Safety in Communal Areas policy

Safety in Communal Areas policy

Who looks after this policy: Head of Service
Who approved it: Head of Housing
When is the next review: March 2026

Introduction

1.1 B3Living has a legal obligation to manage the safety and security of all our properties and communal areas. This includes ensuring that communal areas are kept free of any items that may become an obstruction in an emergency even and to keep the areas free of any potential fire load.

1.2 This policy aims to protect the health and safety of residents and other users of B3Living’s buildings by effectively managing the internal and external communal areas, ensuring that they are kept free from obstructions and hazards. This policy will also ensure B3Living fulfils its legal duty under the Regulatory Reform (Fire Safety) Order 2005, and to comply with the FRA for the buildings.

2.1 This policy applies to:
► Communal areas in and around blocks such as passageways, landings, balconies and stairwells.

► Shared facilities such as internal or external bin stores or bin chutes, meter cupboards and other storage and laundry facilities.

► Shared leisure facilities such as gardens, pathways, access routes,
alleyways, play areas and drying areas

2.2 This policy also applies to all customers, their visitors and any B3Living member of staff or contractors involved in the use and management of communal areas.

3.1 The aim of the policy is to ensure that:
► We comply with legislation, regulatory requirements and best practice.
► We provide clear guidance for tenants and staff on safety in communal areas and what is and isn’t acceptable.
► We minimise the risk to tenants and other building users.

3.2 Management

3.21 B3Living will adopt a ‘zero tolerance’ approach to communal areas, enabling us to prohibit any items being stored in common parts to reduce the risk of fires and maintain safe routes of escape in the event of a fire or other emergency.

3.22 Communal areas of blocks do not belong to any resident, even the area immediately outside a front door. Consequently, tenants or leaseholders do not have any right to store items in communal areas.

3.3 Customer responsibilities

3.31 To comply with this policy and keep communal areas clear and free from obstruction at all times.

3.32 To keep communal areas free from ignition sources, flammable items and those that can give off noxious gases, always.

3.33 It is against the law to smoke in enclosed public spaces this includes any internal common areas and partially enclosed access balconies. Customers and their visitors must not smoke within internal communal areas, on partially enclosed access balconies or close to other people’s property where the smoke may affect them.

3.34 To not damage, obstruct or wedge open any fire doors and main entrance security doors. Tenants should report any damage to B3Living.

3.35 To not tamper with or damage any fire extinguishers or smoke detectors or fire alarm systems. Smoke detectors must not be covered. Customers should report any damage to B3Living.

3.36 Some utility meters for individual properties are in locked meter cupboards. All requests for meter readings should be made to our office.

3.37 To remove any items as requested by any B3Living employee, either verbally or written.

3.4 B3Living responsibilities

3.41 Fire risk assessments relating to the structure, fabric and management of all fire safety related items in communal areas will be carried out in accordance with the Regulatory Reform (Fire Safety) Order 2005

3.42 Notices will be displayed in communal areas where possible, giving clear guidance on the communal areas policy and no smoking signs will also be displayed.

3.43 B3Living will identify any items stored in communal areas and follow a procedure (appendix A) to inform, remove or dispose of items if they are not removed by tenants and leaseholders. Charges and tenancy enforcement action may apply.

3.44 Request for meter reads will be responded to within 5 working days and we will supply the meter reading and the date of the reading.

4.1 This policy will apply to all customers equally.

4.2 Where a customer has a disability or other protected characteristic which makes it difficult for them to remove items from communal areas, allowances may be made in the form of timescales or help to remove the item.

5.1 Any personal data stored as a result of this policy will be handled in accordance with GDPR.

Any feedback on our approach to safety in communal areas will be considered and where appropriate or possible, adjustments to our approach may be made.

► The Regulatory Reform (Fire Safety) Order 2005 (RRFSO)
► The Fire Safety (England) regulations 2022

The Building Safety Act 2022
► The Fire Safety Act 2021
► Fire Safety in Purpose Built Blocks of Flats (Local Government Association) 2011
► Housing Fire Safety (LACoRS) 2008
► Fire Risk Assessment – Sleeping Accommodation (Department of Communities
and Local Government) 2006

9.1 The Head of Housing Services has overall responsibility for this policy.

9.2 The Property Manager (Repairs, Cyclical and Fire), Estates Manager, Housing Manager and Housing Support Team Leader will ensure the effective implementation of this policy.

9.3 The Caretaking, Housing Support and Neighbourhood teams are responsible for responding to all reports of communal nuisance and taking proactive action in accordance with this policy.

9.4 All staff have a responsibility to report Fire Safety issues.

10.1 Performance on the effectiveness of our approach to safety in communal areas will be gathered from the regular Fire Risk Assessments (FRAs) which monitor items in communal areas.