A helpful guide Repairs and maintenance -...

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A helpful guide Repairs and maintenance If you need help understanding the informaon in this document, please contact us on 0300 365 1111.

Transcript of A helpful guide Repairs and maintenance -...

A helpful guide

Repairs and maintenance

If you need help understanding the information in this document, please contact us on 0300 365 1111.

Introduction

As your landlord, we are responsible for many of the repairs to your property. We want repairs to be done quickly, to a good standard and at a reasonable cost.

Our aim is to avoid unnecessary delays and to complete repairs in one visit wherever possible. You can help us to give you a quick response by providing as much information as possible when you report a repair.

If the correct job can be identified, an inspection may not be required and this will help us to complete your repair promptly.

How to report a repair

You can report a repair to our Customer Service Centre 24 hours a day, 7 days a week:

yy By telephone using our low cost 0300 365 1111 number - accessible 24 hours a day, every day of the year (Emergency calls only between 6am to 8pm and on bank holidays)

Repairs and maintenanceOur service to you

As our customer, you deserve an excellent service. Our ser-vice standards tell you what you can expect from us, our operatives and contractors.

If your experience does not match the standards we have set, or you feel we could improve on the service we provide, please let us know by calling 0300 365 1111.

We monitor our performance against these standards and publish the results in our Annual Report and on our website www.ovh.org.uk

Every year, we will review the quality of our services with you and make any necessary changes.

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yy In person to any OVH officer whilst they are on duty

yy In person at any OVH office locations

yy In writing to any OVH office locations

yy Via the OVH website using the repairs diagnostic tool (which helps customers identify the exact nature of repair faults)

yy Via email to [email protected]

When you report a repair, please be ready to provide the following information:

yy Your name

yy Your address

yy A telephone number where you can be contacted (if you can provide a home, mobile or work number it would be helpful)

yy Times when someone is usually at home to enable the repair to be carried out or an inspection made

yy As much detailed information as possible about the repair being requested

Repairs service standards

We will:

yy Respond to emergency repairs within 24 hours and within two hours if there is a threat to health, safety or security (including triage call to customer within 15 minutes of receiving repair request)

yy All non-emergency repairs to be commenced and completed within 10 working days of date of first appointment

yy Carry out an annual gas safety check on all OVH properties

yy Customers will be provided with an appointment at the earliest opportunity for when a non-standard, manufactured item or small projects can be supplied and completed

They will not:

yy Smoke, swear or play radios in your home

yy Enter your home without permission

yy Use pneumatic drills or other noisy appliances outside working hours

yy Leave tools in your home overnight

yy Use any electricity, vacuum cleaner, phone or any other appliances unless they have your permission; or use your drink-making or cooking facilities

We are able to confirm appointments by text if you provide a mobile phone number.

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Our operatives will:

yy Wear a photographic identity card when visiting your home

yy Explain how long they will take to complete their work and how it will affect you

yy Treat you and your home with respect, using appropriate covers and screening

yy Work in a safe way to ensure the safety of you and your family

yy Keep appointments with you and be on time

yy Be flexible about access to your home or working arrangements

yy Ensure your home is secure at all times and clean up when the work is completed

yy Tell you when it is necessary to cut off essential services and give you reasonable notice (providing temporary services if necessary overnight)

yy Make sure that bathroom fittings and kitchens are operational, clean and tidy at the end of the working day

We will assess our service standards by:

yy Reporting on the number of repairs completed on time

yy Reporting on the number of appointments made and kept

yy Reporting on the number of gas safety checks carried out

yy Maintaining an asbestos register for our properties

yy Keeping a record for all aids and adaptations and the progress made

yy Inspecting a sample of repairs to ensure a quality service

yy Once your repair is completed, you may be contacted seeking your views on the speed and quality of the work carried out. Spending a few minutes to answer these questions helps us to improve the way we work as we want all our customers to be very satisfied with the service we provide

Emergency repairs

An emergency is defined as something which could not have been foreseen and which could cause danger to your or others’ health and safety, or serious damage and/or destruction to property. We will respond to emergency repairs within 24 hours and within 2 hours if there is a threat to health, safety and security (including triage call to customer within 15 minutes of receiving repair request). A follow up appointment may be required to complete a full and proper repair during normal working hours. Consideration is given to our older or vulnerable residents in certain circumstances.

Emergency repairs include:

yy Total loss of electrical power

yy Unsafe electrical sockets or fittings

yy Total loss of heating in cold weather

Non-emergency repairs

These are less urgent repairs that can wait a short time; we will commence and complete the repair within ten working days of date of first appointment. Included within non-emergency repairs are minor problems with; toilets, baths, sinks, doors or windows sticking or broken (where your home is still secure), plaster repairs, tiling and brickwork.

Manufactured items and small projects

These include non-standard items such as gates and window frames that have to be made to measure, parts for lifts and intercoms. A visit may be required by a specialist operator, or to take measurements, or check which part is needed. Following a technical inspection, operatives acting on OVH’s behalf will provide customers with an appointment at the earliest opportunity for when a non-standard, manufactured item can be supplied and installed.

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yy Complete loss of hot water

yy Severe roof leak

yy Blockage of your only toilet

yy Blocked drain with sewage overflowing

yy Burst water pipe where the resident is unable to control or isolate the water supply

yy Minor water leak which cannot be contained and is likely to cause damage

yy Loose or falling brickwork or concrete likely to cause injury/damage

yy Boarding up a broken door or window

yy Loss of keys (if you have home contents insurance, this may be covered in your policy - if not you will need to pay for the cost of us gaining entry to your home and replacing the locks)

yy Total loss of water supply

If we deem the repair to be a non-emergency, you may be charged

Reinvestment works

Reinvestment works includes work to your home to ensure that it remains in good order, and provides safe accommodation for you and your family. For example external painting, kitchen renewals, bathroom renewals, re-roofing and new central heating. We will contact you prior to the work commencing.

Regular safety checks

As your landlord, we are responsible for completing regular checks to help make your home safe.

These include:

yy An annual gas safety check

yy An electrical safety check every ten years

yy An asbestos survey

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Who is responsible for repairs?

As your landlord, we have a legal duty to carry out certain repairs and services when needed.

Examples include:

yy Structural repairs - walls, roof, floors, stairs

yy Drains, gutters and pipes

yy External doors, windows, window sills/catches

yy Internal walls, floors, ceilings, doors, skirting boards

yy Sinks, basins, toilets, baths

yy Integrated garage, outhouses and store rooms

yy Electrical wiring, gas piping heating systems and water heaters

yy Central heating, chimneys, chimney stacks and flues

yy Boundary fences, walls and gates - only where they border a footpath, road or other public area

yy External paths and steps - only those classed as access routes

yy Communal areas in blocks of flats

yy Any external outhouse or connected part of the building within the curtilage of the building. OVH reserves the right to remove these facilities where they are unsafe or uneconomical to maintain

We expect that as time passes, normal wear and tear will occur to your home. However, should your home need a repair because of either neglect or damage either by you or your friends and family, this will be your responsibility. You can ask us to complete the repair, which we will charge you for, or you can employ your own tradesman, at your cost. You are also responsible for any repairs/rubbish removal necessary when you leave your home.

Your responsibilities

You are responsible for:

yy Keeping your home in a reasonable condition

yy Providing adequate descriptions when reporting repairs

yy Granting reasonable access to operatives working on behalf of OVH to carry out repairs

yy Gardening

yy Adjustment of internal doors

yy Repair or replacement of tenants own floor coverings

yy Internal decorations and decorative features such as architraves and picture rails, internal glazing, minor cracks or uneven surfaces to internal plastering work

yy Accessory items, including, light bulbs, wash basin and bath, plugs,

toilet seats, meter cupboard keys, radiator keys, curtain rails/blinds

yy Replacing damaged or lost keys or adding additional locks

yy Unblocking of sinks/toilets due to misuse

yy Prevent and controlling condensation

yy Managing infestations e.g. insects, rodents, bees and wasps

We rely on you to report any faults promptly and to provide access to our operatives to ensure that the repair/servicing can be completed within our agreed timescales.

For more information, please refer to your Tenancy Agreement.

You are also responsible for insuring the contents of your home. See our ‘Home Contents Insurance’ leaflet for more information.

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Improvements and alterations

Before you make any alterations to your home you must write to us for permission. We have to ensure that your home is not damaged or made unsafe as a result. In some cases you will also need Planning Permission or Building Regulations Approval from the local authority. An alteration is anything which is an addition or change to the property or its gas, electrical or water supply.

Examples of most common alterations are:

yy Moving/removing fitted units or doors

yy Plumbing in washing machines or other appliances

yy Building patios/extensions

yy Knocking down walls

yy Removing a gas fire or building a feature fireplace

yy Additional fencing and

changes to boundary walls

yy Off road parking

yy Satellite dishes

yy Insulation

Your rent will not increase as a result of any improvements that you make, but you will be responsible for the cost of the alterations and their future maintenance or repairs. If you do not obtain permission, you may be charged to repair or restore your home. Please be aware that if you leave your home, you may have to return the property to its original condition at your cost.

Decoration allowances

If we have completed major repairs to your property that have disturbed the decoration, we may be able to provide a decoration allowance.

These are assessed individually. See our ‘Compensation’ leaflet for details.

Keeping appointments

It is important that you keep any appointments that we make with you - if you do not, we will cancel the job and you will need to contact us again to rebook it. You may also be re-charged for missed appointments.

Damage to your belongings

If you have a major repair such as a burst pipe or a leak from a flat above you, and your personal belongings are damaged, we are not liable to replace them for you. This may be covered within your home contents insurance policy or that of the flat above. If you do not have insurance, we offer a low cost policy.

See our ‘Home Contents Insurance’ leaflet or call 0300 365 1111 for more information.

Ending your tenancy

Right to compensation for improvements

At the end of your tenancy you may qualify for a compensation payment, less an allowance for depreciation, for an improvement or alteration you carried out. You must have had written permission from us prior to any work being carried out. We will deduct any rent arrears or other debt you may owe us from the compensation.

See our ‘Compensation’ leaflet for details.

You will not be entitled to compensation if we have ended your tenancy through legal action.

Remember that someone else will be moving into your home. Please make sure that the property is clean, tidy, reasonably decorated and that all your unwanted belongings have been cleared, including any in the loft space. You will be charged for any items left that have to be cleared.

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Asbestos

Important!

If you think you may have disturbed asbestos containing material within your home, take the following precautions:

yy Close the door and keep away from the room/area

yy Call 0300 365 1111. We will arrange for our asbestos specialists to provide you with advice and we will visit your home within two hours to assess the situation

Asbestos is not something to be worried about, but you do need to be aware of the hazard it can present if it is not managed. This leaflet gives you useful information about asbestos. It explains what it is, where it might be found, why it might be a problem, and how we manage it.

What is asbestos?

Asbestos is a natural mineral found in rocks all over the world. Once it has been mined, asbestos rock mineral is crushed, which produces a material made of tiny fibres. Asbestos is resistant to heat and chemicals, it is also strong and flexible. This is why it was used in a wide range of building materials and household products.

There were three main types of asbestos used in the UK:

yy Crocidolite (blue asbestos)

yy Amosite (brown asbestos)

yy Chrysotile (white asbestos)

You can’t identify asbestos by the colour as it is often mixed with other materials.

Where can asbestos be found?

Any building built before the year 2000 may contain asbestos. There are thought to be about 5.5 million buildings in the UK that contain asbestos. From the 1950s to the mid 1980s, many building products are known to have been made with asbestos when they were manufactured. As most of our properties were built before the mid 1980s, many of them were built using asbestos containing materials.

What are the health risks of asbestos?

If there is asbestos in your home it is not something to be worried about. Asbestos containing materials in good condition are safe and do not pose a health risk. However, if asbestos fibres are inhaled they can cause serious diseases. That’s why it is important that you understand the risks and if you have asbestos in your home that you take precautions to prevent it from being disturbed.

Where might you find asbestos in your home?

The list below shows some common examples of asbestos containing materials that might be found in your home:

The external structure of your home

yy Corrugated cement roofing sheets - for garages and sheds

yy Drain pipes and guttering

yy Window sills

The internal structure of your home

yy Floor finish or tiles

yy Flue pipes to heating systems

yy Insulation of warm air heating and central heating systems

yy Lagging - to pipes and hot water cylinders

yy Textured decorative finishes e.g. Artex

yy Lining boards on the back of boilers or service cupboard doors

yy Electric storage heaters

yy Bath panels

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How do you know if a material contains asbestos?

In many cases it is difficult to tell. To confirm whether or not a material contains asbestos we complete an asbestos survey. This involves visiting every room in your property. Where a material is identified that may contain asbestos, a sample is taken to a laboratory for analysis.

We keep a record of all the surveys we complete and we call this our asbestos register. To find out if you have asbestos in your home you may request a copy of the asbestos survey we hold for your property. If we do not have a survey for your home, we will arrange an appointment with you to complete an asbestos survey within ten working days and send you a copy once it has been completed.

If you have recently moved into your property you will have received a copy of the asbestos survey for your property in your Property Information Pack. Please take the time to familiarise yourself with the location of any asbestos indicated within the asbestos survey.

How do we manage asbestos in your home?

Before we undertake any major work in your home such as a new kitchen, bathroom, or major adaptation we will complete an asbestos survey if we have not already done so.

As part of an asbestos survey, a risk assessment is completed. The location, type, and condition of any asbestos, is used to decide if anything needs to be done. This could be to seal, encapsulate, remove, or regularly monitor it.

In many cases, it is safer to leave asbestos containing materials where they are as the removal process can release lots of fibres.

We also re-inspect the condition of any asbestos in your home every three years.

We share information about the location and type of asbestos found in our properties with our repairs engineers so that they can take appropriate precautions when carrying out a repair or installation.

What are your responsibilities?

Carrying out any work on asbestos containing materials without knowledge, expertise and personal protection can put your health at risk. If there are asbestos containing materials in your home it is important that you do not damage or disturb them in any way.

Changes to the structure or the fabric of your home are not allowed under your tenancy agreement, without getting our written approval. If you carry out work to your home without our written approval, you will be responsible for the cost of dealing with any asbestos incidents.

DIY work can result in brief but high levels of exposure to asbestos fibres.

If you think a material might contain asbestos:

Don’t

yy Take risks

yy Carry out work on it e.g. drill, scrape, sand or rub down, cut or break off any parts

Do

yy Call us for advice on 0300 365 1111

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We can check our records and send you a copy of the asbestos survey for your home, or arrange for a survey to be carried out. An asbestos survey is not a definitive document, and we cannot guarantee that all asbestos containing materials in your property are identified on the survey. For example if the surveyor was not able to access all rooms during the asbestos survey, an item may have been missed. In this case we will always arrange further testing.

Removing asbestos from your home

If we need to remove asbestos from your home we will use a licensed contractor. They have to follow strict rules for removing, transporting and disposing of asbestos. In some cases we will need to provide 14 days notice to the Health and Safety Executive before removing any asbestos.

You will not usually need to move out of your home while we complete this work, but you will need to allow us access to your home. You will also be asked to keep away from the area for your own safety whist removal is taking place.

You will be allowed to return to your property/affected room once we have completed the removal work and conducted a safety check called ‘air monitoring’.

The building fabric and decoration disturbed as part of the removal will be repaired; however we cannot guarantee an exact match to the original.

Useful websites

Health and Safety Executive This is a government website with lots of very useful booklets and information on asbestos. www.hse.gov.uk/asbestos

Asbestos Information Centre Limited An independent organisation that provides advice to the general public. www.aic.org.uk

Gas safety

What is the law?

The Gas Safety (Installation and Use) Regulations 1998, say that it is our duty to make sure that all gas appliances, fittings and flues provided for your use are safe. This includes things like central heating boilers and gas fires.

Safety first - What to do if you smell gas

If you smell gas, or suspect there is a gas leak at your property you should:

yy Turn the gas off at the meter (unless the meter is located in a cellar or basement, in which case you should evacuate immediately)

yy Not smoke or light a match (avoid any naked flames)

yy Not use electrical switches, aerosols or mobile phones

yy Open doors and windows

If you live in a flat, and the smell of gas, or suspected gas leak is outside your property, you should:

yy Stay in your property

yy Not smoke or light a match (avoid any naked flames)

yy Not turn electrical switches on or off

yy Close windows and doors to prevent it entering

yy Call the National Grid immediately on 0800 111 999, they will advise whether you should evacuate.

Your annual gas safety check is covered as part of your rent so there is no additional cost for this service.

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Carbon monoxide

If you have a faulty gas appliance, it can be dangerous and produce carbon monoxide gas.

You cannot smell carbon monoxide. Signs to look out for are:

yy Marks on or around your gas appliance

yy A yellow or orange lazy flame, not crisp and blue

yy Increased condensation where the appliance is installed

yy Anyone suffering from drowsiness, headaches, nausea or pains in the chest when using a gas appliance should seek medical advice

What are we responsible for?

As your landlord, we must make sure that:

yy A gas safety check is carried out annually on each appliance or flue at all of our properties

yy Gas fittings, appliances, pipe work, and flues that are installed by us are maintained in a safe condition

yy Use a Gas Safe Registered contractor to carry out all installations, maintenance safety checks and annual gas servicing

yy We maintain a record of all gas safety checks

yy We provide you with a copy of your gas safety certificate, the Landlord’s Gas Safety Record within 28 days of completing your annual gas safety check

yy A gas safety check is completed for all new tenancies, prior to you moving in and we provide you with a copy of your gas safety certificate

yy Notify you in writing when your gas safety check is due and arrange an appointment to complete our gas servicing

What do we expect from you?

As part of your tenancy agreement, it is your responsibility to:

yy Allow us access to your home to complete your annual gas safety check

yy Notify us immediately if you need to re-arrange your gas servicing appointment. You can do this by calling 0300 365 1111, dropping into our Customer Access Centre, or emailing [email protected]

yy Ensure that any gas fittings which you own, including your gas cooker, are installed correctly and are checked annually for safety and regularly serviced

yy Always use a Gas Safe Registered installer to carry out any gas work in your home and keep copies of your gas safety certificates

yy Contact us before making any alterations to your home

Arranging a convenient time for the service

We will try our best to arrange a convenient appointment with you to visit your property to carry out the annual gas safety check. It is your responsibility to give us access to your home.

Appointments are available:

Monday to Friday - 8am to 6pm

Saturday - 8am to 12pm

We can also arrange evening appointments if you are not available during normal working hours. Call 0300 365 1111 for more information.

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What happens if we cannot gain access?

If you refuse to give us access, we can obtain a court order to enter your property and carry out the gas safety check. You will have to pay us for the cost of having to do this.

This course of action will only be taken as a last resort and only when arrangements to visit you cannot be agreed.

What equipment will be checked?

We need to check all gas fittings that have been installed by us. There will also be a visual inspection of any appliances which you own that are fitted to a flue maintained by us (e.g. your chimney) and your gas cooker.

What if you have gas but no gas appliances?

If you have a gas supply metre fitted in to your property, but do not have any gas appliances, we still need to inspect the pipe work inside your home.

What if your gas supply has been disconnected?

If you have had your gas supply disconnected and then arrange for it to be re-connected, you must tell us immediately so that we can arrange to carry out a gas safety check.

What if an appliance fails the safety check?

The Landlord’s Gas Safety Record will contain details of any problems found at the time of the inspection, and any action that has been taken.

If an appliance fails the safety check we may need to disconnect it. Our engineers will complete any necessary repairs or replace the appliance in order to make it safe. If we are unable to repair the appliance on the same day, we will disconnect it and contact you to advise you of what will happen next.

If one of the appliances that you own is faulty we will disconnect it and advise you to seek help from a qualified Gas Safe Registered installer.

What do you do if your heating system breaks down?

If your heating system breaks down, call 0300 365 1111 and we will arrange for a qualified engineer to visit your home to fix the problem.

If you have an electric immersion heater fitted to your hot water cylinder you can use this as a temporary solution to heat your hot water supply.

Gas safety tips

You should not attempt to do any gas-related work or repairs. Not only could you be breaking the law, but any work you carry out could be life threatening for you and your neighbours. Any gas related work or repairs must be completed by a Gas Safe Registered installer.

Make sure you know where your gas meter is located and how to turn off the gas supply in the event of an emergency.

Don’t block up air ventilation grilles and ensure that flue terminals are kept clear at all times.

Never use a gas appliance if you think it’s not working properly and never cover gas appliances.

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Dealing with damp, condensation and mould growth in your home

Damp and mould - is your home damp?

Damp can cause mould, which will grow and live on home furnishings, walls, ceilings and can cause rot to timber around the homes. Damp houses encourage the growth of mould which in turn increases the risk of respiratory illness. More often than not damp found in homes is caused by condensation.

What is condensation?

You will always find moisture in the air, even though it’s not visible to the eye. If the air gets colder, it cannot hold all the moisture and tiny drops of water appear, you will find this is most common around the windows in your home. This is condensation. You can notice it when you can see your breath on a cold day, or when your bathroom mirror mists over when taking a shower.

Condensation mainly occurs during the colder months, whether it is raining or dry. It appears on cold surfaces and in places where there is little movement of air. Look for it in corners, on or near windows, in or behind wardrobes and cupboards. It often forms on north facing walls.

Why is it a problem?

Left untreated, condensation can result in mould growth on walls, ceilings, furniture, furnishings, and clothing in cupboards and drawers. It can also affect plaster and cause woodwork to rot.

What are the different types of dampness?

Damp is generally caused by a fault in the structure of the building. There are two basic types of damp:

yy Penetrating damp happens when water enters your home through an external defect (for example, a crack in a wall or a loose roof tile)

yy Rising damp is when there is a problem with the damp proof course or membrane and water rises from the ground into the walls or floor

Is it condensation?

Condensation is not the only cause of damp. It can also come from:

yy Leaking pipes, overflows and wastes

yy Rain seeping through the roof where a tile or slate is missing, spilling from a blocked gutter, penetrating around window frames, or leaking through a cracked pipe

yy Rising damp due to a defective damp course or because there is no damp course

yy Damp proof course being ‘bridged’ by soil piled against the outside wall

How to avoid condensation

These quick and easy steps will help you reduce condensation in your home.

Produce less moisture

Some ordinary daily activities produce a lot of moisture very quickly:

yy Cover pans when cooking and do not leave kettles boiling

yy Dry washing outdoors on a line, or put it in the bathroom with the door closed and the window open or with the fan on

yy Vent any tumble dryer on the outside, unless it is the self condensing type

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Ventilate to remove moisture

You can ventilate your home without making draughts

yy Try and keep a small window ajar when someone is in the room

yy Ventilate the kitchen and bathroom when in use by opening the window or better still, use a humidistat controlled electric fan. These are relatively cheap to use and they automatically run when air becomes humid in the room

yy Close kitchen and bathroom doors when these rooms are in use, even if your kitchen or bathroom has an extractor fan as this will help prevent moisture reaching the other rooms, especially bedrooms, which are often colder and more likely to get condensation

yy Ventilate cupboards and wardrobes. Avoid putting too many things in them as this stops the air circulating and leave space between the back of the wardrobes and the wall. Where possible, position wardrobes and furniture against internal walls

yy When window units are replaced, the new frames incorporate trickle vents which should be opened to help reduce moisture in the room

Insulate, draught-proof and heat your home

Insulation and draught-proofing will help keep your home warm and will also cut fuel bills. When the whole home is warmer, condensation is less likely

First steps against mould

yy First of all, treat any mould you may already have in your home. If you continue to deal with the basic problems of condensation, mould should not reappear

yy To kill and remove mould, wipe down walls and window frames with a fungicide wash. Fungicide can be found in many household cleaning appliances, make sure to follow the manufacturer’s instructions precisely. You will need to dry clean mildewed clothes and shampoo carpets. Disturbing the mould by brushing or vacuum cleaning can increase the risk of respiratory problems

yy After treatment, redecorate using a good quality fungicidal paint to help prevent mould recurring. Note that this paint is not effective if overlaid with ordinary paints or wallpaper

Customer Service Centre

The Customer Service Centre is your first point of contact for all telephone enquiries with One Vision Housing. Whether you want to pay your rent, express an interest (bid for) an available property, report a repair, report anti social behaviour or make any other housing query you can contact us on 0300 365 1111.

We are open Monday to Friday from 8am to 6pm.

You can report anti social behaviour, emergency repairs and pay your rent 24 hours a day, 7 days a week.

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Please consider the environment and recycle this document.

with the Social Landlords Crime and Nuisance Group

with the Housing Ombudsman Service

0300 365 1111 www.ovh.org.uk

Contact us

One Vision Housing Atlantic House, Dunnings Bridge Road, Bootle, Merseyside L30 4TH Telephone: 0300 365 1111 Fax: 0151 530 5620 Email: [email protected] Web: www.ovh.org.uk

Customer Access Centre Coral Drive, Bootle, Merseyside L20 3UG Email: [email protected] Open: Mon to Fri - 9am to 5pm

www.facebook.com/OVHousing

@OVHousing

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