REDDITCH FRIENDS HOUSING ASSOCIATION LIMITED HEALTH AND SAFETY POLICY. 1 Policy Statement The Board of Management The Management Team 4

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1 REDDITCH FRIENDS HOUSING ASSOCIATION LIMITED HEALTH AND SAFETY POLICY Contents Page 1 Policy Statement 3 2 Health and safety organisation 2.1 The Board of Management The Management Team 4 3 Health and Safety Policy Arrangements 3.1 General risk assessments/fire Risk Assessments Display screen equipment Hazardous substances Asbestos Slips, trips and falls Accident reporting and investigation Fire and emergency Statutory inspections Control of contractors Health and safety training Performance monitoring and review 8

2 1 Policy Statement Redditch friends Housing Association Limited is committed to complying in full with all its legal obligations that relate to the health, safety and welfare at work of all our employees. In addition we undertake to ensure that all reasonably practicable measure are taken to further improve the working conditions for all staff. Each individual employee has a responsibility to oversee and manage the health and safety issues within their work area and it is expected that health and safety implications will be fully considered in the making of any business decisions and treated with equal importance as all other management functions. In particular, the Management team will use their best endeavours to: a) Provide and maintain equipment and machinery that is safety and without risks to health; b) Ensure safety and the absence of risk to health in connection with the use, handling and storage of articles and substances; c) Provide and maintain a safe working environment d) Ensure all means of access to and egress from the place of work provided are kept safe and without risks to health e) Provide such information, instruction and training as is necessary to ensure the health and safety at work of all its employees. It is appreciated that this part of our policy cannot be implemented without the full cooperation and support of staff. We therefore urge all employees to play and full and active part in both the further development and in carrying out of this policy. In this context we encourage active discussion and open dialogue. The Association accepts that they also have a responsibility to take reasonable account of the health and safety of all persons who may be affected by its activities. Adequate resources will be made available to complement this policy in full, and our policy will be kept under view and reviewed from time to time, as appropriate. An item health and safety will be on the Agenda of every Board meeting, in order that the Managing Director can report any incidents/amendments or items appertaining to health and safety, which will ensure that the Board can review its policy, procedures and methods used to implement them on a constant basis.. Chairman Tony Strange 8 th June

3 2 Health and Safety Organisation 2.1 The Board of Management Have overall responsibility for health and safety work within the organisation; Are ultimately responsible for the effectiveness of the health and safety organisation and arrangements; Are responsible for agreeing the annual health and safety priorities and for ensuring the allocation of adequate and appropriate resources; Delegation of responsibility for implementing this Policy to the Management Team; To sponsor the annual review of health and safety performance within the organisation and the Annual Performance Review Day (APRD) held annual in February of each year. 2.2 The Management Team Will be responsible for ensuring that safe systems of work are established and maintained and that these are followed by all staff; Will ensure that Association premises, offices, materials, equipment, storage areas, machines are maintained as a safe working environment; Will take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions Will monitor, review and report back to the Board health and safety performance and ensure that prompt action is taken to correct any deficiencies To investigate all accidents and incidents which may occur Provide leadership in matters relating to the management of health and safety. 4

4 3 Health and Safety Arrangements 3.1 General Risk Assessments The Health and Safety at Work Act 1974 requires employers to ensure that employees and others on their premises are not exposed to health and safety risks The Management of Health and Safety at Work Regulations 1999 require employers to assess all significant risks to the health of their employees. Recommendations identified by the assessment should be actioned In office environments, there are likely to be only limited issues requiring written assessments. Assessments, however, should consider risks to individuals with additional needs (for example pregnant workers, young people and disabled staff) Further information on risk is set out in the HSE website and from the HSE publications Five Steps to Risk Assessment INDG163 rev 2) 3.2 Display Screen Equipment The use of computer equipment can present a risk to office-based workers. The safe use of such equipment is controlled by the Display Screen Equipment (DSE) Regulations This legislation requires that assessments are carried out, which cover the operations risks for all users of computer equipment Further information can be obtained from the HSE website and from the HSE publications The Law on VDU s An Easy Guide HSG90 and Working With VDU s INDG36L 3.3 Hazardous Substances A substance can be any solid, liquid, gas or vapour (this includes raw materials, proprietary substances and by-produces such a fumes) The Control of Substances Hazardous to Health (CoSHH) regulations requires that the risks involved in the use of these materials are identified, assessed and the necessary controls put into place Further information can be obtained from the HSE wbsite and from the HSE publications Step by Step Guide to CoSHH Assessment HSG97 and CoSHH: Working with Substances Hazardous to Health What You Need to Know About CoSHH IDGN134 (rev) Asbestos Hazards associated with asbestos containing materials are from the inhalation of airborne figures. Asbestos fibres can penetrate deep into the lung. Once lodged in the lung, they cause irritation to the lung tissue. Over a period of time, this can lead to three main types of disease 5

5 Asbestosis Lung cancer research has indicated the risk of developing this disease is directly linked to the level of exposure. People who smoke and are exposed to asbestos fibres are at a far greater risk of contracting lung cancer, than people who have the same exposure to asbestos along. Mesothelioma a special type of cancer associated with the lining of the lungs. Mesothelioma is untreatable. There is no clear link between the risk of developing mesothelioma and the level of airborne fibres There are three types of asbestos which were most commonly used in Britain: Amosite (brown asbestos) Crocidolite (blue asbestos) Chrysotile (white asbestos) Asbestos containing materials present little or no risk to health, if they are managed and maintained in a good, well-sealed condition. As the Association s 1973 built flats, known as Block properties Oxhill Close have asbestos boarding in between the boilers and airing cupboards, the Board of Management have commissioned the legally required surveys. Initially by a local company M & D Carpentry and Building Contractors Limited in 2005 and more recently RSK, who are a worldwide environmental, health and safety, engineering and sustainability service provider. Staff attend asbestos awareness training sessions at RSK s Coventry base. A full asbestos management log is up-dated annually following inspections of any remaining boarding which has been encapsulated and remains in-situ. As and when properties, which still contain this material become void, work is undertaken with Central Environmental Services (the Association s chosen registered asbestos removal contractor) to remove any remaining materials Wythall Heating, the Association s current gas servicing contactor has a cop of the latest survey and other contractors are shown the survey on site as required. 3.5 Slips, Trips and Falls Slips, trips and falls represent the most common cause of non-fatal major injuries. Everyone at work can help to reduce slip and trip hazards, though good health and safety arrangements Effective solutions are often cheap and lead to other benefits. Staff are encouraged to identify and remedy trip hazards as they arise. 6

6 3.6 Accident Reporting and Investigation Anyone on the Association s premises, either employees, visitors, casual workers or those employed elsewhere on work for the Association, must report accidents or near miss incidents in the accident book. An accident is defined as an unplanned event, which causes injury to persons, damage to property, or a combination of both for example a fall or incorrect operation of machinery leading to breakdown. A near miss is defined as an unplanned event, which does not cause injury or damage, but which could do so (for example, articles falling near to people or short circuits on electrical equipment) Accidents will be investigated by the Management team as soon after the incident as is reasonably possible after the incident If the accident is serious enough to be reportable under RIDDOR (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995), the Managing Director will notify the HSE via the incident contact centre (Tel: Monday to Friday 8.30 a.m. to 5.00 p.m.) or via the website at Fire and Emergency There are a series of documented Fire Risk Assessments covering the communal areas of flats Oxhill Close, which are reviewed on annual basis in June by the Managing Director and presented to the next Board meeting (usually in August the same year). These reviews note any substantive changes. The communal areas are cleaned and inspected weekly by the Association s Caretaker. The Caretaker also undertakes a check of the smoke alarms which are present in each communal entrance area The fire extinguishers in the Association s office, 37 Oxhill Close are inspected annually by Fire Safety Services (UK) Ltd., Unit 15, Castle Road, Kings Norton Business Centre, Birmingham. There are no extinguishers contained in the communal entrances During the 2014/2015 planned maintenance programme, the communal entrance doors to block were replaced, with doors opening outward to enhance the fire safety profile of the entrance blocks. The Board are considering the application of fire-retardant paint to the communal entrances in these blocks as part of the refurbishment of these areas The Caretaker also undertakes regular inspections of the drying rooms in the upper levels of blocks to ensure they remain free of clutter which residents tend to accumulate, in order to keep combustible materials clear of the communal areas There is fire exit sineage in all blocks and residents are reminded at sign up of the need to keep these areas clear at all times to allow speedy exit in case of emergencies Utility emergency call out numbers are available for both the gas and electricity contractors and are given to all residents, clearly displayed on all noticeboards and up-dated at regular intervals as any changes occur. The

7 Association has an out of hours repair link to the Borough Council s Out of Hours team. 3.8 Statutory Inspections Portable appliance electrical safety checks are conducted on the Association s office equipment and in the communal laundry on an annual basis, with a full log available for inspection in the office. As a matter of good practice, this service is offered to residents who wish to have their own appliances checked (at their own expense) this is notified to them via the newsletters which are produced quarterly for all tenants All flats and houses which have a gas supply undergo gas safety checks with the Association s current gas registered contractor, Wythall Heating Limited. A suite of full compliance certificates are held in the office. The Association s new management system OmniLedger contains all relevant information and generates reminder letters at the start of the inspection season (late summer annually). At any change of tenancy a gas safety check is carried out in addition to the statutory annual check All flats have Electrical Installation Condition Report (EICR) certificates (as required for electrical installations BS 767I IET Wiring Regulations). These are carried out at void and also on tenancies which have not changed in the last 10 years. The Board of Management are considering up-grading this requirement to a new EICR every five years. This information will be loaded onto the OmniLedger stock condition system this year which will generate reminders that the reports should be repeated every 5 years, or at void turnround Legionella Risk Assessments were carried out on all off-site houses and a sample of the varying types of flats on the Oxhill Close complex, in accordance with the revised HSE guidance. Remedial works have now been carried out and a comprehensive action plan and log are kept in the Office. This will be reviewed annually by the Managing Director in May The 2012 stock condition survey material is currently being uploaded onto the OmniLedger management system. A further seven surveys need to be commissioned for the two houses bought (since 2012) and each flat type, to complete the survey data for the management system The Housing Health and Safety Rating System assessments and Decent Homes to be reviewed every 5 years through the Stock Condition survey, once all this information is compiled on OmniLedger. 3.9 Control of Contractors A contractor is anyone who enters our property, or premises to carry out work. The way in which contractors are controlled will depend on the type of work they are required to do and the level of risk involved Although both parties have duties under the Health and Safety at Work Act, it is essential that the work of contractors is controlled and the responsibilities of both parties are clearly defined before any work begins The Association complies with the latest Construction (Design and Management) Regulations 2015 (CDM 2015) requirement to act as principal contractor in any future planned maintenance works.

8 3.9.4 The Association uses numerous local contractors for response repairs and planned maintenance projects such as: heating/gas safety electrical maintenance grounds maintenance painting and decorating kitchen refurbishment window and door repair and replacement garage door maintenance Contractors under work on behalf of the Association are responsible for their own Public Liability Insurance which must be a minimum of 5m cover Health and Safety Training All staff will receive health and safety induction training on beginning their employment with the Association. This training will cover the basic health and safety requirements covered in the policy document Performance Monitoring and Review The Management Team conduct regular inspections of the housing stock and have an excellent relationship with their two tenant representatives. The Association has an open door policy to all tenants, but staff must be vigilant and keep the outer door locked when working alone. The Board of Management had CCTV equipment installed to ensure staff can see clearly who wishes to enter the office The Office is now also alarmed for extra security The Association s Board of Management meet bi-monthly and discuss any health and safety concerns, as health and safety is a permanent Agenda item This policy and any associated safety procedures or documentation is reviewed annually by the Association s Board. May 2015

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