Department of Human Services Disability Leasing Model (DLM) Presentation For Community Service Organisations For Secretary Owned Shared Supported Accommodation

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

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

The DLM Parts: DHS roleCSO role Service Agreement Funder Service provider LeaseLandlordTenant 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

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

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

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.

Timeframe 15 June DPASP Workshop 19 June and 6 JulyCSO Workshops TBCRegional Workshops 31 JulyConfirmation of CSO participation and commencement of DLM implementation. July/AugustHouse Maintenance Guide Training 3.Implementation

4.Next Steps Follow Up Sessions Review and Evaluation