Health and Safety Policy Housing

The Council recognises and accepts its responsibility to provide and maintain the safest and healthiest work conditions which meet best practice and achieve legal compliance so far as is reasonably practicable.

The Council also recognises that every accident/dangerous occurrence, however slight, is a matter for concern and that the need for constant alertness by all Directors, Heads of Service, managers, supervisors and employees is equally important in identifying potential hazards and removing or minimising their effect.

To this end it has been decided that the Health and Safety Policy for the Council shall be:

• To institute and maintain safe working systems throughout the Council, including the introduction of permit to work systems (i.e. for hazardous situations or workplaces) where required.
• To take all reasonable measures to establish the causes of accidents and impairments to health occurring throughout the Council and to institute all reasonably practicable remedial measures to prevent recurrence.
• To provide all reasonable facilities to mitigate the effects of accidents and impairments to health and safety when they do occur.
• To ensure that no process, plant, or machinery, is introduced in the Council unless it has conformed with any relevant statutory testing or examination requirement and it has been established that, so far as is reasonably practicable, the safety or health of employees will not be impaired.
• To disseminate information on safe working relating to specific areas of work and on general safety and health matters relating to all employees.
• To provide proper and adequate training facilities in order to ensure that all employees are fully instructed in the safe working methods applicable to their jobs.
• To encourage and foster the closest possible liaison between Management and employees in all matters affecting safety and health, including the formation of Safety Committees and appointment of Safety Representatives as appropriate.
• To ensure that all requirements of legislation relating to Council activities are fully complied with in regard to safety and health, it being recognised that these in the main constitute only a minimum standard of achievement.
• To aim for continual improvement of health and safety performance through employee involvement and by the adoption of newly-developed safety and health measures and codes of practice.
• To advise and keep employees informed of their duties and responsibilities under legislation, including:

1. the requirement to adopt and follow safe working systems and practices
2. the requirement to make use of facilities and equipment provided for their protection
3. the requirement to abstain from any act which could endanger the safety or health of themselves or any other person
4. the requirement to refrain from intentionally or recklessly interfering with or misusing anything provided in the interests of health, safety or welfare
5. the requirement to report any known defect which could endanger the safety or health of themselves or other persons
6. the requirement to co-operate with the Council or any other person as far as is necessary to ensure that statutory duties or requirements are performed or complied with

Standards

The standard that this policy aims to achieve is to ensure compliance with current health and safety legislation. Through the application of this Policy the Council aims to avoid Prohibition Notices, accidents or ‘near misses’.

The Council will ensure that sufficient resources are available to provide any health and safety equipment, personal protective equipment and training where appropriate. Information and training for employees will be provided in order (as far as is reasonably practicable) to achieve and maintain a high standard of safety proficiency.

Our health and safety aims, goals and targets within the Housing Service are:

Our Goals

To secure the health, safety and welfare of all those who may be affected by our undertaking.

To foster a commitment to health and safety through consultation and involvement.

To set health and safety performance targets to enable performance to be measured

To improve awareness of health and safety management amongst Housing Service staff.

To improve use of the intranet for health and safety related functions.

To develop, maintain and implement procedures that are considered to be best practice.

To consult and involve tenants as necessary.

Training and information

To ensure staff are provided with information, instruction and training

To ensure all staff should have an agreed training programme which is reviewed annually.

Risk Assessments

To ensure risk assessments are to be completed by a competent person.

To ensure risk assessments are to be reviewed at least every three years, or prior to any significant change or following an accident.

To ensure any uncontrolled risks are mitigated effectively.

To carryout continual hazard and risk identification to mitigate any potential for harm.

Accidents/Incidents

To ensure all accidents and incidents are reported in accordance with statutory requirement and departmental protocols.  

To ensure that accidents, incidents, dangerous occurrences and near misses are kept at the lowest possible level.

To ensure that all identified risks are appropriately controlled.

Monitoring and inspection

To implement a routine procedure auditing programme to measure the effectiveness of management procedures.

An annual review of the health and safety management system is to be undertaken by a competent person.

Review    

To undertake performance reviews and maintain records of data collected in order to demonstrate continuous improvement in health and safety performance.

Document Control

All health and safety documentation is reviewed in line with statutory and department requirements and best practice.

Maintain as appropriate emergency preparedness procedures.

These will be subject to periodic review and re-assessment in the light of any internal or external changes in the way we operate.

How are we organised for the successful delivery of Health and safety targets. The management structure bellow helps identify key areas of responsibility and who is the best person to contact should you have a specific issue.

The health, safety and welfare of all those who may be affected by our business activities is our highest priority and therefore, we commit to ensuring that appropriate resources are set aside for the delivery of safe systems of work, a safe environment for our tenants, the prevention of accidents, incidents and ill health, the effective management of our contractors and to meet our health and safety targets.

Director with health and safety responsibility

The Chief Executive is responsible for overall health and safety compliance at Wealden District Council ensuring that all legal obligations are met.

The Director of Community

Reports to the Chief Executive, recommends policy, takes responsibility for management across the Directorate which includes the Housing Service. 

Responsibilities include:-

• Recommends policy for approval by the Chief Executive
• Monitoring compliance and escalating where appropriate.
• Ensuring sufficient resources are available
• Provides adequate management systems and support to ensure standards are maintained.
• Communicating standards, requirements and providing updates on performance.

Head of Housing

Responsibilities include:-

• Setting and monitoring performance standards
• Recommends policy for approval by the Director of Community
• Chairing meetings of the Housing Management Team – Health and Safety to be an embedded agenda item.
• Ensuring adequate arrangements are in place to meet all health and safety standards.
• Taking appropriate action to address health and safety issues which may arise.
• Facilities are in place to provide for staff consultation and communication.
• Housing Service policies are implemented.

Property Services Manager

Responsibilities include:-

• Health and Safety Lead, designated under the Social Housing Regulation Act 2023
• Monitor the Service’s compliance with health and safety requirements
• Assess risks of failure to comply with health and safety requirements
• Notify Cabinet of material failures to comply with health and safety requirements
• Provide advice to Cabinet on how risks and failures notified should be addressed to ensure compliance

All Managers

Responsibilities include:-

• Staff are provided with such information, instruction, supervision and training to enable them to safely carry out their duties.
• Risk assessments are carried out on work activities that may present a significant risk to staff, and suitable control measures are devised and implemented.
• Accidents, incidents and ill-health arising out of work are reported, recorded and investigated where necessary.
• Work areas are regularly inspected and monitored for unsafe conditions.
• Where managers have responsibilities for premises, risks relating to both employees and non-employees are adequately controlled.

Employees :-

Responsibilities include

• As employees we all have a legal duty to take care of our own health and safety and that of others, fellow employees, contractors, tenants and visitors.
• Measures to control risks must be followed at all times.
• Effective health and safety will only be achieved through co-operation with the Housing Service management team.

Should you become aware of any unsafe condition or action this should be reported immediately to your manager.

Competent Advisor

Procured specialist consultants act as “Competent Advisors”, are responsible for:

• Advising the Housing Service on all health and safety matters concerning property management.
• Producing management updates as required.
• Undertaking risk assessments and inspections as directed by the Property Services Manager or Head of Housing.
• Review as directed management compliance against legal, best practice and our requirements and reporting on a timely basis.
• Undertaking accident investigations and emergency planning when required to do so.
• Delivering training when required to do so
• •  

In line with Regulation 5 of the Management of Health and Safety at Work Regulations 1999 (MHSW) there is a general requirement to monitor and review preventive and protective measures with reference to health and safety.

Review of Policy and Practices

The Housing Service recognises that its health and safety policy and procedures may need to be updated as legislative requirements are revised.  To this end the Housing Service will conduct a regular review of health and safety policies and operational procedures to ensure compliance.

The Key to the delivery of consistently reliable health & safety practice is the utilisation and implementation of successful health and safety management systems which provide a means of controlling risks.

Good health and safety management requires the same emphasis on resource and management time as is given to the core business.

Housing and Property Services have adopted the principles within the Health and Safety Executive’s HSG 65 document; “Managing for Health and Safety”. 

This sets out five key elements of health and safety management which include:

• Plan – set your Policy, plan for measuring performance, emergencies, controlling contractors and any changes.
• Do – assess risks set control measures, consult with the workforce and obtain competent advice, obtains tools, equipment, plant and machinery, train and supervise staff.
  
• Check – measure performance, investigate all incidents and accidents, near miss reporting, audit your total system
• Act – review your performance, identify gaps, obtain ill health data, take action on inspection and audit reports.

Any review of performance should focus on compliance with these principles, rather than an approach which focuses on simply physical preventative measures.

Risk reduction and control methods are used to decide upon priorities and to set objectives for eliminating hazards and reducing the risks.  Wherever possible, risks are eliminated through selection and design, equipment and work processes.  If the risks cannot be eliminated, such risks will be reduced in so far as is reasonably practicable

Risk assessment is the foundation of our safety management system. A risk assessment is normally carried out to identify the risks to safety to any person arising out of, or in connection with, work or the performance of our business.

It must identify how risks arise and how they impact on all those affected. This information is needed to make decisions on how to manage those risks so that the decisions are made in an informed, rational and structured manner, and action taken to manage the risk is appropriate and proportionate.

The ultimate goal of any health and safety management system is to identify and promote safe systems of work, thereby providing an effective platform to help prevent injury and ill health in the workplace.  Adequate workplace precautions and arrangements which are specific to our business need to be implemented and maintained in order to prevent harm to any persons where the risk may be manifested.

Risks are created as the business undertakes daily activities and appropriate risk control strategies are required in order to prevent hazards from causing harm to employees, tenants, contractors and members of the public.

Prior to the formulation of risk control strategies a process of hazard identification and risk assessment needs to be undertaken in order to establish what hazards are created by the operation and how persons may be affected and the degree of risk associated with each hazard. Once this process has been undertaken a judgement can be made as to how much resource is applied to reducing the risk in each specific case

Risk Control Strategy

Having identified the risk, actions must be taken to minimise and these must be appropriately documented.  When deciding how risk is to be managed we will invoke the general principles of prevention as required by The Health and Safety at Work Act and Regulation 4 of the Management of Health and Safety at Work Regulations 1999.

In determining appropriate risk controls the following issues are likely to need consideration:

• Risk avoidance.
• Risk mitigation.
• Effectively managing risks
• Collective protective measures will be prioritised over individual protective measures.
• Eliminate hazardous substances where possible.
• Substitute hazardous substances or equipment with less hazardous ones.
• Eliminate working at height where possible.
• Adopt a permit to work system for hazardous works.
• Provision of appropriate information and instruction to employees and others who may be affected by our operation.
• Development of an overall prevention policy covering technology, organisation, working conditions, social relationships and working environment-influencing factors
• Promoting a culture of safety.                          

Risk Review

Health and safety, fire and risk assessments are reviewed in line with the Housing Services policy and will be reviewed prior to the introduction of any new process, equipment or a material change or where the risk assessment is no longer considered to be valid.

All Housing Service task specific risk assessments should be reviewed at least every three years as a minimum, whenever a significant change is planned or as part of a post incident investigation to ensure that they remain suitable and sufficient.

Health and Safety Management

The Housing Service is committed to ensuring that a suitable health and safety management system in place and maintained. The Head of Housing will ensure that suitable arrangements are in place to deliver safe systems of work.

This will include the requirement to have appropriate health and safety procedures in place for the management of and reduction of risk in all of our activities.

Health and Safety performance indicators will be provided to enable an assessment to be made on progress to achieve agreed performance targets. In order to achieve this it will be necessary to undertake regular audits of the health and safety management systems.

Where changes in legislation occur or where there are technological advancements we are committed to ensure that where appropriate the health and safety management system reflects these changes.

Policies and procedures must be in place to ensure the effective management of Health and Safety within the common parts of all properties.

The boundaries of control between tenants and the Housing Service are defined within the tenant’s leases.

The Housing Service has a responsibility to co-operate and co-ordinate with all tenants on issues that affect the safety of the property.

This spirit of co-operation and co-ordination is fundamental in our dealings with our tenants.

This section provides an outline of the operational health and safety control and responsibilities within the Housing Service.

This section does not seek to prescribe a definitive methodology but sets out a minimum standard of health and safety management that is expected in all of our activities.

In addition to the guidelines detailed in the following section, approved Contractors are required to implement their own health and safety policies, procedures and control measures in relation to work activities, physical, environmental or premises hazards, as is deemed appropriate to comply with legislative requirements, approved codes of practices, industry guidance and where possible best practice.

Legislative Requirements

It is a requirement of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 that employers notify their enforcing authority of accidents at work that result in a fatality, specified injury or incapacity for normal work for more than seven consecutive days, excluding the day of the accident but including any days that would not normally be worked. This includes any act of non-consensual physical violence done to a person at work. Dangerous Occurrences and work related diseases (following diagnosis) must also be reported.

Our Requirements

1. All accidents and dangerous occurrences (including near misses) that occur within the common areas of the property whether they are notifiable or not under RIDDOR, must be recorded by the contactor or staff as appropriate using the defined procedures.
2. Should an accident, dangerous occurrence or near miss occur within the common parts of a property a thorough investigation must be undertaken in accordance with the documented accident investigation procedures.
3. The scope of any investigation will be dependent on the severity of the incident. Where reasonably practicable, measures must be taken to prevent reoccurrence of any accident or dangerous occurrence and where necessary relevant risk assessments should be reviewed.
4. The following incidents must be reported in line with  Wealden District Councils procedures:

• Any specified injury, dangerous occurrence or incidence of disease relating to health and safety matters as defined by RIDDOR.
• Any accident/incident that involves an investigation by the HSE, local authority or the Environment Agency.
• Any incident relating to health and safety or environmental matters which may cause specific concern in respect of public perception or where the incident may have direct implications such as legal proceedings.

1. Records of all accidents should be held for a period of at least three years. Accident statistics must be reviewed quarterly as part of the health and safety management meetings. Such statistics will be measured against set objectives to assess accident performance year on year and will be independently audited.
2. An incident/accident which causes environmental damage or which poses an imminent threat of environmental damage may require reporting to the Environment Agency or local authority under the Environmental Damage (Prevention and Remediation) (England) Regulations 2015.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019- Accidents

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013

Legislative Requirements

The Control of Asbestos Regulations 2012 (CAR) came into force on 6 April 2012, updating previous asbestos regulations. They mean that some types of non-licensed work with asbestos now have additional requirements, i.e. notification of work, medical surveillance and record keeping. All other requirements remain unchanged.

Regulation 4 sets out the ‘Duty to manage’ asbestos in non-domestic premises and the responsibilities of ‘the dutyholder’, these are set out below:

Duty to manage

This imposes on the ‘duty holder’ the requirement to manage the risk from asbestos by

• Identifying whether there are any asbestos containing materials (ACM’s) in the properties, where they are and their condition
• Maintaining an up to date record of all ACM’s
• Assessing the risk from any ACM’s
• Preparing and maintaining an Asbestos Management Plan (AMP) setting out how ACM’s will be managed
• Ensuring the AMP is put into action, monitored and reviewed
• Establishing a system to ensure that the location and condition of ACM’s is available to anyone who is liable to work on it or disturb it

The Duty Holder 

The Control of Asbestos Regulations 2012 (CAR) gives the ‘Duty holder’ the ‘Duty to manage’ asbestos in buildings they own, are responsible for through a contract or tenancy agreement, buildings in their control or where they are the owner of a multi-occupancy building and are responsible for its maintenance.

Our Requirements

1. We acknowledge the health hazards arising from exposure to ACM’s and will protect those tenants and other persons who may potentially be exposed to asbestos so far as is reasonably practicable.
2. The Property Services Manager shall have the specific responsibility to ensure that an Asbestos Management Plan (AMP) is in place, and that they have the time, knowledge and resources to ensure it is actioned, monitored and reviewed.
3. The AMP will set outline the procedures for preventing or reducing the risks from asbestos materials and be in line with current guidance.
4. It shall accord to this Policy document as well as Wealden District Councils Health & Safety Policy. It shall be reviewed regularly and specifically whenever any of the aforementioned documents or legislation is revised.
5. The Asbestos Management Plan shall include
   1. Procedures for reviewing and assuring the condition of asbestos materials.
   2. Procedures for making others aware of asbestos materials located in the building, including the emergency services.
   3. Controlling access to asbestos and managing contractors.
   4. Emergency plan and procedures for controlling accidental exposure to asbestos.

6. We shall ensure that all contractors and consultants working in properties on our behalf are aware of the AMP as well as the location of all ACM’s.
7. We shall ensure that relevant information on ACM’s is available on properties to anyone who may come in contact with ACM’s, wherever practicable the properties or ACM’s will be labelled. We shall consider and implement methods to ensure tenants and others using the premises are aware of the location of ACM’s where appropriate.
8. We shall ensure periodic asbestos surveys are undertaken to all properties/areas within our control which may contain or be presumed to contain asbestos. The asbestos survey will be undertaken in line with guidance provided within the Health and Safety Executive’s document HSG 264 Asbestos: The Survey Guide.
9. We shall ensure cooperation and coordination with contractors and tenants in order to comply with the legislation and this policy.
10. We shall hold and maintain an asbestos register for the property, ensuring it is available to all those who are likely to undertake work within our properties, or to any other interested parties upon reasonable request.
11. We shall ensure that all contractors working with ACM’s on our premises are competent, have adequate information of all ACM’s, have where appropriate undertaken further investigation of the work areas, have undertaken suitable inspections, risk assessments and prepared and agreed an acceptable work plan. Further that they have sufficient management processes in place to ensure this is followed, and that all necessary notifications are made to the Health and Safety Executive in accordance with Regulation 8 of CAR.
12. We shall ensure that contractors shall undertake all relevant training.

References

Asbestos Management Plan 2020

The Control of Asbestos Regulations 2012

Asbestos: The Survey Guide HSG 264

Legislative Requirements

All construction work

The CDM Regulations apply to all construction work and covers physical safeguards which need to be provided to prevent danger.

 Duties to achieve these standards are held by contractors who actually carry out the work, irrespective of whether they are employers or are self-employed. Duties are also held by those who do not carry out any construction work, but control the way in which the work is done. The extent of the duty is in proportion to the degree of control which the individual or organisation has over the construction work.

General management duties apply to all construction projects by virtue of the Health and Safety at Work etc. Act 1974 under sections 3 and 4 and the Management of Health & Safety at Work Regulations 1999 (MHSWR) which has specific reference to contractors.

In addition the CDM Regulations sets out additional duties which apply to notifiable projects.

Projects are notifiable if they:

• Last 30 days or more AND have more than 20 workers on site working at any one time
• Involve more than 500 person days of construction work.

The Health and Safety Executive must be notified of any project that reaches the above threshold using Form F10(rev) in writing or on line.

Written Construction Phase Plans are required for every notifiable project.

A Principal Designer and a Principal Contractor must be appointed when there is more than one contractor working on a project, and in addition a Health & Safety file prepared.

Our Requirements

1. We will ensure that all contractors meet the following standards;

Reasonable management arrangements in place throughout the project to ensure that the construction work can be carried out, so far as is reasonably practicable, safely and without risk to health.

All designers, contractors and others involved in the project are competent, adequately resourced and appointed early enough for the work they are required to undertake.

They allow sufficient time for each stage of the project.

They co-operate with others involved in the project as is appropriate to allow them to comply with their duties under the Regulations.

They co-ordinate their own work with others involved in the project in order to ensure the safety of those carrying out the construction work and others who may be affected by it.

Review contractors welfare arrangements throughout the construction phase of the project.

Any fixed workplaces that are to be constructed comply with any requirements of the Workplace (Health, Safety and Welfare) Regulations 1992.

All relevant information is passed to designers and contractors to enable them to carry out their work safely (e.g. asbestos registers).

2. CDM notifiable projects;

The Client – Housing Service will:

• Identify the Client responsible for CDM where a project is led by a Project Board or Team
• Notify the HSE
• Formally appoint a Principal Designer (PD) prior to the start of the construction phase
• Appoint a Principal Contractor prior to the start of the construction phase
• Ensure that the construction phase does not begin until the Principal Contractor has prepared a suitable construction phase plan and made arrangements for suitable welfare facilities from the start of work
• Ensure adequate time for the construction project
• Provide pre-construction information to the PD including all project-specific health and safety information needed to identify hazards and risks associated with the design and construction work
• Ensure cooperation and coordination between parties
• Ensure management and welfare arrangements are in place
• Ensure workplaces are designed correctly
• Retain and provide access to the Health and Safety file.

Responsibilities of the Principal Designer

• Advise and assist the client with their duties
• Coordinate health and safety aspects of design and cooperate with others involved in the project
• Facilitate good communication within the project
• Liaise with the principal contractor regarding on –going design
• Identify collect and pass on pre-construction information
• Prepare and maintain health and safety file

3. The Housing Service accepts its responsibility under the above requirements to its employees, contractors and others who may be affected by its activities and in fulfilling the duties may require contractors to provide evidence of their competency and compliance with current statutory rules and regulations before entering into any contract.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019

Construction (Design and Management) Regulations 2015 (CDM)

L153 Guidance on the CDM Regulations

CONIAC industry guidance (aimed at the six categories of CDM duty holder) – currently available on the CITB website at: www.citb.co.uk/cdmregs

HSE Small Contractor CPP template at: www.hse.gov.uk/pubns/cis80.pdf

Legislative Requirements

A contractor is anyone retained to carry out work who is not an employee to perform tasks such as maintenance, repairs, installation, construction, demolition etc.

All work activities are covered by health and safety law. Awareness of how the relevant legislation is applied is key to successful selection and management of contractors.

There are a number of specific regulations such as Management of Health and Safety at Work Regulations 1999 (the Management Regulations); Construction (Design and Management) Regulations 2015 (CDM); Control of Substances Hazardous to Health Regulations 2002 (COSHH).

The employment of contractors or consultants will not absolve the duty holder of responsibility for ensuring that hazards have been identified, risks quantified and control measure meet the standard required. To this end reasonable steps must be taken to ensure the competence of contractors before entering into contracts. Similar steps must be taken to ensure on-going compliance.

   Our Requirements

1. We will ensure that all contractors are thoroughly vetted to ensure they have adequate health and safety policies, procedures and practices in place prior to being used on our properties.
2. We will ensure contractors are provided with the necessary information required to undertake the work safely. Such information may include but is not limited to; risk assessments, safe systems of work, statutory inspections, training records and monitoring procedures.
3. We shall in accordance with the Councils contractor management programme maintain a copy of the contractor’s written health and safety policy statement along with risk assessments, method statements and Public Liability and Employers Liability Insurance This will be subject to an periodic review.
4. We will notify tenants affected by any works and ensure they are consulted prior to works being undertaken and kept informed as to the progress of the relevant works.

Contractor’s responsibilities

5. All contractors must ensure compliance with the terms and conditions of their contract which makes specific reference to compliance with legislation and Approved Codes of Practice at all times.
6. It will be the responsibility of approved contractors to review risk assessments and method statements, comment on their suitability and make adjustments where required to ensure that the health and safety of all parties is protected throughout the period of the work. Details of this review must be provided to the Housing Service. Wherever possible the contractor must ensure that risk is eliminated.

Permit to Work

1. We will ensure that no hazardous works are to be carried out without the completion of a valid permit to work form.
2. The following works are considered  to be hazardous:

• Hot works*
• Work within a confined space
• Certain work at height e.g. working on unprotected roof areas.
• High risk electrical works e.g. live working.
• Removal of asbestos, for details refer to Asbestos Management Plan

1. We will ensure that all permits to work are supported by a written risk assessment and method statement that must be submitted in advance. Any permit to work must be authorised by an appropriate and competent person. Suitable records must be maintained.
2. We will ensure that contractors do not start any hazardous work without the authority of the appropriate signed and dated permit to work. All permits to work should be time limited and are valid only for the period stated on the document itself.
3. It shall be the responsibility of the contractor to ensure that before the contractor’s employees leave the site:

• The work area is free from obvious hazards.
• There are no residual fire safety hazards.
• All equipment that has been worked on has been re-commissioned and is operating safely (or is safely decommissioned as is appropriate).
• The contractor will sign in before commencing work and out on the completion of the work each day on site.
• When issued a permit to work must be signed off as completed.

*Hot Works is defined as “operations requiring the use of open flames or the local application of heat or friction”. This includes welding, flame cutting, soldering, brazing, grinding and the use of other equipment incorporating a flame, e.g. tar boilers, etc.

References

Guidance on Permit to Work Systems HSG 250

Wealden DC Health and Safety Policy and Procedures Manual 2019

Managing Contractors: A guide for Employers HSG 159

L153 Guidance on the CDM Regulations

Legislative Requirements

Co-operation is needed to effectively carry out the general duties under section 4 of the Health and Safety at Work etc Act, as well as more specific duties under other Regulations.

The Management of Health and Safety at Work Regulations 1999 and the Regulatory Reform (Fire Safety) Order 2005, requires persons who share a workplace to co-operate and co-ordinate and exchange information to ensure that our legal obligations are met. These regulations concern all people who may be at risk, both on and off site. They also include situations where an employer may not be physically present at the workplace.

As the Housing Service has overall responsibility for managing premises, a suitable method of liaising with tenants has been set up.

Tenants are also responsible for informing the Housing Service of any significant changes.

Our Requirements

1. We shall provide tenants with information packs containing all relevant property management details together with the tenant’s responsibilities.
2. In retirement living courts we will contact every resident on a daily unless otherwise indicated by the resident’s disclaimer. A check may be visual or verbal. It is essential to see all residents at least weekly. This will be documented on daily check list.
3. We will ensure that tenants will be informed of all changes in Housing Policy where necessary.
4. We shall maintain an appropriate method whereby tenants may report defects in the premises.
5. Where appropriate we shall develop and maintain relevant emergency procedures for the common parts of the property and make them readily available to all tenants.
6. We shall upon reasonable request make available to all tenants copies of risk assessments.
7. We shall establish and maintain effective communication with tenants through recognised tenant groups.
8. We shall provide information to tenants through mediums such as Housing Services newsletters and Threshold Magazine.
9. It shall be the responsibility of the tenant to ensure that the Housing Service is advised of any significant changes or alterations.

References

Tenant/Leaseholders Information Pack   

Management of Health and Safety at Work Regulation 1999  

Health and Safety at Work etc. Act 1974

It is difficult to define what is meant by safety culture and how a good culture of safety   impacts on the management of health and safety within an organisation but it may be considered as “the mix of shared values, attitudes and patterns of behaviour that give the organisation its particular character. Put simply it is ‘the way we do things round here'”.

The safety culture of an organisation could be described as the ideas and beliefs that all members of the organisation share about risk, accidents and ill health.

It can be considered that a positive safety culture may be embodied by communications founded on mutual trust, with shared understanding and appreciation of the business risks and confidences in management demonstrated by the effective and practical management of health and safety.

Our Requirements

1. We aim to provide a visible commitment to health and safety demonstrated by the approachability of management.
2. We encourage participation in the development and management of health and safety within the business.
3. We shall provide effective methods of communication to all persons and companies likely to be effected by the business.
4. We shall invest in and maintain a competent workforce.
5. We are committed to measuring the safety culture within the department and to improve as necessary.

References

Involving your workforce in Health and Safety HSG263

Legislative Requirements

The Electricity at Work Regulations 1989 requires electrical equipment to be maintained to prevent danger. Regular inspection of electrical equipment is an essential part of any preventive maintenance programme. Practical experience of use may indicate an adjustment to the frequency at which preventive maintenance needs to be carried out. This is a matter for the judgement of the dutyholder who should obtain information to make this judgement including reference to the equipment manufacturer’s guidance.

Portable Electrical Equipment

Where electrical equipment is utilised within the common parts, such equipment must be subject to routine maintenance and advice is provided in the HSE publication INDG236 Maintaining Portable Electrical Equipment in Low Risk Environments.

The type and frequency of inspections and testing needed will depend on the equipment, the environment in which it is used and the results of previous checks.

Fixed Electrical Installation

All retirement living courts have had an electrical services report undertaken by our competent electrical contractor.

The frequency of the periodic inspection and test is dependent on the type of installation, the environment and the type of use. BS7671 refers to this as the ‘Construction, use and environment’ and this can be found in Appendix 5 of BS 7671. Guidance note 3 for the inspecting and testing of electrical installations has a table of recommended frequencies for carrying out periodic inspection and tests; the period depends on the type of installation. However, the recommended frequencies are not cast in stone and it is the responsibility of the person carrying out the periodic inspection and test to determine an appropriate frequency for inspection and testing.

Our Requirements

1. We shall maintain a planned preventative maintenance programme for on-site plant and equipment using an approved contractor.

2. We shall ensure records of all maintenance should be readily available and where appropriate held on site.

3. We shall ensure that all complex electrical work including electrical repairs are undertaken only by competent contractors who must have membership of The National Inspection Council of Electrical Institute of Contracting (NICEIC) or a similar body.

4. We will as a general rule prohibit all ‘live working’ on electrical systems. It will only be permitted in exceptional circumstance and must be approved by the relevant officer and only if all of the following conditions are met;

• It is unreasonable in all circumstances for the system to be ‘dead’
• It is reasonable in all circumstances for the work to be carried out live
• A Permit to Work is issued

5. We shall ensure periodic maintenance and inspection of hard wired electrical equipment is undertaken in accordance with the guidance given in BS 7671: 2018 + A2:2022.

6. We shall ensure that all new installations, alterations and additions must be subject to inspection and testing to verify compliance as recommended by BS7671.

7. We shall ensure that all 400 Volt distribution cabinets should be provided with adequate insulated matting.

8. We shall ensure that all properties fitted with a lightning conductor system should be examined on an annual basis utilising a competent contractor.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019

Maintaining Portable Electrical Equipment in Low Risk Environments INDG236

Memorandum of guidance on the Electricity at Work Regulations 1989

BS 7671 Requirements for Electrical Installations

Legislative Requirements

It is the responsibility of the Head of Housing to maintain appropriate emergency procedures for each property in accordance with Regulation 8 of the Management of Health and Safety at Work Regulations 1999. Emergency procedures should cover all foreseeable emergencies and should be revised and updated as often as is necessary.

Our Requirements

1. We shall ensure that at each retirement living court a copy of the fire emergency procedure is maintained.
2. We shall communicate emergency procedures along with any changes to our tenants.
3. The emergency procedures include methods of dealing with the media and a master copy of the procedures is held at the Hailsham Office.

References

Management of Health and Safety at Work Regulation 1999

Business Continuity Plan

Retirement Living Court Managers Manual

Site Specific Fire Risk Assessment

Legislative Requirements

The Housing Service recognises the right under the Health and Safety at Work etc. Act 1974, The Safety Representatives and Safety Committees Regulations 1977 and the Health & Safety (Consultation with Employees) Regulations 1996 for recognised trade unions, which in this authority is UNISON to appoint Safety Representatives.

Our Requirements

1. We shall encourage the involvement of staff in formulating procedures to effectively manage health and safety in all aspects of the business.
2. We shall allow reasonable time away from staff’s normal tasks in order to perform inspections of the workplace, attend training, and safety committee meetings.
3. We will provide worker representatives with access to health and safety information and appropriate facilities appertaining to the work task.
4. We will instigate, develop and implement measures to ensure the Health Safety and Welfare of employees at work.
5. We will monitor the progress of initiatives to address specific health and safety matters.
6. We will review how successfully the health and safety policy has been implemented.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019- Employee Consultation

Health & Safety (Consultation with Employees) Regulations 1996

Safety Representatives and Safety Committees Regulations 1977

Consulting Employees on Health and Safety Approved Code of Practice and guidance L146

Legislative Requirements

The Regulatory Reform (Fire Safety) Order 2005 (RRO) is the primary source of fire safety legislation.

The legislation covers ‘general fire precautions’ and other fire safety duties that are needed to protect ‘relevant persons’ in case of fire in and around most ‘premises’. The order requires fire precautions to be put into place where necessary and to the extent that is reasonably practicable in the circumstances of the case.

The legislation refers to all retirement living courts and communal areas of flats

Our Requirements

1. The responsible person for discharging our obligations with regard to its premises is the Head of Housing.

2. The following staff are nominated as ‘competent persons’ and will assist the responsible person to ensure compliance

a. Property Services Manager

b. Property Services Team Leader

c. Competent person

3. The responsible person will ensure that there are an adequate number of competent persons, and that they have sufficient time, knowledge and support to discharge their duties.

4. The responsible person has arranged for suitable and sufficient fire risk assessments to be carried out by a specialist fire safety consultancy using trained and competent staff.

5. We will ensure that a fire risk assessment has been carried with respect to all common areas within retirement living courts and residential flats. This will be carried out as follows;

– Retirement living courts annually

– Residential flats every two years

– Or where there is reason to believe that the assessment is no longer valid

6. Recommendations made by our fire safety consultants will be implemented by the responsible person.

7. Copies of the current fire risk assessment will be held electronically on the web based server and with access provided to nominated staff. In addition hard copies will be on site at each of the retirement living courts.

8. We will ensure that fire safety systems and equipment which are the responsibility of the Housing Service will be maintained by competent contractors within the specified standard and timescale required by legislation, our contract, British Standards or best practice.

9. Records of fire safety equipment maintenance will be kept at the retirement living courts within a dedicated fire safety logbook.

10. It will be the joint responsibility of both the Housing Service and tenants to ensure that such escape routes are kept clear and available for use at all times.

11. We will ensure that a weekly fire alarm bell tests are undertaken. This will be documented in the fire log book.

12. In retirement living courts residents are advised to ‘stay put’ in the event of a fire emergency. An unannounced fire alarm will be conducted every 6 months. This will be documented on the 6 monthly unannounced fire alarm check form.

13. We will ensure that the documented fire evacuation procedure is maintained and brought to the attention of all employees, tenants, contractors and visitors as appropriate.

14. We will ensure that suitable and sufficient staff training is provided to ensure our emergency procedures are appropriate and effective.

15. We will ensure prior to any refurbishment, modifications or programmes of work are commenced a fire safety impact assessment will be undertaken.

16. We will ensure that on completion of any refurbishment, modifications or maintenance programmes the building/s will be equally or more fire safety compliant than they were before the work.

17. We will ensure that where projects will impact on fire safety a full consultation will take place prior to contract commencement. This will include, but not be limited to, the East Sussex Fire and Rescue Service, the Council’s fire safety consultant and building control and shall have regard to CDM regulations particularly where a principle designer is appointed.

18. All projects will be directed through the East Sussex Building Control Partnership.

19. The Section 3 checklist of the ESFRS Fire Safety in Refurbished Buildings audit tool will be completed to mitigate project risks and impacts on fire safety as a result of the project works.

References

BS 9999 Code of practice for fire safety in the design, management and use of buildings

Regulatory Reform (Fire Safety) Order 2005

Fire Safety Risk Assessment – Sleeping Accommodation

Site specific Fire Safety Risk Assessments

Wealden DC Health and Safety Policy and Procedures Manual 2019 – Fire

ESFRS Fire Safety in Refurbished Buildings audit tool report 2017

Legislative Requirements

The Health and Safety (First-Aid) Regulations 1981 require organisations to provide adequate and appropriate first-aid equipment, facilities and people so employees and others can be given immediate help if they are injured or taken ill at work.

Our Requirements

1. We will ensure that suitable first aid materials are provided in all retirement living courts.

1. We will ensure first aid materials are routinely checked by on site staff and formally inspected monthly and after each use. Out of date dressings must be discarded and materials replenished as required.
2. We will ensure that in all retirement living courts that a basic level of first aid cover is provided subject to a suitable and sufficient first aid risk assessment. The need for first aid training and equipment provision must be assessed subsequent to the risk assessment .When an employer’s first-aid needs assessment indicates that a first-aider is unnecessary; the minimum requirement is to appoint a person to take charge of first-aid arrangements. The roles of this appointed person include looking after the first-aid equipment and facilities and calling the emergency services when required. They can also provide emergency cover, within their role and competence, where a first-aider is absent due to unforeseen circumstances (annual leave does not count).
3. We will require that any first aid treatment provided must be recorded on an incident report logged as required in the accident and first aid sections of the Health and Safety Manual. The Accident Investigation Form is available on Wealdnet.

 References

First Aid at Work.

The Health and Safety (First Aid Regulations) 1981

Approved Code of Practice and guidance L74

Wealden DC Health and Safety Policy and Procedures Manual 2019 – Accidents and First Aid

Legislative Requirements

The Health and Safety Executive (HSE) have issued guidance documents which provide standards of workplace safety to be achieved such as the Approved Code of Practice and guidance gives practical advice to those with responsibilities under the Gas Safety (Installation and Use) Regulations 1998. Important duties on most landlords of domestic property to ensure that gas appliances and flues are maintained in a safe condition, annual safety checks are carried out, and records are kept and issued (or in certain cases displayed) to tenants.

A landlord should take prompt action to correct any defect shown on a safety check record, which is not remedied at the time of the safety check; and where there is any suspicion that an appliance may be dangerous, the landlord or other responsible person for the premises should ensure that the appliance concerned is not used until the defect(s) have been remedied.

Arrangements should also be in place to advise tenants of their responsibilities.

Our Requirements

Commercial Gas Safety

Where gas appliances, such as heating boilers, are located within the common parts of the premises procedures are in place to ensure that all such appliances are serviced at least on an annual basis by a competent contractor who are registered on the Gas Safe Register.

• We will ensure that all gas appliances, fittings, pipework and flues are maintained in a safe condition according to the manufacturer’s instructions or on the advice of a Gas Safe installer.
• We will maintain a log of inspection and undertake regular documented service reviews with certificates kept on the ‘I ‘drive.
• We will take prompt action to correct any defect shown on a safety check record, which is not remedied at the time of the safety check.
• We will require all gas pipework will be appropriately colour coded or marked along its length to indicate its content.

• We will require that an emergency gas shut off button located at an appropriate position within any boiler room.

• We will ensure that appropriate standards of housekeeping are maintained in order to reduce the risk of fire.

Domestic Gas safety

1. We will ensure that all gas appliances, fittings, pipework and flues are maintained in a safe condition according to the manufacturer’s instructions or on the advice of a Gas Safe installer. All domestic properties are subject to an annual inspection by a competent person.
2. We will ensure service and inspection records are maintained typically on an internet based management system.
3. We will undertake regular documented performance reviews.
4. We will take prompt action to correct any defect shown on a safety check record, which is not remedied at the time of the safety check.
5. We will take all reasonable steps to ensure access to property for safety checks and maintenance work, this will involve giving written notice to a tenant explaining the reasons why access is required and requesting arrangements to be made (at a mutually agreed date/time). Where necessary follow-up action, including personal visits, might be required, for instance, if there is no response to written request.
6. We will require tenants to co-operate with the Housing Service allowing the necessary access to their accommodation.
7. Maintain a record of actions to service the gas appliances.

General

8. All work on gas systems will be subject to the Contractor management procedure. Only approved contractors are used. Ad hoc and scheduled site visits are undertaken by contracts officers. All contractors attend a three monthly core group meeting at which health and safety performance is discussed. Contractors will also attend regular operational meetings with the Property Services Team to discuss issues as they arise, and escalate accordingly, to their manager if it needs to be addressed at core group level. Where shortfalls have been unidentified these are discussed and where necessary an agreed action plan is put in place.

     Commercial plant – Pressure Systems

The Pressure Systems Safety Regulations 2000 impose requirements on designers, manufacturers, importers and suppliers with respect to the design and construction of pressure systems and transportable gas containers and for the employer of a person who modifies or repairs such a system or container to ensure that nothing about the way in which it is modified or repaired gives rise to danger. A similar requirement is imposed on installers of pressure systems to ensure nothing about the way in which a system is installed leads to danger.

9. We will ensure that a Written Scheme of Examination (WSE) is maintained for all pressure systems. The WSE will contain information about items of plant or equipment that form a pressure system, operate under pressure and contain a ‘relevant fluid’. Pressure systems to be used until they have a WSE covering: protective devices, pressure vessels and parts which, if they fail, may give rise to danger.
10. We will appoint a competent person who will help draft a WSE, which will specify the nature and frequency of examinations (including any special measures needed to prepare the system for safe examination), and carry out the examination itself as required by the regulations.
11. We will ensure that the equipment is not operated beyond the date specified in the current examination report.
12. We will ensure that appropriate records are maintained.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019

Gas Safety (Installation and Use) Regulations 1998

A Guide to Landlords’ Duties Gas Safety (Installation and Use) Regulations 1998 INDG285

Gas Safety Register

Pressure Systems Safety Regulations 2000 L122

Legislative Requirements

The HSE has issued guidance documents which will provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations (1999) which requires suitable and sufficient assessment of risks arising from work activities.

Our Requirements

1. We will ensure appropriate health, safety and welfare arrangements are implemented as required by the relevant statutory provisions for on-site staff.
2. We will ensure staff are appropriately trained for the job for which they are employed and have access to procedures for action in the event of an emergency.
3. We will maintain appropriate records of risk assessments, training and work equipment maintenance, inspection and testing.

References

Health and Safety at Work etc. Act 1974

Wealden DC Health and Safety Policy and Procedures Manual 2019- Employees Responsibilities

Management of Health and Safety at Work Regulations (1999)

Legislative Requirements

Legionellosis is the collective name given to the pneumonia-like illness caused by legionella bacteria which includes the most serious legionnaires’ disease, as well as the similar but less serious conditions of Pontiac fever and Lochgoilhead fever. Where we have responsibility for the management of water services the following legislation is applicable; The Control of Legionella Bacteria in Water Systems Approved Code of Practice and guidance, the Control of Substances Hazardous to Health Regulations 2002, Management of Health and Safety at Work Regulations 1999 and the Health and Safety at Work etc. Act 1974.

The Duty Holder

The duty holder, the Chief Executive, has appointed the Property Services Manager as the responsible person to take day-to-day responsibility for controlling any identified risk from legionella bacteria. The Contracts Officer will act as the ‘authorised person’ to ensure that operational procedures are carried out in a timely and effective manner. 

Whenever possible we will engineer out the risk of Legionella when replacing communal water systems.

Our Requirements

1. We will maintain effective controls by monitoring the condition of the system, the responsible person or, where appropriate, an external contractor or an independent third party will ensure this by:

(a) checking the performance of the system and its component parts;

(b) inspecting the accessible parts of the system for damage and contamination; and

 (c) monitoring to ensure that the treatment regime continues to control to the required standard

2. We will maintain a programme of suitable and sufficient risk assessments which will identify and assess the risk of exposure to legionella bacteria from water systems at our retirement living courts and detail any non-conformances and remedial works.
3. We will ensure that legionella risk assessments are undertaken as required by the relevant legislation and will be carried out by a competent person and reviewed as appropriate.
4. We will maintain access to competent advice concerning the effectiveness of the water treatment, cleaning and microbiological sampling.

5. We will ensure that suitable water hygiene records are maintained in line with the control measures highlighted in the risk assessment.

6. We will require that a schematic diagram of the water services will be produced as part of the risk assessment.
7. We will ensure that a legionella outbreak procedure is documented and held in the Water Management Policy and Plan 2020, as amended.

References

Control of legionella bacteria in water systems. Approved Code of Practice and Guidance. L8.

Legionnaires Disease a Brief Guide for Duty Holders INDG458

Water Safety Policy 2020 

Water Safety Plan 2020

Wealden DC Health and Safety Policy and Procedures Manual 2019.

Legislative Requirements

Under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), to ensure that all lifts, lifting equipment and accessories are maintained in a safe condition and that any inspections required by legislation are carried out by a competent person and appropriate records maintained.

Statutory Examinations

The Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) place a duty on owners and operators of lifting equipment. All passenger lifts, stair lifts and lifting equipment used for lifting persons are subject to a thorough examination and test by a competent person every six months. Lifting equipment is also subject to the Provision and Use of Work Equipment Regulations (PUWER) (including inspection^[1] and maintenance^[2]).

Ensure that any remedial work identified within the thorough examination report is undertaken and where serious defects are identified consideration should be given to decommissioning the lift (or lifting equipment) until the work can be undertaken. Where deadlines for thorough examination have passed the lift or lifting equipment must be decommissioned until the thorough examination can be undertaken.  Zurich Insurance thorough examination and testing reports are filed on the ‘I’ Drive.

Our Requirements

1. We will ensure that a list of all lifting equipment maintained.
2. We will ensure that all lifts and hoists are thoroughly examined and tested and suitable and sufficient records kept.
3. We will ensure that all lifts and hoists are serviced regularly at a frequency appropriate to their use by a competent contractor and in accordance with the manufacturer’s instructions.
4. We will ensure that lift alarms and emergency communication equipment are maintained in good working.
5. The following applies to any passenger lift use;

• Passenger lifts must not be utilised in the event of a fire.
• A safe working load will be displayed on all lift cars and adhered to by all users.
• The lift shall not be used for transporting unauthorised materials e.g. oxygen cylinders

References

Safe Use of Lighting Equipment. Lifting Equipment and Lifting Operations Regulations 1998. L113

Safe use of work equipment. Provision and Use of Work Equipment Regulations 1998. Approved Code of Practice and guidance. L22

Workplace (Health, Safety and Welfare) Regulations 1992. Approved Code of Practice L24

Legal Requirements

The HSE have issued guidance documents which provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations (1999) which requires a suitable and sufficient assessment of risks arising from work activities, including reasonably foreseeable violence, to be undertaken.

Our Requirements

This policy covers risks to staff health resulting from acts of violence or aggression whilst undertaking duties for Wealden District Council, or from risks incurred through lone working. It encompasses contractors or agency staff working on behalf of Wealden as well as Wealden members of staff.

The Health and Safety Executive defines lone workers as “those individuals who work by themselves without close or direct supervision”. This applies to workers in a number of situations including those who work alone at a site, premises or in restricted areas, workers who are mobile and often work away from their usual workplace, home-workers and those working outside normal hours. It can also apply to specific circumstances such as being first in to, or last to leave an office.

1. We are committed to minimising risks through pro-active risk assessment, the provision of lone working guidelines and codes of safe working practice.
2. We will not tolerate any aggressive act, physical contact or verbal abuse at the workplace.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019- Lone working Policy

Management of Health and Safety at Work Regulation 1999

Legal Requirements

The HSE have issued guidance documents which provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations (1999) which requires a suitable and sufficient assessment of risks arising from work activities. Risks should be reduced the risk to the lowest level that is reasonably practicable. These records will form a basis upon which safe working practice is to be developed

Our Requirements

1. We will ensure that suitable and sufficient risk assessments are undertaken and documented for workplace and work activity risks to health and safety, and compile a written record of the findings.
2. We will implement appropriate controls identified in the risk assessment process will be maintained or implemented as appropriate.
3. We will ensure that any staff required to undertake specific risk assessment will be provided with appropriate information, instruction and training.
4. We will clearly define the parameters in which and when a risk assessment must be reviewed.
5. We will maintain a list of Housing Service risk assessments.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019– Risk Assessment

Management of Health and Safety at Work Regulation 1999  

Risk Assessment Procedures

Risk Assessment Form

HSE’s 5 Steps to Risk Assessment

Legal Requirements

The HSE have issued guidance documents which provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations (1999) which requires a suitable and sufficient assessment of risks arising from work activities.

A general duty is placed on us to provide systems of work that are, so far as is reasonably practicable, safe and without risks to health. It is a formal procedure which results from systematic examination of a task in order to identify all the hazards. It defines safe methods to ensure that hazards are eliminated or risks minimised.

The key components of a the health and safety management system include: the organisation and co-ordination of those involved; training, instruction and supervision; layout of plant and appliances; methods to be adopted, the workflow, provision of warning notices, a contingency plan for dealing with emergencies, a monitoring and review system is in place  and; general conditions in the workplace.

It is important that when changes are introduced a method of changes control is adopted which includes an explanation of why changes are necessary.

Safe systems of work must be identified through the risk assessment process.

The legislation requires us to manage health and safety with the same degree of importance as budgetary controls.

As part of our management commitment to the effective management of health and safety we will so far as is reasonably practicable develop and maintain safe systems of work.

Our Requirements

1. We will undertake to adopt and implement written safe systems of work activities where a significant risk to health and safety has been identified.
2. We will ensure that safe working practices associated with all hazardous activities are in place.
3. All identified controls within the safe system of work will be implemented and maintained.
4. We will monitor and review safe systems of work.

References

Management of Health and Safety at Work Regulation 1999  

Safe Systems of Work Procedures

Legal Requirements

The HSE has issued guidance documents which provide standards of workplace safety to be achieved such as the Workplace (Health, Safety and Welfare) Regulations 1992. The requirement for security measures are likely to be identified during the risk assessment process, routine inspections or following an incident.

Our Requirements

1. We will ensure that security provisions are applied throughout the retirement living courts. Typically this will be generic but consideration will be given to any specific local issues such as layout or organised activities.
2. We will review security and where necessary, implement increased security measures.
3. We will take appropriate, measures to restrict unauthorised access to common areas of the property, both internal and external.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019 Security and Safety

Retirement Living Court Managers Manual

Workplace (Health, Safety and Welfare) Regulations 1992

Management of Health and Safety at Work Regulations 1999

Legislative Requirements

The HSE have issued guidance documents which provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations 1999 and the Workplace (Health, Safety and Welfare) Regulations 1992.

The Management of Health and Safety at Work Regulations 1999 requirements include duties on employers to assess risks (including slip and trip risks) and where necessary take action to safeguard health and safety.

Our Requirements

Something as simple as a slip or trip is the single largest cause of injuries. Most of these injuries can be easily avoided by effective management corridors, footpaths and stairwells.

1. We will work towards providing a positive approach the hazard spotting a see it sort attitude i.e. resolving simple trip hazards.
2. We will ensure employees and anyone else who could be affected by their work (such as visitors, members or the public, etc) are kept safe from harm and that their health is not affected.
3. We will ensure that appropriate floor finishes are provided and maintained.
4. We will ensure that an appropriate cleaning regime is maintained, including dealing effectively with spillages.
5. We will ensure good housekeeping is maintained and the walkways are not obstructed.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019– Safety Inspections

Management of Health and Safety at Work Regulations 1999  

Workplace (Health, Safety and Welfare) Regulations 1992.  

Preventing Slips and Trips at Work a Brief Guide INDG 225

Legislative Requirements

The HSE have issued guidance documents which provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations 1999.

Our Requirements

1. We will ensure that all staff are appropriately trained.

2. We will provide all staff with induction and job specific training

3. We will review our training offering and methods.

4. We will maintain appropriate records.

5. We encourage staff to identify any specific training needs.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019– Training Health and Safety

Management of Health and Safety at Work Regulations 1999 

Health and Safety at Work etc. Act 1974

Legislative Requirements

All common areas and offices within all properties must be ‘No Smoking’ in accordance with the Health Act 2006.

The duty to display no-smoking signs in smoke-free premises and vehicles in England is being made simpler. The Smoke-Free (Signs) Regulations 2012 require at least 1 legible no-smoking sign must be displayed but owners and managers are now able to decide the size, design and location of the signs.

Our Requirements

We will ensure that the No smoking Policy is implemented and maintained. No smoking is permitted in any enclosed common area. Staff must record any breaches of this requirement and inform their manager.

1. Ensure that compliant ‘No Smoking’ signage is conspicuously applied and maintained. At least 1 legible no-smoking sign must be displayed
2. The owner of the property is responsible for maintaining a smoke free environment and may be prosecuted for any breach of the Health Act 2006. To demonstrate active compliance an incident log must be kept at all retirement living courts and a comprehensive record kept of all relevant incidents.
3. E-Cigarettes are closely linked to smoking and the same policy therefore applies to vaping.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019– Smoking

The Smoke-Free (Signs) Regulations 2012

Retirement Living Court Managers Manual

Control Of Substances Hazardous To Health (COSHH)

Legislative Requirements

The Control of Substances Hazardous to Health (COSHH) 2002 (as amended) requires that appropriate steps are taken to eliminate or reduce the risk. All risk should be appropriately controlled and managed so as to protect our employees and others from hazardous substances

Our Requirements

1. We will require the approved contractor to ensure that the storage and use of hazardous chemicals are avoided or at least kept to a minimum.
2. We will require the approved contractor to ensure that an up to date COSHH risk assessment has been carried out and fully documented. The risk assessment must identify the means by which the substance is to be used, any exposure limits and the protective equipment required. The assessment must be available on site.  Where identified by risk assessment appropriate PPE should be used and personnel instructed in its safe use.
3. Access to all chemicals must be restricted to authorised persons only.
4. Chemicals are stored in well ventilated areas away from sources of ignition.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019- Control of Substances to Health

Control of Substances Hazardous to Health Regulations 2002

Legal Requirements

The Occupiers’ Liability Acts 1957 and 1984 introduced an element of liability for landlords who failed to maintain their properties and were as a result responsible for the injury of a non-tenant.

Our Requirements for buildings

1. It is required that where a tenant’s lease has expired or has been revoked we have the same legal responsibilities in respect of unoccupied areas of any property as for the common parts of occupied premises. Unoccupied properties or units are likely to attract the attention of vandals, intruders, squatters and arsonists. A risk assessment will be undertaken to manage and reduce risks in unoccupied

In all cases the asbestos register will be checked and if there is no record of an Asbestos survey for the property one will be carried out prior to any refurbishment or re-letting. 

The following actions will be considered based on the type of property, its location and whether it is likely to be a short or long term void.

1. Gas supply to be turned off at the main.
2. Water supply to be turned off at the main and the water installation fully drained down. (Water to be left on in sheltered housing scheme properties to allow for regular flushing, to avoid the potential build-up of Legionella bacteria).
3. Electricity supply to be turned off at the main. If it is necessary for essential circuits to be left on for intruder/fire alarm systems etc. or lighting for periodic security visits etc., it must be ensured that the wiring to those parts is in a safe and satisfactory condition. Non-essential circuits isolated, either by turning off at the main switch or by removal of fuses, (unless required by contractor to carry out essential works).
4. All letterboxes sealed to prevent insertion of flammable material.
5. All combustible contents, especially waste, should be removed from inside and adjacent to the premises.
6. The premises must be made secure. At the very least we would expect:
   1. good quality locks and bolts on all doors;
   2. Where a property is likely to a be long term void or where a risk assessment identified an elevated risk, glazed areas, if accessible, i.e. ground and basement windows and upper floor windows if accessible from flat roofs etc. and glass in doors, should be boarded over using suitable material;

• where intruder alarms exist, these will be used if possible;

1. where provided perimeter site security, i.e. fencing and gates, will be maintained in good condition.
2. Gardens to be kept well-trimmed/maintained (gives appearance property is occupied).
3. We will ensure that void premises will be visited as defined by a risk assessment and a thorough inspection carried out internally (although it is appreciated that access to leased premises may not be possible) and externally. The frequency of visits may need to be increased, depending on the nature of the premises, its location and loss history. A log detailing times and dates of visits will be maintained.
4. As part of the termination of contract of letting procedure gather relevant health and safety information from tenants prior to the vacation of any property/part of property.

References

Property Lettable Standard

Risk assessments

Visitors may include tenants, employees, contractors or the general public.

Legislative Requirements

The HSE have issued guidance documents which provide standards of workplace safety to be achieved such as the Management of Health and Safety at Work Regulations 1999.

Our Requirements

1. We will ensure so far as is reasonably practicable, that the health and safety of visitors is managed effectively.
2. We require that all visitors will be made aware of property safety and fire arrangements and where appropriate, given the nature of the property and the visitor they may be accompanied.
3. We will ensure that accessibility audits are undertaken of the common parts at all managed properties and if appropriate all recommendations implemented to address any issues identified.

References

Equality Act 2010

Management of Health and Safety at Work Regulation 1999.  

Legislative Requirements

 The Health and Safety Executive (HSE) are the national body responsible for the enforcement of health and safety law and will consider taking action following an inspection or an accident investigation.

The Health and Safety at Work etc. Act 1974 conveys certain powers on Inspectors who are appointed by the relevant enforcing authority in order that they may ensure that the relevant statutory requirements are complied with.

It is the intention of the Housing Service to cooperate fully with all enforcement officers who visit the premises.

Our Requirements

1. Always ask to see identification from the officer
2. Ask the officer to complete the Contractors register
3. Confirm the purpose of the visit.
4. Make a note of the officer name and enforcing authority.
5. Record the pertinent detail of the visit.
6. Ask the officer if he intends to confirm the visit in writing
7. Keep up to date and all pertinent documentation, including this manual.
8. E-mail your line manager with the pertinent details of the visit.

Legislative Requirements

The Work at Height Regulations 2005

A place is ‘at height’ if a person could be injured falling from it, even if it is at or below ground level.

The Regulations apply to all work at height where there is a risk of a fall liable to cause personal injury. They place duties on employers, the self-employed, and any person that controls the work of others (for example facilities managers or building owners who may contract others to work at height).

The Regulations include schedules giving requirements for existing places of work and means of access for work at height, collective fall prevention (platforms), collective fall arrest (mitigation.), personal fall protection and ladders.

Work at height should be avoided where possible.

Our Requirements

1. That all work at height must be planned and organised, this may involve using a specialist contractor or the issue of a permit to work.
2. We will require persons involved in work at height are trained and competent.
3. We will require that where work at height is undertaken suitable and sufficient risk assessments have been undertaken and recommended control measures such as fall arrest which minimise the distance a person could fall and the consequences of a fall are used.
4. We will advise the contractor of any site specific risks e.g. where edge protection is not fitted the contractor will be advised and it will be the responsibility of the contractor to ensure that appropriate safe access arrangements are in place and enforced prior to any roof work being undertaken.
5. We will ensure that all fixed ladders are of sound construction and securely fixed. Where the ladder is higher than two and a half metres must be provided with suitable safety hoops or fixed fall arrest systems as recommended by the Workplace (Health, Safety and Welfare) Regulations.
6. We require that all ladders are securely stored in a way that will prevent use by unauthorised persons such as tenants and contractors.
7. We will ensure that all ladders are inspected prior to every use and must be subject to formal inspection on a 6 monthly basis and a ladder log maintained. The ladders marked to indicate the date of the last inspection.
8. We will maintain all ladders used on site must be kept in good condition. Defective ladders must be immediately and correctly disposed of.
9. Roof access doors and hatches must be kept locked with appropriate warning signage applied to discourage unauthorised access.
10. We will ensure that the risks from fragile surfaces are properly controlled and appropriate signage applied to fragile roof areas.
11. When contractors are accessing roof areas in retirement living court, this must be carried out either as a 2 man job or the court manager informed before and after works take place. The contractor must also sign the contractor register at the building entrance to confirm they have accessed the roof area.

References

Wealden DC Health and Safety Policy and Procedures Manual 2019– Work at Height

Work at Height Regulations 2005 (as amended)

Risk assessments

Health and Safety in Roof Work HSG 33

The Work at Height Regulations 2005