Your property is vulnerable from a diverse number of risks ranging from minor damage by vandals and Glass Breakage, through Flooding and Burst Pipes to a Fire, which could totally destroy the building. In addition, you need to ensure the safety of residents and visitors to the property

This, of course, is why you have taken out Insurance. However protecting your property and yourselves against potential liabilities needs to be seen as a partnership of insurance and control of risk or Risk Management.

RIS recognise reduced risk is of benefit to you and your insurers and are keen to promote Risk Management. This section is designed to bring to your attention many of the risks, which need to he considered and action that can be taken to control them. A checklist is included at the end of this section to help you identify risks and take appropriate action. Should you require further advice on particular issues please contact us.

Topics Covered by this Guide: -

1. Fire
2. Water Damage
3. Subsidence / Heave
4. Security
5. Safety
6. Terrorism Cover
7. Other Information

Fire

Means of Escape
Means of Escape should be adequate for the building and in accordance with Approved Document B of the Building Regulations 1991. The local Fire Officer will be able to provide further advice.

Adequate emergency lighting that operates independently of the main electrical supply needs to he provided. Fire Exit signs including the approved pictograms need to be provided.

Doors on to Fire Escape routes should normally provide at least 30 minutes fire resistance, be self-closing and maintained in good condition.

We would recommend other doors within flats are closed at night, as this will help to contain any fires within a single room.

Fire Alarms and Extinguishers
The Buildings Regulations make hard wired smoke alarms a requirement for all newly built and converted flats, although this does not apply to common parts. We would strongly recommend smoke alarms are provided in all flats built before the 1991 regulations.

The Fire alarm system, including smoke detectors, must he maintained in full working order. The system should be tested weekly and a log of all tests kept.

We would recommend that a mixture of Fire Extinguishers capable of dealing with both fires in furnishings and of an electrical nature are located at Fire Points within the flats. It is essential these are maintained by an LPC or BAFE approved company.

We would suggest fire blankets are provided in kitchens.

Electrical Installations
Faulty wiring or misused electrical equipment is a major cause of fires. It is recommended an inspection of the main electrical installation is undertaken by an NICEIC approved contractor on changes of tenancy of leased flats and in any case at 5 yearly intervals.

Occupiers should he encouraged to carry out visual inspections of their own appliances and have defects remedied.

The use of multi-socket adapters, which are not individually fused should be discouraged.

Arson
Arson is the major cause of fires in the United Kingdom. The risk of loss can be reduced by

• Keeping all household and other waste in a secure area away from the buildings.
  
• Ensuring the premises are secure, including Access Control for visitors. See separate security section.
  
• Ensure any communal waste chutes are secure and cannot be easily accessed by visitors.

Heating
Central Heating systems should be regularly serviced and maintained. It is a legal requirement where flats are leased to have an annual safety check on gas boilers and heaters.

Heaters and boilers should be kept clear of combustible materials.

The use of portable heaters by tenants, particularly gas and paraffin heaters should be discouraged.

Furnishings
If you provide upholstered furniture as part of the letting agreement this must be fire resisting and meet the requirements of the Furnishings (Fire Safety) Regulations 1988. All new furniture sold must meet these regulations and be appropriately labelled.

Garages
Tenants should he made aware they should be not used for storage of flammable liquids, gases or other hazardous materials.

Control of Contractors
Many large fires are caused by contractors using a naked flame or heat in processes such as roofing, plumbing or cutting of steel etc. Where contractors are employed for works please ensure the following

Only employ bona fide contractors who are members of reputable trade associations.

Check that they have current Public Liability Insurance cover, including for "Hot Work". This should give at least £5M cover and ideally be sufficient to cover the full reinstatement value of the flats.

Any major hot work should be subject to a permit, this should ensure

• Fire Extinguishers are available
  
• A Fire Watch is maintained by the contractor
  
• All combustible goods are removed from the immediate area or protected by fire resisting coverings.
  
• All gas cylinders etc are removed once the work is completed.

Water Damage Control

Ensure the condition of roofs and gutters are inspected on a regular basis (at least annually) and after storms.

Flat roofs are a particular problem and recovering should be considered if they are over 10 years old.

Adequate lagging should be provided to water tanks and pipes in unheated areas.

Be sure you and your tenants know the location of stopcocks and that these are kept accessible.

Make tenants aware of the need to maintain heating at a low level (minimum 5 centigrade) if they leave the premises for holidays in the winter.

Ensure minor leaks and dripping overflows are immediately repaired.

Subsidence / Heave

The main cause of subsidence is shrinkage of clay soils (mainly in Southern England) as moisture dries out. Heave is the swelling of soils as they re-hydrate.

Leaking drains can cause problems and these should be repaired as soon as problems are known.

If the premises are in a clay soil area, trees and shrubs need to be kept a safe distance from the buildings. Advice is available from The Building Research Establishment.

Existing trees should be regularly pruned to avoid problems. Permission may be necessary from the local authority before this work is done.

Do not allow water to collect near the buildings.

Security

Windows and doors should be maintained in good condition and close properly.

Doors should be secured by locks conforming to - B53621 for Thief Resisting Locks.

Accessible windows to be secured by key operated window locks.

We would recommend electronic access control systems are fitted to restrict unauthorised entry to the common parts. A company approved by the manufacturer, or a NACOSS Recognised Installer should install this.

External lighting can be a good means of deterring vandals and thieves. This must cover hidden alcoves etc.

Consider getting residents to join the local Neighbourhood Watch Scheme. Details will he available from the local Crime Prevention Officer.

Individual tenants may wish to consider fitting intruder alarms. These should be installed and maintained by a company Recognised by the Police. RIS would recommend that a company also recognised by NACOSS is used.

Safety

Condition of Premises
The condition of walkways and private roadways/parking areas needs to be checked regularly to ensure they are level and free from potholes and other hazards.

Adequate lighting needs to be provided.

Staircases need to be maintained in good condition with handrails.

Balconies and other areas overlooking drops need to have suitable guard rails fitted.

Safety Glazing needs to be installed in Doors and low level panels. Glazed areas need markings on the glass to clearly identify them.

Buildings need to be regularly inspected to ensure there are no loose tiles, fittings etc which could fall and injure people or damage property.

Boundary walls, gates and fences need to be maintained in good condition.

Gas fires and Boilers in tenanted flats must be subject to an annual safety check.

Lifts and Cradles
Passenger lifts and window-cleaning cradles need to be inspected by an approved person or company every 6 months.

Playgrounds
Where provided impact absorbing surfaces should be used.

Any equipment should comply with BS5696 "Play Equipment intended for permanent installation outdoors" or equivalent European standards.

The equipment and surrounding area needs to be visually inspected preferably daily. It should be maintained in accordance with the manufacturer's suggested schedules.

Terrorism Cover

Following a series of terrorist attacks in the UK in the eighties and nineties, re-insurers around the world withdrew terrorism coverage from property insurance policies. As a result of this the UK Government helped form a new insurer Pool Re to plug the gap that was left.

However from the 1st January 2003 all insurers introduced a total terrorism exclusion on both commercial and residential properties under the Material Damage and Business Interruption Sections of their policies.

Some insurers are now providing the option to purchase terrorism cover on an "All Risks" basis for the full sum insured. Insurers now assess each individual development and charge an additional premium for terrorism cover to be provided. If a property owner owns more than one property, if they require terrorism cover for one property they must also purchase terrorism cover for their other properties.

Insurers are able to charge their own rates therefore it is possible to receive different quotes from different insurers. The price of the cover is rated on geographic location and sum insured, therefore properties with higher sums insured will be more adversely effected by the changes.

In most cases insurers have extended cover to included chemical, biological and nuclear losses. Property Owners Liability i.e. liability to third parties arising from Terrorism is a total exclusion as well as threats, hoaxes of terrorism acts and cyber terrorism.

Your Freeholder has decided, to ensure comprehensive cover and to meet the requirements of interested parties such as mortgage companies, to include terrorism cover for your property.

Notes

It should be borne in mind that the above represents a very generalised guide to the current UK terrorism position.

Further Information

British Approvals for Fire Equipment
Neville House
55 Eden Street
Kingston-upon-Thames
Surrey KT1 1BW
020 8541 1950
www.bafe.org.uk

Building Research Establishment
Garston
Watford
Herts.
01923 894040
www.bre.co.uk

HSE Books
P0 Box 1999
Sudbury
Suffolk
CO10 6F5
01787 881165

The Loss Prevention Council
Melrose Avenue
Borehamwood
Herts
WD6 2BJ
020 8207 2345

National Approval Council for Security Systems
Queensgate House
14 Cookham Road
Maidenhead
Berks
SL6 8AJ
01628 637512
www.nsi.org.uk

National Inspection Council for Electrical Installation Contracting
Vintage House
37 Albert Embankment
London
SEl 7UJ
020 7582 7746

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