Our clients often ask ‘what are the minimum building maintenance requirements to stay within the law’. We think this mainly stems from recent high profile cases where employees have been held libel for mistakes and have not been able to hide under a corporate umbrella. Also, the small print in many insurance policies is getting more and more particular about some of these things. Looking on the web, there is no up to date summary of the building maintenance requirements, so I though I would write one myself.

Before I do that, it is worth explaining the difference between statutory maintenance and that recommended by manufacturers or codes of practice.

What is a statutory maintenance requirement?

A Statutory test or inspection is one required by law. It is not negotiable and most be complied with. Failure to comply will result in a large fine and possibly a custodial sentence for the person or persons responsible for the failure.

What is recommended maintenance requirement?

These are maintenance activities that we recommend for you building based on good practice and British Standards

Below is a summary of the statutory building maintenance requirements to stay within the law:

Air Conditioning

Have an air conditioning maintenance plan in place. Frequency depends on weight of refrigerant.

every 12 months (for buildings over 3 kg refrigerant)

every 6 months (for buildings over 30kg refrigerant)

every 3 months (for buildings over 300kg refrigerant)

European Union F-gas Regulation No. 842/2006

Gas Equipment

All commercial gas appliances to be inspected annually.

Gas Safety (Installation and Use) Regulations 1998

Water/ Legionella

A valid Legionella Risk Assessment in place. These are valid for 2 years. Monthly testing of water temperatures. A ‘responsible person’ should be identified and suitably trained. Health and Safety at Work Act 1974 and Control of Substances Hazardous to Health Regulations 1988

Emergency Lights

System must undergo a 3hr drain down test on an annual basis after which a level of 1.0 lux, is required at floor level for defined escape routes. Monthly temperature tests are also recommended.

The Regulatory Reform (Fire Safety) Order 2005

Fire Systems

A Fire Risk Assessment must exist and be reviewed at regular intervals. A ‘responsible person’ should be identified and suitably trained. All Automatic fire detection systems are required to be tested and maintained. Record keeping of service visits / inspections and weekly “Bell testing” should be kept.

The Regulatory Reform (Fire Safety) Order 2005

Lifts

All lifts provided for use in work activities are thoroughly examined by a competent person at regular intervals.

The Lifting operations & lifting equipment regulations 1998 (LOLER) Regulation 9.

Lightning Conductors

All lightning conductors and earth grounding installations should be visually inspected and tested at regularly fixed intervals, preferably not exceeding 12 months.The testing is carried out to BS 6651.

Section 5 of Electricity at Work Act 1989

What are the penalties for non-compliance?

These can be huge for your and your company, ranging from fines and imprisonment. These maintenance activities have been proven to save lives and reduce injury. Hence why they have been written into law.

Peter Hunter is a Director at Air Intelligence Ltd. With 25 years experience in commercial air conditioning and heating in London and the Home Counties. Located in Reading(see Air Conditioning Reading).

Peter Hunter is a co-director at http://www.airintelligence.co.uk which has 25 years experience installing air conditioning, ventilation, commercial heating, computer room design and fire detection. Read more at http://www.airintelligence.co.uk/air-conditioning-reading/

Author Bio: Peter Hunter is a Director at Air Intelligence Ltd. With 25 years experience in commercial air conditioning and heating in London and the Home Counties. Located in Reading(see Air Conditioning Reading).

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