Procedure

Title: Gas Safety Date of Issue: May 2011 Issue Number: 2.0 Date of next review: May 2014 Author: Colin Knox Service Area applies to: Regeneration & Investment, Construction Services, Housing Services Approved By: Director of Regeneration & Investment Electronic Storage: ShareIt / Published Documents
Translations available on request by phoning 0151 510 5000 or via email at info@haltonhousing.org

This document is also available in Braille, large print and on tape

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CONTENTS PAGE

INTRODUCTION SCOPE

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WHEREVER POSSIBLE, THE TRUST WILL TRY TO GET THE CASE INTO COURT AND HAVE RECEIVED A DATE FOR THE HEARING BEFORE THE CURRENT (CP12) GAS SAFETY CERTIFICATE EXPIRES AT THAT PARTICULAR PROPERTY. 8
Part 2 - Reactive (Day to Day) Repairs ...............................................................................................................................10 Part 3 - Gas Safety during Modernisation and/or Major Repair Works........................................................................12

RESPONSIBILITY SERVICE STANDARDS PERFORMANCE MEASURES / MONITORING CONSULTATION ARRANGEMENTS BENCHMARK ANALYSIS LINK TO POLICY APPENDIX 1

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Appendix 1 Access for Annual Gas Safety & Service Programme Flowchart Appendix 2 Gas Servicing Procedure Summary Timeline Appendix 3 Gas Reference Table

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Introduction
This procedure guide has been produced to complement and expand on the principles set out in the Trusts Gas Safety Policy. A great deal of emphasis is appropriately placed within the policy and this procedure guide on the Trust meeting its duties and obligations under the Gas Safety (Installations and Use) Regulations 1998. However, the Trust takes the view that gas safety and the maintenance of heating systems and appliances generally is a much broader issue than this. To reflect all the issues involved, this procedure guide deals with: the procedures to be followed where no access has been available at Trust properties for the annual gas servicing and safety check programme (Part1); issues arising from the reactive (day to day) repairs system(Part 2); and modernisation and/or major repair works (Part 3); health and safety issues (Part 4); the maintenance of solid fuel installations (Part 5). Legal Framework The main legal instrument relating to gas safety which the Trust must adhere to is the Gas Safety (Installation and Use) Regulations 1998 (the Regulations) The Regulations came into force on 31st October 1998. They replaced the Gas Safety (Installation and Use) Regulations 1994 as amended in 1996. They deal with the installation, maintenance and use of gas systems and appliances, in domestic and most commercial premises. They arose out of the need to reduce the incidence of Carbon Monoxide (CO) poisoning from badly-installed and/or poorly-maintained gas appliances and flues. Despite increased awareness of the need to service and maintain gas systems, tragic incidents involving dangerous appliances and flues continued to occur. Carbon Monoxide is a poisonous gas which is a by-product of combustion. It is odourless, and cannot be detected by human senses. If it is not properly discharged from a building, it can poison the occupants very quickly. It is therefore imperative that all the Trusts work and responsibilities in relation to gas installations are geared to full comply with the above Regulations. The main features of the Regulations which the Trust will look to fully comply with are that: all gas appliances and flues are maintained in a safe condition; an annual safety check is carried out to each gas appliance and flue; all installation, maintenance and safety checks are carried out by Gas Safe-registered gas engineers; an electronic record of each safety check is kept for at least two years; a copy of the latest safety check record is either issued to the existing customer within 28 days of the check being completed, or to any new customer before they move in. CO-Detectors will be installed in all properties regardless of main heating source, and these will be maintained and monitored during the annual gas servicing regime.

The Regulations in full can be viewed below:

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The Gas Safety (Installation and Use) Regulations 1998.pdf

Good Practice Guidance Besides the above Regulations, employees should also be aware of other guidance in this area: namely, the Health and Safety Executives Approved Code of Practice and Guidance L56. This can only be obtained as a bought publication from the HSE. However, officers can obtain any required information from this via the Gas Safety & Asset Administrator who will make a hard copy available to them; the Audit Commissions Gas Safety Guidance Notes for Landlords

AC Gas Safety Guidance Note for Landlords.pdf

the GAS SAFE Register site via the following link - Important gas safety advice for Landlords

Records The Trust will keep electronically records of each gas safety check for a period of 2 year from the date of the safety check. These records will contain specific information as set out in the Regulations: The Trust will ensure that a copy of the gas safety certificate (CP12) is given to each existing customer within 28 days of the safety check. However it is the Trusts current practice to hand this record to the customer at the time of the annual gas safety inspection. In the case of a new tenancy, the Trust will provide a copy of the gas safety record in respect of the property before the customer moves in. (Where the property is to be occupied for less than 28 days, a copy of the last gas safety record will be displayed in a prominent place, and a copy will be provided if requested.) In the case of Trust accommodation that has communal facilities, such as meeting rooms, communal lounges/kitchens, a copy of the last gas safety record will be displayed in a prominent place where required, and a copy will be provided if requested. Where any repair is carried out to a gas installation outside of the annual safety check and servicing programme, i.e. as a response repair; the customer will be provided with a copy of the gas repair record (CP6) certificate by the contractor giving details of the work undertaken for that particular repair. All records, CP12 or any remedial work, electronic copies will be saved and attached to the relevant address on the Trusts database.

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In addition to the above general requirements and in order to ensure the validity of records retained by the Trust, the following processes will also be carried out: a. Following receipt from the appointed gas contractor, each individual CP12 certificate will be checked for completeness by Trust officers. Any mistakes or missing information will be drawn to the Contractors attention for immediate rectification. b. A minimum of 10% of properties where gas safety checks have been carried out will be physically inspected by gas-qualified employees under the Trusts Quality Assurance systems.. c. All valid CP12 certificates will be electronically retained in line with the Regulations for a minimum of 2 years d. The Trust will also require to see the results of the appointed gas contractors own quality assurance testing at the regular operational meetings held with them. Customers Rights and Responsibilities Although the Regulations are designed to reinforce the responsibilities of the landlord, it is equally importantly to remember that they also empower the customer to act for themselves, as they no longer need be ignorant of the existence of a potentially dangerous appliance. As such our customers: Must be provided with a copy of the Gas Safe landlord's gas safety inspection under the Regulations, and as a condition of contract on the annual servicing agreement. May complain to the Health and Safety Executive if the landlord fails to act in a safe way. Customers will also be made aware that any gas work they undertake in their property must be highlighted to the Trust, and they must provide evidence that the work was carried out by competent Gas Safe registered engineers. Failure to comply with this could lead to possible fines or legal action being taken against the customer. As part of the Tenancy Agreement the customer will sign and agree to allow access every year for the annual gas service

Aims / Objectives
The ultimate aim of this procedure for the Trust will always be that none of its properties that fall under the remit of the Gas Regulations should at any time be without a current gas safety certificate (CP12).

Scope
This procedure mainly relates to employees in the Construction Services team. However, certain aspects of the Gas No Access process mentioned in the policy will also include employees working in the Housing Services and Legal Support teams.

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Procedure Description
Part 1 - Annual Gas Servicing and Safety Check Programme In order to ensure an annual gas safety check is carried out at each of its properties, the Trust will run a 10.5 month servicing programme via its appointed gas maintenance contractor. This will mean, for example, that where a property has had a gas safety check carried out in April of one year, it will be carried at the same property in the February of the following year. The same regime will be adopted wherever a customer has fitted a gas appliance with the permission of the Trust. By scheduling the service at month 10.5, the additional 1.5 month period will be used by the contractor and the Trust to take all reasonable steps to obtain access at properties where this is a problem with access, and before the existing gas safety certificate (CP12) expires at the end of its 52 week time limit. The following points show what reasonable steps will be taken by the Trust and its appointed gas maintenance contractor before legal action to gain access is considered. A number of additional documents have also been provided as appendices in this procedure guide to emphasise the importance that the Trust attributes to gas safety in general and this process in particular. These are: A flowchart process sets out the strict timetable that must be adhered in no access cases. (See Appendix 1) A summary flowchart of the gas servicing procedure timeline is also provided. (See Appendix 2) Finally, to emphasise the point that responsibility for gas safety should have a wide ownership, a Gas Reference Table has been provided. This sets out of the areas of responsibility for various levels throughout the Trust, ranging from the Board to individual employees. (See Appendix 3)

Responsibilities of the Appointed Gas Contractor The appointed gas maintenance contractor will make 2 visits to each property to attempt to ensure that the annual gas safety check is carried out. The contractor will first send a letter (Gas 1) to the customer giving them 5 working days notice of the date and time of the annual gas service and safety check. The date given will be 10.5 months since the date of the last CP12 certificate. This will include an AM/PM time slot of when the call will be made and whether it will be a morning or afternoon call. The contractors will be flexible in their approach and allow for school runs, hospital appointments etc. The contractors will call the day before the appointment to remind the customer. A text will also be sent the day before reminding the customer of their allocated appointment. The engineer will call the customer on his way to the appointment. If there is no access at the appointed time, the contractor will leave a missed call card giving the customer at least 3 working days notice of a second AM/PM time slot

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appointment. If the first appointment had been for a morning visit, this second appointment will be for an afternoon visit, and vice versa. A door sticker will also be applied. This will contain a warning message to the customer, alerting them that their gas service date has expired. It will advise them to make urgent contact with the Trust on the repairs freephone number, so that an appointment can be agreed. If there is no access for this second appointment, a final missed call card will be left informing the customer that the matter will now be referred to back to the Trust who will consider commencing legal proceedings to gain access. A door sticker will again be applied. The overall period over which these two visits will be made at any one property will not exceed 8 working days. The contractor will send details of properties where it has not been able to gain access after making 2 visits to the Trusts Gas Safety & Asset Administrator (GSA) within 24 hours of the second abortive visit being made at any particular property via email. In addition to this the contractor will supply at an agreed day and time each week an exceptions report of all 2 visit cases to the GSO which includes details of the failed access times and dates. Supporting information will be sent to the Gas Safety & Asset Administrator consisting of copies of the initial notification letter and 2 carbon copies of the abortive call cards signed by the gas engineer(s) who made the calls. All copy call cards will be dated and timed, and signed by the attending gas engineer. Information from the engineers PDA will be provided when used as opposed to card information. Gas Safety & Asset Administrator Involvement for No Access Cases The Trusts Gas Safety & Asset Administrator will attempt to contact the customer by telephone within 24 hours of receiving the no access information from the contractor. In the event of the Gas Safety & Asset Administrator being absent from work this responsibility will be transferred to the Gas Safety & Asset Administrator (assistant) to ensure the timescales are adhered to. The GSA will also place a hold on all non emergency repairs (as for pending Right to Buy cases) and will liaise with the stock investment team and Customer Liaison Officers to ensure there are no ongoing improvement works at the property until the gas safety check has been completed. If the attempted telephone contact is unsuccessful, the Gas Safety & Asset Administrator will liaise with the Customer Support Officer of the relevant Housing Team within 8 working hours. All previous details of attempts to contact will be referred via a confirmation email. The aim of this referral will be to establish if there are any special circumstances or local knowledge which the Area Housing Team are aware of at any particular address, which can assist in access being obtained. This can include: personal details being checked on the individuals house file and computer records; letters being sent or further visits being made to the property;

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checks being made with Social Services or other appropriate agencies to see whether the customer living at the property is deemed to be vulnerable or has any special needs; occupancy checks via neighbours or relatives properties. customer profiling information being used.

Involvement of the Area Housing Teams - Pre- Court Action 1. Sufficient information will be passed to the designated housing officer to hand deliver the Gas 2 warning letter within 3 working days and if possible arrange servicing appointment for the customer directly with contractor. (Embed an example of a Gas 2 Warning Letter here?) The Gas 2 warning letter will inform the customer that failure to make contact within 5 working days from the date of the letter will result in their case being referred to Court for legal action to gain access. It is important that from the Gas 2 letter onwards to ensure that any letters are served in accordance with the requirements set out within the Regulations. This includes delivery by hand or Recorded Delivery, either of which require a certificate of service. 2. If there is no response to this final effort by the Housing Officer to obtain access, the Gas Administration team will be notified. This team will then collate all the case evidence and passes the details of the customer(s) and property concerned to the Trusts Legal Support Officers; the day after the 5 working days notice period given to the customer in the Gas 2 letter has expired. The Legal Support Officer(s) will be asked to prepare a case to be entered into Court to obtain an injunction requiring access. This referral must include evidence of all attempts made to contact the customer to try to arrange access up to the point of this referral. 3. Within 10 working days of receiving the referral, the Legal Support Officer will be ready to submit the application for the injunction to Court. However, before the case is entered into Court, the Solicitors acting on behalf of the Trust will post a (Gas 3) letter informing the customer that an application for an injunction to enable the Trust to gain access to their property will be made unless they respond within 5 working days of receiving the letter. The officer will ensure that a certificate of service is completed regarding the service of this letter. Wherever possible, the Trust will try to get the case into Court and have received a date for the hearing before the current (CP12) gas safety certificate expires at that particular property. Court Action

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Once received from the Court, a (Gas 3b) notification letter of the date for the injunction hearing will be sent by the solicitor and hand delivered by the Legal Support Officer to the customers property.

At Court an injunction including right of entry will be sought which compels the customer to give access within a specified number of days. The costs of the Hearing and any administrative costs will also be sought. Wherever possible an agreement will be made at Court with the customer to set up a binding appointment. This will be actioned as soon as practicable by the Gas Safety & Asset Administrator in conjunction with the gas maintenance contractor to enable the gas safety check to be completed. Where there is still no access, the Legal Support Officer will then send a Gas 5 letter to the customer within 2 working day s of receiving the notification from the GSO. This letter will inform them that their case will be referred back to Court where they could be held in contempt and face imprisonment.

Forced Entry The Trust will not gain access by means of forced entry to any property to undertake the annual servicing and gas safety inspection unless such action has been authorised by the Court by the issuing of a warrant to enter the property Ancillary Action As well as the above strict sequence of events which specifically come out of the gas servicing programme, the Trust will also ensure that other systems are in place which could assist this process. For example, the Trusts computer system will carry a warning note in the repairs history records of any property where the gas safety certificate is due to expire shortly or has expired. If there is contact by any employee with any customer who has such a warning note on their records (for example, if they phone up to report a day to day repair ) every attempt will be made to ensure the customer agrees to make access available for the gas safety check to be carried out. Also the legal team will twin track the Notice of Seeking Possession, especially where possession may already be sought on other tenancy breaches such as arrears or ASB. Information to Customers The Trust will also ensure that customers are kept fully informed about gas safety inspections, why they are necessary, and the Trusts legal obligation to carry them out on a regular basis. The more that customers are aware of these issues, the less likely will be the need for the Trust to take legal action to ensure access to undertake these gas safety inspections. The Trust will use a variety of methods to inform its customers, including: regular information and articles in its newsletters and publications underlining the safety aspects of the inspections; letters notifying customers on individual estates of the gas safety inspection timetable for their area, and how to arrange appointments; an easy system of arranging appointments and/or a system of pre-arranged appointments;

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promotional material, strategically positioned adverts and articles in the local media.

Part 2 - Reactive (Day to Day) Repairs The following requirements apply to day to day repairs carried out on any gas appliance or installation for which the Trust has responsibility: Reactive repairs to gas appliances must only be undertaken by Gas Safe-registered contractors or gas-qualified employees The Gas Safety Officer or in his absence the Gas Safety Assistant will place a works order with a gas-qualified employee, or a works order with a contractor, using the agreed schedule of rates for gas repairs The contractor or employee must complete a Gas Safe maintenance / repair record (CP6) sheet, detailing the type of repair undertaken. These forms will be supplied as a duplicate carbonated record form, and purchased from Gas Safe. The works order number will be recorded on both copies of each form Where a repair is undertaken by a contractor a copy of the CP6 form will be left with the customer, with the other copy being returned to the Trust with the completed works order. This copy of the form will be filed in the relevant section of the gas safety file. When a repair is undertaken by a nominated out-of-hours contractor (minor reactive repair), the Gas Safety Officer or in his absence the Gas Safety Assistant will ensure that the form is returned by the contractor as soon as possible after the repair date Where a repair is undertaken by an employee, the duplicated copy of the form should be attached to the works order. All records of completed gas works must be available at all times for inspection by authorised inspectors from Gas Safe or other statutory bodies, such as the Health & Safety Executive.

Emergency Access In the case of a potentially serious gas-related emergency, where it is necessary to gain access to a property to alleviate a danger; the National Grid should be contacted immediately on 0800 111999. The National Grid has the power to force access in such circumstances. If this emergency procedure ever needs to be used: the National Grid emergency report number must be noted on the property record; and access by their representative(s) must be witnessed by at least one employee of the Trust, and if necessary, a Police officer. Responsibilities of Gas Safe Registered Installer Under the Regulations, any Gas Safe registered installer whether a contractor or employee is required to: Inform both the landlord and the customer when a major gas leak, dangerous appliance or dangerous flue is identified.

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Refer the matter to the National Grid if they are unable to obtain agreement from the landlord or customer to disconnect or isolate the faulty installation. The National Grid can then use powers to disconnect under the Regulations. Follow the Industry Unsafe Situation procedure, linked to Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) procedures, when they are aware of an unsafe installation or fitting (including gas-meter defects, major gas escapes, and unsafe appliances or installations that require immediate disconnection). If the appointed gas contractor ever has to invoke this procedure, the Trust will be provided with full details of the situation, including a copy of the RIDDOR form which specifically relates to the incident.

Gas Safety between Tenancies As soon as a Trust property becomes vacant, and where the property is to be relet under normal void procedures, the Area Maintenance Manager will ensure that a Gas Safe registered contractor or gas-qualified Trust employee reinspects all gas appliances, and produces a Gas Safe landlord's gas safety (CP12) certificate. This will be issued to the incoming customer, and a copy placed on file. If it is not intended to relet the property within normal voids procedure, or the status of the property changes for any reason, the Area Maintenance Manager will arrange for a Gas Safe-registered contractor or gas-qualified Trust employee to disconnect the internal gas pipework on the outlet side of the meter. This will be by either inserting an isolating disc or capping-off the pipework. Clamping devices must not be used. Where a gas supply is to be reconnected or a new gas meter installed, the Area Maintenance Manager must arrange for a Gas Safe-registered contractor or a gasqualified Trust employee to connect the installation, and test and commission all gas appliances. Wherever possible, this will be carried out in the presence of the new customer to demonstrate the operation of the heating system. A new Gas Safe landlord's gas safety (CP12) certificate will be produced, a copy being issued to the incoming customer, and a copy placed on file. When inspecting a vacant property and before reletting it, in addition to the above, the Maintenance Inspector will pay particular attention to the gas appliances, flues and airbricks or vents. This is especially important if an installation was undertaken by the outgoing customer. Where the Maintenance Inspector is unsure about whether to retain a gas appliance installed by a former customer, they will seek the advice of the Gas Safety & Asset Administrator as soon as possible. In such cases the property must not be relet or occupied until these concerns have been fully addressed. Each incoming customer must be given a copy of the current Gas Safe landlord's gas safety inspection certificate and a copy of the operating instructions for the heating installation and its controls before moving into the property. This includes tenants taking up residence as a result of exchange by assignment (mutual exchange) At the time of, or immediately after an assignment of tenancy (by mutual exchange), the relevant Area Housing Team officer will instruct a Gas Safe-registered contractor or a gasqualified Trust employee to undertake a further Gas Safe landlord's gas safety inspection. One copy of the Gas Safe landlord's gas safety inspection certificate will be issued to the customer, and one copy placed on gas file. In such cases, it is essential that the

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customers involved be advised that it is a legal requirement that their own gas cookers be installed only by a Gas Safe-registered installer, and not by means of 'do-it-yourself'. Before a property is relet, or at the time the gas and electricity supplies are made available to the new customer, a safety inspection of the gas installation must be undertaken by a Gas Safe-registered contractor or a gas-qualified Trust employee. At this time the internal pipework to be reconnected to the meter a gas safety inspection certificate must be provided. The Area Maintenance Manager will ensure that any repairs noted on the Gas Safe landlord's gas safety inspection certificate are undertaken. The customer must, as part of the Tenancy Sign Up, agree that any gas related work undertaken on the property must be by a Gas Safe registered engineer. And they must be able to provide proof of this on request. No Gas Supply to Property If there is no gas supply to the property, and/or the gas-meter has been removed, this should be noted on the property record. On future gas service outstanding reports, any such properties will be identified as gas disconnected. The Gas Safety Officer or in their absence the Gas Safety Assistant will check annually to see if the property remains without a gas supply If the Trust is notified that the gas supply has been restored, or the Area Maintenance Manager discovers that it has been restored; gas safety, servicing and maintenance should be undertaken without delay, and in accordance with this procedure guide, ensure that a new Gas Safety landlord's gas safety certificate (CP12) is secured for the property. Asestos Flue at Property Where an existing asbestos flue is found to be defective the Trust will not attempt to repair/replace the flue and the customer affected will be offered an electric fire/suite as a replacement for their existing gas fire.

Part 3 - Gas Safety during Modernisation and/or Major Repair Works Chimneys/Flues, Installation of Kitchens, Double Glazing and Cavity Wall Insulation Where work is undertaken to, or adjacent to, chimneys or flues the contractor is required to undertake a smoke test on the flue and or chimney following the work and a visual inspection to check the flue integrity and any remedial work identified is to be actioned. This is particularly important in relation to brick flues designed originally for solid-fuel fires, where debris may fall from the sides of the unlined flue or vertical flues which may be disturbed during the works.

Should this test raise any doubt concerning a particular risk-assessment, this must be raised with the Gas Safety & Asset Administrator immediately. The documents, relating to

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the inspection should be attached to the previous gas landlords certificate. Any openflued gas appliance must not be used and will be capped off until the gas safety inspection has been undertaken and certified fit for use Where cavity wall insulation, double-glazing, new kitchen installations with extractor fans are to be installed in properties where an open-flue gas appliance is fitted, the gas appliance and the flue must be checked for safe operation immediately upon completion of such works. This must be carried out by a Gas Safe-registered contractor or HHT employee Should this test raise any doubt concerning a particular risk-assessment, this must be raised with the Gas Safety & Asset Administrator immediately. The documents, relating to the inspection should be attached to the previous gas landlords certificate. Any open-flued gas appliance must not be used and will be capped off until the gas safety inspection has been undertaken and certified fit for use . The Asset Manager in conjunction with the Gas Safety Officer will ensure that such safety inspections are included in the works contract, and/or make arrangements for the safety inspection to be undertaken on completion of the work. Where appropriate, this should include the disconnection of the gas appliances before any work is undertaken. A copy of the work document (Gas Safe CP6) should be attached to, and filed with, the landlords gas safety certificate. Major Repairs in Modernised Properties The responsibility for arranging gas safety inspections during major repair and modernisation work will rest with the relevant partner contractor assigned to each particular scheme. The Project Manager assigned to each particular scheme will notify the Gas Safety Officer of the procedures involved. Where the Trust requires gas installation work to be undertaken in major repair contracts and/or in the modernisation of properties: The work must be undertaken by Gas Safe-registered contractors A Gas Safe landlord's gas safety inspection (CP12) certificate must be obtained by the Customer Quality Officer or Trust consultant on completion of the works If a customer is in place during the works, a copy of the Gas Safe landlord's gas safety inspection certificate must be supplied to them as a condition of the contract Property files should be updated with details of all new gas appliances installed The Gas Safety & Asset Administrator must ensure that the gas safety check date is updated on the Gas Safety Database and when the Gas Safe landlord's gas safety inspection certificate is received a copy is placed on the gas safety file. If a property is to be relet as a result of modernisation, the Gas Safe landlord's gas safety inspection certificate should be supplied to the Area Housing Team by the Customer Quality Officer, so that a copy can be given to the incoming customer before he/she moves into the property The property should not be relet until a Gas Safe landlord's gas safety inspection certificate is available for the incoming tenant. In all cases the property should then be included in any future gas servicing/ safety check programme. In the first year this may result in the safety check being less than the normal 10 month period to enable it to be included within the normal rolling cycle for each area.

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In addition, any property with a chimney stack, with or without a gas fire, that requires a full rewire as part of a major repairs scheme will have a hard-wired Carbon Monoxide monitor fitted as standard. Post Inspection of Completed Heating Installations The Trust will be responsible for arranging a 5% inspection regime of heating installation works by Trust appointed consultants during major repairs and modernisation schemes, and always at completion. Such inspections must be carried out by Gas Safe-registered contractors or individuals. These inspections should ensure that: Work is proceeding to the required standards of workmanship Work is undertaken in accordance with the design specifications provided That all relevant safety features are installed on appliances before they are commissioned - such as hi-limit thermostats. This must be undertaken by means of written assurances from consultants, as surveyors are not qualified in this field. The consultant should provide a satisfaction report before the final certification of the works. In all cases the property should then be included in any future gas servicing/ safety check programme. In the first year this may result in the safety check being less than the normal 10 month period to enable it to be included within the normal rolling cycle for each area. Annual Safety Inspection of Recently Installed Heating Installations The Customer Quality Officer should ensure that the contractual documentation makes the installing contractor aware that the Trust has to meet obligations under the Regulations In order to do this, it will be necessary to undertake an annual safety inspection of recently installed systems by its appointed Gas Safe-registered contractor during the defects liability period of any installation Any defects noted as a result of the inspection should be noted on the Gas Safe landlord's gas safety inspection certificate, and must be referred to the scheme building surveyor for immediate rectification by the installing contractor. If any repairs are listed on the Gas Safe landlord's gas safety inspection certificate of recently installed appliances, the Gas Safety Team will ensure that the defects are reported to the installing contractor. A record of the date on which details were provided to the scheme building surveyor and/or installing contractor will also be kept. Any emergency repair work that is noted on the Gas Safe landlord's gas safety inspection certificate that cannot be undertaken immediately by the responsible contractor will be arranged by the Trust and recharged as appropriate. In all cases the property should then be included in any future gas servicing/ safety check programme. In the first year this may result in the safety check being less than the normal 10 month period to enable it to be included within the normal rolling cycle for each area.

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In addition, any property that requires a full rewire as part of a major repairs scheme will have a hard-wired Carbon Monoxide monitor fitted as standard. Part 4 - Health & Safety Issues Gas Appliances Installed by Customers Any customer wishing to install their own gas appliance will be required to request permission from their local Area Housing Team. Approval will be granted to all reasonable requests. However, as a part of granting approval for any installation, the customer will be advised that: The installation work must be undertaken by a Gas Safe-registered contractor, Any gas appliance that is installed incorrectly may be dangerous, and may lead to the installer's being prosecuted in a court of law The customer must notify the Trust when the work has been completed and that a Gas Safe gas safety inspection certificate must be provided by them to the Trust following completion. Failure to notify the Trust of completion and/or supply of a certificate will result in the Trust arranging its own inspection of the installation, the costs of which will be recharged to the customer direct. The Trust will fit a Carbon Monoxide monitor, if one has not been fitted already, as part of the installation work for their additional safety. If the request specifically relates to a central heating installation, this is a fixture for which the Trust will assume responsibility for maintenance once it has been installed. A completion certificate signed by the Gas Safe-registered installer (preferably a Gas Safe maintenance record) must be provided to the Trust on completion of the work. On receipt of a Gas Safe gas safety inspection certificate, the Area Maintenance Manager will ensure the property records are updated accordingly. The customers Gas Safe gas safety inspection certificate should be attached to the current Gas Safe landlord's gas safety inspection certificate. If a completion certificate is not received from the customer within 14 days of the appliance's installation, the Area Maintenance Manager will arrange for a suitably qualified and Gas Safe-registered contractor to check all aspects of the appliance's installation, and provide a report on a Gas Safe maintenance record sheet. This should be copied to the customer who will also be advised that they will be recharged for any costs incurred by the Trust Gas Appliances in Sleeping Accommodation: Conventional Flue Deaths have been caused by CO poisoning occurring in bedrooms or which are heated by gas appliances with conventional flues. The most appropriate action in these circumstances is to fit a CO detector The Gas Safety & Asset Administrator must be advised of gas appliances in sleeping accommodation, including properties where elderly persons are sleeping in the living-

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room owing to disability or infirmity. This includes any temporary (i.e maximum of 12 months) sleeping arrangement pending adaptations or rehousing by other members of the household. In such circumstances, the Trust will fit a CO-Detector in the room and the appliance will be serviced every 3 months. It is the Trusts long-term aim to eliminate the use of such appliances in sleeping accommodation by installing room-sealed gas heaters, or by converting bedsit rooms into larger dwellings. Gas Appliances in Sleeping Accommodation: Room-sealed Room-sealed appliances are suitable for use in sleeping accommodation. However specialist advice should be sought form the GSO to ensure the most appropriate servicing and safety check cycle is implemented Unusual Appliances All Trust employees should note the use of any unusual gas appliances. This includes gas water heaters (geysers) located in kitchens or bathrooms, and wall-hung, flueless convector-heaters (not to be confused with gas convector-heaters with balanced flues). This should also include Plasma style heating appliances which are now readily available. Gas appliances with conventional flues in bathrooms must be removed immediately. If any member of staff suspects that a gas appliance is unsafe, a risk assessment must be carried out immediately, to see if any work is required that is outside of the Trusts gas servicing activities. A Gas Safe-registered contractor should be instructed to inspect the installation immediately. If this is impractical, the National Grid must be informed at once of the circumstances. Hazard Spotting All Trust employees have a duty to look out for danger signs from gas appliances as a part of their routine duties and visits to customers. Failure to take action where concerns arise could lead to a fatality. Danger signs on appliances can include: Stains, soot or discolouring around a gas fire, or at the top of the water-heater. This may mean that the flue or chimney is blocked, enabling carbon monoxide (CO) to accumulate in the room A yellow or orange flame in the gas fire or water-heater A smell of fumes when a gas appliance is in use The Trust will ensure that all of its staff who regularly enter customers premises will receive basic awareness training on gas safety issues and hazard spotting and will be supplied with personal CO-Monoxide Detectors. Ventilation, Air-bricks and Vents

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Gas boilers with conventional flues require a supply of fresh air to replace that used in the gas-combustion process. Normally, this is provided by an air-brick or vent in the wall of the room in which the appliance is located, but ventilation may be by way of doors and windows as well. If these forms of ventilation are not kept open, there is a risk of CO poisoning. Some customers seal off air-bricks or vents because they cause draughts. When a blocked air-brick or vent is noted by a contractor or an employee, it must be unsealed, and the customer advised about the risks involved in resealing them When the annual servicing, safety inspection or repair of an appliance is being undertaken, the contractor or gas-qualified employee must ensure that all air-bricks or vents are clear. The contractor or employee must record on the gas safety inspection certificate or record of gas repair or audit when it has been necessary to unblock an air-brick or vent. If any officer is unsure about the identification of air-bricks or vents, they should seek advice from the Gas Safety & Asset Administrator. In all cases, verbal advice provided to customers must be followed up with a confirmation letter from the GSO. A copy of this letter should also be placed on the customers house file. Part 5 - Solid Fuel Installations The Trust has a relatively small number of properties that are served by solid fuel installations to provide heating and / or hot water. The Trust recognises the importance of maintaining such installations in a safe condition as a consequence these properties will be included in the Annual Gas Servicing regime. There is a health and safety issue for any customers who live in this type of property due to the risk of CO poisoning were the flue were to become blocked. The Trusts requirements in this area are set out in the following section. The Trust accepts its responsibility to regularly sweep and service the flues of any of its properties that still has a solid fuel installation. The Trust will ensure that any work undertaken will be carried out by suitably qualified contractor(s) accredited by either the Heating Equipment Testing and Approval Scheme (HETAS) or the National Association of Chimney Sweeps (NACS). All works will comply with NACS Code of Practice. Full details on this code of practice can be obtained from the following link: NACS Code of Practice The Trust also notes the NACS health and safety guidelines regarding how often chimneys should be cleaned depending on what type of fuel is used: Smokeless fuels at least once a year Bitumous coal at least twice a year. The Gas Safety & Asset Administrator will ensure that a separate database is kept and maintained to facilitate the proper maintenance of this type of installation.

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Following the successful sweeping of a flue, the specialist contractor appointed by the Trust will be required to issue a NACS certificate in respect of the work carried out. One copy will be left with the customer and another will be provided to the Trust. All certificates following the successful sweeping of a flue will be kept for 2 years to keep consistency with gas safety records. A note of any recommended date for re-sweeping will be made and actioned when appropriate. The Trust will immediately investigate any report received after work has commenced by a specialist contractor that a chimney is blocked or capped beyond a sweeps method, especially where a label to that affect has been placed at the fire opening. Following investigation, any remedial work will be organised by the GSO as a priority 1 repair and the customer supplied with temporary heating as required. Where a sweep has been successfully completed, but defects have been picked up during the process and noted on the NACS certificate the GSO will look order any work to rectify any defects listed as a priority 3 repair. Once again, the customer will be supplied with temporary heating if required. If there is a problem with the customer allowing access to any contractor to carry out necessary maintenance work to a solid fuel installation, this will be reported to the Gas Safety & Asset Administrator. The Gas Safety & Asset Administrator will treat any such reports in the same way as if they had received a no access report following 3 abortive calls from the Trusts gas maintenance contractor, and will invoke the same procedures and associated timescales to attempt to obtain access. The long term aim of the Trust will be to replace such installations with more efficient and economical systems in consultation with the customer or when such a property becomes vacant.

Responsibility
The Director of Regeneration and Investment has the overarching responsibility for the strategic management and commissioning of services relating to gas, but will receive considerable input and support from the Director of Housing Services. The main responsibility for day to day implementation of this procedure will lie with the Director of Construction Services. Customers are responsible for allowing access for annual servicing and safety checks in their homes as set out in the tenancy agreement.

Service Standards
The following service standards apply to this policy: In General

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All valid CP12 certificates will be electronically retained in line with the Regulations for a minimum of 2 years. A minimum of 10% of properties where gas safety checks have been carried out will be physically inspected by gas-qualified employees under the Trusts Quality Assurance systems. The Trust will ensure that a copy of the gas safety certificate (CP12) is given to each existing customer within 28 days of the safety check. In the case of Trust accommodation that has communal facilities, such as meeting rooms, communal lounges/kitchens, a copy of the last gas safety record will be displayed in a prominent place where required, and a copy will be provided if requested.

For the Annual Gas Serving and Safety Check Programme The appointed gas maintenance contractor will make 2 visits to each property to attempt to ensure that the annual gas safety check is carried out. The overall period over which these two visits will be made at any one property will not exceed 8 working days. Where the appointed gas maintenance contractor has failed to get access to any particular property after making 2 visits, they will send the relevant details via email to the Trusts Gas Safety & Asset Administrator within 24 hours of the second abortive visit being made.

For No Access Cases (arising out of the Annual Gas Safety & Safety Check Programme) Within 24 hours of receiving the No Access information from the contractor, the Gas Safety & Asset Administrator will attempt to contact the customer by telephone. Where the above attempt to contact is unsuccessful, the Gas Safety & Asset Administrator will liaise with the relevant area housing team within 8 hours. All previous details of attempts to contact will be referred via a confirmation email. The relevant Housing Officer will hand deliver a Gas 2 Warning letter within 3 working days to the No Access property. Where there is no response to this effort to obtain access, the Gas Administration team will collate and refer all relevant case details to the Legal Support team, the day after the 5 day notice period given to customer in the Gas 2 letter has expired. The Legal Support team will prepare an application for an injunction to Court within 10 working days of receiving the above referral. Before the case is entered into Court, the Solicitors acting on behalf of the Trust will post a Gas 3 letter informing the customer that an application for an injunction to enable the Trust to gain access to their property will be made unless they respond within 5 working days of receiving the letter.

Following Court Action At Court an injunction including right of entry will be sought which compels the customer to give access within a specified number of days. Once obtained, this will be actioned as soon as practicable by the Gas Safety & Asset Administrator in conjunction with the gas maintenance contractor to enable the gas safety check to be completed.

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Where there is still no access, the Legal Support Officer will then send a Gas 5 letter to the customer within 2 working days of receiving the notification from the GSO. This letter will inform them that their case will be referred back to Court where they could be held in contempt and face imprisonment.

Performance Measures / Monitoring

The Gas Safety & Asset Administrator will closely monitor the gas servicing programme on a daily basis to ensure that all properties follow the no access procedure to the letter. Regular reports will be provided on a weekly basis to relevant managers and monthly to the Leadership Team to check progress on the programme. Quarterly reports will be provided to the Board and Lead Member for Regeneration and Improvement on an exceptions basis. The Trust will also carry out a 10% Post Inspection regime of the Gas Services undertaken by the gas contractor.

Consultation Arrangements
The Trust will review this procedure at least every 3 years to ensure that objectives and targets are being achieved in accordance with required standards, quality, effectiveness and value for money. The Trust will ensure that any review reflects good practice and complies with relevant legislation and positive practice guidance. The Trust will consult with its own housing services and repairs maintenance employees, external contractors and customers regarding the effective implementation of this procedure.

Benchmark Analysis
The Trust has reviewed the procedure set by a number of other registered providers in this area. The Trusts procedure is comparable to those that it has consulted.

Link to Policy
Gas Safety Policy

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Appendix 1
Access for Annual Gas Safety and Service Programme
9 weeks prior to CP12 expiry Gas Admin identifies list of properties where CP12 is due to expire in the following month

9 weeks prior to CP12 expiry Gas Admin cross references list of properties with vulnerability, diversity, alerts and any other issues, checks phone numbers and contact details and annotates list for contractor

9 weeks prior to CP12 expiry Gas Admin provides list of properties to be serviced by CP12 expiry date minus one month including full name of customer, vulnerability or other issues and contact telephone number
Electronic data transfer

On receipt of list Contractor organises servicing and safety check programme for following month prioritised according to CP12 expiry dates target is for each property to have 1st servicing date a minimum of 25 working days prior to expiry

7 days prior to servicing date Contractor sends customised letter 1 to customer to arrive 5 days in advance of scheduled visit. Letter indicates an am or pm slot. Letter 1

1 day prior to servicing date Contractor telephones or texts customer or designated contact such as careworker or relative to remind/confirm next days appointment

Customer telephones to arrange alternative servicing date

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Day of servicing Operative calls ahead to remind customer of appointment and to confirm on route to the property Servicing is undertaken and CP12 issued to customer

Day of servicing Operative calls at property to undertake servicing

Day of servicing Operative is unable to gain entry. Leaves card 1 and places warning sticker over door lock Day of 1st failed access Operative advises contractor of need to reschedule appointment

Card 1 CP12s collated, scanned and sent electronically by Contractor to Gas Admin

Customer contacts and arranges alternative servicing date

Day of 1st failed access Contractor organises follow up time and date for no longer than 3 working days following first failed access Day prior to 2nd attempt to gain access Contractor calls or texts to advise customer of appointment and encourage customer to be in Day of 2nd attempt to gain access Operative calls ahead to encourage customer to be in Day of 2nd attempt to gain access Operative calls at property to undertake servicing Day of 2nd attempt to gain access Operative is unable to gain entry. Leaves card 2 and places warning sticker over door lock

CP12s checked and stored electronically by Gas Admin

CP12 certificate

Annual Safety Check and Service carried out

Card 2

Day of 2nd failed access Contractor provides details of no access at 2nd attempt to Gas Admin

Customer contacts and arranges alternative servicing date

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Day after 2nd failed access Gas Admin phones no access customers to book appointment

Customer telephones to arrange alternative servicing date

Servicing is undertaken and CP12 issued to customer

CP12s collated, scanned and sent electronically by Contractor to Gas Admin Gas Admin unable to make appointment Gas Admin makes appointment, Operative visits

CP12s checked and stored electronically by Gas Admin

Same Day Case passed immediately to designated Housing Officer to hand deliver gas letter 2 within 3 working days and if possible arrange servicing appointment for customer directly with Contractor. Housing Officer to provide copy of tenancy agreement to Gas Admin Customer contacts Gas Admin or Contractor and arranges appointment

CP12 certificate

Gas Letter 2

Annual Safety Check and Service carried out

Tenancy agreement

Five days following delivery of final gas no access letter If no contact from customer , Gas Admin collates case evidence and passes to legal for court action

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Day after expiry of Gas 2 letter notice period Legal Support team receives all info on No Access property from Gas Admin and prepares application for injunction within 10 working days

Before case is entered into Court Trusts Solicitors post Gas 3 letter to Customer giving 5 days notice of application to be entered into Court if no response Gas 3 Letter Servicing is undertaken and CP12 issued to customer

Customer contacts and arranges alternative servicing datet No contact or access from Customer

CP12s collated , scanned and sent electronically by Contractor to Ga Admin

CP12s checked and stored electronically b Gas Admin Once Court Date known Gas 3b Letter sent by Trusts Solicitor and hand delivered by Legal Support Officer CP12 certificate Gas 3b Letter

Customer contacts and arranges alternative servicing datet At Court Injunction with right of entry sought within a specified number of days

Annual Safety Check and Service carried out

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Following Court Injunction actioned as soon as practicable byGSA and Contractor

Servicing is undertaken and CP12 issued to customer

Access obtained from Customer

CP12s collated, scan and sent electronical Contractor to Gas Admin

Following Court If still no access Legal Support , Officer sends Gas5 letter to Customer within2 working days of receiving notification from GSA Gas Letter 5 CP12 certificate Customercontacts and arranges alternative servicing date Case referred back to Court for further action

CP12s checked an stored electronically Gas Admin

Annual Safety Check and Servic carried out

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Appendix 2
GAS SERVICING PROCEDURE SUMMARY TIMELINE

DAY 1

First visit by gas maint contractor CP12 expiry date minus 25 working days as a minimum

DAY 4

Second visit by gas maint contractor

DAY 5

Contractor hands over failed accesses at 2nd attempt to Gas Admin

DAY 6

Gas Admin phones and hands over no contact cases to relevant area housing team

DAY 9

Housing Officers have hand delivered Gas 2 letter

DAY 14

Expiry of 5 days allowed for customer to contact

DAY 15

Gas Admin collates case file to pass to legal

DAY 16 25

Legal process in train

EXPIRY DATE OF CP12 (Notionally DAY 26)

Court injunction hearing date

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Appendix 3 Gas Reference Table

Gas Reference Table .doc

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