Provision of Asbestos Information to Tenantsdemocracy.cambridge.gov.uk/documents/s4190/Item 12...

Cambridge City Council Repairs & Maintenance Service

Provision of Asbestos Information to Tenants HMB Briefing Note 8/3/2011

Introduction A member of HMB has asked a question concerning information

supplied to tenants about possible asbestos products in their homes. The full question is as follows - ”Concern has been expressed by a tenant about lack of information for individuals regarding possible asbestos products in their homes - the question arose after a visit by contractors. Could tenants be made aware of how they could obtain such information, and would it be possible for new tenants to be told on taking up the tenancy? There is some info about asbestos on the council’s website which refers to a database of asbestos whereabouts, which presumably means tenants could find out if they wished (they would need to know if they were planning to do DIY for instance). It occurs to me that, bearing in mind a lot of tenants are not online, it would be useful if that advice page could be reproduced in Open Door.”

A full answer and background to this question is set out below. The key points are: -

• New tenants are provided with information about asbestos in their home at the start of the tenancy

• There is a rolling programme of supplying asbestos information to all homes

• If tenants wish to find out more about asbestos in their homes, or have any concerns they should contact the Council

• An asbestos advice page could be added to a future edition of Open Door.

1.0 Background 1.1 In 2004 a programme of asbestos sampling was undertaken in the

communal areas of flats and also within individual homes.

1.2 Prior to any survey working being undertaken within the homes, the properties were sorted into ‘archetypes’. These archetypes are more sophisticated than the usual archetypes used. The following factors were considered when creating the archetypes; type of home (bungalow, flat, house) ages of the property, the number of bedrooms, floor area of the home, method of heating the home, insulation to the

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home and double glazing.

1.3 From the 7,500 homes within the Council portfolio of property at the time of the achetyping it was established that there were 243 core archetypes. There were a further 500 properties which could be classed as unique this included properties such as Cemetery Lodge on Newmarket Road, Cherry Hinton Lodge and the like.

1.4 Surveys were then undertaken within the archetype groups, there was an aim for approx. 10% of each archetype to be surveyed. The surveys undertaken in 2004 were Type II surveys. A Type II survey looks at the surfaces visible and where these cannot be readily identified as a material such as glass, brick, timber a sample is taken for analysis by a laboratory. No destructive methods are employed.

1.5 Following the survey, the results were collated to ensure that they were consistent and then these results were cloned across to the rest of the archetype within that group.

1.6 In relation to the unique properties some of these were surveyed but others where access was not possible where given a ‘worst case’ report or used a report from a similar property.

2.0 Using the Information Gained in 2004 2.1 The information contained within the 2004 survey has been used in a

variety of ways;

2.1.1 • Access to the webserver that contains the data is provided to planned works contractors to ensure that they are aware of potential asbestos within properties before commencing works (Appendix A);

2.1.2. • Information can be downloaded from the webserver and stored

in the response works system so that the asbestos information is printed onto the job tickets (Appendix B);

2.1.3 • In 2007 a programme was commenced where an A3 laminated

sheet (Appendix C) was installed into void properties beneath the sink prior to the home prior to the tenants moving in. A system is in place to also provide the information to the tenants at the point at which they sign the tenancy (Appendix C1).

2.2 The Audit Commission report in 2008 into Landlord Services made the following comments; “The approach to asbestos is generally sound. Asbestos information has been gathered through the stock condition surveys, and is held on a web based management information system, although there are some issues in keeping this updated following any work in relation to asbestos. Staff and contractors have access to the information and



are trained to recognize asbestos and what action to take. Policies and procedures are in place with asbestos being removed or managed depending on the risk. Information for residents on asbestos is not sufficiently comprehensive. General information is available in the Tenants Handbook, and residents are informed about asbestos as part of the improvement works. New tenants have laminated sheets left in their new home explaining where there is asbestos in the property. However, it is not property specific for other residents. The Council has recognized this and is exploring ways of improving its approach, including for example rolling out the laminated sheet to all properties. In the meantime the lack of information could pose a risk to some residents”. Reference 1

3.0 Developments Since Audit Commission Report 3.1 Following these comments the laminated sheets are also being

installed following completion of planned works (e.g. disabled adaptations, new kitchen and bathroom installations) however due to the time taken for electrical and boiler installations it is not possible for these to be accommodated at this time.

4.0 Changes in Regulations 4.1 The Health & Safety Executive revised the regulations in relation to

asbestos surveying and sampling in 2010, and clarified the requirements for social housing.

4.2 The asbestos surveys where redefined from Type I, II, III to Management Surveys; Management Surveys with Samples; and Refurbishment and Demolition Surveys.

4.3 All the data held by Cambridge City Council is now classed as “Management Surveys with Samples.” As such this data is insufficient to progress maintenance work, where Refurbishment and Demolition Surveys are required.

4.4 The HSE issued guidance to social housing providers that recognised the significant challenges faced by social housing providers by the vast scale of properties within portfolios. The guidance suggested that a desktop study be undertaken to establish the probable asbestos status of all the properties. Management surveys should then be undertaken to establish the asbestos known to be in the properties.

4.5 The HSE also recommend that the period when the properties are void is the ideal opportunity to carry out Refurbishment and Demolition



Surveys (a refurbishment / demolition survey employs some destructive methods, with samples being taken from all areas where material is suspected to have an asbestos content.) to form the basis of information to inform maintenance and refurbishment works. Appendix D pages 14 and 15 from HSG264 Asbestos the Survey Guide clarifies the position in respect of Social Housing.

5.0 Responding to HSE changes in legislation 5.1 The Council was extremely well placed to respond to the changes in

legislation. Having already archetyped the property portfolio and having the Type II information in place has satisfied the majority of the changes in legislation.

5.2 A programme of Refurbishment and Demolition Surveys to void properties was commenced in summer 2010. This information has been collated and compared to the Type II information already held with a view to ensuring that the data is consistent across the archetypes and enabling Archetypes to be classed as ‘confirmed’.

6.0 Current Strategy for Removal of Asbestos Products 6.1 At the void stage all asbestos insulation board where possible is

removed from the property. Any cement or bonded products is removed if they pose a significant risk (e.g. there is damage to the material).

6.2 When asbestos products are notified as being damaged these are risk assessed, and if the risk deems removal necessary this is undertaken.

6.3 Where asbestos products impede planned or day-to-day works these will be removed as part of the planned or day-to-day works.

6.4 There is a capital budget for the removal of asbestos, the majority of which is spent on planned removal works. Recently this has concentrated on communal stairways such as Lichfield and Neville Road. From 2011 onwards a three-year project will commence with removal to long-term occupied properties at Edgecombe Flats, with a consequent reduction in the number of communal areas undertaken.

7.0 Planned Progress 7.1 Additional Refurbishment and Demolition Surveys will be undertaken

to occupied properties to ensure that full compliance with the Regulations is in place for the new planned works contract (this could involve up to 1700 homes being surveyed in the first year).

7.2 7.3

Within the contract arrangements, the new planned works contractor will be required to ensure that asbestos information is left in the property after the completion of any works. Once sufficient information is gathered from the Refurbishment and



Demolition Surveys and the archetype can be confirmed, it would be ideal to issue asbestos information to all properties within the archetype, this would significantly speed up the programme. The solution maybe preferable to tie this into the cyclical decorations programme.

7.4

At the present time there are no plans to give tenants access to the Webserver containing the asbestos data. To enable this to happen, the Council would need to look at the security of the data and also invest resources in producing a report in a user –friendly format that would be suitable for tenants to download.

Appendices Appendix A: Sample Job Ticket Appendix B: Information for Planned Works Appendix C: A3 Laminated Sheet for Homes Appendix C1: Tenant Information Sheet Appendix D: Extract from HSG264: Asbestos Survey Guide References 1 http://www.audit-commission.gov.uk/housing/inspection/localauthority/reports/Pages/CambridgeLandlordservices.aspx?AIBID=155 Briefing Note prepared by Jenny Gibson - Asset Management Surveyor (Health & Safety) Contact: (01223) 457839 or [email protected]


mailto:[email protected]

Asbestos Architype Verification Report

Asbestos Architype Verification Report 15 EDGECOMBE,1037601500

Address

Report Incorrect Report Correct 15 EDGECOMBE , 1037601500 External

No Suspect Material Identified

Level 0 , N/A No Suspect Material Identified001 Bathroom , 001 Bathroom Sample No. Material Description Material

Extent Analysis Classification Hazard Correct?

K4567 Cistern 1 Nº Amosite Composite Slight Risk

CisternSample No. Material Description Material


K4566 Floor Tiles 5 m² No Asbestos Detected Floor Tiles Asbestos Not Detected

Floor TilesSample No. Material Description Material


K4565 Insulation Board 8 m² Amosite Board - Insulation Slight Risk

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Chrysotile

Insulation Board 002 Bedsit , 002 Bedsit Sample No. Material Description Material


K4568 Insulation Board 8 m² AmositeChrysotile

Board - Insulation Moderate Risk

Insulation BoardSample No. Material Description Material


AS K4566 Floor Tiles 8 m² No Asbestos Detected Floor Tiles Asbestos Not Detected



Floor TilesSample No. Material Description Material


AS K4565 Insulation Board 20 m² AmositeChrysotile


Insulation Board 003 Bedroom , 003 Bedroom Sample No. Material Description Material




Insulation Board 004 Hall , 004 Hall Sample No. Material Description Material






Insulation Board Survey Item Not Reviewed

Sample No. Material Description Material Extent Analysis Classification Hazard Correct?

AS K4566 Floor Tiles 6 m² No Asbestos Detected Floor Tiles Asbestos Not Detected

Floor Tiles005 Kitchen , 005 Kitchen Sample No. Material Description Material


13707a Insulation Board 6 m² No Asbestos Detected Board - Insulation Asbestos Not Detected


file:///N|/Committee/E-Reports/Housing%20Management%20Board/110308/Item%2012/Appendix%20C%20A3%20Laminated%20Sheet%20for%20Homes.htm

A3 Layout ASBESTOS INFORMATIONAsbestos materials only pose a risk when they are damaged and fibres contained within

are released into the air.

15 EDGECOMBE1037601500

Level 0 001 Bathroom Cistern

Level 0 001 Bathroom Insulation Board

Level 0 002 Bedsit Insulation Board

Level 0 002 Bedsit Insulation Board

Level 0 003 Bedroom Insulation Board

Level 0 004 Hall Insulation Board

This Information shows areas of asbestos in your property. You should not disturb these materials in any way, i.e. do not undertake DIY to these areas. If they have been damaged please contact Housing Office and state that you believe you have some damaged asbestos in your property. You should not wilfully damage asbestos in your property with the intention to have it removed. You will be charged for the remedial actions to make the asbestos safe. Note to contractors: If your works order requires you to work on any of the materials shown above as asbestos containing materials you should not commence work and seek further advice from your supervisor, in the event that you have started work please stop work and contact the technical services surveying team urgently. Photographs are indicative only to give an indication of the visual aspects of the identified material and may not be generated from the actual property, if identical material is identified more than once in the property the photograph will be repeated.

Printed By Jenny Gibson 3 March 2011

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NEW TENANT ASBESTOS INFORMATION


EDGECOMBE 15 EDGECOMBE 1037601500Asbestos was used extensively as a building material in Great Britain from the 1950s through to the mid 1980s. Although some of this material has been removed over the years, there are many thousands of tonnes of asbestos still present in buildings. It is estimated that over half a million non-domestic premises currently have some form of asbestos in them.

General information about asbestos

Q. What is asbestos? A. Asbestos is a naturally occurring fibrous material and has been used for about 150 years on a large scale. It is versatile,

plentiful and ideal as a fire-proofing and insulation material.

Q. Why is it dangerous? A. If you inhale asbestos fibres (which are long and thin) they can become lodged in the tissue of your chest and your body’s

natural defences may not be able to easily break them down. This can lead to lung diseases (mainly cancers), particularly if you are repeatedly exposed to fibres over a number of years.

Important: generally, asbestos is only a risk if you disturb or damage it and cause fibres to be released into the air. If asbestos containing materials are in good condition and in a position where they are not going to be disturbed or damaged then it is safer to leave them where they are and ensure that the risks are managed.

Q. What are the likely health effects? A. Exposure to asbestos can cause three main diseases:

Ø Asbestosis: irreversible scarring of the lungs; Ø Lung cancer: increased incidence, particularly if you smoke; Ø Mesothelioma: cancer of the lining of the lungs or stomach.

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Asbestos Information

Areas of Likely Asbestos in your Property

001 Bathroom

Cistern

001 Bathroom

Insulation Board

002 Bedsit

Insulation Board





002 Bedsit

Insulation Board

003 Bedroom

Insulation Board

004 Hall

Insulation Board





This Information shows areas of likely areas of asbestos in your property. You SHOULD NOT disturb these materials in any way, i.e. Do not undertake DIY to these areas. If they have been damaged please contact Housing Office and state that you believe you may have some damaged asbestos in your property.

You should not willfully damage asbestos in your property with the intention of having it removed. You will be charged for the remedial actions to make the asbestos safe.

The surveying team will probably visit the the property undertake a Risk assessment of the material to determine the necessary action.

Any Further Questions

Signed Name of Tennant Date

Signed New Tennant Advisor Date

Copy to Tennant/House file. If further questions forward to Jenny Gibson.


Provision of Asbestos Information to Tenantsdemocracy.cambridge.gov.uk/documents/s4190/Item 12...

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