HEALTH AND SAFETY SOLUTIONS FOR PROPERTY MANAGERS

'User friendly assessments designed with our clients needs in mind'

Regulation 3 of the Management of Health and Safety at Work Regulations 1999 requires persons in control of premises to make a 'suitable and sufficient' assessment of the health and safety risks to employees and other persons not in their employment.

Our risk assessments are suitable for commercial and residential properties where a Managing Agent/Surveyor is responsible for the common parts of the premises. Common parts may include plant rooms, plant, roof access, general access and egress, welfare facilities and external areas.

Our risk assessment approach is designed to assist Managing Agents/Surveyors in minimising the risks to tenants, contractors, employers and members of the public through the following stages:

• Fully comprehensive on site inspection which includes all relevant documentation and discussions with relevant personnel;
• Preparation of a detailed report including an overall summary of health and safety on site, current control measures in place and colour coded action plans indicating infringements with a red (high), medium (amber), green (low) priority rating;
• Practical recommendations with suggested timescales;
• Follow up consultation with the client to discuss the findings of the risk assessment.

The result of this process is a detailed but user friendly report which assists the client in reducing the level of risk to a reasonably practicable level. The fee for our risk assessments includes the on-site inspection, report write up and expenses.

'Providing a legally compliant solution to meet the requirements of current fire safety legislation'

The Regulatory Reform (Fire Safety) Order 2005 (RRO) places a requirement on the “Responsible Person” of a building to undertake a suitable and sufficient fire safety risk assessment (this duty can be passed onto a Competent Person).

A Responsible Person is defined under the RRO as anyone who has control over a building or who has a degree of control over certain areas or systems within a building such as:

• The managing agent or owner for shared parts of a premises;
• Any other person who has some control over a part of the premises.

The fire safety risk assessment must focus on the safety of all relevant persons, paying particular attention to those at special risk such as disabled persons. The assessment must also consider any dangerous substances likely to be used on site (including use by tenants and contractors).

Positive Steps Fire Safety Risk Assessments cover all fire safety standards within the parts of the premises for which the managing agent/surveyor is responsible and includes both fire prevention and the provision to protect life. The fees for this service include:

• Fully comprehensive on site inspection which includes a detailed physical tour of the premises and discussions with relevant personnel.
• Preparation of a detailed report including an overall summary of fire safety standards on site, observations noted and colour coded action plans which are split into three priority levels red (high risk), amber (medium risk) and green (low risk).
• Practical recommendations with suggested timescales.
• Follow up consultation to discuss the findings of the fire safety risk assessment.

The result of this process is a detailed user friendly report which assists the managing agent/surveyor in preventing fire and protecting life. For more information please contact us.

'An essential document for clients responsible for health and safety within more than one property'

Regulation 5 of the Management of Health and Safety at Work Regulations 1999 requires persons in control of premises where employees or contractors working on their behalf are present to plan, organise, control, monitor and review arrangements for health and safety within workplaces for which they are responsible.

Positive Steps Health and Safety Site Specific Manuals are designed to assist clients who are responsible for health and safety within more than one property such as landlords and managing agents. This type of document essentially provides site specific health and safety information which may include but is not restricted to:

• Action in an emergency situation.
• Accident/incident reporting procedures.
• Site security arrangements.
• Control of contractors on site.
• Maintenance of plant and equipment.

Our manuals will be tailored to meet the requirements of the business and the property concerned. For more information please contact us.

'Providing a suitable and sufficient exchange of health and safety information with tenants'

The Management of Health and Safety at Work Regulations 1999 and the Health and Safety at Work etc. Act 1974 require persons in control of a premises to ensure that where two or more employers share a workplace that suitable and sufficient arrangements are in place to co-ordinate health and safety arrangements between all parties.

Positive Steps can provide Tenants Health and Safety Information packs on behalf of managing agents and landlords. These packs ensure that a suitable and sufficient exchange of health and safety information is carried out between both parties. Our packs include the following:

• Legislation regarding multi-occupied premises.
• Key contacts for the premises.
• Information on Health and Safety Policies, Risk Assessments, first aid, accident and incident reporting, COSHH, asbestos etc.
• Emergency procedures for action in the event of a bomb threat/alert, gas leak, electricity failure etc.
• Tenants health and safety questionnaire.

The price is charged per building and not per tenant. For more information on our Tenants Health and Safety Information Packs, please contact us.

'An essential document for any person in control of a premises'

The duty to prepare and document fire safety arrangements and procedures is a direct requirement of the Regulatory Reform (Fire Safety) Order 2005. Persons responsible for fire safety need to have a suitable record of fire prevention and fire protection measures, once collated the various procedures become what is commonly known as a Fire Emergency Plan.

Positive Steps can produce Fire Emergency Plans on your behalf which meet the requirements of the RRO. Our Plans include:

• The production of a booklet which includes information on:
• Policies and procedures.
• Training provisions.
• Contacting the emergency services.
• Processes for machinery/power shut down.
• Specific arrangements for high risk areas.
• Evacuation procedures including those at special risk.
• Details on responsible persons.
• Liaison with the fire authority.
• Contingency plans
• Re-entry to the building.

Such plans are essential in order to ensure the safe evacuation of the premises and all personnel in the event of an emergency situation and are different to fire action notices/policies. More detailed information can be provided by contacting us for a full list of the areas covered.

'Assisting property owners/managers in meeting the needs of disabled persons'

Positive Steps can assist managing agents/surveyors and property owners in assessing whether a building provides suitable disabled access and recommendations which may need to be made to increase the accessibility and profitability of a premises.

Our Disabled Access Audits cover the following areas:

• Access and egress in and around the premises.
• Provision of car parks and access for mobility scooters.
• Policies and procedures in relation to on site management.
• Provision of welfare facilities.
• Arrangements for in the event of an emergency evacuation.
• Measurement of all relevant physical features.

Our reports include detailed measurements and findings in accordance with Part M of the Building Regulations and BS 8300, any recommendations required to be made, priority ratings and approximate costs as well as photographs and diagrams. For more information please contact us.

'Ensuring only competent contractors are used on site'

When selecting contractors, health and safety aspects must be taken into account as well as the competence of the contractor to complete the work.

Managing agents/surveyors need to satisfy themselves that contractors are competent to do the job safely and without risks to the health and safety of tenants, other contractors, employees and members of the public. The degree of competence required will depend on the work to be done.

Any contractor working within a commercial premises or residential premises with communal areas needs to provide the person in control of the premises with detailed information including, their risk assessments/method statements, insurance certificates and qualifications where relevant. Positive Steps can undertake this service on our client's behalf, all the managing agent/surveyor needs to do is provide us with a list of their contractors and contact details and we will do the rest.

There are five main parts to Positive Steps Contractor Approval Scheme, as detailed below:

QUESTIONNAIRE

Named contractors shall be contacted and asked to complete a thorough health and safety questionnaire, with supporting documentation to be attached where appropriate.

EXAMINATION AND EVALUATION

Once all information required has been received, it will be reviewed and analysed by one of our qualified consultants.

SCORING

Contractors are then placed individually through a specifically designed scoring system. When examining the questionnaire responses and supporting documentation, the consultant will take into account whether the nature of work undertaken is of a HIGH, MEDIUM or LOW risk, and then score appropriately.

RESULTS AND RECOMMENDATIONS

The following information will be provided after the contractors have been evaluated:

• Details of those contractors that have passed or failed, including a percentage result;
• Reasons why contractors have failed (where relevant) and what is needed to enable them to pass;
• Details of any improvements needed; and
• General Health and Safety recommendations.

FOLLOW UP

The contractors that have passed will be notified that they have been added to the client's list of Approved Contractors. The letter will also state what is required on an annual basis, for them to remain on the list. Recommendations will be given on any identified areas of improvement. Those contractors that have failed will be notified of reasons for failure, and what is necessary for approval.

The Managing Agent/Surveyor will be provided with the database of approved contractors which can be used on site.

A booklet providing more detailed information is available on request. Please contact us for more information.