Issue - meetings

Purpose of Report

To propose the introduction of a Management of Communal Area’s Policy.

Decision

That the introduction of the Management of Communal Area’s Policy be approved.

Alternative Options Considered and Rejected

None.

Reasons for the Decision

At present the Council did not have a Management of Communal Area’s Policy.

The Management of Communal Areas Policy as detailed at Appendix 1 to the officer’s report, set out the approach that the City of Lincoln Council (CoLC) would take to manage enclosed communal areas and the areas that immediately surrounded blocks of flats. The policy applied to both tenants of the Council, also leaseholders and anyone that visited or lived with a tenant or leaseholder. The policy also applied to tenants in General Housing properties as well as those in Sheltered Accommodation.

It was noted that the Communal Areas Policy, also included an additional subsection on service delivery and complaints at pages 9/10, not included as part of Appendix 1.

The reasons why a Communal Area’s Policy was required were outlined at paragraph 4.1 of the officer’s report as follows, to:

·         ensure the health and safety of all persons lawfully using communal areas

·         ensure that all repairs and maintenance, including cleaning, was carried out on communal areas 

·         allow communal areas to be used in the best possible way for the benefit of all tenants, leaseholders, staff, and visitors

·         explain what measures the Council took to monitor or control communal areas

·         ensure all communal areas could be used safely where required in the event of an emergency or evacuation

·         give clear advice to residents to maintain safety in across access routes in the event of an emergency 

The Council would ask residents to keep internal/enclosed communal areas and the areas immediately surrounding entrances and exits clear of obstruction and/or items that may cause fire to be accelerated. The list of non-permissible items included:

·         Potential ignition sources such as storage of cardboard

·         Combustible materials such as garden furniture, artificial plants, plastic ornaments

·         Electrical items, including battery operated lights

·         Prams, buggies and bicycles

·         Washing lines, wall mounted or strung wall to wall

·         Items which may result in escape routes being narrowed such as, items of furniture, ornaments

·         Any items on windowsills including plants

·         Mobility Scooters, where a designated storage facility does not exist

·         Items left within the communal area for disposal

·         Storage of personal items within the communal area

It was considered that a policy would have a number of benefits for all stakeholders including residents, council staff and members of the public. as outlined within the officer’s report.