9. Housing Landlord Compliance – Fire Safety and Lift Safety Policies
Renfrewshire Council · 13 May 2025
Back to Communities and Housing Policy Board — 13 May 2025 and its agenda
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___________________________________________________________________ To: Communities and Housing Policy Board On: 13 May 2025 ___________________________________________________________________ Report by: Director of Environment, Housing, and Infrastructure ___________________________________________________________________ Heading: Housing Landlord Compliance – Fire Safety and Lift Safety Policies ___________________________________________________________________ 1. Summary 1.1 All social landlords must ensure they meet all duties in relation to tenant and resident safety and have an effective system in place to ensure compliance with statutory, legislative and regulatory responsibilities. 1.2 The Housing Landlord Compliance Strategy 2025-2028, which sets out the strategic approach to compliance across the six key areas of compliance relating to Council Housing assets (gas safety, electrical safety, fire safety, lift safety, asbestos management and water safety) was approved at the Communities and Housing Policy Board on 11th March 2025 along with the first two of six policies – the Gas and Carbon Monoxide Safety Policy and the Electrical Safety Policy. 1.3 This report presents a further two of the six policies associated with the Strategy; the Fire Safety Policy and the Lift Safety Policy, which describe how Renfrewshire Council will meet the statutory, contractual, and regulatory requirements in relation to fire safety and lift safety relating to our housing assets. 1.4 Details of an independent external review of the policies by the Social Housing Safety Network Scotland are included within the report. ___________________________________________________________________
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2. Recommendations It is recommended that the Communities and Housing Policy Board: 2.1 Approves the Fire Safety Policy, set out at Appendix A of this report. (note this is Appendix 4 of the Landlord Compliance Strategy). . 2.2 Approves the Lift Safety Policy, set out at Appendix B of this report. (note this is Appendix 6 of the Landlord Compliance Strategy). _________________________________________________________ 3. Background 3.1 The Housing Landlord Compliance Strategy and associated policies were completed in 2021 and are subject to 3 yearly review. An internal review of the fire safety and lift safety policies was completed which was followed up with an independent external review. 3.2 The independent external review has been undertaken by Ryan Hodgson of the Social Housing Safety Network Scotland, who provided feedback in March 2025. Mr Hodgson is suitably qualified to conduct such a review and is the appointed policy and procedure specialist providing policy reviews, feedback and updates, re-writes, development and support for a number of other social housing providers across Scotland. The following documents were sent to the network to be reviewed: Fire Safety Policy Lift Safety Policy Minor changes were noted and incorporated within the revised document. 3.3 The remaining two policies will be reviewed in 2025 and brought to future meetings of the Communities and Housing Policy Board for approval. 4. Housing Landlord Compliance Policies 4.1 The Fire Safety Policy is set out in Appendix A of this report, outlining how the commitment to fire safety will be met and how assurance of compliance will be provided to the duty holder. The policy sets out the scope, processes, data management and performance monitoring. 4.2 The Lift Safety Policy is set out in Appendix B of this report, outlining how the commitment to lift safety will be met and how assurance of compliance will be provided to the duty holder. The policy outlines the scope, processes, data management and performance monitoring. _____________________________________________________________
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Implications of the Report 1. Financial – Employee costs associated with the Housing Landlord Compliance team and maintenance costs associated with carrying out statutory and regulatory compliance works are included within the Housing Revenue Account (HRA) approved budget each year. 2. HR & Organisational Development - None. 3. Community/Council Planning – Our Renfrewshire is safe – ensuring tenants have a safe place to live. To manage risk to for staff, contractors or members of the public within council housing properties. 4. Legal – None. 5. Property/Assets - Ensuring assets are protected from risk. 6. Information Technology - None. 7. Equality & Human Rights - (a) The Recommendations contained within this report have been assessed in relation to their impact on equalities and human rights. No negative impacts on equality groups or potential for infringement of individuals’ human rights have been identified arising from the recommendations contained in the report. If required following implementation, the actual impact of the recommendations and the mitigating actions will be reviewed and monitored, and the results of the assessment will be published on the Council’s website. 8. Health & Safety - The strategy and policies align with the Council’s Corporate Health and Safety Policy. 9. Procurement – None. 10. Risk - The absence of policies could put the Council at risk of failing to comply with statutory duties for landlord compliance and could be reputationally damaging. . 11. Privacy Impact – None. 12. Climate Risk – None. 13. Children’s Rights – None. 14. Cosla Policy Position – None. _______________________________________________________
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List of Background Papers Appendix A – Housing Fire Safety Policy Appendix B – Housing Lift Safety Policy ___________________________________________________________________ Author: Karen Sillars, Housing Asset & Investment Manager Email: karen.sillars@renfrewshire.gov.uk
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1 Housing Landlord Compliance Strategy Appendix 4 – Fire Safety Policy
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 2 Table of Contents 1. Introduction ....................................................................................... 4 2. Statement of Intent ............................................................................ 4 3. Policy .................................................................................................. 6 3.1 Process: .............................................................................................. 6 3.2 Delivery .............................................................................................. 6 3.2.1 Fire Safety Checks ...................................................................................... 6 3.2.2 Remedial Works ......................................................................................... 7 3.2.3 Testing, Maintenance and Repair of Fire Safety Equipment ...................... 7 3.2.4 Domestic Smoke Detectors Detection Systems ........................................ 7 3.2.5 Responsive and Planned / Upgrade Works ................................................ 8 3.3 Additional Safety Measures:............................................................... 8 3.3.1 Electrical Safety ................................................................................................................. 8 3.4 Contractors Competency: .................................................................. 9 3.5 Internal Competency: ........................................................................ 9 3.6 Data: ................................................................................................... 9 3.7 Assurance: ........................................................................................ 10 3.8 Fire Safety Group ............................................................................. 11
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 3 3.9 Communication ............................................................................... 11 4. Implementation ............................................................................... 11 5. Consultation .................................................................................... 12 6. Equality Impact Analysis (EIA) .......................................................... 12 7. Monitoring Performance .................................................................. 12 8. Policy Review ................................................................................... 13 9. Amendment Log/Version Control .................................................... 13
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 4 HOUSING LANDLORD COMPLIANCE STRATEGY Appendix 4 Fire Safety Policy 1. Introduction 1.1 At the time of Policy approval Renfrewshire Council (Renfrewshire) owns and manages in the region of 12,200 residential properties for let. Approximately 2850 of these Properties are Blocks of which around 50% have Communal/Common Areas. 1.2 Renfrewshire has a responsibility to maintain firefighting appliances & early warning detections systems, to required statutory, legislative, and regulatory standard, to minimise the risk of fire damage within the housing stock. 1.3 This Policy explains how the maintenance requirements for Fire Safety within housing stock will be met. Renfrewshire Council has a duty to ensure all properties have a full fire risk assessment conducted, and assessments are reviewed on a regular basis. Individual Procedures and processes are contained in the associated fire safety management plan. 1.4 It will also cover how Renfrewshire Council’s Director of Environment, Housing and Infrastructure as Duty Holder, will receive assurance of statutory, legislative, and regulatory compliance. 2. Statement of Intent 2.1 This Policy covers properties that fall within relevant legislation, regulation, and guidance to Social Landlords in Scotland in relation to Fire Safety (e.g., MSFs, Sheltered Housing, Blocks with enclosed communal areas). 2.2 The Policy includes:- The undertaking of Fire Risk Assessments, Fire Safety Checks and the remedial works and actions arising from them. Cyclical maintenance of
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 5 - Fire safety systems and equipment - Automatic fire detection and alarm systems - Emergency lighting - Automatically opening smoke vents or smoke control systems - Portable fire-fighting equipment 2.3 Renfrewshire will comply with all current and relevant legislation, regulation and guidance and specifically as detailed in the following: Health and Safety at Work Act (HASAWA) 1974, Fire (Scotland) Act 2005 Fire Safety (Scotland) Regulations 2006 (FSSR) The Civic Government (Scotland) Act 1982 Scottish Government: Practical Fire Safety Guidance for existing High Rise Domestic Buildings (December 2019) (March 2021). Building (Scotland) Act 2003 The Housing (Scotland) Act 1987, 2001, 2010 & 2014 Building (Scotland) Regulations. Building Standards 2.4 Regulation 23 of FSSR requires the Duty Holder to maintain premises and any facilities, equipment, and devices for the use of fire-fighters. Regulation 24 of the FSSR applies the maintenance provision above to the common parts of properties. 2.5 In addition, as a landlord and provider of Social Housing, they must meet the requirements of the Scottish Housing Regulator’s (SHR) Regulatory Standards. 2.6 It is essential to ensure that customers, tenants, residents, employees, contractors, and visitors remain safe in Renfrewshire’s premises (both individual homes and offices). Failure to properly discharge our statutory, legal, or regulatory responsibilities may also result in: Prosecution by the Health and Safety Executive under Health and Safety at Work Act 1974. Prosecution under Corporate Manslaughter and Corporate Homicide Act 2007. SHR’s scrutiny and potential determination of a breach of Regulatory Standards and serious detriment having been caused/potentially caused. Reputational damage. Loss of confidence by stakeholders in the organisation.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 6 3. Policy In order to comply with statutory, legislative, and regulatory standards and obligations, and to ensure the safety of our customers, tenants, residents, employees, contractors and other visitors to our properties, Renfrewshire will: 3.1 Process: Provide clear lines of responsibility for all properties, appliances, and systems within the scope of this Policy supported by written guidance in the Fire Safety Management Plan. Ensure that a clear and consistent process including front-line engagement and enforcement is in place to obtain access to properties to conduct the Safety Checks and works, which shall include legal action when required. Assess available data for relevant information about the customer to help gain access (disability, vulnerability, local connections, etc.). Maintain a process for dealing with unsafe situations in accordance with the Regulations. 3.2 Delivery 3.2.1 Fire Safety Checks Renfrewshire will ensure that a suitable competent person(s) will manage the Fire Risk Assessments (FRA) process and Fire Safety within the organisation. Competent person(s) are registered on a recognised Fire Risk Assessors register. A fire safety specialist or engineer may be consulted where technical, or specialist advice may be required. To ensure continuous improvement of the risk assessment process, the Statutory Compliance Coordinator (Fire, Lifts & Legionella) will audit the assessment process and the competencies of the assessor(s) by either spot checking the premises/paperwork or accompanying the assessor(s) during an assessment of premises. a Fire Risk Assessment (FRA) has been conducted where applicable on the premises annually and is made readily available for inspection at any time. Renfrewshire will carry out regular Fire Safety Checks to ensure the adequate maintenance of all properties within the scope of this policy and any facilities, equipment, or devices for the use by or the safety of fire-fighters.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 7 As part of this exercise, we will liaise closely with the Scottish Fire and Rescue Service (SFRS). Ensure that residential properties receive further checks which contribute to reducing the risk of fire, including annual gas and other heating installation checks, electrical safety checks, and portable electrical appliance checks. 3.2.2 Remedial Works Ensure that priorities and completion targets for remedial actions are defined by the competent person undertaking the fire safety checks. Any changes will be agreed by the Fire Safety Group. All fire safety remedial work should be carried out in accordance with the relevant British Standard, approved code of practice or associated best practice guidance. 3.2.3 Testing, Maintenance and Repair of Fire Safety Equipment Test and maintain all fire safety equipment within the scope of this policy in accordance with regulatory and statutory requirements and manufacturer’s requirements. 3.2.4 Domestic Smoke Detectors Detection Systems Ensure there is an ongoing programme to install /upgrade Smoke and Heat Alarms to meet current Scottish Government standards. The new Fire Safety and Smoke Alarm Regulations, identifies that every home in Scotland must have interlinked smoke & heat alarms. Check smoke detection annually as part of the gas servicing contract or, where properties are not part of heating contracts, through other cyclical maintenance contracts. Where access is refused for works/inspection by a customer, Renfrewshire will treat the situation sensitively but will be clear that the works/inspection must be completed to ensure their health and safety and that of others in the property and will take action as appropriate under the terms of the Tenancy Agreement and, where necessary, take legal action to gain access to undertake required works/inspection.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 8 3.2.5 Responsive and Planned / Upgrade Works Ensure that contractors (internal and external) have a general awareness of fire safety and undertake a risk assessment considering fire safety when undertaking responsive repairs that may have an impact on fire safety. Repairs to be carried out in accordance with the relevant British Standard, approved code of practice or associated good practice guidance. Ensure contractors submit method statements relating to fire stopping and compartmentation. Carry out ‘during’ and ‘post work’ inspections to ensure compliance. Risk assesses planned maintenance or upgrade programmes to consider impact on fire safety. Reports, examinations and FRAs should be provided together with any historic works records, both responsive and planned. Ensure that a post project fire safety check is completed by a competent person, independent to the contractor, where the risk assessment indicates a likely impact on existing fire safety measures in a building. 3.3 Additional Safety Measures: Do not give permission for tenants to install gas fires, wood burning stoves or open fires. Any unauthorised installations will be required to be removed by Renfrewshire’s appointed contractor at the tenant’s own expense. Other tenant alterations, including external doors, should be subject to prior notification, agreement, and appropriate landlord’s permission from Renfrewshire to proceed before they are undertaken – as is required by the Tenancy Agreement. Permission will not be unreasonably withheld. Smoking is not permitted by staff in areas where staff work. (see Renfrewshire Council, Control of Smoking at work Policy) 3.3.1 Electrical Safety Electricity continues to be the biggest cause of fires. Much can be done to prevent fires of electrical origin simply by good maintenance and routine inspection of equipment. Where Renfrewshire have a direct responsibility, we will: arrange for testing and inspection of the fixed electrical installations and portable appliances in accordance with the current edition of the Institution of Electrical Engineers' Regulations for Electrical Installations, where the council have provided the electrical equipment.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 9 Ensure that managers have arrangements in place for the inspection of housing common areas (within sheltered housing and multi storeys) and offices on a monthly basis which includes visually checking electrical equipment. Electrical extension leads will not be daisy chained (linked) together or overloaded. Any portable heaters provided by Renfrewshire Council to be visually inspected before use and manufacturer’s instructions to be followed at all times. (radiant bar electric fires are prohibited under any circumstances). 3.4 Contractors Competency: only engage with companies assessed and registered under BAFE SP205-1 in providing Fire Safety Check services. External Fire Safety Check providers (whether individuals or companies) should be able to demonstrate reasonable experience undertaking Fire Safety Checks in Housing stock. only engage with contractors assessed as being suitably competent to undertake the work for which they are being considered. Contractors, where possible, should be third party accredited to a nationally recognised scheme, such as BAFE SP203 (relevant part) for Fire Alarm contractors, BAFE SP101 for fire-fighting equipment etc. Carry out an assessment of contractor competencies annually or at change of contract/contractor, as detailed within the Fire Safety Management Plan. 3.5 Internal Competency: Maintain a Skills/Training Matrix, through the Individual Development Plan (IDP) process, to ensure that all staff undertaking key roles within the scope of this Policy have appropriate training. 3.6 Data: Maintain an up-to-date Master Database of all properties where it has a responsibility to undertake fire safety checks and/or maintain fire safety equipment as set out in the scope of this policy.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 10 Where a requirement exists, hold information including but not limited to: o UPRN, o property designation, o construction type, o building management, o shared responsibilities, o risk profile, o evacuation strategy, o type of equipment, o manufactures requirements and associated testing/servicing frequency. o date of the last two fire risk assessments. o next fire risk assessment due date. Maintain current up to date records of remedial works for the entire portfolio which will detail all recommendations from the fire safety checks. The records will include. o address and risk profile of the property, o detail of the work item required, o priority and target completion, o person responsible, o when the work was completed, o who it was signed off by, o evidence of completion Hold fire safety maintenance records electronically in the Master Database or in another approved system as detailed in the Fire Safety Management Plan with other Landlord Compliance records. There may be instances where a hard copy is kept on site, and these will be detailed in the Fire Safety Management Plan. Where required, and in agreement with SFRS, provide specific site information within a Gerda Box on site. 3.7 Assurance: Ensure that all persons involved with the management of fire safety are properly trained and accredited in accordance with this policy. Where necessary, operate a permit to work system when safety critical work is being carried out.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 11 Carry out works-based assurance activity including checks on certification and post-inspection of onsite works to the level stated within the Fire Safety. Management Plan. A proportion of such checks will be carried out by an independent party. Set a timetable for the review of the Fire Safety Policy and the associated Fire Safety Management Plan. 3.8 Fire Safety Group Establish and operate a Fire Safety Group comprising of a cross-organisational team of staff. Terms of Reference of the Group will be included in the Fire Safety Management Plan. 3.9 Communication Communicate with staff through training, fire drills, appropriate signage, and the intranet. Communicate with residents through appropriate ‘Fire Action’ signage in conjunction with other forms of communication provided on a regular basis such as website, newsletters, leaflets, social media, and tenant information packs. Engage in a regime of regular communication with SFRS to ensure good lines of communication and operational familiarity. Encourage customers, through the provision of publicity information on the importance of Fire Safety, to allow access to carry out Safety Checks and maintenance works. 4. Implementation 4.1 This Policy is effective from the date of approval by Communities and Housing Policy Board. 4.2 Appropriate staff will be made aware of the Policy and a copy will be available on the Intranet. The Policy will also be uploaded to the Renfrewshire Council website. 4.3 This Policy should also be read in conjunction with the Housing Landlord Compliance Strategy and the associated Fire Safety Management Plan.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 12 4.4 Appropriate training will be provided for all staff involved in operational delivery and implementation of Housing Landlord Compliance requirements and obligations in respect to Fire Safety detailed within this Policy. 5. Consultation 5.1 This Policy is based on statutory, legislative, and regulatory requirements and, as such, consultation with customers has not taken place. There has been consultation with relevant officers within the Council. 6. Equality Impact Analysis (EIA) 6.1 We believe all people should be treated with dignity and respect regardless of them. Age, Disability, Gender Gender reassignment, Race, Religion and belief, Pregnancy and maternity Marriage and civil partnership Sexual orientation By association with someone with any of these characteristics or perception of having any of these characteristics. 6.2 An Equalities Impact Assessment was undertaken to identify the likely or actual effects of this policy. This includes identifying where there will be a positive impact and further opportunities to further promote equality. Where there are any potential negative impacts identified, we have identified actions required to eliminate or mitigate these negative impacts. (See the full EIA document for full details) 7. Monitoring Performance 7.1 The following KPIs will be subject to reporting: % of buildings with a valid fire safety check renewed within their due date Total no of outstanding and overdue remedial actions % buildings with outstanding and overdue remedial actions % of buildings with fire safety systems/equipment present where all systems/equipment has been tested/maintained in accordance with this policy Number of notices received from the SFRS in the reporting period.
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Housing Landlord Compliance Strategy – Appendix 4 - Fire Safety Policy 13 Number of outstanding notices received from SFRS. 7.2 Commentary will be provided for any overdue requirements to include the date they became overdue, days overdue, and proposed action to bring them back into a compliant position. 7.3 To provide additional context commentary will also include information on the proportion of activities within the reporting period that were undertaken before and after their due date. 7.4 A detailed Performance Indicator suite will be defined within the associated Fire Safety Management Plan. 7.5 The following Quality Assurance (QA) activity will be undertaken and reported in line with the Fire Safety Management Plan: Internal Audit. Strategic Review. 3rd Party Assurance. 8. Policy Review 8.1 The Policy will be reviewed every 36 months or earlier if deemed necessary though the Performance Monitoring process. 9. Amendment Log/Version Control 9.1 Revision Detail/Record: Date of Revision: Record of Amendments: Reason for Revision: By Whom: Name and Title 31.3.25 Minor amendments held on file. External review SHSN external review 9.4.24 Minor amendments held on file. Final review KS & GH
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14 Environment, Housing and Infrastructure Renfrewshire Council Renfrewshire House Cotton Street Paisley PA1 1BR
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1 Housing Landlord Compliance Strategy Appendix 6 – Lift Safety Policy
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 2 Table of Contents 1 Introduction ....................................................................................... 3 2 Statement of Intent ............................................................................ 3 3. Policy .................................................................................................. 4 3.1 Process ............................................................................................... 4 3.2 Delivery .............................................................................................. 5 3.3 Contractors Competency ................................................................... 6 3.4 Internal Competency ......................................................................... 6 3.5 Data .................................................................................................... 6 3.6 Assurance ........................................................................................... 7 3.7 Communication ................................................................................. 7 4. Implementation ................................................................................. 7 5. Consultation ...................................................................................... 7 6. Equality Analysis (EIA) ........................................................................ 8 7. Monitoring Performance .................................................................... 8 8. Policy Review ..................................................................................... 9 9. Amendment Log/Version Control ...................................................... 9
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 3 1 Introduction 1.1 At the time of policy approval Renfrewshire Council owns and manages in the region of 12,200 residential properties for let. 1.2 Passenger lifts and other lifts and lifting equipment, which are assets owned by Housing Services within blocks of flats and in individual dwellings need to be inspected and kept safe for use and must be regularly maintained. 1.3 This policy explains how Renfrewshire Council’s commitments to lifts and lifting equipment safety will be met within the housing stock. It will be supported by a lift safety management plan providing more detailed guidance and procedures. 1.4 It will also cover how Renfrewshire Council’s Director of Environment Housing and Infrastructure will receive assurance of statutory, legislative and regulatory compliance. 2 Statement of Intent 2.1 The scope of this policy includes passenger lifts and other housing owned lifting equipment (e.g. vertical (‘through-floor’) lifts). At the time of policy approval there are 42 Passenger Lifts and 1 Vertical (Through-Floor) Lift within the HRA housing stock. Within Renfrewshire Council all other lifting equipment aids and adaptations are supplied and owned by Renfrewshire Council Social Work Services who are responsible for installation, maintenance and inspection. 2.2 Renfrewshire will comply with all current and relevant legislation and specifically as detailed in the following: LOLER (Lifting Operation and Lifting Equipment Regulations) 1998. The Health & Safety at Work Act 1974. The Management of Health & Safety at Work Regulations 1999. Approved Code of Practice L113 (Second Edition 2014, amended 2018) Safe Use of Lifting Equipment PUWER (Provision and Use of Work Equipment Regulations) 1998 Approved Code of Practice L22 (Fourth Edition 2014, amended 2018) Safe Use of Work Equipment. The Housing (Scotland) Act 1987, 2001, 2010 and 2014
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 4 Building (Scotland) Regulations. 2.3 PUWER and LOLER apply in workplaces and non-workplace communal parts that may be used by workers. They may also apply in properties that contain equipment used by people in a work capacity. Renfrewshire Council will assess each situation within individual dwellings to determine if it is classified as a workplace. 2.4 Renfrewshire also acknowledges its obligations under the Health and Safety at Work Act (HASAWA) 1974. Which has general duty to ensure, (so far is reasonably practicable) the health & safety and welfare of employees and others (tenants, visitors, contractors and members of the public). 2.5 In addition, landlords and providers of social housing must meet the requirements of the Scottish Housing Regulator’s (SHR) regulatory standards. 2.6 It is essential to ensure customers, tenants, residents, employees, contractors and visitors remain safe in Renfrewshire’s premises (both individual homes and offices). Failure to properly discharge our statutory, legal or regulatory responsibilities may result in: Prosecution by the Health and Safety Executive under HASAWA 1974. Prosecution under Corporate Manslaughter and Corporate Homicide Act 2007. SHR’s scrutiny and potential determination of a breach of Regulatory Standards and serious detriment having been caused/potentially caused). Reputational damage. Loss of confidence by stakeholders in the organisation. 3. Policy In order to comply with statutory, legislative and regulatory standards and obligations, and to ensure the safety of our customers, tenants, residents, employees, contractors and visitors to our properties, Renfrewshire Council will: 3.1 Process Provide clear lines of responsibility for the management of lift safety supported by written guidance in the Lift Safety Management Plan.
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 5 Ensure that a clear and consistent process including front-line engagement and enforcement is in place to obtain access to properties to undertake lift safety checks, which shall include legal action when required. Assess available data for relevant information about the customer to help gain access (disability, vulnerability, local connections, etc.). 3.2 Delivery Ensure a thorough examination is undertaken, where applicable, to all lifts and all its associated equipment by a competent person. Regulations stipulate that the thorough examination will be undertaken at no more than 6-monthly intervals for lifts that carry people. Thorough examinations will be undertaken throughout the lifetime of the equipment, as follows. o Before use for the first time. o After assembly and before use at each location. o Regularly, while in service. o Following exceptional circumstances (damage or failure/major changes etc.). Ensure the thorough examination report contains information compliant with LOLER Schedule1. Undertake supplementary testing in accordance with the Safety Assessment Federation (SAfed) Guidance if requested by the Competent Person. Thorough examination duties notwithstanding, ensure all equipment is maintained for the continued safety of staff, customers, contractors and visitors and that it remains in a state of good repair. The frequency and nature of maintenance will be based on a risk assessment which considers the following. o The manufacturer's recommendations. o The intensity of use. o The operating environment (e.g. the effect of temperature, corrosion, weathering), user knowledge and experience. o The risk to health and safety from reasonably foreseeable failure or malfunction.
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 6 New passenger lifts will be installed in accordance with the BS EN 81 Series of Standards (81-20 and 81-50) and the Equality Act 2010 and as amended. 3.3 Contractors Competency For all thorough examinations and supplementary testing, use companies that are UKAS Accredited to ISO/IEC17020 Standard. Ensure that all lifting equipment works will be undertaken by trained and competent contractors with appropriate practical and theoretical knowledge and experience of the lifting equipment and have an element of independence and impartiality. Use Lift and Escalator Industry Association (LEIA) affiliated contractors for all repairs, servicing and new installations. Carry out an assessment of all contractor competencies annually or at change of contract/contractor, as detailed within the Lift Safety Management Plan. 3.4 Internal Competency Maintain a skills/training matrix, through the Individual Development Plan (IDP) process, to ensure that all staff undertaking key roles within the scope of this policy have appropriate training. 3.5 Data Maintain a master database of all properties where Renfrewshire Council have a responsibility to provide lift safety checks and maintenance. For each relevant property, record and maintain up to date data confirming which lifting systems and appliances within the scope of this policy exist and the organisation’s associated responsibility. Where a requirement exists hold data and certification as defined within the legislation, which is generally for the lifetime of the system/equipment. Hold lift safety maintenance records electronically in the master database (OHMS) or in another appropriate file system by the relevant operational department (to be specifically identified in the Lift Safety Management Plan), with other housing landlord compliance records. There may be instances where a hard copy is kept on site, and these will be detailed again in the Lift Safety Management Plan.
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 7 Where a requirement does not exist hold appropriate evidence. 3.6 Assurance Ensure that all persons involved with lift safety are properly trained and accredited. Carry out works-based quality assurance/quality control (QA/QC) activity including checks on certification and post-inspection of on-site works to the level stated within the Lift Safety Management Plan. A proportion of such checks will be carried out by an Independent 3rd Party. Our appointed lift maintenance contractor conducts monthly inspections of lifting equipment and attends to call outs where applicable. HSB conduct six monthly insurance inspections of lifting equipment. Housing Services review reporting metrics KPI’S, Repairs & Maintenance, & Statutory compliance. Set a timetable for the review of the Lift Safety Policy and the associated Lift Safety Management Plan. 3.7 Communication Encourage customers, through the provision of publicity information, to allow access to carry out lift safety checks, inspections and remedial works. 4. Implementation 4.1 This policy will be effective from the date of approval by the Communities and Housing Policy Board. 4.2 The policy will be uploaded to Renfrewshire Council website. 4.3 This policy should also be read in conjunction with the Housing Landlord Compliance Strategy and Lift Safety Management Plan. 4.4 There will be training provided for staff involved with the operational delivery and implementation of the housing landlord compliance requirements and obligations in respect to lift safety detailed within this policy. 5. Consultation 5.1 This policy is based on statutory, legislative and regulatory requirements and as such consultation with customers has not taken place. There has been consultation with internal teams within Renfrewshire Council.
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 8 6. Equality Analysis (EIA) 6.1 We believe all people should be treated with dignity and respect regardless of their: - Age, Disability, Gender Gender reassignment, Race, Religion and belief, Pregnancy and maternity Marriage and civil partnership Sexual orientation or by association with someone with any of these characteristics or perception of having any of these characteristics. 6.2 An Equalities Impact Assessment was undertaken to identify the likely or actual effects of this policy. This includes identifying where there will be a positive impact and further opportunities to further promote equality. Where there are any potential negative impacts identified, we have identified actions required to eliminate or mitigate these negative impacts. 7. Monitoring Performance 7.1 The following Key Performance Indicators (KPIs) will be reported: % of Passenger Lift LOLER Inspections (against the stated Total Landlord Requirement) completed on time. % of overdue Passenger Lift LOLER Inspections. % of Vertical Lift Service Inspections (against the stated Total Landlord Requirement) completed. % of overdue Vertical Lift Service Inspections completed. 7.2 Commentary will be provided for any installations out of date to include the date they became overdue, days overdue, and their position within the access legal process to bring them back into a compliant position. Commentary will also be provided if any installations have outstanding overdue actions or are out of use. Additional context commentary will also include information on the proportion of activities within the reporting period that were undertaken before and after their due date. 7.3 A detailed PI suite will be defined within the Lift Safety Management Plan. 7.4 The following Quality Assurance (QA) activity will be undertaken and reported in line with the Lift Safety Management Plan:
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Housing Landlord Compliance Strategy - Appendix 6 – Lift Safety Policy 9 Internal audit. Strategic review. 3rd party assurance. 8. Policy Review 8.1 This policy will be reviewed every 36 months or earlier if deemed necessary though the performance monitoring process. 9. Amendment Log/Version Control 9.1 Revision Detail/Record: Date of Revision: Record of Amendments: Reason for Revision: By Whom: Name and Title 31/3/25 Minor amendments held on file. External review SHSN – External review
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10 Environment, Housing and Infrastructure Renfrewshire Council Renfrewshire House Cotton Street Paisley PA1 1BR