Christmas and New Year in a block of flats: what resident directors should arrange now
Christmas and New Year can be a difficult time for a block of flats. Offices close, contractors take time off, bin collections change and the first cold spells arrive just as many residents are away. Most problems over the holidays are avoidable if the arrangements are agreed in November rather than in the last week before Christmas. Here is what resident directors, RTM companies and freeholders should put in place now.
1. Know the dates
In England and Wales this year, the bank holidays fall on Friday 25 December, Monday 28 December (the substitute day for Boxing Day) and Friday 1 January. Many contractors and offices close for longer than that. Ask your key contractors now when they will be closed and how they handle emergencies in the meantime.
2. Confirm out-of-hours and emergency cover
Residents should never have to guess who to call when water is coming through a ceiling on Boxing Day. Before the holidays, check:
who residents contact out of hours, and that the number is answered;
which contractors cover emergencies for plumbing, electrics, lifts, door entry and glazing;
that the details are on the communal noticeboard and sent to every resident by email.
3. Keep communal decorations safe
Decorations in communal areas are a nice touch, but they must not create a fire risk or block an escape route. Under the Regulatory Reform (Fire Safety) Order 2005, the fire risk assessment covers the common parts, so decorations need the same care as anything else in them.
Escape routes: trees and displays should never sit in stairwells, narrow corridors or in front of exits.
No naked flames: candles and open flames have no place in communal areas, whatever the celebration. A short reminder to residents about taking care with candles in their own flats is worthwhile too.
Lights: use lights in good condition, avoid trailing leads across walkways and switch them off overnight.
Fire doors: decorations must not stop fire doors closing fully, and doors should never be wedged open.
4. Plan for bins and extra waste
Councils usually change collection days over the holidays, and the volume of packaging rises sharply. Check the council's revised dates, tell residents when they change, and remind them to flatten boxes and not to leave bulky items in the bin store.
5. Prepare for empty flats and cold weather
Many flats are empty over Christmas. Ask residents who are going away to leave contact details, to say who holds a key, and to keep the heating on low. If a leak starts in an empty flat, being able to reach the owner quickly can save the flats below from serious damage.
6. Time contractors and works sensibly
Avoid starting planned works in the week before Christmas unless they can be finished or made safe before the break. Check that cleaning and other regular contracts have agreed holiday schedules, so communal areas are not left for two weeks.
7. Tell residents what to expect
One clear notice in early December, covering emergency contacts, office closure dates, bin collection changes and a reminder about decorations and candles, prevents most of the calls and complaints that follow the holidays.
How we can help
We arrange holiday cover, contractor contacts and resident notices for the buildings we manage, so directors are not left handling emergencies over Christmas. Contact the Temphis team to talk about how we can support you and your building.