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Disability Leasing Model (DLM)

Disability Leasing Model (DLM). For Secretary Owned Shared Supported Accommodation. Presentation For Community Service Organisations. Agenda. 9.45 Registration, Tea and Coffee 10.00 Director, Disability Services, P&RM Background / Context

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Disability Leasing Model (DLM)

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  1. Disability Leasing Model(DLM) For Secretary Owned Shared Supported Accommodation Presentation For Community Service Organisations

  2. Agenda 9.45 Registration, Tea and Coffee 10.00 Director, Disability Services, P&RM Background / Context Introduction to the Disability Leasing Model 11.00 Morning tea Funding Maintenance 12.30 LUNCH Contracting Property Services Implementation 2:00 Afternoon tea Next Steps 2.45 Close

  3. Disability Leasing Model The DLM Goals: • Improved amenity and safety for residents • A safer workplace for staff • A simple framework with • Clear processes and assignment of responsibilities • Timeliness of responses to requests • Standardisation of the approach to maintenance • An economically sustainable maintenance management plan for houses

  4. Today’s Session • Background/Context • The Leasing Model • Funding and Maintenance • Implementation and Next Steps

  5. Session Objectives • Enable CSOs to: • understand why the Disability Leasing Model is being introduced • become familiar with elements of the Model • learn about the implementation requirements and CSO tasks • consider the Model’s funds and maintenance management for use in their own housing stock.

  6. DSD Perspective • Implementing the Model will: • Establish best practice benchmarks for SSA houses • regardless of who delivers the service; • Improve the maintenance process for SSA Houses; • Give the sector a clearer picture of the costs associated • with house maintenance; • Enable service providers to be more responsive to • resident needs; and • Protect the value of Disability Services owned dwellings.

  7. CSO Perspective • Feedback from Pilot Agencies: • The Model • makes it easier for house staff to get maintenance done • is clear about the assignment of responsibilities • makes sure there is funding for maintenance available all • the time • is a good step toward one property management process • for CSO’s

  8. 1. DLM Context • Scope • The Pilot • Key Issues • DHS Drivers

  9. 1. DLM Context Scope: • There are 497 Secretary Owned Shared Supported Accommodation dwellings • The DLM applies to 90 dwellings • It does not apply to the 232 Director of Housing owned dwellings

  10. 1. DLM Context EMR Pilot: • Model idea commenced 2003 • Pilot started September 2004 • Evaluation started October 2005 • Revised Model endorsed June 2006

  11. 1. DLM Context Key Issues: • Leases for CSO managed dwellings • Resident Fees • Access to maintenance • Consistency in maintenance approach regardless of property ownership

  12. 1. DLM Context DHS Drivers: • Government Policy: • Sustaining our Assets • DTF accountability for publicly owned buildings. • Victorian Standards for Disability Services • Occupational Health & Safety and Work-safe • Service Improvement • Property Condition Responsibility Clarification • Partnership Development

  13. 2. The Disability Leasing Model Core to the Model CSOs: • Collect, hold and spend the money when it is needed for maintenance; • Providing support from within the house are best placed to determine that house’s needs; and • Should have control over the management of the house including the property management.

  14. 2. The Disability Leasing Model Benefits: • Funding Value for money • Clear processes and separation of responsibilities • Timely responses to requests • Consistency • A process for feedback and review

  15. 2. Disability Leasing Model • Parts • Relationships • Funding • Exceptions • Maintenance • Roles

  16. 2. Disability Leasing Model The DLM Parts: DHS role CSO role Service Agreement Funder Service provider Lease Landlord Tenant Operational Framework Partnership

  17. 2. Disability Leasing Model Relationships: • DHS: • Funder of support services • SSA vacancy manager • Property owner • Landlord • The CSO: • Service obligations • Employer responsibilities • Duty of care • Tenant

  18. 2. Disability Leasing Model Disability Leasing Model Guiding Principles & Operational Framework “The Operating Agreement” (can have many houses only need 1 for each Agency) Service Agreement Property Lease (need 1 for each house)

  19. 2. Disability Leasing Model Maintenance Fund “The Operating Agreement” House Maintenance Guide 2006 Property Manager Financial Accountability (FAR)

  20. 2. Disability Leasing Model Funding Sources: • Resident accommodation and support fees • Food, utility, maintenance and administration costs • DHS Service Agreement • Regional budget allocation for CSO managed SSA houses

  21. 2. Disability Leasing Model Exceptions: The anticipated exceptions are: • Respite Services • Children’s Services; and • Extended or multiple vacancies

  22. 2. Disability Leasing Model Maintenance • Responsive • Routine • Client related • Planned

  23. 2. Disability Leasing Model The Property Manager Key elements: • Must be engaged by the CSO through a cost competitive process • Must be a qualified property manager • Must provide 24 / 7 (after hours) service response • Must work with the House Maintenance Guide for general repairs. • Clearly detail fees for service • Can’t be contracted for longer than the Lease term • Can be Director of Housing – COMAC or a private sector commercial property manager • Will be chosen by the CSO in consultation with DHS.

  24. 2. Disability Leasing Model Role of Regional DHS staff • Implement DLM • Maintain the relationship with CSO • Process funding exception applications • Approve maintenance requests • Participate in project control group meetings • Review and action incident reports • Reporting – financial, maintenance, other

  25. 2. Disability Leasing Model Role of CSO • Implement the DLM • Establish clear internal assignments of responsibility • Maintain the relationship with DHS • Determine the level of funds that will be drawn from the resident fees to pay for maintenance • Establish the maintenance fund and financial reporting system. • Employ a Property Manager • Determine local routine maintenance contracts • Prepare and action incident reports, funding exception applications, upgrade work requests, etc.

  26. 3. Implementation Meeting 1: • Introduce yourself, advise where you fit in your organisation – share delegations information – clarify who can make decisions and when. • Confirm the documentation requirements, changes, contact details, houses and service types. • Inform DHS of your decision and progress in relation to employment of a Property Manager • Identify property needs in relation to maintenance from day 1 and if there are any funds that you (the CSO) can contribute to upgrade the houses immediately • Decide if you are going to meet regularly or only when there is an issue to address • Make a time for a second meeting.

  27. 3. Implementation Timeframe 15 June DPASP Workshop 19 June and 6 July CSO Workshops TBC Regional Workshops 31 July Confirmation of CSO participation and commencement of DLM implementation. July/August House Maintenance Guide Training

  28. 4. Next Steps • Follow Up Sessions • Review and Evaluation

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