Policy 7 Management of Asbestos

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1 Policy 7 Management of Asbestos 1.0 Introduction Development & Infrastructure recognise both the need to protect their employees from the risks associated with encountering asbestos and the potential for risks to occupants, contractors and others who may be affected by the presence of asbestos containing materials within owned or occupied property managed by Highland Council. Development & Infrastructure also acknowledges its contribution to the management system established for the control of asbestos in Highland Council property set out in the Highland Council Policy on Control of Asbestos. The under noted Policy has been developed to meet these needs. 2.0 Policy aims Development & Infrastructure intends to ensure so far as is reasonably practicable, the health, safety and welfare at work of its employees who may encounter or be exposed to asbestos in the course of their duties or to others from activities resulting from the undertaking of the Service. This Policy on asbestos shall ensure that; no construction works to Highland Council property commence without considering the risk from disturbing asbestos containing materials existing known and identified locations of asbestos will be recorded, and asbestos information and any risk controls are made available to those persons who require it. Arrangements will also be made to ensure that a suitable and sufficient assessment is carried out as to whether asbestos is or is liable to be present in all Highland Council properties including; a) an Asbestos sampling and survey strategy with programme following assessment of property with the potential to have asbestos containing materials b) managing any identified risks from Asbestos Containing Materials (ACMs) found incorporating actions where required in Asbestos Management Plans 1

2 c) establishing procedures to take account of the information collected to avoid disturbance of asbestos containing materials including any emergency actions d) implement monitoring, in conjunction with those responsible for property management of both of the status of asbestos containing material condition and of the effectiveness of the management system used. Procedures for risk assessment of construction works involving a likelihood of encountering asbestos are to be established together with arrangements and measures to ensure that the management and control of existing asbestos is carried out in accordance with the Control of Asbestos Regulations 2012 and Management of Health and Safety at Work regulations Risk Control a) Responsibilities The Chief Executive/Director of Development & Infrastructure shall ensure Property management systems are established and maintained to control any works affecting building fabric or services. No works to any property shall be instructed outwith the Property management systems. The following elements will be fully integrated within Property management systems; Commissioning of asbestos surveys encompassing; collection of survey data, preparation of an asbestos register and building CAD drawings Risk assessment of asbestos containing materials (ACMs) that also takes account of property use Controls to address any ACMs including communication, and procedures necessary to monitor any remaining risk. The Director of Development & Infrastructure Services shall inform Service Directors of their responsibility to; communicate any works affecting property through property management systems ensure awareness of the contents of Asbestos Management Plans (AMP) including involvement of Responsible Premises Officers (RPO) or Principal Housing Officer for non-domestic dwellings in owning an AMP, controlling access to property and informing staff of relevant information 2

3 ensure that this policy is made available to Council Service Directors or others as appropriate to inform them of the control measures established by Development & Infrastructure to manage asbestos in Highland Council property. The Head of Property shall be responsible for ensuring that for all property-related capital and maintenance works that: any asbestos works and related consultancy services are commissioned directly by the Development & Infrastructure Service. arrangements are in place to prepare (where necessary), maintain and make accessible an Asbestos Management Plan incorporating CAD drawings where works are being carried out in Highland Council property assets. designated Responsible Premises Officers (RPO s) or Principal Housing Officers for non-domestic dwellings are issued with known information on existing asbestos within a building and any control measures recommended preventing risks to health and safety. Area Development & Infrastructure Managers shall be responsible for ensuring that Asbestos Management Plans relating to dwellings are maintained. All records of asbestos containing materials shall be updated and reviewed at fiveyear intervals. Note: The effectiveness of asbestos management planning shall be monitored and reviewed on an annual basis by the Corporate Health, Safety and Wellbeing Team. b) Risk assessment Employees: - Line Managers shall ensure that a Risk Assessment is carried out before any Development & Infrastructure employee, or agency worker under their control: - a) commences work activities which involve or may be anticipated to involve, working, inspecting or surveying in close proximity to materials containing, or suspected to contain, asbestos or, b) instructs contractors or consultants to carry out work activities which involve or may be anticipated to involve, construction or maintenance work, inspecting or surveying in close proximity to materials containing, or suspected to contain, asbestos. Such assessment shall be carried out by a competent person and be recorded in writing. The assessment shall take account of the need to avoid any exposure or 3

4 disturbance to asbestos, or suspected asbestos materials. The Asbestos Register is to be consulted before any work to existing buildings is instructed or commissioned. Where any employee encounters asbestos or suspected asbestos, procedures shall be prepared to inform and train staff to withdraw from the area and report to their line manager for further instructions. c) Property management systems: - The Head of Property shall make arrangements to inform all Service Directors and RPO s of the need to notify Development & Infrastructure (via the area Maintenance Officer) of any works required to property prior to their commencement in order that an assessment for compliance with property-related statutory legislation can be carried out. In all contracts (maintenance works and capital projects covering both domestic and non-domestic) that involve repairs, altering, extending or demolition work to an existing building(s) the Contract Administrator is to advise the person managing the works (Project Manager or Principal Architect) at the outset that a Refurbishment/demolition asbestos survey (formerly Type 3) is required to be undertaken by a competent asbestos surveyor (specialist asbestos consultant) to target the area and materials liable to be affected by the design. A suitable Asbestos survey and sampling strategy/programme should be prepared and informed by the advice of an asbestos surveyor in conjunction with consideration of occupier needs to ensure access is available to all areas. The strategy (an example is included in Guidance to this policy) should cover arrangements for; Minimising disruption to property occupiers (Non-housing and Housing) Using existing survey information that is available Undertaking intrusive surveys in advance of works via a combination of: - - Refurbishment surveys of unique house types, empty/vacant properties/areas; - Remaining dwellings/areas to have arrangements for Management surveys (to compare against Refurbishment surveys) at march-in/pre-work checks. The Contract Administrator shall arrange for a CAD drawing of the building (or area to be disturbed by the works) to be prepared and forwarded to the asbestos surveyor for recording asbestos information prior to the survey taking place. Surveyed areas (where intrusive activities occur) must be shown to be fit for reoccupation before tenants/occupants are allowed access after sampling activities. Survey records and format of a final report should be agreed before starting a survey 4

5 (and how information is to be updated) - this relates to how existing asbestos registers and H&S File information is managed. Intrusive survey inspection shall utilise techniques to reduce disturbance to building fabric (e.g. using borescope equipment) and minimise disruption to occupants. Allowance for lifting / replacement of carpets, and movement of furniture etc and making good should be specified. An appropriate estimate shall be allowed for in the work/project budget to allow for the asbestos survey. The survey is to be carried out in good time in relation to the programme and the report made available in order that its recommendations can be incorporated within the Specification and the Pre- Construction Information. d) Asbestos work: - Any contractors selected to carry out any works involving asbestos containing materials (including painting, removal, encapsulation, etc) shall have their company health and safety competence, experience and resources assessed before being considered for such works. In addition, details of adequate insurance for working with asbestos, appropriate licenses and expertise to suit the works proposed shall be sought and evaluated. Prior to any contractor starting work within a building containing or suspected to contain asbestos, Line Managers shall ensure that a risk assessment has been carried out to confirm: - the nature and probable duration of work the location of the place where the work is to be carried out the methods to be applied where the work involves the handling of asbestos or materials containing asbestos - in an Asbestos Plan of Work including any impact and communication with occupants the characteristics of the equipment to be used for protection and decontamination of those carrying out the work and protection of other persons on or near the worksite (PPE), and suitable arrangements to be provided for the disposal and movement of asbestos waste subject to waste management controls as set out in the: Control of Pollution (Amendment) Act 1989 Controlled Waste (Registration of Carriers & Seizure of Vehicles) Regulations 1998 The Special Waste Amendment (Scotland) Regulations 2004 The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2009 The Control of Asbestos Regulations Records of assessments are to be forwarded in good time prior to programme commencement of work to the Asbestos Co-ordinator for review and for inclusion in a REGISTER OF ASBESTOS WORKS. 5

6 4.0 Method of control Functional responsibilities The Head of Property shall ensure; where work on asbestos containing materials is to be carried out that contracts for such work are let where regulations apply, by contractors licensed under and are carried out in accordance with, the Control of Asbestos Regulations 2012 arrangements are made for the role of Asbestos Co-ordinator (as set out in the Highland Council Policy on Control of Asbestos) to be met. Assistant Area Community Services Managers shall be communicated with any instances where it is suspected (or known) that asbestos is present in a property that could cause danger and, in conjunction with the Asbestos Co-ordinator, area Maintenance Officer and RPO, ensure arrangements are made to:- isolate the affected area or occupied space to prevent reoccupation until making safe has taken place recording the alert/circumstances and action taken sample suspected materials and if necessary arrange for background air testing for re-assurance purposes using a competent person and analysis by an accredited UKAS laboratory receive recommendations for making safe, preventative and/or additional control measures to be adopted communicate hazard information and residual risk controls to employees or others regarding access restrictions or arrangements to be adopted commission encapsulation, or removal work to allow reoccupation to occur confirm that removal or encapsulation work is carried out in accordance with Control of Asbestos Regulations and best practice guidelines, and record asbestos information (certificates, etc) in the Asbestos Register. Line Managers shall take appropriate steps to ensure that staff understand and implement procedures and risk assessment arrangements provided by Development & Infrastructure where they are involved in inspections, surveying, or commissioning of works which are likely to encounter asbestos, or materials suspected to contain asbestos. Employees shall report any potential hazard in relation to asbestos materials found in the workplace or site to their Line Manager. 5.0 Monitoring performance Line Managers shall record incidents of non-compliance and ensure that they are rectified by taking action to prevent recurrence. 6

7 The Head of Property shall arrange for any asbestos related incidents or noncompliance reported to be investigated in conjunction with the Health and Safety Team and Service client. The Property Risk Management Officer shall also review asbestos related incidents and check the adequacy of Development & Infrastructure procedures, monitoring arrangements and actions promoted to prevent any recurrence. 6.0 Training Line Managers shall arrange for employees (and new starts) to be trained in Asbestos Awareness and the procedures to be adopted for work activities involving encountering materials that contain, or are suspected to contain, asbestos. The Business Support Manager shall record asbestos awareness training given in the TRAINING REGISTER and arrange for refresher courses at 24 month intervals or when asbestos legislation changes if sooner. Employees shall take part in necessary training and it shall be their duty to cooperate with Development & Infrastructure as far as is necessary to ensure compliance with any duty placed on Development & Infrastructure Services by the Control of Asbestos Regulations Auditing performance Line Managers shall ensure that Risk Assessments are carried out where required and shall ensure that audits of procedures implemented are carried out on an annual basis. 8.0 Links to Corporate Policy / Guidance Note to open links on-line please press CTRL + Click the address; Link to corporate policy on Asbestos 7

8 Article I. Health, Safety and Wellbeing Manager - Responsible for provision of corporate health and safety advice and - monitoring the effectiveness of Asbestos Mgt. Planning Asbestos Chief Executive/Director of Development & Infrastructure Responsible for:- advising on resource requests required to implement Asbestos policy. implementing and reviewing Development & Infrastructure Services Asbestos policy. allocating appropriate health and safety responsibilities to Managers, ensuring they are understood and effectively implemented. identifying and meeting the training requirements of Managers so that they remain competent. Establishing Property Management Systems and inform Service Directors of their responsibilities Liaison Head of Property - prepare, maintain and make accessible an Asbestos Management Plan and Asbestos Register - ensure RPO s are issued with known asbestos information - inform Service Directors and RPO s of need to notify H&PS of any work to property - ensure contracts for asbestos work let meet legislation - arrange for the Asbestos Co-ordinator role to be met - receive report and follow up any asbestos incident / noncompliance Line Managers Responsible for:- applying the Asbestos policy to staff under their control, ensuring its continuing suitability and effectiveness through consultation with employees and others. managing, planning and supervising the staff under their control, ensuring risk assessments for hazards relating to asbestos are prepared, obtaining safety information, applying appropriate risk control systems and workplace precautions. allocating appropriate responsibilities to Principal Officers to meet Asbestos policy requirements, ensuring they are understood and effectively implemented. identifying and meeting the training requirements of Principal Officers so that they remain competent in relation to asbestos. co-ordinating asbestos incident / accident reporting within their area of control. Business Support Manager - maintain a Training Register for asbestos awareness records Property Risk Mgt. Off. - review asbestos assessments - record asbestos work in Asbestos Work Register Liaison Trades Union Health and Safety Representative - be consulted on risk assessments and incidents affecting staff safety where asbestos has been identified or asbestos works are planned Principal Officers/ Supervisors All Employees of Development & Infrastructure Services Responsible for:- applying the asbestos risk control systems and procedures for works under their control and staff they supervise and identifying any health and safety deficiencies. managing, directing and supervising the activities of staff under their control, consulting with them and ensuring that assigned work relating to asbestos is risk assessed and done safely. inducting new / transferred employees and identifying training requirements for individuals to ensure their competency. Responsible for:- working safely and efficiently with proper regard for others. following the council s safety arrangements and procedures. reporting health and safety deficiencies, accidents or incidents, and helping during accident or incident investigations. 8

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