ASBESTOS MANAGEMENT PLAN. Borough of Poole Transportation Services, Property Management, Civic Centre, Poole, Dorset BH15 2RU

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1 ASBESTOS MANAGEMENT PLAN Borough of Poole Transportation Services, Property Management, Civic Centre, Poole, Dorset BH15 2RU

2 CONTENTS 1. INTRODUCTION 2. HOW DOES THE BOROUGH OF POOLE MANAGE ITS ASBESTOS RESPONSIBILITIES? 3. THE ROLE OF PROPERTY MANAGEMENT 4. THE ROLE OF STRATEGIC DIRCTORS 5. THE ROLE OF SERVICE UNIT HEADS / HEADTEACHERS 6. THE ROLE OF BOP STAFF 7. THE ROLE OF CORPORATE HEALTH AND SAFETY 8. THE ROLE OF THE CORPORATE ASBESTOS EXPERT ADVISER CONTRACTOR 9. THE ROLE OF THE CORPORATE LICENCED ASBESTOS REMOVAL CONTRACTOR 10. ASBESTOS SURVEYS 11. ACCESS TO ASBESTOS SURVEYS ON TF WEB 12. RESPONSIBILITY OF STAFF INITIATING WORKS ON BOROUGH OF POOLE BUILDINGS 13. WHAT TO DO IF ASBESTOS MATERIAL IS ACCIDENTLY DISTURBED 14. ASBESTOS TRAINING APPENDIX 1 Summary of the Control of Asbestos Regulations 2012 APPENDIX 2 Labelling of Asbestos APPENDIX 3 Other useful contacts

3 1. INTRODUCTION This document describes the Borough of Poole s plan and procedures for managing the risks from Asbestos Containing Materials (ACMs) in all buildings throughout the Borough of Poole s corporately owned or leased buildings with the exception of schools. The presence of an ACM in itself does not constitute a danger. However, there is a potential risk to health if such material is disturbed and damaged. As well as people employed in the building trades, inadvertent exposure (and consequent risk) can occur in other groups of people e.g. installers of I.T. systems, burglar alarms, smoke detectors, etc. The Asbestos Management Plan establishes a framework for providing current information to those who may be exposed to risk because of their actions to enable them to take adequate precautions to avoid risk to themselves and others who may be affected by their actions. The Borough of Poole will follow the guidance of the Health and Safety Executive (HSE), which currently advise that Asbestos Containing Materials (ACM s) which are in good condition and are unlikely to be worked on or be disturbed it is usually safer to leave it in place and manage it. 2. HOW DOES THE BOROUGH OF POOLE MANAGE ITS ASBESTOS RESPONSIBILITIES? The Borough of Poole Asbestos Management Plan Collects and manages the information regarding asbestos in its buildings, and makes this information available to those who instruct works in Buildings and those who in the course of their work may disturb the fabric of the building, and who have an obligation to ensure that they consult the asbestos register before commencing intrusive works. Provides awareness training to staff who may come into contact with ACM s Sets out the roles and responsibilities for staff and departments. 3. THE ROLE OF PROPERTY MANAGEMENT The Transportation service unit head will be the responsible person to ensure that an Asbestos management policy is maintained and from time to time review its effectiveness. Provide development/advice on strategy, policy and procedures to meet statutory regulations. The Asbestos Policy and Management plan will be reviewed every two years, or following a significant incident.

4 The maintenance and upkeep of a Corporate Property Asbestos Register including commissioning of surveys as required. The Asbestos Register is held electronically using the Hazard module of the Borough s Technology Forge Asset Management software. The provision of professional advice to building users and officers within the authority. Maintain a training programme for asbestos awareness in liaison with Corporate Health and Safety. 4. THE ROLE OF STRATEGIC DIRECTORS Monitoring the implementation of the asbestos policy and reviewing its effectiveness periodically Ensuring that Service Unit Heads and Headteachers are aware of and understand the BOP asbestos policy 5. THE ROLE OF SERVICE UNIT HEADS / HEADTEACHERS Ensure that prior to any intrusive works relating to the fabric or structure in buildings which they, or their staff occupy, and which they have budget responsibility for, the asbestos register is consulted. Consult with Property Management on any areas of uncertainty or concern over the management of asbestos. Ensure staff who may be exposed to asbestos attend relevant training on both awareness and the use of technology forge. Ensuring that all managers under their control are made aware of their duties and responsibilities in line with the asbestos policy. Ensuring managers are adequately trained and suitably competent to manage asbestos with their own service unit or school. Work with all relevant BOP officers to achieve effective asbestos management and policy compliance. Ensuring that all asbestos incidents that occur in premises under their control are properly recorded and notified to Property Services /CYPL and Corporate H&S. Head teachers will inform the governing body of any BOP asbestos information including guidance, that is issued to BOP schools by Children, Young People And Learning.

5 Headteachers will bring to the attention of the governing body any significant asbestos management issues. 6. THE ROLE OF BOROUGH OF POOLE STAFF It is the duty of each employee to cooperate in all matters involving health, safety and welfare, to enable the Council to comply with its H&S duties. He/she will exercise personal responsibility for his/her own safety and the safety of others who may be affected by his/her work activities. Staff will attend any asbestos awareness or other asbestos training that is required to enable them to carry out/ manage their work safely follow the training they have been given Inform their Service Unit Head / Head teacher as soon as practicable of anyone (either working or visiting), being, or potentially being, exposed to asbestos and / or asbestos contamination of buildings / grounds. Inform their Service Unit Head / Head teacher of any significant concerns they have when project managing on behalf of their Service Unit / School 7. THE ROLE OF CORPORATE HEALTH AND SAFETY Corporate Health and Safety will work with Property Services, Corporate Asbestos Expert Advisor contractor and CYPL (Schools Asset Planning and Development team) to plan and deliver suitable asbestos training to relevant BOP staff and management on a regular basis assist Property Services in determining emergency procedures required for asbestos related incidents/releases report any relevant asbestos exposure to Health and Safety Executive (HSE) under the RIDDOR regulations with Property Services, ensure that information is provided to Service Units on asbestos training with CYPL, ensure that information is provided to schools on asbestos training assist Property Services and/or CYPL to investigate and review any asbestos related incidents

6 8. THE ROLE OF THE CORPORATE ASBESTOS EXPERT ADVISER CONTRACTOR The Corporate Asbestos Expert Adviser Contractor is appointed by Property Management to provide advice and training on Asbestos matters. They will also be competent and trained to carry out asbestos surveys, sampling and laboratory analysis, and to update the Corporate Asbestos Register. They will be accredited by UKAS. Their services are available to all service Units, community and voluntary controlled schools via the corporate contract arrangements. 9. THE ROLE OF THE CORPORATE LICENSED ASBESTOS REMOVAL CONTRACTOR. The Corporate Licenced Asbestos Removal Contractor is appointed by Property Management to provide an asbestos removal service. They will be licenced by the HSE to remove and dispose of asbestos. Their services are available to all service Units, community and voluntary controlled schools via the corporate contract arrangements. 10. ASBESTOS SURVEYS Surveys are conducted by the Borough s appointed Asbestos Expert Contractor who will log the information and update the existing database as and when information changes because of re inspections or analysis of sampling of materials. Routine re inspection of sites is conducted according to a pre determined annual programme which is risk based, at a frequency recommended by our appointed Corporate Asbestos Expert Adviser Contractor. The Asbestos Survey provides accurate information on the location, amount and condition of Asbestos Containing Materials. The information in the survey report is used to form the asbestos register, which is a key component of the management plan for the Borough of Poole. The information is held on Technology Forge, which is the Borough of Poole s electronic database. By using the database, we can ensure that the information people access regarding Asbestos in our buildings is always the most current information. 11. ACCESS TO ASBESTOS SURVEYS ON TF WEB. The Borough of Poole permits access to the Asbestos information via TF Web by its staff and contracted suppliers. It also supplies hard copy information to its suppliers, which is updated quarterly; however, the advice to suppliers is that once this information is used to identify if asbestos is present in a particular building, they should still consult TF to obtain more detailed information before commencing any works. Anyone instigating any potentially intrusive works in any of Borough of Poole s buildings should ensure that the asbestos register is consulted to ensure that there is no exposure to asbestos.

7 An electronic copy of the full survey report and accompanying location drawing for the particular building is available through TF Web on the internet. The Borough of Poole permits access to this information by Service Units and people working on our sites via a web based asbestos hazards register, which includes detailed site drawings. The Web based Technology Forge site Asbestos register and drawings are the replacement BoP corporate premises Asbestos register. The hard copy premises Asbestos Register will no longer be corporately maintained as an up to date record of identified Asbestos containing material, and a record of its current condition. Access to the Borough of Poole TF Web Building Hazards Module Use the following link to access the system: (If you are not already a registered user, please e mail: to obtain access to the system.) Enter your user name and password; use the Establishment Filter to search for the relevant site by entering either the Asset Code, the Name of the building, or the Address. Click Apply. Alternatively, use the Establishment List to scroll down to the site you require. Click to select the establishment you require, and click on the more button. You can click on the Documents tab at the top of the page, and then click on view documents to find the site drawings. Select Drawings-Asbestos pdf, then open, to view the site asbestos drawings, which identifies the known hazards. If you want a list of the hazards on site you can click the Property tab at the top of the page, select Hazard and scroll down to see the Hazard Items. If you are experiencing any problems with the system please contact : or phone To exit TF Web use the Log Out button at the top right hand side of the page. 12. RESPONSIBILITY OF BOP STAFF INITIATING WORKS ON BOROUGH OF POOLE BUILDINGS Anyone instigating works to the fabric or structure of a building by any member of staff or a contractor, in any of Borough of Poole s buildings should ensure that the asbestos register is consulted to ensure that we minimise the risk of exposure to asbestos. What to do when Undertaking Maintenance Work It is important to be aware that Asbestos was used in a very wide range of building materials and that surveys can never detect all Asbestos Containing Materials (ACM s) since some can be buried deep within the fabric of a property. For this reason those persons wishing to undertake maintenance work to a building should always. Consult the existing asbestos register Decide whether there is sufficient existing information to undertake the work safely. - IF NOT:

8 o Undertake a full and adequate survey to detect any ACM s likely to be disturbed. The Borough of Poole has appointed a contractor to carry out this work; details are available on the Corporate Contract page of the loop or from Property Management. When the survey has been completed, you should: Provide a copy of the survey to the contractor prior to starting work Provide a copy of all information collected to Property Management to enable records to be updated No work should commence until an adequate Asbestos survey has been carried out and any identified actions completed. What to do when Undertaking Refurbishment Schemes o Whenever undertaking building refurbishment works a Refurbishment & Demolition Survey must be undertaken by the Borough s appointed contractor. Details of the contractor are available on the Corporate Contracts page of the loop or from Property Management. When the survey has been completed, you should: Provide a copy of the survey to the contractor prior to starting work Provide a copy of all information collected to Property Management to enable records to be updated. Provide a copy of all information about the refurbishment to Property Management as this may influence our maintenance of the building and its services. No work should commence until an adequate Asbestos survey has been carried out and any identified actions completed. What to do With Materials that Need Removing? It is the Borough s Policy, wherever possible, to manage rather than remove ACM s which means the detected ACM s will be inspected at regular intervals to ensure they are still in good condition. However, there are times when removal or remedial work is unavoidable e.g. the material poses a high risk or it interferes with a refurbishment scheme. Where this occurs then The removal/remedial work must be undertaken prior to any refurbishment/maintenance work commencing. The work must be managed or administered by a trained and competent person. You must consult with Property Management before instructing any asbestos

9 removal works to take place. Health and Safety Construction & Design Regulations (CDM) may apply. An Approved Licensed Contractor should only undertake the removal or remedial work to the ACM. The Borough of Poole has appointed a contractor to carry out this work; details are available on the Corporate Contract page of the loop or from Property Management. The licensed contractor must provide a full written method statement prior to commencing work. A copy of the method statement, any required air monitoring certificates, waste consignment note and any other required paperwork must be forwarded to Property Management to enable the centrally held asbestos register/records to be updated. 13. WHAT TO DO IF MATERIALS ARE ACCIDENTALLY DISTURBED Where a material (known or suspected to be an ACM) is accidentally damaged, discovered to be in a damaged condition or is revealed but was not known to be present when work started, then The area should immediately be evacuated and sealed /locked off No further access should be made to the area by any BOP staff, visitors or contractors until written confirmation is received that the area is safe. Access to the area should only be permitted for competent asbestos contractors who are sampling, surveying or working on/removing asbestos to make the area safe Contact the following to obtain immediate assistance: Service Units Property Management, Corporate H&S team and the Service Unit Head should immediately be informed of the incident. The Service Unit may need to evoke their Business Continuity Plan. Schools Schools have different contacts. Inform staff who use affected area that cannot be accessed Decontaminate any persons and double bag any contaminated items such as clothing Any contaminated items must be disposed of as asbestos waste The Borough Approved Contractor and Expert Adviser will be contacted by Property Management to arrange for any work necessary to bring the area

10 back into a state fit for reoccupation. (Schools have separate arrangements for this). This may include: taking of samples of the suspected ACM to confirm type of ACM air sampling in the area affected environmental clean Removal of the material under controlled conditions. Where applicable, issuing (by approved asbestos contractor) of certificate demonstrating that area can be reoccupied by the Service Unit / School. 14. ASBESTOS TRAINING Periodically Asbestos awareness training is arranged through Corporate Health and Safety. Service Units should nominate staff who may be instructing works to the fabric or structure of the building to attend these courses. Further information can be obtained from the Corporate Health and Safety Team. Property Management will hold a register of staff who have attended training. Further Information For further information and advice regarding information given in this section or regarding Managing Asbestos Containing Materials in the Borough s Buildings generally please contact o John Reeves Corporate Building Surveyor by to or by phone on (ext 1220) For General Advice please contact the Corporate Health & Safety Officers: o Margareta Flicos by e mail to or by phone to (ext 3472) o Vince Axford by e mail to or by phone to (ext 3463) Further Useful References Control Of Asbestos At Work Regulations 2012

11 Appendix 1. SUMMARY OF THE CONTROL OF ASBESTOS REGULATIONS 2012 (CAR 2012) Responsibility of Duty Holders On the 6th April 2012, The Control of Asbestos Regulations 2012 came in to force. These regulations, place a responsibility on Duty Holders to manage the risks associated with asbestos by either: 1. Finding out if there is asbestos within their premises, its amount and condition. This is usually undertaken by carrying out an Asbestos Survey of which there are two types (as defined within HSG 264): A Management Asbestos Survey involves the collection of representative samples that are analysed for the presence of asbestos. Samples are not taken nor areas accessed if damage would occur to the building. A Refurbishment/Demolition Asbestos Survey this type of survey is used to locate and describe, as far as reasonably practicable, all ACM s in a building and may involve destructive inspection, as necessary, to gain access to all areas. This type of survey may also be required for plant replacement 2. OR presuming that all materials contain asbestos unless they have strong evidence that they do not Once either an HSG 264 compliant asbestos survey has been completed or a record of all presumed asbestos containing materials made, the following actions should be implemented: Recording the location and condition of materials containing asbestos via an Asbestos Register Assessing the risk from the material and developing an Asbestos Management Plan which sets out in detail how the Duty Holder is going to manage the risk from this material Implementing and maintaining the Asbestos Management Plan which is likely to involve regular monitoring of the asbestos condition, and encapsulation, repair or removal if required Maintaining the Asbestos Register Providing information on the location and condition of the material to anyone who is liable to work on or disturb it. All Duty Holders must comply with these new Regulations in full since 6 th April 2012, and any subsequent Approved Codes of Practice. The Duty Holder under The Control of Asbestos Regulations 2012, is the person/organisation who legally has maintenance and repair responsibilities for any part of a premise. Under the current regulations all employers have a legal duty to ensure that employees or other persons are not exposed to asbestos containing materials.

12 Accurate information on asbestos containing materials must be provided by The Duty Holder under Regulation 4 as detailed in the Control of Asbestos at Regulations (CAR) 2012 to anyone at risk from asbestos. All personnel who carry out maintenance, refurbishment etc. must be made aware of the Asbestos Registers.

13 Appendix 2 Typical labelling of Asbestos Examples of acceptable asbestos stickers/ labels to be used The following examples of labels/ stickers are typically used within premises as part of the management control procedures outlined within this Asbestos Management Plan. Asbestos tombstone sticker normal industry standard label used These examples are not extensive and other appropriate stickers/ labels may be used. You should not assume that all asbestos will be labelled, and the Asbestos Register should ALWAYS be consulted before commencing any intrusive works Presumed asbestos sticker used when similar materials have been proven to contain ACMs Encapsulated asbestos sticker used when ACMs have been encapsulated Asbestos sticker An alternative to the tombstone sticker highlighted above Warning sticker Can be used in communal areas where ACMs are present; may be used in place of other types specified above which may cause unnecessary concern Contact the Premises Manager before Working in this Area

14 Appendix 3 Other useful contacts. Occupational Health Provide occupational health advice to management and staff on medical issues relating to asbestos exposure, when referrals made. HR Securely hold Occupational Health medical records relating to asbestos exposures. Ensure that any asbestos exposure is recorded on the employee s Personal File Retain Medical records for a period of forty years after the date of final exposure.

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