Lifting Equipment Management Policy

1.1 This Policy document sets out Stonewater Group’s (Stonewater) approach regarding the management of lifting equipment that may be present in its commercial buildings, communal areas of residential buildings, and infrastructure for which it has a management responsibility.

1.2 Lifting equipment is defined in context of this policy as:

• Passenger lifts

• Communal stair and platform lifts

• Through floor lifts

• Hoists and slings for the lifting of persons

• Access platforms and hoists

1.3 Access equipment such as fall prevention and arrest equipment is covered by Stonewater’s Access equipment management plan.

1.4 The policy also encompasses Stonewater’s approach to the delivery of services to Customers who have contracted with Stonewater to inspect, service and maintain domestic lifting equipment, which they have installed at their own cost, or attained grant funding from the Local Authority to install.

1.5 This policy will be implemented through the application of a management plan and supporting processes which provide the operational guidance for colleagues and suppliers to enable them to meet Stonewater’s policy requirements.

1.6 The objective of this document is to ensure that the risks associated with equipment that transports persons is reduced as far as reasonably practicable.

2.1 The overall objective of this policy is to ensure that Stonewater meets its obligations under, the Health and Safety at Work etc Act (H&SWA) section 4, the Lifting Operations and Lifting Equipment Regulations (LOLER) and the Provision and Use of Work Equipment Regulations (PUWER) in so far as they apply to work equipment.

2.2 It should be noted that passenger lifts or other forms of lifts installed in communal areas of blocks of flats or in customer’s homes, are not defined as “work equipment” as such the requirements of LOLER do not apply to such installations. Such requirements as appropriate, will be applied in practice, to lifting equipment within communal areas to ensure Stonewater discharges duties under the H&SAWA and PUWER.

2.3 This policy applies to all lifting equipment installed in Stonewater Groups assets, for which it is the Responsible Person. Noting that in some instances a third party may be responsible for the inspection, servicing and maintenance of lifting equipment via a management agreement or lease. In such circumstances Stonewater will make reasonable enquiries to assure itself that the third party is fulfilling its legal obligations, thus ensuring the safety of Stonewater’s customers and colleagues.

2.4 At the time of writing Stonewater do not have any lifts which are defined as Fire Fighting or Fire evacuation lifts in management.

3.1 Stonewater will ensure all new lifting equipment installations are selected and designed to reduce risk as far as reasonably practicable and comply with the requirements of the Product Safety Regulations and Regulation 5 of LOLER.

3.2 Stonewater will ensure all equipment designated for the lifting of persons is clearly marked with the maximum safe working load or in the case of passenger lifts, the maximum number of people.

3.3 All passenger lifts will be fitted with an auto dialler or alarm bell, to allow help to be summoned in the event of a lift trapping.

3.4 Where hoists are used, slings will be of the correct size and type for the lifting activity being undertaken and clearly marked with the maximum safe working load.

3.5 All colleagues who utilise lifting aids (i.e. hoists etc) to assist customers will have received suitable and sufficient information, instruction and training to operate the equipment safely.

3.6 Stonewater will ensure all lifting equipment is maintained in an efficient state, in efficient working order and in good repair. In maintaining and servicing lift equipment the minimum standards as outlined within the relevant British or European standard will be adhered too.

3.7 Stonewater will instruct a “Thorough Examination” via a competent person of all lifting equipment within its management, prior to first use, after refurbishment, following significant damage or a component failure and at 6 monthly intervals during its lifespan.

3.8 Stonewater will organise a “Thorough Examination” via a competent person of any domestic lifting equipment, not within its management (i.e. owned by a customer or third party) where it is contracted to do so, under a management agreement, lease or service charge agreement.

3.9 Stonewater shall maintain under contract the services of a competent supplier for the completion of Thorough Examinations. This supplier shall be independent to those undertaking routine maintenance activities.

3.10 Stonewater will have a procedure in place for the safe isolation and removal from service of lifting equipment, following receipt of a defect report where a danger to persons has been identified

3.11 Stonewater will complete defects noted in Thorough Examination reports within timescales as outlined in its Lifting Equipment management plan.

3.12 Copies of Through Examination reports and other documents, such as Declarations of Conformity will be retained for a minimum of 2 and maximum of 6 years.

3.13 All lifting equipment situated within communal areas of blocks of flats and workplaces will be subject to a formal inspection, testing and maintenance program via a competent supplier. The frequency and scope is defined within the Lifting Equipment Management Plan.

3.14 During lift upgrades, refurbishment or replacement all new installations as far as is reasonably practicable will conform to the requirements of the current versions of Approved Documents in regards to, accessibility and fire safety.

3.15 A feasibility report will be commissioned at project feasibility stage to understand the potential to upgrade passenger lifts in buildings over 11m in height, or specialised housing schemes of any height, to determine if it is possible to upgrade the lift to meet the design standard of a fire fighting or fire evacuation lift.

3.16 Stonewater will ensure that there are clear procedures in in the event of any persons becoming trapped in lifts within Stonewater properties.

4.1 Stonewater acknowledge that to meet our obligations we must maintain a robust approach to identifying the assets and components for which it has responsibility.

4.2 To ensure we effectively manage our data we will:

• Maintain an up-to-date Master Database of all properties that have lifting equipment installed within the communal area;

• Maintain a up-to date database of dwelling flats where Stonewater have been contracted to provide inspection, maintenance and servicing for Customers.

• Where an insurance inspection requirement exists, hold data and certification relating to at a minimum the last six insurance inspections.

• Where a requirement does not exist hold appropriate evidence to justify why the equipment is exempt

• Retain copies of all servicing and maintenance visits undertaken for each installation for a minimum of six-years;

Maintain current and up to date records of remedial action taken against individual items of equipment, which will detail:

• Address of the building

• Unique asset number assigned to the equipment

• The type of equipment

• The manufacturer

• Details of the action required and its priority

• Details of the action taken to address

• Evidence of completed actions

• Details of the individual who completed the action

• Date the action was completed

4.3 Further details will be contained within the Lifting Equipment Management Plan

5.1 Key strategic performance indicators for all areas of compliance are agreed by the Board and monitored by the Groups Strategic Health & Safety Group.

5.2 Operational KPIs are monitored via the Groups Building Safety Group.

6.1 To provide assurance regarding the quality of the Groups maintenance inspection regime and contractor performance an independent audit company is employed to complete sample audits of all survey and asbestos works on a rolling monthly basis.

6.2 Audit outcomes are monitored by the relevant Head of Service and actioned via contract meetings. A non-conformance report is also presented to the Building Safety Group as part of the Compliance performance report.

6.3 The Groups H&S team will also complete a thematic audit of lift equipment management on an annual basis.

7.1 The following associated documents provide the detailed procedures to deliver the lifting equipment management policy objectives and outcomes;

• GS-PR- 049 Lifting management plan

• GS-PR-080 Domestic lifting aids- insurance inspections for non-Stonewater assets

• GS-PR- 081 Passenger lift – insurance inspections process

• GS-PR- 082 Domestic lifting aids – servicing and maintenance process

• GS-PR- 084 Passenger lift- servicing and maintenance process

• GS-PR-086 Lift trapping procedure

8.1 This policy (and associated procedure) is designed to deliver the following outcomes:

• The % of block where lifts are present that have a valid LOLER inspection will be greater than 98.5%

9.1 The lifting equipment management plan details the roles and responsibilities for operational delivery of this policy.

10.1 Stonewater shall ensure that adequate information; instruction and training is made available to all colleagues, relevant and proportionate to their role, work activities and span of control.

11.1 This Policy shall be reviewed and updated by Stonewater biennially or if there any major changes to current Regulations, HSE approved codes of practice and guidance.

11.2 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.