1 Portesbery Road
Camberley, Surrey
GU15 3SZ
Tel: 01276 509306
Fax: 01276 761076
Email:
Website: www.labourproviders.org.uk
March 2015
Member Brief No. 138
Accommodation Standards Audit Checklist
Introduction
This Brief provides an Accommodation Standards Audit Checklist for use by members to assist them where:
· They offer accommodation to workers, in auditing the standards of such provision;
· Service providers provide accommodation to their workers, in auditing the standards of such provision;
· Clients provide accommodation to the labour provider’s workers, to assist the client in auditing the standards of such provision;
The ALP also provides the following guidance to members that provide accommodation to workers:
ALP Member Brief No 137 - Guidance on Model Licence Agreement for Shared Accommodation
ALP Member Brief No 132 - Accommodation and the Minimum Wage
The relevant Gangmasters Licensing Standards which apply are:
4.1 (Critical – 30 points): Quality of Accommodation
A licence holder who provides, or effectively provides, accommodation must ensure the property is safe for the occupants.
4.2 (Major – 8 points): Licensing of Accommodation
A licence holder who provides, or effectively provides, accommodation must ensure the property is properly licensed or registered:
A licence holder who provides accommodation in Scotland must be registered with the local authority as a private landlord.
Other sources of information on private renting include:
· Owning and Renting a property - https://www.gov.uk/browse/housing-local-services/owning-renting-property
· Licensing of Houses in Multiple Occupation in England - A guide for landlords and - https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/15652/HMO_Lic_landlords_guide.pdf
· Renting Scotland - https://rentingscotland.org/
· Private Renting Northern Ireland- http://www.nihe.gov.uk/index/advice/renting_privately.htm
· National Minimum Wage and Accommodation Offset - http://webarchive.nationalarchives.gov.uk/+/http:/www.berr.gov.uk/files/file38769.pdf
· Shelter Housing and Homelessness charity - http://england.shelter.org.uk/home
· Landlord Law - http://www.landlordlaw.co.uk
· Housing Health and Safety Rating System Guidance for Landlords - https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/9425/150940.pdf
Accommodation Standards Audit Checklist
Company requesting auditCompany representative
Persons Present During Inspection / Persons Reviewing Audit
Name / Name
Email / Email
Name / Name
Email / Email
Auditor Details
Name
Company
Telephone no. / Email
Date of inspection
Accommodation Details
Accommodation Address
Company providing accommodation
Site Manager/Landlord Name
Site Manager/Landlord Address (if different from site/HMO)
Contact information
Type of accommodation (tick as appropriate) / Is all Licensing/Registration in place (ü / O / na)
Single accommodation site / House in Multiple Occupation (HMO)
Multiple unit accommodation site / Large House in Multiple Occupation (HMO)
Shared Caravans / mobile homes / pods / A caravan site which requires licensing
Hostel – single rooms / In an area subject to selective licensing
Hostel – shared rooms / In Scotland, with local authority as private landlord
Shared house / flat
A / Resident’s Rights / Y / N / NA / Comments
1. / Is the accommodation provided or effectively provided by the worker’s employer?
2. / Where accommodation is provided to workers by the employer does the deposit, rent, utility bills or other charges made by the employer reduce pay below national or agricultural minimum wage?
3. / Have residents agreed and retained a detailed inventory of the accommodation utensils, equipment furniture etc. against which any deposit deductions may be made?
4. / Have the residents been provided with a copy of the Licence Agreement or Tenancy Agreement to retain?
5. / Where there is a Licence Agreement or Tenancy Agreement in place, is this appropriate to the accommodation provided?
6. / Where a deposit is required under a tenancy agreement, is this retained in a Tenancy Deposit Protection Scheme?
7. / Where accommodation is provided to workers by the employer is the period of notice required to end the agreement reasonable?
8. / Where accommodation is provided to workers by a labour provider is the period of notice required by workers no more than 10 working days?
9. / Are deposits returned when the tenancy ends?
10. / Other than in an emergency where immediate access is required. Does the landlord give at least 24 hours’ notice and visit at a reasonable time of day?
11. / Is there the opportunity to purchase food and other personal necessities from an accessible economic source?
12. / Are transport facilities available if a supermarket or good public transport to a supermarket is not available?
13. / Do workers raise any concerns regarding the accommodation provision
B / Multiple Unit Sites – External Site Standards / Y / N / NA / Comments
1. / Is the gateway minimum 3.1 metres wide with a 3.7 metres height clearance?
2. / Are emergency vehicle routes visible and clear of obstruction?
3. / Are carriageways at least 3.7 metres wide?
4. / Are warning notices about overhead electric lines displayed at site entrance and on line supports?
5. / Are overhead cables across roads at least 4.5 metres high?
6. / Are site pedestrian and traffic routes safe for residents?
7. / Are carriageways within 45 metres of all units and toilet blocks?
8. / Are each unit and toilet block connected to main carriageway by a footpath at least 0.75 metres wide, paved or surfaced with a suitable material?
9. / Are residents walking on mud or water within the site?
10. / Are site boundaries delimited on the ground by fencing or other means?
11. / Are designated parking areas sufficient? (<11 cars min 10 metres away from any unit / >10 cars min 18 metres )
12. / Is the site clear of machinery or other hazards that could endanger residents?
13. / Is there a minimum 6 metres between each unit?
14. / Do vehicles beside units compromise this 6 metre space?
15. / Are units a minimum 3 metres from site boundaries?
16. / Is the area under unit clear?
17. / Are units laying over hard standings which project min 0.9 metres outwards from unit entrance?
C / Multiple Unit Sites – Site Utilities / Y / N / NA / Comments
1. / Are water pipes and site drainage approved by the local authority as complying with relevant Building Regulations?
2. / Are units with cooking facilities connected to the water supply?
3. / Is the electrical, gas and water supply sufficient for the needs of residents?
4. / Is drainage in use for rain and surface water and hygienic disposal of foul water?
5. / Are static units with own plumbing system connected to foul drainage system and sealable when not in use?
6. / Is there adequate external lighting to enable people to see their way at night?
7. / Do units have approved electrical outlets?
8. / Have electrical installations been inspected once every 12 months or every 3 years if underground?
9. / Is appropriate site rodent control in place?
10. / Are fire extinguisher containers easily accessible in clear view and within 30 metres of every unit, clearly marked “FIRE FIGHTING EQUIPMENT” in letters 150 millimetres high?
11. / Are there 2 water (gas expelled) extinguishers each of 9 litres capacity complying with British Standard 5423:1977 at each fire point in an insulated container to protect from frost?
12. / Are fire assembly points safely positioned and clearly marked?
13. / Are notices in residents’ first language displayed in each residential unit and communal areas indicating; the action to take in the event of an emergency; Emergency numbers ; details of the competent persons to take control; full address of the premises and the OS map reference?
14. / Is a telephone readily available for emergency use?
15. / Is there first aid equipment available commensurate with the numbers of residents?
16. / Are site managers and supervisors trained in first aid?
D / Multiple Unit Sites – Site Communal Facility Standards / Y / N / NA / Comments
1. / Is there adequate internal lighting in all communal buildings to enable people to see their way at night?
2. / Are fire exits and routes well defined, clear of obstacles and able to be opened from inside without the use of a key?
3. / Are communal bins of non-absorbent material with a close fitting lid housed within a properly constructed store and emptied and cleaned at least once a week?
Communal Sanitary and Toilet facilities
4. / Are facilities less than 100 metres from accommodation units?
5. / Are the buildings of durable weatherproofed construction with interior heating in each unit?
6. / If used by up to 5 people, is privacy guaranteed?
7. / If shared by more than 5 people, are separate male and female facilities provided?
8. / Is there 1 WC per 10 females/males residents?
9. / Is there 1 urinal per 15 male residents?
10. / Are women’s WC facilities fitted with hygienic disposal of sanitary dressings?
11. / Is there 1 wash hand basin adjacent to toilet units with hot and cold water per 10 female/male residents?
12. / Is there 1 shower/bath per 10 female/male residents?
13. / Does shower/bath have plentiful supply of hot and cold water?
14. / Does shower/bath have adequate drying/changing space with shower curtains or doors for each shower cubicle?
15. / Are facilities cleaned daily?
Laundry Facilities - if launderette further than 1 mile
16. / Is there 1 industrial operated washing machine per every 20 people (can be coin operated)?
17. / Is there adequate storage and drying facilities for clothing and wet weather protective gear?
Communal Kitchens
18. / Are premises well-constructed and in good repair?
19. / Is the floor impervious and readily cleansable? Ordinary concrete must have a covering or be painted with a suitable floor paint?
20. / Are wall surfaces made of dust-proof, non-absorbent materials, smooth and readily cleanable without damage to the surface?
21. / Can the under surface of roof/ceiling be safely, efficiently and thoroughly cleaned?
22. / Is lighting of sufficient intensity to enable effective cleaning of the premises and food preparation?
23. / Is there natural or mechanical ventilation?
24. / Is there 1 cooker with 4 hobs, oven and grill per every 10 people?
25. / Is there 1 stainless steel sink connected to the drainage system via a suitable trap and drainer (minimum size 1000mm x 500mm) with a constant supply of hot and (potable) cold water per every 10 people?
26. / Is there a suitable worktop, minimum size 500mm x 1500mm with sufficient 13 amp electric sockets above worktop for supplied appliances?
27. / Is there a suitable splash back minimum 300mm high?
28. / Are toilets/bathrooms not directly accessible from a kitchen?
E / Individual Accommodation Unit Standards
For all accommodation types / Y / N / NA / Comments
Property
1. / Are premises structurally stable and in good general repair?
2. / Is the accommodation water and wind tight?
3. / Is there excessive damp or mould in the premises?
4. / Is access to accommodation safe, with non-slip steps and safety handrails if entrance is over 0.7 metres above ground?
5. / Are accommodation access doors lockable?
6. / Can unit locks be opened form inside without a key?
7. / Is the unit rodent proofed?
8. / Are bedrooms lockable?
Heating, Lighting Ventilation
9. / Does each room have sufficient natural light through a clear glazed window equivalent to 1/10 of the floor space?
10. / Is there sufficient electric lighting to all habitable and communal rooms, stairways and passageways?
11. / Are all habitable rooms ventilated directly to external air by a window?
12. / Are kitchens, bathrooms and WC's ventilated directly to external air by a window or by mechanical ventilation?
13. / Is ventilation in bathrooms operated from the lighting circuit?
14. / Is there permanent ventilation in rooms with gas heating appliances?
15. / Are there fixed heating appliances capable of heating the room to 18°C when outside temperature is -1°C?
16. / Are annual gas safety checks carried out by Gas Safe registered engineers?
17. / Do all electrical appliances supplied look safe and have at least the CE manufacturers (European law compliance marking?
18. / Is there an electrical inspection carried out by an electrician evidenced by a periodic inspection report (these are required every 5 years in an HMO).
19. / Is there an in date PAT (portable appliance test) sticker on the plug of each appliance?
Fire / CO2 Safety
20. / Are there smoke detectors?
21. / Are there carbon monoxide detectors?
22. / Are fire exits and routes well defined, clear of obstacles and able to be opened from inside without the use of a key?
23. / Is there a wall mounted minimum 1 kg powder fire extinguisher in a visually prominent position preferably near the unit’s entrance?
Fixtures and Fittings
24. / Are floor surfaces suitable and covered throughout?
25. / Do windows have suitable serviceable curtains?
26. / Do all soft furnishings comply with the Furniture and Furnishings (Fire)( Safety) Regulations 1988?
27. / Is the unit fitted with shelves, coat hooks and sufficient furniture?
28. / Does each person have a comfortable supportive bed with pillow and covers?
Cooking and food storage facilities
29. / Is there a cooker with a minimum of 4 burners/hobs (2 if a caravan) / Is there a grill and oven?
30. / Is there a stainless steel sink with plentiful and constant supply of hot and (potable) cold water?
31. / Is there dry food storage of 0.3 m3 per person?
32. / Is there refrigerated food storage of 0.15 m3 per person?
33. / Is there a suitable non-slip readily cleansable floor covering?
34. / Are there sufficient cooking utensils, crockery and cutlery supplied for the number of people?
35. / Are there are enough rubbish bins/bags?
36. / Are there suitable cleaning equipment and cleaning materials?
Bathrooms and WCs
37. / Is there a WC with wash hand basin for every 5 people?
38. / Are there WCs with wash hand basin in a separate compartment when >3 people?
39. / Are the walls and floor of WC reasonably smooth and of non-absorbent material readily cleanable?
40. / Is there 1 bath/shower for every 5 people in a suitable room with adequate drying and changing space?