TITLE: PAGE: 1 OF 14 Housing Solutions Limited Electrical Safety Policy and Management System Page 1 of 15
TITLE: PAGE: 2 OF 14 FOREWORD This document details the system for the management of electrical safety risks in properties owned and/or managed by Housing Solutions Limited. The document has been created in line with current legislation and considers additional measures following the recent fire incidents within Housing Solutions stock. Please read this document and ensure you understand all the issues dealt with. If you have any doubts or questions about this policy or procedures, please contact your manager who will be able to provide you with advice or further information. Page 2 of 15
TITLE: PAGE: 3 OF 14 TABLE OF CONTENTS FOREWORD... 2 TABLE OF CONTENTS... 3 POLICY STATEMENT... 4 SCOPE OF POLICY... 4 POLICY DEVELOPMENT... 4 LEGISLATION... 4 OPERATIONAL PROCEDURES... 4 SPECIALIST ADVICE... 5 RESPONSIBILITY OF INDIVIDUALS... 5 STAFF TRAINING... 7 NOMINATED COMPETENT PERSONS... 7 ELECTRICAL TESTING... 8 VOIDS/MUTUAL EXCHANGE 8 RESPONSIVE MAINTENANCE/PLANNED WORKS 8 MEASURES TO MINIMISE RISK... 9 INFORMATION TO STAFF... 9 INFORMATION TO CUSTOMERS... 9 TOOLS AND EQUIPMENT.9 CONTRACTORS... 9 AUDIT... 10 RECORDS... 10 KEY PERFORMANCE INDICATORS.10 COMPLAINTS.10 ADDITIONAL INFORMATION AND LINKS... 11 APPENDIX 1 NOMINATED COMPETENT PERSONS... 12 APPENDIX 2 - ELECTRICAL INSTALLATION CONDITION REPORT PROCESS (EICR) 12 APPENDIX 3 - ELECTRICAL TESTING FREQUENCY 13 Page 3 of 15
TITLE: PAGE: 4 OF 14 POLICY STATEMENT Housing Solutions Limited will take all reasonable steps to prevent and control the risk from electricity in the properties that it owns: Housing Solutions Limited will maintain an open information policy and will work with customers, staff groups, contractors and statutory bodies to agree and deliver solutions to electrical safety issues. Housing Solutions Limited will implement its electrical safety management strategy by empowering designated Operations staff with the appropriate training, skills and resources needed to safely manage electrical safety. Housing Solutions Limited shall ensure that where any properties require remedial action steps shall be taken to safeguard persons in properties where there is a serious risk from electricity. SCOPE OF POLICY The scope of this policy is applicable to all group managed and maintained buildings. POLICY DEVELOPMENT This policy has been developed to ensure, as far as is reasonably practical, the safe use of electricity in all properties and communal areas of which Housing Solutions has responsibility and to comply with all relevant legislation, codes of practice and best practice guide lines relevant to electrical safety. LEGISLATION This Management system will assist Housing Solutions Limited in complying with its duties under: The general requirements of the Health and Safety at Work Etc. Act 1974 The Management of Health and Safety at Work Regulations 1999 Electricity at work regulations 1989. Electrical equipment (safety) regulations 1994 Relevant editions of part P of the building regulations Relevant editions of the IEE (institute of Electrical Engineers) wiring regulations. Electrical safety council best practice guide, issue 3, covering Electrical Installation Condition Reporting. OPERATIONAL PROCEDURES Housing Solutions will develop and maintain operational procedures to ensure that this policy is adhered to by Housing Solutions staff and contractors in relation to all electrical work. Page 4 of 15
TITLE: PAGE: 5 OF 14 Only competent, qualified and appropriately registered staff and contractors will carry out electrical work for Housing Solutions. Housing Solutions is a member of NICEIC (National Inspection Council for Electrical Installation and Contracting). SPECIALIST ADVICE This document is not intended to provide detailed technical guidance on handling and dealing with Electrical Safety. Staff should refer to the appropriate HSE guidance. Lists of all current HSE publications may be obtained from the HSE Website. Copies of all relevant publications will be issued to all staff trained by Housing Solutions Ltd. RESPONSIBILITY OF INDIVIDUALS Group Customer Services Director The Group Customer Services Director is responsible to the Executive Team for this policy. They will ensure that: The Executive Team is informed of the resources needed to implement this policy; The Executive Team is informed of the implementation of this policy and procedures; The Executive Team is immediately informed of any incidents that may affect the image or reputation of Housing Solutions Ltd, or may lead to enforcement action, criminal prosecution or civil action being taken against Housing Solutions Ltd; and Measures are taken to ensure that this policy and procedures are fully implemented. Page 5 of 15
TITLE: PAGE: 6 OF 14 Head of Asset Management The Head of Asset Management is responsible to the Group Customer Services Director. The Head of Asset Management is to ensure that: This policy and procedures are fully implemented; and Their line manager is fully informed with regards to: Resources needed to implement the policy; and Any difficulties in the implementation of this policy. Contractors have received information, instruction and training so that they and their employees know and understand Housing Solutions Ltd policies and procedures. Routine checks are carried out to ensure that contractors are following Housing Solutions Ltd policies and procedures. Investigations are carried out and any necessary actions taken to ensure that contractor s employees work safely and comply with Housing Solutions Ltd policies and procedures. The Group Customer Services Director is immediately informed of any incidents that may affect the image or reputation of Housing Solutions Ltd, or may lead to enforcement action, criminal prosecution or civil action being taken against Housing Solutions Ltd. Property Managers Inc. Energy Services Manager Asset Investment Manager Community Maintenance Manager Operations Manager Electrical Supervisor Community Services Team Leader Community Services Team Leader Community Housing Officers Property Managers are responsible to the Head of Asset Management for the daily implementation of these policies and procedures. They are to ensure that: They fully comply with these policy and procedures; and The Head of Asset Management is fully informed with regards to: Any training or resources needed to implement the policy; and Any difficulties in the implementation of this policy. All site operative(s) are working safely and in accordance Page 6 of 15
TITLE: PAGE: 7 OF 14 with Housing Solutions Ltd policies and procedures; All site operative(s) know and understand the procedures in the event of an electrical safety issue. If Site staff or a contractor is not working safely or are not complying with Housing Solutions Ltd policies and procedures, appropriate action is immediately taken. The Head of Asset Management is immediately informed of any incidents that may affect the image or reputation of Housing Solutions Ltd or may lead to enforcement action, criminal prosecution or civil action being taken against Housing Solutions Ltd. STAFF TRAINING The Group Customer Services Director is to ensure that all persons are provided with the necessary information, instruction and training to fulfil their roles and responsibilities under this policy and procedures. Only competent, qualified and appropriately registered staff and contractors will carry out electrical work for Housing Solutions. Housing Solutions is a member of NICEIC (National Inspection Council for Electrical Installation and Contracting). The Electrical Supervisor will assume the role of NICEIC Qualifying Supervisor for Housing Solutions and is responsible for the development and maintenance of the quality assurance process applied to electrical works within Housing solutions. The Qualifying Supervisor (Electrical) is the key contact with the NICEIC and will represent Housing Solutions on annual inspection and compliance audits carried out by the NICEIC The Energy Services Manager is the Principal duty holder and has overall responsibility for the overall standard and quality of electrical installation work carried out by Housing solutions. Electrical Safety awareness training will be provided for all Housing Solutions staff that: Carry out maintenance works or Provide advice to customers NOMINATED COMPETENT PERSONS The Group Customer Services Director will nominate competent persons to provide advice on the management of Electrical Fire Safety in Housing Solutions Ltd properties. Page 7 of 15
TITLE: PAGE: 8 OF 14 All trained and qualified persons may inspect properties for electrical safety. A list of all nominated persons is to be maintained by the Group Customer Services Director in the format at Appendix 1. ELECTRICAL TESTING See also appendices 2 & 3 The Head of Asset Management will arrange for electrical testing to be carried out for properties as required. An electrical inspection will be carried out on all properties belonging to Housing Solutions. These will be carried out at intervals prescribed by legislation and best practice. An appropriately numbered certificate will be completed for every inspection and filed in the house files and/or recorded electronically. Electrical installations will be tested and inspected with strict regard to the current edition of BS7671 and any deviations recorded and coded in line with IEE coding guidance. Where electrical installations have been altered by a customer, a detailed inspection must be made to ensure the installation is safe and complies with any standard or building regulation currently in place. Where unsafe or illegal installations are identified, the faults will be addressed immediately or the installation made safe. The qualifying supervisor will be made aware of these installations. VOIDS/MUTUAL EXCHANGE All empty properties will be subject to a full electrical installation condition report (EICR) before the property is re-let and a certificate provided. All necessary remedial work will be carried out before the property is re-let. Where a mutual exchange has taken place a full electrical installation condition report (EICR) will be carried out immediately following the new customers occupation of the property or preferably on the day of exchange. Where an inspection has taken place before the exchange, the outgoing resident will be informed that under no circumstances should the installation be altered. If there is any doubt over this a follow up inspection will take place. RESPONSIVE MAINTENANCE/PLANNED WORKS All works relating to responsive maintenance or planned refurbishment will be carried out by competent persons and to comply with the latest edition of the IEE wiring regulations (BS7671) Page 8 of 15
TITLE: PAGE: 9 OF 14 and part P of the building regulations. The relevant completion certificates will be required and verified by the Electrical Qualifying Supervisor. All documentation will be retained within the house files. MEASURES TO MINIMISE RISK The Property Manager shall ensure that any measures identified by the Inspection and testing to reduce risk, or comply with the regulations are fully implemented. The Head of Asset Management shall also ensure that measures are taken to: Inspect all works and associated certificates completed by contactors, where the works may compromise electrical safety. INFORMATION TO STAFF The Head of Asset Management shall ensure that an up-to-date copy of all electrical installation condition reports (EICR s) are available in all properties to which they relate. The Property Manager shall ensure that all staff are informed of the presence of the electrical installation condition reports (EICR s) and any measures which they need to take to comply with BS7671. INFORMATION TO CUSTOMERS General information about electrical safety will be provided through customer newsletters and on our website at housingsolutions.co.uk for general needs properties. TOOLS AND EQUIPMENT The Head of Asset Management will ensure that all electrically powered tools and equipment used by Housing Solutions staff are subject to regular inspection and test (PAT) See appendix 2. Where equipment such as fan heaters are loaned to customers as temporary heating the property manager will ensure that the equipment has been PAT tested and the staff member will demonstrate its safe operation to the customer before leaving site. CONTRACTORS Page 9 of 15
TITLE: PAGE: 10 OF 14 Contractors are to be instructed that: - All electrical work undertaken must be carried out by competent persons and comply with the latest edition of the IEE wiring regulations (BS7671) and part P of the building regulations. The relevant completion certificates will be required and verified by Housing Solutions Electrical Qualifying Supervisor. AUDIT The Electrical Safety Management procedures will be audited as per the following table: Audit Type Frequency Responsible Person Property check* Quarterly Head of Asset Management Internal audit by appointed H&S consultant Annually Group Customer Services Director External audit carried out by external auditors Bi-annually Group Customer Services Director * To ensure that all properties that require an electrical installation condition reports (EICR) are recorded on the master database with a date for re-inspection. The Group Customer Services Director must record the findings of an audit. The system should be amended to incorporate the findings of an audit. RECORDS The Head of Asset Management must keep copies of the following records: Electrical installation condition reports (EICR S) Installation and Minor works certificates Fire detection, fire alarms and emergency lighting certificates PAT testing records KEY PERFORMANCE INDICATORS The Head of Asset Management will be responsible for reporting the following key performance indicators through the Quarterly Directors Health and Safety Report. All properties have a valid EICR - Target 100% COMPLAINTS All customer complaints relating to Electrical Safety will be logged as per the company s complaints policy and procedures. Page 10 of 15
TITLE: PAGE: 11 OF 14 ADDITIONAL INFORMATION AND LINKS HSE - Health and Safety Executive NICEIC Institution of engineering and technology http://www.hse.gov.uk/toolbox/electrical.htm http://www.niceic.com/ http://www.theiet.org/ Page 11 of 15
TITLE: PAGE: 12 OF 14 FIRST ISSUED: June 2015 Electrical Safety Policy and Management System APPENDIX 1 NOMINATED COMPETENT PERSONS Competent persons Mobile email Robert Frame Electrical Trades Supervisor HSL and NICEIC Qualifying Supervisor. 07584235565 Robert.frame@housingsolutions.co.uk
TITLE: PAGE: 13 OF 14 FIRST ISSUED: June 2015 Electrical Safety Policy and Management System APPENDIX 2 Electrical installation condition report (EICR) process A list of addresses will be identified via the master spread sheet as requiring an EICR. The Master spread sheet will be cross matched every quarter against our property data base (see audit section) to ensure all properties owned and managed Housing Solutions that require an EICR are accounted for. *See appendix 3 for frequency A letter will be sent to each property that has been identified as requiring an EICR and the letter will fully outline to the customer both the importance and the procedure to be followed. The customer will be advised to contact Housing Solutions to make a mutually agreeable appointment. An electrician will attend and carry out the EICR to determine the condition and compliance of the fixed wiring installation and will detail any remedial work identified that may be required to bring the installation in line with current regulations. A certificate will be produced and past back to the office for the qualifying supervisor to validate and action any follow up works required. Please note: any anomalies that are deemed by the electrician on site to present an immediate risk will be rectified immediately. The certificate will be passed to the administration team to process. It will be scanned on to the central drive, the master spread sheet will be updated to include the date that the EICR was carried out and the next due date. June 2015
TITLE: PAGE: 14 OF 14 FIRST ISSUED: June 2015 Electrical Safety Policy and Management System APPENDIX 3 Electrical Testing Frequency Technical Inspection Frequency Responsible Person Thermal image heat inspection of the consumer units and switchgear within care schemes with areas and flats heated by electricity General needs EICR (excluding electrically heated homes)* Supported living, care, communal areas and homes heated by electrical systems.* Annually Every 10 years or change of tenancy Every 5 years or change of tenancy Energy Services Manager Energy Services Manager Energy Services Manager Emergency Lighting Six Monthly Energy Services Manager Fire Alarms 3 or 6 months Dependant on property type and occupancy Energy Services Manager Smoke and Heat Detection Annual Energy Services Manager Fire Fighting and Emergency Evacuation Equipment Portable Electrical Appliance Test Portable Electrical Appliance Test Maintenance Team Power tools Annual Annual/Bi annual dependant on class of equipment Every 6 months or when a new item is purchased Energy Services Manager Energy Services Manager Energy Services Manager *This includes an inspection of the immersion heater to ensure that an overheat device resulting in the need for manual reset is fitted. June 2015