Health & Safety | Tetra Consulting Limited

Q. Must every single resident’s opinion be incorporated in the Resident Engagement Strategy for it to be valid?

A. While it’s essential for the Principal Accountable Person to create, distribute and consult on a Resident Engagement Strategy, it’s not necessary that every resident has participated in that process. The strategy should include efforts to reach out to residents, providing information on building safety decisions, and inviting their opinions. It’s about ensuring diverse resident involvement, not about achieving unanimous participation.

What does this mean for you?

Efficient Communication: Develop a strategy that outlines how you will inform residents about safety decisions. This could be through various channels like letters or surveys by post, social media, or physical meetings.
Selective Consultation: Focus on consulting residents on decisions that directly affect them. For instance, if repair work might cause disruptions, ask residents for their preferred timings or ways to minimise inconvenience.
Distribution: Provide a copy of the strategy to all Accountable Persons (APs). APs must then distribute it to all residents over the age of 16 and owners of units in the parts of the building they manage. It’s essential to offer the strategy in formats that meet the residents’ diverse needs, such as paper copies for those who prefer it and digital versions via email for others. This approach underlines the strategy’s accessibility and inclusiveness.
Feedback and Adaptation: Use the feedback from residents to adapt your strategy. This shows you value their input and are committed to improving the engagement process. The AP must provide a new version of the strategy each time it is updated.
Regular Review: Ensure that your strategy is reviewed at least every two years, and after significant changes to the building or in response to resident feedback.
Be Proportionate: Remember, the goal is to involve residents in a meaningful way without overwhelming them or the process. It’s about creating a balanced and effective engagement strategy.

Remember, your Resident Engagement Strategy is a dynamic document. It should evolve with the residents’ needs and the building’s safety requirements. Compliance is about adaptation and responsiveness, not just ticking boxes.

Tetra Consulting is an independent property and safety risk consultancy offering smart solutions informed by client insight and knowledge. We work with hundreds of property professionals across the UK to help ensure building safety and compliance in various organisations. We are frequently asked about best practices and aim to share our expertise and insights through our Q&A series.

Myth: The Principal Accountable Person must have the safety case report ready by April 2024.

Fact: Let’s set the record straight! While it’s true that the Building Safety Regulator will start reviewing safety case reports on a risk priority basis from April 2024 prior to issuing a Building Assessment Certificate, this date is not a hard deadline. The Regulator has emphasised a more pragmatic and proportionate approach. As a duty holder, your focus should be on adopting an ‘as soon as reasonably possible’ attitude towards compliance. This means beginning the process now, developing a clear plan, and demonstrating your best endeavours towards meeting the Act’s requirements.

What does this mean for you?

Prioritise: If you know your building is in the first tranche to be called forward because it is considered higher risk e.g. over 50m, has over 141 units, has ACM cladding or is a Large Panel System building, then you should prioritise those buildings, having your safety case report ready for April 2024 or soon after.

Start Early: Don’t wait for April 2024 to start; begin assessing and planning your compliance strategy now. This should start with a safety case gap analysis, a sensible plan for filling those gaps and beginning the process of drafting a safety case report.

Plan Wisely: If you need external support to achieve your safety case and write your safety case report, make sure you have engaged with a suitable consultancy as soon as possible so they can work with you on your plan and schedule work in as early as possible.

Show Effort: Demonstrate ongoing efforts towards compliance, demonstrating that you’re taking proactive steps in meeting the emerging requirements over a sensible timeframe.

Don’t forget: There are other requirements that need to be met, including having a Resident Engagement Strategy and a system for Mandatory Occurrence Reporting, together with a safety management system to show that your higher risk buildings are being suitably managed over time.

Remember, compliance is a journey, not a race to a deadline. By starting now and consistently working towards meeting the standards, you’ll not only adhere to the Act but also ensure a safer environment for residents.

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Tetra Consulting & Midway Insurance Services Ltd hosts an informative round table discussion to provide valuable building safety and insurance insights to property management professionals.

Overview

Organised by Tetra Consulting Ltd and Midway Insurance Services Ltd, a round table event was hosted in the heart of London, bringing together over 20 esteemed professionals in the field of property management. This event, set in an elegant, central London venue, provided a unique platform for experts to discuss critical topics related to building safety, fire safety, and block insurance.

The event was chaired by Rob Robertson, whose expertise and leadership set the tone for a day of insightful discussions and collaborative learning. Key speakers included Paul Robertson from Midway Insurance Services Ltd, a leading figure in the insurance industry known for his deep insights into the challenges and solutions in block insurance. Shaun Lundy and Robb Taylor, representing Tetra Consulting Ltd, brought their extensive experience in building safety and compliance to the table. Shaun, with his industry links and practical experience, offered a comprehensive view of the Building Safety Act and its implications for property management. Robb Taylor, with his extensive expertise in fire risk management, provided valuable insights into the practical aspects of implementing building safety measures in properties. Adding to the depth of expertise, Amanda Cunningham from Tetra played a pivotal role, contributing her unique insights and perspectives to the discussions. Her involvement underscored Tetra’s commitment to excellence in property management and safety. Angela Woods and Craig Williams also played instrumental roles in supporting the day’s proceedings. Their contributions added valuable dimensions to the discussions, reflecting Midway’s dedication to providing comprehensive solutions in the insurance landscape for property management.

The event was marked by a series of discussions and interactive sessions, providing a fertile ground for exchanging ideas, sharing best practices, and exploring innovative strategies to meet the evolving challenges in property management. The diversity of speakers and participants ensured a well-rounded perspective on each topic, making the event not just informative but also a great opportunity for professional development and networking.

As the property management industry faces new regulations and evolving risks, this event by Tetra Consulting Ltd and Midway Insurance Services Ltd was timely and pivotal. It underscored the importance of staying ahead in knowledge, compliance, and best practices to ensure the safety and satisfaction of residents and the success of property management businesses. We look forward to continuing these important conversations and collaborations in our future events, as we collectively navigate the dynamic landscape of property management.

Key Discussion Points: Insurance

The changing landscape of PI and D & O insurance and how insurers are restricting cover for fire safety.

The new regulatory requirements from the FCA for multi occupancy buildings insurance including:

How this will impact on managing agents
Who is responsible for producing which documents and what to expect from brokers
Expected key objections from leaseholders
Samples of leaseholder disclosure and Q & A for objection handling
The insurance implications of the Leasehold and Freehold Reform Bill

A short video designed to advise property managers on the new disclosures is available at: https://www.1stsureflats.com/leaseholder-information-pack/

Key Discussion Points: Building Safety Act 2022 (Commencement No. 6) Regulations 2024

The Act marks a significant shift in the management and regulation of high-risk buildings, introducing new duties for owners and managers.
Key requirements include the mandatory application for a Building Assessment Certificate, assessment and management of fire and structural risks, and the submission of a Safety Case Report and Resident Engagement Strategy. The April 2024 deadline for having a safety case report ready was discussed and the continued frustration on the lack of clarity from the regulator expressed.
The advice on compliance was that a reasoned, proportionate approach should be taken that acknowledges the limited resources available.
The Act outlines new responsibilities for both residents and owners, emphasising the need for compliance and cooperation.
Participants shared best practices and insights into fire safety management, highlighting the importance of continuing with the risk assessments regime and preventive measures for all building related risks.

The event was highly successful, with attendees appreciating the opportunity to share best practices, engage in constructive dialogue, and explore solutions to current challenges. The discussions around CPD and meeting the challenges of new regulations were particularly fruitful.

Encouraged by the positive feedback, we are looking forward to organising the next event in the near future. This will continue to build on the themes of professional development, knowledge sharing, and addressing the evolving challenges in property management.

Conclusion

The round table event has set a strong foundation for ongoing collaboration and professional growth within the property management community. We are committed to supporting each other in navigating the complexities of building safety, fire safety, and insurance in our industry.

The Building Safety Act 2022 (Commencement No. 6) Regulations 2024 have now come into effect, marking a significant turning point for owners and managers of high-risk buildings in occupation. The Regulations enact 22 sections of the Act, with some key points to note:

From April 2024, there is a requirement to apply for a Building Assessment Certificate when directed by the Building Safety Regulator, and a duty to display this certificate.
Duty holders are now required to demonstrate that they are effectively assessing and managing fire and structural risks.
In the process of applying for a building assessment certificate, the Principal Accountable Person must submit a Safety Case Report, their system for Mandatory Occurrence Reporting, and a Resident Engagement Strategy to the Regulator for assessment.
It’s essential to keep and, where appropriate, share information about higher-risk buildings with residents and other relevant parties.
There is an obligation to publish, consult on, and update a Resident Engagement Strategy, including providing information and a complaints procedure to residents.
New duties have been introduced for both residents and owners.

Additionally, Section 111 of the Act has also come into force. This gives Resident Management Companies (RMCs) the option to appoint a Building Safety Director as a company director specifically for building safety purposes. The practical implementation of this provision is currently unclear, and more secondary legislation and guidance is expected. It may simply serve to formalise existing competent support services already in place for building safety.

At Tetra, we understand that navigating these new regulations can be daunting. Our team of full-time Building Safety Act consultants are equipped to guide you through every step. Here’s how we can help:

We have comprehensive ongoing maintenance programme with a dedicated competent support service and helpdesk to ensure you remain compliant, up-to-date and well informed on legislative changes as they occur.
Our deep understanding of the Act enables us to provide you with tailored advice, ensuring your building meets all the new standards.
We’ll assist in assessing and managing building safety risks, setting up robust management systems to keep your residents, staff and contractors safe.
From Safety Case Reports to compliance with Mandatory Occurrence Reporting and developing Resident Engagement Strategies, Tetra’s team ensures that all your documentation is relevant, accurate and up to date.

Your safety and compliance are our top priorities. We’re here to turn these challenging new requirements into opportunities for enhancing safety and efficiency in your building management.

Need guidance on the Building Safety Act 2022? Contact Tetra today. We’re ready to be your partner in building safety excellence.

Join Tetra Consulting and The Property Institute for this ARMA course which will deliver guidance on managing buildings in scope under the Building Safety Act 2022.

Tetra’s Dr Shaun Lundy will lead this interactive and engaging session giving participants the confidence in delivering positive building safety outcomes in their areas of responsibilities.

Who should attend? Property Managers in the UK with responsibilities for managing buildings in scope under the Building Safety Act.

What is the course aim? To enable property managers to better understand their role in managing building safety under the Building Safety Act efficiently and effectively within their area of responsibility.

Date: 16/01/2023 - 17/01/2023

Duration: 3 Hours A Day Over Two Days

Start Time: 09:30am both days

Price for Members of ARMA: £100

Price for Non-member: £175

Click here to book.

The Fire Safety (England) Regulations 2022 (the Regulations) implement most of the recommendations of the Grenfell Tower Inquiry Phase 1 report. The Regulations are being introduced under Article 24 of the Fire Safety Order and will come into force on 23 January 2023. The regulations cover residential buildings of all heights with additional requirements for those over 11m and 18m, see below.

In all multi-occupied residential buildings with two or more sets of domestic premises, responsible persons will be required to:

Fire Safety Instructions: provide relevant fire safety instructions to their residents, which will include instructions on how to report a fire and any other instruction which sets out what a resident must do once a fire has occurred, based on the evacuation strategy for the building.
Fire Door Information: provide residents with information relating to the importance of fire doors in fire safety.

In addition to the above in residential buildings with storeys over 11 metres in height, responsible persons will also be required to:

Fire Doors: undertake annual checks of flat entrance doors and quarterly checks of all fire doors in the common parts.

In high-rise residential buildings, those over 18m or seven storeys in addition to all the requirements above, the responsible persons will also be required to:

Building Plans: provide their local Fire and Rescue Service with up-to-date electronic building floor plans and to place a hard copy of these plans, alongside a single page building plan which identifies key firefighting equipment, in a secure information box on site.
External Wall Systems: provide to their local Fire and Rescue Service information about the design and materials of a high-rise building’s external wall system and to inform the Fire and Rescue Service of any material changes to these walls. Also, they will be required to provide information in relation to the level of risk that the design and materials of the external wall structure gives rise to and any mitigating steps taken.
Lifts and other Key Fire-Fighting Equipment: undertake monthly checks on the operation of lifts intended for use by firefighters, and evacuation lifts in their building and check the functionality of other key pieces of firefighting equipment. They will also be required to report any defective lifts or equipment to their local Fire and Rescue Service as soon as possible after detection if the fault cannot be fixed within 24 hours, and to record the outcome of checks and make them available to residents.
Information Boxes: install and maintain a secure information box in their building. This box must contain the name and contact details of the Responsible Person and hard copies of the building floor plans.
Wayfinding Signage: to install signage visible in low light or smoky conditions that identifies flat and floor numbers in the stairwells of relevant buildings.

References:

Government Fact Sheet on Fire Safety (England) Regulations 2022 - available at: https://www.gov.uk/government/publications/fire-safety-england-regulations-2022/fact-sheet-overview

National Fire Chiefs Council Guidance on the Fire Safety Act 2021 and Fire Safety (England) Regulations 2022 – available at: https://www.nationalfirechiefs.org.uk/Fire-Safety-Act-2021-and-Fire-Safety-England-Regulations-2022

The Construction Index has reported shocking data from the Fire Door Inspection Scheme (FDIS) which reveals that 75% of fire doors inspected in the UK did not meet the required standard and 31% were never fit for purpose.

The research was based on more than 100,000 fire door inspections carried out by FDIS approved inspectors. Furthermore, it was found that healthcare buildings, local authorities and housing associations were the biggest failures.

A number of reasons were found for inspection failure. Common reasons included:

Excessive gaps between the door and the frame
Care and maintenance issues
Issues over smoke sealing
Improper installation

An FDIS representative commented:

“It’s crucial that reputable and trained fire door inspectors, such as those approved by the FDIS, carry out fire door inspections. However, the ongoing reporting of maintenance issues with fire doors is a role for us all – every building user should play a proactive role in reporting any faults to ensure they are quickly addressed so that the building’s safety is maintained.”

Fire Doors are an essential element in the passive fire protection of buildings. Are you clear on the correct specification, installation and maintenance of Fire Doors and their components to ensure that property and lives are protected?

The importance of annual Fire Door Surveys continues to increase, as does the need for regular reviews. We have now automated the process using our innovative tablet technology. When Tetra consultants complete a FD Survey, an automated audit trail will be created for every fire door, including all communal doors, flat front doors for residential blocks and all risers. We also provide a comprehensive review of every door which includes clear photos and reporting on any issues, together with a comprehensive summary of all the remedial actions.

If you would like to learn more about fire doors and fire door surveys click here to download our free guidance document.

Are you ready for the upcoming legislation changes around fire and building safety?

You should be acting now. We’re here to help.

State of the art technology is vital for ensuring visibility of compliance tasks and documentation across your portfolio.

Welcome to PRISM. Our innovative property risk management software can help you to manage and maintain your property compliance, enabling you to build your golden thread of information and documentation.

We’re excited to share our brand-new video which explores many of PRISM’s powerful features.

Want to learn even more? Join one of our upcoming live webinars for a deeper look at PRISM. Click here to register.

A new Central Register and Certification Scheme for Building Safety Managers has launched.

The Building Safety Alliance, an independent industry led ‘not for profit’ organisation, is launched with the purpose of implementing the certification of competent individuals wishing to deliver the role of building safety manager (BSM) and a publicly accessible register of those certified by the scheme.

The Grenfell Tower tragedy brought to the fore how the safety of all buildings needs to be ensured. Recognising the role they play in delivering safe buildings, representatives of both the public and private sector have come together to deliver the change in culture needed and the uniform standard of competence that residents should expect from those responsible for their safety.

The Building Safety Alliance will deliver initially two functions:

The certification of individual building safety managers (BSMs) or Nominated Individuals within the BSM (organisation) (both referred to as BSMs here); and
A publicly accessible register of those certified by the scheme.

In due course, they will also work with others to evaluate how organisations who wish to deliver the function of the BSM can be assessed as having the organisational capability to do so and how to assist contractors and suppliers to higher risk building to deliver a competent workforce that understands how to ensure that residential buildings are safe for residents. For further information click here.

Produced in partnership with Fixflo, Block Manager's Guide: The Role of a Building Safety Manager aims to provide you with essential information about one of the most important elements in the Building Safety Bill — the Building Safety Manager (BSM). Download this free guide and learn:

The responsibilities of the Building Safety Manager
The potential competencies and qualifications required of the Building Safety Manager
What should be included in your building safety case report

Click here to download the guide from the Fixflo website.

We are delighted to announce that we have been awarded Supplier status on Fusion21’s Building Safety & Compliance Framework for the delivery of Fire Safety Services across England and Wales.

Our appointment to the framework allows us to provide:

Fire Risk Assessments
Fire Safety Inspections
Fire Door Surveys
Fire Safety Advice

Phil Woodhead, Fusion21’s Category Manager, shares our sentiments:

"We are delighted to welcome all of the new suppliers onto the framework, including Tetra Consulting. The tender process was highly competitive and the process has identified the best contractors for our members to use."

"A further, real benefit to our members and their communities is the social value delivery that is aligned to organisational priorities and can be monitored and reported against for all call offs."

If you would like to chat about working with us via the framework, please get in touch by calling +44(0)208 875 0700 or emailing info@tetraconsulting.co.uk.

The Building Safety Bill, currently going through Parliament, is expected to be passed into Law later this year, and will require businesses to demonstrate visibility and compliance across all elements of fire and risk related documentation, enabling the creation of the “golden thread” of information that enables the production of the Building Safety Case Report.

Dame Judith Hackitt warned businesses that they need to act now in readiness for the Bill. Part of that is making sure that you have the right technology in place to prove that you’re proactively managing risk.

Are you reacting quickly enough? Do you know what your responsibilities will be on your 18m high and above residential blocks when these bills are passed into law? Don’t delay - join our webinar on Wednesday 28th April at 10am to learn more about what the Bill requires and the vital part technology will play.

In this session we will cover:

A quick overview of the Draft Bill
The “golden thread” of risk management documentation
Why risk management software is becoming more and more important
A demonstration of PRISM, Tetra’s risk management software, and how it can help your business comply with the upcoming legislation

To register to attend this webinar, please email info@tetraconsulting.co.uk