ASBESTOS MANAGEMENT POLICY Responsible Officer Director of Property and New Business

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1 ASBESTOS MANAGEMENT POLICY Responsible Officer Director of Property and New Business Aim of the Policy The purpose of the policy is to ensure that Phoenix; Complies with its legal duties relating to Asbestos Management. Minimises the risk of harm to residents, employees, contractors, and others affected by its work activities, from the hazards of asbestos. This policy links to Phoenix s overall vision to work together to build a better future for our Phoenix Community. Policy Scope This document covers how Phoenix will manage its asbestos management responsibilities. This document does not cover asbestos containing materials located within leaseholder properties. Policy Statement Phoenix is committed to achieving compliance against all of its statutory, regulatory and asbestos management responsibilities. Phoenix will take all reasonable steps to control the risk of asbestos containing materials within all of its properties, assets and land including communal areas of blocks and flats. Phoenix will maintain an Asbestos Management Plan. This Asbestos Policy, an Asbestos Register and Asbestos Procedures will constitute the Asbestos Management Plan. Phoenix will implement its Asbestos Management Plan by employing operational staff and providing appropriate training, skills and resources needed to safely manage asbestos. Policy Detail Section 1- Managing Asbestos 1.1 Phoenix will maintain an ongoing planned programme of asbestos surveys and re-inspections, ensuring that an asbestos survey is attempted for each individual property every 2 years to locate any asbestos containing materials. 1.2 Phoenix will develop an appropriate access procedure for dealing with re-inspections. 1.3 Phoenix will monitor the Asbestos Register to ensure that attempts to gain access for re-inspection are happening in a timely manner.

2 1.4 Phoenix will conduct a risk assessment following each asbestos survey to decide which management action is appropriate. 1.5 Phoenix will assign a risk score to identify high, medium, low, and very low risk materials to make decisions on where to target remedial actions. 1.6 Phoenix will attempt to re-inspect higher risk materials more frequently than those with a lower risk. 1.7 Phoenix will use the Asbestos Register to record all recommended remedial actions to be taken and will update it once remedial action has been completed. 1.8 Phoenix will ensure that asbestos containing materials that pose a significant risk to health shall be removed or encapsulated. 1.9 Phoenix operates a general policy of managing materials in good condition rather than removing them Phoenix will ensure that asbestos containing materials remaining in situ are managed so that the risk to health is minimised Phoenix will develop a procedure for when it does and does not label asbestos containing materials that are left in situ Phoenix will only use licensed and competent contractors to carry out asbestos surveys, analysis and remedial work. All contractors will be subject to Phoenix s approval procedures Phoenix will ensure that any contractor who it appoints to work on the fabric of its buildings have suitable and sufficient procedures in place for their own asbestos management Phoenix will ensure that any contractor who it appoints to work on the fabric of its buildings receive instructions on how to report any asbestos containing materials to Phoenix. Section 2- Emergency Action Plan 2.1 Phoenix will ensure that it has an emergency plan in place to deal with any disturbance of asbestos containing materials that pose an immediate and significant risk of harm. Section 3- Asbestos Register and Database 3.1 Phoenix will maintain an Asbestos Register that contains the results from all of its asbestos surveys, including the location, form, condition and risk level of any asbestos containing materials. 3.2 Phoenix will ensure that the Asbestos Register is made available to employees for them to share the information with anyone planning or carrying out work on Phoenix s properties.

3 3.3 Where the asbestos information against a property has been drawn from cloned information the Asbestos Register will indicate that clearly. Section 4- Training 4.1 Phoenix will develop an asbestos training plan for all staff that have specific or general responsibilities under this policy, or supporting operating procedures. 4.2 Refresher training will be given to all Phoenix staff who require asbestos training on a periodic basis. 4.3 Phoenix will ensure it has an available source of expert asbestos advice. 4.4 Phoenix will clearly identify individuals, and the responsibilities they have, to help it manage its risks from asbestos. 4.5 Phoenix will make available to employees the location of any asbestos containing materials in the offices they work in, if there is a risk they will disturb them and how to report any damage. 4.6 Anyone undertaking asbestos surveys on behalf of Phoenix must as a minimum hold one of the relevant British Occupational Hygiene Society (BOHS) qualifications, S301, P402 and P405 with three to five years experience. 4.7 When Phoenix uses external consultants or organisations it will only use those accredited by UKAS and accreditation ISO for surveying and analytical services. Section 5- Communication and Information 5.1 Phoenix will develop a communications plan that sends out a positive message to ensure all residents are fully aware of the known asbestos materials in their home and issues surrounding asbestos. 5.2 When requested, Phoenix will send residents copies of the asbestos information they hold on their home. 5.3 Phoenix will openly share the information from its Asbestos Register with Phoenix Staff, Residents and Contractors. 5.4 Phoenix will expect residents to share their asbestos containing materials information with anyone who they instruct to do work on their home. 5.5 Phoenix will inform the residents of any intended asbestos works likely to affect them. 5.6 Phoenix will ensure that when planning asbestos related works, the needs of residents and members of the public are considered.

4 5.7 Phoenix will consult with its employees on matters that affect their health and safety and consult with its employees on the development of this policy and the supporting working procedures. 5.9 Phoenix will make residents aware of the risks of asbestos containing materials within their home through their Tenant s Handbook, Phoenix s website and an Asbestos Safety booklet, including an easy read version Phoenix will make residents aware of their responsibility to request written permission from Phoenix to carry out any improvement works to their home. Section 6- Legislation 6.1 Phoenix recognises its duties and responsibilities under current legislation, related codes of practice and guidance concerning the management of asbestos, including: The Control of Asbestos Regulation 2012 HSG 264 Asbestos: The Survey Guide The Health and Safety at Work Act 1974 The Management of Health & Safety at Work Regulations 1999 The Construction Design and Management Regulation 2015 The Defective Premises Act 1972 in England and Wales Section 7- Key Performance Indicators 7.1 Phoenix monitors performance related to asbestos management by maintaining a series of key performance indicators, including: Section 8- Review Percentage of properties with a completed asbestos survey at end of period Percentage of remedial work not completed within agreed date The number of all asbestos surveys that are at tolerable risk levels The number of all asbestos surveys that are above tolerable risk levels 8.1 Phoenix will review the asbestos policy and supporting procedures once every 3 years, or sooner if required by legislation or related changes. Reference to other documents and associated policies and procedures Including: Health & Safety Statement of Intent

5 Definitions Term/acronym Description Resident includes Tenants and Leaseholders Document Type: Policy Title: Asbestos Management Policy Author Specialist Services Manager Department Owned By Property and New Business Equalities Impact Assessment: No Approval Date: Approved By: Board Implementation Date : Status: FINAL Version No: V3 Last updated: Issue Date: File Path: S:\ Policy and Procedure Manual\ Asset Management\Asbestos\ Policy