ASBESTOS MANAGEMENT PLAN

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1 ASBESTOS MANAGEMENT PLAN PREPARED BY: Scott Gregory: Estates - Property Services DATE: 18/04/2014 STATUS: Draft ISSUE: 2014 (02) September 2014 NEXT REVISION DATE: April 2014

2 Contents 1.0 Introduction Page Process Page Programme for Enhanced Compliance Page Recording ACM s and Managing Risk Page Responsibilities Page Training Page Procedures for Project and Maintenance Works Page General and Emergency Control Procedures Page Monitor and Review Page Emergency Services Page Approved Contractors and Consultants Page 11 Appendix A Asbestos Management Flow Chart Page 12 Appendix B Statement on Asbestos - Text for Staff and Students Page 14 Appendix C Out of Hours Call Out Statement on Asbestos Page 16 Appendix D Asbestos Pro-Forma STATEMENT ON ASBESTOS Page 18

3 1.0 INTRODUCTION Under the Control of Asbestos Regulations 2012 the University has a legal duty to manage asbestos in non-domestic premises. For the purposes of managing asbestos around the University, these regulations shall be deemed to apply to all premises controlled by the University, and shall include student bedrooms and all other areas within Student Halls of Residence. This document sets out the University management plan and procedures for managing asbestos. It is to be read in conjunction with the following documents: Asbestos Management Strategy Managing Asbestos Removal Contractors MMU Health and Safety Policy MMU Health and Safety Manual The University Asbestos Management Procedures shall meet the requirements laid down in the Health and Safety at Work Act 1974, and the Control of Asbestos Regulations The overall aim is that all ACM s, through inspections, re-inspections, remedial or removal works are effectively managed and risks reduced (Asbestos Management Flow Chart Appendix A). 2.0 PROCESS The University has undertaken the following: Taken reasonable steps to identify materials in premises likely to contain asbestos and to check their condition Presumed that materials contain asbestos, unless strong evidence is available they do not Made a written record of the location and the condition of the asbestos and presumed asbestos-containing materials and continue to keep the records up-to-date Assessed the risk of the likelihood of anyone being exposed to these Prepared an action plan to manage that risk and put it into effect so that: - Any material known or presumed to contain asbestos is kept in a good state of repair - Any material that contains or is presumed to contain asbestos is, because of the risks associated with its location or condition, repaired or if necessary removed. - Information on the location and condition of asbestos material is available to anyone potentially at risk. - Incidents involving the release or suspected release of asbestos fibres shall initiate immediate and effective control measures and procedures to contain and manage the risk. The University shall undertake the following: Presume that materials contain asbestos; unless strong evidence is available they do not Maintain written records of the location and the condition of the asbestos and presumed asbestos-containing materials and keep the record up-to-date Page 3 of 19

4 Assess the risk of the likelihood of anyone being exposed to asbestos fibre from these Review and monitor the action plan and the arrangements made to put it in place To regularly review the University Asbestos Management Plan and Procedures as part of the quality management plan Carry out Refurbishment & Demolition surveys prior to all building/development works to identify the location and condition of any material that might contain asbestos. All findings to be made available to the Contractor and included in the pre tender Health and Safety Plan where appropriate Management (Type 2) Asbestos surveys have been undertaken for all reasonably accessible areas of the University. A comprehensive record of ACM s has been compiled. This information includes location, extent and condition of material and is be supported by photograph of sample points, CAD plans showing the presence of asbestos, risk assessments and an asbestos management plan. 3.0 PROGRAMME FOR ENHANCED COMPLIANCE All buildings deemed to potentially contain asbestos materials have now been surveyed. All materials identified during the survey process have been assessed and an annual action plan for remedial works put in place as from July The following programme for planned works for the period from August 2012 onwards has been prepared and is to be implemented. Year 2014/15 Continue with Management Plan works, including the 6 to 12 month inspections of known asbestos-containing materials and/or undertake new Management surveys across the Estate. Continue identified remedial works arising from the annual action plan Review the Management Plan periodically (bi-annually) or as required dependant on changes such as in legislation or working practices 4.0 RECORDING ACM s and MANAGING RISK 4.1 Management System ACM s are effectively recorded and managed using a management software package (PLANON database) which has been procured by the University. The database records the location and condition of ACM s by campus, building, floor, room or individual space. 4.2 Access to Information The custodian of the records shall be Estates-Property Services. The PLANON database will be accessible to all staff requiring such access. This is only be available over the University Intranet. Designated staff shall have read-only access. Authorised staff, including the appointed Asbestos Management Responsible Person and Assistant Asbestos Management Coordinators shall have full access and input capability. Page 4 of 19

5 4.3 Material Risk and Priority Assessments A Risk Assessment score for each ACM has been produced. This combines the Material Assessment (product type, damage/deterioration, surface treatment, asbestos type) and the Priority Assessment (location, material extent, use of location, occupancy level, activities carried out, likelihood/frequency of maintenance activities). This risk assessment forms the basis of asbestos management and will be used to determine the management and control actions necessary. 4.4 Monitoring and Re-inspection All ACM s will be re-inspected at between six to twelve monthly intervals as determined by risk assessment. Inspections shall be carried out by competent persons. The MICAD database will be updated to record inspection findings and action taken. 4.5 Updates The MICAD database will be constantly updated as further investigation; sampling and remedial works are carried out. 5.0 RESPONSIBILITIES The University has an explicit duty to assess and manage the risks from asbestos. The Board of Governors of Manchester Metropolitan University is ultimately responsible for the implementation of the University's Asbestos Management Strategy and the Asbestos Management Plan. The Directorate is the most senior management group within the University and is in a position to consider and implement policies and procedures concerning health, safety and welfare. 5.1 Asbestos Duty Holder The Head of Estates-Property Services Mike Price (the Duty Holder), has a professional and technical responsibility for the land, building fabric and the permanent services of the University's estate and compliance with the University's Asbestos Management Strategy and the Asbestos Management Plan. The Duty Holder will ensure that Facilities Property Services control the University s Asbestos Management Plan and that asbestos management across the University Estate is compliant with current legislation and the University's Asbestos Management Strategy. 5.2 Responsibilities for the delivery of the Asbestos Management Plan Estates-Property Services Maintenance Manager - Scott Gregory, in conjunction with the Duty Holder, will be responsible for preparing, reviewing and issue of the Asbestos Management Plan for the University including protocols and procedures for managing asbestos within the University. Scott Gregory is a BOHS Certified Competent Person and also holds the BOHS P407 qualification, and will, for the duration of this Asbestos Management Plan, provide advice and guidance to the Duty Holder on implementing the Asbestos Policy and Strategy in conjunction with the Health and Safety Unit and Directorate. They will jointly ensure that: The yearly Asbestos Action Plan for remedial works across the Estate, including identifying and prioritising ACM s by risk, is prepared and manages targeted funding to carry out works and management in line with the asbestos remediation budget. Page 5 of 19

6 Ensure compliance with the Asbestos Management Plan. Ensure that the overall strategy for the safe operation and execution of all Estate Planning includes consideration of asbestos issues. 5.3 Asbestos Condition Monitoring Estates-Property Services Maintenance Manager Scott Gregory, in conjunction with the Duty Holder and Gary Tootle (Estates-Property Services Head of Building Maintenance), will be responsible for managing the annual programme of asbestos management re-inspection surveys in adherence to HSE best practice guidance HSG264 Asbestos: The Survey Guide. They will collectively ensure that: The management of any Refurbishment & Demolition, additional Management Surveys, follow up inspections, remedial works or maintenance activities with regard to updating of the Micad database and records are procedurally compliant. Surveying of the Estate takes all reasonable steps to determine the location of ACM s. That all known or identified asbestos is repaired, sealed, removed, or otherwise treated, if there is a risk of exposure. Periodically monitoring the condition of ACMs, updating the asbestos register and reassesses the risk due to its condition or location. Keep the Micad asbestos database of ACMs up to date and providing a record of the location, condition, maintenance and removal for all ACMs on the University's estate. 5.4 Operational Management of Asbestos Risk Estates-Property Services, Head of Building Maintenance Gary Tootle and the Property Services Building Maintenance Managers will collectively ensure that asbestos is safely managed during all operational maintenance activities within buildings under their control. They will: Carry out risk assessments and document all actions taken to manage the asbestos. Make all asbestos information available to all those who may come into contact or disturb ACMs. Information shall be provided in a written or electronic format and shall be correct on the date it is presented. Put operational managerial arrangements in place to make sure that all work, which may disturb suspected ACMs, is fully compliant with current legislation and the Asbestos Management Plan. Ensure that prior to the commencement of any works which may have the potential to bring staff into contact with ACMs, the PLANON asbestos database is consulted, or Refurbishment & Demolition surveys are carried out, and such information used within all work related risk assessments. Keep the Micad asbestos database of ACMs up to date by formally notifying Scott Gregory (Estates-Property Services Maintenance Manager) of all changes in condition, location or removal of ACMs within those maintained areas under their control across the University's Estate. Page 6 of 19

7 5.5 Asbestos Awareness and Training The Head of Estates-Property Services Mike Price (the Duty Holder), and Gary Tootle (Estates- Property Services Head of Building Maintenance), shall ensure that training is undertaken for maintenance staff and staff identified as requiring such training to safely carry out their role within the University. This will include dissemination of relevant information to staff, students, contractors or third parties as required ensuring safe working practices or occupancy of University buildings. 5.6 Responsibilities of Staff and Students They are personally responsible for ensuring that: They comply with their obligations as set out in the MMU Health and Safety Policy and the MMU Health and Safety Manual. That any activity that may disturb or damage ACM has been avoided. 5.7 Responsibilities of Human Resources Offering screening to members of staff who are known or suspected to have been exposed to asbestos materials. Counselling staff who may have been exposed to or who are concerned about possible exposure to asbestos materials, in liaison with Staff Counsellor and Counselling Service. Undertaking when requested an auditing role on representative projects carried out by the Responsible Person Asbestos, Asbestos Contractor or Analyst. Provide advice on Asbestos Awareness training for staff and students as necessary. 6.0 TRAINING The University will continue to provide its asbestos awareness training programme to staff that are likely to come into contact with the potential to disturb asbestos containing materials or those who have direct management and supervisory roles of staff or contractors in carrying out such work. All resident maintenance staff, including long term maintenance contract staff, shall attend asbestos awareness training or refreshers training every 2 years to make sure that all are competent in the recognition of asbestos and in the appropriate safe procedures to manage it. Additional training shall be provided to supervisory staff to maintain competency in the safe management of ACM s on the University premises as deemed suitable including refresher training every 2 years. The University will train the Responsible Person - Asbestos and Duty Holder to BOHS P407 level or similar recognized standard. Relevant Maintenance or Project Managers shall be trained to BOHS P405/P402 level or similar recognized standard and staff shall regularly attend further appropriate courses or refresher training to maintain competency in the recognition and management of asbestos. Continual assessment shall be undertaken to make sure that all staff are kept up to date with current and future legislation or working best practices. Estates-Property Services shall liaise with Human Resources to introduce Asbestos awareness as part of the induction process for all University staff. Estates-Property Services shall liaise with Student and Academic Services to incorporate Asbestos awareness into web based Faculty Student Page 7 of 19

8 Handbook and the Halls of Residence Handbook. The wording to be incorporated into the staff induction and the student handbooks will be as set out in Appendix B. 7.0 PROCEDURES FOR PROJECT AND MAINTENANCE WORKS All University Project Managers, Surveyors, and Engineers (including appointed external project managers or departmental staff nominated as project managers for specific projects) shall ensure that:- Project management consultants involved in their projects follow the University procedures and that all appropriate information is disseminated All areas are assessed prior to project/work start, and that they identify any known risk from asbestos via MICAD and make sure that, where applicable, further investigation including a Refurbishment & Demolition survey is undertaken All staff and contractors are informed of the location of any known asbestos affecting the project/work. The pro-forma contained in appendix D of this document must be used to record the transfer of information from the University to the Contractor That if required the project is effectively managed and monitored by an appointed Asbestos Consultant If suspect asbestos material is discovered during the course of work, all work is stopped, staff are informed, and advice is sought from the Responsible Person Asbestos / Asbestos Contractor/Consultant The Project Manager will seek advice from the Responsible Person Asbestos or approved Asbestos Contractor/Consultant on the most appropriate remedial action and shall arrange for any necessary analytical works Those recommendations made by the Responsible Person Asbestos or Contractor/Consultant for any remedial actions are incorporated into the project works The Responsible Person Asbestos is kept fully informed of all changes to any ACM s so that they can be recorded 8.0 GENERAL AND EMERGENCY CONTROL PROCEDURES 8.1 Entry into Asbestos contaminated area Access to contaminated areas will not be permitted until a risk assessment has been carried out. Access will be controlled by the Responsible Person Asbestos or his nominated competent person s and will be restricted to asbestos competent persons wearing the appropriate personal protective equipment. Access restrictions will remain in place until the Responsible Person Asbestos has all the test results necessary to verify all surfaces and airborne contamination has been dealt with. 8.2 Access to an Asbestos Enclosure Access to any asbestos enclosure will be restricted to authorised staff, consultants, and contractors only. Procedures for access will be strictly in accordance with a risk assessment prepared for the Page 8 of 19

9 work. Access restrictions will remain in place until a certificate of re-occupation has been issued by an authorised person. In the case of emergency, only authorised competent staff wearing the appropriate personal protective equipment will enter the live enclosure. 8.3 Labelling Asbestos Labelling of ACM s will not be used as a method of identification and management. 8.4 Working with Asbestos Containing Materials All work with ACM s is to be carried out by Specialist Contractors holding all the required statutory licences and insurance. This requirement shall also apply to ACM s defined in regulation 3(2) (c) (ii) as non-modifiable. Unlicensed contractors shall not be permitted to work on, disturb, or interfere with any ACM s. The work will be undertaken by competent staff, utilizing appropriated tools and personal protective equipment. The work will be carried out strictly adhering to Health and Safety Guidance documents including: Control of Asbestos Regulations Managing and Working with Asbestos, Control of Asbestos Regulations 2012 Approved Code of Practice and Guidance L143. Asbestos: The Survey Guide HSG264 (Second Edition). Asbestos: The Analyst s Guide for sampling, analysis and clearance procedures HSG 248. Asbestos: The Licensed Contractors Guide HSG Day to Day Maintenance Works A new integrated maintenance management system has been purchased to manage the day to day maintenance works around the University. This system includes control gate mechanisms to identify ACM s at the stage work notes are issued. Where a work note identifies the presence of asbestos, the Surveyor/Engineer/Supervisor, and the operative, must interrogate the asbestos register to determine if the location of any asbestos impacts on the work instructed. If operatives need to move outside the work area defined on the work note (e.g. to access a duct to isolate services) or are unsure about a material or task they must refer back to their Supervisor for further asbestos checks and instruction before proceeding. 8.6 Out of Hours Call Outs The University operate an out of hours call out service for attending to emergency faults, repairs and breakdowns. An approved asbestos remediation contractor shall be available on 24 hour call out to attend to any ACM s which may be encountered by operatives attending the premises out of normal working hours. Full contact details for the remediation contractor shall be placed in the call out handbook, and the contractor s telephone number shall be placed in the call out mobile phone. The call out Engineer/Surveyor is to engage the remediation contractor to deal with any material which they suspect may contain asbestos. See the OUT OF HOURS CALL OUTS - STATEMENT ON ASBESTOS in appendix C. 8.7 Emergency Procedure If anyone suspects that an ACM has been disturbed and that asbestos fibres have accidentally been released, the following action should be taken immediately: Page 9 of 19

10 Stop work or activity immediately. Evacuate the area without causing unnecessary alarm or potential spread of asbestos fibre, closing all windows and doors. Prohibit access to the area, cordon off / secure the area until and post warning notices. Report the incident immediately to the Responsible Person - Asbestos ( ), the University Health & Safety Unit ( ), or should these not be available the Estates-Property Management Help Desk ( ) or out of hours Security ( ) clearly stating that it is a suspected asbestos incident. Follow any instruction given to manage the situation until the Responsible Person - Asbestos or the University Health & Safety Unit attends the incident. Record if possible, the names of all persons potentially affected. In circumstances where a site is under the control of a Principal Contractor the procedures in the Health & Safety file should be followed. 8.8 Guidance on Containing an Accidental Fibre Release. The Responsible Person Asbestos and the University Health & Safety Advisor shall visit the site of the incident as soon as reasonably practical. The following action shall be taken:- Make sure all personnel have left the area and that their names have been recorded. Consult the MICAD asbestos database for that area to confirm the presence of known ACM s. Determine as far as is reasonably practical, the nature and extent of the release of any fibres. Secure the area by the use of hasp, staple and padlock. Retain all keys. Install approved signs to all doors leading to the affected area to restrict access. Notify reception staff. Notify the Site Service Manager and confirm in writing. Engage the services of an Asbestos Consultant to determine the scope of the release, to undertake bulk sampling and analysis if material is unknown and to provide advice on remedial action. Implement Asbestos Consultants recommendations. Assess the level of release and instigate reporting procedures under RIDDOR where the exposure to fibre is, in the opinion of the consultant, presumed to have been significant. 9.0 MONITOR AND REVIEW The Management Plan will be reviewed by the every 6 months to check that it is compliant with current legislation that all information is current and correct, and that objectives are being met. (Next Review date is April 2015). In the event of an incident, an interim review will be undertaken and noted to check that the management systems remain effective and any amendments required are documented EMERGENCY SERVICES Hard copy asbestos reports providing an overview of the asbestos present in the building shall be placed in each building adjacent to the fire logbook. These are not to be used to identify all known Page 10 of 19

11 or potential ACM s present within the building; rather the PLANON asbestos database must be consulted APPROVED CONTRACTORS AND CONSULTANTS Removal of asbestos based materials will be under the control of Estates Department and the Responsible Person Asbestos will either undertake the management of works or informed of such works that are to be managed others in line with University guidance and current legislation. The Estates Department shall maintain a list of vetted and approved Contractors, and shall have available the services of approved competent Consultants, full details of which shall be available from the Responsible Person Asbestos. Page 11 of 19

12 APPENDIX A ASBESTOS MANAGEMENT FLOW CHART Page 12 of 19

13 ASBESTOS MANAGEMENT FLOW CHART Feedback University Asbestos Management Plan Survey, Locate, Test, Record Remediate or Repair Risk Assess Manage and Re Inspect Entry Into Contaminated Areas Information Available to Contractor Consultants Students and Staff Control Procedures Access to Asbestos Enclosure Working with ACM s Training Day to Day Maintenance Work Updating to meet changes in Legislation Emergency Procedures Review Management Plan Development Work RaD Survey Page 13 of 19

14 Appendix B Statement on Asbestos Text for Staff and Students Page 14 of 19

15 STATEMENT ON ASBESTOS Under the Control of Asbestos Regulations 2012 the University has a legal duty to manage asbestos in non-domestic premises. The University has taken all reasonable steps to identify materials in premises likely to contain asbestos and have assessed the risk of anyone being exposed. The University are obliged to make sure that any material known or presumed to contain asbestos is kept in a good state of repair and that any material that contains or is presumed to contain asbestos is, because of the risks associated with its location or condition, repaired or if necessary removed. The Facilities Department are responsible for the day to day management of the asbestos existing in and around the University premises. Asbestos must be respected, but need not be feared. You can only be exposed to the risk of inhaling asbestos if it is damaged or disturbed and fibres are released into your breathing zone. Asbestos in good condition can be safely left in place and monitored. Staff and Students have a role to play in the Management of asbestos. They must avoid drilling, cutting, or in any other way interfering with the fabric of the buildings. They should maintain an awareness of the potential presence of asbestos within the workplace and report any material they suspect has been damaged or is in poor condition to the University Help Desk ( ), or the University Health and Safety Unit (tel ). Page 15 of 19

16 Appendix C Out of Hours Call Outs Statement on Asbestos Page 16 of 19

17 OUT OF HOURS CALL OUTS STATEMENT ON ASBESTOS Under the Control of Asbestos Regulations 2012 the University has a legal duty to manage asbestos in non-domestic premises. For the purposes of managing asbestos around the University, these regulations shall be deemed to apply to all premises controlled by the University. The on call Engineers/Surveyors and Building Operatives have a role to play in the Management of asbestos. Building operatives called to attend out of hours emergencies, faults, repairs or breakdowns must maintain an awareness of the potential presence of asbestos. They must avoid removing, drilling, cutting, or in any other way interfering with any material they suspect may contain asbestos. The operative must cease work immediately they encounter any suspect material and contact the on call Engineer/Surveyor for further instruction. The on call Engineer/Surveyor shall assess the need for the work to proceed (e.g. can it wait until the following day?). If it is essential that the work proceed, then the Engineer/Surveyor shall call out an approved asbestos remediation contractor to attend site and undertake the minimum amount of work necessary to facilitate the repair. Should it be deemed absolutely necessary the approved consultants should also be contacted to attend site. Contact details for the current approved consultants are:- Shield on Site-Services: Matthew Rogerson, Operations Manager: or (24hr response) Contact details for the current approved remediation contractor are:- Kaefer C&D Ltd: Alan Lee, Senior Contracts Manager: or (24hr response) Page 17 of 19

18 Appendix D Asbestos Pro-Forma Page 18 of 19

19 ASBESTOS PRO-FORMA INTRODUCTION This asbestos pro-forma has been developed to enable the appropriate transfer of information between the University and any Contractors in respect of asbestos based materials. The pro-forma shall be signed when the information is provided at tender stage, or at the pre-contract meeting as applicable or, in the case of smaller projects, at the time the information is handed to the Contractor. ASBESTOS BASED MATERIALS Tick Box 1 The University has advised that under the CDM Regulations the Pre-Tender Health & Safety Plan has identified, so far as is reasonably practicable, the presence and location of known or suspected asbestos based material. 2 Notification has been sent to you indicating the presence of known or suspected asbestos based materials in the building/room/location where you will be undertaking work. Copies of relevant sections of the University Asbestos Register and/or drawings have been passed to you by hand/letter. 3 The Asbestos Register is a non-exhaustive record, therefore all site operatives will have received suitable asbestos awareness training to ensure that any suspect materials are not disturbed. 4 Any suspect materials must be notified immediately to the Contract Administrator or an appropriate member of facilities Property Services Staff. Contract Title: Contractor: Signature: Position: Date:

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