Gas Safety Policy - Fife Housing Group
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Gas Safety
Policy
Reference / Issue No: OP 5
Date of this version: February 2018
Next review due: February 2021
Lead responsibility: Operations
Contents: 11 pages 0 appendicesContents
1. Introduction ......................................................................................................... .3
2. The Group’s Responsibilities ............................................................................... 3
3. The Contractor’s Responsibilities......................................................................... 4
4. The Competence of the Contractor ...................................................................... 5
5. The Gas Appliance Register ................................................................................ 6
6. Annual Safety Inspections ................................................................................... 6
7. Void Properties .................................................................................................... 7
8. The Groups Non Access Procedures................................................................... 7
9. Gas Repairs ......................................................................................................... 7
10. New Developments .............................................................................................. 8
11. Component Replacements .................................................................................. 8
12. Performance Management……….……………………………………………………8
13. Quality Control ..................................................................................................... 9
14. Responsibility ....................................................................................................... 9
15. Policy Review..................................................................................................... 10
Appendix 1 ............................................................................................................... 11
21. Introduction
The purpose of this policy is to ensure that Fife Housing Group (FHG)
complies with its legal obligations for gas safety as a landlord under the Gas
Safety (Installation and Use) Regulations 1998 and the Health and Safety
at Work Act 1974 and Corporate Homicide Act 2007. This will ensure the
gas supply and appliances within our tenanted properties are safe and
maintained to work efficiently.
This policy sets out how we will work with our customers and third parties to
complete annual gas inspections of all our relevant properties according to
legal requirements and in the interests of customer safety.
This policy covers;
The Group’s responsibilities;
The Contractor’s responsibilities;
The competence of the Contractor;
The Gas Appliance Register;
Annual Safety Inspection;
The Group’s non access procedures;
Gas repairs;
New developments;
Component replacements;
Quality control;
Responsibility; and
Policy review.
2. The Group’s responsibilities
2.1 Key legislation
The Gas Safety (Installation and Use) Regulations 1998 came into force on
31 October 1998 and covers a wide range of issues connected with the
installation and use of gas appliances. However, under the terms of this
legislation, the Group’s specific responsibilities for its rented properties
(excluding shared ownership) are as follows:
2.2 Existing properties - Complete a Landlord’s Annual Gas Safety Record for
the inspection of gas appliances, pipe work and flues provided by the Group
within each twelve month period.
2.3 New properties - Complete a Landlord’s Annual Gas Safety Record for the
inspection of all gas appliances, pipe work and flues provided by the Group in
recently completed property within twelve months of practical completion.
2.4 Before occupation - Complete a Gas Safety Inspection before a tenant
moves into a property (a CP4 certificate) unless an annual inspection is being
3arranged or is due within six weeks, in which case the completion of the
Landlord’s Annual Gas Safety Record will be brought forward.
2.5 Information to tenants - Provide a copy of the certificate to the tenants of
inspected properties within twenty eight days of the safety check.
2.6 Records - Keep all certificates for a minimum of two years after the date of
completion.
2.7 Certified contractor - Ensure that all work carried out on the Group’s behalf
to gas appliances or flues are carried out by a Registered Gas Installer or
Registered Contractor.
2.8 Make a copy of the certificate available for inspection by any lawful occupier
of the inspected property at reasonable notice and provide a copy of the
certificate to the tenant when it is issued.
2.9 The Health and Safety Executive appointed Gas Safe on 1 April 2009 to
manage and certify the registers of installers and contractors.
2.10 In addition, the Group provides both written and verbal instruction on heating
and gas safety advice to all new tenants through the Tenant’s Handbook.
3. The contractor’s responsibilities
3.1 The contractor’s responsibilities emanate from the Gas Safety (Installation
and Use) Regulations 1998 and the Group’s current gas contract which state
that:-
All engineers working on the Group’s appliances are appointed by a
contractor who has been appointed by the Group;
Twenty four hour cover is provided for the maintenance of the Group’s
gas appliances and flues;
A safety check and service on the Group’s gas appliances is carried out
within a twelve month period. The contractor must also ensure that as a
minimum, a battery-powered carbon monoxide detector (BS-EN-50291-2
certified) is installed at each gas property and have the battery renewed
when the annual safety check and service is being carried out;
The contractor must provide details of location and expiry date of carbon
monoxide detector for each property at each annual service;
A safety check and servicing programme will be provided by the
contractor to the Group at least two months prior to the first safety check
and service;
Regular reports including formal monthly reports and daily electronic
updates will be received during the safety check and servicing programme
period. Details on the units completed, non-access to property and
4planned dates for the outstanding appliances will be provided to the
Group by the contractor;
The contractor will provide certificates and job sheets which will be
submitted within seven days of any work being carried out;
The contractor is required to advise the Group immediately when an
unsafe appliance is identified. The contractor will apply a warning label to
the unsafe appliance. The label should not be removed until repairs are
complete;
When working on the Group’s appliances the contractor will at all times
comply with legislation and amend practices and procedures in
accordance with changing legislation;
The contractor will attend monthly meetings with the Group; and
The contractor will carry out a visual check on gas appliances and flues
provided by the tenant and will report on the condition of appliances to the
tenant and the Group. Any unsafe appliance should have warning labels
attached. The tenant will be advised that the labels should not be
removed until repairs are complete. They will also be advised of the
action that they should take to rectify the fault. Quality assurance checks
will focus on these properties.
The contractor will provide a form which will record:
the date the appliance was checked;
the address of the installation(s);
the name and address of the Group;
a description of the location of each appliance and flue checked;
any defects identified;
any remedial action taken;
the effectiveness of the flue;
the supply of air;
the operating pressure;
the heat input;
the safe functioning of the appliance;
the name and signature of the operative completing the check; and
the Gas Safe registration number of the operative or his/her employee.
4. The competence of the contractor
4.1 The Group only approves competent contractors for the gas servicing contract
or the installation of new appliances. The contract will be procured in
accordance with the Group’s Procurement Policy.
4.2 To ensure that the Group is satisfied that the gas contractor’s operatives are
competent, the Group will carry out the following checks:
5 Check the contractors’ operatives Gas Safe registration by obtaining a
copy of their Council For Registered Gas Installers Gas Safe registration;
Ensure that all engineers working on the Group’s appliances have the
appropriate Accepted Certificate of Competence; and
Copies of the engineer’s qualifications will be held in a central file at the
Group’s offices.
The contractor method statements and procedures will be checked by a
qualified third party appointed by the Group.
5. The gas appliance register
5.1 The Group will hold centrally on computer a register of gas appliances. The
register will detail:
a description of the appliance;
date of installation; and
servicing history.
6. Annual safety inspections
6.1 The Group will take the following steps to ensure that annual inspections can
be carried out on all appliances within a twelve month period:
The contractor will prepare and agree with the Group a programme of
inspection and servicing at least two months before the first service is
due. In cases where the tenant has historically presented difficulties in
obtaining access for gas servicing, efforts to gain access will commence
earlier with assistance from the Group;
The first visit is scheduled to take place three months prior to expiry of
certificate. The contractor will contact the tenant directly in writing and
leave a postcard if the visit is unsuccessful, and advise the Group, who
will then commence the “No Access” procedure. The Group will contact
the tenant in writing by means of a letter. These letters emphasise the
legal requirement to permit access and the safety reasons for doing so.
The contractor may make evening or weekend appointments available at
the contractor’s discretion and at no additional cost to the Group;
The contractor and the group will retain records of all communication with
the tenant as these may be required to demonstrate all reasonable efforts
have been made prior to seeking legal measures to force access;
A procedure for non-access is agreed with the contractor;
The contractor will be entitled to charge the Group for visits following
evidence that they have arranged and made three unsuccessful visits.
These charges will be recharged to the tenant; and
That there is an agreed procedure for remedial work.
67. Void properties
7.1 The Group will instruct a gas safety check on all void properties.
8. The Group’s non access procedures
8.1 The Group’s contractor will absorb the cost of three arranged visits and will
charge further visits to the Group. The Group will pass on these costs to the
tenant in the form of a recharge.
8.2 Disconnection of supply
Where three attempts to access the property have failed and in the situation
where the Group’s properties have an external gas meter, the Group will cap
the gas meter. The household will be advised by letter when this action has
been followed.
8.3 Continued non-access
The Group will seek a warrant through the Courts to access properties for
continued non-access.
The Group will recover costs of any legal action and forced access through
the Rechargeable Repairs Procedure.
Where, following forced entry, the gas/electric meters are in debt and
therefore preventing the service being undertaken, the meter will be
disconnected by the Group to prevent further use of the gas supply until a
service takes place. A notice will be pinned to the door advising the
household of the action that has been taken.
The Group will suspend the continued non-access procedure if the tenant
indicates that access will be granted by consent. If the tenant makes, then
breaks an arrangement for access, the Group will continue to the next stage
as if no arrangement had been made.
Where housing colleagues believe a property has been abandoned, and serve
the appropriate notice, they will inform the property department and business
support in order that efforts to secure access can be coordinated.
9. Gas repairs
Tenants report any gas repairs directly to the gas maintenance and service
contractor direct.
The Tenant’s Handbook includes a section on Gas Safety and advises a
tenant to notify Scotland Gas Networks immediately of any suspected gas
leak.
7The gas service contractor will visit the property, following any attendance by
Scotland Gas Networks to assess the problem and repair any faults.
A job sheet will be submitted to the Group and the details will be logged onto
the repairs history for that property for record purposes.
The Group will ensure that any outstanding problems highlighted on the job
sheet are addressed.
10. New developments
10.1 The Group receives a practical completion certificate for each property at
handover. Commissioning information is retained by the Group on the Health
and Safety file.
11. Component replacements
11.1 In accordance with the Building (Scotland) Regulations 2004 (as amended) –
Technical Handbooks a carbon monoxide detection system will be installed
where required.
12. Performance Management
12.1 The Group will hold monthly performance meetings with the contractor to
ensure that service level agreements are being met.
12.2 The contractor will provide reports at the monthly meetings to cover the
following areas.
Number of Safety Checks due to be completed that month;
Number of successful visits;
Number of properties with a first, second or third non-access visit;
Number of properties at fourth visit stage;
Number of properties capped;
Contractor performance in relation to the agreed annual safety check
programme; and
Contractor performance in relation to the timescales achieved for
arranging second and third visits where required.
12.3 Should the contractor fail to meet the service level agreement and agreed key
performance indicators, the Group may place the contractor on a
‘Performance Improvement Notice’.
12.4 The Performance Improvement Notice will set out daily/weekly/monthly
targets that the contractor must meet, with more frequent meetings to ensure
that performance is improving.
812.5 Should the contractor performance fail to improve, further action will be at the
discretion of the Group’s Business Leadership Team.
13. Quality control
13.1 In order to monitor the performance of all gas servicing engineers and the gas
servicing contracts the Group will:
Ensure that a 10% quality control on servicing and day to day repairs is
carried out by the contractor at the expense of the contractor. Details of
each inspection will be supplied to the Group on a quarterly basis. The
Group will also maintain a monitoring system to ensure that their 10%
quality assurance checks are being met; and
Hold monthly meetings with the contractor to discuss the findings of the
internal and external quality control and other aspects of the contract that
may arise.
In the event of a grievance arising from the monitoring process or where
discrepancies and deficiencies are uncovered, the Group will require the
contractor to instruct at the contractor’s own cost, Gas Safe to carry out an
investigation with all findings copied to the Group.
Any further action against the contractor will be considered by the Business
Leadership Team, following a report from the Director of Property and
Commercial Business.
14. Responsibility
14.1 The Gas Safety Policy should identify persons responsible for the policy’s
implementation and their specific responsibilities. They are as follows:
The gas contract administrator role will be undertaken by the Contracts Officer
with administration support from Business Support and will involve:
Maintaining a record of all gas appliances installed in the Group’s
managed properties, their previous service date, and copies of landlord’s
paper gas safety certificates, or approved electronic certificates. This will
be the master copy of information from which budgets and the annual
planned servicing programme will be derived;
Ensuring that an annual service and safety check is carried out on all gas
appliances in the Group’s tenanted properties and in all properties
managed by the Group. This obligation will be met through the
implementation of a planned service programme. Void properties will also
be serviced prior to commencement of any new tenancies; and
Ensure quarterly reports are compiled which advise of the number of
properties with current gas safety certificates.
9Task Job Holder Responsible
1. Ensuring that a copy of the contractors Gas Contracts Officer
Safe (Council For Registered Gas Installers)
registration is verified by Gas Safe.
2. Ensuring that all the contractor’s engineers’ Contracts Officer
ACCC (Accepted Certificate of Competences)
certificates are received.
3. Ensuring that the service programme is Contracts Officer
received two months before the servicing
commences.
5. Ensuring that the specified volume of quality Contracts Officer
control is carried out by the contractor.
6. Issuing and checking the landlord Contracts Officer
certificates, the work orders and the quality
control sheets.
7. Examining, checking and filing certificates. Business Support
8. Ensuring that landlord certificates and job Business Support
sheets are submitted on a regular basis.
9. Post inspection surveys of the contractors Gas Quality Assurance Contractor
work on site.
10. Ensuring that the gas register is kept up to Business Support
date.
11. Ensuring that all of the above is complied Director of Property and Commercial
with. Business
15. POLICY REVIEW
This policy will be subject to review at least every three years.
10Appendix 1
ANNUAL GAS SERVICING NON ACCESS PROCEDURES
No access following contractor’s letter and postcard:
Contractor will leave card confirming 2nd appointment 7 days after 1st no
access.
7 Days
Final warning letter signed by Director, is hand delivered by
Housing/Property colleagues warning of legal action/forced
entry/isolation of gas supply. Date of 3rd appointment noted within letter.
7 Days
Internal and/or vulnerables in
External meter with no
household - Business Support will
vulnerables in household -
instruct solicitors to commence
Business Support Advisor will
proceedings to secure Court Order to
issue a letter to the tenant
force access. If a decree is obtained,
confirming the date when the
arrangements to force access will be
gas supply will be disconnected,
carried out, involving the attendance of
if service cannot be completed.
a Sheriff Officer, joiner, gas engineer,
This is hand delivered by
and Fife Housing Group colleague at
Housing Officer or Maintenance
the property in question.
Officer.
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