Fire Safety Policy & Procedures

Transcription

1 Aire Valley Homes Leeds Limited East North East Homes Leeds Limited West North West homes Limited Fire Safety Policy & Procedures ALMO Business Centre Leeds Navigation House Leeds LS10 1DJ 1

2 Date Issued: October 2012 Next Review: November 2013 Ref FS-POL001 Version No: 4 SECTION CONTENTS / INDEX PAGE 1.0 Policy Statement Purpose Scope References Responsibilities 6.0 Definitions 5.1 West North West Homes Limited, Aire Valley Homes Limited East North East Homes Limited Chief Executive Heads of Departments/Directors Managers/Team Leaders/Heads of Departments Employees Safety Representatives Fire Safety Team The Regulatory Reform (Fire Safety) Order The Responsible Person Local Responsible Persons Relevant Persons Competent Person Significant Findings Evacuation Co-ordinator Manager General Procedures - Offices 7.1 Local Responsible Persons Duties of Local Responsible Persons Enforcement of the Fire Safety Order Powers of the Enforcing Authority The Fire Risk Assessment Conducting a Fire Risk Assessment The Emergency Evacuation Plan Fire Wardens and Re-entry Procedures Fire Drills Assisted Evacuation Personal Emergency Evacuation Plans for 26 Employees and Regular Visitors 7.12 Standard Emergency Evacuation Plans for 27 Occasional Visitors 7.13 Evacuation Chairs General Fire Safety Housekeeping Close Down Procedures Equipment and Machinery Electrical Safety Cooking Provision of temporary Heating Arson Storage and Use of Dangerous Substances Managing Building Work and Alterations 32 2

3 7.23 Fire Fighting Equipment Fire Warning Systems Emergency Lighting Escape Signs Other Signs and Notice Means of Escape Installation, Testing and Maintenance Fire Safety Records and Recording Information Instruction and Training Reducing Unwanted Alarms Procedures - High Rise Accommodation 4 storeys and above and Sheltered housing 8.1 Fire Safety Team Duties of the Fire Safety Team Enforcement of the Fire Safety Order Powers of the Enforcing Authority The Fire Risk Assessment Conducting a Fire Risk Assessment The Emergency Evacuation Plan Evacuation Personal Emergency Evacuation Plans for 56 Tenants of sheltered accommodation 8.10 Systems of evacuation General Fire Safety Housekeeping Storage and Use of Dangerous Substances Managing Building Work and Alterations Fire Fighting Equipment Fire Warning Systems Emergency Lighting Escape Signs Escape sign design Other safety signs Fire Action Notices Means of Escape Width and capacity of escape relating to community rooms and places of work within flats or sheltered housing schemes Installation, Testing and Maintenance Fire safety records and recording Information Instruction and Training Unwanted Alarms Clear Area Policy (Zero Tolerance) and Managed Use Approach Low Rise up to three storeys procedures 9.01 The fire risk assessment The Standards Commercial Properties leased to other occupiers Advice to be given to tenants The Concordat Agreement with West Yorkshire Fire Authority Related Forms and appendices and notes for guidance 79 3

4 RECORD OF AMENDMENTS Amendment Number By Whom Incorporated Pages Amended Date Signature 4

5 The Chain of Responsibility The Body Corporate, Responsible Person Heads of Departments/ Directors ALMO Housing Management ALMO Asset Management ABCL Asset Management Teams Housing Team Managers Building Maintenance / Repair Team Managers Health and Safety Team Managers Planned Works Team Managers Mechanical & Electrical Team Managers Fire Safety Team - Fire Risk Assessments Estate Shops - Communal areas Offices High / Low Rise Flats Communal Areas Sheltered Complexes / Community Centres 5

6 FIRE SAFETY POLICY Section Policy Statement Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd are committed to taking all reasonable steps to protect our team members, residents, visitors, guests and contractors and those in the vicinity of our premises from the effects of fire. In doing so we will concentrate on fire prevention measures designed to eliminate or reduce fire hazards in our premises, thereby reducing the likelihood of a fire occurring and indeed the impact of any fire should one occur. The likelihood of fire can, however, never be totally removed. We will, therefore, also ensure that we are vigilant and have suitable fire protection measures in place, to afford all occupiers of our buildings sufficient time to safely evacuate the premises or in the case of rented housing accommodation sufficient protective measures to safeguard them in the event of a fire. We will take all practical steps to ensure that our management teams are provided with the necessary support to effectively manage fire safety in the premises under their control. We will also provide the assistance and training necessary for all team members to competently fulfil their fire safety duties and responsibilities. We will aim to comply with the Concordat, a procedural document to deal with risk within high rise flats, agreed with the enforcing authority, West Yorkshire Fire & Rescue Service. At a corporate level we will work within the guidelines set by Leeds City Council Fire and Safety Manager and the Leeds City Council Concordat with West Yorkshire Fire & Rescue Service. By means of the above measures, we will endeavour to ensure the fire hazards in our buildings are no greater than would normally be expected and that the risks to life from fire are reduced to a tolerable level in a pragmatic and incremental approach. In return we expect all team members to contribute and comply with our fire safety procedures. You must ensure, so far as reasonably practicable, that you take care of your own safety, your colleagues safety and that of anyone affected by what you do or fail to do at work. In addition, you must not interfere with or misuse anything provided in the interests of fire safety. The responsibility for implementing the fire safety policy lies with all Directors, Managers and Team Members. We expect them to plan and organise safe systems of work, maintain records and regularly review Fire Safety performance in line with our commitment to compliance with fire safety legislation. These actions will enable us to reduce the likelihood of a fire occurring and minimise the effects in the event that one does. Fire Safety is, therefore, of paramount importance and, as a minimum, we aim to comply with legislative requirements and the British Standards relating to Fire Safety. 6

7 Section Purpose 2.1 Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd have a duty to achieve compliance with the following legislation; The Health and Safety at Work Etc. Act 1974 The Management of Health and Safety at Work Regulations 1999 The Building Regulations 2000 Approved Document B as amended The Regulatory Reform (Fire Safety) Order 2005 The Health and Safety( Safety Signs and Signals ) Regulations The purpose of the policy is to ensure that West North West Homes Ltd, Aire Valley Homes Limited and East North East Homes Limited achieve and maintain full compliance with fire legislation and eliminate as far as is reasonably practicable the risk of injury to relevant persons from fire. This includes employees, other persons who may be affected by the companies work activities, or any person using its premises Fire is a significant hazard to the safety of both buildings and their occupants. All buildings and human activity represent some form of fire hazard and risk. The aim of Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd is to maintain an environment safe from fire by identifying the hazards and reducing the risk in the following areas to a minimum, within it duties: As an employer Within any workplace used by employees of West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd As a Management Agent (Section 7) Within Communal areas and dwellings of Sheltered housing accommodation High and low rise communal areas of the premises, To offer and provide fire safety advice for safety in the home To maintain a policy of installation and maintenance of smoke detection in the home to a standard in line with national guidance To offer and provide fire safety advice to tenants of commercially let properties 7

8 Section SCOPE 3.1 This procedure applies to all employees. Although the final level of responsibility for implementing the policy rests with management, every employee must take an active role in effectively implementing the policy. The policy is available for viewing on the intranet and hard copies will be available to site staff and other staff who do not have intranet access on request to their line Manager The Regulatory Reform (Fire Safety) Order 2005 (Fire Safety Order) was enacted on 1 st October 2006 and replaces previous fire safety legislation. In order to comply Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd will: Provide buildings in which fire precautions appropriate for their use are taken into account during design and construction. Provide and maintain fire detection; alarm systems; emergency lighting; fire fighting equipment; evacuation signage; means of escape; and protected escape routes. Ensure competent persons, who have sufficient knowledge and training, are available to implement its fire safety procedures. Carry out suitable and sufficient fire risk assessments of all premises to assess the risk to relevant persons from fire and to evaluate the adequacy of the protection measures and compliance with all relevant legislation. Train management and staff in relevant fire safety procedures and safe working practices and procedures relevant to this policy. Periodically test monitor audit and review all procedures, fire prevention and protection measures and systems. 8

9 Section REFERENCES 4.1 The Regulatory Reform (Fire Safety) Order Communities and Local Government Fire Safety Guides The Building Regulations 2000 Approved Document B 2007 (Volume 2 Buildings other than Dwelling houses.) The Health and Safety (Safety Signs and Signals) Regulations Offices and shops fire Safety Guide Sleeping accommodation fire safety guide Fire Safety in Purpose Built flats Fire Safety Provisions for certain types of existing housing Protocol between Fire Authorities and Housing Authorities The LCC - ALMO Fire Concordat Agreement %20action%20plan%203-11%20(3).pdf 9

10 Section RESPONSIBILITIES 5.1 Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd as the employers are ultimately responsible in law for: The fire safety of their employees whilst at work; The conduct of the their undertakings, to ensure the fire safety of the public and other persons not in their employment; To meet these responsibilities the Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd will ensure that: There is an effective overall policy for the fire safety of employees and other persons who may be affected by the ALMO s undertaking and that adequate funds are available to meet fire safety requirements; Any necessary changes are made to Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd fire safety policy; Aire Valley Homes Ltd, East North East Homes Ltd and West North West Homes Ltd is organised and has sufficient numbers of competent staff to meet its responsibility for fire safety Any person holding fire safety responsibilities is expected to familiarise themselves with the relevant legislation and supporting guidance or to seek the relevant training or information as required enabling them to carry out their duties. The day to day responsibilities for fire safety matters are delegated as follows: 5.2 Chief Executive the Body Corporate Within the Fire Safety Order there is reference to the Responsible Person. The Responsible Person will be responsible not only for the safety of employees, but for that of any person lawfully on the premises or in the immediate vicinity of the premises and at risk from a fire on the premises. In a workplace the employer is the Responsible Person if the workplace is under the employer s control. The Chief Executive has on behalf of the appropriate ALMO the ultimate responsibility for the safety of employees even where others have obligations in respect of premises in so far as: To take such general fire precautions as will ensure so far as is reasonably practicable the safety of his employees; In relation to relevant persons who are not employees, take such general fire precautions as may reasonably be required in the circumstances; Establish procedures to be followed in the event of serious and imminent danger to relevant persons; Arrange for fire safety matters to be discussed by the Corporate Management Team; Ensure arrangements are made for joint consultation of all employees; Ensure that sufficient numbers of competent staff are appointed to assist in meeting fire safety responsibilities; 10

11 Ensure that the Senior Emergency and Safety Management Team periodically consider and review all significant fire safety issues and developments. 5.3 Heads of Departments/Directors Are responsible for ensuring that the discharge of the fire safety function on behalf of the Chief Executive as it affects each of their directorates/departments, together with the training, administration and day to day working requirements, justify the need for delegation to personnel under their control. For this purpose, Heads of Departments/Directors are responsible to the Strategic Director for all matters relating to fire safety within their service unit and is achieved by the following: Implement and administer throughout their directorate all legislation and policy decisions concerning fire safety, and to ensure that employees at all levels are aware of their responsibilities; Corporate fire safety arrangements, regulations, information, instructions guidance and safe working arrangements (systems of work) are where necessary to safeguard against the risk of fire are disseminated to those employees for whom they are responsible; Ensure that adequate fire safety information, instruction and training is provided to all employees within their directorate; Requisition for sufficient funds to meet the foreseeable fire safety requirements of their directorate; Written records are made and kept for all fire safety arrangements; Arrangements are made for joint consultation with all employees; Ensure that Local Responsible Persons are nominated who are responsible for fire safety management within their workplace or work area; Ensure that fire risk assessments are carried out in premises within their Directorate including premises that the ALMO does not own but at which any employees under their control work Maintain fire safety when reorganising workplaces, changing systems of work or introducing new plant or machinery; Ensure that the fire safety responsibilities of their Managers are carried out; Identify the fire safety training requirements for employees and ensure that employees are competent in the fire safety aspects of the work they are required to undertake; Ensure that where required a sufficient number of Fire Wardens are appointed for buildings or service areas liaising with other service units (in multi functional buildings). 5.4 Managers/Team Leaders/Heads of Departments Managers are responsible to their Directors for all matters relating to fire safety within the buildings or service units in which they have control. This will be achieved by: Corporate fire safety arrangements, instructions and guidance are practised and information relating to regulations and codes of practice are disseminated to those employees for whom they are responsible; 11

12 Employees under their control comply with safe working arrangements and systems of work as they relate to fire safety; Suitable and sufficient fire safety information, instruction, training and supervision are provided for all employees in their section or building; Liaise with the Emergency and Safety Team to ensure that additional fire safety training is provided for the appointed Fire Wardens within their areas of responsibility in order for them to carry out their roles; All new employees attend a health & safety induction course that covers basic fire safety procedures and refresher training is carried out periodically; To maintain and update their own skills, information and knowledge relating to fire safety matters; Plant, machinery and equipment used at work as it relates to fire safety, is safe, maintained in good working order, used in accordance with the manufacturers instructions and inspection and maintenance records kept; Adequate training or supervision is available at all times where necessary, especially where young people and lone workers are involved. Managers are responsible for the maintenance of ALMO properties and ensuring that buildings are safe working environments meeting health and fire safety requirements. Managers will provide advice and support and guidance to local responsible persons for any part of the premise for which they have any control over the building management. The reporting and recording of fires, near misses and false alarm activations, and their investigation as appropriate 5.5 Employees All employees will: Act in accordance with all fire safety procedures, safe systems of work or instructions that have been initiated by management for their health and safety; Not intentionally or recklessly interfere with or misuse anything provided in the interests of fire safety; Not do anything that will place themselves or other people at risk from fire; Report without delay to their line Manager any defects or concerns regarding fire safety including hazards, maintenance issues, general fire precautions or any preventative or protective measures in place to reduce the risk to employees from fire; Participate fully in fire safety training, as agreed with their Manager; Co-operate in undertaking fire drills and evacuation; Inform line Managers of any disability that may impact on their safe egress from premises in the event of an emergency situation. Report any near misses, occurrences of fire or false alarm activations to managers 12

13 5.6 Safety Representatives In addition to their general duties as employees, safety representatives have fire safety responsibilities to their members: Promote co-operation between management and employees and monitor the local arrangements for affecting the authority s fire safety policy; Make periodic inspections of selected areas of the authority s work places and equipment in the interest of fire safety in conjunction with management and/or The Emergency and Safety Team. 5.7 Fire Safety Team - ABCL The Fire Safety Team will have the following responsibilities: Provide advice and assistance as the ALMO s competent persons, on fire safety matters to enable management to meet their statutory obligations and ensure consistent application of the fire safety policy; Provide an appropriate enforcement role, when a discernible breach of fire safety legislation or none compliance of any corporate fire safety procedures is apparent. The Fire Safety Team will inform the responsible Team Leader of the problem and advise the appropriate action/s to resolve the issue. The maintenance, amendment and distribution of the fire safety policy and supporting documents; Advise and assist management to fulfil their responsibilities for the fire safety of employees and others affected by their actions; Advise on the design and implementation of safe systems of work, selection, provision and use of appropriate fire safety equipment and safety aspects in the design and use of plant and equipment; Promote fire safety training for all employees in collaboration with all Heads of Staff, Directors and Team Leaders; Promote where necessary, fire safety training for all Fire Wardens liaising with health and safety training teams; Liaise with statutory bodies such as The Health and Safety Executive and the Fire Service as necessary; Carry out an initial fire risk assessment: With regards a place of work the assessment will be reviewed in line with schedule of assessments document, to ensure that the provisions required by the legislation are being maintained A review shall also be requested by Managers if there is a major change in the working conditions or layout of the premise. With regards communal areas within high rise flats and sheltered accommodation the assessment will be reviewed in line with schedule of assessments document With regards low rise (up to two floors) will be reviewed in line with the schedule of assessments The Fire Safety Team will draw to the attention of the appropriate Head of Staff concerns as to any unsafe working practices, procedures, plant or any breach of legislation concerning fire safety and wherever possible, advising on remedial action; 13

14 Assist Managers, through on site visits where appropriate, to ensure that contractors comply with all fire safety considerations and other relevant requirements affecting their undertakings on behalf of the ALMO; Promote a positive fire safety culture in conjunction with line management, encouraging fire safety consciousness at all levels within the organisation; The ALMO s safety officers are authorised to enter any place of work owned, occupied or controlled by the ALMO, or any site or work place occupied by a contractor employed by the ALMO, and there, order the immediate stoppage of work where there is serious fire risk, whether they are employed by the ALMO or not. Follow up the reports of near misses, fires and false alarms and investigate appropriate 14

15 Section DEFINITIONS 6.1 The Regulatory Reform (Fire Safety) Order Background The Fire Safety Order applies in England and Wales. It simplifies, rationalises and consolidates existing fire safety legislation and provides for a risk-based approach to fire safety allowing more efficient and effective enforcement by the Fire and Rescue Service. It covers general fire precautions and other fire safety duties which are needed to protect relevant persons in case of fire in and around most premises. The Order requires fire precautions to be put in place where necessary and to the extent that it is reasonable and practicable in the circumstances of the case. Responsibility for complying with the Fire Safety Order rests with the Responsible Person. In a workplace, this is the employer and any other person who may have control of any part of the premises, e.g. the occupier or owner. In all other premises the person or people in control of the premises will be responsible. If there is more than one Responsible Person in any type of premises (e.g. a multi-occupied complex), all must take all reasonable steps to co-operate and co-ordinate with each other. The Responsible Person or a competent person nominated by the Responsible Person must carry out a fire risk assessment which must focus on the safety in case of fire of all relevant persons. It should pay particular attention to those at special risk, such as persons who require assisted evacuation, those that are known to have special needs and young persons and must include consideration of any dangerous substance liable to be on the premises. The fire risk assessment will help identify risks that can be removed or reduced and to decide the nature and extent of the general fire precautions that the responsible person needs to take A duty holder has been identified as the The Responsible Person A key pillar of the order is that it is for the Responsible Person to demonstrate that they have complied with the duties placed upon them by the order At the core of the legislation lies the fire risk assessment which is one of the duties imposed on the Responsible Person to protect relevant persons in case of fire. This is an organised appraisal of the work activities and the workplace to enable the potential fire hazards to be identified, to decide who (including employees, visitors and persons in and around the premises) might be in danger in the event of fire, and their location. The risks arising from the hazards are evaluated and decisions made on whether the existing fire precautions are adequate, or whether more needs to be done The fire risk assessment may be carried out by a competent person appointed by the Responsible Person. The competent persons for the ALMO will be the Fire Safety Team or any appointed fire risk assessor Any organisation employing five or more people, if premises are licensed or an alterations notice is in force, must record the significant findings of the assessment To comply with The Fire Safety Order the ALMO must: Appoint one or more competent persons, depending on the size and use of the premises, to carry out any of the preventive and protective measures required by the Order. A competent person is someone with enough training, experience, knowledge and other qualities to be able to implement these 15

16 measures properly; Having regard to that the ALMO has appointed the following as competent persons ABCL Fire Safety Team SBS Fire Safety Solutions SGS Fire Safety Solutions Further additional support is also available from Leeds City Council via the LCC - Corporate Fire & Safety Manager. Provide employees with clear and relevant information on the risks to them identified by the fire risk assessment, about the measures that have been taken to prevent fires, and how these measures will protect them if a fire breaks out; Consult employees (or their elected representatives) about nominating people to carry out particular roles in connection with fire safety and about proposals for improving the fire precautions; Before employing a child, provide a parent with clear and relevant information on the risks to that child identified by the fire risk assessment, the measures that have put in place to prevent/protect them from fire and inform any other responsible person of any risks to that child arising from their undertaking; Inform non-employees, such as temporary or contract workers, of the relevant risks to them, and provide them with information about who are the nominated competent persons, and about the fire safety procedures for the premises; Co-operate and co-ordinate with other Responsible Persons who also have premises in the building, inform them of any significant risks found and how these can be reduced/controlled. This includes any risks which might affect the safety of employees; Provide the employer of any person from an outside organisation who is working in the premises (e.g. an agency providing temporary staff) with clear and relevant information on the risks to those employees and the preventive and protective measures taken. They must also be provided with appropriate instructions and relevant information about the risks to them; Consider the presence of any dangerous substances and the risk this presents to relevant persons from fire; Establish a suitable means of contacting the emergency services and provide them with any relevant information about dangerous substances; Provide appropriate information, instruction and training to employees, during their normal working hours, about the fire precautions in the workplace, when they start work, and from time to time throughout the period they are employed; Ensure that the premises and any equipment provided in connection with fire fighting, fire detection and warning, or emergency routes and exits are covered by a suitable system of maintenance and are maintained by a competent person in an efficient state, in efficient working order and in good repair. 6.2 The Responsible Person The employer is the Responsible Person if the workplace is under the employer s control. Unconditional obligations are imposed on employers by the regulations in that the employer has the ultimate responsibility for the safety of their employees in the case of fire even where others have obligations in respect of the premises Where there is no employer in the premises the owner or occupier is the Responsible Person. 16

17 6.2.3 If there is more than one Responsible Person (e.g. multi occupied premises) they must take all reasonable steps to co-operate and co-ordinate with each other In many cases there will be more than one person subject to the obligations of a Responsible Person for premises. The level of responsibility will vary according to the employment position (total responsibility for an employer) and the degree to which the person can exercise control over fire safety in the premises. This is a deliberate aspect of The Fire Safety Order to allow enforcement action to be taken against the person who is culpable and/or in a position to remedy contraventions Responsible Person s duties are extended to include any person who by virtue of any contract has obligations of any extent in respect of maintenance of the premises (and anything in them) i.e. contract for the installation of a fire alarm or sprinkler system. Directors Are responsible for ensuring that Local Responsible Persons are identified for all premises under their control. 6.3 Local Responsible Persons Persons nominated by the Responsible Person who are responsible for fire safety management within their workplace, work area, event or function. 6.4 Relevant Persons Any person lawfully on the premises and any person in the immediate vicinity, but does not include fire fighters carrying out fire fighting duties. 6.5 Competent Person A person with enough training, experience, knowledge and other qualities to enable them to assist in undertaking the preventative and protective measures. 6.6 Significant Findings Significant hazards are identified in the fire risk assessment. That is, those hazards which might pose serious risk to workers or others who might be affected by the work activities if they were not properly controlled They are the existing measures in place and the extent to which they fail to control the risks (this need not replicate details of measures more fully described in works manuals etc. but could refer to them) They should include the persons who may be affected by these significant risks or hazards, including any groups of employees who are especially at risk. 6.7 Emergency Incident Officer (EIO) Evacuation Co-ordinator (Fire Wardens) A role carried out by a senior person in a building at the time of an evacuation involving collating information from Managers or Fire Wardens, liaising with the emergency services on the status of the buildings occupants and re-entry into the building. This role may be undertaken by a senior Fire Warden if appointed. 6.8 Manager The person (Manager or Supervisor) who is directly responsible for supervising an employee. Or who has responsibility for a workplace where one or more employees may work or visit. 17

18 Section GENERAL PROCEDURES Places of work 7.1 Local Responsible Persons Within the orginisation, Heads of staff and Directors of Orginisation are responsible for ensuring that Local Responsible Persons are identified for all workplaces or work areas. Dependant on the category of the building this may be Managers or a senior person within the workplace or work area External Events In the event of an orginised external event The senior person organising the external event will be the nominated Responsible Person. The senior person responsible should discuss the event with a member of the Fire Safety Team to ensure that a suitable and sufficient fire risk assessment has been carried out Hiring or Leasing Premises for Short Term Use Managers will as part of the contract of hire, establish the fire safety responsibility of those leasing the building and establish and document the Responsible Person for each individual event or function, and make clear their legal duties to them Prior to public admission and any dual usage Responsible Persons should carry out an inspection of the premises and record the results of this inspection. Dual usage includes the use of the premises for stage plays, dances, youth clubs and other community activities. Prior to each event, those parts of the premises, which are to be used by the public, should be examined to ensure that: See notes for guidance 1. Exit routes are unobstructed. Exit doors open easily. Exit routes and doors are indicated with fire safety signs and notices. Any Fire alarm installed is working, if none is installed, that there is a means for raising the alarm in the event of a fire Any emergency lighting installed is working, or there is arrangements in place to provide escape lighting There is a fire evacuation procedure and everybody is aware of its content Use of Premises Out of Hours The use of premises after normal hours requires careful consideration of all aspects of fire safety. For example, there is a need for security in parts of the building which are not in use, but the provision of this security may result in exits being locked. When premises are used out of normal hours and facilities are secured, those responsible should be aware of all safety routines, including the whereabouts of the nearest available telephone. At end of use a thorough close down procedure should be followed to ensure that there are no other possible causes of ignition present. They should also ensure that all doors and windows are properly secured to prevent unauthorised access to ALMO buildings Public Entertainment Licence Premises A premises check list itemising the Responsible Person s fire safety management responsibilities prior to public admittance for places of assembly is available on 18

19 7.2 Duties of Local Responsible Persons Take responsibility for the fire safety of the workplace or work area which they manage: Provide assistance to the Building Manager to ensure that fire hazards are identified, risk assessments are completed satisfactorily, safe working methods are practiced at all times, and all the necessary controls identified in the fire risk assessment are maintained. The fire Safety Checks will form part of the health and safety audit procedure for any office. Ensure one or more competent persons have been appointed to assist and provide advice on fire safety. Ensure that any measures required in the fire risk assessment are implemented by the specified deadline and that the fire risk assessment is reviewed at least annually or whenever significant change occurs to the building or the activities carried out. Ensure that an emergency plan is established and promulgated for the safe evacuation of the premises in the event of a fire. The plan should be based on the outcome of the fire risk assessment. Assistance and advice where necessary should be sought from the Building Manager and/or The Emergency and Safety Team. Through liaison with the Building Manager where necessary ensure that the premises and any equipment provided in connection with fire fighting, fire detection and warning, or emergency routes and exits are covered by a suitable system of maintenance, and are maintained by a competent person in an efficient state, in good working order and in good repair. Ensure the buildings fire log book is maintained and up to date in relation to maintenance, inspections, fire drills, incidents and training. %20ver1.pdf Ensure regular inspections of the workplace are undertaken to ensure that good housekeeping is maintained and there is an effective means of escape for all relevant persons. Consult management, employees and their safety representatives about the persons nominated to carry out particular roles in connection with fire safety (e.g. Fire Wardens) and about proposals for improving the fire precautions. Ensure provision has been made for all people working within the premises to be provided with suitable and relevant fire safety information and training 7.3 Enforcement of the Fire Safety Order West Yorkshire Fire and Rescue Authority will enforce the Fire Safety Order in most workplaces, exceptions are: Crown-occupied/owned premises where Crown fire inspectors will enforce; Premises within armed forces establishments where the defence Fire and Rescue Service will enforce; Certain specialist premises including construction sites not sharing means of escape from an existing building, ships (under repair or construction) and nuclear installations, where the Health and Safety Executive will enforce; 19

20 Sports grounds and stands designated as needing a safety certificate by the local authority, where the local authority will enforce. 7.4 Powers of the Enforcing Authority The Fire Service has the power to inspect all premises to check that they are compliant with the duties imposed by the Fire Safety Order: They will look for evidence that a suitable and sufficient fire risk assessment has been carried out, recorded and the significant findings of that assessment have been acted on. If they are dissatisfied with the outcome of the fire risk assessment or the action taken an Enforcement Notice that requires certain improvements to be made, or in extreme cases a Prohibition Notice that restricts the use of all or part of the premises until improvements are made. If the premises are considered by the Fire Service to be high risk, they may issue an Alterations Notice that, amongst other things, requires that they be informed before any changes are made to the premises or the way they are used. Failure to comply with any duty imposed by the Order or any notice issued by the Fire Service is an offence. The Order does not place the enforcing authority under a specific express duty to issue alterations, enforcement or prohibition notices. It gives them powers to do so where they deem necessary. The ALMO has the right of appeal to a magistrate s court against any notice issued and where the ALMO agrees that there is a need for improvements to the fire precautions but disagree with the enforcing authority on the technical solution to be used (e.g. what type of fire alarm system is needed) this may be referred for an independent determination. During the inspection the inspecting officer may wish to view the following documents: Fire risk assessment; Fire precautions log book; Records of staff training and drills; Records of testing and maintenance of fire fighting equipment; Records of testing and maintenance of all fire safety systems including fire alarms, emergency lighting, sprinkler systems and smoke ventilation systems. The inspector may also wish to inspect all or part of the premises and to talk to members of staff. 7.5 The Fire Risk Assessment A fire risk assessment is an organised and methodical look at the premises, the activities carried on there and the likelihood that a fire could start and cause harm to those in and around the premises. The primary purpose of a fire risk assessment is to safeguard life, however many of the preventive and protective measures taken will offer some protection to the property The aims of the fire risk assessment are: To identify the fire hazards; 20

21 To reduce the risk of those hazards causing harm to relevant persons to as low as reasonably practicable; To decide what physical fire precautions and management arrangements are necessary to ensure the safety of people in a building if a fire does occur; Hazard: anything that has the potential to cause harm from fire; Risk: the likelihood and consequences of that harm occurring; 7.6 Conducting a Fire Risk Assessment The Fire Safety Team or appointed assessors will undertake fire risk assessments for all ALMO owned and operated premises in line with West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, and East North East Homes Leeds Ltd fire policy. Ownership of the assessment is important and is best achieved if the Local Responsible Person for the building is partner to the process. Every premise used as a workplace or having common areas will receive a full fire risk assessment. Following completion of the risk assessment they will be reviewed on the basis of risk and following a fire or after significant alterations to premises i.e. Workplace Initial assessment and then periodically reviewed on the basis of the recommendations of the fire risk assessment High rise Flats (three storeys and over) Initial assessment and then at 14 month intervals to observe premise operating throughout the year. Sheltered Housing Initial assessment and then at 14 month intervals to observe premise operating throughout the year. Two storey Initial assessment and then at 20% of housing stock per year All fire risk assessments undertaken on ALMO premises will be recorded and held in a central location. Where appropriate a copy will also be kept on site Copies of all fire risk assessments will be available to site management however, all relevant information regarding the assessment should be held in a central point within the organisation, namely the Asset Management Fire Section with all other relevant fire safety information so that it is easily accessible for reference and available when the Enforcing Authority inspects the premises ALMO employees will co-operate with other employees in shared accommodation or other persons who rent or lease land or property from the ALMO by sharing fire risk assessment information All fire risk assessments will be recorded using the PAS 79 method based on the LCC Standard form and guidance. Forms and guidance can be downloaded from the intranet When considering the identification of fire hazards, people at risk and the evaluation, removal, reduction, and protection from risk particular attention should be given to: Ensuring that significant dangerous substances are identified and ensuring the risk related to the substance is either eliminated or reduced. Persons especially at risk e.g. any persons such as disabled, those who may require assisted evacuation, young persons and lone workers. The necessary and mandatory need for fire compartmentation in line with National Guidance applicable to the building All persons at risk from fire must be identified. To do this identify where all staff are working, either at permanent workstations or at occasional locations around the 21

22 premises, and to consider who else may be at risk, such as service users, visiting contractors etc., and where these people are likely to be found Particular attention should be paid to people who may be especially at risk such as: Employees who work alone and/or in isolated areas, e.g. cleaners, security staff; People who are unfamiliar with the premises, e.g. seasonal workers, contractors, visitors and customers; People who require assisted evacuation or those who may have some other reason for not being able to leave the premises quickly, e.g. elderly customers or parents with children; Other persons in the immediate vicinity of the premises; People with language difficulties. 7.7 The Emergency Evacuation Plan An emergency evacuation plan for offices will need to be developed circulated and communicated for dealing with any fire situation in all ALMO buildings. The purpose of an emergency plan is to ensure that all the people in the premises know what to do if there is a fire and that the premises can be safely evacuated. Each building will require specific plans dependant on the type, size, use and occupancy. ergency%20action%20plans%20with%20logo%20feb2012.doc Note in relation to flats and the Stay put Policy there is a standard template in relation to the emergency evacuation procedures, see appendices Further guidance for flats with common areas, with regards the action to take if the building cannot be reoccupied due to a major fire is contained in the business continuity plan The emergency plan should include where appropriate; How people will be warned if there is a fire. What staff, residents should do if they discover a fire. How the evacuation of the premises should be carried out. The needs or risks relating to individuals. Consider residents in sheltered accommodation, flats. Identification and use of protected areas for horizontal evacuation. Where people should assemble after they have left the premises and procedures for checking whether the premises have been evacuated. Identification of key escape routes, how people can gain access to them and escape from them to a place of total safety. Arrangements for fighting fire by any trained staff, the duties and identity of staff that have specific responsibilities if there is a fire e.g. Fire Wardens. 22

23 Arrangements for the safe evacuation of people identified as being especially at risk, such as residents and others with disabilities, children and people working alone and members of the public. Any machines, processes, appliances or power supplies that need to be stopped or isolated if there is a fire. Specific arrangements, if necessary, for high-fire-risk areas. Contingency plans, such as restrictions on the use of the building for when life safety systems, such as evacuation lifts, fire detection and warning systems, sprinklers or smoke control systems are out of order. How the Fire and Rescue Service and any other necessary services will be called and who will be responsible for doing this. Procedures for meeting the Fire and Rescue Service on their arrival and notifying them of relevant information such as the locations of any persons still in the building or any special risks, e.g. the location of highly flammable materials A prerequisite of effective fire emergency procedures is the ability to account for, or identify as missing, all persons who were in a building at the time the alarm was raised. A roll call can be taken in buildings where access and egress can be accurately controlled In large multi-functional, multi occupied or public buildings with uncontrolled access it may be impractical to use an in-and-out book to account for all people in the building. In these circumstances the role of Fire Wardens is essential. Part of that role is to carry out a sweep of their designated area, checking for signs of fire and report to the EIO that their part of the building has been evacuated Systems which take a nominal roll are in general slow for large buildings and inaccurate for the following reasons: Staff do not always sign out; Visitors and contractors forget to sign in and out; Staff may leave the building for a variety of reasons. In these cases the attending Fire Officer may be informed that staff or visitors are unaccounted for and Fire Fighters may be committed into the building unnecessarily. The Fire Warden sweep of the building allows the Emergency incident officer (EIO) to inform the Fire Service, to the best of the ALMO s ability, whether the building is or is not evacuated and the location of any fire Visitors In buildings not open to the public, arrangements should be made to ensure that visitors are logged in and out of a building, using a visitors book or similar. The person hosting the visitor should ensure that they are made aware of the fire evacuation procedures for the premises. In the event of a fire evacuation, the person hosting the visitor(s) is responsible for escorting them to the fire assembly point Contractors Contractors should also be logged in and out of premises. Unless they are to be constantly supervised by ALMO personnel, they should also be given information about the site's fire evacuation procedures that they should then follow in the event of a fire 23

24 evacuation. The Contractor Site Information Sheet issued by Managers/Team Leaders can be used for this purpose Regardless of the number of people in the premises, it is essential that responsibilities for actions in the event of fire are clearly assigned. There should also be deputies nominated to take over if the key individuals are absent In all occupied premises with the exception of flats, a person should be nominated to take control of the evacuation and assume the role of the Evacuation Co-ordinator (EIO). The responsibilities of this role include: Take overall control of the evacuation; Ensure that other people with specific duties have taken relevant action; Account for all persons in the premises; Liaise with the Fire and Rescue Service; Initiate any additional response in relation to persons requiring assisted evacuation. 7.8 Fire Wardens and the re-entry procedure The Regulatory Reform Order places a responsibility on the ALMO to nominate a suitable number of staff to ensure that the evacuation procedures can be effectively implemented and managed and occupants of buildings are evacuated safely in the event of fire. What this means in practice is that the Fire Warden and re-entry procedures are now a requirement There are three aspects to this requirement: Ensuring that everyone leaves the building and is accounted for: For those buildings or areas where it is a practical proposition for a roll call to take place the Manager or senior person should do this and report the outcome to the Emergency incident officer (EIO). However, in the larger buildings it is often impractical to take formal role calls following an evacuation. Therefore it is necessary to have robust procedures in place for ensuring that everyone leaves the building. What this means in practice is that Fire Wardens need to be nominated to sweep each floor and encourage people towards the nearest safe exit route. Anyone who is not out of the building or areas that were not able to be checked can then be reported to the EIO and thereafter to the Fire Service when they arrive. Preventing re-entry until the incident is dealt with: The principle of nominating Fire Wardens is well established and has been custom and practice within the ALMO for some time. For the majority of departments they will need to do no more than review their existing arrangements to ensure that sufficient staff is nominated to ensure that all exits are guarded to prevent re-entry. Departments or buildings that currently do not have Fire Wardens nominated should do so. In buildings occupied by more than one department, co-ordination will be required to ensure that duties are fairly spread between all relevant parties. Communicating the signal that it is safe to re-enter the building: The fire warden is responsible for communicating the signal to re-enter the building to the buildings occupants at the assembly point, and dependant on the type of building to Managers and/or Fire Wardens when the Fire Service have indicated that they are satisfied that it is safe for the building to be reoccupied. 24