Disability Leasing Model (DLM)

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

• 9.45 Registration, Tea and Coffee
• 10.00 Director, Disability Services, PRM
• Background / Context
• Introduction to the Disability Leasing Model
• 11.00 Morning tea
• Funding
• Maintenance
• 12.30 LUNCH
• Contracting Property Services
• Implementation
• 200 Afternoon tea
• Next Steps
• 2.45 Close

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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

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Todays Session

• Background/Context
• The Leasing Model
• Funding and Maintenance
• Implementation and Next Steps

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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 Models funds and maintenance
  management for use in their own housing stock.

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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.

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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 CSOs

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1. DLM Context

• Scope
• The Pilot
• Key Issues
• DHS Drivers

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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

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1. DLM Context

• EMR Pilot
• Model idea commenced 2003
• Pilot started September 2004
• Evaluation started October 2005
• Revised Model endorsed June 2006

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1. DLM Context

• Key Issues
• Leases for CSO managed dwellings
• Resident Fees
• Access to maintenance
• Consistency in maintenance approach regardless of
  property ownership

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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

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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 houses needs and
• Should have control over the management of the
  house including the property management.

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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

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2. Disability Leasing Model

• Parts
• Relationships
• Funding
• Exceptions
• Maintenance
• Roles

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2. Disability Leasing Model

• The DLM Parts
• DHS role CSO role
• Service Agreement Funder Service provider
• Lease Landlord Tenant
• Operational Framework Partnership

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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

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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)
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2. Disability Leasing Model
The Operating Agreement

• Maintenance Fund

House Maintenance Guide 2006
Property Manager
Financial Accountability (FAR)
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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

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2. Disability Leasing Model

• Exceptions
• The anticipated exceptions are
• Respite Services
• Childrens Services and
• Extended or multiple vacancies

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2. Disability Leasing Model

• Maintenance
• Responsive
• Routine
• Client related
• Planned

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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
• Cant 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.

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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

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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.

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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.

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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

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4. Next Steps

• Follow Up Sessions
• Review and Evaluation