Internal Affairs for Adactus500 Scrutiny Panel Energy Efficiency: Final Report 20 March 2015
Internal Affairs for Adactus500 Scrutiny Panel
Scrutiny Review: Energy Efficiency Final Report The Project “We aim to carry out improvements to properties with a low SAP (energy efficiency) rating to bring their rating up. Our target for average SAP ratings across all of our properties by the end of the year is 79” (Adactus Housing Group Business Plan 2013/14). We missed the target of 79 set by the Board in terms of SAP rating across our stock – at quarter one (2013/14) it was 77.1, and the current average (2014/15) is 78.
What we wanted to know • • • •
Why did we miss our target? Which types of properties were targeted for energy efficiency works? What measures were carried out to achieve the SAP 79 target? What more could have been done to achieve the SAP rating of 79?
What we looked at • • • • • • • •
Setting of the SAP rating How properties were assessed for energy efficiency Accuracy of SAP records How properties with a low SAP rating were identified Improvement programmes to improve energy efficiency Number of improvements completed Availability of energy efficiency advice External funding
What we found 1. SAP • The Standard Assessment Procedure (SAP) is a methodology used to assess and compare the energy and environmental performance of dwellings. It works by assessing how energy efficient a property is. The SAP rating is derived from an energy performance survey and detailed on an Energy Performance Certificate (EPC). In addition as part of the Groups’ stock condition survey the software used provided a SAP rating.
Shehnaz Akhtar
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Internal Affairs for Adactus500 Scrutiny Panel
a. SAP requirement • It is not a mandatory requirement for Registered Social Landlords to produce an EPC for its existing properties however new developments are required to have one. The Group has energy performance (SAP) surveys done to provide "value" for its assets and to provide prospective tenants with an energy efficiency rating for that property. • Energy performance surveys are carried out by Pennington Choices on properties that become void and not had a survey in the last 10 years, they charge £55 per survey. Energy Performance assessment has not been brought inhouse as Adactus staff do not have the necessary qualification to carry out an assessment, or the specialist equipment/software required to produce an energy performance certificate. • SAP ratings are expressed on a scale of 1 to above 92, the higher the number the lower the energy running costs. SAP ratings are registered onto the Group’s property database known as ECMK. • ECMK database was introduced over ten years ago as the ‘property’ database. It is specifically designed for Housing Associations and Local Authorities to manage their housing stock. It facilitates more details to be added to components following a stock condition survey, for example dates when components were replaced, and allows asset managers to maintain the quality and energy efficiency of their housing stocks. At present ECMK does not communicate with the main QL database, Asset Management are considering how to manage it better and looking into ways to improve it. b. SAP Development • SAP is continually evolving in respect of the areas that are assessed. The 2001 SAP standards were updated in 2005, 2009 and 2012. The 2005 rating has been the one used to date for reporting purposes. • SAP2009 looks in more detail at party walls, heating and cooling systems, multiple heating and ventilation systems, hot water consumption, heat pumps, innovative technologies, CO2 emission factors, lights, appliances and cooking methods. The effect is an increase in the predicted energy consumption of dwellings that typically reduces the SAP rating by 5-10 points. The Group’s average SAP rating was calculated using a mix of SAP2005 and SAP2009 ratings. c. National Average • The average energy efficiency rating for a dwelling in England and Wales is band D, rating 6065. (National Energy Action) • The Government proposals include improving as many fuel poor homes as reasonably practicable to band C by 2030 with interim targets of a minimum of EPC band E (39-54) by 2020 and D (55-68) by 2025. (National Energy Action)
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Internal Affairs for Adactus500 Scrutiny Panel
2. The strategy •
•
In 2012 the Group’s strategy was revised to increase the target for average SAP rating of stock from 66 to 77 and then by one point each subsequent year. This increase of 11 points was a result of specific energy efficiency investment programmes and planned maintenance improvement programmes. The aim of the strategy was to review 400 properties with a below SAP65 rating listed on ECMK. An action plan was produced to carry out where possible; loft insulation, cavity wall insulation, double glazing, and replace boiler with a condensing gas boiler in order to increase the rating to above 65. The intention was not to carry out all these works in one fell swoop but to incorporate them into a planned maintenance programme (although it was not established what the timetable was).
3. Stock Profile a. The Database • The ECMK property database contains details of all the Group’s properties. It contains details of 13,216 properties. Records revealed some property types had different descriptions for example a bungalow was also described as HBUN and detached as HDET, therefore increasing the number of categories. It also showed that 4,633 dwellings had not been categorised – the property type had not been completed. b. SAP Records • The SAP data on ECMK was unclear as it contains ratings for SAP2001, SAP2005 and RDSAP2005. RDSAP2005 is the most recent one and contains details of 2,938 dwellings. • The review of the data showed many SAP2001 ratings were cloned, for example if one property in a row of houses had a SAP survey done then that SAP rating was applied to all. Although ECMK showed many properties had a survey date (indicating that a survey had been done) there was no figure (SAP rating) and an energy performance certificate was not available on the EPC register. Since the interim report was published data cleansing has taken place to remove incomplete information. • A check on SAP2005 data revealed there were gaps in information; of 13,216 properties a SAP rating was not available on ECMK for 5,958 (45%). Further investigation revealed that some data was available on the Development, and Voids & Lettings teams databases; it had not been fed through to ECMK. • ECMK was updated with SAP2009 software on 10 February 2015. Following this, a data cleansing process is taking place to amend or remove data that is incorrect, or incomplete. The current position at 18 March 2015 was that 81% of SAP data was available and it is anticipated that ECMK will be updated with complete information by August 2015.
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Internal Affairs for Adactus500 Scrutiny Panel
c. New properties • The development team updates information pertaining to new properties onto the “New Properties database” (Access) such as; the number of bedrooms, components, heating system, funding received, contractor, date of handover and the property type. It also has a facility to record the SAP rating and the date of the energy performance certificate. Between 1 January and 31 December 2014, 255 new properties became ready to let. A spot check of twenty new development property records for which the SAP ratings ranged between 81 and 89 showed these two fields had not been completed in ten cases (50%). • It was learnt that the SAP rating and certificate date entered in the new properties database is not fed directly into ECMK. The SAP ratings are manually input by staff in Asset Management. • A check was made to determine whether the SAP ratings of new properties had been recorded onto ECMK. It revealed that of the twenty properties only two had been logged (10%), the effect of this is the Group’s average stock rating is understated. If these SAP ratings had been updated onto ECMK they would increase the average stock rating. • ECMK is currently being updated and SAP ratings of all new developments are in the process of being logged. d. Voids Properties • The Voids & Lettings team maintain a separate spreadsheet for SAP surveys for properties they let. They use it to check whether a property has a valid EPC certificate before it is let. A review of ten properties revealed that SAP ratings of six properties had not been updated onto ECMK. • Planned Maintenance and the Voids & Lettings team are working together to ensure that all future void SAP ratings get registered onto ECMK in a timely manner, for example on a monthly basis. e. Agency, Sheltered & Supported housing • It was learnt that a SAP survey was not raised for void agency managed, sheltered, or supported dwellings. This is because an energy efficiency survey had been carried out for one dwelling within each scheme and the SAP rating applied to all as they are similar. Unless a scheme undertook further energy efficiency improvements, a void dwelling did not warrant a new survey. f. Properties below the Government’s proposed minimum target (band D, 55-68) • An analysis of properties with a SAP2005 rating listed on ECMK (as previously mentioned only 55% of properties were listed, however following data cleansing this is now only 19%) revealed only 86 fell below the Government’s proposed minimum band D.
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Internal Affairs for Adactus500 Scrutiny Panel
SAP Rating Band 92 plus A 81-91 B 69-80 C 55-68 D 39-54 E 21-38 F 1-20 G Total (5,958 properties do not show a SAP rating on ECMK) •
No. of Properties 0 1,585 4,340 1,247 67 17 2 7,258
A review was carried out on the eighty-six below band D (55-68) properties to verify the accuracy of the rating; it revealed that only 16 actually fell below this threshold. The rating of forty-nine properties could not be verified as the energy performance certificate was not available on the EPC Register. The results are shown in the table below: SAP Rating 92 plus 81-91 69-80 55-68 39-54 21-38 1-20 EPC Not available Total
Band A B C D E F G
No. of Properties 0 0 4 17 9 2 5 49 86
4. Improvement Programmes/Energy Action a. •
Actions to improve energy efficiency There are many aspects that can make a difference to a property’s SAP rating. Each improvement can increase the rating and reduce fuel poverty. Below is an example of improvements that can make a difference to a property’s SAP rating: Improvement Rating can be improved by Condensing Boiler *47 SAP points Cavity Insulation *20 SAP points Loft Insulation *10 SAP points Double Glazing *4 SAP points Low Energy Lighting *2 SAP points * Please note that these are only estimates.
•
Estimated Savings £225+ per year £134 per year £100-£125 per year £10-£15 per year £33 per year
Although research shows that up to 15% of energy loss is estimated to be lost through external doors, it currently does not form part of the key elements taken into account when assessing the energy efficiency performance of a dwelling; therefore doors are not linked to
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Internal Affairs for Adactus500 Scrutiny Panel
energy efficiency programmes. The elements assessed in the energy efficiency survey are; walls, roof, floor, windows, heating, heating controls, secondary heating systems, hot water, and lighting. b. Planned programme of works •
•
In 2012 a programme of works was created to carry out energy efficiency improvements to 400 properties with a below SAP65 rating. They include loft insulation (increasing from 150mm to 300mm), cavity wall insulation, double glazing, boiler replacement and full gas central heating. In some cases rendering of properties was carried out for example to properties in Northgate Drive, Chorley and Abbey Hey. It was not possible to assess the impact of works undertaken to improve energy efficiency and reduce fuel poverty as SAP ratings were not revised on ECMK following improvement work.
c. 2014/15 action plan •
•
•
A review of the Asset Management’s action plan dated September 2014 showed 145 properties with a below SAP65 rating. It specified the works required to progress properties to a certain level and the potential energy efficiency rating in addition to the expected efficiency rating after each type of improvement. The plan includes low cost measures such as low energy light for fixed outlets, cylinder insulation, hot water cylinder thermostat, and floor insulation. It was explained that these actions had been incorporated into the 2015/16 planned programme of works. Asset management follow a process when faced with an expensive boiler repair; they consider the age of the boiler and the estimated cost of the repair. If the value of the repair exceeds 50% of the replacement cost, or the boiler is older than fifteen years and therefore reaching the end of its life cycle then it is replaced with a new one. Records revealed 262 properties received a new boiler installation in 2014/15. Of those, 145 were upgraded as a result of a planned programme and 177 were urgent cases where the component had broken down, and 26 were completed as part of a previous planned programme where installation could not be carried out due to access issues (tenants refused access).
d. Other energy efficiency measures (doors & windows) • Records revealed that external doors were not included in recent energy efficiency improvement programmes (as mentioned previously). The reason for this is external solid hardwood doors have a much longer life expectancy when compared to UPVC doors. However, a maintenance programme to paint external wooden doors takes place every seven years. Any defects would be picked up at this stage for example broken seals, and reported for repairs. Other than this, it is expected that tenants would report any issues for repairs.
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•
•
•
•
When a tenant reports a draughty door, the Customer Services Officer raises a repair order. A review revealed that 268 draught related repairs (draughty doors and windows) were completed in 2014 and 100 between 1 January and 16 March 2015. Once a door requires replacing, for example after a break in, it is replaced with a composite one. Research has indicated that composite doors greatly reduce heat loss and noise from outside, more so than UPVC doors. To improve the energy performance of windows they are replaced with double glazing when they are upgraded from single glazed units. Although triple glazing is available, research has shown that the additional energy saving benefit is minute while the cost is high compared to other energy efficiency improvements. Asset Management advised that at present there are 150 properties with single glazed windows.
e. Completed Improvements • A review showed that between 1 January and 31 December 2014 the Group carried out the following improvements to properties that had a below SAP65 rating: Improvement No. of properties Roof insulation 81 Cavity wall insulation 66 Boiler installation 82 Rendering (external cladding) 80 Double glazed windows 217 Full gas central heating 360 * Some properties had more than one improvement carried out • At present, 714 of the Group’s properties do not have a mains gas supply therefore they may be heated with electric storage heaters. Improvements are based on the useful life of the heaters (approximately twenty years) and replacements have been completed systematically since 2000, for example recently at Brook Court. The next improvement cycle is due in approximately five years. Asset management are exploring into the possibility of using alternative replacements, for example using new technology such as air source heat pumps. f. Solar Panels • Installing solar panels to the Group’s existing properties was considered however, it was not feasible as solar panels are dependant on a number of factors such as; the general condition of the roof (it may not be able to support the weight of the panels), and whether the property is south or south west facing in order to receive full benefit of the sun’s rays.
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Internal Affairs for Adactus500 Scrutiny Panel
5. Funding/Resource allocation a. Budget • The Asset Management’s planned maintenance 2014/15 and the 2015/16 budget for energy efficiency improvements is: Improvement Boiler replacements (communal area) Loft insulation upgrade Windows/doors Contribution to ECO funding Boilers (individual) Total
2014/15 £170,000 £7,500 £600,000 £200,000 £1,392,400 £2,369,900
2015/16 £202,800 £12,200 £607,200 £101,400 £932,400 £1,856,000
b. Funding • Many of the energy saving measures have been funded through Central Government funding sources, such as Energy Company Obligation (ECO), Energy Efficiency Commitment (EEC), Carbon Emission Reduction Target (CERT), Community Energy Saving Programme (CESP), and Dyson Energy Services. The amount of funding received since 2007 to date is £750,000. Funding provided loft insulation, cavity wall insulation, replacement of communal boilers, and insulation of boiler rooms. • Funding is volatile; it is not known how much will be available in years to come. 6. What are other housing associations doing? a. SAP targets/energy efficiency improvements •
Research shows that many housing associations carry out similar energy efficiency improvements as the Group such as; cavity wall insulation, loft insulation, double glazing and energy efficient boilers. It shows that the target SAPs vary between 65 and 88: Housing Associaton
Improvements
Target SAP rating
Sanctuary
Cavity wall insulation, loft insulation, energy efficient boiler, double glazing, solar thermal/PV panels, and water saving device.
82
Passivhaus
Triple glazing
88
Southway
Teamed up with FORREST and offered free solar panels to 1,000 homes
Not available
Cheshire West
Cavity wall insulation, loft insulation, and energy efficient boilers.
65 by 2015
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Stockport Homes
Cavity wall insulation, loft insulation, cladding, condensing boilers, free energy efficient light bulbs and automatic meter reading systems across communal sites.
80 at 2009/10 increasing by 1 each year
Riverside
Cavity wall insulation, loft insulation, double glazing, replacing electric heating with gas central heating, energy advisor on a one-to-one basis.
80
b. Comparison of average SAP ratings • SAP ratings cannot be compared between organisations as they all have a very different stock profile which affects their SAP rating as can be evidenced from the reported average SAP ratings in the table below: Housing Association (Oldham)
No of Properties (2013)
2012 reported average SAP (2005) rating
2013 reported average SAP (2005) rating
2014 reported average SAP (2005) rating
529
78.9
79.3
79.6
Contour/Symphony
1,117
71.25
70.3
70.37
Great Places
1,646
68.83
70.66
71.34
Guinness Northern Counties
1030
68.9
69.6
72.47
Housing 21
1,467
87
87
87
550
70
70
70
1,306
67.15
64.6
67.98
(SAP 2009)
(SAP 2009)
Aksa
Places for People Regenda
Villages FCHO
927
70.51
71.43
71.27
11,772
72.3
72.3
73.32
7. Energy advice a. Availability of advice • The Group’s website provides general information and tips on how to save energy by taking simple measures such as switching off lights, reducing the thermostat by one degree, and has a comparison service ‘Billscutter’ which compares energy prices from leading energy suppliers based on information supplied. • The Energy Advice booklet contains advice about energy efficiency measures that tenants can take to reduce fuel poverty. This information is also replicated on the website. It was learnt from the Climate Change Manager that the Energy Advice booklet will not be renewed as the information can be printed off directly from the website. Shehnaz Akhtar
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• The Climate Change Manager can provide one-to-one energy efficiency advice to tenants in their homes. A case study showed that at the visit she makes an assessment on how the tenant uses energy in relation to energy efficiency and provides advice on how to be more energy efficient such as; considering meters, assessing bills, switch energy supplier for a cheaper tariff, heating the home efficiently, showing them how to use heating controls effectively, and other low cost measures they can take themselves, for example using energy efficiency light bulbs, timer plugs for chargers, and draught excluders on internal doors. A free energy efficient light bulb and timer plug is offered to the tenant at every visit. A draught excluder is also available but this is only provided if there is a genuine need. • In addition to offering energy efficiency advice, the Climate Change Manager also takes into account the physical condition of the property and if in a poor state liaises with asset management in order to resolve the matter. Records showed this resulted in one boiler replacement brought forward from an improvement programme planned to take place in August 2015, and eight referrals were made to asset management for repairs or inspection. • The contact centre staff report details of energy efficiency referrals to the Climate Change Manager, who will arrange for a home visit with the tenant. However, a spot check revealed only two referrals had been made by them between 1 January and 31 December 2014. • A review revealed that the Climate Change Manger made sixteen home visits in 2014. Six tenants made self referrals following the energy advice article in the inhouse newsletter; others were made by Internal Affairs, Neighbourhood team, and Development department. A ‘Neighbourhood Day’ door knocking exercise was carried out in Neston that produced four more referrals. Seven referrals were regarding heating controls and timers, three for condensation, two for draughty window and doors, one for draughty windows, one for radiators, and two related to bills. b. Staff training • A review revealed that National Energy Action (NEA) provided ‘Tackling Fuel Poverty’ training to forty-six staff members in 2013-14. The course provided a synopsis of the issues that tenants should consider for avoiding fuel poverty and the associated health risks. The intention was to equip staff with knowledge they can use to support tenants to manage their energy use efficiently: o Understand fuel poverty and the effect on health o To instruct new tenants how to heat their home efficiently and use controls effectively o Explain fuel cost, meters, bills and how to switch energy supplier o Understand how to access trust funds, grants and seek further assistance o Identify solutions to dampness and mould growth The effectiveness of the training could not be established as records of advice provided by staff other than the Climate Change Manger were not retained.
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Internal Affairs for Adactus500 Scrutiny Panel
c. New tenant information packs • A review was carried out on the new tenant information pack to determine if heating instructions or boiler manuals were provided. It revealed the pack contained general information on Billscutter and how to establish who the current energy supplier was.
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Internal Affairs for Adactus500 Scrutiny Panel
What we liked: • •
• • • • • • •
• • • • •
•
External funding had been secured and the Group has been investing in systematic improvements of the energy efficiency of its housing stock. As well as capital works to improve the energy efficiency of properties, the Group also provides advice and assistance to their tenants to get out of fuel debt and switch fuel suppliers and tariffs. Most new developments produced an energy efficiency rating between 81 and 89, in some cases reaching its potential (the maximum rating achievable for individual properties). During the scrutiny review ECMK had been updated with SAP2009 software. Data cleansing is taking place to amend or remove data that is incorrect, incomplete, improperly formatted or duplicated. Improvement programmes were met and Of 13,216 properties only 150 have single glazed windows. The 2014/15 planned programme for 145 boiler replacements has been completed. A process is followed to determine whether a boiler should be repaired or replaced in urgent cases where the component has broken down (177 urgent boiler replacements were completed in 2014). Asset management are exploring new technology such as air source heat pumps with a view to replacing electric storage heaters in the future. A maintenance programmed takes place every seven years to paint external doors, this would identify any defects. Over 100 draught related repairs (doors and windows) have been completed since January 2015. Energy efficiency advice is available on the Adactus website and is featured in the tenant newsletter ‘In-house’. Forty-six members of staff were provided with ‘Tackling Fuel Poverty’ training by National Energy Acton to equip them with knowledge to support tenants with energy efficiency advice. Tenant advice programmes have been developed to provide individual energy efficiency advice.
What concerned us? • Three processes were used for recording SAP information; ECMK is used by planned maintenance, New Properties database (Access) for new developments, and a spreadsheet by the Voids & Lettings team. The SAP ratings for new developments and void properties and were not fed through to ECMK therefore these ratings were not included in the average SAP rating calculation.
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Internal Affairs for Adactus500 Scrutiny Panel
• Software upgrades had not been completed in a timely manner (SAP2005 was in use although SAP2009 came into force in April 2010 - ECMK has now been upgraded with SAP2009 software). • There were gaps in SAP2005 information held on ECMK; ratings were not available for 5,958 dwellings although in most cases a survey had been completed. Data cleansing shows that 81% of SAP ratings are now available to Adactus and it is anticipated that updating of ECMK will be completed by August 2015. • SAP ratings were not revised on ECMK following energy efficiency improvement works. • Only two energy advice referrals were made to the Climate Change Manager by the contact centre. • Evidence of energy efficiency referrals by departments (other than the Contact Centre) was not available. • Evidence of advice provided to tenants by staff other than the Climate Change Manager was not retained on file. • New tenant information packs did not include heating instructions or boiler manuals.
Glossary • • •
ECMK – the database for recording property information. EPC – energy performance certificate produced following an energy efficiency survey. EPC Register – the Energy Performance Certificate Register operated by Landmark on
behalf
of the Government.
• •
New property Database – used by the Development department to record new properties. SAP – the standard assessment procedure used to measure the overall energy efficiency of a home.
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Internal Affairs for Adactus500 Scrutiny Panel
Appendix Staff Interviews The following interviews were carried out with staff: Name Role Date Topics covered interviewed Natalie Twomey Climate Change Manager 2/12/14 Energy advice 12/3/15 Staff training Work shadow Dave Carter
Group Head of Sustainability
16/12/14
Fuel Poverty ECO Funding Carbon reduction Energy efficiency advice Renewable energy
Jamie Weston
Former Assistant Director of Asset Management
15/1/15
Planned Programmes of works: Cavity wall insulation Loft insulation Windows New boilers
Stephen Fryer
Planned Programmer
26/1/15 13/3/15
ECMK database SAP calculation SAP software updates
Dave Sweeting
Planned Programme Manager
30/1/15
Improvement programmes Component replacement Budget Funding
Louise Edwards
Former Development Officer
10/2/15
New developments New properties database SAP ratings
Ryan Hague
Project Officer
13/2/15
Voids & Lettings SAP spreadsheet
Andy Marshall
Director of Asset Management
10/3/15
Energy Efficiency Improvements Budget
Andrew Hoggard
Commercial Manager
12/3/15
Budget
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Ivan Meredith
Gas Compliance Manager
18/3/15
Boiler Replacements
Gary Heaton
Head of Property Services
20/3/15
Electric Storage Heaters
Energy Performance Certificate spot check What we wanted to check We wanted to determine whether Energy Performance Certificates existed for properties that did not show SAP data on ECMK. What we looked at We obtained a report from ECMK (Master SAP spreadsheet) detailing SAP information for all the Group’s properties. We filtered the spreadsheet to show 5,958 properties with no SAP ratings. A sample of 15 properties was selected. A search was made on the EPC Register via the internet using the property post code to determine if the energy performance certificate existed for each property and what the SAP rating was. The results are as follows: Address Ashdown, Southport Admiral Way, Merseyside Albany Court Aniline Street Barbeck Close, Miles Platting Bednal Close, Miles Platting Bignor St., Manchester Brigstock Ave, Manchester Burnleigh Court, Caloder Ave, Lancashire Canada St. Manchester Chapel St., Chorley Northgate Drive, Chorley Orme Close, Manchester Park Rd., Manchester
Actual SAP rating 73 87 76 85 77 67 48 71 79 73 55 58 59 68 70
SAP rating on ECMK No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown
What this means The database is not up to date. 45% of the Group’s stock does not show a SAP rating although evidence suggest that energy efficiency surveys have been completed and the properties have a high SAP rating.
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New properties spot check What we wanted to check We wanted to assess whether the SAP rating of new properties was included in the calculation for the average SAP rating of properties. What we looked at We obtained a report detailing all new developments ready to let between 1 January and 31 December 2014. A random sample of 20 properties was selected for testing. The EPC register was accessed to obtain to SAP rating for each property and a check was made on the New Property database in order to establish if the SAP rating was recorded. A search was then made on ECMK to determine if the SAP rating had been updated. The results are as follows: Address Greenside, Euxton Leeson Avenue Hurst Green Fairclough Place Field Spring Gardens Acres Park Close Croasdale Ave Laurel Ave Almond Drive Lune Road Lune Road Jersey Street Acorn Court Water Meadows Grimshaw Street Sprindlewood Road Whinfell Close Chorley Lane Dallington Avenue New Mill Street
Actual SAP rating per EPC Register 83 82 83 81 82 83 82 83 84 85 84 81 89 83 83 83 87 83 88 85
SAP shown on New property database? x x x X X X X X X
SAP per ECMK
Not shown Not shown Not shown Not shown Not shown 84 82 Not shown Not shown Not shown Not shown Not shown Not shown Not shown Not shown Not shown Not shown Not shown Not shown Not shown
What this means The New Property database has a facility to allow a SAP rating to be recorded. However, there is no facility to upload this into ECMK; therefore a majority of SAP ratings for new properties is not included in calculating the average SAP rating of properties.
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Voids & Lettings spot check What we wanted to check We wanted to determine if the SAP ratings obtained for void properties were updated onto ECMK and included in the calculation for the average SAP rating of stock. What we looked at We obtained a copy of the EPC spreadsheet maintained by the Voids & Letting team detailing properties that had an EPC survey done since 2012. A sample of 10 properties was selected for testing. The EPC register was accessed to obtain to SAP rating for each property and a check was made on ECMK to determine if the SAP rating had been updated. The results are as follows: Address Ayres Road, Manchester Calder Avenue Bollington Road, Miles Platting Liverpool Road, Neston Ullswater Road, Chorley Queensway, Chorley Mellors Close, Southport Eaves Lane, Chorley Chester Place, Chorley Heathfield Drive, Bootle
Actual SAP rating 75 69 77 66 70 61 78 71 68 78
SAP rating per ECMK 78 75 77 62 No rating shown No rating shown No rating shown No rating shown No rating shown No rating shown
What this means This is the third processes for recording SAP rating. As with new developments, there is no facility to upload the SAP ratings of void properties directly into ECMK, therefore a majority of these ratings are not included in calculating the average SAP rating of properties.
Properties below band F (21-38) Spot Check What we wanted to check We wanted to determine whether the nineteen lowest rated properties as per ECMK actually fell below band F. What we looked at We accessed the EPC register in order to check the actual energy efficiency rating of each property. The results were as follows: Address St. Gregory’s Place, Chorley Grisedale Place, Chorley Richmond Grove, Manchester Shehnaz Akhtar
Actual SAP ratingSAP rating per ECMK Not available 8 66 17 56 24
Survey Date n/a 18/4/13 22/11/11
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Valley View, Chorley Hurst Green, Mawdesley Highfield Road North, Adlington Moor Road, Chorley Thornhill Road Sandown Street, Manchester Frederick Street, Chorley Pinnington Road, Manchester Gaskell Street, Chorley Richmond Grove, Manchester Primrose Street, Chorley The Flats, Devonport Way Carberry Road, Manchester Elizabeth Road, Bootle Hillside Crescent, Whittle-le-woods Attleboro Road, Manchester
Not available 17 Not available Not available Not available 64 Not available 46 Not available Not available Not available 57 Not available 31 50 Not available
25 28 31 31 32 35 36 36 37 37 37 37 38 38 38 38
n/a 14/2/11 n/a n/a n/a 20/2/14 n/a 24/2/09 n/a n/a n/a 22/3/13 n/a 18/3/09 11/7/11 n/a
What this means ECMK had not been updated with a new rating following a new survey; therefore the actual number of properties that fall below band F is lower.
Spot check – Energy efficiency advice What we wanted to check We wanted to assess the quality of the energy efficiency advice provided to tenants in their homes. What we looked at We shadowed the Climate Change Manager while she made an assessment at Amar Street, Wigan, to determine the quality of the energy efficiency advice (in this case the visit was requested by the tenant). What this means An assessment is made on individual basis to ascertain how the tenant uses their energy, for example do they use timers, do they air their rooms, and do they know how to use thermostats. A physical assessment is also carried out on the general condition of the property, for example a check to see if there are heating controls, if the radiators are fitted with thermostatic radiator valves, and if the doors and windows let in draughts.
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Internal Affairs for Adactus500 Scrutiny Panel
Case Study – Amar Street, Wigan What we wanted to check We wanted to check whether properties without a SAP rating on ECMK (that were actually below SAP65) had been omitted from improvement programmes. What we looked at We checked the EPC Register to establish if an energy performance certificate existed for a property at Amar Street and to obtain the SAP rating. We checked the current programme of works to determine if the property was scheduled for energy efficiency works. We shadowed the Climate Change Manager to determine the quality of the energy efficiency advice provided to the tenant and to evaluate the condition of the property. We checked QL to establish the length of time the property was occupied before the SAP survey was done. We checked ECMK database to verify that the SAP rating had been recorded as part of the new data cleansing process. What this means An energy performance (SAP) survey was completed in March 2013 when the property became available to let. This survey produced a SAP rating of 43. Records revealed that this property was acquired in 2005 and first let in 2007. Since 2007 and now it has been let seven time. An energy performance (SAP) survey was only done in March 2013; records show this was five weeks after the tenancy started in February 2013. The new tenant requested an energy advice visit in 2015 and this was followed up with a home visit by the Climate Change Manager in March 2015. The EPC revealed that the property had single glazed windows, only 100mm loft insulation, and did not have room thermostats to control the heating. This prompted the Climate Change Manager to contact an Asset Management Inspector with a view to inspecting the components in the property. As a result of the inspection the property will be included in the 2016/17 planned programme to replace windows with double glazing. Action was also taken by Asset Management who instructed Dyson Energy Services to carry out an inspection with a view to install cavity wall insulation and loft insulation. Both inspections took place in March 2015. A check revealed that the SAP rating for Amar Street was due to be updated onto ECMK.
Shehnaz Akhtar
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Internal Affairs for Adactus500 Scrutiny Panel
Internal Affairs Recommendations •
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ECMK should be updated with all SAP ratings, including voids and new developments and this should be maintained. It is vital to identify energy efficiency rating of stock at the outset to create improvement programmes, so good quality information on the energy efficiency of dwellings is important. Improvement programmes should be retained in a file that can be easily accessed by authorised members of staff. Ensure that ECMK is regularly upgraded with new SAP software. Targets should be reported on property type rather than a collective rating to ensure that the Group has achieved the maximum potential for each property type. Ensure that ECMK is updated with the appropriate points following an energy efficiency programme of works, for example loft insulation. Asset Management department should refer low SAP rated householders to the Climate Change Manager in order to provide energy efficiency advice on an individual basis and on the steps they can take to be more energy efficient. Ensure that an improvement programme is implemented for storage heaters. Ensure that a system is implemented to log energy efficiency referrals made by all departments in order to monitor the effectiveness of the service. Provide training to all front line staff on the process for making energy efficiency advice referrals. SAP assessment should be brought inhouse by training two members of staff, for example Lettings Officers. Training is available at a cost of approximately £1,500 per person and online software portals are available that provide a solution to producing the energy performance certificates (making a saving of approximately £15,000 per annum).
Shehnaz Akhtar
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