Presentations will be given by Rob Dennis, Head of Capital Projects on the Re:fit programme and by Mark Breathwick, Head of Strategic Housing on the Retrofit of Council Housing Stock.
Lewis Small from Medway Development Company (MDC) will be in attendance to answer any questions on the paper previously shared with members on MDC’s approach to sustainability.
Minutes:
3.1 The Head of Capital Projects gave a PowerPoint presentation outlining the background of the Re:Fit programme, progress to date on Phase 1 and the next steps.
3.2 The group asked about whole lifetime carbon, referencing the need to be careful with the timing of work to ensure the cost of the fitting is weighed against the savings. The Head of Capital Projects confirmed that work is done in conjunction with condition surveys and so this is considered. There is an investment grade proposal that has to have payback within 15 years, bearing in mind what is needed under the condition survey and the savings made while Re:fit is worked on. The carbon savings have to be proven, verified and monitored as part of contract.
3.3 The group commented that the market drivers listed in the presentation didn’t include the sourcing of materials and the costs, given current problems, and asked if this is an issue. The Head of Capital Projects responded that this is built into the response from the contractor.
3.4 The group asked if local firms could be found to do the work or if it is just through Norse. It was clarified that there is a requirement to look at local firms as part of the refit contract tender return.
ACTION: The Head of Capital Projects to provide further detail on engagement with local business.
3.5 The group asked if the long-term aim is to have all council buildings go through this process and in particular the Pentagon, a substantial building. The Head of Capital Projects shared a list of priority corporate buildings. Commercial will be in a different phase going forward, schools will also be a future phase and the land we own could be a special project under Re:Fit. The aim is to try to look at all council buildings
ACTION:Once reviewed, the Head of Capital Projects to provide an update on the Pentagon Centre.
3.6 The group asked if it can be ensured that Ward Councillors have advance notice of work taking place in their wards and when the work is complete, not least due to the potential disruption of services. The Chair requested assurance on this.
ACTION: The Head of Capital Projects to ensure that Councillors are given advance notice of work taking place within their wards.
3.7 No further questions were raised on the Re:fit presentation and the Chair invited the Head of Strategic Housing to present on retrofit in housing and new developments.
3.8 The group commented that on the worst performing units, a sensitive communication approach is needed. In one street, there may be properties that vary when on the face of it look the same. Communications to residents will be very important with explanations on why there may be differences in same street.
3.9 The group raised that at the Business Support Meeting, the issue of the retendering for the Mears contract was raised, and can it be confirmed if this work and the maintenance will take a significant role in the tendering process. The group also highlighted that there are lots of properties, not least those run by MHS and even the private rental sector, that need to be on the journey if we are to tackle Climate Change.
ACTION: The Head of Strategic Housing to confirm procurement process.
3.10 The Head of Strategic Housing advised that in terms of consultancy and use of own staff, the Council would seek to upskill the existing team where possible but there will also be times when expertise must be brought in.
3.11 The Head of Strategic Housing agreed that tenants are the key to this work and that engagement is needed to help understand what is taking place and why. This will be taken to the Estate Champions group and work will be undertaken on appropriate communications and with resident engagement officers. There will be a new Resident Liaison Officer in the team to help with communications. The team understand the sensitivities of working in one property and not another and will be upfront and transparent in all communications.
3.12 In terms of the role of energy efficiency in the repairs contract, the Head of Strategic Housing confirmed that this will be a significant part of the contract. There are lots of conversations with other landlords such as MHS and the journey everyone is on is mixed.
3.13 The group highlighted that with respect to landlords, a problem is the poor quality of private rented accommodation and some social providers in terms of poor maintenance. Some of this can be addressed through enforcement but also partnership working. Sharing what we have learnt to deliver at a better cost and efficiency. This is better for tenants in terms of better quality of life and cost savings, but also contributes to reducing air pollution from poor heating. Medway should become a model for private developers, set a benchmark. Private developers should provide the same quality and standard of energy efficiencies. The Chair commented that the market will increase its expectations which will drive developers. The group commented on hearing how this is not happening, with recent reports on faults in housing at new developments in Medway.
3.14 The group reiterated that Medway needs to be leading by example and engaging with other landlords. It was asked if a timescale has been set for the full baseline data for the 49% of housing stock to be reassessed and when the potential saving on cost compared to the baseline figures will be known, and the gap between what we think it will cost and what is currently allocated in the HRA so members can better understand the scale of task.
3.15 Around comms and engagement, the group highlighted that it is not just about communicating on the programme but also the education of tenants on tips on how to save energy in terms of water and reduce heating bills. In terms of new homes being built, the group asked what the EPC rating is now.
3.16 The Senior Property Manager confirmed that in the phase 3 development, all properties are EPC B. Projecting that Phase 4, currently on site, will also be mid EPC B. It was a requirement in the contract to achieve min EPC B and the contractor must provide an EPC as part of the handover for validation.
3.17 In relation to the timescales for the EPC data, the Senior Property Manager highlighted that the type of EPC to be undertaken is under review before Mears are instructed following recent advice that a retrofit assessment might be better as it will provide additional information. If Mears were instructed to undertake the current EPC survey, it is anticipated that they would complete in 6-8 months.
ACTION: The Senior Property Manager to obtain a target date from Mears to complete the EPC work.
3.18 The Chair thanked the Housing Team and invited the Operations Director for the Medway Development Company (MDC), to talk about the company’s new programmes.
3.19 The Operations Director referenced the technical note shared prior to the meeting on MDC’s sustainable approach to their work, ran through the key points and invited questions.
3.20 The group commented on the positive messages in the presentations. The point on benchmarking was reiterated, highlighting that if it is possible to achieve over the required efficiency levels on MDC developments, then we should expect to see the same from private developers and private landlords. The message should be sent that you can’t come to Medway unless you do what we do. The Chair agreed.