The Housing Scrutiny Commission met to discuss the findings of a review into major works projects on three estates, and to agree its work programme for the coming year. The commission heard about the outcome of internal and external reviews of major works on the Canada Estate, Fair Street and Kirby Estate, and considered a management response to the reviews. The commission also agreed its work programme for the 2025-26 municipal year.

Major Works Project Review

The commission reviewed the findings of the Task and Finishing Team (TFT), which conducted an internal review of major works projects on the Canada Estate (Phase 2) 2017/18, Fair Street/Devon Mansions 2018/19, and the Kirby Estate 2018/19. The commission also considered the reports of Pellings LLP, which carried out independent external reviews of the Canada Estate and Fair Street/Devon Mansions projects.

The TFT's report identified a number of common findings across the three projects, including:

• Procurement: Tenders were essentially awarded on price only, without a true assessment of quality.
• Contracts: Contracts were not always formalised before works commenced.
• Gateway Process: The gateway process¹ was not always adhered to, with contract variations approved without proper scrutiny.
• Role of the Contract Administrator (CA): There was no incentive for consultants to manage costs effectively, as their fees increased with the cost of the works.
• Replacement Windows: Concerns were raised about the quality of window installations and the suitability of the FENSA self-certification scheme.
• Communications: Communications between residents and the council's project team were often challenging and tense.
• Stock Condition Data: There was a lack of robust stock condition data to inform project planning.

The TFT made a number of recommendations to address these issues, including:

• Awarding future tenders on the basis of the 'most advantageous tender' (MAT), including a true assessment of quality.
• Ensuring contracts are formalised before works commence.
• Reviewing and updating the preliminaries document and specification for future projects.
• Adhering to the gateway process for all contract variations.
• Amending consultancy contracts to hold consultants liable for their failings.
• Reviewing the suitability of the FENSA self-certification scheme.
• Improving communications with residents.
• Undertaking a skills appraisal of staff responsible for managing major works projects.
• Basing future projects on robust stock condition information.

Canada Estate (Phase 2) 2017/18 QHIP Major Works Project

The TFT's report also included findings specific to the Canada Estate project, including concerns about balconies at Columbia Point and Regina Point, the quality of the works, and the cost of the works.

Pellings LLP concluded that the recently replaced balcony window installations are generally in good condition and are without significant defects, issues or non-compliances.

The TFT recommended that the council should endeavour to reach an agreement with the contractor on a way forward as soon as possible to facilitate the completion of the outstanding defects and related remedial works on the Canada Estate.

Fair Street/Devon Mansions 2018/19 QHIP Major Works Project

The TFT's report also included findings specific to the Fair Street/Devon Mansions project, including concerns about the quality of the works and the cost of the works.

The TFT recommended that the council should ensure that the contractor and the CA are held to account for carrying out all necessary remedial works in accordance with their contractual obligations.

Kirby Estate 2018/19 QHIP Major Works Project

The TFT's report also included findings specific to the Kirby Estate project, including concerns about the scope and cost of the works and the quality of the works.

Management Response

The commission also considered the management response to the TFT's report, which included an action plan setting out how the council would address the recommendations made in the report.

The action plan identified that 15 of the 36 recommendations made in the TFT's report have been addressed and completed.

The Director of Repairs and Maintenance responded to specific recommendations made by Pellings, in relation to leaseholders, in its reports on the outcome of its independent external reviews of the Canada Estate (Phase 2) 2017/18 and the Fair Street/Devon Mansions 2018/19 QHIP Major Works Projects.

The Director of Repairs and Maintenance said that the commentary and recommendations in the Pellings report failed to reflect that it is not just leaseholders who have paid for these works, tenants have paid for the works as well.

The Director of Repairs and Maintenance also said that the recommendation that recharges should be adjusted to reflect actual service delivery is ambiguous, and that the Council will review its current position in relation to leaseholder recharges for major works to assess the impact of implementing the Pellings recommendation and whether it is a viable alternative.

Housing Scrutiny Commission Work Programme 2025-2026

The commission agreed its work programme for the 2025-26 municipal year. The work programme includes the following items:

• Review and scrutinise decisions made or actions taken in connection with the discharge of any of the council's functions.
• Review and scrutinise the decisions made by and performance of the cabinet and council officers.
• Review and scrutinise the performance of the council in relation to its policy objectives, performance targets and/or particular service areas.
• Assist council assembly and the cabinet in the development of its budget and policy framework by in-depth analysis of policy issues.
• Consider any matter affecting the area or its inhabitants.
• Review and scrutinise the performance of other public bodies in the area and invite reports from them by requesting them to address the scrutiny committee and local people about their activities and performance.
• Consider and implement mechanisms to encourage and enhance community participation in the scrutiny process and in the development of policy options.