Relations between contractors and Co-op members

Maintenance and other work is frequently carried out on Co-op properties by a contractor. Contractors may be self-employed or employed by a larger company. Either way the relationship is between the Co-op and the contractor, not the contractor and the tenant.

Contractors should always be treated politely and with respect by tenants and vice versa.

Procedure

When works are carried out on a Vine property, a specified Vine contact should be assigned, usually from the Maintenance or Development sub-groups. It is the job of the designated contact person to liaise with our administrator, the contractor and the tenant. The exception to this may be small routine jobs where the tenant may simply liaise with the administrator.

A. Before work begins:
Maintenance or Development will define the issue, in liaison with the tenants who are affected by the work (see Maintenance procedures). Tenants are given a copy of the work order/contract if there is one.

Tenants will be consulted on the proposed timing of the work (bearing in mind that other factors may determine the actual timing -in particular the contractor’s other commitments). The agreed timetable ill be notified to the tenants in writing, together with a list of works to be done.

B. While the work is being done:
The designated contact person will liaise between the tenant, the contractor and/or our administrator.

Tenants and Maintenance/Development subgroup need to be satisfied with the quality of the work.

Tenants’ request for additional work or amendments to a job should be discussed with Maintenance/Development, and the designated liaison person, not with the contractor directly.

Tenants should also raise any issues about a contractor’s work or conduct with the assigned Maintenance/Development liaison person and/or our administrator, not with the contractor themselves. The issue will then go back to the Maintenance or development subgroup (whichever is responsible for the relevant works). The subgroup will then decide how to go forward.

If a serious verbal dispute has arisen between a tenant and the person carrying out the work, investigators who have undergone conflict resolution training will be appointed by the Welfare Officer. The tenant and the person carrying out the work will both have the right to put their case to the investigators. The investigators will consider all the evidence and report in confidence to the MC which will take appropriate action.