COMMUNAL FACILITIES POLICY
1. Introduction
1.1 This policy sets out how Castles & Coasts Housing Association (CCHA) aim to ensure all internal and external communal areas are managed effectively and kept free from obstructions or hazards, to protect the health and safety of residents and other users of their buildings.
1.2 CCHA do not wish the communal areas within our schemes to appear sterile and unwelcoming. However, the safety of our residents, staff and visitors is a priority.
1.3 This policy applies to residents and their visitors. Residents will be held responsible for any breaches of this policy by their visitors
1.4 This policy should be applied in conjunction with the Safer Buildings Policy, with particular attention focused on fire safety.
2. Policy Aims
2.1 This policy aims to set out both CCHA’s and our residents’ responsibilities within communal areas.
3. Definitions
3.1 A communal area is any area that is not within the confines of a resident’s property. There are two types of communal areas referred to within this policy. These are detailed below:
3.2 Internal Communal Areas
3.2.1 Internal communal areas are all areas inside a scheme which can be accessed by all residents. These areas include, but are not limited to:
• connecting corridors
• landings
• stairwells
• lobbies
• meeting rooms
• communal lounges
• communal kitchens
• communal laundry facilities
• guest rooms
• storage facilities
• mobility scooter storage
3.2.2 These areas must be kept entirely free from obstruction, at all times.
3.3 External Communal Areas
3.3.1 External communal areas are all areas outside a scheme which can be accessed by all residents. These areas include, but are not limited to:
• courtyards
• garden areas
• bin stores/bin chutes
• storage facilities
• meter cupboards
• garages
• parking areas
Castles & Coasts Housing Association
Communal Facilities Policy – Version 1
Legal advice obtained on 23.08.21 from Devonshires
Date approved by ELT: 19.05.22
3.3.2 CCHA will consider, on a case by case basis, requests from residents for personal items, e.g. plant pots, to be placed within these external communal areas. Information in relation to permissions is detailed within Section 5.4 As with internal areas, safety must be the first consideration and could, unfortunately, result in a request being turned down
4. Responsibilities of CCHA
4.1 This policy and the related procedures set out CCHA’s plan for the management and control of communal spaces, to comply with the relevant legislation, including accessibility requirements.
4.2 The responsibilities of landlords and residents are outlined within individual Tenancy/Lease Agreements and this policy.
4.3 CCHA will balance the requirements of the Health & Safety Regulations, with maximising the opportunities for residents to enjoy communal spaces.
4.4 CCHA will maintain the condition of all furniture and other items it provides for residents use within communal areas, e.g. furniture in communal lounges. Safety must be the first consideration and could, unfortunately, result in CCHA having to remove any furniture or other items belonging to residents that may cause an obstruction or fire hazard.
5.
Responsibilities of Residents
5.1 Residents have a responsibility to report any concerns regarding communal areas to our Customer Services Team (CST) via email (cs@castlesandcoasts.co.uk) or by calling 0800 085 1171, as soon as possible.
5.2 Communal areas, such as corridors, cupboards, meter cupboards, loft spaces and other communal spaces which are not designated to a particular tenancy, should be kept clear of residents’ belongings or unwanted goods. Storage of items in these areas can create a potential fire risk. For this reason, the storage of bicycles, pushchairs/prams and other residents’ items will not be permitted in communal access or escape routes in residential premises. Under no circumstances should flammable materials be stored in any communal areas.
5 3 Residents will be expected to keep communal areas free from debris, rubbish and other materials. Communal areas, even those adjacent to a resident’s property, are not an extension of an individual’s property and, as such, residents should not use these areas for their personal effects, or have exclusive use, particularly where access to communal facilities/areas is required by other residents.
5.4 Residents must make a request for permission to make any alterations within a communal area. Requests for permission should be made to our CST via email (cs@castlesandcoasts.co.uk) or by calling 0800 085 1171 Requests for permission will be considered on a case by case basis, at CCHA’s discretion, based on the health and safety risks arising from the request
6. Monitoring and Enforcement
6.1 CCHA recognise that good housekeeping is critical in reducing risk in communal areas. Controlling the presence of combustible materials and ignition sources reduces the potential for accidental fires to start and develop
6.2 CCHA adopt a zero tolerance approach to managing risk, which means there will be no exceptions to our recommendations in terms of management of communal areas. This approach is recommended by the National Fire Chiefs Council
6.3 CCHA’s Wellbeing & Compliance Assistants, Castles & Coasts Services Operatives and Lettings & Neighbourhoods Officers regularly carry out inspections of communal and shared spaces, to ensure they are free from fire risks and obstructions.
6.4 In the event that staff become aware of residents’ items within any communal areas, then the process detailed within Section 6.8 of the procedure will be followed.
Castles & Coasts Housing Association
Communal Facilities Policy – Version 1 Legal advice obtained on 23.08.21 from Devonshires
Date approved by ELT: 19.05.22
6.5 CCHA will work with the individuals, should issues occur, to find solutions to the problems caused, taking into account individual circumstances.
6.6 We may write to residents where there are persistent issues of concern, and ultimately a notice pursuant to the Torts (Interference with Goods) Act 1977 may be issued and items will be removed, where they are causing an obstruction or fire hazard. If identified, the owner of the item may be charged for the removal and disposal
6.7 Where persistent behaviour in relation to communal areas amounts to Anti-Social Behaviour (ASB), CCHA will follow the ASB Policy and Procedure, to address the issue. This may include Court action, such as an application for an injunction or issuing a Notice on the property.
6.8 Any issues found, which pose a significant risk, for example a petrol container, must be immediately reported by the member of staff, whilst they are still on site, to the Compliance Manager, Health & Safety Manager or any Head of Service, to assess the severity of the risk and, if identified as a high risk, this will be removed immediately.
7. Gritting of External Communal Areas
7.1 CCHA will ensure that all places of work, Leasehold Schemes for the Elderly and Independent Living schemes have the provision of a grit bin.
7.2 CCHA does provide gritting services to some Independent Living schemes. Further information can be found in CCHA’s Gritting Policy.
7.3 For general needs schemes, where CCHA receives a request, this will be considered and if reasonable and appropriate, a grit bin will be provided, and residents made aware of this.
8. Cross References
8.1 This policy and the associated procedures should be read in conjunction with the following CCHA policies and procedures:
• Anti-Social Behaviour Policy
• Asset Management Strategy
• Gritting Policy
• Health & Safety Policy
• Mobility Scooter Procedure (Appendix 1 of the Communal Facilities Procedure)
• Rechargeable Repair Policy
• Safer Buildings Policy
• Tenancy Agreement/Lease
8.2 In addition, the relevant legislation, at the time of writing this policy, includes:
• Building Safety Act 2022
• Equality Act 2019 – Equality Duty
• Fire Safety Act
• Housing Act 2004 – Housing Health and Safety Rating System
Where legislation is updated, the list of legislation above will be superseded by the updated legislation.
Castles & Coasts Housing Association
Communal Facilities Policy – Version 1 Legal advice obtained on 23.08.21 from Devonshires Date approved by ELT: 19.05.22