied that the contractor is substantially providing the service in accordance with the contract requirements.

7.8 The consequences of failing to reach the scoring thresholds are:

i) Two consecutive reviews with scoring below 80 can result in the employer terminating the contract as the contractor will be deemed to have “substantially failed to provide the service” in accordance with the contract requirements; and

ii) Two consecutive unsatisfactory reviews can revoke extensions to the 5 year contract period. The contract was originally awarded on a 5 year period with an option of two further extensions for two years each (this would essentially result in a 9 year contract period).

7.9 The two previous service reviews have scored 106 and 121.


Conclusion

7.10 The scoring achieved was 113. This is a reasonable result for the second 6 month period of Year 2 of the contract. However, a number of areas can be improved upon in regards to completions, lowering average completion times, average costs and gas appointments.

7.11 The reactive completions performance has been slightly disappointing during this period. A number of response categories fell below the 95% target. However, better performance in other categories pulled the average above the 95% target. The contractor has been instructed that this performance needs to be improved to be consistently at or above the target level. Refer to Appendix 4 table 1.

7.12 The voids completions performance has been very good and remained at almost 100%. Refer to Appendix 4 table 2.

7.13 The detailed monthly payment mechanism reports are also used to monitor where the expenditure is occurring and the reports are refined each month to provide data on area spend, average costs and planned reactive spend. These costs need to be reduced to a constant level in order to deliver all works within budget. Refer to tables 1 to 3 in Appendix 6.

7.14 If the average costs of reactive repairs and voids can be reduced and maintained then the balance of Reactive v Planned will narrow. Planned maintenance should be the prominent spend in order to lessen the burden of reactive repairs. Refer to table 5 Appendix 6.

7.15 Right First Time completions need to increase in order to drive down costs and can be achieved by better repairs diagnosis with agreed costs, improved appointments, contractor maintaining better levels of stock and improved communication.

7.16 Overall performance has been steady but there is scope for improvement in a number of areas which both HHP officers and FES staff will continue to strive for.


Agenda Item 22

BOARD 26 June 2013

RESPONSE REPAIRS AND PLANNED MAINTENANCE UPDATE


PURPOSE OF REPORT

1.1 This report provides an update on planned and cyclical maintenance for 2013/14 and identifies some key issues in the management of these.

SUMMARY

2.1 The Board approved the budget on 20 February 2013 for planned and responsive works.

2.2 This report provides details of the planned works for 2013/14 and progress to date. The report also highlights pressures facing both the response and planned maintenance budgets.

2.3 Aligning response repair delivery with the budget available has been challenging and there was a significant overspend in 2012/13. Work is ongoing to address this during 2013/14.

COMPETENCE

3.1 The legal, financial or other constraints to any recommendation in this report are contained in paragraph 5.

RECOMMENDATIONS

4.1 It is recommended that this report be noted.




COMPETENCE

Financial 5.1 The Business Plan includes an allowance per annum for planned and responsive works.

For 2013/14 these are: Reactive Planned

RSL £399 Non RSL £528 RSL £258 Non RSL £216 The total budget approved for the year is: Response Repairs £1,176,454 (increase of £82k); and Planned Maintenance £549,350 (increase of £9k)

Legal 5.2 HHP have statutory responsibilities for the repair and maintenance of properties.

RISK

6.1 There has been constant pressure on the response and planned maintenance budgets for the last few years. Budgets are closely monitored. However, response repairs and voids by their nature are reactive and include statutory duties which must be complied with. Planned maintenance works are more controllable but the scale of works identified has significantly exceeded the budgetary provision.

REPORT DETAILS

7.1 The report covers 2 elements:

Planned maintenance programme and progress; and

Response repairs.

Planned Maintenance 2013/14

7.2 The planned maintenance programme is cyclical and split into two types

Planned programme 5 year cycle; and

Annual cyclical works.

7.3 The 5 year cycle consists of a programme which splits the stock into a 5 year programme. This programme was set up in 2010/11 and is now in year 4. Every year a fifth of the stock is included on the programme, approximately 460 properties per annum.

The 5 year cyclical work typically consist of:

Painterwork;

Fencing ;


Gutter cleaning;

Lubrication of windows and doors;

Bin shelters;

Drainage;

Gates;

Drying areas;

Misc – roofing/ roof drainage/ chimney repairs/ fascias/ soffits/ bargeboards;

Garage doors;

Store doors;

Footpaths; and

Flue cleaning – introduced this year. This work has historically been viewed as a tenant responsibility but HHP have statutory responsibilities on Health and Safety and to maintain services.

7.4 The annual cyclical works include:

Gas servicing – 1 service every year;

Air Source heating servicing – 1 service every year;

Oil heating servicing - 1 service every year;

Door entry servicing - 1 service every year;

Communal lighting servicing - 2 services every year;

Stair lift servicing - 1 service every year;

Fire detection system servicing to common areas and Houses of Multiple Occupation - 4 services every year;

Portable appliance testing - 1 service every year; and

TV/ Satellite system servicing - 1 service every year.

7.5 All the above works are carried out by FES in accordance with pre determined rates on the Reactive and Planned Maintenance Contract.

Planned 5 Year Programme

7.6 An investigation is carried out of the properties included in that years programme and the required works are identified and costed. These works have then been prioritised as follows:


i) Health, safety and security;

ii) Fabric of the building (maintained in wind and watertight condition);

iii) Mandatory servicing; and

iv) Good practice (lubricating windows/ doors, flues are cleaned, gutter cleaning).

7.7 The works identified in the last two years have been significantly in excess of the budget available. A breakdown is provided below.

2012/13 2013/14

Annual Cyclical and 5 Year Programmes

Annual Servicing £85,678 £68,206

Store Doors/Garage Doors

£9,412 £18,961

Gates £39,907 £50,809

Fencing £198,198 £234,562

Painterwork £437,995 £707,641

Timber Repairs £17,763 £84,926

Pavements £31,212 £91,439

Drainage £1,553 £19,055

Cleaning Gutters £14,026 £18,045

Lubricating Windows/Doors

£8,063 £14,297

Drying Areas £24,441 £43,110

Cleaning Flues £4,927

Total Survey Costs £868,249 £1,355,976

Budget £540,000 £549,000

7.8 Inevitably this means that some works have to be omitted. Typically works omitted are:

i) painting;

ii) fencing; and

ii) gates.

7.9 Most of this work cannot be accommodated within the Investment programme as there are separate pressures relating to the SHQS deadline in 2015 which have to be addressed first and there are insufficient resources within the programme.


7.10 The draft Stock Condition reports that we do not have any failures on properties falling below Tolerable Standard or having any Primary or Secondary failures on building elements. This is a positive result and reflects the approach being taken to planned maintenance. However it is a concern that the works identified are significantly higher that the monies available and this needs to be closely monitored to ensure stock continues to be adequately maintained.

Response Repairs (incl Voids)

7.11 Reactive repairs and voids are demand led and reactive by nature. Several factors, over which there is no or limited control can influence spend, such as weather events, insurance related works and rechargeable damage caused wilfully during tenancies.

7.12 There a number of mitigating measures which are being taken by HHP and FES to control spend. These include close monitoring of works being issued; ensuring works issued are prescriptive and accurate; ensuring works are assigned the correct schedule of rates; that compensation events are limited and authorised in advance; planning the works more efficiently and ensuring works are carried out right first time.

7.13 In addition the standard of service can be amended by restricting the types of work carried out or by increasing the time period for these being carried out. These options are being considered and will be reported to Board as appropriate.

7.14 Works continue to be monitored throughout the year to identify pressures and to provide an opportunity for corrective action to be taken.

Conclusion

7.15 There requires to be ongoing close monitoring of repair and maintenance services. There continues to be a challenge in aligning the quality and level of service with the budget available.

7.16 There is a relationship between planned and response repairs and it would be expected that planned programmes should reduce response repairs. This would obviously be further assisted by investment programmes upgrading or replacing various building components. However, if planned maintenance is inadequate then this will impact on responsive works. Furthermore, as components are only replaced at the end of their lifecycle there is a limit as to how far responsive spend can be reduced. There will inevitably be failures as components age. There is also a relationship between the quality of components and replacement parts.

7.17 As works such as painterwork and fencing/gate replacements are omitted from the Planned Maintenance programmes the condition of these elements will deteriorate and require attention. This will also have an additional impact on the aesthetic appearance of the stock. The second 5 year cycle should allow more of the works previously omitted to be carried out albeit that annual servicing requirements are increasing and placing demand on resources.

7.18 These issues will be expanded on in future Board reports and information will also be brought forward on the trends during the year and action the Board may wish to consider.


Agenda Item 23

BOARD 26 June 2013

HOUSING ALLOCATIONS - ANNUAL REPORT 2012/13


PURPOSE OF REPORT

1.1 This report provides statistical information on housing allocations during 2012/13 and outlines a number of the key issues surrounding supply and demand for housing.

SUMMARY

2.1 The Improvement Plan agreed with the Scottish Housing Regulator committed to providing an annual report to Committee setting out information on supply and demand for housing. This is the fourth such report and this will develop over time to indicate trends and will help to inform decisions on the requirement for, and location of, new supply.

2.2 The process of developing the annual reports has highlighted weaknesses in the quality and organization of our data. Some of these have been addressed while others are being dealt with during the implementation of the new Allocation Policy. Some of the commentary in the report reflects these weaknesses.

2.3 This report is also an important part of our monitoring of equality in terms of access to housing.

2.4 The level of demand for housing is an important issue for the business and one which needs to be closely monitored. The demand as demonstrated by waiting lists is not high particularly outwith the Stornoway area. This information should inform strategic planning and the future shape of the development programme.

COMPETENCE

3.1 There are no financial implications to the report.

RECOMMENDATIONS


a) The report is noted; and

b) The quotas for allocating properties in Stornoway area be set at 50% homeless nominations, 20% transfer applicants and 30% for other waiting list applicants.


COMPETENCE

Financial 5.1 Increasing the proportion of transfers in Stornoway would increase the number of voids

and put more pressure on void repair budgets. This will be contained within existing budgets.

Legal 5.2 There are no specific legal implications in the report.

RISK

6.1 The weaknesses in the quality and robustness of data highlighted in the report presents a risk in terms of forward planning and effective performance management.

REPORT DETAILS

HOUSING DEMANDS

7.1 Appendix 1 provides information on the number of applicants on waiting lists at 21 May 2013. This data is for first choice areas only. Appendix 1 also shows a breakdown of all applicants including transfers and Priority Homeless.

7.2 The total number of applicants on the waiting list as at 21 May 2013 is 759. Of these 609 are waiting applicants and 151 are transfers The waiting list in the 2011/12 report was 773.

7.3 The number of applications received during 2012/13 was 415 and the average time taken to process these applications was 2 days.

7.4 Appendix 2 provides information on applications by household type.

7.5 52% of applicants are single people and 26% are single people aged 26-59. 25% of applicants are households with children. In the 2011/12 report the figures were 50% of applicants who were single, 28% were single people aged 26-59 and 21% applicants were households with children.

7.6 Appendix 3 shows that the largest applicant group is white Scottish at 77% with 12% of applicants being of other white British origin. White Irish and other white backgrounds make up 5%. 4% did not provide information.

7.7 Appendix 4 provides information on applications cancelled during the year and the reasons for cancellation. 240 applications were cancelled during the year. The primary reason for applications being cancelled was due to non-return of review forms. The rolling review process is important in keeping data live and up to date.

7.8 Appendix 5 shows that the largest demand by a considerable distance is for the Stornoway area with 58% of applicants recording this as their first choice area. The next largest areas of demand are Eoligarry/Scallery(6%), Back/Tong(5%), Tarbert (5%), and Creagorry (5%).


SUSPENSIONS

8.1 In some circumstances applicants will be suspended from the waiting list. Appendix 6 provides information on the number of applicants suspended and the reasons for these suspensions. Suspended applicants are reviewed every month to ensure that the suspension is still relevant. There are currently 16 applications suspended as shown in the Appendix, 8 are suspended because of former tenant arrears, 6 for current tenant arrears and 2 because of conduct issues.

HOUSING SUPPLY

9.1 The number of properties becoming available for let during 2012/13 is shown in Appendices 7 and 8. In total 199 (excluding new build) were re-let during 2012/13. Appendix 7 provides information on supply by area while Appendix 8 details supply by size property.

9.2 Appendix 7 shows that 71 lets (35.68%) were in the Stornoway area with 12 lets (6.03%) in Balivanich and 21 lets (10.55%) in Lochboisdale. In the 2011/12 report the figures were 56 lets (39.49% were in the Stornoway area, 14 lets (8.91%) in Balivanich and 21 lets (13.37%) in Lochboisdale.

9.3 Appendix 8 shows that 83 lets (42%) were of 1 bedroom properties and 56 lets (28%) of 2 bedroom properties. Only 2% of lets were of 4 or more bedrooms. In the 2011/12 report the figures were 62 lets (39%) were of 1 bedroom properties and 47 lets (29%) of 2 bedroom properties.

9.4 Appendices 9 and 10 provide information on the applicants housed during the year by household type and by ethnic origin. Appendix 9 shows that 15.6% of lets were to couples with children, 12.6% were to couples, 17.1% were to single parents and 44% were to single people. These figures are in line with the proportion of households on the waiting list.

9.5 Appendix 10 shows that 76.3% of lets were to white Scottish applicants and 19.6% to other white groups. We do not have information on 3% of allocations. 0.5% of allocations are recorded as being to non-white groups. Again this is broadly in line with the make-up of waiting lists.

PRIORITY HOMELESS APPLICANTS

10.1 In total 61 priority homeless applicants were housed during 2012/13. Of these 39 (excluding new build) were housed in the Stornoway area. This is 49% of lets in Stornoway and is in line with the quota previously agreed by Committee. It was agreed that this quota would be reviewed annually or as requested by the Comhairle. It is proposed that the quota continue at 50% of re-lets in the Stornoway area. There has been no request by the Comhairle to amend the current quota.

QUOTAS FOR ALLOCATING HOUSES

11.1 Within the Stornoway area, houses will continue to be allocated on a one to one basis between homeless applicants and mainstream/transfer applicants.


11.2 Due to the introduction of Bedroom Tax there are now more tenants wanting to downsize. To accommodate this increased demand and to provide further assistance to those affected by the Bedroom Tax, it is proposed to increase the transfer quota for Stornoway to 20%.

CONCLUSION

12.1 The information in this report allows trends and changes in demand and supply to be tracked. It also provides a base from which an assessment can begin to be made as to whether the allocation policy is meeting any objectives set and whether those most in housing need are being housed.

12.2 There are some key points to note. The supply of vacancies is primarily of 1 and 2 bedrooms which relates well to the fact that nearly 50% of the waiting list is single people.

12.3 The percentage of lets made by ethnic group is in line with the composition of the waiting list although the numbers are small.

12.4 Demand against supply needs to be closely monitored. On a simplistic level there are 609 applicants on waiting lists excluding transfer applicants. It can be assumed that a significant proportion of these will not be actively seeking housing at present. When this is compared to the supply of housing at an average of approximately 200 per annum the level of demand per vacancy is not high. This practice is consistent with previous years and is an important issue in business terms.

APPENDIX 1 Waiting List Figures as at 25.5.12

APPENDIX 2 % of Waiting and Transfer Applications by Household Type

APPENDIX 3 % of Applicants by Ethnic Origin

APPENDIX 4 Number of Cancelled Applications

APPENDIX 5 Demand by Area of First Choice %

APPENDIX 6 Number of Suspended Applications as at 31.3.12

APPENDIX 7 Number of Re-Lets by Area

APPENDIX 8 Number of Re-Lets by Property Size

APPENDIX 9 % of Re-Lets by Household Type

APPENDIX 10 % of Re-Lets by Ethnic Origin


Writer of Report Mina Maclean Tel: 0300 123 0773

APPENDIX 1WAITING LIST FIGURES AS AT 21 MAY 2013

BREAKDOWN OF WAITING AND TRANSFER APPLICANTS

143

8

521

1770

0

100

200

300

400

500

600

Transfer Transfer Sheltered Waiting Sheltered Homeless

8 5 5 5 8 6 433

353

13 14 229

6 2 6 11 5 631

2 2 11 238

1050100150200250300350400

APPENDIX 2

% OF WAITING AND TRANSFER APPLICATIONS BY HOUSEHOLD TYPE

0% 1%

8%

0%

4% 5%

2%

10%

0% 1% 0% 1% 1% 0%3%

11%

1%2%

16%

26%

8%

0%

5%

10%

15%

20%

25%

30%

APPENDIX 3

PERCENTAGE OF APPLICANTS BY ETHNIC ORIGIN

0% 0% 0% 0% 0% 0% 4% 0% 0% 0% 4% 1% 0% 0% 1%12%

77%

0%10%20%30%40%50%60%70%80%90%

APPENDIX 4

NUMBER OF CANCELLED APPLICATIONS

49

4 1 3

118

3

158 5 5 2 3

17

2 5

0

20

40

60

80

100

120

140

APPENDIX 5

DEMAND BY AREA OF FIRST CHOICE %

1% 1% 1% 1% 1% 1% 1%5%

58%

2% 2% 0%5%

1% 0% 1% 2% 1% 1%5%

0% 0% 2% 0%

6%

0%0%

10%

20%

30%

40%

50%

60%

70%

APPENDIX 6

NUMBER OF SUSPENDED APPLICATIONS AS AT 21.5.13

6

8

2

0

1

2

3

4

5

6

7

8

9

Current Tenant Arrears Former Tenant Arrears Unsatisfactory Tenancy Reference

APPENDIX 7

NUMBER OF RE‐LETS BY AREA

2 1 3

12

3 2 2

71

2 39

14

52 1 2

6 612

4 5

21

28

0

10

20

30

40

50

60

70

80

APPENDIX 8

NUMBER OF RELETS BY PROPERTY SIZE

0

10

20

30

40

50

60

70

80

90

1 2 3 4

83

56 55

5

APPENDIX 9PERCENTAGE OF RELETS BY HOUSEHOLD TYPE

1.5%

13.6%

0.5%

6.6%4.5%

1.5%

8.6%

0.5% 0.5% 0.5% 0.5%

3.5%

13.6%

0.5%

9.6%

25.3%

8.6%

0.0%

5.0%

10.0%

15.0%

20.0%

25.0%

30.0%

Couplewith

Children:18 ‐ 25

Couplewith

Children:26 ‐ 59

Couplewith

Children:60+

Couple:18 ‐ 25

Couple:26 ‐ 59

Couple:60+

NotEntered

Otherwith

Children:18 ‐ 25

Otherwith

Children:26 ‐ 59

Other:18 ‐ 25

Other:60+

SingleParent:18 ‐ 25

SingleParent:26 ‐ 59

SinglePerson:16 ‐ 17



SinglePerson:60+

APPENDIX 10

PERCENTAGE OF RELETS BY ETHNIC ORIGIN

0.5%3.0%

0.5%4.5%

1.5% 0.5%

13.1%

76.3%

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

90.0%

Chinese Not supplied Other AsianBackground

Other WhiteBackground

Polish White Irish White OtherBritish

White Scottish


Agenda Item 24

BOARD 26 June 2013

INVESTMENT PROGRAMME 2013/14


PURPOSE OF REPORT

1.1 To present to the Board an update on the 2013/14 Investment Programme.

SUMMARY

2.1 The Investment Programme for 2011/12 to 2015/16 was agreed by the Board in November 2010. A procurement exercise was subsequently carried out to establish a Framework Agreement to deliver the 4 year programme.

2.2 The Investment Programme for 2013/14 was agreed by Board on 20 February 2013 subject to budgets being approved.

2.3 The priority of works has been compiled using the data from the previous stock condition survey.

COMPETENCE

3.1 The financial and legal implications are detailed at paragraph 5.

RECOMMENDATIONS


a) Progress with the Investment Programme as at Appendices 1 and 2 be noted; and

b) The use of Dimplex Quantum Heating be approved for use at Murray Place as set out in paragraphs 8.10 to 8.12.

APPENDIX 1 Procurement/Works Programme

APPENDIX 2 Financial Report

APPENDIX 3 Brochure – Dimplex Quantum Heating




COMPETENCE

Financial 5.1 The programme has been prepared as part of a 4 year budget programme. 2013/14 is the

third year of the programme. 5.2 The budget for 2013/14 has been set at £3.776m. 5.3 The carry forward from 2012/13 will form part of recommendation of a separate report

being presented to Board on this agenda. 5.4 The profile of spend for 2013/14 based on projected framework costs is:

Legal 5.5 There are no legal implications to this report.

RISK

6.1 The framework contract continues to deliver efficiency savings on the per unit cost which is anticipated to continue. The risk of the prices increasing during the year is considered low. However the loss of UBC from the framework has had an adverse impact by lessening competition but to a limited extent.

REPORT DETAILS

LVST Stock and Former RSL

7.1 The Investment Programme has been planned to factor in the following:

a) Scottish Housing Quality Standard – the standard covers a number of different types of criteria. The criteria of most importance to HHP and which presents the biggest challenge is achieving the Energy Efficiency standard;

b) Stock Transfer Commitments – a number of promises were made to tenants at transfer such as choice of kitchens, decoration, floor coverings. Similar promises were given for bathrooms and external lighting which will also form part of the SHQS criteria for safety and security;

c) Business Plan Targets - a number of different commitments are given in the Business Plan to achieve delivery of specified number of windows, kitchens, heating and bathrooms, within years 1 to 5 and 6 to 10 from the date of transfer; and

Year 2013/14

Investment Programme Works 3,449,724

Investment Other 274,050

Investment 5 RSLs 52,026

Carry forward from 2012/13 (to be approved)

105,790

Total 3,881,590


d) Stock Condition Survey – the data from the most recent Stock Condition Survey is currently being analysed and verified. Once complete the resulting data will be used to inform the investment programme.

7.2 A more detailed copy of the programme is available for Board Members upon request. The detailed programme contains a scheme by scheme programme over the 4 years from 2011 - 2015. This has previously been approved and is available in booklet form split by scheme into Council Wards. These booklets have also previously been circulated to Board members, tenants and Councillors.

PROCUREMENT/PROGRESS OF THE 2013/14 PROGRAMME

8.1 The procurement/ works programme is attached as Appendix 1.

8.2 The only outstanding lots to be tendered are electrical works. This will be tendered in June 2013 using data from the new Stock Condition Survey. This work consists of replacement of carbon monoxide, smoke detectors and installation of external security lights.

8.3 During the framework period the contractors are not permitted to increase any price (with the exception of a contractual provision for an increase to reflect RPI increase). Each contractor must decide if he wishes to offer a “discounted” rate on his original tender rates.

8.4 The Framework contract is split into lots. The lots are divided into 2 areas: Successful contractor Lewis & Harris Window and doors Lot 1 Alex Murray Construction

Heating Lot 2 Alex Murray Construction Bathroom/showers Lot 3 Alex Murray Construction Kitchens Lot 4 O’Mac Construction Roofing/ roughcasting Lot 5 Alex Murray Construction Electrical works Lot 6 to be tendered

Uists & Barra Window and doors Lot 7 no works 2013/14

Heating Lot 8 Alex Murray Construction Bathroom/showers Lot 9 no works 2013/14 Kitchens Lot 10 Alex Murray Construction Roofing/ roughcasting Lot 11 no works 2013/14 Electrical works Lot 12 to be tendered

8.5 Lots 7, 9 and 11 will not apply during this year as there are no works programmed within

the area. 8.6 Appendix 1 shows progress to date. A number of lots have either commenced on site or

are awaiting survey data from the contractors. However, it can be seen that the lots are programmed for completion comfortably within the financial year.

8.7 Lot 1 – previously the Board approved the bringing forward of windows in Plasterfield (20

units) and Parkend (20 units) from the 2013/14 programme to the 2012/13 programme on 5 September 2012. These works were not fully completed within 2012/13 and residual spend has been carried forward.


8.8 It was also previously approved that Perceval Road and Torquil Terrace would be brought forward into the 13/14 programme. These properties are still to be surveyed. When the surveys are completed the works will be incorporated into the financial report at Appendix 2.

8.9 Lots 2 and 8 Heating; this work will be delayed due to the timing of the Renewable Heat

Premium Payment grant application system. Applications will not be approved earlier than August and works are not permitted to commence in advance of any award. It is in the interests of HHP to delay any site start in order to maximise the opportunity of grant income to reduce unit costs and increase the level of works that can be carried out on the Investment programme.

8.10 Previously the Board approved the primary option of Air Source Heat Pumps (ASHP) where

gas was not available. However, Murray Place flats currently have a mix of storage and convection heaters known as Total Heating with Total Control. The flats are unsuitable for gas or ASHP for the following reasons:

there is no gas supply to the blocks; there is no wet delivery system in the flats; there will be particular problems with issues with installing ASHP in the 1st floor flats; there are planning restrictions as this is a conservation area; and the tenants are elderly and the provision of pipework and radiators would be hugely

disruptive.

8.11 With this in mind we have specified an upgrade to the existing system with new Dimplex Quantum storage heaters. Quantum heaters are the latest in storage heating technology. They are more efficient and responsive, easier to operate and retain their heat throughout the day.

8.12 The installation will be far simpler and less of an upheaval to the elderly tenants within the scheme. They should see a reduction in their running costs as the new heaters and hot water cylinder are more energy efficient. A brochure providing more information on the heating is attached at Appendix 3.

8.11 Lots 6 and 12 Electrical Works; this work consists of replacement of carbon monoxide, smoke detectors and installation of external security lights. Data from the new stock condition survey will inform these works and will be tendered in June.

PILOT PROJECTS UPDATE

External Insulation to Swedish Timber Houses

9.1 It was decided to withdraw the works from the Pilot Projects until costs represented better value for money and could be sustained in the longer term.

9.2 In April 2013 SIG Energy Management (SIG) approached HHP regarding potential grant

funding for external insulation which they are able to access. 9.3 As a result of this SIG has produced a tentative proposal to externally insulate 55

properties at a cost to HHP of £2450 (excl VAT) per property. This compares to previous tender prices of approximately £20k per property.


9.4 SIG have to firm up the proposal whilst making clear that there is no commitment from HHP to carry out the works. HHP has also informed SIG that there will be a procurement process required for any works.

9.5 At present there are no resources within the investment programme to progress external

insulation but this will be reviewed as part of the investment planning process.

Coomb Insulation

9.6 As a result of the successful pilot project it was agreed to specify Icythene spray foam on all future coomb insulation projects.

9.7 During February and March 2013 HHP injected Icythene insulation to 59 properties. A

further contract consisting of 56 properties is currently underway. 9.8 HHP will carry out air tightness tests on a sample of the properties once the current

contract is complete. Initial feedback from tenants is positive.

Wind Turbines

9.9 Tenders were invited for the provision of a consultancy service to HHP to prepare a business case to allow HHP to install small scale wind turbines on land in its ownership. 9.10 Campbell Dallas LLP was the lowest tender. The work has been passed to the HHP

subsidiary to progress further.

Energy Planning

9.11 A sample of HHP properties were evaluated to enable an energy strategy to be drawn up to ensure HHP meet the requirements of current and future legislation such as SHQS and the Climate Change Act.

9.12 Results have shown that concentrating on the external fabric of the houses will reduce

heat losses and improve energy efficiency. In some houses this will enable targets to be met whilst others will require heating replacement to supplement the fabric improvements.

9.13 The project validated the HHP policy of replacing solid fuel systems with air source heat pumps as significant improvements in SAP ratings are being obtained where this has taken place.

9.14 The drive towards the de-carbonisation of the electricity grid where carbon is gradually removed from the generation supply is a factor in terms of reviewing the replacement of existing electrical storage systems. In houses where heat losses can be reduced by insulation the current use of storage heaters can be justified.

9.15 Air tightness testing and thermal imaging have proved to be effective tools in evaluating the energy efficiency of HHP properties. An increase in air tightness will result in a higher SAP rating which is the main indicator in achieving future energy efficiency targets.

9.16 The study has previously been reported to Board and will be used for investment planning along with the Stock Condition Survey.

Appendix 1

Total Days Start Finish % CompleteCONTRACT LOT

Lewis & Harris 220 days Mon 01/04/13 Fri 31/01/14 17%Lot 1 - Windows 200 days Mon 29/04/13 Fri 31/01/14 20%Lot 2 - Heating Delayed due to RHPPLot 3 - Bathrooms 125 days Mon 27/05/13 Fri 15/11/13 5%Lot 4 - Kitchens 143 days Mon 01/04/13 Wed 16/10/13 32%Lot 5 - Roofing/roughcast 75 days Mon 13/05/13 Fri 23/08/13 21%

Uists & Barra 0 days Mon 01/04/13 Mon 01/04/13 0%Lot 8 - Heating Delayed due to RHPPLot 10 - Kitchens To be programmed

Hebridean Housing Partnership APPENDIX 2

For the Two Months Ending 31, May 2013

2013/14 2013/14 2013/14 YEAR TO DATE PeriodBUDGET Revised Budget to ACTUAL VARIANCE % remaining Month

May May

2013-14 APPROVED PROGRAMMESUMMARYRoofs £327,360.00 £297,660.00RoughcastInsulation 186,648.00 186,648.00 31,683.50 (31,683.50) 31,683.50Security Lighting 42,713.00 42,713.00Kitchen 377,300.00 373,450.00 42,000.00 43,910.70 (1,910.70) 104.55% 43,910.70Bathrooms 234,630.00 258,330.00 39,000.00 39,000.00Heating 994,400.00 856,240.00 119,000.00 1,785.00 117,215.00 1.50%Windows 783,840.00 701,780.00 140,290.00 140,290.00Re-wiring & Smoke Detectors 64,493.00 64,493.00Efficiency Savings 188,320.00 16,940.00 16,940.00Unallocated 438,340.00 336,970.00 137,480.00 137,480.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment VAT 3,449,724.00 3,306,604.00 494,710.00 77,379.20 417,330.80 15.64% 75,594.20

============= ============= ============= ============= ============= ============= ==============

Showers 154,050.00 169,850.00 26,000.00 26,000.00OT 120,000.00 120,000.00 30,000.00 30,000.00PathsDrainage & SewarsPilot Schemes

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment non VAT 274,050.00 289,850.00 56,000.00 56,000.00

============= ============= ============= ============= ============= ============= ==============

RoofsKitchens 4,550.00 4,550.00BathroomsShowersFencingHeating 42,900.00 8,360.00WindowsDrainageSmoke Detectors 4,576.00 4,576.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment 5 RSL 52,026.00 17,486.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Heating 2,900.00 2,900.00 2,900.00Drainage & Sewars

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment New Build 2,900.00 2,900.00 2,900.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL 2013-14 INVESTMENT SPEND ######### ######### 550,710.00 77,379.20 473,330.80 14.05% 75,594.20============= ============= ============= ============= ============= ============= ==============

2012-13 APPROVED PROGRAMMESUMMARYInsulationSecurity LightingKitchen 4,400.00 133.40 (133.40) 133.40Bathrooms 1,901.62 (1,901.62) 11,409.78Heating 880.00Windows 4,496.28 (4,496.28) 12,527.67Re-wiring & Smoke DetectorsEfficiency SavingsUnallocated

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment VAT 5,280.00 6,531.30 (6,531.30) 24,070.85

============= ============= ============= ============= ============= ============= ==============

Showers 1,200.00 (1,200.00) 7,200.00OT

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment non VAT 1,200.00 (1,200.00) 7,200.00

============= ============= ============= ============= ============= ============= ==============

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Heating 2,900.00 2,900.00 2,900.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Total Investment New Build 2,900.00 2,900.00 2,900.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL 2012-13 INVESTMENT SPEND 8,180.00 2,900.00 7,731.30 (4,831.30) 266.60% 31,270.85============= ============= ============= ============= ============= ============= ==============

CHECK TO LEDGERTransfer VAT works 3,449,724.00 3,407,144.00 494,710.00 83,910.50 410,799.50 16.96% 99,665.05Transfer Non VAT Works 274,050.00 289,850.00 56,000.00 1,200.00 54,800.00 2.14% 7,200.005 RSL Works 52,026.00 37,206.00New Build Works 2,900.00 2,900.00 2,900.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------3,775,800.00 3,737,100.00 553,610.00 85,110.50 468,499.50 15.37% 106,865.05

============= ============= ============= ============= ============= ============= ==============------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

DIFFERENCE------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

1 13/06/1304:00 PM




May May

2013-14 APPROVED PROGRAMME

Investment -VAT

ExternalsRoofsLewisDruim An Aoil £73,920.00 £79,310.00Dunn Innes 116,160.00 101,060.00Eirestadh 137,280.00 117,290.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Roofs 327,360.00 297,660.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Total Roofs 327,360.00 297,660.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

InsulationLewis Loft Insulation 72,600.00 50,600.00 4,988.70 (4,988.70) 4,988.70Lewis Cavity Wall Insulation 59,400.00 8,800.00Harris Loft Insulation 9,438.00 9,438.00Harris Cavity Wall Insulation 10,890.00 10,890.00Uist Loft Insulation 7,260.00 79,860.00 26,694.80 (26,694.80) 26,694.80Uist Cavity Wall Insulation 9,900.00 9,900.00Barra Loft Insulation 7,260.00 7,260.00Barra Cavity Wall Insulation 9,900.00 9,900.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Insulation 186,648.00 186,648.00 31,683.50 (31,683.50) 31,683.50

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Security LightingLewis Security Lighting 42,713.00 42,713.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Security Lighting 42,713.00 42,713.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Externals 556,721.00 527,021.00 31,683.50 (31,683.50) 31,683.50

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

KitchensLewisDoune Park 8,250.00 266.80 (266.80) 266.80Macdonald Gardens 92,400.00 92,400.00 42,000.00 2,934.80 39,065.20 6.99% 2,934.80MacSween Terrace 23,100.00 27,500.00 800.40 (800.40) 800.40Nabhar 15,400.00 18,150.00 533.60 (533.60) 533.60Newton Street 34,650.00 27,500.00 933.80 (933.80) 933.80Portrona Drive 53,900.00 45,100.00 33,689.95 (33,689.95) 33,689.95Seaview Terrace 88,550.00 88,550.00 2,801.40 (2,801.40) 2,801.40Springfiled Road 53,900.00 49,500.00 1,683.15 (1,683.15) 1,683.15

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Kitchens 361,900.00 356,950.00 42,000.00 43,643.90 (1,643.90) 103.91% 43,643.90

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------HarrisGillebhal 7,700.00 8,800.00 266.80 (266.80) 266.80

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Harris Kitchens 7,700.00 8,800.00 266.80 (266.80) 266.80

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

BarraCille Bharra (3 &4) 7,700.00 7,700.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Barra Kitchens 7,700.00 7,700.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Total Kitchens 377,300.00 373,450.00 42,000.00 43,910.70 (1,910.70) 104.55% 43,910.70------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

BathroomsLewisCearn Phabaidh 38,610.00 42,510.00 39,000.00 39,000.00Cearn Hiorst 29,700.00 32,700.00Dunn Innes 32,670.00 35,970.00Morrison Terrace (2-4) 8,910.00 9,810.00Plasterfield (51-106) 59,400.00 65,400.00Stonefield 26,730.00 29,430.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Bathrooms 196,020.00 215,820.00 39,000.00 39,000.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Harris BathroomsObbe Road 20,790.00 22,890.00Sunnyhill 17,820.00 19,620.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Harris Bathroom 38,610.00 42,510.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Uist Bathrooms

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Total Bathrooms 234,630.00 258,330.00 39,000.00 39,000.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

2 13/06/1304:00 PM




May May

HeatingLewisGearraidh Ghuirm £60,500.00 £60,500.00Bridge Cottages 169,400.00 130,900.00 119,000.00 369.00 118,631.00 0.31%Leverhulme Drive 60,500.00 60,500.00Lower Sandwick 12,100.00 12,100.00 369.00 (369.00)Murray Place 118,800.00 118,800.00Newton Street 108,900.00 23,100.00Bayhead 28,600.00 14,740.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Heating 558,800.00 420,640.00 119,000.00 738.00 118,262.00 0.62%

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Harris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Harris Heating

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------UistPol An Oir 52,800.00 52,800.007 Cnoc Na Monadh 52,800.00 52,800.00Clachan 39,600.00 39,600.00Rubha Fraoich (Ferryman's) 26,400.00 26,400.00Cul Na Beinne 26,400.00 26,400.00Columba Place 132,000.00 132,000.00 369.00 (369.00)Loch an Eilean 39,600.00 39,600.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Uist Heating 369,600.00 369,600.00 369.00 (369.00)

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

BarraCearn Eoghainn 26,400.00 26,400.00 339.00 (339.00)Ciosmul Crescent 39,600.00 39,600.00 339.00 (339.00)

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Barra Heating 66,000.00 66,000.00 678.00 (678.00)

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL HEATING 994,400.00 856,240.00 119,000.00 1,785.00 117,215.00 1.50%------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

WindowsLewisNicolson Road 140,580.00 140,580.00Goathill Road (35-39) 23,430.00 23,430.00 23,430.00 23,430.00New Street 15,620.00 15,620.00Newton Street 70,290.00 70,290.00Mackenzie Street 46,860.00 46,860.00 46,860.00 46,860.00Murray Place 187,440.00 143,880.00Plantation Road 70,290.00 70,290.00Plastefield (2-106) 156,200.00 117,700.00 70,000.00 70,000.00Springfield Road 54,670.00 54,670.00Bayhead 18,460.00 18,460.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Windows 783,840.00 701,780.00 140,290.00 140,290.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Harris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Harris Windows

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Uist Windows

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Barra

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Barra Windows

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------TOTAL WINDOWS 783,840.00 701,780.00 140,290.00 140,290.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Rewiring & Smoke DetectorsSmoke Detectors & Fire DoorsLewis Smoke Detectors 42,713.00 42,713.00CO DetectorsLewis CO Detectors 21,780.00 21,780.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Detectors 64,493.00 64,493.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Unallocated & Efficiency BudgetsUnallocated 438,340.00 336,970.00 137,480.00 137,480.00Efficiency Savings 188,320.00 16,940.00 16,940.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Unallocated & Efficiency Budgets 438,340.00 525,290.00 154,420.00 154,420.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------TOTAL INVESTMENT (VAT) 3,449,724.00 3,306,604.00 494,710.00 77,379.20 417,330.80 15.64% 75,594.20

============= ============= ============= ============= ============= ============= ==============3 13/06/13

04:00 PM




May May

INVESTMENT - NON VATOT WORKSOT works (Lewis) £120,000.00 £120,000.00 £30,000.00 £30,000.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total OT 120,000.00 120,000.00 30,000.00 30,000.00

------------------- ------------------- ------------------- ------------------- ------------------- ------------------- --------------------ShowersLewisCearn Phabaidh 25,350.00 27,950.00 26,000.00 26,000.00Cearn Hiorst 19,500.00 21,500.00Dunn Innes 21,450.00 23,650.00Morrison Terrace 5,850.00 6,450.00Plasterfield 39,000.00 43,000.00Stonefield 17,550.00 19,350.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Showers 128,700.00 141,900.00 26,000.00 26,000.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------HarrisObbe Road 13,650.00 15,050.00Sunnyhill 11,700.00 12,900.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Harris Showers 25,350.00 27,950.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Total Showers 154,050.00 169,850.00 26,000.00 26,000.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Investment (Non VAT 274,050.00 289,850.00 56,000.00 56,000.00

============= ============= ============= ============= ============= ============= ==============4 13/06/13

04:00 PM




May May

INVESTMENT 5 RSL'sKitchensBarra1 Cille Bharra £4,550.00 £4,550.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Kitchens 4,550.00 4,550.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

HeatingBarony Square 42,900.00 8,360.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Heating 42,900.00 8,360.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Other worksLewisSmoke Detectors all properties 2,860.00 2,860.00Lewis Loft insulation 726.00 726.00Lewis Cavity wall insulation 990.00 990.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------4,576.00 4,576.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL OTHER 4,576.00 4,576.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL INVESTMENT 5 RSL'S 52,026.00 17,486.00============= ============= ============= ============= ============= ============= ==============

NEW BUILDArras cottages heating 2,900.00 2,900.00 2,900.00

5 13/06/1304:00 PM




May May

2012-13 PROGRAMMEInvestment -VAT

ExternalsRoofsLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Harris------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

RoughcastLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

KitchensLewisGead Gorm £4,400.00 £133.40 (£133.40) £133.40

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Kitchens 4,400.00 133.40 (133.40) 133.40

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Harris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL KITCHENS 4,400.00 133.40 (133.40) 133.40------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

BathroomsLewisDoune Park 466.59 (466.59) 2,799.55Doune Place 968.44 (968.44) 5,810.68Doune Terrace 466.59 (466.59) 2,799.55

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Bathrooms 1,901.62 (1,901.62) 11,409.78

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL BATHROOMS 1,901.62 (1,901.62) 11,409.78------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

HeatingLewisDoune Park 440.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Heating 440.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Harris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

UistCasimir Place 440.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Uist Heating 440.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Barra

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL HEATING 880.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

WindowsLewisLeverhulme Drive 4,496.28 (4,496.28) 12,527.67

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Windows 4,496.28 (4,496.28) 12,527.67

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Harris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Barra------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL WINDOWS 4,496.28 (4,496.28) 12,527.67------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL INVESTMENT - VAT 5,280.00 6,531.30 (6,531.30) 24,070.85------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

INVESTMENT - NON VATShowersLewisDoune Road 300.00 (300.00) 1,800.00Doune Place 600.00 (600.00) 3,600.00Doune Terrace 300.00 (300.00) 1,800.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Total Lewis Showers 1,200.00 (1,200.00) 7,200.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL SHOWERS 1,200.00 (1,200.00) 7,200.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Pilot Projects

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Drainage & SewarsLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

PathsLewis & Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

TOTAL INVESTMENT -NON VAT 1,200.00 (1,200.00) 7,200.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

INVESTMENT 5 RSL'sRoofsLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

KitchensLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

BathroomsLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

ShowersLewis

------------------- ------------------- ------------------- ------------------- ------------------- ------------------- -------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Fencing------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Heating

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

WindowsLewisHarris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Drainage & SewageHarris

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Barra

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Other worksLewis

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Uist------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Barra------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

NEW BUILD INVESTMENTHeatingLewisArras Cottage 2,900.00 2,900.00 2,900.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------2,900.00 2,900.00 2,900.00

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------Drainage & SewageUist

------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------------------------------- ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

Total New Build 2,900.00 2,900.00 2,900.00------------------------ ------------------------ ------------------------ ------------------------ ------------------------ ------------------------ -------------------------

6 13/06/1304:00 PM

HHP Investment Works

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Typewritten Text

APPENDIX 3

What is Quantum? Quantum storage heating provides a low cost, low carbon, electric heating system which manufac-tures state rivals natural gas systems in running costs, and over its lifetime will use decreasing amounts of carbon with no degradation in perfor-mance and no servicing costs. Quantum storage heating uses off-peak tariffs to deliver low running costs by automatically adjust-ing to your needs. It retains over 50% of heat 24 hours after charging. Control heat output to match your lifestyle and use the fan assisted heater when needed. It also has an easy to read, easy to use LCD display Quantum control Quantum monitors weather and usage patterns and learns from them to ensure that heat is no longer wasted. Keeps the room at the temperature you want within fractions of °C and responds quickly to any sudden change in room temperature. User control Tenants can manually adjust heat levels via the easy-to-use, built-in electronic interface with LCD display

QUANTUM HEATING Storage Heaters

QUANTUM HEATING Convection Heaters

MONTERRAY PANEL CONVECTOR HEATERS The heater is fitted with an adjustable thermostat enabling the room temperature to be controlled by adjusting the slider accordingly. The min setting represents a room temperature of approximately 5deg C and may be used for protection against frost. The ‘MAX’ setting represents a room temperature of approximately 30 deg C. IMPORTANT INFORMATION Warning - The surfaces of these heaters can be hot Momentary contact with any part of the heater should not cause injury. However, aged or infirm persons or young children should not be left unsu-pervised in the vicinity of the heater unless supervised. Important -Do not cover the heaters Do not place material or garments on the heater, or obstruct the air circulation around the heaters, for instance by curtains or furniture, as this could create a fire risk.

APOLLO BATHROOM HEATERS

Fitted with an electronic thermostat, accurate to within +/- 0.1ºC to maintain a stable room temp User selectable comfort, background and frost protection settings Compact, stylish casing with distinctive curved grille and two fixed towel hangers (not heated)

HORSTMANN E7BX WATER CONTROLLER BOOST FACILITY 2 HOUR All hot water heating is controlled via the Hydro tele switch at your meter. Whenever you require additional Hot water out side of an Off-Peak period, simply rotate the Boost timer. The Boost will automatically switch OFF at the end of the chosen Boost period, NOTE The Boost supply activates the short or top element of your immerser. The Off-Peak rate supply activates the long or bottom element. The E7BX has one neon indicator which will be illuminated when either the Boost or Off Peak supply is activated.

QUANTUM HEATING Bathroom Heating

Angela C Smith Page 1 of 2 14/6/13

Agenda Item A & R 9 Board 25

AUDIT & RISK 25 June 2013

BOARD 26 June 2013

APPOINTMENT OF CONSULTANTS POLICY


PURPOSE OF REPORT

1.1 To present to the Board the Appointment of Consultants Policy for consideration and approval.

SUMMARY

2.1 As an audit requirement the Partnership must have a policy in place which covers the appointment of consultants.

2.2 The policy has been written to take account of best practice, regulatory requirements, budgetary constraints, and delegated authorities, and is being passed to the Board for consideration and approval accordingly.

2.3 The policy will be reviewed on a three yearly basis.

COMPETENCE

3.1 There are no legal, financial or other constraints to the recommendation in this report being implemented.

RECOMMENDATION

4.1 It is recommended that the Appointment of Consultants Policy at Appendix 1 is approved by:

a) Audit & Risk Committee; and

b) Board.

APPENDIX 1 Draft Appointment of Consultants Policy, Version 1.1

Background Papers

Writer of Report Angela C Smith Tel: 0300 123 0773

Angela C Smith Page 2 of 2 14/6/13

COMPETENCE

Financial 5.1 There are no financial implications arising directly out of consideration of this report.


RISK

6.1 The risk of not having a policy in place which covers the appointment of consultancy services may lead to breaches in regulatory codes and recommended practice, and leave the Partnership open to avoidable risk.

REPORT DETAILS

7.1 As an audit requirement the Partnership must have a policy in place which covers the appointment of consultants.

7.2 The policy has been written to take account of best practice, regulatory requirements, budgetary constraints, and delegated authorities.

7.3 The specific objectives of the policy are to:

define the role of a consultant;

ensure the use of consultants can be justified;

determine how the Partnership will identify consultants with the necessary skills and experience;

maintain a list of approved consultants;

set out how consultants will be briefed in advance of seeking their involvement in a particular project;

explain how consultants will be selected for a particular project, using value-based assessment;

allow for the demonstration of clear audit trails and accountability;

summarise the arrangements for formalising the appointment of consultants;

give guidance on review of consultant performance; and

highlight how this policy should be used as part of HHP’s policy framework in respect of procurement.

7.4 The policy has been reviewed in detail by the Executive Team and will continue to be reviewed on a three yearly basis.

7.5 The policy is now being passed to the Board for consideration and approval.

APPOINTMENT OF CONSULTANTS

Section Resources

Date Policy Approved by Committee

Review Period 3 Years

Review Due 2016

Version 1.1

APPENDIX 1

CONTENTS

Policy Change History ................................................................................... 3

Interpretations & Abbreviations ....................................................................... 4

Introduction ............................................................................................... 5

Purpose of Policy ......................................................................................... 5

Context .................................................................................................... 5

The Role of a Consultant ................................................................................ 6

Justification for the Use of Consultants .............................................................. 6

List of Consultants ....................................................................................... 7

EU Procurement Directives ............................................................................. 8

Briefing .................................................................................................... 9

Selection ................................................................................................... 9

Appointment ............................................................................................. 10

Fees ....................................................................................................... 11

Review of Consultant Performance .................................................................. 11

Links with Other Policies ............................................................................... 11

Financial Reporting Requirements ................................................................... 12

Monitoring and Review ................................................................................. 12

Appendix 1 .............................................................................................. 13

1

POLICY CHANGE HISTORY

The following interpretation and abbreviations are used in this policy:

Version Change Applied Date By

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INTERPRETATIONS & ABBREVIATIONS

Word Interpretation

HHP or Partnership Hebridean Housing Partnership

Board Means the Board of the Hebridean Housing Partnership

Board Members All Members of the Board including co-opted Members

All references to the masculine gender in this policy shall read as equally applicable to the feminine gender

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USE OF CONSULTANTS POLICY

INTRODUCTION 1.1 This policy sets out the approach that will be taken by Hebridean Housing

Partnership (‘the Partnership’ or ‘HHP’) in relation to the procurement and use of consultants, in accordance with best practice, regulatory requirements, budgetary constraints, delegated authorities, and the Partnership’s policies and procedures.

1.2 It is essential that when The Partnership spends money it does so in a way that ensures Value for Money (VFM). When the use of consultants is deemed necessary, they need to be used sparingly, appropriately and effectively. Therefore, the Partnership must ensure that consultants are only used when:

the work cannot be carried out internally, i.e. the required knowledge is not available in-house or from some other source from which the Partnership can draw;

they can bring relevant knowledge and have proven experience which will add value to the Partnership’s objectives;

staff have the knowledge and capacity to manage them effectively; and

Management demonstrates a committment to act on any outputs with clear plans on how this might be done.

PURPOSE OF POLICY 2.1 The specific objectives of this policy are to:

define the role of a consultant;

ensure the use of consultants can be justified;

determine how the Partnership will identify consultants with the necessary skills and experience;

maintain a list of approved consultants;

set out how consultants will be briefed in advance of seeking their involvement in a particular project;

explain how consultants will be selected for a particular project, using value-based assessment;

allow for the domonstration of clear audit trails and accountability;

summarise the arrangements for formalising the appointment of consultants;

give guidance on review of consultant performance; and

highlight how this policy should be used as part of HHP’s policy framework in respect of procurement.

CONTEXT 3.1 HHP’s approach to the selection and engagement of consultancy services should be

taken within the context of its overall approach to procurement with particular regard to ensuring quality and delivering value.

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3.2 The policy takes into account the expectation that housing associations help to deliver the Scottish Government’s efficiency objectives. When using consultants, the Partnership must be able to demonstrate that they are ‘investing to save’ in the long run.

3.3 In accordance with the expectations of the Scottish Government’s Procurement Guidelines, the principle of partnering will apply. Partnering involves a high degree of co-operation between HHP and a consultant engaged, and implies a climate of trust and agreement of mutual objectives.

THE ROLE OF A CONSULTANT 4.1 A consultant is a person or body that supplies the Partnership with external

professional or technical advice or expertise, under contract, to agreed timescales and for an agreed fee.

4.2 The services provided by a consultant will be unique, infrequent and usually not available to the Partnership from its existing staff.

4.3 Consultancy services are expected to aid the Partnership in, but not limited to, the following ways:

they will provide additional skills and expertise;

they are engaged to carry out activities such as investigating problems, providing analysis or advice;

they will assist with the development of new or existing systems, structures, or capabilities; and

when an independent assessment of a particular function, situation or project is required.

JUSTIFICATION FOR THE USE OF CONSULTANTS 5.1 A consultant is never an acceptable substitution for a relatively stable, adequately

sized, and high quality management team. However, the Partnership will occasionally have the need to employ a consultant to provide a particular set of skills in order to fulfil its business objectives. To that end, the engagement of external support needs to be for defined fixed periods, with clear objectives and outcomes, and at pre-determined costs, all of which will be rigorously monitored to ensure Value for Money.

5.2 As Value for Money is a priority for the Partnership, any decision to engage in consultancy services must be backed up by a thorough business case with justifications as follows:

the reason for the need – is it concerned with the procurement of external skills/expertise, or is it to overcome a shortage of internal resource/capacity?

what the estimated costs are likely to be;

there is a clear ‘invest to save’ case which will support the expenditure that is going to be incurred in terms of the return on the costs involved;

evidence that there is no in-house expertise and/or in-house capacity available to undertake the work in the required timescales;

evidence that the problem is clearly defined and that the alternatives to the use of consultants have been considered;

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definition of the range of the work;

timescales, milestones, and the form of the deliverables;

assurance that the solution will be a solution rather than the same problem in a different form or a recommendation for further work;

apportionment of responsibilities for data collection, etc; and

a clear plan of how the findings are likely to be actioned.

5.3 The Business Case should be prepared for review by the Executive Team, and if the need for consultancy is confirmed in principle, a Report should be prepared which seeks the Board’s approval to engage consultancy services accordingly.

5.4 There are some areas and tasks within HHP’s business environment for which the use of consultants is a requirement. These may change periodically depending on legal/regulatory requirements.

5.5 This policy will only apply where the anticipated value of fee is in excess of £5,000.

LIST OF CONSULTANTS 6.1 The Partnership will compile and review annually a list of appropriate consultants

whose services may be engaged in, but not limited to, the following areas:

Development;

Finance;

ICT;

Human Resources; and

Stock.

6.2 Links to other policies which should be read in conjunction with this policy and the above areas are defined at 13.1.

6.3 Membership of the relevant list will be open to:

consultants who have previously worked successfully with HHP;

consultants responding to periodic advertising of the opportunity to work with HHP; and

consultants who approach HHP with a view to being considered for work commissioned.

6.4 Consultants will be subject to an assessment of their suitability in accordance with the following criteria:

membership of a professional body;

competence;

past performance of working with HHP;

financial health and status;

adequacy of liability, professional indemnity and other insurance;

tax status;

organisational capacity;

current workload;

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experience of comparable work;

the consultant’s organisational policies including Health & Safety, Equality & Diversity;

willingness to accept HHP’s values, principles and epectations;

ability to offer local service; and

references, where appropriate.

6.5 Membership of this list will be subject to approval by the Executive Team.

6.6 In order to comply with guidance on payments and benefits (Regulatory Standards of Governance and Financial Management, Scottish Housing Regulator), at the point of inclusion on any consultant list, the Partnership will seek to determine whether any individual involved in a managerial capacity with the consultancy business in question, is related to:

any member of the Board of HHP;

any member of staff of HHP;

any person who has been a member of the Board or a member of staff within a period of 12 months prior to their inclusion on the list.

6.7 Where there is a family relationship as outlined above, it will not automatically debar the consultancy business from consideration, but it will require an award of commission to be subject to the Partnership’s policies on governance and financial management in line with the Regulatory Standards of Governance and Financial Management.

EU PROCUREMENT DIRECTIVES 7.1 All housing association procurement activity is covered by EU Public Procurement

Rules; however, commissions and contracts below a certain value are exempt from the EU Procurement Directives.

7.2 Where the Directives do apply, associations must follow certain processes and procedures, involving a requirement to publish contract notices, in a prescribed format, in the Official Journal of the European Union. Failure to comply with this requirement could result in the suspension or cancellation of the contract, liability to pay damages and the loss of sources of public funding. The rules apply when the relevant threshold values for various categories of contract are exceeded. These are detailed at Appendix 1.

7.3 If the professional fees for any project (or set of projects where combined arrangements for the procurement of services are being pursued) are likely to exceed the threshold EU rules for advertising the consultancy commission must be followed. These are set out in current Scottish Government guidance, including the Procurement Guide.

7.4 Responsibility for checking whether the Directives apply to the procurement of consultancy services, and for ensuring that the procedures are correctly followed, lies with the Director of Resources or Operations depending on whichever team requires the consultancy service. Throughout he/she will ensure that procedures are correctly followed where necessary.

7.5 Where the Directives apply, the requirement to advertise takes precedence; but does not affect the subsequent stages of the procurement procedures, as described in the following sections.

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BRIEFING 8.1 When the Partnership wished to engage consultancy services, it is imperative that a

strategic brief is prepared in which the overall objectives in relation to the consultancy service are detailed.

8.2 The brief should be a clear specification from which prospective consultants can prepare a costed proposal and from which their performance can be measured. The brief should be prepared in such a way that allows competing proposals to be measured in terms of quality and price.

8.3 It is recognised that different types of consultancy services will require different strategic briefs. However, every brief must have clear objectives, deliverables and milestones, as well as an agreed end date. As a minimum, the brief should contain:

project detail, aims and objectives;

intended client group;

community consultation or tenant involvement;

functions to be accomodated, such as a link to employment initiatives, support and care intiatives;

project timetable and key milestones;

key outcomes/deliverables;

details of work already completed/work required;

reporting requirements (frequency and format);

performance standards;

detailed financial considerations, including available budget, grants, and indicative cost limits;

details of payments (linked to achievement of key milestones and final outcomes);

details of the process to be followed for procuring consultants’ services (or of consultants already appointed), including what is expected of the consultant in response to the strategic brief;

mention of the requirement to ensure that skills and knowledge are transferred to HHP staff;

Terms & Conditions (legal advice should be sought in accordance with the Partnership’s appropriate policy).

8.4 Consultants from the relevant discipline will be invited to respond with proposals for professional services which meet HHP’s requirements.

8.5 The Strategic Brief, prepared by HHP, will be used as the basis for the appointment of the consultant. The successful consultant will be required to prepare a detailed project brief following appointment.

SELECTION 9.1 HHP recognises the importance of striking an appropriate balance between cost and

quality to achieve best value, so selection of the most suitable external support will not be made on cost alone. The Partnership will select consultants through the use of a value based assessment as opposed to selecting the lowest fee.

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9.2 There are likely to be a number of factors which determine the most suitable consultant. These will be detailed under the Partnership’s evaluation criteria and Selection of Consultants Procedure (in preparation) for each consultancy service required. The purpose of these procedures is to ensure that there is a robust audit trail to demonstrate fairness, transparency and accountability.

9.3 The evaluation criteria should be determined before any approach is made to potential suppliers or advertisment placed, and may include, but not be limited to:

price (this must include expenses);

experience and qualifications;

understanding of the Partnership’s needs;

methodology;

feasibility and credibility of the consultant’s planned approach;

minimisation of the Partnership’s exposure to risk; and

ability to complete the project on time and to cost.

9.4 The selection process, including who is involved and the extent of their involvement, will vary depending on the scale and complexity of the consultancy service required.

9.5 Confirmation of the appointment will be the responsibility of the Chief Executive.

APPOINTMENT 10.1 Appointment of consultants will be by letter of appointment referring to the

relevant conditions of appointment for the particular profession, clearly setting out the scope and the nature of the services to be provided and confirming details of the fee agreement. Standard letters will be used, and will include the following elements:

a description of consultant’s tasks and duties;

definition of how fees are to be calculated;

breakdown of timing of fee payments;

a clear statement of standards expected;

requirement to maintain Professional Indemnity Insurance for the nature, scale and timing of the commission proposed;

termination of appointment procedure;

dispute resolution procedure; and

ownership of drawings, calculations, and other documentation pertaining to the consultancy service provided.

10.2 The Conditions of Appointment will be those relevant to the particular profession (recognising that they may need to be amended to comply with all current legislation), and will be confirmed in the letter of appointment.

In determination of the appointment of consultants the following approach should be adopted:

check carried out that value of contract is within consultant’s capacity;

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for works exceeding £100k an independent financial approval should be obtained;

financial guarantees should be sought from the holding/parent company in respect of works exceeding £150k where work has been awarded to a subsidiary company; and

references be obtained for all consultants from bankers and trade suppliers in respect of projects with an estimated cost of over £150k.

10.3 Prior to the confirmation of any appointment, there will be a further check on:

the scope and currency of the consultant’s Professional Indemnity Insurance; and

whether the appointment would breach the Regulator’s Regulatory Standards of Governance and Financial Management, and the Partnership’s Financial Regulations.

10.4 The appointment of a consultant will never take the form of an oral agreement.

FEES 11.1 The fees payable to each consultant will be the subject of negotiation and will

reflect the need for quality service as well as cost. The agreed fee will not exceed the minimum fee scale prescribed by their relevant professional body (where appropriate).

11.2 Payment of fees will be in accordance with the conditions of appointment. The Partnership will check all consultants’ fee notices prior to making payment.

11.3 HHP will make timeous payment to consultants of fees due for each completed stage of the work.

11.4 As far as possible “at risk” works will be avoided.

REVIEW OF CONSULTANT PERFORMANCE 12.1 At the conclusion of each project, the performance of the consultant will be

reviewed, using a proforma, and reported to the Board.

12.2 Depending on the results of this evaluation, the consultant will be retained on the list or, where performance has not been satisfactory and where there are no mitigating circumstances, withdrawn from the list.

LINKS WITH OTHER POLICIES 13.1 The use of Consultants Policy is supported by related HHP policies and procedures

and should be read in conjunction with, but not limited to, the following:

Procurement Policies;

Openess and Confidentiality Policy;

Data Protection Policy (to be finalised);

Anti Corruption Policy Statement;

Building Works Procurement Policies;

Code of Conduct Policies;

Code of Governance for Board Members;

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Control of Payment and Benefits Policy;

Development Policies;

Disclosure of Interest Policy;

Fraud Policy; and

Risk Management Policy.

FINANCIAL REPORTING REQUIREMENTS 14.1 Section 31(1) and (2) of the Public Services Reform (Scotland) (PSR) Act 2010

require public bodies to publish a statement of any external consultancy expenditure they have incurred during that financial year as soon as it is reasonably practicable after then end of each financial year.

14.2 The responsibility of reporting this expenditure falls within the remit of the Director of Resources.

MONITORING AND REVIEW 15.1 The operation of this policy will be monitored by the Board.

15.2 The review period for this policy is every 3 years.

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AREAS & TASKS WHICH REQUIRE CONSULTANCY SERVICES

Funder’s Valuation

Treasury Management

Stock Condition Survey

APPENDIX 1

board agenda 26 june 2013 @ 5.30pm venue: hhp …€¦ · 26-06-2013 · jackie macleod page 1 of...

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