Raven Housing Trust Fire Risk Communal Area - Managed Risk Procedure Reference: CAMUP V17 Introduction This procedure has been generated by the Fire Safety Committee, to assist Raven in applying a consistent standard of resident use of communal areas. Version Control The procedure will be reviewed in 02-2019. Date Version Reference Detail of revision(s) Approved by 02-2017 CAMUP V17 - Review and update Fire Safety Committee 10-2016 CAMUP V16 - Scheduled review. - Reduction in removal notification time period reduced to seven days - Storage period (pending disposal decreased from 21 days to 14 to days). - 01-2015 CAMUP V15 Original Policy sign off and issue. Fire Safety Committee Fire Safety Committee 1
1. Background In the event of a fire or smoke, communal areas are designed to provide a safe route for people to evacuate the building, and for the Fire Service to access the building. A significant communal area problem, is residents personal property that is left or placed in hallways, staircases, outside doors and in meter cupboards etc. These can obstruct fire escape routes, increase flammability and provide ignition sources. Therefore, Raven and Residents need to work together to maintain safe escape routes at all times, minimising the risk of fire and smoke compromising communal areas. The Regulatory Reform (Fire Safety) Order 2005 places a legal duty on Raven to manage fire risk in the communal areas of our stock, and to maintain fire compartmentalisation between properties and communal areas. Raven is responsible for keeping the communal areas in a block to a safe fire standard, and has a duty to make sure residents can escape in an emergency. Raven takes resident fire safety seriously and because of this, Raven have to be strict about what is stored in communal areas. The following information and practices relating to communal area use have been developed, following best practice and advice, to help ensure that people living in flats and maisonettes have the same level of fire safety as people living in houses and bungalows. 2. Managed Use A Managed Use approach allows residents to use communal areas providing use is within defined boundaries as detailed in Section 3 Raven s Policy (detailed below). The simple definition is that when a communal area is being used as an extension to the home, then reasonable safe boundaries have been crossed. For example a pair of shoes that are not on an immediate escape route are acceptable, but numerous pairs of shoes, whether they are in a shoe rack or not, are not acceptable. 3. Raven s Approach to Fire Safety Raven s Building Safety Policy specifies relevant legislation in this area as the Regulatory Reform (Fire Safety) Order 2005. This Order requires management of fire risk in communal areas; supporting guidance and best practice requires that communal areas be kept free of obstructions, trip hazards and combustible material. Raven recognises that the safest approach is zero tolerance but for reasons of balance, practicality and cost, we have implemented a managed use approach, particularly as fire risk assessments confirm that Raven s communal areas present a low overall risk. There are options of enforcement if necessary. Different people including residents have differing interpretations of Managed Use, so this procedure seeks to give staff the ability to implement a consistent approach in terms of managed use, and to implement enforcement measures. 2
4. What are communal areas? Communal areas are lobbies, corridors, staircases and landings, escape routes, plant rooms, laundry areas, landlord s stores (including service and cleaners cupboards), refuse chutes, hopper rooms, service riser cupboards, communal lounges, communal rooms and areas, external communal gardens and pathways. 5. Assessing Fire Risk Communal areas are inspected by fire risk assessors on a three year cycle in general needs communal areas, and a four year cycle in Sheltered, Temporary and Key Worker sites. Assessment Reports advise on any fire risk issues found, and recommend measures to reduce risk, including Priority timescales to complete the recommended work. Fire risk management is an ongoing process. Between formal cyclical assessments. Raven monitors fire risk during Estate Inspections and when Tenancy Services Officers and Wardens visit blocks during the course of their normal work activities, monitoring the use of communal areas by residents. Nothing must block fire escape routes. This is a Fire Brigade requirement. A fire escape route must be able to accommodate at least the width of a wheel chair. Any personal items left along the route are trip hazards. Nothing must be stored in meter cupboards, which is also a Fire Brigade requirement. If any personal items are found, they should be removed immediately. 6. Communal Areas residents use and fire risk Residents sometimes view communal areas as a facility that provides additional storage space for bicycles, and buggies etc. Others personalise communal areas by adorning them with door mats, plants and framed pictures. From a resident perspective, personalisation makes communal areas less bland, by giving a more homely feel. Examples of extreme inappropriate use of communal areas include using barbeques, dumping and storing rubbish, belongings and furniture, as illustrated by the images in section 10. Raven has to make it clear that no resident has a right to store anything in a communal area. Raven will however consider requests to have limited items such as pictures and door mats, providing the following criteria are observed: 1. No blockage of any fire escape route. 2. No accident risk. 3. No belongings stored which are combustible, potential sources of ignition or toxic if they are burnt. Temporary DIY materials Under no circumstances are DIY materials or waste to be left in a communal area. 3
The storage of bicycles, buggies and prams Under no circumstances can bicycles, buggies or prams be kept in meter cupboards or block fire escape routes. Owners must store such items within their own flats or in external facilities where they are present. Communal gardens grounds and communal pathways No storage of any kind is permitted - including sheds, children s toys, sports equipment and BBQ s - unless specific storage facilities have been provided. 7. Maintaining a safe standard - the Do s and Don ts What is permissible? The following applies to prevent misunderstanding: - A door mat located outside a front door, of a standard size (80cm x 50cm), not more that 25mm thick, has a non-slip backing, and does not encroach on the fire exit route. - Prams, Buggies and Bicycles should be kept in a storage shed, pram store, the home or garage. If these storage options are not available they may be stored under communal staircases, providing the staircase or alcove is made of a noncombustible material, such as concrete, and items are stored in a way that prevents them falling over and no part of the stored item protrudes into the communal area. Such storage should be requested and only used once permission has been given. Where it is allowed, a sign should be displayed, informing residents that the area will be cleared if items protrude into the fire escape. - A maximum of two pictures, providing they are mounted in a non-combustible picture frame, and have a glass front, and are securely fixed to a wall. Pictures should be approved by Raven, so as to ensure no offence is given to other residents. What isn t? - Soft furnishings or any type of combustible material (including festive decorations), even if treated with fire retardant. They will release toxic smoke if involved in a fire. - All escape routes MUST be kept clear at all times. - Artificial plants must not be placed in shared areas, for the same reason as above. - It is NOT PERMITTED to store furniture, rubbish, electric mobility scooters, boxes or other articles in communal areas. - Nothing should be suspended or hung from communal walls, ceilings, handrails or handrail infill boards; this includes laundry drying lines, bicycles and plant containers. 8. Raven s approach if communal area storage is unacceptable Limited items It is in everyone s interest to be safe from fire. If storage standards become unacceptable it is usually a result of misunderstanding. For this reason, Raven will approach individual residents when the owners can be identified, so that a solution can be reached quickly and items relocated. 4
Failed resident contact If owners of limited amounts of unacceptably stored items cannot be readily approached, we will attach a warning notice to the articles concerned (see Appendix 1), requiring clearance within 7 days. Where items constitute a high risk of fire, including petrol, solvents and oil based paint, they must be removed immediately, and the resident informed, where possible. Items should be stored (in compliance with the TORT procedure), so that the resident can reclaim. Resident Notification Letter If items are not removed, or if more than limited amounts of items are present (especially if the items may belong to more than one family), a notification letter will be issued to all properties in the block. (See Appendix 2.) The letter will normally include images of the items concerned and will require removal within 7 days. A copy of the notification letter will be displayed on the communal area notice board. 9. TORT If items are not removed from communal areas by the required date, they will be removed and stored, and if not claimed will be disposed of in accordance with the TORT procedure. Removed items will be stored in a vacant garage; contact the Garage Management Officer to check availability and agree use of a suitable garage. This means that owners have 14 days from the removal date to claim items, prove ownership, make full payment to cover the cost of removal and storage, and collect items. The removal and storage cost is 140.00 net ( 168.00 gross). The cost - breakdown; - Van costs including fuel and site attendance. - Cost to serve TORT, and remove items for storage. - Storage facility rent. - Plus 10% administration Total: 140.00 plus VAT at 20% Residents need to make their own collection arrangements; storage will be at the nearest available facility, which may not be in the local vicinity. In the event of items being removed and not reclaimed the removal and storage costs will be charged to all residents of the Block via a Service Charge. 10. Income resident payments for removal and storage costs. - Payments to be paid in to Raven s Sundry Income code 4201. - Ensure that the Budget Code 9101 CYC FRA407 is quoted on the payment income detail 5
Process Chart Items in a communal area requiring removal Housing Management (TSO / Warden) approach the owner(s) Item(s) removed by resident(s). No further action. Unable to contact / identify owner(s) OR Owners approached and items not cleared immediately. Attach a warning notice(s) (Appx 1) to the articles concerned, requiring clearance within 7 days Items not removed within 7 days implement the TORT procedure (use App2 with Tort template) and schedule removal and storage for 14 days. Items removed and stored Resident(s) make approach to collect Items - Validate ownership of items, issue receipt, receipt payment 4200 CYC FRA 407 - Agree date and time for resident to collect Items 6 Items not claimed Schedule disposal on the 15 th day after removal.
11. Images Examples of appropriate communal use; 7
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Examples of inappropriate communal use; 9
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Appendix 1. If owners of limited amounts of unacceptably stored items cannot be readily approached, we will attach a warning notice to the articles concerned, requesting clearance within 7 days. Warning notice - example 11
Appendix 2. Notification letter template to be used with Tort Notice Keeping <Add the name of the Block or address> safe <Add the date> I recently carried out an inspection of your block and noticed that some residents are storing personal items such as bikes and pushchairs in the communal areas. This is a fire risk and safety issue. All communal areas including hallways must be kept clear at all times. A notice was attached on *date* to the item(s) as shown in the photograph below. A request was made for this item(s) to be removed within seven days, which has not been adhered to. Insert one or more jpegs that have been taken of the stored items, and insert within the Notification Under the terms and conditions of your tenancy (Cf para 3.14 Introductory Tenancy; 3.13 in Secure tenancy) or leasehold agreement, it is your responsibility to ensure that you dispose of or store in your home, any redundant furniture or items and keep fire exits, including corridors, clear. Please would the owner of this item remove it by *date*. After this date, I will have to remove any remaining items and recharge the block for their removal. In future, please do not store any items in the communal hallways. Thank you for your co-operation. Tenancy Services Officer / Neighbourhood Warden 12
Appendix 3. If items are not removed from communal areas by the required date, they will be removed and stored, subject to the TORT procedure. Ref: (add reference) Date (add date) TORT Template Dear (add name of Resident or if unknown enter residents ) Add: Address (enter the full address of the Block or property including postcode) NOTICE PURSUANT TO THE TORTS (INTERFERENCE WITH GOOD ACT 1977) 1. The Bailee Raven Housing Trust, is the freehold owner of the property known as [enter full address of the property] upon which land goods and possessions belonging to you may be or have been situated 2. The goods to which this Notice refers to are [define goods]. 3. Raven has removed these goods and possessions which have been abandoned in Raven s premises. The owner has 21 days from the date of removal to claim these items, subject to proving ownership, and making payment to cover the cost of removal and storage. 4. Removal and storage costs are 140.00 plus VATand applies to items stored from 1 to 21 days. 5. The goods are available for collection upon the making of an appointment with [enter Wardens details] Residents will need to make their own collection arrangements, storage will be at the nearest available facility, which may not be locally. 6. The Bailee proposes to exercise the right to sell or dispose of the said goods on or after (Enter the Date giving the required 21 days notice). This period is sufficient to provide resident(s) with reasonable opportunity to take delivery of the goods. Any costs incurred by Raven Housing Trust will be recharged to the block/resident. 7. No amount will be claimed from Raven as a pre-condition of their release. Dated this: (Add the Date that the TORT will be issued) Yours sincerely, Add name of the Raven staff member serving the TORT, their designation and contact details (email and telephone number). 13