CORPORATE PROCEDURES FOR RISK ASSESSMENT IN THE WORKPLACE SUPPORTING DOCUMENTS

Transcription

1 CORPORATE PROCEDURES FOR RISK ASSESSMENT IN THE WORKPLACE SUPPORTING DOCUMENTS Page 1 of 35

2 Amendment Register Revision Date Details Amended Number By 1 8 th Contact Health and Safety Unit R Willetts October for details. A P 2007 Hards 2 1 st Page 10, addition of second A P October paragraph to point a. Hards 2009 Page 11, addition of final paragraph. Page 12, reference to table on 3 1 st August st April 2011 following page added. Change of reference from HSW/CORP/PROC/002 to HSMS. Updating of document references throughout. Controlling the Hazards from Hot Work only. Page 24, change of Corporate Property Division to Building Services and Urban Design. Updating of job titles and telephone numbers in lists of Senior Managers. A P Hards S Blakey Approved By M J Garrington J P Chapman K Jeavons A P Hards Page 2 of 35

3 CONTENTS Asbestos Management Asbestos Risk Assessment in Premises page 4 Labelling of Asbestos Containing Materials in Premises..... page 14 Commissioning Works in Premises Contractors and Competence page 17 Controlling the Hazards from Hot Work Guidance and Recommendations page 19 Fire Safety Corporate Fire Risk Assessment Procedures page 26 Procedure for Premises with Extended Usage page 34 Page 3 of 35

4 ASBESTOS RISK ASSESSMENT IN PREMISES 1. INTRODUCTION The Control of Asbestos Regulations 2006 (previously the Control of Asbestos at Work Regulations 2002) place a legal duty on employers where they have responsibilities for maintaining or repairing non-domestic premises to: a. take reasonable steps to find materials in premises likely to contain asbestos and to check their condition; b. presume that materials contain asbestos unless there is strong evidence to suppose they do not; c. make a written record of the location and condition of asbestos containing materials (ACM s) and presumed ACM s and keep the record up to date; d. assess the risk of the likelihood of anyone being exposed to these materials (this process will require assistance from competent persons); e. prepare a plan to manage that risk and put it into effect to ensure that: i. any material known or presumed to contain asbestos is kept in a good state of repair; ii. iii. iv. any material that contains or is presumed to contain asbestos is, because of any identified risks associated with its location or condition, repaired or if necessary removed; information on the location and condition of the material is provided to every person liable to disturb it and made available to the emergency services. the plan is reviewed and revised, if necessary, at regular intervals (minimum 12 months). Page 4 of 35

5 The aim of the Regulations is to protect anyone who may come across asbestos in the course of their day-to-day activities and to protect other people who may be at risk from the potential release of asbestos fibres into the air. 2. MAIN USE OF ASBESTOS IN BUILDINGS Asbestos has been used in buildings for over a century but became largely unused in the 1990 s as the health concerns over asbestos fibres increased. Asbestos was used in buildings because it has the following properties: - incombustibility; - strength; - reinforcing and binding agent; - resistance to high temperatures; - resistance to electrical current; - resistance to acids and alkalis; - absorbs sound. Asbestos in buildings may be found in the following: a. Spray coatings eg on steelwork; b. Insulation eg around pipes in boiler houses, ducts, roof spaces, as loose fill insulation above ceilings; c. Insulation board eg ceiling tiles, fire protection (fire breaks in roof spaces, at the back of doors to cylinder cupboards, in electrical areas), fascias and soffits/canopies etc; d. Asbestos cement eg roof sheeting, gutters/downpipes, wall sheeting, flues to boilers, water tanks; e. Textured coating eg artex to ceilings; f. Asbestos textiles and gaskets eg gaskets to pipe flanges, insulative rope seals to boilers, flash guards in fuse boxes; Page 5 of 35

6 g. Rope beading in glazing systems and fire doors; h. Thermoplastic floor tiles and vinyl flooring; i. Plastic products eg toilet cisterns; j. Mastics, putties and adhesives; k. Roofing felts, damp-proof courses; l. Shuttering boards in floor ducts; plus other locations. 3. RISK All types of asbestos are classified as Category 1 carcinogens. Asbestos is only harmful when the fibres are ingested into the lungs from breathing. Repeated breathing in of asbestos fibres released into the atmosphere is potentially hazardous to health. Asbestos uses with a high risk of fibre release when damaged are: - Sprayed coatings; - Lagging; - Insulation boards, insulating blocks; - Millboard, paper and paper products (asbestos paper-backed vinyl flooring). Asbestos uses with a medium risk of fibre release when damaged are: - Asbestos cement. Asbestos uses with a low risk of fibre release when damaged are: - Bitumen roofing felts, damp-proof courses, semi-rigid asbestos/bitumen products and asbestos/bitumen coated metals; - Unbacked (homogenous) vinyl flooring and floor tiles; - Textured coatings and paints containing asbestos; - Mastic, sealants, putties and adhesives; - Asbestos reinforced plastics. Page 6 of 35

7 ACM s present no risk if in good condition and left undisturbed. 4. CONTROL MEASURES 4.1. Definition Summary Table A summary table is an asbestos survey summary table sent out with type 2 survey information. They are available from the Asbestos Team (tel ). See page 13 at the end of this procedure for an example of a summary table Where a building has had a full Type 2 survey carried out by a specialist asbestos-surveying firm. A full Type 2 asbestos survey is a visual survey of a building by a specialist who also takes samples of visible materials suspected of containing asbestos prior to submitting the survey to the Council. The Premise Manager will undertake an inspection of the building using the Type 2 Survey and summary tables of such surveys provided and will complete the Asbestos Management Record Sheet (HSMS/FORM/026). The Record Sheet requires the Premise Manager to: a. Record the date of the inspection; b. Identify and record a date for the next inspection/ review ie the date when the Premise Manager will next check the condition of the ACM s. When considering the date for the next review consideration must be given to the likelihood of damage/disturbance occurring to the ACM s. If the chances of damage occurring are high then the review should be monthly, if medium then every 3 months, and if low then every 6 or 12 months (assistance may be necessary with this task). c. Record the location in the building of the ACM s ie room, corridor, plant room, roof space, external location etc; Page 7 of 35

8 d. Record the location of the ACM s in the room, corridor or other area ie ceiling tiles, textured finish to ceilings, around pipework etc; e. Record any changes in the condition of the ACM s ie good condition (P3 - sealed and undamaged), fair condition (P2 - sealed but damaged, or unsealed but not damaged), poor condition (P1 - unsealed and damaged, in need of attention); f. Identify and record whether the ACM s are labelled with the Council s corporate warning labels; g. Identify and record actions required ie label ACM s on the premises, seal, repair, encapsulate, remove ACM s, refer to Building Surveyor/Asbestos Engineer; h. The completed Record Sheets will be kept in the Premise Manager s Health and Safety File and Log Book with a copy forwarded electronically, or by post/fax, to the Asbestos Team at the Municipal Buildings, Cradley Heath (tel /4601) Where a building has not had a full Type 2 survey carried out by a specialist asbestos-surveying firm. A full Type 2 asbestos survey is a visual survey of a building by a specialist who also takes samples of visible materials suspected of containing asbestos prior to submitting the survey to the Council. Where there is no survey the Premise Manager will still complete the Asbestos Management Record Sheet (HSMS/FORM/026). The Record Sheet requires the Premise Manager to: a. Record the date of the inspection; b. Identify and record a date for the next inspection/ review ie the date when the Premise Manager will next check the condition of the ACM s and the condition of materials presumed to contain asbestos. When considering the date for the next review consideration must be given to the likelihood of damage/disturbance occurring to the ACM s or materials presumed Page 8 of 35

9 to contain asbestos. If the chances of damage occurring are high then the review should be monthly, if medium then every 3 months, and if low then every 6 or 12 months (assistance may be necessary with this task). c. Identify and record the location in the building of any materials either known or presumed to contain asbestos; d. Record the location and description of the material (known asbestos or presumed) in the room, corridor or other areas ie ceiling tiles, textured finish to ceilings, around pipework, etc; e. Record the condition of the material ie good condition (P3 - sealed and undamaged), fair condition (P2 - sealed by damaged or unsealed but not damaged), poor condition (P1 - unsealed and damaged); f. Identify and record whether the materials are labelled with the Council s corporate warning labels; g. Identify and record actions required ie label known ACM s on the premises, seal, repair, encapsulate, remove known ACM s, refer to Building Surveyor/Asbestos Engineer. Note: if actions are identified in relation to materials presumed to contain asbestos, take competent advice ie refer to Building Surveyor/Asbestos Engineer Labelling of Asbestos Containing Materials The Council s procedure for the Labelling of Asbestos Containing Materials in Premises requires the labelling of ACM s on site. The main reason for labelling ACM s on site is to act as a last line of defence to prevent tradespersons or others accidentally releasing asbestos fibres into the air if all other procedures have failed. Corporate Property Division (Asbestos Team) will, or can, arrange for asbestos labelling to be carried out by term tender contractors as part of a rolling programme. Page 9 of 35

10 4.5. Control of Contractors Premise Managers must also ensure that, when tradespersons arrive at their premises to undertake work, procedures are in place to ascertain whether there is any risk of disturbance to ACM s and/or presumed ACM s by the work the operatives/contractors are to undertake. To undertake this duty the Premise Manager needs to ascertain: a. What work the operatives/contractors are in the premise to undertake; For any planned maintenance work in areas of higher risk for the presence of asbestos a Construction Work Permit (Planned Maintenance Works in Higher Risk Asbestos Areas) must have been issued by the Technical Officer. Note that to issue the permit the Technical Officer must obtain a confirmation signature from the Premise Manager. b. Will the works disturb ACM s/presumed ACM s; In order to answer this question the operatives/contractor will need to explain what areas of the building they need to access eg an electrician working in a room that is free of ACM s/presumed ACM s finds there is a need to go into the roof space to carry out cabling works. If the roof space has ACM s/presumed ACM s (ie loose fill insulation) or unsealed/damaged fire breaks then access should not be permitted; c. Will the works be intrusive ie break into walls, ceilings, floors (in such instances a Type 3 localised intrusive survey by a specialist asbestos surveying firm is likely to be required); d. What information has already been provided to the operatives/contractors; e. Has a specific risk assessment for the works been prepared. Page 10 of 35

11 Further instruction and guidance to Premise Managers on the commissioning of works to premises is given in the corporate procedure Commissioning Works in Premises (HSMS/PROC/013). Should the Premise Manager have any doubts about controlling the activities of contractors on site in relation to asbestos they should contact the Asbestos Team on OTHER ISSUES The Premise Manager must understand and be aware that unidentified ACM s may still be present in a building that has had a full Type 2 survey carried out. A Type 2 survey is a visual survey and ACM s may be present behind surfaces. Intrusive works, which break into walls, ceilings and floors are, therefore, likely to require the carrying out of a Type 3 localised intrusive asbestos survey before work commences. Under the Control of Asbestos Regulations 2006 (previously the Asbestos (Licensing) Regulations 1983 (as amended in 1998)) an employer shall not undertake any work with asbestos insulation or asbestos coating or work with asbestos insulation board unless the employer holds a licence or the work is undertaken on the employer s behalf by a licensed contractor. Where work is to be carried out the licensed contractor is required to notify the Health and Safety Executive (HSE) 14 days before the work begins. Work under the Control of Asbestos Regulations 2006 means removal, repair or disturbance and/or ancillary work and/or supervisory work. All asbestos is classified as special waste and must only be disposed of at a suitably licensed disposal site and in accordance with specific requirements laid down by the Waste Regulation Authority. The handling and transportation of asbestos is covered by The Hazardous Waste Regulations 2005 and other regulations relating to the carriage and transport of dangerous goods. 6. COUNCIL PARTNERSHIP WITH LICENSED CONTRACTORS Any work carried out to ACM s must, in accordance with Council policy, be carried out by a licensed contractor. Page 11 of 35

12 Corporate Property Division has in place 4-year partnership agreements for: a. Asbestos removal works with two term contractors utilising agreed schedule of rates; b. Air-monitoring during removal works and/or surveying/sampling works with two specialist practices. Further details of these partnership agreements and working arrangements may be obtained from the Asbestos Team ( ). Example Summary Table An example of a summary table is provided on the following page. Page 12 of 35

13 Page 13 of 35

14 LABELLING OF ASBESTOS CONTAINING MATERIALS Labelling of asbestos containing materials (ACM s) shall be carried out using Sandwell Metropolitan Borough Council s standard asbestos warning labels. The Asbestos Management Record Sheet (HSMS/FORM/026) will be used to confirm the location of materials that have been labelled unless this information has already been recorded as a result of the labelling process available through the Corporate Property Division s partnering arrangements. Labels are to be applied in conspicuous locations. Labels shall be fixed in accordance with the following guidance: Complete Ceilings For ceilings/tiles a warning label shall be applied adjacent to each light fitting or other ceiling mounted fitting where maintenance work is likely to be carried out and in each corner of the ceiling/section of ceiling to which labelling applies. Ceiling Tiles (Individual) Where individual ceiling tiles have been identified as asbestos each individual tile shall be labelled. Where this involves more than 50% of the total room area the principles, as described above, shall be followed. Location Above Ceiling For items located above ceilings two labels shall be applied on the wall, 75 mm below the ceiling, at each corner of the room and at the midpoint of the wall. Both labels shall be side by side with the label on the right of the pair being placed upside down. Floor Tiles For floor tiles labels are to be applied to the actual floor tiles, preferably as near to the corners of rooms as possible and at the midpoints of walls adjacent to the skirting boards, but in all cases in locations which are visible. Skylights For skylights each surface which is an ACM is to be labelled on the right hand side at the midpoint of the height of the board as it is faced. Page 14 of 35

15 Window Panels Labels to be fitted to the top right hand corner of each panel 150 mm in preferably under a bench top or shelf where fitted. Fire Doors A label shall be applied to the top corner of each door mm down on opposite side to hinge on both faces of door. Heater Cabinets Where asbestos has been identified within heater cabinets a label shall be applied to the front cover on the right hand side 50 mm below the top grille. Pipework For pipework each section will be labelled. The end of a section will be determined as either a change in direction, ie a bend, or a tee piece, or a change in pipe size. Cylinders A label shall be applied at eye level on the visible face. Boilers A label shall be applied one on each side as close to eye level as possible. Columns For columns a label shall be applied at the top and base of the column. Soffits and Fascias For soffits and fascias labels shall be applied at intervals of not more than 5 m and wherever a change of direction occurs. Wall Boards For wall boards or similar a label shall be applied at the top and bottom right hand edge of each board. Ducts/Duct Covers Where the full length of the duct is covered with removable covers, labels shall be applied at each end and at the centre of the length of the duct. In addition a label shall be applied at all changes of direction. Page 15 of 35

16 For individual covers spaced around a building, each duct cover shall have a label applied in the centre of the individual duct cover. Roofs Asbestos cement corrugated roof sheeting is not to be labelled externally. Internally labels shall be applied as described for Location Above Ceiling. To ensure labels permanently adhere to surfaces, it may be necessary to cover labels with strips of 75 mm x 100 mm clear adhesive tape once the surface has been thoroughly cleaned. DO NOT CAUSE ABRASION TO ASBESTOS SURFACES. External labels will need protection from the elements using a brush-applied coat of clear varnish. The approved asbestos warning label is shown below (labels are available from the offices of Corporate Property Division at the Municipal Buildings, Cradley Heath). Page 16 of 35

17 CONTRACTORS AND COMPETENCE The Commissioning Works in Premises procedure (HSMS/PROC/013) explains that the Commissioning Officer cannot delegate the health and safety responsibility of the employer or person in control of the premises. Notwithstanding the above the appointment of a competent contractor is a further major control in ensuring works are carried out safely. To establish what makes a contractor competent for the works the Commissioning Officer needs to consider the following: 1. Has the contractor done this sort of work before? 2. Has the contractor encountered problems when doing this type of work? 3. Can the contractor provide references? 4. Does the contractor have a Health and Safety Policy? This is a mandatory requirement if a contractor has more than five employees. 5. Does the contractor have a risk assessment for the activity being undertaken? A specific risk assessment should be undertaken unless an appropriate and suitable and sufficient generic risk assessment has been previously undertaken. A generic risk assessment may be appropriate for repetitive works or urgent works where the risks are assessed as low. 6. Does the contractor have method statements or safe working procedures for the activity being undertaken? 7. Is the contractor a member of a trade or professional body? In order to gain membership of a professional body the contractor would have to show a level of competence. 8. Has the contractor got current Public Liability and All Risks Insurance at an appropriate level? 9. How is the contractor going to protect those people working around the activities including members of the public? A common mistake within risk assessments is that the risk assessment will identify risks to the contractor s own employees but fail to identify the risks to other persons in Page 17 of 35

18 the vicinity and how to control these risks. 10. What training in health and safety have the contractor s employees been given eg asbestos awareness, risk assessment etc? 11. How does the contractor ensure the sub-contractors they use are competent? Asking the contractor for information on sub-contractors eg their trade membership, training records etc, could test this. The Council uses Constructionline and the Contractors Health and Safety Assessment Scheme (CHAS) for approval of contractors. Commissioning Officers should contact the Contractor Assessment Unit for access to the information on these two databases. Commissioning Officers must interrogate the Constructionline database for information on points 3, 7 and 8 above. To gain membership of CHAS contractors will already have provided information relating to points 4, 5, 6, 9, 10 and 11 (above). However this will not satisfy the specific information requirements for points 5, 6 and 9 and may not satisfy the specific information requirements for point 10. Where Sandwell Homes is the contractor their generic risk assessments are available on Corporate Property Division s Atrium Web Portal. Individually these can be made specific to the particular circumstances of each job using their Site Specific Risk Analysis form (the blank is also available on the Corporate Property Division Atrium Web Portal). Premise Managers should contact Corporate Property Division if they do not already have access to the Atrium Web Portal (tel ). Consideration is being given by the Council into methods of working that further promote health and safety in the workplace eg the establishment of supply chain partnerships for certain types of work. Supply chain would include contractors and sub-contractors and the partnership objectives would include workplace health and safety. An emphasis on joint health and safety procedures, protocols and training would need to be agreed in a Partnering Charter. See also the Checklist for the Commissioning of Works in Premises HSMS/FORM/028. Page 18 of 35

19 CONTROLLING THE HAZARDS FROM HOT WORK GUIDANCE AND RECOMMENDATIONS 1. INTRODUCTION A Hot Work Permit system has been introduced to bring together best practice and is mandatory under the Council s Insurance Policy. If hot working is carried out without a Hot Work Permit (HSMS/FORM/025) and an incident occurs, then the Council s insurance will be invalidated. These guidance notes and recommendations are to be implemented by Commissioning Officers, Technical Officers and Premise Managers in conjunction with Sandwell Homes and other contractors carrying out works in premises. These guidance notes and recommendations apply to all Council premises and for works carried out within 3 metres of these premises. 2. HOT WORK A DEFINITION Hot work means any activity that produces heat, sparks or flame. It is most commonly associated with the following operations/equipment: a. cutting and welding; b. blow lamps and torches; c. bitumen/tar boilers; d. brazing and soldering; e. grinding wheels. 3. WHEN IS HOT WORK NOT APPROPRIATE? Hot work must not be carried out without prior consideration being given to alternative methods to hot working. Page 19 of 35

20 Hot working shall not, in any event, be carried out on flammable substances, eg timber, or in buildings especially susceptible to the spread of fire eg lightweight timber construction such as early CLASP and LESSER buildings. 4. RISK Various hazardous activities associated with contractor s operations can result in a higher than normal level of risk. Hot work is a particular concern and this commonly forms part of construction or refurbishment work. It may also be involved in small works carried out in existing buildings, for example in repairs and maintenance and redecoration. It is, therefore, important to consider hot work when assessing the risks associated with any work undertaken on Council premises. The dangers that arise from hot work include the ignition of combustible material by sparks and hot metal, which can often travel a long distance, or the conduction of heat away from the working area to adjacent or unseen material. To avoid these dangers it is essential that employees who undertake hot work are fully trained, that there is effective supervision of the works and that there is a system of management control to minimise the risks. 5. MANAGEMENT CONTROL OF WORK WHERE HOT WORK WILL BE USED A formal system of management control and safe working procedures must be applied to any hot work that is undertaken on Council premises. This involves: a. Risk assessment to be carried out by the Commissioning Officer/contractor. This must include the consideration of alternatives to hot work and the rationale behind why these alternatives are not appropriate; b. Identifying the hazards arising from the work; c. Ensuring that all possible precautions have been taken prior to the works; Page 20 of 35

21 d. Establishing that suitable protective measures are provided both during and after the works; e. Only fully trained and competent persons are to carry out the work; f. Checking the area after the works are complete; g. Authorisation of hot working by a Senior Manager. 6. PERMIT TO WORK In all Council premises a Permit to Work (PTW) scheme must be adopted for all hot work. Since certain maintenance works are of an emergency or very urgent nature the remedial works may require two visits whereby the first is to make safe if the operative can see no alternative to hot work. The PTW provides a formal means of recording that appropriate measures have been taken to identify and control the hazards associated with the hot work. Permits must not be issued so as to provide blanket authorisation for any hot work. They must be issued for each item of work. It is essential that the permit identifies: a. Reason for hot work with specific reference to risk assessment; b. The nature of the hot work and where the work is to be carried out; c. The time and duration of the work; d. The period for which the permit is valid; e. The name of the person in direct control of the work; f. The name of the Technical Officer/Premise Manager; g. The arrangements to monitor the work area after completion. The Council s Hot Work Permit (HSMS/FORM/025) has a checklist of actions to be undertaken on the reverse side of the permit. This permit and checklist must be completed for all hot working. Page 21 of 35

22 Section (1) of the permit is to be completed by the person, sub-contractor or contractor carrying out the hot work. Section (2) of the permit is to be completed by the supervisor employed by the main contractor responsible for co-ordinating health and safety during the works. This contractor is responsible for issuing the permit. Section (2) must be approved by the client s representative(s) who shall be the relevant Technical Officer and Premise Manager (if the work is in an occupied building) before the permit is issued. Section (3) must be completed by the person issuing the permit or a suitably competent person authorised to inspect the work area. The Technical Officer or Premise Manager should finally approve this. Section (4) must record the name of the Senior Manager who has given authorisation for hot working to be carried out. The contractor responsible for co-ordinating health and safety issues shall provide a copy of the issued permit to the Premise Manager for record purposes. 7. PRECAUTIONS TO BE TAKEN DURING HOT WORK The precautions that must be taken before, during and after any hot work depends upon the nature and scale of the work, and this will need to be considered as part of the risk assessment undertaken prior to the start of the work. These precautions include the following: a. It must be ensured that there is no combustible material or flammable liquid in close proximity to the work. Suitable protection must be provided for any combustible items that cannot be moved, eg fire blanket, and for combustible construction, eg wooden floors; b. A check must be carried out on all of the surrounding areas to minimise the possibility of ignition by heat transfer; c. The area must be suitably ventilated. To avoid false alarms any smoke detectors in the vicinity may need to be isolated during the Page 22 of 35

23 period of the work. Local managers and Fire Marshals, where appropriate, must be notified in the event of alarms being deactivated. Alternative arrangements will need to be made in order to raise the alarm in the event of an emergency; d. If the area is protected by a sprinkler system then sprinklers must be fully operational. Hot work must not normally be carried out if the sprinklers are shut down; e. At least one, and preferably two, 9 litre (13 A rated) water or 6 kg (ABC) powder extinguishers must be provided (over and above any existing fire fighting extinguishers already provided for use within the building) in the vicinity of the work; f. A person not directly involved with the work and trained in fire fighting must stand by during the course of the work and for at least an hour afterwards; g. Hot work must be stopped at least an hour before the end of the working day; h. A thorough inspection and fire check of the area must be undertaken once the work is complete and, again, one hour after completion. On completion of both these checks the Hot Work Permit can then be signed off for that working day. i. A non-combustible (metal or glass fibre) screen must separate any area where welding, cutting or grinding takes place; j. Gas cylinders must be secured vertically and be fitted with regulators and flashback arresters; k. Gas cylinders must not be located less than 3 m from a heat source, eg boiler. There must be at least one 9 litre foam or 6 kg (ABC) powder extinguisher in the vicinity of the heat source; l. Care must be taken to ensure that the supply for electrical resistance welding apparatus is rated correctly. Work return leads must be connected as close as possible to the work piece and Page 23 of 35

24 should be free of breaks or cuts; m. In buildings with out-of-hours security patrols the areas in which hot work has taken place must be checked periodically throughout the night. 8. WHO ARE THE SENIOR MANAGERS WHO CAN AUTHORISE HOT WORK? For the purpose of this guidance a Senior Manager is an officer at the level of Head Teacher, Resource Centre Manager, Facilities Manager or equivalent. However if the works are being commissioned by a Technical Officer within Building Services and Urban Design or Sandwell Homes then the Senior Managers authorised to approve hot working are: Building Services and Urban Design Building Services Manager Urban Design Manager Building Surveying Group Manager Team Structural Engineer Team Architect Mechanical & Electrical Engineering Group Manager Sandwell Homes Procurement Manager Senior Partnership Manager Services Partnership Manager High-Rise Partnership Manager Low-Rise Partnership Manager GENERAL NOTE This guidance is specifically related to hot work in premises and compliance with this alone is not necessarily sufficient to allow the work to proceed. For example further guidance is needed for work with lead, CoSHH, work in confined spaces and other associated high-risk activities. Also further guidance is required to work on, or near, specialist plant and Page 24 of 35

25 equipment. If officers are in any doubt as to the interpretation and application of this Guidance and Recommendations then they should contact any of the Senior Managers listed above for clarification. 10. DOCUMENTS Further documents to be read with this guidance include: - Hot Work Permit (HSMS/FORM/025) - Commissioning Works in Premises (HSMS/PROC/013) - Checklist for the Commissioning of Works in Premises (HSMS/FORM/028) - Contractors and Competence (page 17 of this document) - Guide for Premise Managers on Health and Safety in Council Premises (HSMS/GUID/022). Page 25 of 35

26 FIRE SAFETY CORPORATE FIRE RISK ASSESSMENT PROCEDURES 1. INTRODUCTION Fires are the most destructive, disruptive and costly causes of damage to property that also present risk to the safety and lives of occupants, fire fighters and the general public. It is, therefore, important to ensure that measures are put into place to prevent, as far as is reasonably practicable, a fire from occurring. 2. REGULATORY REFORM (FIRE SAFETY) ORDER 2005 The Regulatory Reform (Fire Safety) Order requires the carrying out of a fire risk assessment at all premises to minimise both the risk of fire occurring and the spread and effects in the event of a fire. The basic requirements of the Order are: a. A fire risk assessment must be carried out at the workplace; b. Identify the significant findings of the risk assessment and the details of anyone who might be especially at risk; c. Provide and maintain such fire precautions as are necessary to safeguard those who use the workplace; d. Carry out reviews of the risk assessment; e. Provide information to relevant persons and instruction and training to employees about fire precautions in the workplace. 3. FIRE RISK ASSESSMENT A fire risk assessment is a systematic look at the workplace to ensure activities, equipment and premises are adequately managed to prevent, as far as is reasonably practicable, a fire from occurring. The Council has agreed a framework through its Corporate and Schools Page 26 of 35

27 Fire Risk Assessment Procedures (HSMS/PROC/011 and 012) to ensure the fire risk assessment process results in suitable and sufficient assessments. The framework document comprises the following sections and appendices: SECTION 1: INTRODUCTION The introduction will include a general description of the property and the identification of the persons at risk. SECTION 2: CONTACT DETAILS This section lists the names and telephone numbers of key persons involved in fire safety including: persons in charge at the premises, premise managers, corporate support, external contractors and the West Midlands Fire Service. SECTION 3: BUILDING PLAN The Building Plan will be the most up to date plan of the building and will ideally show the current use of rooms. SECTION 4: MEANS OF ESCAPE FROM FIRE The basic principles of means of escape from fire will be stated in the risk assessment together with the significant findings. A building plan will be included in this section suitably marked to identify the existing means of escape. SECTION 5: FIRE DETECTION AND ALARM SYSTEMS The basic principles of fire detection and alarm systems shall be stated in the risk assessment together with the significant findings. A building plan will be included in this section suitably marked to identify the existing fire detection and alarm systems. Page 27 of 35

28 A key to the symbols and abbreviations used on the plan will be included in this section. SECTION 6: EMERGENCY LIGHTING The basic principles of emergency lighting will be stated in the risk assessment together with the significant findings. A building plan will be included in this section suitably marked to identify the existing emergency lighting. A key to the symbols and abbreviations used on the plan will be included in this section. SECTION 7: COMPARTMENTATION The basic principles of compartmentation will be stated in the risk assessment together with the significant findings. A building plan will be included in this section suitably marked to identify the existing building compartmentation. A key to the symbols and abbreviations used on the plan will be included in this section. SECTION 8: FIRE FIGHTING EQUIPMENT The basic principles of fire fighting equipment will be stated in the risk assessment together with the significant findings. A building plan will be included in this section suitably marked to identify the existing fire fighting equipment. A key to the symbols and abbreviations used on the plan will be included in this section. SECTION 9: FIRE SIGNAGE The basic principles of fire signage will be stated in the risk assessment together with the significant findings. Page 28 of 35

29 A building plan will be included in this section suitably marked to identify the existing fire signage. A key to the symbols and abbreviations used on the plan will be included in this section. SECTION 10: EMPLOYEE TRAINING The basic principles of employee training will be stated in the risk assessment together with the significant findings. SECTION 11: SOURCES OF IGNITION The basic principles of sources of ignition will be stated in the risk assessment together with the significant findings. SECTION 12: WASTE CONTROL The basic principles of waste control will be stated in the risk assessment together with the significant findings. SECTION 13: CONTROL AND SUPERVISION OF CONTRACTORS The basic principles of control and supervision of contractors will be stated in the risk assessment together with the significant findings. The significant findings of the risk assessment will need to take into account how the premises are managed to comply with the corporate procedure for Commissioning Works in Premises (HSMS/PROC/013). SECTION 14: EXTENDED PREMISES USAGE The basic principles and processes of extended premises usage will be stated in the risk assessment together with the significant findings. The significant findings of the risk assessment will need to take into account whether extended premises usage has been properly assessed in accordance with the Procedure for Premises with Extended Use (page 34 of this document) and the Extended Premises Usage form Page 29 of 35

30 (HSMS/FORM/029). SECTION 15: ARSON PREVENTION The basic principles of arson prevention will be stated in the risk assessment together with the significant findings. SECTION 16: STORAGE ARRANGEMENTS The basic principles of storage arrangements will be stated in the risk assessment together with the significant findings. SECTION 17: ARRANGEMENTS FOR PEOPLE WITH DISABILITIES The basic principles of arrangements for people with disabilities will be stated in the risk assessment together with the significant findings. SECTION 18: ADDITIONAL CONTROL MEASURES - FIRE RISK ASSESSMENT ACTION PLAN The basic principles used to identify and categorise additional control measures arising from the significant findings of the assessment shall be stated in the risk assessment. Additional control measures that are to be implemented (mandatory for risk categories 3 to 5) will be included in the Fire Risk Assessment Action Plan. These control measures will include actions identified in the Level 1 Fire Risk Assessment as well as from the significant findings in the overall risk assessment. SECTION 19: FIRE RISK ASSESSMENT REVIEW The basic principles of fire risk assessment review will be stated in the risk assessment together with the significant findings. The significant findings of the review will include the outcomes from Fire Risk Assessment Review meetings together with revised/new action plans. Page 30 of 35

31 APPENDIX 1: LEVEL 1 FIRE RISK ASSESSMENT This appendix contains the most recent Level 1 Fire Risk Assessment for the premise. APPENDIX 2: GUIDANCE ON LEVEL 1 FIRE RISK ASSESSMENT This appendix contains guidance on how to carry out a Level 1 Fire Risk Assessment. APPENDIX 3: PREMISES EMERGENCY PLAN This appendix details the basic principles which the emergency plan must address. The emergency plan will be retained in this appendix. APPENDIX 4: FIRE SAFETY SYSTEMS TESTING AND MAINTENANCE This appendix details the basic principles behind the testing and maintenance of fire safety systems. A table is provided that describes the frequencies to be adhered to when organising inspection and maintenance regimes. Fire Safety Monitoring Sheets are provided for use as a checklist of control measures to be kept in the Fire Log Book. Records of testing and maintenance to demonstrate compliance with the frequencies required shall be kept in the Fire Log Book. Note: reference to Corporate Property relates to those premises covered under the Property Maintenance and School Repair Account. For other properties these checks/maintenance must be organised by the Premise Manager. APPENDIX 5: GUIDANCE ON FIRE FIGHTING EQUIPMENT This appendix contains guidance on fire fighting equipment and is to be Page 31 of 35

32 used when considering significant findings for Section 8. APPENDIX 6: GUIDANCE ON FIRE SIGNAGE This appendix contains guidance on fire signage and is to be used when considering significant findings for Section 9. APPENDIX 7: COMMISSIONING WORKS IN PREMISES This appendix contains the corporate procedure for Commissioning Works in Premises (HSMS/PROC/013) and the supporting documents relating to Checklist for the Commissioning of Works in Premises (HSMS/FORM/028), guidance on contractors and competence (page 17 of this document), and the arrangements for hot working (page 19 of this document) including the mandatory use of a Hot Work Permit (HSMS/FORM/025). APPENDIX 8: GUIDANCE AND RECOMMENDATIONS ON EXTENDED PREMISES USAGE This appendix contains guidance and recommendations on extended premise usage (outside normal hours). APPENDIX 9: GUIDANCE ON INFORMATION TO BE PROVIDED TO THE FIRE SERVICE This appendix contains guidance on hazardous materials that need to be documented for a premise. This is to enable this information to be readily available for the emergency services if a fire occurs on the premises. APPENDIX 10: FIRE RISK ASSESSMENT REVIEW - AGENDA/CHECKLIST FOR REVIEW MEETING This appendix contains the corporate procedure for Fire Risk Assessment Review together with an agenda/checklist for a review meeting. Page 32 of 35

33 4. ENFORCEMENT The West Midlands Fire Service enforces fire safety legislation in this area. It is important that the overall fire risk assessment for the premise is available on site for inspection by an enforcing officer. Fire Officers will, if necessary, issue an enforcement notice if they consider the risk assessment not to be suitable and sufficient. Page 33 of 35

34 FIRE RISK ASSESSMENTS PROCEDURE FOR PREMISES WITH EXTENDED USE 1. INTRODUCTION In order to ensure that fire risk assessments and control measures are suitable and sufficient, adequate consideration must be given to extended use ie use outside normal daytime weekday usage. This is an extremely important area since the use of a building for extended hours can in many cases be of greater potential risk with regard to fire safety as many of the assumptions/assessments made during normal use will not apply in the case of extended use. 2. PROCESS For each premise that is used out of normal hours (eg a building or part of a building hired out to others in the evening or at a weekend) the following steps need to be implemented: a. Each regular extended hours usage needs to be identified; b. In identifying extended usage the areas to be used/accessed need to be shown (ideally on a drawing); c. An emergency fire plan specific to this extended usage should be prepared. This plan will need to show escape routes, procedure for calling the Fire Service, the location of fire alarm call points, fire extinguisher locations and emergency assembly point; d. Consider whether there is adequate early warning (eg smoke detectors): certain parts of the building where people would normally raise the alarm by seeing a fire might not have that type of early warning facility; e. Consider whether there is adequate emergency lighting or borrowed lighting from external sources (eg streetlights) in the event of a power failure in the area of the building being used in the hours of darkness; Page 34 of 35

35 f. Ensure particular attention is given to escape signage, as occupants may not be familiar with the building and its escape routes. Make sure that signs intended for normal daytime use do not now direct people to locked exits; g. Ensure all necessary escape routes are available and are not locked. Ideally there should be alternative escape routes from all parts of the building being used; h. At least one person involved in each extended use must be given the information and instruction required to respond appropriately during an emergency. They should sign an acknowledgement of this instruction. The above process is, in effect, the production of a risk assessment and control measures for specific activities where the premise is being used for extended hours. This process may identify a situation where a particular usage should cease until appropriate action has been taken. To assist premise managers in undertaking this assessment a checklist is available: Extended Premises Usage form HSMS/FORM/029. Page 35 of 35