Gas Safety Procedure - For Neil

8/2/2019 Gas Safety Procedure - For Neil

1/27

Pa e 1 of 27

ProcedureTitle: 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 orvia email at [email protected]

This document is also available in Braille, largeprint and on tape
mailto:[email protected]:[email protected]


2/27

CONTENTS PAGE

INTRODUCTION 3

SCOPE 5

WHEREVER POSSIBLE, THE TRUST WILL TRY TO GET THE CASE INTO COURTAND 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 18

SERVICE STANDARDS 18

PERFORMANCE MEASURES / MONITORING 20

CONSULTATION ARRANGEMENTS 20

BENCHMARK ANALYSIS 20

LINK TO POLICY 20

APPENDIX 1 21

Appendix 1 Access for Annual Gas Safety & ServiceProgramme Flowchart 21

Appendix 2 Gas Servicing Procedure Summary Timeline 26

Appendix 3 Gas Reference Table 27

Pa e 2 of 27


3/27

Introduction

This procedure guide has been produced to complement and expand on the principles setout in the Trusts Gas Safety Policy.

A great deal of emphasis is appropriately placed within the policy and this procedureguide on the Trust meeting its duties and obligations under the Gas Safety (Installationsand Use) Regulations 1998. However, the Trust takes the view that gas safety and themaintenance of heating systems and appliances generally is a much broader issue thanthis.

To reflect all the issues involved, this procedure guide deals with:

the procedures to be followed where no access has been available at Trustproperties 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 GasSafety (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 mostcommercial premises. They arose out of the need to reduce the incidence of CarbonMonoxide (CO) poisoning from badly-installed and/or poorly-maintained gas appliancesand 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 workand responsibilities in relation to gas installations are geared to full comply with the aboveRegulations.

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-registeredgas 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 within28 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, andthese will be maintained and monitored during the annual gas servicing regime.

The Regulations in full can be viewed below:

Pa e 3 of 27


4/27

The Gas Safety(Installation and Use)

Good Practice Guidance

Besides the above Regulations, employees should also be aware of other guidance in thisarea: namely,

the Health and Safety Executives Approved Code of Practice and Guidance L56. Thiscan only be obtained as a bought publication from the HSE. However, officers canobtain any required information from this via the Gas Safety & Asset Administratorwho will make a hard copy available to them;

the Audit Commissions Gas Safety Guidance Notes for Landlords

AC Gas SafetyGuidance Note for La

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

Records

The Trust will keep electronically records of each gas safety check for a period of 2 yearfrom the date of the safety check. These records will contain specific information as setout in the Regulations:

The Trust will ensure that a copy of the gas safety certificate (CP12) is given to eachexisting customer within 28 days of the safety check. However it is the Trusts currentpractice to hand this record to the customer at the time of the annual gas safetyinspection.

In the case of a new tenancy, the Trust will provide a copy of the gas safety record inrespect 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 ina prominent place, and a copy will be provided if requested.)

In the case of Trust accommodation that has communal facilities, such as meetingrooms, communal lounges/kitchens, a copy of the last gas safety record will bedisplayed in a prominent place where required, and a copy will be provided ifrequested.

Where any repair is carried out to a gas installation outside of the annual safety checkand servicing programme, i.e. as a response repair; the customer will be provided witha copy of the gas repair record (CP6) certificate by the contractor giving details of thework undertaken for that particular repair.

All records, CP12 or any remedial work, electronic copies will be saved and attachedto the relevant address on the Trusts database.

Pa e 4 of 27
http://www.gassaferegister.co.uk/advice/renting_a_property/for_landlords.aspxhttp://www.gassaferegister.co.uk/advice/renting_a_property/for_landlords.aspxhttp://www.gassaferegister.co.uk/advice/renting_a_property/for_landlords.aspxhttp://www.gassaferegister.co.uk/advice/renting_a_property/for_landlords.aspx


5/27

In addition to the above general requirements and in order to ensure the validity of recordsretained by the Trust, the following processes will also be carried out:

a. Following receipt from the appointed gas contractor, each individual CP12 certificatewill be checked for completeness by Trust officers. Any mistakes or missinginformation 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 willbe physically inspected by gas-qualified employees under the Trusts QualityAssurance systems..

c. All valid CP12 certificates will be electronically retained in line with the Regulations fora minimum of 2 years

d. The Trust will also require to see the results of the appointed gas contractors ownquality 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 isequally importantly to remember that they also empower the customer to act forthemselves, as they no longer need be ignorant of the existence of a potentiallydangerous 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 propertymust be highlighted to the Trust, and they must provide evidence that the work wascarried out by competent Gas Safe registered engineers. Failure to comply with thiscould 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 accessevery year for the annual gas service

Aims / Objectives

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

ScopeThis 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 includeemployees working in the Housing Services and Legal Support teams.

Pa e 5 of 27


6/27

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 maintenancecontractor. This will mean, for example, that where a property has had a gas safety checkcarried out in April of one year, it will be carried at the same property in the February ofthe following year. The same regime will be adopted wherever a customer has fitted a gasappliance with the permission of the Trust.

By scheduling the service at month 10.5, the additional 1.5 month period will be used bythe contractor and the Trust to take all reasonable steps to obtain access at propertieswhere 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 itsappointed gas maintenance contractor before legal action to gain access is considered.A number of additional documents have also been provided as appendices in thisprocedure guide to emphasise the importance that the Trust attributes to gas safety ingeneral and this process in particular. These are:

A flowchart process sets out the strict timetable that must be adhered in no accesscases. (See Appendix 1)

A summary flowchart of the gas servicing procedure timeline is also provided. (SeeAppendix 2)

Finally, to emphasise the point that responsibility for gas safety should have a wideownership, a Gas Reference Table has been provided. This sets out of the areas ofresponsibility for various levels throughout the Trust, ranging from the Board toindividual employees. (See Appendix 3)

Responsibilities of the Appointed Gas Contractor

The appointed gas maintenance contractor will make 2 visits to each property to attemptto 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 daysnotice 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 willinclude an AM/PM time slot of when the call will be made and whether it will be a morningor afternoon call. The contractors will be flexible in their approach and allow for schoolruns, hospital appointments etc. The contractors will call the day before the appointmentto remind the customer. A text will also be sent the day before reminding the customer oftheir allocated appointment. The engineer will call the customer on his way to theappointment.

If there is no access at the appointed time, the contractor will leave a missed call cardgiving the customer at least 3 working days notice of a second AM/PM time slot

Pa e 6 of 27


7/27

appointment. If the first appointment had been for a morning visit, this secondappointment will be for an afternoon visit, and vice versa. A door sticker will also beapplied. This will contain a warning message to the customer, alerting them that their gasservice date has expired. It will advise them to make urgent contact with the Trust on therepairs 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 leftinforming the customer that the matter will now be referred to back to the Trust who willconsider commencing legal proceedings to gain access. A door sticker will again beapplied.

The overall period over which these two visits will be made at any one property will notexceed 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 24hours of the second abortive visit being made at any particular property via email. Inaddition to this the contractor will supply at an agreed day and time each week anexceptions report of all 2 visit cases to the GSO which includes details of the failedaccess times and dates. Supporting information will be sent to the Gas Safety & AssetAdministrator consisting of copies of the initial notification letter and 2 carbon copies ofthe abortive call cards signed by the gas engineer(s) who made the calls. All copy callcards will be dated and timed, and signed by the attending gas engineer. Informationfrom 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 bytelephone within 24 hours of receiving the no access information from the contractor. Inthe event of the Gas Safety & Asset Administrator being absent from work thisresponsibility will be transferred to the Gas Safety & Asset Administrator (assistant) toensure the timescales are adhered to.

The GSA will also place a hold on all non emergency repairs (as for pending Right to Buycases) and will liaise with the stock investment team and Customer Liaison Officers toensure 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 Administratorwill liaise with the Customer Support Officer of the relevant Housing Team within 8working hours. All previous details of attempts to contact will be referred via aconfirmation email.

The aim of this referral will be to establish if there are any special circumstances or localknowledge which the Area Housing Team are aware of at any particular address, whichcan 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;

Pa e 7 of 27


8/27

checks being made with Social Services or other appropriate agencies to see whetherthe customer living at the property is deemed to be vulnerable or has any specialneeds;

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 deliverthe Gas 2 warning letter within 3 working days and if possible arrange servicingappointment 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 Courtfor legal action to gain access.

It is important that from the Gas 2 letter onwards to ensure that any letters are servedin accordance with the requirements set out within the Regulations. This includesdelivery 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, theGas Administration team will be notified. This team will then collate all the caseevidence and passes the details of the customer(s) and property concerned to theTrusts 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 Courtto obtain an injunction requiring access. This referral must include evidence of allattempts made to contact the customer to try to arrange access up to the point of thisreferral.

3. Within 10 working days of receiving the referral, the Legal Support Officer will beready to submit the application for the injunction to Court.

However, before the case is entered into Court, the Solicitors acting on behalf of theTrust will post a (Gas 3) letter informing the customer that an application for aninjunction to enable the Trust to gain access to their property will be made unless theyrespond within 5 working days of receiving the letter. The officer will ensure that acertificate 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 adate for the hearing before the current (CP12) gas safety certificate expires at thatparticular property.

Court Action

Pa e 8 of 27


9/27

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

At Court an injunction including right of entry will be sought which compels the customerto give access within a specified number of days. The costs of the Hearing and anyadministrative costs will also be sought. Wherever possible an agreement will be madeat Court with the customer to set up a binding appointment. This will be actioned as soonas practicable by the Gas Safety & Asset Administrator in conjunction with the gasmaintenance 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 tothe customer within 2 working day s of receiving the notification from the GSO. This letterwill 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 theannual servicing and gas safety inspection unless such action has been authorised by theCourt 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 gasservicing programme, the Trust will also ensure that other systems are in place whichcould assist this process. For example, the Trusts computer system will carry a warningnote in the repairs history records of any property where the gas safety certificate is due toexpire shortly or has expired. If there is contact by any employee with any customer whohas such a warning note on their records (for example, if they phone up to report a day today repair ) every attempt will be made to ensure the customer agrees to make accessavailable for the gas safety check to be carried out. Also the legal team will twin track theNotice of Seeking Possession, especially where possession may already be sought onother tenancy breaches such as arrears or ASB.

Information to Customers

The Trust will also ensure that customers are kept fully informed about gas safetyinspections, why they are necessary, and the Trusts legal obligation to carry them out ona regular basis. The more that customers are aware of these issues, the less likely will bethe need for the Trust to take legal action to ensure access to undertake these gas safetyinspections. The Trust will use a variety of methods to inform its customers, including:

regular information and articles in its newsletters and publications underlining thesafety aspects of the inspections;

letters notifying customers on individual estates of the gas safety inspection timetablefor their area, and how to arrange appointments;

an easy system of arranging appointments and/or a system of pre-arrangedappointments;

Pa e 9 of 27


10/27

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 orinstallation for which the Trust has responsibility:

Reactive repairs to gas appliances must only be undertaken by Gas Safe-registeredcontractors or gas-qualified employees

The Gas Safety Officer or in his absence the Gas Safety Assistant will place a worksorder with a gas-qualified employee, or a works order with a contractor, using theagreed 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 aduplicate 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 worksorder. 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 reactiverepair), the Gas Safety Officer or in his absence the Gas Safety Assistant will ensurethat 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 shouldbe 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 gainaccess to a property to alleviate a danger; the National Grid should be contactedimmediately on 0800 111999. The National Grid has the power to force access in suchcircumstances.

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 theTrust, 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.

Pa e 10 of 27


11/27

Refer the matter to the National Grid if they are unable to obtain agreement from thelandlord or customer to disconnect or isolate the faulty installation. The National Gridcan 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 gasescapes, and unsafe appliances or installations that require immediate disconnection).If the appointed gas contractor ever has to invoke this procedure, the Trust will beprovided with full details of the situation, including a copy of the RIDDOR form whichspecifically relates to the incident.

Gas Safety between Tenancies

As soon as a Trust property becomes vacant, and where the property is to be relet undernormal void procedures, the Area Maintenance Manager will ensure that a Gas Safe

registered contractor or gas-qualified Trust employee reinspects all gas appliances, andproduces a Gas Safe landlord's gas safety (CP12) certificate. This will be issued to theincoming customer, and a copy placed on file.

If it is not intended to relet the property within normal voids procedure, or the status of theproperty changes for any reason, the Area Maintenance Manager will arrange for a GasSafe-registered contractor or gas-qualified Trust employee to disconnect the internal gaspipework on the outlet side of the meter. This will be by either inserting an isolating discor 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 gas-qualified Trust employee to connect the installation, and test and commission all gasappliances. Wherever possible, this will be carried out in the presence of the newcustomer to demonstrate the operation of the heating system. A new Gas Safe landlord'sgas safety (CP12) certificate will be produced, a copy being issued to the incomingcustomer, and a copy placed on file.

When inspecting a vacant property and before reletting it, in addition to the above, theMaintenance Inspector will pay particular attention to the gas appliances, flues and air-bricks or vents. This is especially important if an installation was undertaken by theoutgoing customer. Where the Maintenance Inspector is unsure about whether to retain agas 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 oroccupied until these concerns have been fully addressed.

Each incoming customer must be given a copy of the current Gas Safe landlord's gassafety inspection certificate and a copy of the operating instructions for the heatinginstallation and its controls before moving into the property. This includes tenants takingup 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 gas-qualified 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 thecustomer, and one copy placed on gas file. In such cases, it is essential that the

Pa e 11 of 27


12/27

customers involved be advised that it is a legal requirementthat their own gas cookers beinstalled 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 madeavailable to the new customer, a safety inspection of the gas installation must beundertaken by a Gas Safe-registered contractor or a gas-qualified Trust employee. At thistime the internal pipework to be reconnected to the meter a gas safety inspectioncertificate must be provided. The Area Maintenance Manager will ensure that any repairsnoted 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 workundertaken on the property must be by a Gas Safe registered engineer. And they must beable 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, thisshould be noted on the property record. On future gas service outstanding reports, anysuch properties will be identified as gas disconnected.

The Gas Safety Officer or in their absence the Gas Safety Assistant will check annually tosee if the property remains without a gas supply

If the Trust is notified that the gas supply has been restored, or the Area MaintenanceManager discovers that it has been restored; gas safety, servicing and maintenanceshould 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 torepair/replace the flue and the customer affected will be offered an electric fire/suite asa 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 requiredto undertake a smoke test on the flue and or chimney following the work and a visualinspection 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 maybe disturbed during the works.

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

Pa e 12 of 27


13/27

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 inspectionhas been undertaken and certified fit for use

Where cavity wall insulation, double-glazing, new kitchen installations with extractor fansare to be installed in properties where an open-flue gas appliance is fitted, the gasappliance and the flue must be checked for safe operation immediately upon completionof such works. This must be carried out by a Gas Safe-registered contractor or HHTemployee Should this test raise any doubt concerning a particular risk-assessment, thismust be raised with the Gas Safety & Asset Administrator immediately. The documents,relating to the inspection should be attached to the previous gas landlords certificate. Anyopen-flued gas appliance must not be used and will be capped off until the gas safetyinspection 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 safetyinspection to be undertaken on completion of the work. Where appropriate, this shouldinclude the disconnection of the gas appliances before any work is undertaken. A copy ofthe work document (Gas Safe CP6) should be attached to, and filed with, the landlordsgas safety certificate.

Major Repairs in Modernised Properties

The responsibility for arranging gas safety inspections during major repair andmodernisation work will rest with the relevant partner contractor assigned to each

particular scheme. The Project Manager assigned to each particular scheme will notifythe Gas Safety Officer of the procedures involved.

Where the Trust requires gas installation work to be undertaken in major repair contractsand/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 bythe 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 safetyinspection 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 isupdated on the Gas Safety Database and when the Gas Safe landlord's gas safetyinspection 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 safetyinspection certificate should be supplied to the Area Housing Team by the CustomerQuality Officer, so that a copy can be given to the incoming customer before he/shemoves into the property The property should not be relet until a Gas Safe landlord's gassafety inspection certificate is available for the incoming tenant.

In all cases the property should then be included in any future gas servicing/ safety checkprogramme. In the first year this may result in the safety check being less than the normal10 month period to enable it to be included within the normal rolling cycle for each area.

Pa e 13 of 27


14/27

In addition, any property with a chimney stack, with or without a gas fire, that requires afull rewire as part of a major repairs scheme will have a hard-wired Carbon Monoxidemonitor fitted as standard.

Post Inspection of Completed Heating Installations

The Trust will be responsible for arranging a 5% inspection regime of heating installationworks by Trust appointed consultants during major repairs and modernisation schemes,and always at completion. Such inspections must be carried out by Gas Safe-registeredcontractors 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 arecommissioned - such as hi-limit thermostats.

This must be undertaken by means of written assurances from consultants, as surveyorsare not qualified in this field. The consultant should provide a satisfaction report beforethe final certification of the works.

In all cases the property should then be included in any future gas servicing/ safety checkprogramme. In the first year this may result in the safety check being less than the normal10 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 makesthe installing contractor aware that the Trust has to meet obligations under theRegulations

In order to do this, it will be necessary to undertake an annual safety inspection ofrecently installed systems by its appointed Gas Safe-registered contractor during thedefects liability period of any installation Any defects noted as a result of the inspectionshould be noted on the Gas Safe landlord's gas safety inspection certificate, and must bereferred to the scheme building surveyor for immediate rectification by the installingcontractor.

If any repairs are listed on the Gas Safe landlord's gas safety inspection certificate ofrecently installed appliances, the Gas Safety Team will ensure that the defects arereported to the installing contractor. A record of the date on which details were providedto 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 inspectioncertificate that cannot be undertaken immediately by the responsible contractor will bearranged 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 normal10 month period to enable it to be included within the normal rolling cycle for each area.

Pa e 14 of 27


15/27

In addition, any property that requires a full rewire as part of a major repairs scheme willhave 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 requestpermission from their local Area Housing Team.

Approval will be granted to all reasonable requests. However, as a part of grantingapproval 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 theinstaller's being prosecuted in a court of law

The customer must notify the Trust when the work has been completed and that a GasSafe gas safety inspection certificate must be provided by them to the Trust followingcompletion.

Failure to notify the Trust of completion and/or supply of a certificate will result in theTrust arranging its own inspection of the installation, the costs of which will berecharged to the customer direct.

The Trust will fit a Carbon Monoxide monitor, if one has not been fitted already, as partof the installation work for their additional safety.

If the request specifically relates to a central heating installation, this is a fixture for whichthe Trust will assume responsibility for maintenance once it has been installed. Acompletion certificate signed by the Gas Safe-registered installer (preferably a Gas Safemaintenance record) must be provided to the Trust on completion of the work.

On receipt of a Gas Safe gas safety inspection certificate, the Area MaintenanceManager will ensure the property records are updated accordingly. The customers GasSafe gas safety inspection certificate should be attached to the current Gas Safelandlord's gas safety inspection certificate.

If a completion certificate is not received from the customer within 14 days of theappliance's installation, the Area Maintenance Manager will arrange for a suitably

qualified and Gas Safe-registered contractor to check all aspects of the appliance'sinstallation, and provide a report on a Gas Safe maintenance record sheet. This shouldbe copied to the customer who will also be advised that they will be recharged for anycosts incurred by the Trust

Gas Appliances in Sleeping Accommodation: Conventional Flue

Deaths have been caused by CO poisoning occurring in bedrooms or which are heatedby 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 sleepingaccommodation, including properties where elderly persons are sleeping in the living-

Pa e 15 of 27


16/27

room owing to disability or infirmity. This includes any temporary (i.e maximum of 12months) sleeping arrangement pending adaptations or rehousing by other members ofthe household. In such circumstances, the Trust will fit a CO-Detector in the room and theappliance will be serviced every 3 months.

It is the Trusts long-term aim to eliminate the use of such appliances in sleepingaccommodation by installing room-sealed gas heaters, or by converting bedsit rooms intolarger dwellings.

Gas Appliances in Sleeping Accommodation: Room-sealed

Room-sealed appliances are suitable for use in sleeping accommodation. Howeverspecialist advice should be sought form the GSO to ensure the most appropriateservicing and safety check cycle is implemented

Unusual Appliances

All Trust employees should note the use of any unusual gas appliances. This includesgas water heaters (geysers) located in kitchens or bathrooms, and wall-hung, fluelessconvector-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 gasservicing activities. A Gas Safe-registered contractor should be instructed to inspect theinstallation immediately. If this is impractical, the National Grid must be informed at onceof the circumstances.

Hazard Spotting

All Trust employees have a duty to look out for danger signs from gas appliances as apart of their routine duties and visits to customers. Failure to take action where concernsarise 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. Thismay mean that the flue or chimney is blocked, enabling carbon monoxide (CO) toaccumulate 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 willreceive basic awareness training on gas safety issues and hazard spotting and will besupplied with personal CO-Monoxide Detectors.

Ventilation, Air-bricks and Vents

Pa e 16 of 27


17/27

Gas boilers with conventional flues require a supply of fresh air to replace that used in thegas-combustion process. Normally, this is provided by an air-brick or vent in the wall ofthe room in which the appliance is located, but ventilation may be by way of doors andwindows as well. If these forms of ventilation are not kept open, there is a risk of COpoisoning.

Some customers seal off air-bricks or vents because they cause draughts. When ablocked 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 beingundertaken, the contractor or gas-qualified employee must ensure that all air-bricks orvents are clear.

The contractor or employee must record on the gas safety inspection certificate or recordof 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 seekadvice from the Gas Safety & Asset Administrator.

In all cases, verbal advice provided to customers must be followed up with a confirmationletter from the GSO. A copy of this letter should also be placed on the customers housefile.

Part 5 - Solid Fuel Installations

The Trust has a relatively small number of properties that are served by solid fuelinstallations to provide heating and / or hot water. The Trust recognises the importance ofmaintaining such installations in a safe condition as a consequence these properties willbe included in the Annual Gas Servicing regime. There is a health and safety issue forany customers who live in this type of property due to the risk of CO poisoning were theflue 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 itsproperties that still has a solid fuel installation.

The Trust will ensure that any work undertaken will be carried out by suitably qualifiedcontractor(s) accredited by either the Heating Equipment Testing and Approval Scheme(HETAS) or the National Association of Chimney Sweeps (NACS). All works will complywith NACS Code of Practice. Full details on this code of practice can be obtained fromthe following link: NACS Code of Practice

The Trust also notes the NACS health and safety guidelines regarding how oftenchimneys 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 andmaintained to facilitate the proper maintenance of this type of installation.

Pa e 17 of 27
http://www.chimneyworks.co.uk/nacs_code_of_practice.htmlhttp://www.chimneyworks.co.uk/nacs_code_of_practice.html


18/27


19/27

All valid CP12 certificates will be electronically retained in line with the Regulations fora minimum of 2 years.

A minimum of 10% of properties where gas safety checks have been carried out willbe physically inspected by gas-qualified employees under the Trusts QualityAssurance systems.

The Trust will ensure that a copy of the gas safety certificate (CP12) is given to eachexisting customer within 28 days of the safety check.

In the case of Trust accommodation that has communal facilities, such as meetingrooms, communal lounges/kitchens, a copy of the last gas safety record will bedisplayed in a prominent place where required, and a copy will be provided ifrequested.

For the Annual Gas Serving and Safety Check Programme

The appointed gas maintenance contractor will make 2 visits to each property toattempt 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 willnot exceed 8 working days.

Where the appointed gas maintenance contractor has failed to get access to anyparticular property after making 2 visits, they will send the relevant details via email tothe Trusts Gas Safety & Asset Administrator within 24 hours of the second abortivevisit being made.

For No Access Cases (arising out of the Annual Gas Safety & Safety CheckProgramme)

Within 24 hours of receiving the No Access information from the contractor, the GasSafety & Asset Administrator will attempt to contact the customer by telephone.

Where the above attempt to contact is unsuccessful, the Gas Safety & AssetAdministrator will liaise with the relevant area housing team within 8 hours. Allprevious 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 workingdays to the No Access property.

Where there is no response to this effort to obtain access, the Gas Administrationteam will collate and refer all relevant case details to the Legal Support team, the dayafter 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 toenable the Trust to gain access to their property will be made unless they respondwithin 5 working days of receiving the letter.

Following Court Action

At Court an injunction including right of entry will be sought which compels thecustomer to give access within a specified number of days. Once obtained, this will beactioned as soon as practicable by the Gas Safety & Asset Administrator inconjunction with the gas maintenance contractor to enable the gas safety check to becompleted.

Pa e 19 of 27


20/27

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

Performance Measures / Monitoring

The Gas Safety & Asset Administrator will closely monitor the gas servicing programmeon 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 tothe Leadership Team to check progress on the programme. Quarterly reports will beprovided to the Board and Lead Member for Regeneration and Improvement on anexceptions basis.

The Trust will also carry out a 10% Post Inspection regime of the Gas Servicesundertaken by the gas contractor.

Consultation Arrangements

The Trust will review this procedure at least every 3 years to ensure that objectives andtargets are being achieved in accordance with required standards, quality, effectivenessand value for money. The Trust will ensure that any review reflects good practice andcomplies 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 inthis area. The Trusts procedure is comparable to those that it has consulted.

Link to PolicyGas Safety Policy

Pa e 20 of 27


21/27

Appendix 1

9 weeks prior to CP12 expiry

Gas Admin identifies list of

properties where CP12 is due to

expire in the following month


Gas Admin cross references list

of properties with vulnerability,

diversity, alerts and any other

issues, checks phone numbers

and contact details and annotateslist for contractor


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

On receipt of list

Contractororganises 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

Electronic

data

transfer

7days prior to servicing date

Contractorsends customised

letter 1 to customer to arrive 5

days in advance of scheduled

visit. Letter indicates an am or

pm slot.

Customertelephones

to arrange alternative

servicing date1 day prior to servicing

date

Contractortelephones or

texts customer or designated

contact such as careworker

or relative to remind/confirm

next days appointment

Letter 1

Access for Annual Gas Safety and Service

Programme

Pa e 21 of 27


22/27

Day of servicing

Operative calls ahead to

remind customer of

appointment and to confirm

on route to the property

Day of servicing

Operative calls at property

to undertake servicing

Servicing is

undertaken and

CP12 issued to

customer

CP12

certificate

Day of servicing

Operative is unable to

gain entry. Leaves card 1

and places warning sticker

over door lock

Card 1

CP12s collated,

scanned and sent

electronically by

Contractor to GasAdmin

CP12s checked and

stored electronically

by Gas Admin

Day of 1

st

failed accessOperative advises

contractor of need to

reschedule appointment

Customercontactsand arranges

alternative servicing

date

Day of 1stfailed access

Contractororganises

follow up time and date for

no longer than 3 working

days following first failed

access

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

Card 2

Day of 2nd

failed access

Contractorprovides details

of no access at 2nd

attempt

to Gas Admin

Day prior to 2nd

attempt togain access

Contractorcalls or texts to

advise customer of

appointment and

encourage customer to be

in

Customer contacts and

arranges alternative

servicing date

Annual Safety

Check and Service

carried out

Pa e 22 of 27


23/27

Gas Admin makes

appointment,

Operative visits

Servicing is

undertaken and

CP12 issued to

customer

CP12

certificate

CP12s collated,

scanned and sent

electronically by

Contractor to Gas

Admin

CP12s checked and

stored electronically

byGas Admin

Gas Admin unable

to make

appointment

Same Day

Case passed immediately to designated

Housing Officerto hand deliver gas

letter 2 within 3 working days and if

possible arrange servicing appointment

for customer directly with Contractor.Housing Officerto provide copy of

tenancy agreement to Gas Admin

Gas Letter 2

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

Customercontacts

Gas Admin or

Contractor and

arranges

appointment

Customer

telephones to

arrangealternative

servicing date

Day after 2nd

failed

access

Gas Admin phones no

access customers to book

appointment

Tenancy

agreement

Annual Safety

Check and Service

carried out

Pa e 23 of 27


24/27

Day after expiry of Gas 2 letter

notice period

Legal Support team receives all info

on No Access property from GasAdmin and prepares application for

injunction within 10 working days

Servicing isundertaken andCP12 issued to

customer

CP12s collated ,scanned and sentelectronically by

Contractor to GaAdmin

CP12s checked an

stored electronicallyGas Admin

CP12certificate

Annual Safety

Check and Serviccarried out

Before case is entered intoCourt

Trusts Solicitors post Gas 3letter to Customer giving 5 days

notice of application to be enteredinto Court if no response

Customer contactsand arranges

alternative servicingdatet

No contact or accessfrom Customer

At Court

Injunction with right of entrysought within a specified

number of days

Once Court Date known

Gas 3b Letter sent by TrustsSolicitor and hand delivered by

Legal Support Officer

Customer contactsand arranges

alternative servicingdatet

Gas 3 Letter

Gas 3b Letter

Pa e 24 of 27


25/27

Following Court

Injunction actioned as soon aspracticable byGSA and

Contractor

Following Court

If sti ll no access, Legal Support

Officersends Gas5 letter to

Customer within2 working days

of receiving notification from

GSA

Customercontacts

and arranges

alternative servicing

date

Access obtained

from Customer

Servicing is

undertaken andCP12 issued to

customer

CP12s collated, scan

and sent electronica

Contractorto Ga

Admin

CP12s checked a

stored electronicall

Gas Admin

CP12

certificate

Annual Safety

Check and Servi

carried out

Gas Letter 5

Case referred back to

Court for further action

Pa e 25 of 27


26/27

Appendix 2

DAY 1First visit by gas maint contractor CP12 expiry date

minus 25 working days as a minimum

DAY 4 Second visit by gas maint contractor

DAY 5Contractor hands over failed accesses at 2

ndattempt to

Gas Admin

DAY 6Gas 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

25Legal process in train

EXPIRY DATE OF

CP12 (Notionally

DAY 26)

Court injunction hearing date

GAS SERVICING PROCEDURE

SUMMARY TIMELINE

Pa e 26 of 27


27/27

Appendix 3 Gas Reference Table

Gas Reference Table.doc