Disability Leasing Model
(DLM)
For
Secretary Owned
Shared Supported Accommodation
Presentation For Community Service Organisations
Department of Human Services
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
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
Today’s Session
1. Background/Context
2. The Leasing Model
3. Funding and Maintenance
4. Implementation and Next Steps
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.
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.
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
1. DLM Context
• Scope
• The Pilot
• Key Issues
• DHS Drivers
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
1. DLM Context
EMR Pilot:
• Model idea commenced 2003
• Pilot started September 2004
• Evaluation started October 2005
• Revised Model endorsed June 2006
1. DLM Context
Key Issues:
• Leases for CSO managed dwellings
• Resident Fees
• Access to maintenance
• Consistency in maintenance approach
regardless of property ownership
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
2. The Disability Leasing Model
Core to the Model
CSOs:
1.
Collect, hold and spend the money when it is needed for
maintenance;
2.
Providing support from within the house are best placed
to determine that house’s needs; and
3.
Should have control over the management of the house
including the property management.
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
2. Disability Leasing Model
•Parts
•Relationships
•Funding
•Exceptions
•Maintenance
•Roles
2. Disability Leasing Model
The DLM Parts:
DHS role
CSO role
Service Agreement
Funder
Service provider
Lease
Landlord
Tenant
Operational Framework
Partnership
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
2. Disability Leasing Model
Disability Leasing Model Guiding Principles
& Operational Framework
“The Operating Agreement”
(can have many houses only need 1 for each Agency)
Property Lease
(need 1 for each house)
2. Disability Leasing Model
“The Operating Agreement”
House Maintenance
Guide 2006
Financial
Accountability
(FAR)
Maintenance Fund
Property
Manager
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
2. Disability Leasing Model
Exceptions:
The anticipated exceptions are:
• Respite Services
• Children’s Services; and
• Extended or multiple vacancies
2. Disability Leasing Model
Maintenance
• Responsive
• Routine
• Client related
• Planned
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.
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
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.
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.
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
4. Next Steps
• Follow Up Sessions
• Review and Evaluation