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SOUTH DUBLIN COUNTY COUNCIL

MEETING OF SOUTH DUBLIN COUNTY COUNCIL

Monday, June 13, 2022

QUESTION NO. 4

QUESTION: Councillor T. Costello

To ask the Chief Executive to explain from start to finish the process of getting a void ready for relet, from the time it becomes void to relet

REPLY:

The following are the regular steps for the turnaround of a Council rented property from when it becomes vacant through re-let repairs and up to being allocated:

• Property surrendered to Allocations section and arrangements made to secure and provide shuttering if required
• Maintenance sections notified and arrange initial inspection to determine condition of property and identify clearing out and cleaning requirements, including specialist contract cleaning as necessary
• Clerk of Works undertakes a detailed property inspection and prepare a schedule of required refurbishment works for framework contractor for the area, who submits a quotation, based on tendered and agreed rates, to complete the works. Following review of quotation, a purchase order is raised as appropriate and issued together with a task order detailing the works required and the projected start and finish dates.
• Electrical and mechanical inspections undertaken to determine any required works to electrical, heating systems and specialist contractors similarly engaged if required.
• Projected finish dates are notified to the Allocations section who then start sourcing prospective tenants through Choice Based Letting, homeless, medical, transfer lists and start making formal tenancy offers after completing any required estate management checks.
• Appointed contractors are responsible for co-ordinating their allocated works and associated trades along with the mechanical and electrical works contractors, and act as Project Supervisor Construction Stage for the site with works monitored by the Council's local Foreman of Works.
• Relevant Allocations and Housing Maintenance staff meet weekly to co-ordinate timelines for works ad prospective tenancy sign ups.
• When all works are complete, the contractor prepares a handover file containing safety data sheets for the materials used, operating procedures for any replacement mechanical or electrical units and a post works BER certificate for the property and the final stage of the process is the formal signing of the tenancy agreement by the prospective tenant.