Environmental Green Inspectors Terms of Reference

Transcription

1 Environmental Green Inspectors Terms of Reference Background Affinity Sutton has carried out a review of the Grounds Maintenance Service which it provides for residents. Residents within each neighbourhood had an opportunity to complete a questionnaire to give their views on the current service they received and gave recommendations to improve the future service. Residents from each neighbourhood were selected to sit on the project team with staff, agree the tendering process and specification and be involved in the selection of the contractors. Residents will continue to be involved in the monitoring of the service and attend liaison meetings with contractors. Affinity Sutton will advertise for Environmental Green Inspectors in local newsletters, resident magazines, the website or by other appropriate means. Interested residents may volunteer for the role. Environmental Green Inspectors will create formal links with other residents and resident representatives via the local Residents Associations, Neighbourhood Management Forums and Resident Area Panel (RAP) either via the Neighbourhood Housing staff or by direct attendance at meetings. Aims and Objectives To carry out ground maintenance inspections and feedback the findings to Affinity Sutton to help monitor the service delivery. To represent the views, needs and interests of residents in a defined area using the mapped zones on grounds maintenance issues. To identify and bring to staffs attention issues of concern and where necessary to bring these to the attention of the local RAP. To meet regularly with the housing staff and the Contractors (if invited) to monitor the service, and feedback the findings to other Environmental Green Inspectors. To positively encourage resident involvement in the monitoring of the grounds maintenance service. 1

2 To advise residents in the area covered of the correct ways of reporting grounds maintenance issues. Monitor and review local satisfaction levels. Roles and Responsibilities of Environmental Green Inspectors To carry out inspections within your allocated zone(s) and complete the paperwork on line or though the customer services team (through the housing administrator initially this will change after the pilot is complete). Report the findings within 48 hours of carrying out the inspection. To discuss your rating with the neighbourhood housing staff, if contacted, if the you have rated the Contractors performance as unacceptable (in line with the specification). To discuss and feed back to residents within the local neighbourhoods and to the RAP. To comment on, and suggest improvements to, aspects of local service delivery to the neighbourhood housing staff and through the RAP. To declare any conflicts of interest that may arise. To work with the neighbourhood housing staff to carry out local consultations on the annual development programme. To ensure that residents views are closely considered prior to decisions being made. At least one Environmental Inspector per neighbourhood to attend local residents meetings at least once a year and local RAPs quarterly. Attendance can be agreed locally via the neighbourhood housing staff. To abide by the Terms of Conditions and Code of Conduct for a Environmental Green Inspector. If selected, attend local contractors meetings. To help recruit more local Environmental Green Inspectors as necessary. 2

3 Role of Affinity Sutton Affinity Sutton will: To discuss the outcome of the Environmental Green Inspectors record sheets and agree remedial action to ensure the Contractor is performing to an acceptable level in line with the specification. Liaise with the Contractor of any findings or actions needed if the Contractor hasn t performed to an acceptable level or in line with the specification. To report the actions and feedback back to the Environmental Green Inspector. Issue an improvement notice to the contractor and follow the procedure for issuing improvement notices if the contractor continually performs below the expected standards. Use the pricing matrix and satisfaction level matrix to access the bonus payments. Keep Residents Associations, Neighbourhood Voices, Neighbourhood Management Forums and RAPs informed of performance monitoring figures and other helpful and appropriate information as agreed locally. Positively promote the role of formally recognise Environmental Green Inspectors by informing new tenants at sign-up of their role and zone(s) covered, and through features and news in Shine, local Newsletter, Rapport and other resident communications, including web-based ones. Provide each Environmental Green Inspector with support, including training, refresher training, an information pack and clear and practical advice, in order to be able to fulfil and develop their role. Carry out an annual review of the Environmental Green Inspector as a method of involvement. Hold regular get-togethers with all the Environmental Green Inspectors within a neighbourhood to talk about progress, future plans and allow inspectors to learn from each other. 3

4 Code of Conduct All Environmental Green Inspectors agrees to: Allow the neighbourhood housing staff to liaise with the Contractor Not speak to the Contractor direct Work with staff and other Environmental Green Inspectors Understand and respect the views and rights of others Listen to residents views and take action as requested Allow others to express their views and be sensitive to their needs Support each other and treat each other as equals Do what they say they will Abide by decisions made and agreed with other residents and Affinity Sutton staff Report outcomes and findings to residents Listen to what residents in the area want Share the load with each other Recognise the abilities and shortcomings of others, rather than labelling them and be willing to attend training to improve skills, knowledge and understanding as necessary Be as representative of the residents in the area as possible Any person who fails to meet the above code of conduct or who acts in an aggressive or offensive manner will no longer be recognised as a Environmental Green Inspector. They will not carry out any further inspections on behalf of Affinity Sutton. Aggressive or offensive behaviour could include (but is not limited to): Interrupting Dominating conversations Not listening to others Apportioning blame 4

5 Using racist, sexist, ageist, homophobic or other offensive language You will not be eligible to be a Environmental Green Inspector if you are in serious breach of your tenancy or lease agreement (if for example you are in arrears of rent) or if you are actively pursuing a formal stage two complaint against Affinity Sutton regarding grounds maintenance. We also can t accept people who have criminal convictions that are unspent (as defined by the Rehabilitation of Offenders Act). Declaration I agree to work as a Environmental Green Inspector in accordance with the agreed terms of reference and code of conduct. Name: Address:. Telephone: address: Signed: 5