Compliance schedules under the microscope

This Issue This is a part of the Fire feature

By - , Build 121

Any building with a specified system, such as a sprinkler system or a lift, requires a compliance schedule, but these often contain few specifics. Tauranga City Council have introduced processes that makes detailed information on the specified systems easily available.

Any building with a specified system, such as a sprinkler system or a lift, requires a compliance schedule. A compliance schedule states what systems are installed in the building and the performance standards to which they are inspected and maintained. A building used exclusively as a home or residence for one household does not need a compliance schedule unless it has a cable car.

What’s in a compliance schedule?

A compliance schedule should state the:

  • owner’s details
  • established use
  • occupancy numbers
  • specified systems that are installed
  • type and location of each system
  • inspection and maintenance requirements for each system
  • details of who should carry out the inspections.

Inspections are carried out either by an owner (who can nominate someone to carry out inspections on their behalf, such as a tenant or agent) or an independent qualified person (IQP) who is registered with the council to carry out inspections of specified systems.

A compliance schedule is not a generic document, and it is important that it is tailored to suit each building to ensure that everyone is well informed about the building’s specified systems.

Problems of the past

Uninformative compliance schedules have caused problems in the past. For example, IQPs did not always know which New Zealand standard a system was installed to. This could incur expense for the building ownerto upgrade unnecessarily or render the system non-compliant.

Under the Building Act 1991, building owners who did not apply for a Code Compliance Certificate and did not request a final inspection often installed the wrong type of system, for example, installing an old Type 1 evacuation alarm instead of a Type 4, which was required by the fire report. The IQP was unaware that the incorrect system was installed.

Systems were also not being inspected because IQPs were unaware of them, for example, backflow preventers that can be hidden away in cupboards or ceilings.

The council received many enquiries from IQPs asking about type and location of systems because the information was not on the compliance schedule – a time-consuming process for council.

Template to capture information

Tauranga City Council has developed a template that captures all the information necessary to produce a detailed and informative compliance schedule.

TYPE OF SPECIFIED SYSTEM

Stating the type of system ensures the IQP is aware of exactly what should be installed so compliance can be maintained. For example:

  • ‘Type 4 alarm system throughout except the basement where heat detectors are installed’
  • ‘20 mm reduced pressure zone watts 009 serial number 1234’.

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STANDARD TESTED TO

It is important that the IQP knows what standard and the year they are inspecting to, as each year has variations. Examples of fire alarm and sprinkler standards are:

  • NZS 4561:1973, NZS 4512:1997, NZS 4512:2003
  • NZS 4541:2003, NZS 4541:1996 amended by Appendix D of the Building Code.

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LOCATION OF SYSTEMS

Some systems can be difficult to find unless you know they are there, such as backflow preventers or smoke curtains, so it would be easy for an IQP to miss them unless they are listed on the compliance schedule.

Attaching a plan to the compliance schedule showing the location of systems can also be helpful. For example:

  • ‘Double check valve located on first floor sluice room under sink’
  • ‘Fire curtain located on outside lift door in the basement’.

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DIFFERENT SYSTEMS IN SAME CATEGORY

If there is more than one type of the same system, they should be listed so the IQP does not miss one accidently. For example:

  • ‘Ducted mechanical ventilation throughout building’
  • ‘Basement car park extraction system’.

Site with multiple buildings or units

If there are multiple buildings or units on a site, the information on systems is captured for each building or unit. This information not only helps building owners and IQPs but is also a valuable source of information for the council to ensure that all the systems are being inspected and maintained for the building warrant of fitness.

Previously on large sites, a compliance schedule would only state that a system exists but not which buildings or units contain it. This meant that, when the council received the building warrant of fitness and Form 12A (Certificate of compliance with inspection, maintenance and reporting procedures), it did not know if all systems had been covered. Council would rely on IQPs’ knowledge of the site and location of the systems. For example, a large shopping complex that has multiple buildings and tenancies may have emergency lighting in some of the buildings or tenancies.

Stating on a compliance schedule where the emergency lighting is located ensures that, when the building warrant of fitness and Form 12A are received, the emergency lighting has been signed off for all tenancies that have this system.

Processes to obtain relevant information

Finding the relevant information required to provide this level of detail on a compliance schedule can be difficult. Tauranga City Council has put in place some processes to help.

It’s important to ensure all information is provided at building consent lodgement. This helps gain the accurate details of systems being installed or altered in a building. building warrant of fitness technical officers are involved with the vetting of building consents in relation to the specified systems.

They also check the building consent applications, in particular, fire reports and producer statements. This helps to ensure that all the information relating to type, location and performance standards has been received. A detailed and comprehensive compliance schedule can then be issued or amended at the same time as the Code Compliance Certificate.

Also check the building file to ensure information of existing systems has been captured on the compliance schedule. Attach any relevant documents, such as site plans, floor plans and plans showing the location of systems.

A win-win for all

By collecting the right information and providing it in a compliance schedule, everyone is well informed about the specified systems in the building and IQPs have the level of detail they require to carry out inspections.

Council can be confident that, when they receive the building warrant of fitness, each system is covered by Form 12A. For multiple buildings or units, it is checked that each is listed on Form 12A.

Tauranga City Council has received a lot of positive feedback from owners and IQPs about the changes. There has also been a reduction in the number of questions from IQPs on the systems in the building, saving council time.

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For more

For more information on compliance schedules, download the Compliance Schedule Handbook from the Department of Building Housing website.

For more information on Tauranga City Council’s compliance schedule and building warrant of fitness process, contact Tauranga City Council on 07 5777 000 or visit www.tauranga.govt.nz/building-planning/building.

Download the PDF

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Articles are correct at the time of publication but may have since become outdated.

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