Social Landlord Service: Stock Condition Strategy

1. Introduction

1.1 Stock condition surveys form a critical element of Great Yarmouth Borough Council's (GYBC) approach to managing and maintaining its council-owned housing assets. These surveys provide detailed, accurate, and up-to-date information on the physical condition of individual dwellings, blocks of flats, communal areas, and associated infrastructure. This intelligence underpins the Council's ability to plan, prioritise, and deliver effective investment programmes within the Housing Revenue Account (HRA).

1.2 The primary purpose of stock condition surveys is to ensure that all properties remain safe, well-maintained, and compliant with statutory and regulatory requirements, including the Decent Homes Standard and emerging building safety legislation. By capturing essential data on key components such as roofs, windows, heating systems, and structural elements, these surveys enable the Council to identify current and future investment needs, manage risks, and allocate resources effectively.

1.3 Regular and robust surveys are fundamental to protecting and enhancing the long term value of the housing stock. They support strategic priorities such as improving energy efficiency, achieving decarbonisation targets, ensuring fire safety, and maintaining accessibility standards. In addition, they provide the evidence base for developing planned maintenance programmes, reducing the reliance on responsive repairs, and improving overall service efficiency.

1.4 Great Yarmouth Borough Council recognises that the quality and accuracy of its stock condition data have a direct impact on financial planning, tenant satisfaction, and the ability to deliver value for money. As such, stock condition surveys are conducted in line with recognised professional standards, supported by modern technology, and informed by meaningful engagement with tenants.

1.5 The purpose of this Stock Condition Survey Policy is to set out a clear and structured framework for how the Council undertakes and utilises condition surveys. It reflects our commitment to:

• collecting and maintaining high-quality, reliable asset data
• ensuring compliance with all relevant statutory and regulatory requirements
• supporting informed decision-making and long-term financial sustainability
• improving the efficiency and effectiveness of capital investment programmes
• enhancing the quality, safety, and sustainability of council housing for current and future tenants

1.6 By implementing this policy, GYBC aims to maintain a robust evidence base that informs strategic investment decisions, maximises the value of public funds, and ensures the housing stock remains fit for purpose for years to come.

2. Service vision

2.1 Our overall Housing Assets service vision is to deliver:

"Best value from housing assets through active asset management, create sustainable communities, and meet current and future housing needs of people in Great Yarmouth. Our values include putting customers first, keeping them safe, and ensuring that delivering value for money is achieved."

3. Statement and objectives

3.1 Great Yarmouth Borough Council (GYBC) is committed to maintaining an accurate and comprehensive understanding of the condition of its housing stock to ensure homes remain safe, compliant, and fit for purpose. Stock condition surveys provide the essential data required to plan, prioritise, and deliver effective investment and maintenance programmes within the Housing Revenue Account (HRA). Through this strategy, the Council aims to ensure that all condition data is collected systematically, stored securely, and updated regularly in accordance with professional standards and regulatory requirements. This enables informed decision-making, optimises the use of resources, and supports the long-term sustainability, safety, and energy efficiency of our housing assets.

3.2 Strategy Objectives

• ensure comprehensive data collection
  • to undertake 5-yearly, systematic stock condition surveys across all council-owned housing assets, including dwellings, blocks of flats, communal areas, and related infrastructure including leasehold property elements replaced by GYBC as defined by the lease
• maintain compliance and safety
  • to identify and address any issues that may affect compliance with statutory, regulatory, and health and safety obligations, including the Decent Homes Standard and building safety requirements
• support Strategic Asset Management
  • to provide robust, up-to-date data that informs strategic planning, capital investment programmes, and long-term financial forecasts within the HRA
• promote value for money
  • to use condition data to prioritise planned maintenance over reactive repairs, reducing costs and improving service efficiency
• enable sustainability and energy efficiency
  • to collect data that supports the Council's objectives around decarbonisation, energy performance improvements, and environmental sustainability
• ensure data integrity and security
  • to store and manage all stock condition information in a secure, accurate, and accessible format, using appropriate technology and data governance measures
• engage tenants and stakeholders
  • to ensure surveys are conducted in a respectful, transparent manner, keeping tenants informed and involved throughout the process where appropriate

4. Scope of the strategy

4.1 This strategy applies to:

• all residential and non-residential HRA properties owned or managed by the organisation
• all tenure types, including general needs, supported housing, leasehold, and temporary accommodation
• all building elements and components, including structure, roof, windows, doors, kitchens, bathrooms, heating systems, and external works
• all HHSRS risk identified will be recorded through NEC, showing completion of remedials to clear risk

It excludes:

• properties scheduled for disposal within 12 months of survey activity
• properties under major redevelopment or regeneration programs where a separate condition assessment process is in place

5. Relevant legislation and guidance

• a Decent Home - Definition and Guidance for Implementation 2006
• Housing Health and Safety Rating System 2006
• Homes (Fitness for Human Habitation) Act 2018
• Social Housing (Regulation) Act 2023 & Awaab's Law
• Gas Safety (Installation and Use) Regulations 1998 (GSIUR) as amended 2018

Approved Code of Practice and guidance.

• The Regulatory Reform (Fire Safety) Order 2005 & The Fire Safety Act 2021
• British Standard 7671 As Amended (Electrical Installations)

6. Standards and methodology

• sample size: minimum of 20% of stock surveyed annually, achieving 100% coverage within a 5-year cycle. See appendix 1
• survey type: non-intrusive condition surveys, including visual inspection and data capture of key components
• frequency: full stock condition surveys every 5 years, with continual validation through responsive repairs, home inspections and planned works data
• surveys must be carried out by qualified and competent surveyors in line with RICS or equivalent industry standards and surveyors will be HHSRS trained
• data will be collected using the organisation's NEC component lifecycle database. This will be via handheld devices that link direct to the NEC system
• surveys will include Energy Performance Certificate (EPC) data collection and assessment of compliance with building safety regulations

7. Roles and responsibilities

7.1 Chief Executive & Executive Leadership Team

The Executive Leadership Team will:

• provide strategic oversight
• approve the Decent Homes Survey Strategy
• ensure adequate resources are available
• monitor compliance performance

7.2 Accountable Person - Council Homes Director

The Accountable Person will be designated as the accountable lead Stock Condition Surveying.

They will ensure:

• a comprehensive servicing compliance programme is in place
• all surveys are completed within required timescales
• remedial actions are tracked and completed
• stock condition data is accurate and validated
• risks are identified, managed, and escalated

7.3 Assets Team

The Assets Team will:

• manage the surveyor programming
• monitor and ensure targets are met.
• track remedial works
• maintain compliance records
• provide performance reporting

8. Data use and reporting

• data will inform 30-year investment plans, annual budgets, and risk assessments
• survey findings will be reported to the Housing Asset Manager and included in quarterly performance reports
• identified high-risk defects (HHSRS) will be reported for immediate action through repairs or compliance teams

9. Strategy management

• the Asset Management Team is responsible for ensuring adherence to this strategy
• internal audits will be carried out yearly to validate survey accuracy and process compliance
• non-compliance or significant variances will be reported through the Housing Asset Manager

10. Equality and diversity

10.1 Great Yarmouth Borough Council aim to deliver stock condition survey service that is fair and accessible to all. The council will:

• provide clear information on survey timescales
• use "No-access" policy to manage survey access issues
• inform residents any works including HHSRS if found at survey
• provide accessible reporting channels

Information about the document

Appendix 1

*Stock Condition Surveyor to pick up any shortfalls from other streams