1. The licence holder will provide to Portsmouth City Council (The Council) copies of the following documents on, or within, 2 weeks of each anniversary of the granting of this licence:
- a) A current certificate certifying the safety of the landlord’s gas appliances and installations (if present).
- b) A current certificate of service demonstrating the proper operation of the fire alarm system(s).
- c) Details of visual inspection and testing of the fire alarm system by the licence holder.
- d) A current certificate of service demonstrating the proper operation of the emergency lighting system (if present).
- e) A current PAT certificate (electrical appliance safety certificate) for appliances provided by the landlord (if required).
2. With the exception of item (c) above, all these documents are to be provided by a competent person (for example a qualified Electrician who is a member of a recognised Electrical association, or a member of Gas Safe association with regards to gas safety certificates. A register of competent persons is available.
3. A copy of the following documents shall be displayed in the HMO to which all tenants and leaseholders have access:
- a) this licence, and the conditions attached thereto;
- b) the manager’s contact details; and
- c) the procedure for notifying the manager of any emergency and other complaints concerning the property and details of how the manager will address them.
4. Where the Licence Holder is out of the country for more than two weeks and for less than four weeks, there must be emergency arrangements in place for the tenants to be able to arrange emergency repairs. These arrangements must be provided to the tenant. Where the Licence Holder is out of the country for more than four weeks at a time, there must be a named managing agent or alternative person who can arrange repairs. This person must be named on the application form and must be a “fit and proper” person. These arrangements must be provided to leaseholders/occupiers.
5. *The licence holder must comply with any waste management scheme, introduced by the local housing authority in respect of the storage and disposal of the household waste from the property pending collection.
The Licence Holder must give new leaseholders information on disposing of all refuse and recycling in an appropriate manner and at the appropriate time including:
- The collection days for the refuse and recycling
- Details on what they can and cannot recycle
- How they can dispose of bulky waste and the penalties for fly tipping
The Licence Holder must ensure suitable and adequate provision is made available at the start of a lease for storage of refuse generated in the property.
The Licence Holder must make supplementary arrangements for the disposal of refuse from the house as may be necessary. In particular any rubbish or goods left in the front or back garden or the pavement in front of the property should be removed. Where the leasehold agreement places responsibility on the leaseholder for garden maintenance, the Licence Holder must provide for garden waste collection by purchasing appropriate bins and payment of collection charge.
6. Any alteration to the electrical wiring must be completed by a competent fully qualified Electrician as mentioned in section
7. *Ensure that a smoke alarm is installed on each storey of the property on which there is a room used wholly or partly as living accommodation. The Licence Holder must keep all alarms in proper working order and supply the Council, on demand, with a declaration by him as to the condition and positioning of any such alarm.
8. *The licence holder is required to ensure that a carbon monoxide alarm is installed in any room in the house which is used wholly or partly as living accommodation and contains a fixed combustion appliance other than a gas cooker, and that these are kept in proper working order. Further, a licence holder will be required to supply the local housing authority, on demand, with a written declaration by him as to the condition and positioning of such alarm.
9. *The licence holder is required to ensure that furniture made available by him in the communal parts are in a safe Further a licence holder will supply to the local housing authority on demand, with a written declaration by him of the safety of such furniture.
10. *The licence holder is to ensure that every electrical installation in the communal parts of the property are in proper working order and safe for continued use; and to supply the authority, on demand, with a declaration by him as to the safety of such installations.
Ensure that an electrical installation condition report dated within the last five (5) years is submitted to the Council on application for a licence. If the current report expires during this licence term, ensure the new report is submitted. A valid electrical condition report must be in place for the property for the duration of the licence (there should be no gaps in between certificate dates). The report must detail the condition of the fixed electrical installation of the property, Carry out any remedial works identified on the report and submit evidence to the Council upon completion. The report must be issued in accordance with the latest edition of the BS7671 Regulations for Electrical Installations, as issued by the Institute of Electrical Engineers. The inspection, report and all electrical work must be undertaken by qualified electricians registered and assessed by a UKAS accredited Certification Body to A1.2 of the IET Electrotechnical Assessment Scheme. The register of competent persons is available here.
11. The licence holder will provide to the council copies of all the current leasehold agreements, on demand.
12. The licence holder (or the property manager) shall attend the property at frequent intervals. The frequency of the inspections will be determined by Portsmouth City Council and the licence holder. The purpose of the inspections is to:
- a) Ensure the proper management of the property;
- b) Ensure compliance with The Licensing and Management of Houses in Multiple Occupation (Additional Provisions) (England) Regulations 2007 (Statutory instrument 1903).
- c) Ensure the property is maintained in such a condition that category 1 hazards, within the meaning of Part 1 of the Housing Act 2004, are not present or quickly eliminated.
13. The licence holder shall supply all leaseholders and occupiers of the house, the name and contact details of the management company of the communal parts of the property and to display the information in a suitable position in the communal areas.
14. The licence holder is required to notify the Council of any changes to the property, including structural alterations, changes to the ownership or management, or events that may affect the fit and proper person status of the owner, licence holder or manager, which may affect the licence.
15. The licence holder (or his manager) will attend the property as may be reasonably necessary for the purposes of inspection by the council.
16. The licence holder must provide the occupants of adjoining properties with appropriate contact details in case of an emergency or to enable them to inform the licence holder of problems affecting their properties.
17. The licence holder must inform the Council if they no longer reside at the address given and provide the Council with the new address details within 21 days.
18. The licence holder must inform the Council if there is a change in managing agent, within 21 days.
19. If the licence holder is a managing agent they must inform the Council if the person who is specified as the main contact ceases to be employed by them and inform the Council of a new contact, within 21 days.
20. If the licence holder is a managing agent they must inform the Council if they cease to have an interest in the property, within 21 days.
21. A written record of visual inspections of the property undertaken by the licence holder relating to the overall condition of the property and Management Regulations shall be maintained by the licence holder and produced to the council when requested.
22. On request produce to the local housing authority for their inspection a written copy of the Fire Risk Assessment. (Reviewed annually)
23. The licence holder and/or manager shall attend a specified training course if and when required to do so by the Council. (The arrangements for this will be by negotiation, but an unreasonable failure to attend such a course will be a breach of the conditions of licence).
24. The licence holder is to ensure that any works carried out at the property are done so with due regard to the comfort of the occupying
25. Where an Energy Performance Certificate (EPC) is required for the property, on demand submit to the Council an energy performance certificate stating the property has a minimum energy efficiency standard of an E-rating. The person issuing the certificate must be an Approved Energy Assessor qualified to undertake such inspection and testing. If the property is exempt from the Minimum Energy Efficiency Standard, on demand provide details of the registered exemption.