Gas and Heating Policy

6.1 We acknowledge and accept our responsibilities under the Gas Safety Regulations (opens new window) and Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022 (opens new window) as outlined in Section 5 and all other duties set out in relevant legislation.

6.2 We will carry out an annual gas safety check to all properties with a gas supply, irrespective of whether the gas is connected or not.

6.3 We will ensure that copies of all landlord's gas safety records (LGSRs)/certificates are provided to tenants via post house, or physically displayed in a common area within 28 days of completion.

6.4 We will cap off gas supplies to all properties when the property becomes void, and a new tenant is not moving in immediately after. This will be completed by the end of the next working day.

6.5 We will cap off gas supplies to all new build properties and newly acquired properties at handover from the contractor/developer to us if the new tenancy is not commencing immediately at the point of handover.

6.6 We will ensure that gas safety checks are carried out within 3 working days of the commencement of a new tenancy (void, new build or newly acquired properties), change of tenancy, change of fuel type, mutual exchange and/or transfer, and that the tenant receives a copy of the LGSR within 28 days of moving in. This is dependent on the tenant having the appropriate gas and electrical supplies set up.

6.7 We will ensure a gas safety check is carried out following our installation of any new gas appliance and obtain a gas safety certificate to confirm the necessary checks have been completed. The safety check will include: a gas soundness test of the carcass; gas working pressures being taken; a visual inspection of the meter installation; and a visual inspection, including the safe working operation, on all other gas appliances and associated flues within a property.

6.8 We will conduct a visual check of tenant owned appliances during the gas safety check. If any appliance other than a tenants own gas cooker, for example a gas fire/range cooker and/or woodburning stove are found within the property this will be reported to the Gas Compliance Manager to investigate, for the potential removal of these appliances.

6.9 We will carry out a visual check of tenant owned appliances. The visual check will be carried out on gas cookers and where appliances are found to be faulty, not to manufacturer's instructions or the British Standards the Gas Engineer will apply the latest version of the Gas Industry Unsafe Situations Procedure (GIUSP) (opens new window). All completed work will be inspected by a Gateshead Council representative including any required certification. Any gas or electrical work must be carried out by a qualified and competent contractor. Tenants must provide copies of gas certification for verification and to ensure compliance.

6.10 A safety check will be carried out on completion of any repair and/or refurbishment works to occupied or void properties where works may have affected any gas fittings, appliances, or flues.

6.11 We will test and record battery operated and/or hard-wired smoke alarms and carbon monoxide detectors as part of the annual gas safety check. We will install, test, and replace (as required) battery operated and/or hard-wired carbon monoxide detectors as part of the annual gas safety check (or at void stage).

6.12 We will carry out an annual gas safety check to all properties where the gas supply has been capped at the request of the tenant, to ensure the supply has not been reconnected by the tenant. At the same time, we will check on the tenant's wellbeing and assess whether the lack of gas heating is adversely affecting the condition of the property. In addition, we will communicate on an annual basis with these tenants to ensure the property remains capped and inform the tenant of what is required to reinstate gas at the property.

6.13 Any open flue gas appliances found in any rooms that are being used as bedrooms or for sleeping will be disconnected from the gas supply, a warning notice will be issued, or it will be removed with the tenant's permission.

6.14 We will remove any solid fuel or gas open fuelled appliances when a property becomes void, or with the agreement of the existing tenant.

6.15 We will ensure that there is a robust process in place for the management of immediately dangerous situations identified from the gas/heating safety check.

6.16 We will regularly check properties that are not currently connected to the gas mains network to ensure a gas supply has not been installed without our knowledge.

6.17 We will operate a robust process if there is difficulty gaining access to a property to carry out the gas/heating safety check or remediation works. We will use the legal remedies available to us, provided the appropriate procedures have been followed. Where tenant vulnerability issues are known or identified, we will ensure we safeguard the wellbeing of the tenant and employee.

6.18 We will operate effective contract management arrangements with our in-house teams and other external contractors responsible for delivering the service, including ensuring contracts/service level agreements are in place, conducting client-led performance meetings, and ensuring that in-house and external contractors' employee and public liability insurances are up to date on an annual basis.

6.19 We will ensure that all replacements, modifications and installations of gas appliances and heating systems within our properties will comply with all elements of Building Regulations, Part J Combustion Appliances and Fuel Storage Systems (opens new window).

6.20 We will establish and maintain a risk assessment for gas safety management and operations, setting out our key gas safety risks and appropriate mitigations.

6.21 To comply with the requirements of the Construction (Design and Management) Regulations 2015 (CDM) (opens new window) a Construction Phase Plan (CPP) will be in place in respect of all repairs to void and tenanted properties (at the start of the contract and reviewed annually thereafter), component replacement works and refurbishment projects.

6.22 We will ensure there is a robust process in place to minimise any potential non-compliance by ensuring processes are effective and have appropriate control measures in place to mitigate any risks.  We will analyse any non-compliances that do occur and take action to prevent recurrence. For example, we will investigate and manage all RIDDOR notifications made to the HSE in relation to gas safety and take action to address any issues identified and lessons learned, to prevent a similar incident occurring again. This includes amending our processes to reflect best practice and ensure that service improvements are implemented.

6.23 The document will be strictly controlled in accordance with ISO 9001 (Quality Management) and maintained by the Service Manager Building Safety, in conjunction with the Quality Manager.

6.24 To comply with the requirements of The Dangerous Substances and Explosive Atmospheres Regulations (DSEAR) 2002 (opens new window), we will consider the safety of our workspaces and plant/boiler rooms of our residential blocks that fall within the scope of the legislation.