Gas Safety Policy

1.1 This Policy establishes how Stonewater will ensure compliance with its legislative duties in relation to the safety of all gas appliances and equipment for which it is responsible, as a landlord and employer as defined by the Gas Safety (Installation and use) Regulations 1998.

1.2 Stonewater will endeavour at all times, to ensure that it operates an effective system of maintenance and management in order to ensure, compliance with the Gas Safety (Installation and use) Regulations 1998.

1.3 This policy applies to all residential buildings and associated structures either owned, leased or managed by Stonewater.

2.1 The overall objective of this policy is to ensure that all gas appliances and equipment identified within Stonewater’s residential properties are managed and maintained in accordance with relevant legislation, in particular the Gas Safety (Installation and use) Regulations 1998.

2.2 The following Acts and Regulations (list not exhaustive) are applicable to this policy.

• Health and Safety at Work etc. Act 1974 (H&SWA)

• Management of Health and Safety at Work Regulations 1999

• Building Act 1984

• The Gas Safety (Installation and Use) Regulations 1998

• The Smoke and Carbon Monoxide Alarm (Amendment) Regulations 2022

• Landlords and Tenants Act 1985

• The Housing Act 2004

• The Homes (Fitness for Human Habitation) Act 2018

• Construction (Design and Management) Regulations 2015

• Occupiers Liability Act 1984

• The Hazards in Social Housing (Prescribed Requirements) (England) Regulations 2025

3.1 Domestic tenanted premises

3.1.1 Stonewater will ensure gas carcases, appliances and flues in tenanted flats are maintained in a safe condition.

3.1.2 Stonewater will ensure a gas safety check (LGSC) is carried out by a Gas Safe Registered engineer on each gas carcass, appliance and flue every twelve months and prior to the commencement of all new tenancies.

3.1.3 Stonewater will carry out the LGSC up to a maximum of two months before the due date. The anniversary date will be retained.

3.1.4 Stonewater will keep a record of each Landlords Gas Safety Record certificate for at least two years.

3.1.5 Stonewater will issue a copy of the LGSC to customers within 28 days of completion. Customers will be contacted directly by the relevant heating contractor to organise any required follow-on works.

3.1.6 Stonewater will not test or maintain gas appliances owned by the tenant i.e. cooker or hob. The engineer will undertake a visual inspection only and where they believe there to be a risk, they will isolate the gas supply and apply a warning label. The responsibility for replacing/ repairing the appliances is vested with the tenant.

3.1.7 Where access to a home to complete a LGSC cannot be attained via cooperation and coordination with the tenant, fifteen days prior to the current LGSC expiration, Stonewater will seek an injunction for access.

3.1.8 Where the contractor deems an installation, or any part, section or appliance of the installation to be unsafe, the Engineer will advise the tenant and Stonewater accordingly and issue a ‘Warning’ or ‘Advice Notice’.

3.1.9 This procedure is used whether the equipment is owned by Stonewater or the tenant.

3.1.10 The Engineer will leave a copy of the ‘Warning/Advice Notice’ with the Tenant, place a ‘Warning Sticker’ on the installation/appliance and proceed to complete work to prevent its use. If the condemned appliance is owned by the tenant, the Engineer will disconnect the unsafe appliance from the supply; explain to the tenant the reason why the appliance must be disconnected and inform them to either; repair the appliance or replace it.

3.1.12 In all cases the tenant will be advised and an appropriately registered ‘Gas Safe’ installer must be used by the tenant to remedy their own appliances.

3.1.9 Tenants are not permitted to undertake any work to gas services or appliances within their homes. Where un-authorised works are identified by the Contractor, appliances and/or supplies will immediately be isolated, until such time as the system/ appliance can be thoroughly inspected and confirmed as safe.

3.1.10 Any identified un-authorised alterations with be subject to the “Chargeable Repairs Policy” whereby tenants will be charged for any works to make the installation safe.

3.1.11 Stonewater will not authorise the installation of flue-less space or water heaters in domestic dwellings

3.1.11 Existing open flue gas boilers and fires will be removed and not reinstated when they reach the end of their economic life or when a home becomes void. Where a gas fire has been removed from a home during occupation the customer will be offered a replacement electric fire.

3.1.12 Stonewater will investigate emergency hazards within 24 hours of receiving a report from a customer (where it is within Stonewater’s scope to do so) and where practicable make safe.

3.1.13 Where boilers are condemned and heating and or hot water cannot be reinstated within 24 hours Stonewater will provide temporary heating, until such time as a new boiler can be installed and commissioned or provide emergency accommodation for customers where it is confirmed that a hazard cannot be made safe within 24 hours, until such time as the home is habitable.

3.1.14 Stonewater will keep customers informed of investigations, safety works and other follow-up works required, to address significant or emergency hazards and aim to commence works within statutory timescales.

3.2 Leasehold and shared ownership homes

3.2.1 Stonewater are not responsible for maintaining or servicing gas installation or appliances within leasehold or shared ownership homes.

3.2.2 Where home-owners apply for Stonewater’s consent to sub-let their homes, the homeowners is responsible for ensuring a LGSC is completed prior to letting and on an annual basis thereafter for the term of the tenancy.

3.3 Room change of Use

3.3.4 In accordance with Stonewater’s duty of care, under Section 3 of the H&SWA, Stonewater’s contractors, where it identifies that living rooms are being used as temporary sleeping accommodation (i.e. a lounge or sitting room, or other space not normally designated as a bedroom), where an appliance is not suitably room-sealed or otherwise protected, the contractor will isolate the appliance and inform Stonewater. Stonewater will make alternative temporary heating provision, until such time as the boiler/ alternative heating source can be reinstated.

3.3.5 Where such a scenario is identified the Gas team who will in turn inform the Housing Officer and request a home visit be initiated.

3.4 Non gas fuelled appliances

3.4.1 Unlike gas appliances there are no statutory requirements that require Stonewater to maintain oil burning appliances, although best practice is determined by OFTEC. However, to ensure that the risk to customers is effectively managed, within the context of our wider legal responsibilities under the H&SWA, all oil-fired appliances, storage tanks, fire break devices and oil lines will be checked annually.

3.4.2 Tenants and leaseholders are not permitted to use solid fuelled appliances and open fires within their homes. Where open fireplace is identified within a property, Stonewater will seal and ventilate flues and chimneys during the empty homes process.

3.5 Gas appliances within workplaces and communal heating systems

3.5.1 Gas appliances within workplaces will be serviced annually in accordance with the manufacturer’s instructions by a Gas Safe registered engineer.

3.5.2 Where a landlord’s gas supply is present, serving a communal heating system, an annual test will be undertaken to produce a CP15 certificate.

3.6 Contractor Competence

3.6.1 The Head of Gas and Water Hygiene will audit term contractor’s certification on an annual basis to ensure all engineers hold the relevant registration.

3.6.2 Stonewater will engage external auditors to carry out independent assessments of all gas contractors employed to install, maintain and undertake LGSC and communal system servicing.

3.7 Data Assurance

3.7.1 During Quarter 4 of each financial year, the Head of Data will audit and reconcile Stonewater’s asset list with the servicing register to identify any areas where changes to ownership, systems or appliances may have occurred.

3.7.2 Where changes are identified, the servicing list will be adjusted to reflect these changes and ensure all carbon fuel heating appliances are serviced annually.

3.7.3 For the purpose of identifying whether newly built and developed properties require being added to the servicing programme, this will accord directly with Stonewater Handover Procedures.

3.7.4 In addition the following checks will be completed:

• Internal audit to provide independent assurance on the operation and effectiveness of controls. Frequency agreed as part of the Internal Audit Programme and reported to Audit and Risk Committee.

• External audit to provide a 2nd line of assurance, the outcomes will be reported to the Audit & Risk Committee

• Works based quality assurance to test the quality of work delivered. This will be at levels detailed within the Management Plan and reported to Operational H&SG

3.7.5 Records will be maintained on Stonewater’s Asset Management System.

3.8 Carbon monoxide Detection

3.8.1 Carbon monoxide detectors will be installed where required under the Smoke and Carbon Monoxide Detector (England) Regulations.

3.8.2 Detectors will be tested and if necessary replaced during the annual LGSC

3.9 Empty Homes

3.9.1 Reference is to be made to Stonewater’s Empty Homes Management policy regarding the process for gas testing, servicing and repair within empty properties.

3.9.2 Any gas appliance left by a tenant when the property becomes vacant shall be removed and the gas point safely capped.

3.10 Customer engagement

3.10.1 Customers shall be regularly reminded of the following via appropriate newsletter and website:

• The importance of allowing access, as per their tenancy agreement, to carryout gas safety checks.

• The Gas Safety (Installation & Use) Regulations 1998 imposes a duty on them not to knowingly use an unsafe gas installation.

• The same regulations impose a further duty on them to engage only

• Gas Safe Register registered persons to carry out gas work on their behalf, including fitting a cooker.

• Customers must inform Stonewater, in advance, of their intention to have gas connected to a Stonewater owned property.

4.1 The following associated documents provide the detailed procedures to deliver the gas safety policy objectives and outcomes.

• GS-PR-047 Gas Safety Management Plan

• GS-PR-054 Handover process – New Developments

• GS-OR-055 Acquisitions and Disposals – Compliance

• GS-PR-056 LGSR Quality assurance checks

• GS-PR-057 Independent External Gas Quality Audits (works)

• GS-PR-058 No Access Procedure – Landlord services

5.1 This policy is designed to deliver the following outcomes:

1. All risks to customers and building users from gas installations and appliances are adequately managed;

2. All tenanted units have a valid LGSC prior to the start of the tenancy;

3. All tenanted units have a valid LGSC in place completed on an annual basis;

4. All tenanted homes are fitted with carbon monoxide detection, where required, which is tested on an annual basis;

5. All communal gas systems have been tested and serviced on an annual basis;

6. All non-gas systems have been adequately maintained and serviced in accordance with the relevant industry standard and manufactures guidance;

7. All engineers undertaking gas servicing and repairs for Stonewater can demonstrate appropriate registration

6.1 The Gas Management plan details the roles and responsibilities for operational delivery of this policy.

7.1 Stonewater shall ensure that adequate information, instruction and training is made available to all employees and will undertake regular training of managers and staff, regular building users and contracted third parties, where necessary to ensure that the information is effectively disseminated and to ensure that training has been undertaken.

8.1 This Policy shall be reviewed and updated by Stonewater biennially or if there any major changes to current gas safety legislation, HSE approved codes of practice or sector guidance.

8.2 Approved documents are valid for use after their approval date and remain in force beyond any expiry of their review date until a new version is available.