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MANDATORY LICENSING OF HOUSES IN MULTIPLE OCCUPATION: GUIDANCE FOR LICENSING AUTHORITIES
ANNEX B
ILLUSTRATIVE QUESTIONNAIRE FOR LICENSEE'S DECLARATION
(SECTION 2-2.3)
This example is intended as an illustration of one format which a licensing authority might adopt for the licensee's declaration, and of the level of detail which might be appropriate. Individual authorities are free to adopt other formats, or to include different questions, depending on the licensing conditions and standards they apply. Alternatively, authorities may prefer to rely on a simple signed statement that the required standards have been met.
Each authority must satisfy itself that the form of licensee's declaration allows it to meet its responsibilities under the Civic Government (Scotland) Act 1982
Preparation of the questionnaire
It is recognised that the level of detail required for a licensee's declaration may be higher than is currently recorded by local authority inspectors, and preparing the initial description of the property might therefore require additional work on their part. On the other hand, if the licensee is asked to prepare the description, they may fail to note points which are key to assessing whether standards are met. One approach that may be helpful is to ask the landlord to complete the description as far as possible, in advance of an inspection, and for the inspecting officers then to check and where necessary add to this information.
If the description is compiled at the first available routine inspection, for those categories of landlord that the local authority is prepared to consider for use of the licensee's declaration, this could avoid the need for an additional visit for this purpose at a later stage in the qualifying process. Once the description is on file, it can be easily converted into the questionnaire format, to be checked and updated by the licensee.
For blocks of identical or very similar properties, a single form could be completed, noting that the description is accurate for every unit in the block. Minor differences (for example, additional window locks in ground-floor flats) could be noted within the single form.
LICENSING OF HOUSES IN MULTIPLE OCCUPATION
LICENCEE'S DECLARATION OF COMPLIANCE WITH LICENSING CONDITIONS
Licence-holder's name(s): Mrs Philippa Makkat
Address of property: 52 Streeter Road, Dunburgh
Licence reference number: DBSTR 300647
Application for Renewal / Interim check (Authority to delete as appropriate)
Date of last direct inspection: 08/05/03
The following table sets out the physical features of the accommodation and management practices which were in place at the last direct inspection by officers of the licensing authority, and were accepted as meeting the required standards for award of a licence to operate a House in Multiple Occupation (HMO).
- Please confirm that the accommodation and management continue to match the description by marking the appropriate box for each section.
- If anything has been altered or replaced since the last direct inspection, please give details on the comments sheet.
- Please attach all relevant certificates of installation, inspection or maintenance.
- Sign the form and return it to:
IT IS A CRIMINAL OFFENCE TO MAKE A FALSE STATEMENT IN AN APPLICATION FOR AN HMO LICENCE, OR TO FAIL TO COMPLY WITH ANY CONDITION OF THE LICENCE.
If any physical features have been altered or replaced, a licensing officer may need to visit the property to check the situation. Inspections are also carried out on a random sampling basis to check the accuracy of declarations. If we need to visit, we will contact you to arrange a suitable time.
In considering whether the required standards continue to be met, and licensing conditions complied with, the licensing authority may take into account other evidence available to it, in addition to this declaration.
Description | Is this still an accurate description of the accommodation or procedures in place? |
Number of occupants: 10 | Yes | 
|
No - see comments | |
Description of property, layout and use of rooms. 3-storey mid-terrace house, garden to rear. Ground floor: Lobby, hallway, door to stairwell. Living room and twin bedroom(1) to front, kitchen at rear with door to garden, WC converted from hall cupboard. 1st floor: hall, door to stairwell, 4 single bedrooms (2 - 5), principal bathroom. 2nd floor: hall, door to stairwell, 4 single bedrooms (6 - 9), shower room, storage cupboard. All rooms open direct from hallways. Stairs have suitable handrail on both sides. | Yes | 
|
No - see comments | |
Kitchen facilities. List facilities for food storage, preparation, cooking and washing dishes. Double sink with drainer. Six-ring gas hob. Double oven and grill (electric) Microwave 6 food cupboards with 2 shelves each. 2 fridges with 4 shelves each, 4-drawer freezer. Marble-effect work surface across 3 cupboards, oven and fridge. | Yes | 
|
No - see comments | |
Sanitary facilities. List WCs and washing facilities and their location. Ground floor toilet: WC, WHB First floor bathroom: WC, WHB, bath, electric shower over bath Second floor shower room: electric shower. Arrangements for drying clothes etc | Yes | 
|
No - see comments | |
Yes | |
Tumble dryer in kitchen. Lines in garden | No - see comments | |
Space heating All bedrooms, hallways and bathroom have radiators from gas central heating system. Shower room has electric heater with pull cord. Living room has additional living flame gas fire. | Yes | 
|
No - see comments | |
Lighting/ventilation. Describe arrangements for natural and artificial lighting, natural and, where relevant, mechanical ventilation. | Yes | |
All single bedrooms, living room, and bathroom have one sash window each, opening at least 450mm from bottom. Bedroom (1) and kitchen have 2 windows each, of same size. Shower room and ground floor WC have extract fans. All rooms, hallways and stairs have central ceiling lights. Stairwell lights have switches on each storey. Bedrooms also have desk lamps. Kitchen has additional under-shelf strip lighting. | No - see comments | 
|
Fire Safety. Describe provision for detecting and giving warning, preventing spread of fire and smoke, escape, fighting fire, and fire safety management. Fully linked fire detection system, mains-powered with battery backup. Smoke detector in each bedroom, living room and hallway. Heat detector in kitchen. Proof of annual maintenance check must be provided Doors to all rooms and stairwells have automatic closers and are solid timber with 30 minutes fire resistance. Stairwell is brick construction. All stairs, hallways and kitchen walls and ceilings are painted directly on plaster. Windows in bedrooms and living room are adequate for escape. Ceiling lights in hallways and stairs are suitable as emergency lighting. Water-type fire extinguisher properly mounted by door to stairwell on each floor. Proof of annual maintenance check must be provided Fire blanket mounted by door in kitchen. | Yes | 
|
No - see comments | |
Fire Safety (cont) Information sheet provided to each resident with lease, giving details of alarm system, escape routes, location and use of fire-fighting equipment. Also highlights requirement not to interfere with fire doors, detection/alarm system or extinguishers. | Yes | 
|
No - see comments | |
Gas and Electrical Equipment. List all gas appliances, electrical equipment provided by landlord, and electrical sockets. Gas boiler in kitchen, gas fire in living room. Copy of annual gas safety certificate must be attached. Apart from installed equipment in kitchen and bathroom, landlord provides TV in living room, desk lamp in each bedroom. Certification of electrical system and appliances provided 27/05/03.
Further certificate required by 27/05/06. Electrical sockets: 4 in each bedroom 4 in living room 8 in kitchen 2 in each hallway. 1 shaver socket each in bathroom and ground floor toilet. | Yes | 
|
No - see comments | 
|
Noise reduction measures Fitted carpets in all bedrooms and hallways, and living room. | Yes | 
|
No - see comments | |
Security. Give details of door and window locks, any other security features. Front and back doors have Yale-type and thumb-turn mortise locks. Front door has spy-hole. All windows have locking catches. Resident's room doors have Yale-type locks. | Yes | 
|
No - see comments | |
Telephone access Telephone socket provided in ground floor hallway. | Yes | 
|
No - see comments | |
Statement of rights and responsibilities All tenants sign lease before moving in. Form of lease is as approved by Council on 15/05/03. Lease will be provided in other languages/formats if requested. | Yes | 
|
No - see comments | |
Record keeping - tenants, deposits and rents. Landlord maintains record of all tenants with dates of entry and leaving, and record of all deposits and rents received. Deposits are returned within 4 weeks of termination of lease. If any deductions are made, a statement of deductions is provided with copy of receipts for replacement/repair/cleaning etc. | Yes | 
|
No - see comments | 
|
Contact details. Describe how contact details are provided to tenants and neighbours Emergency and non-urgent contact details, and advice on action to be taken in emergency, provided to each tenant with lease, and on notice in ground floor hallway. Contact details provided to neighbours on 8/06/03 are still accurate. | Yes | 
|
No - see comments | 
|
Other regulation. Give details of registration with other relevant regulators, eg Communities Scotland, Care Commission. N/A | | |
Comments
Please give details below of any features which have been altered or replaced since the last direct inspection.
Lighting and ventilation - sash windows have been replaced throughout with double-glazed, PVC-frame "Tilt and turn" type. Whole window tilts to give 20cm opening at top edge, or turns to open fully for fire escape. Windows on second and third floors can only be turned to open with key, kept by manager for cleaning.
Contact details - new contact details provided to neighbours and put up in hallway 20/01/04.
DECLARATION
I declare that all the information given in this form is correct to the best of my knowledge.
Signed Pip Makkat Date 27/04/03
Print Name Phillippa Makkat (Mrs)
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