APPENDIX 1 Application Procedure Prior to completing an application for SHARE Landlord Accreditation, landlords should familiarise themselves with what is expected both in terms of physical standards, and the Share Code of Management and Standards. Only those landlords who meet the standards, or who are prepared to undertake the necessary work should apply. The accreditation process is based mainly on self-regulation, and relies on landlords to self-certify, although a sample programme of inspections may be draawn up to be visited following accreditation. On application, landlords will: be committed to partnership working for the sole purpose of enabling audits to be carried out, provide the scheme with a full list of properties owned or managed by them. provide access to properties for Share or it s partners to carry out inspections ensure that all their properties meet the requirements of the scheme, or alternatively where a minority of a landlord s dwellings are not fully compliant, apply to Share for a concession and agree a Property Upgrading Plan to upgrade, within a reasonable timescale, any property that does not fully meet the requirements of the Scheme. Also, to inform any existing or prospective new tenants of this arrangement. be given the reasons, in writing, if their application is unsuccessful be entitled to a right of appeal, if their application is unsuccessful Page 1 of 6
Landlord Inspections Landlords (or their agents) should undertake their own inspection of each property to satisfy themselves that the standards are being met. They should carry out an external and internal inspection in a logical sequence to avoid missing anything. A property checklist is enclosed with the landlord pack for this purpose. This need not be returned with your application as it only intended to assist in checking each property against the standards. Repairs and Improvements Once landlords have completed their inspection, there may be issues which need attention to meet the standard. These should be undertaken before submitting an application, although landlords may wish to check with Exeter City Council that the works proposed will satisfy the standards. They should also ensure that any works satisfy both the Planning Officer and Building Control Officer at the Council. Landlords, or their agents, should check thoroughly works undertaken by any contractor to ensure that the work is satisfactory. Documentation Landlords should use the checklist of documentation, to ensure that they have copies of all necessary documents to submit with their application. The declaration must be signed to confirm the landlord will comply with the SHARE Code of Management and Standards, that the properties of the applicant comply with the physical property standards and to the best of their knowledge, that the property complies with Planning and Building Regulations requirements. A declaration to confirm the landlord is a fit and proper person is also required (see Qualifying Criteria below). At this time there is no charge to apply for accreditation, (subject to the cost of the initial training) however landlords whose properties are found not to comply will not be able to participate in the scheme and an inspection fee will be charged in order for the landlord to re-join the scheme. Once the application is submitted, it will be checked by the scheme s Partners. Qualifying Criteria All applicants must meet the following requirements in order to make an application for accreditation:- To confirm that : They have had no convictions for illegal eviction or harassment of tenants within the last 5 years Page 2 of 6
They have had no convictions for violence or intimidating behaviour within the last 5 years They have had no convictions for mortgage or housing benefit fraud or breach of grant conditions within the last 5 years They have not been prosecuted for failing to comply with any statutory notice served by the Council within the last 5 years To the best of their knowledge, each of their properties complies with Planning law and Building Regulations, both in terms of its use and in respect of works which they have undertaken to it. Certification Landlords meeting the accreditation standards will be issued with a laminated SHARE Landlord Accreditation certificate. Certificates may be displayed in the property to demonstrate to tenants that the Landlord is accredited and that the property meets the standards of the scheme. Each certificate will be dated and be valid for a period of 3 years, unless serious contraventions of the standards result in accreditation being revoked. Shortly before the Certificate is to expire, the scheme s partners will write to the landlord, or their agent, inviting them to re-apply. Revocation of Landlord Accreditation Where a dispute is not resolved according to the Complaints Procedure and the scheme considers that the contravention is so serious, it reserves the right to withdraw the Accreditation Certificate from the Landlord. Where there is a serious breach of the Code of Management and standards, or the landlord is found to have made a fraudulent application in terms of his declarations given in the application, the Accreditation Certificate may also be withdrawn. Where the landlord is convicted of an offence for matters listed in the Qualifying Criteria, at any time after submission of an application, the Landlord Accreditation Certificate will be revoked Any complaint about non-compliance with the physical standards should be dealt with according to the Complaints Procedure. Re-admission will be at the Share Partners discretion and a charge may be incurred. Page 3 of 6
CHECK LIST BEFORE SUBMITTING AN APPLICATION You are sure that your properties: Have adequate rooms and amenities for the number of tenants Have no category 1 hazards (HHSRS) Have adequate fire precautions Are licensed, if necessary Have adequate security Are furnished with furniture which complies with the furniture and furnishings (fire)(safety) regulations Have adequate bins and bin storage Are energy efficient You have systems in place for: The periodic inspection of gas and electrical supply and appliances The periodic inspection of fire alarm systems, fire doors, fire extinguishers etc Tackling antisocial behaviour and tenancy problems The collection and recycling of waste Page 4 of 6
You provide tenants with: You: An appropriate tenancy agreement Copies of gas safety certificates Details of which tenancy deposit scheme is being used Contact details for emergency repairs and leaks An inventory Furniture of a quantity and standard suitable for comfortable living and study of all tenants Gardening equipment, where necessary Have registered the fire and burglar alarm with Exeter City Council and have provided them with the name of a keyholder based in Exeter. Have the following notices displayed on a notice board in a prominent place in the house or in a ring binder/information folder: Copy of the gas safety certificate Refuse collection details Contact details for yourself and/or a local key holder HMO licence [where appropriate] Will book landlord development training. You have provided SHARE with the following documentation: NICEIC Periodic electrical inspection certificate carried out within the last 5 years. PAT testing certificate for all electrical appliances which you provide Fire alarm / emergency lighting certificate Landlords Gas safety certificate issued by a Gas safe registered installer which is no more than 12 months old Energy Performance Certificate A specimen copy of the tenancy agreement that you use Fire risk assemment Page 5 of 6
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