POLICY
Property
Services
Gas Servicing Policy
Version
Date
Reason for change
1.0
February 2008
2.0
November 2010
3.0
4.0
February 2011
February 2014
Author: Neil Smith
Review date: February 2017
Rewritten due to
Group change
Change to corporate Jeremy Duckworth
Branding
Final Policy Approval Technical Director
Final Policy Approval Asset Management
Director
Owner: Asset Management Director
CONTENTS
1
2
3
4
5
6
7
8
9
10
Authorised by
Page
INTRODUCTION
PURPOSE
SCOPE
RESPONSIBILITIES
MONITORING AND REVIEW PROCESS
LINKS WITH OTHER POLICIES AND PROCEDURES
SUPPORT FOR CORPORATE POLICIES
COMMUNICATION PROCESS
RECORDS
REFERENCES
1
2
2
2
3
3
3
3
4
4
1.
INTRODUCTION
1.1
This policy outlines the statutory obligations that First Wessex (FW) has, as a
registered social landlord, to service the gas appliances it owns. It also identifies
the actions which need to be taken to ensure that all possible effort is made to
access every property to carry out the servicing work. All servicing work is
scheduled and carried out by First Wessex Property Services (FWPS), under its
Service Level Agreement.
1.2
Records covering the gas servicing history of every property are held in the
housing management database.
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1.3
The budget for gas servicing is set annually. It is managed by PS on behalf of
FW. Monitoring information is prepared on a monthly basis and reviewed by
the Heads of Property.
2.
PURPOSE
2.1
To ensure that the safety of FW’s residents is maintained and the servicing of
the association’s gas appliances is managed effectively and in accordance with
current regulations and statutory requirements.
2.2
First Wessex is not put at risk of legal action in connection with this work.
2.3
Tenants have an efficient and cost effective means of heating.
2.4
That FW maintains its gas appliances using only GAS SAFE registered employees
and contractors in a cost effective way.
3.
SCOPE
3.1
This policy applies to all FW properties.
4.
RESPONSIBILITIES
4.1
Landlord
4.1.1 Landlord responsibility under Gas Safety (36) (1) (installation and use)
Regulations 1998 is as follows:
 Gas fittings and flues are maintained in a safe condition
 All installation, maintenance and safety checks are carried out by a GAS SAFE
registered installer
 An annual safety check is carried out on each gas appliance/flue owned by
the landlord. Checks need to have taken place in the first year of the
tenancy/lease agreement, unless the appliances were installed in the previous
12 months.
 A record of each safety check is kept for 24 months.
 A copy of the safety check is issued to the tenant.
 Work will only be carried out by GAS SAFE registered operatives
4.1.2 A GAS SAFE approved gas safety certificate will be provided for the tenant/
landlord and a copy kept by FWPS.
4.1.3 When a property becomes void a full gas safety check will be carried out and a
gas safety certificate issued. If a gas service is outstanding or due it will be
completed when the property is void. We will endeavour to, if financial
constraints allow, install central heating to properties without it.
4.1.4 In circumstances where a tenant consistently denies access for an annual gas
service, we will install an electronic timer. This timer enables an engineer to
shut down the boiler after a selected time period, allowing access and
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subsequent service of the selected appliance. This device does not shut off the
gas completely thus allowing operation of gas cookers if applicable.
NB: Tenants are responsible for appliances they own.
4.2
Tenant
4.2.1 Tenants have responsibility as stated by GAS SAFE to:
4.2.2 Allow reasonable access for any maintenance or safety check work to be carried
out. Your landlord is required to take “all reasonable steps” to ensure gas
safety work is carried out, and this may involve giving written notice
requesting access, and explaining the reason.
4.2.3 If a tenant refuses access after repeated contacts, FW will seek action through
the courts and request that the legal costs and fees associated with obtaining
access are recharged to the tenant in the Court Order. No access will be gained
through forced entry without a Court Order.
5.
MONITORING AND REVIEW PROCESS
The policy will be monitored by the Mechanical & Electrical Services Manager
(MEM) to ensure compliance. The MEM will also ensure that this policy is
communicated to each surveyor, service engineer or specialist contractor
through the induction or selection process.
The Policy will be reviewed every three years or where by a change in legislation
or best practice dictates.
6.
LINKS WITH OTHER POLICIES AND PROCEDURES
This policy links with:




7.
Condensation Policy/Procedure
Response Repairs Policy/Procedure
Planned and Cyclical Policy/Procedure
Carbon Monoxide Detection Policy
SUPPORT FOR CORPORATE POLICIES
The policy supports First Wessex’s Mission and Values statements and Health
and Safety Policy.
8.
COMMUNICATION PROCESS
The adoption of this policy will be notified to all senior managers, and a copy
will be placed on group’s intranet within the central index of policies and
procedures.
The surveyors and trade based staff responsible will be fully briefed by the
MEM before undertaking their responsibilities under this policy/procedure.
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All procedures, advice notes, and work instructions associated with this policy
will be notified to operational staff and appropriate training will be given as
required.
9.
RECORDS
All records will be kept in accordance with the chart below
Quality Record
10.
Location
Retention Period
Tenant’s
Workflow data base
Min 3 Years
complaints
Housing
Min 3 Years
Repairs orders
Management
System
Min 2 Years
Landlords gas test
certificates
REFERENCES
Wisdom Document
storage system
This document refers to:
[1] Environmental Protection Act 1990
[2] Housing Acts
[3] Landlord and Tenant Act
[4] Gas Law
[5] Gas Servicing Procedure
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