Condition surveys for domestic housing stock
To enable a detailed and accurate component replacement programme the aspiration is for all properties to be surveyed within a 4 year period.
Background
The Housing Revenue Account Business Plan’s component replacement programme is based on age and condition of key elements for the domestic housing stock. In order for the council to plan future investment and demonstrate compliance with the Decent Homes Standard, accurate and up to date stock condition surveys are vitally important. Stock condition surveys are essentially a visual inspection of the inside and outside of a property where an Asset Surveyor will assess the age and condition of key components such as kitchen, bathroom, windows, doors.
The current plan for undertaking stock condition surveys is based on visiting and inspecting assets on a 4 year rolling programme. To coordinate this the district has been divided into 16 'Zones', and the plan is to visit 4 of these 'Zones' each year (around 800 to 1000 properties each year). This approach to surveying commenced in 2017, and taking into account permitted access, around 2000 properties had a survey undertaken prior to the 2020 pandemic.
The 2020 pandemic had a major impact on progress, with the fourth year of the above approach not completed until 2023/24 with a further around 500 properties surveyed, and the cycle recommencing in that same year. The first year of the next 4 year rolling programme completed a further around 150 properties surveyed. Our current plan anticipates that by March 2026, all homes will have a stock condition survey dated within the previous 5 year period.
Implications and considerations
Housing standards
The Decent Homes standard requires properties to meet decency standards for elements, the condition information is key to reviewing the current performance and future programmes of work. The number of council owned homes that do not meet the Decent Homes standard is monitored and included within our performance management framework. Any urgent or remedial works identified during survey are reported to our responsive repairs and maintenance contractor for action, if not already reported by the tenant.
Wellbeing
Fully acknowledging quality and maintained homes support a whole households wellbeing, and how individual needs can differ, where known this will be taken into account alongside the survey findings to inform and prioritise the component replacement programme. Tenants, and their households circumstances, needs and vulnerabilities will be taken into account when facilitating access to homes for the survey to be undertaken to minimise disturbance.
Refreshed business plan
The 2025 Refreshed Housing Revenue Account Business Plan has identified the need to fully review current 30 year component replacement plan based on the outcome of the surveys and tenant consultation on investment priorities.
Resource allocation
Two full time employee Asset Surveyors undertake the stock condition surveys, during 2024/25 they along with other colleagues, were fully trained in Housing Health and Safety Rating System to enable household circumstances to influence their assessments.
Assurance
Component Replacement Programme
The majority of the programme is based on data from actual surveys, opposed to assumptions. Assumptions have only been applied where access has been prevented. There is a range of support in place for tenants to enable improved access.
Quality and quantity of condition surveys
The rolling programme of comprehensive conditions surveys has been increased during 2024/25 with the appointment of external contractor. The external contractor is to not only enable increase in the surveys undertaken to better improve our data, but also a sample quality check on those undertaken in house to ensure our approach is effective.
Outcomes include:
In addition to this an external contract for 1000 condition and Housing Health and Safety Rating System surveys this financial year 2024/25 subject to performance and quality.
The updated phase of condition surveys completed to date includes:
- 2023/24 totaling 461 condition surveys
- 2024/25 to date (February 2025) totaling 1063 condition surveys
Funding
A budget of £100,000 per annum has been established to maintain and carry out the increased inspection programme.
Records
The surveys are carried out using mobile devices, following data checks by our Safe and Decent Homes team, data captured is uploaded directly into our housing management system NEC. From this system we are able to monitor our compliance with the Decent Homes Standard.
Next steps
Proposed plan
During 2025/26 the increased resource through the external contractor will continue, with the following anticipated outcomes:
- Total 1600 external contractor surveys
- Total 780 internal surveyor surveys, totaling 2,380
- This will then complete the whole stock survey, which will then be maintained through our internal resources going forward
Component Replacement Programme
This improved data on our homes together with that received through our responsive repairs and void management processes, will form the basis of the review, and consultation with tenants, to inform our future programme.
Monitoring and performances management
The updated condition survey information will be reviewed monthly for compliance with Decent Homes Standard. Any Category 1 fails will be reported to the Repairs Team for remedial action. Our Performance Framework and Assurance report will continue to includes active monitoring of Decent Homes Standard compliance, both with overview and scrutiny opportunity by engaged tenant representatives and elected members.
Housing Revenue Account Business Plan
will be subject to a fuller review, as agreed by the council’s Executive Board on 06 February 2025, to take into account survey findings, proposed component replacement programme, any change in Government policy and wider tenant consultation
Further information
Find information about the Regulator for Social Housing on the GOV.UK website.
View our 2021-2051 Housing Revenue Account Business Plan.
Find information about the Local Government Association on the LGA website.
Document information
- Prepared by: Property Services Manager
- Version number: 1
- Publication locations: Corporate website
- Date prepared: 28 February 2025
- Review date: February 2026
- Publication date: March 2025