Stock Condition Surveys - Part 2 – A Consultant’s perspective

Above all, the success of a stock condition survey will be down to good organisation, management and leadership

Source: Spilled News

In my last article I discussed various reasons that may motivate a Client into undertaking a stock condition survey and identified a number of key factors that need to be considered prior to engaging a Consultant for delivery of the surveys.  In this article, after a brief explanation of how data capture has evolved over recent years, I want to view things from ‘the other side of the fence’ and discuss issues that a Consultant may encounter in both the pre and survey stages.

A short history of data capture

Over recent years technology had moved on at a rapid pace and there are now numerous hardware choices and software packages on the market that enable Surveyors to carry out surveys ‘remotely and in real time’. I have been lucky enough to be involved in stock condition surveys over the last 20 years, which initially were all undertaken on site by hand, usually with a pre-prepared proforma. This then developed into the first iteration of electronic data capture in the form Psion handheld’s. These were large ‘bulky’ pieces of equipment which were difficult to navigate through and were extremely limited in their capacity to store data. At the end of each day it was necessary to upload the information from the handheld via a docking station, which often led to ‘technical issues’ which sometimes resulted in data being lost.  As you can imagine this was very frustrating.  Battery life was also an issue, where it was necessary for us to take back up battery packs to allow us to stay on site for a full day. As technology advanced we started trialling on site data collection with smaller and slimmer PDA’s and Palm Pilots.  In the early days these were extremely ‘sluggish’ on site, as the capacity to store data was often limited. I can remember that one of my clients had produced a proforma that required recording of so many attributes that the PDA became unusable. We had to recommend a significant re-drafting of the proforma in order to be able to continue with the survey. Nowadays tablet’s have emerged as the new way of collecting on site data. These have built in camera’s, have much larger built in memories, are light weight and can offer unparalleled back up facilities. With a number of specialist stock survey software packages available we now have both hardware and software to make the whole process faster and more efficient. In addition, Cloud based technologies continue to evolve and these have significantly impacted on data storage and usability of data. It is however worth stating that however advanced hardware and software may become, the accuracy and value of the data will always be relative to the knowledge and expertise of the Surveyor.

Source: Journal for Clinical Studies

Pre-survey stage

It is highly unlikely that the cost of a stock condition survey will exceed OJEU thresholds (although after Brexit OJEU is unlikely to be an issue) therefore the content of a tender submission will be down to the requirements of each individual Client. At this stage it is vitally important to read the tender documents thoroughly to establish the scope of the survey and therefore assess the resources that will be needed to deliver what the client is expecting. Although very significant, resources will not just relate to the survey team.  Purchasing hardware and obtaining software licences can be extremely expensive which if not adequately considered could significantly reduce the profitability for the Consultant. Also, a Client may have their own in-house Asset Management system and if so are likely to require data collected during a stock condition survey to be compatible with their system. There are numerous examples of asset management software such as Orchard or Atrium to name a few, however a Consultant will need to become familiar with a Client’s particular system, which will involve consultation and possible training. In fact establishing a Client’s existing asset management processes and systems is fundamental to helping a Consultant to deliver a successful stock condition survey.

The deadline is also fundamentally important in planning the survey and also for fee calculation. A delivery programme should be formulated at the earliest possibly opportunity, working back from the Client’s deadline. The programme should include all pre and post survey activities including consultation with the Client; planning, pilot surveys, training of staff, arranging access, on site surveys, quality assurance checks, moderation and validation, reporting, etc. The amount of inspections that are required (which will be determined by the target sample size) will determine how many surveyors will be needed. It may be that during the preparation of the programme that a Consultant will realise they will need more surveyors than they first thought in order to achieve the deadline. This will subsequently impact on the amount of hardware and software licences that are needed and therefore the fee that is likely to be charged. 

Survey stage

Once a Consultant has been awarded a contract to deliver a stock condition survey there are number of things that can be done to ensure that the deadline is met and that the data collected in accurate and consistent:

Good leadership – It is extremely important that a Consultant appoints an experienced member of staff to oversee and take charge of the stock survey, right through to completion. Ideally, this individual should have been involved in the tender process and therefore understand the Client’s requirements; be able to manage a large team of surveyors and be able to incorporate and manage a robust quality assurance system and act as liaison with the Client. A Consultant should never underestimate the complexity of delivering a stock condition survey and unless a suitable ‘leader’ is appointed to manage the project, then the whole process can become chaotic and poorly managed and will ultimately result in failure.

Training – Quality of data and consistency are important in ensuring that the data can be confidently used in the future for a variety of different things.  Achieving this however is always one of the biggest challenges a Consultant will face and one of the biggest frustrations that a Client will encounter if the information received is of poor quality.  The problem with undertaking any inspection is that different surveyors could inspect exactly the same building but actually produce a different assessment of an element or an attribute.  This is human nature and although impossible to avoid, it is possible to manage.  What a Consultant should be trying to achieve is for Surveyors to be looking at elements/attributes in the same way and although they may not arrive at identical assessments, they should be very similar.

Prior to letting my Surveyors undertake the onsite surveys I would give then lots of information which would include definitions of physical condition, priority, user effect and risk rating etc. (This would vary from survey to survey, depending on the Client brief). The table below provides an example of typical definitions that could be used:

I would then arrange a half day workshop with the whole survey team, where amongst other things we would discuss the definitions and use examples to assess how individual Surveyors would consider a particular element/attribute. During this meeting we would also discuss and use the hardware/software that was going to be used for data collection, discuss access issues, time frames and the quality assurance procedure. These types of meeting are invaluable as it gives the survey team the opportunity to understand what is expected and provide an opportunity to raise any questions they may have.

Quality Assurance Procedures – As discussed throughout this article, quality assurance processes are an extremely important part of the whole process.  When managing large condition surveys I would spend a few days out on site with each member of the survey team during the first few weeks of the survey. This enabled my Surveyors to ‘iron out’ any uncertainties whilst I was present and to ask further questions as needed.  When the data was uploaded I was able to view this through the relevant asset management database and I was able to add filters so that I could generate numerous reports throughout the whole time that the data was being collected.  I was then able to question things that appeared to have been missed where data fields were empty, or ask questions where surveyors had identified high priority issues etc.  This enabled data to be corrected where necessary and sometimes identified surveyors who I needed to spend more time with who clearly required more training.

To consider every aspect of a stock condition survey in such a short article would be impossible.  Hopefully, I have discussed some interesting aspects of what can be a complex process to manage and deliver.  Above all, the success of a stock condition survey will be down to good organisation, management and leadership which will incorporate all of the various aspects I have discussed above.  Once the process is set up and organised correctly the data collection is usually reasonably straightforward. In order for this to be achieved there needs to be a great deal of planning and consultation many months before the data is collected onsite, if this is not undertaken then a Consultant is likely to encounter serious difficulties in meeting the expectations of their Client

Author: Gary O’Neill

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Non-Traditional Housing – Securing a mortgage is not easy!

There is no reason why older houses of non-traditional construction cannot be repaired and refurbished to provide comfortable homes that can last for many years.  The issues however will come when an owner decides that they want to sell.  Lenders are very reluctant to borrow on such properties, which in itself is likely to make prospective purchasers nervous

Source: http://www.externalinsulation.co.uk/

Non-traditional housing generally relates to any property that is not built using traditional methods and materials. A traditionally built property would be of solid wall or cavity wall construction built with masonry (bricks/stone/blocks) and mortar. Non-traditional properties include those ‘designated defective’ under the Housing Act 1985 and those other types that have not been ‘designated’ but which are still not of a ‘traditional’ type (certain timber frame types for example). Certain non-traditional types are not mortgageable without significant amounts of work being undertaken to recognised standards.

Understandably, lenders often get very nervous about borrowing money to those who are planning to purchase a non-traditional house and although we may wonder why such a cautious approach is taken it is worth considering the risk to the lender.  In actual fact, the lender ‘owns’ a property until a loan has been paid back in full and have the right to re-possess in the event of a default in payments or a significant loss in value.  The lender needs to be satisfied that in the event of such a default that they can recoup the value of the loan at any point in time. Basically, lenders want to make sure that a property is readily saleable and isn't likely to have any serious defects in the construction.  In assessing whether to provide a mortgage a lender will consider the borrower’s ability to maintain mortgage repayments as well as establishing whether a property is considered to be an acceptable security in which to secure the mortgage loan.  It is the latter of these two criteria which comes under the spotlight when the property is classified as non-traditional.

Trying to secure a mortgage on a non-traditional property can prove to be problematic, with a limited number of lenders offering such a product.  Many lenders are not prepared to take the risk and avoid this market completely, however there are a number of lenders who are willing to provide mortgages on non-traditional properties, although this usually comes with a number of requirements that will need to met before a mortgage loan is offered.  A particular requirement may be for the property to have an Assessment in Accordance with Non Traditional Homes Appraisal Scheme (NTHAS). 

'The scheme takes a pragmatic and common sense approach to the structural assessment of these property types and does not automatically assume that at all forms of non traditional construction are defective. Very often it is sufficient to protect the underlying structure from further deterioration and exposure to the elements by the adoption of either a lightweight insulated render over cladding or brick cladding coupled with repairs and strengthening measures’ Source:http://www.mdyson.co.uk/ 

It is these types of measures that may provide the security necessary and give a lender sufficient confidence to provide a mortgage loan.

Source: http://www.greendealsolutions.net/

A number of years ago I was acting as Consultant for a medium sized Registered Social Landlord (RSL).  Five years earlier the RSL had taken ownership of approximately 1500 former Local Authority tenanted houses through stock transfer. Over the five year period the RSL had worked very hard to meet their ‘promises’ commitment, which required them to complete a comprehensive programme of refurbishment/upgrades and demolition and a new build programme.  For those who are not aware of the intricacies of stock transfer, part of the process requires consultation with tenants with a view to gaining their support and commitment so that they will vote in favour of the transfer.  During the consultation the proposed new RSL will detail improvements they will make and make a number of commitments or promises together with likely timescales should the tenants vote for the transfer.  The RSL I was acting for was now reaching the end of this initial programme and were now considering how to strategically proceed with a number of non-traditional houses they have inherited through the stock transfer.

As part of the appraisal we considered a number of options to maximise the assets, one of which was to consider selling properties on the open market.  In order for this to happen we had to ensure that the properties were mortgageable and not only that but also to establish which lenders would be able to offer mortgages on these properties, so that prospective purchasers could be directed to a selection of lenders.  After a number of months of consulting with lenders we established a list of just three who were willing to offer a mortgage. All three lenders stipulated that each of the properties must have a structural assessment and that a comprehensive programme of repairs/upgrade must be undertaken.  This included concrete repairs, where appropriate as well as the installation of an externally insulated render system and window replacements to the external envelope to improve the very poor thermal efficiency of most non-traditional housing.  As you would expect, these improvements and repairs were not cheap, so it was necessary to factor in these costs together with the cost of professional fees, warranties and the like and then weigh them up against the likely return based upon the open market value.  Even if these works were to be carried out, the properties would always be classified as non-traditional construction and the client felt that this would significantly impact on the number of prospective purchasers and in particular their restricted ability to obtain a competitive mortgage due to the limited number of lenders willing to provide one.  In the end the client felt that the most viable option we provided was to demolish their non-traditional over the next few years and replace them with new build.


In summary, there is no reason why older houses of non-traditional construction cannot be repaired and refurbished to provide comfortable homes that can last for many years.  The issues however will come when an owner decides that they want to sell.  As discussed above, lenders are very reluctant to borrow on such properties, which in itself is likely to make prospective purchasers nervous. With the amount of non-traditionally constructed houses in existence in the UK this is an issue that many are likely to encounter for a number of years to come.  Consequently, cash paying property investors may see non-traditionally constructed houses as an opportunity as some may be in a position where they do not need a mortgage loan. They are likely to be able to achieve good rental yields over many years, based on the fact that they may be able to pick up these types of properties relatively cheaply.

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Non-Traditional Housing - External Wall Insulation

Guest article from Joe Malone BSc(Hons) ICIOB Head of Asset Management ALMO Business Centre Leeds

It should be recognised that the majority of External Wall Insulation (EWI) systems are non-structural and therefore are fixed to load bearing fabric. There are times when a non-structural system is inappropriate for use such as in Crosswall construction.

The Triple Problem

Figure 1. Typical EWI System - Source: http://www.everwarmgroup.com

Non-traditional stock normally presents 3 major problems for registered providers, they are thermally inefficient, they may have structural defects and they are unattractive and often blight housing estates. Whilst each problem presents unique challenges, none are insurmountable and life cycles can be cost effectively extended for a further 30-40 years so long as investment decisions are evidence based and address the three problem areas under discussion.

Poor SAP Ratings

Since all non-traditionally constructed properties require an improvement in their SAP rating it makes sense to discuss external wall insulation. There are a number of EWI systems in use but unless you are looking or a structural system then there is little variation apart from the choice of insulation material.  Phenolic boards (PF), PUR (Rigid polyurethane foam), PIR (Polyisocyanurate) EPS (Enhanced polystyrene board) or mineral wool are all frequently used as part of these EWI systems.  Rigid phenolic insulation products offer best thermal performance when, compared with rigid polyurethane or extruded polystyrene. Its low thermal conductivity allows specified thermal performance targets to be achieved with minimal thickness of insulation. This is particularly significant where space saving is important. For this reason it is one of the most widely used products in the external wall insulation business. That being said Phenolic board comes with a few known and a few less well publicised issues:

1.   Demand for phenolic board has exceeded supply which has caused manufacturers to cut the 12 week curing period to 6 weeks in an attempt to keep the market supplied. There are some concerns with regard to the effect this decision will have on the quality of the product and there is some early anecdotal evidence regarding increased board shrinkage after system application. Phenolic boards were known to shrink which can occasionally cause gaps to open up in the building envelope. Will we now see an increase in the severity of this problem? Many commentators (myself included) believe that we will.

2.   Phenolic board has known acidic properties and should not be placed in direct contact with metal roof decks, wall cladding or stanchions. There are cases pending against the manufacturer where phenolic boards have caused corrosion of steel roof decks.

3.   Phenolic foam insulation has a significant environmental impact, exceeding that of other insulation materials. Significant amounts of petroleum and natural gas must be burnt during the manufacturing and refining processes, though the insulation industry has ceased to use chlorofluorocarbons (CFCs) in the manufacture of foam insulation products. In simple terms, it's nasty stuff, its manufacture was discontinued in the US in 1992 and you should consider whether continued use of phenolic board is a responsible business decision for you or your client.

4.     Phenolic foam insulation will deteriorate if it is exposed to moisture or sunlight for extended periods of time. While it will be safe from sunlight exposure inside your walls or between your floorboards, it is important to store phenolic boards correctly and apply render to walls within 48hr of fixing external wall boards.I have personally managed millions of pounds worth of EWI work and site management of this issue has been a consistent and ongoing problem.

Figure 2. A Wallsall scheme. No design work and bland results

PUR board comes with similar known environmental problems but is also known to suffer a loss of U value (thermal performance) with time. This is due to a combination of air infiltration and fluorocarbon gases diffusing out of the product (outgassing) over time. This rate of outgassing is unclear and varies from product to product but in all likelihood a property that has a PUR insulation system installed will have a significantly reduced U Value 10 years on from the date of installation.

The most cost effective and pragmatic choice of material from the 3 materials listed is EPS, in particular Graphite enhanced polystyrene (GEPS), which will give a significantly improved U-value over standard EPS. Long term performance gives significantly less concern than phenolic or PUR and whilst it could never be considered a ‘green’ product, it is in my opinion the more environmentally friendly and acceptable choice from the main types of rigid insulation board in main use. Mineral wool also provides a viable alternative choice to GEPS yet it one of the more underused options. Of course there are pro's and con's with every material choice and whilst I would recommend GEPS for low rise stock, consideration needs giving to fire performance when used in high rise stock.

Fire Safety Performance

A chemical called HBCD is often added to EPS or GEPS to improve fire performance and whilst you may not yet have heard about health concerns relating to the use of HBCD, it is on the verge of being banned or having its use restricted in Europe. In general terms EPS or GEPS has poor fire performance but can achieve a class E rating when enclosed with a laminated facing layer of the type seen in EWI systems. That being said, Class E isn't really acceptable for high rise applications and you would be looking to build in external fire breaks if such a system was used externally on high rise blocks. Whilst being the least environmentally friendly, PIR or PF insulation boards offer the best fire resistance having achieved a class O rating; this does raise their profile for use in high rise applications.

EWI System Failures

There are a number of EWI high rise system failures in Scotland and Birmingham and the North West; I'm sure there are many more that to date I am unaware of but the point is made. One spectacular failure in the North West was captured by a passerby on their mobile phone:

In Scotland court cases are pending but in Birmingham the issue has been turned into a dispute over whether the products or the standard of installation were the cause of these failures What is clear is that insulation boards have moved or become partially detached from the external building façade and the I have some concerns that systems have not been adequately wind tested for installation at height. Another known problem is that mechanical fixings into no fines concrete have been very poor or completely inappropriate for the circumstances. There have been a significant number of hammer fixing failures into concrete and particularly no fines concrete.

In general terms, the majority of EWI system installers are satisfied with mechanical hammer fixings alone whilst a minority of installers believes this is a problem and adopt a belt and braces approach to installation by both gluing and mechanically fixing boards to the external façade. I agree with this approach for low rise stock but would still issue a note of caution with regard to specifying a standard non-structural system for medium to high rise stock.  If the thermal solution is not given adequate consideration and fails then I have experienced first hand how extremely difficult it is to get contractors to resolve these failures when high rise access alone (mast climbers or scaffolding) can cost them somewhere in the region of £100k to £250k per block.

EWI Structural Systems v Non-Structural Systems

It should be recognised that the majority EWI systems are non-structural and therefore are fixed to load bearing fabric. There are times when a non-structural system is inappropriate for use such as in Crosswall construction. Crosswall construction takes all the building loads from floors, roof etc. on the gable walls. The front and rear facades of these properties are non-load bearing and therefore unsuitable for fixing a standard EWI system. In these cases you would choose a structural EWI system such as Structherm. Moreover, a structural EWI system has several other potential applications when considered for use on non-traditional stock.

·       Full cladding of defective buildings (reduces need for difficult remedial work)

·       Fully designed structural cladding for non-traditional medium to high rise structures. Designed to account for wind loadings etc.

·       Full over-cladding of defective or inefficient system built structures (improving structural safety and thermal continuity)

·       Enclosing balconies and walkways (converting external space into usable internal floor area)

·       Forming new or extending existing parapets (improving safety at roof level)

You should also note the failures of mechanical fixings into concrete (particularly no fines) and ensure a system is designed to bypass this issue. This is a note of warning that should apply to all system design but you should note that bad site management during any installation process will negate any effective design process. I have visited site on many occasions and seen the wrong size hammer fixings used or more commonly, operatives not using depth stops attached to their drills and often even punching straight through walls when drilling for hammer fixings. The length of hammer fixing is critical to the design process yet I am convinced that they often don't account for the depth of existing render applied to some non-traditional properties and therefore hammer fixings can be fixed to insufficient depth in the structural panel. It is all too easy to make assumptions about the depth of existing render and I often insist on having patches chiselled out to expose the substrate. This allows us to make a more informed decision about the required length for hammer fixings.

Pre-Existing Concrete Defects

In part one I discussed the defects relating to carbonation and chloride attack of concrete non-trads. The problem is of particular concern when dealing with high rise stock because the repair of cracks and spalling can significantly add to your refurbishment cost. Each small localised repair can cost circa £30-40 per repair. There can be hundreds of such repairs on each high rise and this doesn't account for access costs or the cost of an anti carbonation coating. Rusting is of course an expansive reaction and treating rusted rebar is a key part of the concrete repair process to prevent future spalling of the concrete. There is an argument that says overcladding with an EWI system cuts off oxygen required for the rusting process and therefore prevents any further deterioration of the rebar. This could to a degree mitigate the requirement for concrete repairs but where structural engineers are involved in the design process then they are less likely to accept this argument.

Is EWI Appropriate for All Properties?

In short, No! There are concerns about the potential for EWI systems to cause damp and this stems from two issues:

1.     Traditional properties built on the ‘overcoat’ principle and using traditional stone or lime mortars are meant to breathe. Adding EWI would affect the walls breathability and is completely inappropriate for use on these properties. An ex-colleague of mine has been trying to find a solution for improving SAP on single skin stone properties in Cumbria, they went with an internal wall insulation system and whilst pragmatically this raises less concern it will still affect the walls breathability.

2.     I’ve seen a number of EWI systems badly installed and bridging the dpc. The installers may well claim that their materials will not wick moisture but you’d be wise to discount their claims. 

Design

Figure 3. A well designed Nottingham City Homes scheme in Bulwell, Nottingham.

Well designed EWI systems have the ability to completely transform our estates but if design is not given adequate consideration then completed estates will remain as bland or even be damaged, particularly by the choice of gaudy colour schemes. Housing providers who give residents too much choice in the design of their estates are often those that end up with a series of ill matched pink, green and violet housing.

Whilst colour choice of external render systems is one consideration, all EWI systems offer a choice of features that will add architectural detailing, particularly effective can be the use of bricks slips. On the last scheme I was involved with we gave a great deal of consideration to all aspects of design, even to the extent of having artists illustrations done so we could make informed choices on design. To many organisations, EWI is nothing more than a technical solution to deal with thermal efficiency but they are failing to protect the future of their estates and communities by not giving adequate consideration to the design process.

Please feel free to share this article and other articles on this site with friends, family and colleagues who you think would be interested

Information/opinions posted on this site are the personal views of the author and should not be relied upon by any person or any third party without first seeking further professional advice. Also, please scroll down and read the copyright notice at the end of the blog.