The Management of Asbestos. County Council Occupied Premises

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1 The Management of Asbestos in County Council Occupied Premises Policy, Strategy and Management Procedures Corporate Building Services November 2005

2 Policy, Strategy, and Implementation Plan for the Management of Asbestos in County Council Occupied Buildings Index 1.0 Introduction 2.0 Policy Statement 3.0 Strategy Statement 4.0 Management Responsibilities 5.0 Organisational Structure 6.0 Management Procedures 6.1 Emergency Procedure 6.2 Routine Procedures 6.3 Asbestos Surveys 6.4 Programme for Planned Surveys 6.5 Sampling and Testing 6.6 Risk Assessment 6.7 Removal of Asbestos Containing Materials 6.8 Maintenance of Asbestos Containing Materials 6.9 Labelling 6.10 Funding 6.11 Maintenance of Asbestos Records 6.12 Training 6.13 Approved Panel of Contractors and Consultants 6.14 Management of Small Projects 6.15 Permit to Work 6.16 Review of Policy, Strategy and Procedure 6.17 Distribution 2

3 Appendices Appendix 1 - Appendix 2 - Appendix 3 - Appendix 4 - Appendix 5 - Appendix 6 - Appendix 7 - Appendix 8 - Appendix 9 - Asbestos Emergency Procedure Procedure for the Management of Asbestos Methods of surveying for Asbestos Containing Materials Procedure for carrying out Asbestos Surveys Procedure for the Removal of Asbestos Management of Asbestos Containing Materials which Remain within Buildings Permit to Work Procedure for Carrying out Asbestos Risk Assessments. Definitions 3

4 1.0 Introduction For many years it has been known that Asbestos Fibres are a serious risk to personal health, and their use is now banned. However, Asbestos Containing Materials were an integral part of building construction up to the late nineteen eighties. As awareness of the problem has increased much of the material has been removed, but even so, many buildings still have Asbestos Containing Materials within their fabric. It is possible therefore that, unless preventative measures are taken, people using and occupying these buildings may be at risk of exposure to Asbestos fibres. This could include those involved in Building Maintenance operations as well as other people not normally associated with the building trade, for instance, computer installers, fire alarm installers, telephone/heating engineers, emergency services and normal building users. To minimise this risk it is important that all reasonable care is taken to ensure that Asbestos Containing Materials are identified and managed correctly. For instance, if they have a sealed surface, and are left undisturbed, they present no risk to the building users but if the surface is left unsealed, or the materials are disturbed, loose fibres can be released into the atmosphere, creating a health risk to anybody in the area. The Control of Asbestos Regulations, which came into force in November 2002, specify a number of duties which any person who has responsibility for the maintenance or repair of non-domestic buildings must comply with. This document sets out the Policy, Strategy, Management Responsibilities and Implementation Procedures for the management of Asbestos Containing Materials at all County Council Occupied Premises. Its purpose is to:- set out the responsibilities of all County Council staff in relation to the management of asbestos to comply with the Regulations raise awareness of the issues relating to the management of Asbestos Containing Materials minimize the risk to any person using County Council Occupied Premises provide guidelines for the recording, management and safe disposal (where practicable) of Asbestos Containing Materials. The document should be read in conjunction with all current regulations relating to Asbestos Regulations, Health and Safety Executive Guidance Documents and Specific Procedures for asbestos management. 4

5 2.0 Policy Statement In all matters relating to the presence of Asbestos Containing Materials in County Council occupied premises, the County Council will maintain a safe and healthy environment by: 2.1 Complying with all regulations concerning the Control of Asbestos 2.3 Managing the risks relating to Asbestos Containing Materials where they remain in buildings in order that they are minimized 2.4 Removing Asbestos Containing Materials where the risk to building users is assessed as being unacceptable 5

6 3.0 Strategy Statement The strategy for the implementation of the Asbestos Management Policy is as follows 3.1 Asbestos Awareness To raise an appropriate level of awareness about issues concerning the management of Asbestos Containing Materials to all staff having responsibility for the management of buildings, other staff, and persons who use County Council Occupied Premises. 3.2 Procedures To have clear procedures for the management of asbestos in premises, including identification, monitoring of condition, provision of information to personnel, removal or encapsulation where necessary, and dealing with emergencies. 3.3 Permit to Work To operate a Permit to Work system for all works involving Asbestos Containing Materials being undertaken at County Council premises. 3.4 Management structure To have a clear and specific organization structure for the management of Asbestos Containing Materials in County Council Occupied Premises. 3.5 Staff Responsibilities To define the responsibilities of GCC staff who are involved with the management of asbestos in buildings. 3.6 To have a named officer (The ) who will have responsibility for the implementing the Asbestos Management Plan in compliance with this policy. 6

7 3.7 Training To train County Council Staff, Contractors and Consultants, as appropriate, in matters relating to the safe management of Asbestos in County Council Occupied Premises. 3.8 Survey To survey all County Council Occupied Premises to identify, where possible, the presence of Asbestos Containing Materials. This strategy to include surveying all buildings recommended for purchase prior to completion. 3.9 Maintenance To maintain Asbestos Containing Materials in a safe condition where they present minimal risk to building users Removal To remove Asbestos Containing Materials from County Council Occupied Premises where they present an unacceptable risk to any persons Identification To clearly identify by means of labels all known Asbestos Containing Materials in County Council Occupied Premises Central Records To commission, develop and maintain a central database recording all information relating to Asbestos Containing Materials at County Council Occupied Premises, past and present Asbestos Register To prepare and maintain at each County Council Occupied Premise, an Asbestos Register containing all known details of Asbestos Containing Materials at that premise. 7

8 3.14 Use of Consultants To only commission Consultants registered by the United Kingdom Accreditation Service (UKAS) and included on the Gloucestershire County Council approved Panel of Consultants for sampling and analysis of suspected Asbestos Containing Materials Use of Contractors To only use HSE licensed contractors listed and approved by Gloucestershire County Council for the removal of Asbestos Containing Materials. 8

9 4.0 Management Responsibilities Executive Directors 4.1 The Chief Executive shall be responsible for providing: an organizational framework to facilitate Health and Safety policy development and implementation, including the management of Asbestos Containing Materials within County Council Occupied Premises. 4.2 The Executive Director, Resources shall, in conjunction with the Heads of Strategy and Standards and Service Delivery, be responsible for providing: the organizational framework and resources within the Resources Directorate to facilitate the development and implementation of policies for the management of Asbestos Containing Materials within County Council occupied buildings. Resources Directorate 4.3 Head of Corporate Property Services, in conjunction with the Head of Corporate Building Services, shall be responsible for managing: the development and review of policies for the management of Asbestos Containing Materials within County Council Occupied Buildings. 4.4 Head of Corporate Building Services, shall be responsible for managing: the implemention of the Policy for the management of Asbestos Containing Materials within County Council Occupied Buildings in conjunction with appropriate Service Directorate staff the development and implementation of training programmes for all Premises managers, Supervising officers, County Council employees, consultants and contractors who are likely to come into contact with Asbestos Containing Materials or who plan, manage or implement works that may disturb Asbestos Containing Materials. 4.5 The, shall be responsible for: 9

10 carrying out risk assessments implementing and managing the planned level 2 asbestos survey, testing and consequential removal programme at all County Council Occupied Premises organizing the communication of this policy to Premises Managers, Consultants, Contractors, and others who may organize, or carry out works at County Council Occupied Premises assisting Premises Managers, Project Managers, Designers and Contracts Administrators with issues relating to the management of Asbestos Containing Materials carrying out the day to day liaison with a framework of approved UKAS Consultants and Contractors for surveying, analytical testing and removal work maintaining the Central Asbestos Database issuing Premises Asbestos Registers and their revisions. 4.6 Strategic Buildings/Property Care Officers, shall be responsible for: assisting with the maintenance of the Premises Asbestos Registers auditing the Premises Asbestos Registers assisting with the communication of this policy to Premises Managers, Contractors, and others who may organize, or carry out works at County Council Occupied Premises 4.7 Planning Supervisors, Project Designers, Contract Administrators, Project Managers, Assistant Project Managers and other Supervising Officers shall be responsible for: the implementation of asbestos management procedures on all projects under their control undertaking risk assessments notifying the of any proposed Asbestos level 3 surveys organizing the removal of Asbestos Containing Materials on projects under their control certifying the Permit to Work where they have organized the removal or making safe of Asbestos Containing Materials prior to project commencement 10

11 Service Departments 4.8 Executive Directors in conjunction with Heads of Service shall be responsible for providing: the organizational framework and resources within their Directorate to facilitate development and implementation of Health and Safety Policies including those relating to the Management of Asbestos Containing Materials. 4.9 Premises Managers shall be responsible for: the implementation of procedures set out in this plan for the Management of Asbestos Containing Materials at their premises undertaking risk assessments relating to the presence of Asbestos Containing Materials for works which they are ordering at their premises liaising with staff from Corporate Building Services the management of contractors operating in their buildings maintaining, updating and using the Premises Asbestos Registers for their premises 4.10 Health and Safety Officers shall be responsible for: providing guidance and assisting premises staff with their management responsibility as detailed above in matters relating to Asbestos Containing Materials 4.11 All other County Council Staff shall be responsible for: notifying the Premises Manager of any suspected Asbestos Containing Material, or any damaged materials which have been identified and marked as containing Asbestos 5.0 Organisation Structure Figure 1 on the following page identifies the organization structure for the implementation of the Asbestos Policy, Strategy and Management Procedures. 11

12 Asbestos Policy Policy, Strategy & Management Procedures CHIEF EXECUTIVE Communications and Public Relations Manager Executive Director: EDUCATION Executive Director: SOCIAL SERVICES Executive Director: RESOURCES Executive Director: COMMUNITY SERVICES Executive Director: ENVIRONMENT Head of Strategy and Standards Head of Legal and Democratic Services Head of Service Delivery Head of Corporate Property Services (Policy) Head of Corporate Building Services (Implementation) Board of Governors Premises Manager Key: Solid black lines represent communication and/or instruction. Dashed lines denote normal communications channels relating to all other matters. Consultants Contractors 12 Planning Supervisor Project Designer or, Contract Administrator Figure 1.

13 6.0 Management Procedures 6.1 Emergency Procedure If any member of staff in a County Council building suspects there are Asbestos Containing Materials in a position and condition which may be hazardous to the premises users they must instigate the procedures detailed in Appendix Routine Procedures (a) Planned Survey Programme All County Council Occupied Premises will be surveyed to a Type 2 standard (see Appendix 3 for definition) under a planned programme. This will identify where Asbestos Containing Materials are present in accessible positions within each building and their condition. (Note: it does not guarantee to identify all Asbestos Containing Materials. This can only be done with a Type 3 survey detailed below.) Where Asbestos Containing Materials are identified as being within the building, risk assessments will be carried out to assess what, if any, remedial work is required (see Appendix 4). Where remedial work or removal is required this will be carried out in accordance with procedures identified in Appendices 5 and 6. (b) Where building works are to be undertaken Where building works are to be carried out at a County Council Occupied Premises the procedure as set in Appendix 2 must be followed for all projects, irrespective of their size. 6.3 Asbestos Surveys All Asbestos Surveys will be carried out in accordance with procedures set out in Appendices 3 and 4. The must be notified before an Asbestos Survey is commissioned. 6.4 Programme for planned surveys at County Council Occupied Premises All County Council Occupied Premises will be resurveyed in line with current legislative requirements, as part of this process all priority works will be assessed and actioned in line with this policy document. 13

14 6.5 Sampling and Testing Sampling and testing to confirm whether materials contain asbestos, or there is any contamination of spaces will normally be carried out as part of the Level 2 and 3 Survey programme. Where stand alone sampling and testing is necessary it will be commissioned using the guidelines which apply to the emergency procedure or the level 2 and 3 survey programme, whichever is appropriate (see Appendices 1, 2, 3 and 4). The must be consulted before any sampling or testing is commissioned. Samples of suspected materials must only be collected by personnel trained in the required procedures. All air test and material sample results must be sent to the. 6.6 Risk Assessment When an asbestos survey has been completed or air test or material samples analysed, a risk assessment as set out in Appendices 4 and 8 must be carried out to decide what, if any, remedial action is required. 6.7 Removal of Asbestos Containing Materials Where Asbestos Containing Materials have been identified, and a risk assessment has shown the need for them to be removed, the procedure as set out in Appendix 5 shall be adopted. 6.8 Maintenance of Asbestos Containing Materials within Premises Where Asbestos Containing Materials have been identified, and a risk assessment has shown that it is safe for them to remain in place, the procedure as set out in Appendix 6 shall be adopted. 6.9 Labelling of Asbestos Containing Materials All building components known to contain asbestos which are to remain in the building must be clearly identified. Labels must be located in positions which are visible to any person before they disturb the asbestos containing material. Where Asbestos Containing Materials are within a duct or ceiling void labels must be located adjacent to access hatches or where random access can be gained so that they can be easily seen by anyone attempting to gain access. The supply and installation of identification labels shall be instructed by the Funding 14

15 All Type 2 surveys which are part of the planned survey programme will be funded by the County Council from a central budget. All Type 3 surveys will be funded from the project budget which the survey relates to. Any sampling and testing carried out separately must have the funding source agreed with the before commencement. Any asbestos removal or other remedial works found necessary as a result of the survey shall be funded from the same budget as the survey Maintenance of Asbestos Records Central Database The central record for all asbestos information will be held on the main server at Shire Hall and managed by the. The records shall include: Results of all surveys Results of ad-hoc sampling and testing Marked-up plans of buildings showing location of Asbestos Containing Materials Works undertaken to remove Asbestos Containing Materials Air test and site clearance certificates including any consequential information Permits to Work Risk Assessments Schedule of works relating to the project system database Inadvertent exposure records These records shall be held and maintained for forty years. Copies of Consignment Notes shall be retained for five years. Files that exceed this time period shall be archived and removed from the database. No files shall be overwritten in these periods Premises Records A hard copy of the asbestos survey (the Asbestos Register) shall be forwarded to the Premises Manager for retention within the Premises Log Book. He/she will be responsible for updating the Register with amendments as and when they are issued by the. The Property Support Officer shall review the Asbestos Register periodically at intervals not exceeding one year. 15

16 6.12 Training Executive Directors and other managers without direct responsibility for premises management should receive Asbestos Awareness training All persons who are involved in property management including Heads of Service, Premises Managers, Supervising Officers, Site Managers, Caretakers, Consultants and Contractors require training as set out in the Asbestos Code of Practice section L28. The asbestos Code of Practice includes the following topics: Awareness of legislation and ACOPs Work Procedures Risk Assessment Emergency Procedures Containment methods Records Work methods Contract Management Survey Procedures Approved Panel of Contractors and Consultants All Type 2 and Type 3 surveys, including any sampling of possible Asbestos Containing Materials and Environmental Testing, shall be carried out by a consultant registered by the United Kingdom Accreditation Service (UKAS). Only in exceptional circumstances can other consultants be appointed to sample or test presumed asbestos materials Only contractors licensed by the Asbestos Removal Contractors Association (ARCA) can be used for the removal or remedial works of notifiable Asbestos Materials. (See Appendix 5 for definition of Notifiable Asbestos Materials.) All ARCA contractors shall be vetted by the County Council prior to inclusion on to the Panel of Contractors for asbestos removal. The following checks will be included: Audit of Company capability and record Audit of staff training 16

17 References Insurances Health and Safety Policy Asbestos removal license All contractors and consultants working on projects commissioned by Corporate Building Services must be selected from the approved Panels of Contractors and Consultants. Corporate Building Services will commission contractors or consultants on behalf of schools if requested, and these will be selected from the Approved Panel of Contractors and Consultants If a Premises Manager wishes to appoint consultants or contractors directly for works involving Asbestos Containing Materials it is strongly advised that only those on the Panels should be selected If, however, a Premises Manager wishes to appoint a contractor or consultant who does not appear on those Panels they shall be responsible for evaluating their: Health and Safety Policy Track record/experience Attributes of key personnel Customer satisfaction Staff training and development Quality/process assurance Insurance References from previous recent clients Ability to provide a focused, local delivery service Qualifications and license for undertaking Asbestos related works Note: the must be notified before any appointment is made or to carry out remedial works and labelling where it is to remain in place The performance of the licensed contractors in relation to their management of asbestos removal will be monitored and amendments made to the Panel of Contractors as necessary Management of Small Projects Precautions need to be taken concerning the possible presence of Asbestos Containing Materials on all projects irrespective of their size or complexity. Even on the smallest of projects the extent of asbestos may be significant. The procedures as set out in the Appendices to this procedure must be followed. 17

18 6.15 Permit to Work For all works at County Council occupied premises identified as high risk by the risk assessment process a Permit to Work must be completed before work commences (see Appendix 7). The Supervising Officer shall ensure measures are in place for an authorized person to complete the Permit to Work and to ensure the contractor is provided with a copy of this prior to commencement of works. Copies of the completed Permit to Work must be filed with the Asbestos Register at the premises Review of Asbestos Policy, Strategy and Implementation Plan Annual Review The Asbestos Policy, Strategy and Implementation Plan will be reviewed annually by the Heads of Corporate Property Services and Corporate Building Services. Any recommendations for changes to the policy will be reported to the Executive Director (Resources), and the Heads of Service Strategy and Standards, and Service Delivery for ratification. Any changes to the procedures for dealing with Asbestos Containing Materials that result from the annual review will be actioned by the Head of Corporate Building Services Review as a result of legislative changes Changes in legislation relating to Asbestos Containing Materials will be monitored by the Heads of Corporate Property Services and Corporate Building Services. Recommendations for changes and their implementation will be dealt with as detailed under annual review above Review as a consequence of incidents, complaints or corrective actions Emergency incidents and complaints will be monitored by the Head of Corporate Building Services. Any necessary changes to the Policy that result will be dealt with as detailed under Annual Review above Distribution of the Asbestos Policy, Strategy and Implementation Plan An electronic circulation copy will be made available on Gloucestershire County Council s Intranet service. 18

19 Copies of the Policy will be circulated to all addressees of the following: Executive Directors Heads of Service Premises Log Book Holders Consultants Panel Contractors Panel It is the responsibility of the to circulate the Policy documents and any revisions and to maintain and update the circulation list. 19

20 Appendix 1 Emergency Procedure Action 1. Asbestos Risk Identified This may happen at any time, by any user of a building. Including contractors. 2. Notify Premises Manager or Deputy If nobody is available to help at the premises contact the Helpdesk on Seal off area concerned All doors and windows should be shut and locked, and a notice displayed prohibiting access by unauthorised personnel to the affected area. Action by All Building Users All GCC staff Premises Manager/ Deputy 4. Check asbestos register for information concerning the affected area. If no record exists, or is incomplete, or the area concerned is not specifically mentioned as being asbestos-free, assume that asbestos is present. If the area/material concerned is clearly identified as asbestosfree notify the premises manager he/she may re-open the space. If there is any doubt, treat it as if asbestos is present. 5. If asbestos is known or assumed to be present notify the, Rob Barnes or the Asbestos Administration Officer, Philip Ashbee-Dobbins Telephone nos / Mobile: He/They will need to know: the name and address of the property the location and nature of the suspected material confirmation that the area has been sealed off name of responsible person at the site premises Premises Manager Deputy Premises Manager Deputy Premises Manager Deputy Premises Manager/ Deputy NOTE: If the Asbestos Administration Officer / Manager cannot be contacted please telephone the Helpdesk on Carry out desktop check of existing database records. If no record exists, or is incomplete, or the area concerned is not specifically mentioned as being asbestos-free, assume that asbestos is present. If the area/material concerned is clearly identified as asbestosfree notify the premises manager he/she may re-open the space. If there is any doubt, treat it as if asbestos is present. 7. If asbestos is known or assumed to be present contact UKAS Consultant or Approved Contractor and issue instructions for inspection, sampling and testing. Premises Manager Deputy 20

21 Action Action by 8. Carry out inspection, sampling and testing Asbestos Manager/Consultant or Approved Contractor 9. Notify of results UKAS Consultant or Contractor 10. Carry out risk assessment 11. Notify HSE if required 12. Notify Premises Manager of results/risk assessment and action 13. Instruct UKAS Consultant/Contractor on remedial works. Premises Manager 14. Where the Risk Assessment indicates removal of asbestos containing materials follow procedure set out in appendix 5. Premises Manager/Project Officer/ 15. Where the Risk Assessment recommends Asbestos Containing Materials to be left in place follow procedure set out in appendix 6. Premises Manager/Project Officer/ 16. Re-occupy affected area on confirmation from the Asbestos Manager Premises Manager 17. Review the risk of exposure of staff/building users to asbestos fibres which may have occurred. If significant, refer case to Occupational Health Unit for appropriate action. 18. Update records Note Items 7 20 are not required if the desktop check of records shows all asbestos has been removed. If there is any doubt, carry out the inspection and survey. Items and 13 15,17 are not required if the test results show no asbestos is present. 21

22 Appendix 2 Procedure for the Management of Asbestos to be undertaken before any Building Works are undertaken Action 1. Checks to identification any Asbestos Containing Materials must be undertaken as early as possible in the project procurement process. This will identify the extent of the works required to remove it (and replace if necessary), the cost and the extent of disruption to the building users. This procedure must be carried out irrespective of the size of complexity of the project. 2a. Where the project is being managed by Corporate Building Services staff they will be responsible for the implementation of this procedure. 2b. Where the project is being managed directly by a school the Premises Manager will be responsible for the implementation of this procedure. Action by CBS staff Premises Manager/ Schools, which are managing projects themselves, can request the Corporate Building Services to supervise the related Asbestos Management Procedure if they wish. (This may be a chargeable service) 3. Identify the extent of the building works. Project Officer/ Premises Manager 4. Carry out a desktop survey of all existing site documentation relating to the total work area. (Site Asbestos Register) 5. If no information exists or it is incomplete in the site Asbestos Register contact the Asbestos Administration Officer and request a check of the Central Data base. 6. Check Central Asbestos Data base and notify premises manager of results. 7. If records positively show that no Asbestos Containing Materials exist within the work area the section of the Permit to Work relating to Asbestos can be signed off. Note: This record has to be a level 3 survey for the whole area, or records of asbestos removal, including certification that ALL asbestos materials had been removed from the affected area. 8. If records do not positively show that no asbestos is present then a Type 3 survey (see Appendix 3 for definition) must be commissioned. 9. If the type 3 survey is being commissioned by the premises appointed person obtain the s approval prior to commissioning. 10. On approval instruct UKAS Consultant to carry out Level 3 survey (see appendix 4 for the procedure for carrying out Asbestos Surveys) Project Officer/ Premises Manager Premises Manager Asbestos Administration Officer/ Manager Premises Manager/ Project Officer / Project Officer/ Premises Manager Premises Manager/ Project Officer Premises Manager/ Project Officer/ 11. Carry out level 3 survey UKAS Consultant 12. Notify of results. UKAS Consultant 22

23 Action Action by 13. Carry out risk assessment 14. Notify premises manager of results 15. Where Risk Assessment indicates removal of asbestos continuing materials follow procedure set out in appendix Where Risk Assessment recommends ACM to be left in place follow procedure set out in appendix On receipt of clearance certificate the section of the Permit to Work relating to Asbestos can be signed off. Premises Manager/ Project Officer/ Premises Manager/ Project Officer/ Premises Manager/ Project Officer 18. Update records Asbestos Administration Officer/ Manager Note Items 8 17 are not required if the desktop check of records shows all asbestos has been removed. If there is any doubt, carry out a type 3 survey within the areas concerned. Items are not required if the type 3 survey results show no asbestos is present. 23

24 Appendix 3 Methods of Surveying for Asbestos Containing Materials Methods of Determination of Hazardous Substances (MDHS) sets out how to survey the workplace premises for Asbestos Containing Materials (ACMs) and how to record the results in a usable form. It also gives advice on how to recognise and sample suspected ACMs. The MDHS has been produced as a guidance issued by the Health and Safety Executive for people carrying out surveys. It will also be of interest to those commissioning surveys. There are three types of survey defined in the MDHS 100 Guidance Note issued by the HSE, they are: Type 1: Location and assessment survey (presumptive survey) The purpose of the survey is to locate, as far as reasonably practicable, the presence and extent of any suspect ACMs in the building and assess their condition. This survey essentially defers the need to sample and analyse for asbestos (or the absence thereof) until a later time (e.g. prior to demolition or major refurbishment). The duty holder bears potential additional costs of management for some non-asbestos Containing Materials. All Areas should be accessed and inspected as far as reasonably practicable (e.g. above false ceilings and inside risers, service ducts, lift shafts, etc) or must be presumed to contain asbestos. Any materials which can reasonably be expected to contain asbestos must be presumed to contain asbestos, and where it appears highly likely to contain asbestos, there should be a strong presumption that it does. All materials which are presumed to contain asbestos must be assessed and recorded. Type 2: Standard sampling, identification and assessment (sampling survey) The purpose and procedures used in this survey are the same as for Type 1, except that representative samples are collected and analysed for the presence of asbestos. Samples from each type of suspect ACM found are collected and analysed to confirm or refute the surveyor s judgement. If the material sampled is found to contain asbestos, other similar homogeneous materials used in the same way in the building can be strongly presumed to contain asbestos. Less homogeneous materials will require a greater number of samples. The number should be sufficient for the surveyor to make an assessment of whether asbestos is or is not present. Sampling may take place simultaneously with the survey, or as in the case of some larger surveys, can be carried out as a separate exercise, after the Type 1 survey is complete. 24

25 Type 3: Full access sampling and identification survey (pre-demolition/major refurbishment survey) This type of survey is used to locate and describe, as far as reasonably practicable, all ACMs in the building and may involve destructive inspection, as necessary, to gain access to all areas, including those that may be difficult to reach. A full sampling programme is undertaken to identify possible ACMs and estimates of the volume and surface area of ACMs made. The survey is designed to be used as a basis for tendering the removal of ACMs from the building prior to demolition or major refurbishment so the survey does not assess the condition of the asbestos, other than to note areas of damage or where additional asbestos debris may be expected to be present. 25

26 Appendix 4 Procedure for Carrying Out Asbestos Surveys Action by 1. Commissioning Asbestos Surveys The Countywide Type 2 Survey Programme has been commissioned and completed and is managed by the. The Type 3 surveys, which are specific to individual projects, will be commissioned as follows: NOTE: Before any Type 3 surveys are commissioned the must be consulted. If the survey information is required prior to the Design Team appointment (i.e. at feasibility stage) it is the responsibility of the Officer/ Consultant carrying out the feasibility to consult the Asbestos Manager and arrange for the survey He/she may request the to carry this out on his/her behalf. (This may be a chargeable service) If the information is required following the appointment of the Design Team, it is the responsibility of the Lead Consultant to consult the and arrange for the survey he/she may request the to carry this out on his/her behalf. (This may be a chargeable service) If a school (including Foundation Schools), or other premise, is organising works independently, it is the responsibility of the supervising Officer acting on their behalf (this may be a member of staff or their appointed Consultant) to consult the and arrange for the survey He/she may request the to carry this out on his/her behalf. (This may be a chargeable service) Premises Managers will be notified by the Asbestos Manager prior to a Type 2 or 3 survey being undertaken at their premises. The Consultants carrying out the surveys must be instructed by the person commissioning the survey to return all survey reports to the. He will record the details carry out a risk assessment and pass the survey, with recommendations for remedial works if required for remedial works if required back to the commissioning person. All Project Supervisor Consultant Premises Manager/ Project Supervisor Premises Manager/ Project Supervisor 26

27 Action by 2. Action following receipt of Asbestos Survey Report 2.1 The will take the following actions: Level 2 Surveys: Carry out a full Risk Assessment to identify necessary remedial works (sample Risk Assessment identified in Appendix 8) Notify Premises Managers of the survey results and the proposed remedial works Where necessary, organise immediate remedial works and apply for a waver to the HSE fourteenday notification Arrange for sealing (where required) and labelling of Asbestos Containing Materials which are to remain in place and be managed Transfer all information to the central database and forward a hard copy of the Asbestos Register or an update where it already exists, to the Premises Manager Level 3 Surveys Notify the Planning Supervisor/Project Designer/ Contract Administrator or any other person commissioning the survey of the results of the survey Forward a copy of the survey to the Planning Supervisor/Project Designer/ Contract Administrator/other person Request a copy of the Risk Assessment from the Planning Supervisor/ Project Designer/ Contract Administrator/other person which shall identify the necessary remedial works Notify the Premises Manager of the survey results and the proposed remedial works Obtain confirmation from the Planning Supervisor/Project Design/Contract Administrator/ other person of the remedial work carried out, including any site clearance certificates, air test results and Permit to Work Transfer all information to the central database and forward a hard copy of the Asbestos Register or an update where it already exists, to the Premises Manager 27

28 Appendix 5 Procedure for the Removal of Asbestos Containing Materials When Asbestos Containing Materials have been identified and the risk assessment indicates removal as the preferred option, the following procedure must be adopted. Action by 1. Where removal work has arisen as a consequence of the Countywide Level 2 survey programme the Asbestos Manager will be responsible for the implementation of the procedure. Where the removal work relates to a building project the Supervising Officer, or Lead Consultant, will be responsible for the implementation of the procedure. He/she may request the to manage the process on their behalf if they so wish. (This may be a chargeable service) Where a school is organising works on their own behalf, the Premises Manager will be responsible for the implementation of the procedure. He/she may request the to manage the process on their behalf if they so wish. (This may be a chargeable service) Where works arise as a result of the emergency procedure, the Premises Manager will be responsible for the implementation of the procedure. He/she may request the to manage the process on their behalf if they so wish. (This may be a chargeable service) Identify the extent of the asbestos related works: Either major (paragraph a below) or minor (paragraph b) (See Appendix 1,2 & 4) Supervising Officer/ Lead Consultant Premises Manager Premises Manager Premises Manager/ Project Officer/ Asbestos related Major works are defined as involving: a. 1. Asbestos Containing Materials of more than 1m² in area, OR 2. more than one man-hour to remove 3. all types of Asbestos Containing Materials except Asbestos Cement Products (In accordance with the Approved code of practice) Asbestos related Minor Works are defined as involving: b. 1. Asbestos Containing Materials of less than 1m² in area. OR 2. less than one man-hour labour to remove 3. all types of Asbestos Cement Products (See Below) (In accordance with the Approved code of practice) Asbestos Cement Products are defined as: Well-bonded sheet material used in roofs and prefabricated buildings such as garages. It should not be confused with Asbestos Insulation Board, which must be dealt with under items (a) or (b) above. 28

29 Action by 2. Decide on procedure to be followed: Premises Manager/ Project Officer/ (A) Major Works 1. Appoint Analytical Consultant. Their role is to: Premises Manager/ Project Officer/ - liaise with, Project Supervisor or Premises Manager - assess the scope of works including risk assessment - facilitate the appointment of a licensed removal contractor (specification, Health and Safety Plan and Procurement) - verify notification of the Health & Safety Executive by the Contractor - review the Contractor s Method Statement - issue Permit to Work (for asbestos works only) - manage the implementation phase of the works - carry out air quality testing - issue Clearance Certificate - obtain Disposal and Transport Certificates from the Contractor - notify the of amendments to asbestos records - forward all documentation to the - notify the, Project Supervisor or Premises Manager of completion of the works Consultant 2. Appoint Licensed Contractor. Their role is to: Premises Manager/ Project Officer/ - issue Contractor s Health and Safety Plan including Method Statement and risk assessment - notify the Health and Safety Executive - provide on-site liaison with the Analytical Consultant and Premises Manager - execute the works - agree completion of works - issue Disposal and Transport Certificates to Analytical Consultant 3. The will: - forward copies of the Clearance Certificate to the Project Supervisor or Premises Manager as appropriate - update the central asbestos record - forward the asbestos register amendments to the Site Manager Contractor 29

30 4. The Project Supervisor will: - Where the works are part of a building project, the Project Supervisor or Contractor will pass copies of the Clearance Certificate, as appropriate, for information and inclusion in the CDM Health and Safety File. Action by Project Supervisor (B) NOTE: Only UKAS qualified Consultants and Contractors licensed by the Health and Safety Executive can be used for the removal of Asbestos Containing Materials where the extent is classified as Major Works. Minor Works 1. Decide who is managing works Premises Manager/ Project Officer/ Appoint Analytical Consultant if required, but it is not mandatory. The supervision required can be provided by a competent Design Consultant, Supervising Officer or Premises Manager. Alternatively, the will provide the necessary supervision if requested. (This may be a chargeable service). The supervision required includes: - defining the scope of works including risk assessment - confirming works are within Minor Works definition - liasing with, Project Supervisor and Premises Manager - facilitating the appointment of a competent Contractor (specification and procurement) - reviewing Contractor s Method Statement - issuing Permit to Work - monitoring works - organising disposal of waste - confirming completion - updating Health and Safety Plan (if part of building project) - notifying the of works carried out Note: The Health and Safety Executive do not need to be notified for Minor Works. Contractors do not need to be licensed to remove Asbestos Containing Materials, which fall into the Minor Works category, but they must be competent. Only Contractors approved by GCC may be used for this work. Contractors will have to comply with the special waste regulations All waste has to be disposed of by licensed Contractors and the consignment note must be retained for 3 years. Contractor Contractor Consultant/ Asbestos Manager 30

31 Action by 2. Appoint Contractor. Premises Manager/ Project Officer/ The Contractor does not have to be licensed but he must be competent. He must: - provide a Method Statement - provide on-site liaison - execute the works - seal the waste in double bags, clearly marked as asbestos waste Contractor - notify the person supervising the works that the waste is available for collection 3. The will: - supervise the works if requested to do so (this may be a chargeable service) - update the central asbestos record - forward the asbestos register amendments to the Site Manager 31

32 Appendix 6 Procedure for the Management of Asbestos Containing Materials which remain within Buildings When Asbestos Containing Materials have been identified and the risk assessment indicates that it is safe for them to remain in place, the following procedure must be adopted. Where encapsulation work is required, and if has been identified as part of the Level 2 survey programme, the is responsible for the implementation of this procedure. Where encapsulation work is related to a building project, the supervising Officer or Lead Consultant, will be responsible for the implementation of the procedure. He/she may request the to manage this process on their behalf if they wish. (This may be a chargeable service) Where a school is organising works on their own behalf, the Premises Manager will be responsible for the implementation of this procedure. He/she may request the to manage the process on their behalf if they wish.. (This may be a chargeable service) Where works arise as the result of an emergency the Premises Manager will be responsible for the implementation of this procedure. He/she may request the to manage the process on their behalf if they wish.. (This may be a chargeable service) 1. Identify the extent of the works: (See Appendix 1,2 & 4) Action by Supervising Officer Premises Manager/ Project Officer Premises Manager/ Project Officer Premises Manager/ Project Officer/ a. The work involved may vary depending on the situation: for example - Sealing the surface of an asbestos containing board with an epoxy material. - Permanently sealing a duct to prohibit access - Providing additional protection to Asbestos Containing Materials which could be damaged. (Over boarding). - Restricting access to the areas concerned. (As a temporary solution) (This is not a definitive or an exhaustive list) 32

33 Action by 2. Decide on procedure to be followed: Premises Manager/ Project Officer/ 1. Appoint a Consultant or Contractor as appropriate. - It is not necessary for the Consultant to be UKAS approved - A unlicensed Contractor may be used, but in both cases they must be competent to deal with the work. - It is highly recommended that licensed Contractors approved by GCC are used. - Their role is to: - liaise with, Project Supervisor or Premises Manager - assess the scope of works including contractor risk assessment - prepare / review the Contractor s Method Statement - issue Permit to Work - manage the implementation phase of the works - carry out air quality testing (if required) - issue Clearance Certificate (if required) - obtain Disposal and Transport Certificates from the Contractor - notify the of amendments to asbestos records - forward all documentation to the - notify the, Project Supervisor or Premises Manager of completion of the works Premises Manager/ Project Officer/ Consultant / Contractor 2. The will : - forward copies of the Clearance Certificate to the Project Supervisor or Premises Manager as appropriate - update the central asbestos database - forward the asbestos register amendments to the Site Manager supervise the works if requested to do so (this may be a chargeable service) 3. Adhesive labels to be fixed, In accordance with Gloucestershire County Council labelling scheme. 4. Monitor the condition of Asbestos Containing Materials at least once every 6 months and record inspections in the asbestos register. If deterioration is identified, contact the for advice. He/she may request the to manage the process on their behalf if they wish. (This may be a chargeable service) Premises Manager 33

34 Appendix 7 CORPORATE BUILDING SERVICES PERMIT TO WORK CERTIFICATE LOCATION: ORIGINATOR: DATE: PART A Valid from... (time) to... (time) on... (date) Issued by..... to... This permit is issued for the following work: in department/area/section PART B - PRECAUTIONS YES/NO N/A SIGNATURE 1. The above plant or area has been removed from service and persons under my supervision have been informed. 2. The above plant has been isolated from all sources of: (a) ingress of dangerous fumes, gases, flammable and toxic substances; (b) electrical and mechanical power; (c) heat, steam and/or hot water. 3. The above plant has been freed of dangerous substances. 4. Atmospheric tests have been carried out and the atmosphere is safe. 5. The area is/will be roped off or otherwise segregated from adjacent areas. 6. The appropriate danger/caution notices have been/will be displayed. 7. Any hot work will be completed at least one hour before the end of each working period and the area thoroughly checked by a responsible person for any sign of fire, smoke or smell of burning before the area is vacated. 8. Asbestos - The work involves the removal of materials containing asbestos or working in a location known to contain such materials. All works will be carried out strictly in accordance with current safety regulations and guidance notes issued by the Health & Safety Executive. 34

35 PART B - PRECAUTIONS (cont) 9. The following additional safety precautions will be taken: (a) (b) (c) (d) (e) (f) (g) (h) (j) (k) the use of safety belt and life line; the use of goggles and/or gloves; the use of flameproof lamps; the use of fresh air/self-contained breathing apparatus; prohibition on naked lights/ sources of ignition; provision of fire extinguishing apparatus atmospheric safety monitoring equipment YES/NO N/A SIGNATURE PART C - DECLARATION BY ISSUING OFFICER I hereby declare that the operations detailed in Parts A and B have been completed/considered and that the above particulars are correct. Signed Date... Time PART D - RECEIPT/ACCEPTANCE OF CERTIFICATE BY CONTRACTOR I have read and understand this certificate and will undertake to work in accordance with the conditions in it. Signed. Date Time. PART E - COMPLETION OF WORK BY CONTRACTOR The work has been completed and all persons under my supervision, materials and equipment have been withdrawn and the area left safe for occupation. Signed.Date... Time. PART F - REQUEST FOR EXTENSION BY CONTRACTOR The work has NOT been completed and permission to continue is requested. Signed..Date..... Time.. 35

36 PART G - EXTENSION OF PERMIT BY ISSUING OFFICER I have re-considered the work/the plant detailed above and confirm that the certificate may be extended to expire at... (time). Further precautions Signed.. Date..... Time.. PART H - CANCELLATION OF PERMIT BY ISSUING OFFICER I hereby declare this Permit to Work cancelled and that all precautionary measures specified have been withdrawn. Signed.. Date Time.. PART I - RETURN TO SERVICE I accept the above plant/area back into service. Signed. Date... Time. PART J - REMARKS, SPECIAL CONDITIONS AND EXTRA INFORMATION N.B: This permit shall not relieve the contractor from any obligations imposed by contract or statutory requirements. Distribution: White - Contractor; Yellow - Originator; Blue Corporate Building Services 36

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