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Keeping abreast of, and Evaluating Compliance With, Legislation and Other Requirements (CP16:V19:22/04/08)

  •  The following officers are responsible for ensuring compliance with the environmental legislation.
Category Legislation Responsibility for Compliance  How related to VHAHow frequently applicable How changes are monitored Proof of Compliance 
Water Water Resources Act (1991) Maintenance Surveyor (existing properties) / Head of Development /Head of Design (new build)
 When installing water supply Mostly in conjunction with new builds  New laws sent to VHA; Thames Water contacts inform; courses attended Thames Water check all and will not allow work to proceed if not signed off as compliant. The Environment Agency gives permission for works where they are needed and monitors VHA work. All works checked for contamination
  The Land Drainage Act (1991) Maintenance Surveyor(existing properties) / Head of Development /Head of Design (new build) If drainage needs replacing/renewing/repairing or for new build land  When problems arise or for new builds New laws sent to VHA; Thames Water contacts inform; courses attended Thames Water check all and will not allow work to proceed if not signed off as compliant. The Environment Agency gives permission for works where they are needed and monitors VHA work. All works checked for contamination 
  Water supply (Water fittings) Regulations (1999) Maintenance Surveyor / Works Manager Purchasing Frequently  Thames Water contacts inform; courses attended Thames Water check all and will not allow work to proceed if not signed off as compliant. The Environment Agency gives permission for works where they are needed and monitors VHA work. All works checked for contamination
Transport MOT emission tests Works Manager Fleet Vehicles Regularly  DfT website checked regularly, also press. Test places print emissions levels and what they should be. Records kept by Support Services Emissions tests (must pass). Records kept by Support Services 
  Department for Transport Regulations Works Manager New Builds must be close to transport routes Design/planning new builds Housing Corporation website checked regularly, also circulars and press Visual checks
  Housing Corporation Scheme Development Standards Head of Design New Builds must be close to transport routes Design/planning new builds Housing Corporation website checked regularly, also circulars and press Visual checks
Waste Environmental Act (1995) Works Manager / Head of Design / SHG
 Materials used on new builds, contamination and how disposed. Site choice. / Skips use and disposal; batteries; items dumped on VHA property or land; items and substances used by VHA.   New Build / Frequently Press and websites checked, and solicitors inform of changes. / Websites checked regularly for changes to regulations. Any changes fed back to staff, oiperational documents updated Spot checks on site, regular reports, compliance written into contracts. / Consignee Declarations; skips checked and ticked off daily; cameras in yard
  Environmental Protection Act (1990) Works Manager / Head of Design / SHG
 Materials used on new builds, contamination and how disposed. Site choice. / Skips use and disposal; batteries; items dumped on VHA property or land; items and substances used by VHA.   New Build / Frequently Press and websites checked, and solicitors inform of changes. / Websites checked regularly for changes to regulations. Any changes fed back to staff, oiperational documents updated Spot checks on site, regular reports, compliance written into contracts. / Consignee Declarations; skips checked and ticked off daily; cameras in yard
  Hazardous Waste Regulations (1996) Works Manager / Head of Design / SHG
 Materials used on new builds, disposal of waste. / Disposal of items and substances New Build / Frequently  Consultants inform of changes to materials allowed to use on new builds Compliance written into contracts. / Consignee Declarations; skips checked and ticked off daily; camera in yard
  Control of Asbestos at work (2002) Head of Surveying Identification, removal and management of asbestos from existing homes.  Quite frequently Croner, ARCA subscriptions; Trade press Onsite management by trained staff. Asbestos Register kept up to date. Type II survey documents monitored and kept
  Clean Air Act (1993) Works Manager / Head of Design / SHG
 No burning of substances by contractors on site. / Vehicle emissions tests; aerosol use New Build / Frequently  Emissions levels shown on test reports along with compliant levels Compliance written into contracts. / Emissions tests done. No aerosols used
  The Environmental Protection Regulations 2002 – Controls of Ozone Depleting Substances  Head of IT Refrigerants used in air conditioning units at Hanney and Abingdon.  The units need to be maintained through bi-annual checks which are carried out safely.  Regularly Office of Public Sector Information website and website of contractor who supplied, fitted and maintains our air conditioning units. Contract agreement with installer (CFES Ltd) to carry out checks and meet legislation.
Natural Environment Wildlife and Countryside Act (1981)  Head of Design / SHG Affects sites bought for new builds New Build Site investigations; press; websites; solicitors Site checks; written into contracts
  Protection of Badgers Act (1992) Head of Design / SHG
 Affects sites bought for new builds New Build Site investigations; press; websites; solicitors Site checks; written into contracts
  Vale Local Plan - Chpt 10 (AONB & SSSIs) Head of Design / SHG
 Awareness needed for new builds New Build Council notify of changes Planners are aware and will not allow development if not compliant
  Oxford Structure Plan Policy No. EN1 Head of Design / SHG
 Compliance needed in order to gain planning permission for new builds New Build Check website, press Planners are aware and will not allow development if not compliant
Built Environment Local Plan Head of Design / SHG Awareness needed for new builds  New Build (design) Development Team pass on details Planning supervisor ensures compliance
  The Building Act SHG / Head of Design
 Building Regulations - for design of new buildings New Build (design) Construction press, websites, email newsletters, seminars Approval rests on compliance
  The Housing Corporation's Sheme Development Standards SHG / Head of Design
 Funding rests on achieving standards - internal and external design, efficiency New Build (design) Housing Corporation website indicates changes Ratings indicate whether standards achieved
  Construction and Design Management Regulations SHG / Head of Design
 Awareness needed for new builds (health and safety) New Build (design) Planning Supervisor advises Planning Supervisor ensures compliance - suitable contractor and risks mitigated
Energy Consumption The Building Act Director of Property Services Structural repairs or alterations and new builds must comply Quite frequently Seminars, trade journals, circulars, press meetings Clerk of Works and Building Surveyors inspect sites
  Warm Homes and Energy Conservation Act (2000) Director of Property Services Fuel Poverty of Tenants Infrequently Publications, press, website of DTLR Improved when properties become void - monitoring SAP ratings show improvements
  Energy Performance Directive Director of Property Services Developers must issue Energy Performance certificates for all new builds New Builds  technical Publications (building), ABE building engineer; HouseMark; NHF Steering Group SAP Assessments; certificates issued by developers 
Purchasing COSHH (1994) Health & Safety Group (Personnel Manager)
 Substances used by VHA Frequently COSHH updated regularly and each substance purchased is checked against COSHH regulations. COSHH sheet produced  COSHH sheets
  Health and Safety Act (1974) Health & Safety Group (Personnel Manager) Substances and practices used by VHA Frequently Risk Assessments; Health and Safety Group meetings Health and Safety Group meets regularly; Risk Assessments kept on file 
  • Each of the above mentioned staff should keep up to date with such changes in the legislation through the following sources:
    • Croner subscription 
    • Technical journals/ trade press 
    • Liaison with regulators 
    • Conferences, training and workshops 
    • Useful websites (list available in the library section on the Intranet)

  • Staff should inform their Green Team representative of any changes in legislation using the Change in Legislation form available on the environmental page of the Intranet. This will then be fed back to the Green Team through the standard agenda item, “Changes to Legislation or Other Requirements”.

  • In order to evaluate compliance with legislation and other requirements, the staff named in the table above will be asked to complete an annual self certification statement using the “Legislation Compliance Statement” form available in the Environmental section of the Intranet. This will explain what has been done to ensure that the association continues to comply with each piece of legislation or requirement. A sample of these statements will be audited through the internal audit process.

  • If someone is unable to state we comply, the reasons why including any planned or corrective action should be included in the statement. Progress will be followed up through Green Team after 6 months.

  • The Communications and Research Assistant will summarise the information given in these statements using the form, “Summary of Legislative Compliance.” This will form part of the Annual Management Review.