Whiteware and Flooring Policy
This policy aims to ensure that all Co-op units are provided with basic whiteware and flooring. All tenants contribute to a fund which contributes to the cost of these items. They will not be attached to particular properties (with the exception of 17VG, which is a shared house). Upper spending limits will be set on all items, which tenants can top-up with their own money for higher specifications if they wish. The subgroup responsible for managing the funds is Housing Management and for repairs and replacements is Maintenance. The overall health of the funds will be reviewed by Finance each year, based on figures provided by the Co-ordinator, and a report to the MC will be made. This policy replaces the Furniture Policy and other policies relating to whiteware and flooring.
1. To raise adequate funds to provide flooring for all units. The present operation of the Flooring Fund is not adequately funded, with deficits increasing. The new policy would result in most tenant charges increasing by a small amount (£1 a week or less), and the fund would become compulsory.
2. To wind down the Furniture Fund, which currently also includes flooring for some units. Providing furniture is not an essential service. Very many members have more than enough furniture, and for those in need, we have a welfare fund available. The fund is inequitable, as it is not available to all, and also, some who pay into the fund do not use it. There is a surplus in the fund overall which could be used to offset existing flooring deficits. Those paying into the furniture fund would instead pay into the flooring fund, with some small differences in charges.
3. To continue with the whiteware fund, which is working well, and to extend it to all units (i.e. make it compulsory).
4. To maintain the current arrangements for 17 Vauxhall Grove, and exempt them from these changes. The tenants will be charged a furniture fund to cover whiteware, flooring and shared furniture.
5. To simplify the administration of the funds by pooling them across all units (with the exception of 17 VG), rather than attaching them to particular properties. This entails setting upper spending limits on all items, which tenants can top-up with their own money for higher specifications if they wish. It also clarifies which subgroups are responsible for managing the funds.
1. The Co-op will replace essential whiteware in all units, and will make a reasonable charge to be added to the rent for each unit. The charges collected will be held in a general whiteware fund, and will not be allocated to a specific unit. Replacements and repairs will be charged to the fund as they occur. The proposed charge is £3 per week per unit.
2. Tenants who have previously opted out of the policy must join the scheme by 1st October 2022. (There are currently two units not participating in the fund).
3. No. 17 Vauxhall Grove, as a shared unit, is exempt from the scheme. Whiteware will be replaced from the Furniture Fund for this unit.
4. Essential whiteware is defined as a cooker (or hob/oven combination), microwave, fridge with freezer (combined or separate), and washing machine (or washer/dryer combination).
5. Maximum prices for replacing each item will be set by the Co-op, and reviewed every three years, or sooner if necessary. The maximum prices are: Fridge/Freezer £360 Under counter fridge £250 Under counter freezer £250 Washing Machine £380 Cooker £525 Oven £425 Hob £200 Microwave £180 Delivery £25 Installation £100
6. Tenants wishing to purchase a higher specification/cost item, can pay for the difference themselves.
7. The whiteware permanently remains the property of the Co-op, and not the tenant/s.
8. The fund should also be used to repair whiteware, and repairs should be undertaken rather than replacements whenever possible, if the cost is reasonable.
9. The subgroup responsible for replacements is Housing Management, and for repairs is Maintenance. Any queries or disputes should be dealt with by them.
10. Tenants requiring repairs should contact Maintenance in the usual way.
11. If a replacement is required, tenants should contact the Co-ordinator who will explain what the current cost limits are, suggest a supplier, and arrange for installation (if needed) and payment.
12. The tenant is responsible for arranging delivery with the supplier.
13. It may be unclear as to whether a repair or replacement is required, for example if an item was purchased recently. In this situation, an inspection will be arranged by the Co-ordinator, who will consult with Maintenance or HM as appropriate if there is disagreement about the need for a replacement.
14. If a tenant moves to another unit in the Co-op, they may request that their whiteware be moved, and this will be accepted unless it leads to unnecessary expense for the fund.
15. The overall health of the fund should be reviewed by Finance each year, based on figures provided by the Co-ordinator, and a report to the MC should be made.
1. The Co-op will replace flooring in all units, and will make a reasonable charge to be added to the rent for each unit. The charges collected will be held in a general flooring fund, and will not be allocated to a specific unit. Replacements will be charged to the fund as they occur. The proposed weekly charge (based on 2021 Co-op flooring costs) is:
- 1 bed: £2.50
- 2 bed: £4.00
- 3 bed: £6.00
- 4 bed: £8.00
- 5 bed: £10.00
2. Tenants who have previously opted out of the policy must join the scheme by 1st October 2022. (There are currently six units not participating in the fund. Those currently paying into the furniture fund do not pay an additional sum for flooring – i.e. flooring is included in the furniture fund, and this will be replaced by the flooring fund).
3. No. 17 Vauxhall Grove, as a shared unit, is exempt from the scheme. Flooring will be replaced from the furniture fund for this unit.
4. Flooring for kitchens and bathrooms is not part of this scheme. It is dealt with by Maintenance. Flooring for common areas is also not part of the scheme, and is dealt with by Maintenance. Both are paid from Maintenance budgets.
5. Flooring for all other areas must be carpet or similar materials, to maximise sound-proofing between tenants. The only exceptions are ground floors and internal floors with no neighbours beneath.
6. Maximum prices for replacing flooring will be set by the Co-op, and reviewed every three years or sooner if necessary. Where special circumstances require, for example, whiteware items that cost more than the maximums specified in the policy, then Housing Management will discuss with Finance to agree higher spending.
7. The maximum allowed is £25 per square metre of carpet or hard flooring. The cost of underlay and installation would be covered in addition to this.
8. The subgroup responsible for replacements is Maintenance. Any queries or disputes should be dealt with by them.
9. If replacement flooring is required, tenants should contact the Co-ordinator who will explain what the current cost limits are, suggest a supplier, and arrange for installation and payment.
10. It may be unclear as to whether replacement is required, for example if new flooring was provided before the end of its expected life or that existing flooring is still in good condition. In this situation, an inspection will be arranged by the Co-ordinator, who will consult with Maintenance or HM as appropriate if there is disagreement about the need for a replacement.
11. Expected life of flooring is generally:
- Carpet: 15 years
- Hard flooring (ground floor/internal floor only): 30 years
12. The overall health of the fund should be reviewed by Finance each year, based on figures provided by the Co-ordinator, and a report to the MC should be made.
1. The furniture fund will stop paying for replacement furniture from 1st October 2022. Tenants will no longer pay a charge for furniture replacement from this date.
2. All remaining funds not used by this date will be reallocated to the flooring fund.
3. The re-allocated funds will be pooled, i.e. not allocated to a particular unit.
4. As an exception, the fund for 17 Vauxhall Grove will continue, at the current rate of £27 per week. This fund will include whiteware and flooring within the cost limits of the policies above. Additionally, furniture can be purchased from the fund as required by the tenants. The income and expenditure for all three funds fund will be separately recorded for this unit. Tenants should contact the Co-ordinator about purchasing replacements before buying, who will check the current balance of the fund for the unit, ensure the item falls within the policy, and arrange for payment. The tenants are responsible for arranging delivery with the supplier. The fund should not be allowed to go into deficit. Finance Subgroup should review the 17 Vauxhall Grove fund each year based on figures provided by the Co-ordinator.
5. Furniture previously purchased with the fund remains the property of the Co-op for 7 years, when it becomes the property of the tenant.
6. The subgroup responsible for furniture replacements is Housing Management. Any queries or disputes should be dealt with by them.
7. During the transition period of 7 years (maximum), tenants who move to another Co-op unit can take Co-op owned furniture with them to the new unit. Tenants leaving the Co-op can take their furniture, and will be charged the remaining value of the furniture, as depreciated over a 7 year period.
8. Until 1st October 2022, for those units paying into the furniture fund, the
following items can be replaced:
Kitchen:
- Kitchen table
- Chairs
Living Room:
- A couch- 3 seater
- A coffee table
- Bookshelves
- Curtains, including curtain rod and curtains OR Blinds, including brackets
- Lamp, or floor lamp
Bedroom:
- Bed
- Mattress
- Divan – double
- Bedside table
- Wardrobe
- Chest of drawers
Implementation Notes:
1. All changes should occur at the beginning of the next financial year, 1st October 2022 and be reflected in the new rents beginning then.
2. Tenants should receive a separate page of information each year with the rent
letter about the charges and what they cover.
3. Any tenancy facing increased charges of more than £1 per week should be contacted one-to-one by HM or the Working Group to explain the charges, and what it means for them, including the availability of replacement of whiteware and flooring whenever it is needed and of the welfare fund.
4. Implementation requires consultation with our accountants as to how the funds should be recorded in the audit, and within current bookkeeping and budget review practices.
5. Amendments to tenancy agreements should be made by Housing Management to reflect the new policy, as needed.
6. If, at the end of the current financial year (2021-22), the Furniture Fund has been depleted to the point where there is minimal reallocation to the Flooring Fund, there should be some consideration of allocating funds from the Co-op’s current surplus (if any) or general reserves into the Flooring Fund to enable it to function without a deficit in its first year of operation. Finance should be asked to consider this before the July 2022 MC and make a recommendation.