Protect your premises preventative action and emergency procedures

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1 Chief Executive Gavin Boyd North Eastern Region Protect your premises preventative action and emergency procedures Web Site Download Out of Hours Emergency Frost/Adverse Weather Damage Helpline (Press Option 5 or 6) Operational During Christmas Holiday Period Steven Campbell Senior Maintenance Officer November 2015

2 FOREWORD The impact of the extreme freezing weather conditions during December 2010/January 2011 caused significant damage to the schools estate. This booklet, Protect your Premises - Preventative Action and Emergency Procedures is an up-dated version of one issued previously. This provides new arrangements for the out of hours frost/adverse weather damage contact number operating during the Christmas holiday period and the contact information on the new Term Service Contract contractors. The booklet also provides appropriate procedures in the event of severe weather conditions, fire or vandalism damage at school premises. The EA and its officers will continue to provide all possible resources, support and guidance to managers. However, it is now generally accepted that the most effective preventative and initial remedial action is provided by those with local responsibility for property. All schools can be assured of the EA s commitment to ensuring that pupils education is not disrupted and the health and safety of pupils and teachers is central to our planning. G Kelly Head of Property Services November Page 1

3 Premises Management It is important that a premises manager is identified at each location where the EA has responsibilities. The premises manager should be someone at an appropriate level who has the necessary authority to act on behalf of those responsible for the premises and, preferably be a key holder. This person could be a senior manager or, on some sites, the building supervisor. It is also important that deputies are identified to cover absences. Where a number of separate areas of accommodation exist it is preferable to have one premises manager for the entire site. The EA currently holds premises manager information on the Manhattan Help Desk System. From time to time the EA will contact schools and other EA premises to update this information. Please Complete for Your Information Premises Principal/Person in charge Premises Manager Deputy School Building Maintenance Officer School Electrical & Mechanical Maintenance Officer School alarm company details Fire alarm Intruder alarm Contractor LM Services NI Ltd LM Services NI Ltd Telephone no (028) (028) Contract no and/or verification code Telephone numbers for the EA s Maintenance Section are listed in this booklet. Page 2

4 Advice for schools during winter months During the winter months it is important to prevent frost damage in your school by taking appropriate precautionary measures. These are summarised as follows. Principals are advised to ensure premises are checked at least once a day in the event of extreme weather conditions. Ensure that you have an adequate oil supply as the heating system may be required at times of low temperature. During the winter, particularly at weekends and holidays, listen to the weather forecast. Set the boiler controls to Holiday or run the heating systems overnight and at weekends. Under no circumstances should the controls be turned off. Know where to locate water stopcock valves. Isolate and drain down water systems in mobile classrooms and other unheated buildings where possible. If a period of prolonged frost occurs visit school frequently to check: o if the frost protection systems is operating o for any signs of leakage If water damage or leaks are discovered the mains water supply should be turned off and taps opened to drain down the system. Leaks from frozen pipes appear when there is a thaw. Out of hours arrangements in cases of serious frost / winter weather damage In the event of a situation arising that completely overwhelms the premises manager and the resources at his or her disposal he/she should call the appropriate TSC contractor listed in this booklet on page 9. This booklet can also be found on the Authority s website: using the following links: Regions, North Eastern Region, Website:http// About, Who we are and what we do, Property Services, Preventative Actions and Emergency Procedures OR CALL: OUT OF HOURS EMERGENCY CONTACT NUMBER: (frost/adverse weather damage press Option 5 or 6) Please note the EA s frost / adverse weather damage emergency number will only be operational during the Christmas holiday period and should only be used in emergency situation. The TSC Contractors out of hours contact number should be used on all other occasions. Page 3

5 Routine Preventative Measures 1 Ensure that gas taps and main gas valves are turned off and gas safety systems are operational. Isolate the electrical supply in Technology, Home Economics and ICT rooms when it is not required. 2 Ensure that windows and doors are closed and that stores are locked. 3 Ensure that fire and intruder alarms and CCTV are operational at night, at weekends and during holidays. 4 Identify the location and, where appropriate, know how to operate the following: mains water and other water and heating valves (including firefighting mains) water storage tanks main gas cylinder and stop valve fuel tank and fuel contents gauge mains electrical and sub-switchboards boiler and heating control panels frost protection system fire and intruder alarms and CCTV. 5 Before holidays, check that there is sufficient fuel to keep heating systems operational throughout the holiday period. 6 During the winter, particularly at weekends and holidays, listen to the weather forecasts. If a prolonged period of low temperatures is expected adopt the following procedures as appropriate: run the heating system overnight and at weekends isolate and drain down water systems in mobile classrooms and other unheated buildings arrange to have the trap door opened slightly into the roof space to allow heat to circulate visit buildings frequently to check if the frost protection system is operating. Check for any signs of leakage. Leaks from frozen pipes appear when there is a thaw. 7 Have available the telephone numbers of: the area Maintenance Help Desk your EA Maintenance Officers the out of hours emergency frost/adverse weather damage helpline the Building and Mechanical & Electrical TSC Contractor 8 Ensure that equipment is inspected and serviced regularly. 9 Ensure that sufficient firefighting equipment is available throughout your premises and that it is fully serviced and readily accessible. 10 Do not turn off electrical supply as this will render frost protection devices inoperable. Page 4

6 Emergency Procedures The primary role of the premises manager is to take preventative action to limit the risk of any damage. However, in an emergency, his or her priority will be to prevent loss of life and injury, to protect property from further damage and ensure premises are safely secured using available resources. On becoming aware of an emergency situation the premises manager, or deputy, must initiate an appropriate response based on the information available in this booklet. Arrangements in Cases of Serious Emergency The following procedure is to be followed in cases of a serious emergency occurring after normal business hours affecting the premises for which you are responsible, particularly, fire, flooding or extensive vandalism. In the event of a situation arising that completely overwhelms the premises manager and the resources at his or her disposal he/she should contact the local emergency services (PSNI, Fire & Rescue Service, Ambulance) and then report the problem directly to the appropriate TSC Contractor. If the event occurs during the Christmas holiday period contact the EA s out of hours emergency frost/adverse weather damage helpline. You are requested to report the emergency to your local Area Maintenance Depot or Property Services Division the following morning or on a Monday morning if the incident occurs at the weekend. This must be followed by the submission of a written report to the Senior Maintenance Officer on the next working day. Also, the form L/B/2 (see Appendix 1) should be completed and forwarded to the EA s Claims and Legal Administration section, County Hall, 182 Galgorm Road, Ballymena, BT42 1HN. Personal Safety Key holders are not required to put themselves at any risk when attending emergency call-outs. If there is any doubt or reason to believe intruders may still be on the premises or in the grounds summon the PSNI. Some other simple measures can enhance your personal safety: take a mobile telephone with you let someone else know where you are going and when you expect to return home take a torch with you if possible, drive around the site first and do not get out of the car until you are sure there is not a risk if necessary, stay in your car with doors locked and summon PSNI (if they are not already on their way). PSNI Central Page 5

7 Switchboard Property Damage (normally as a result of vandalism, storm damage, lightning or impact damage) 1 Decide whether or not a temporary repair can be carried out. 2 Decide when the repair needs to be carried out i.e. immediately, the following morning or the next working day. 3 Decide if it is necessary to use the EA s TSC Contractor to affect an immediate repair. If it is necessary, contact the appropriate TSC Contractor (contact details on page 9 of this booklet). 4 In the case of impact damage, for example, where a vehicle hits a wall, gate, etc. of the school, a form called Report of Impact Damage should be completed and submitted to Claims and Legal Administration section, County Hall (see Appendix 2). Break-ins 1 Key holders may be required to respond to intruder alarm activations and attend the premises. For all alarms it is essential that key-holders are familiar both with the operation of the alarm and the call-out protocol. 2 If the school alarm system has been upgraded to current Association of Chief Police Officers standards you will be advised by central station of:- Unconfirmed activations: a single sensor has been activated. The key holder will be notified and can decide whether to attend or not. The PSNI will not normally be notified. Confirmed activations: more than one sensor has been activated within a specified time limit. This is highly unlikely to be a false alarm and key holders are required to attend. PSNI assistance can be requested. 3 If attending a call-out be mindful of your own personal safety as previously stated. Await PSNI attendance if they have been called or summon them from the site by phoning PSNI Central switchboard (see above) or, if necessary, When permitted by the PSNI, check if gas and/or water taps have been left on and turn off as necessary. 5 If a simple temporary repair to the intruder access point can be made, do this repair immediately. A permanent repair must be made as soon as possible. Page 6

8 In the Event of a Fire 1 Evacuate the building, telephone 999, ask for the NI Fire & Rescue Service, give the name and address of the premises and advise them of the fire. 2 Wait for the NI Fire & Rescue Service to arrive and follow their instructions. 3 When informed of a fire from other sources do not assume the emergency services have been notified. It is necessary to carry out the above procedures. In the Event of Flooding 1 Stop or reduce the flow of water as soon as possible to limit further damage, whether it is from a roof leak, a fractured pipe, a tank or caused by frost damage. 2 If electrical lighting or other electrical equipment has become wet, turn off the supply and have the wiring and equipment checked by the TSC Contractor before re-use. 3 Collect leaking water in containers. 4 Move materials and equipment to a dry location. 5 Depending on severity and circumstances contact your local Maintenance Officer. Page 7

9 USEFUL CONTACT INFORMATION BT Telephone line faults 154 NI Water for updated information on interruption of supplies and on-going maintenance or telephone Power NI - Failure of Supply Calor Gas (NI) Ltd Emergency after 4.00pm or weekends PSNI Central Switchboard Phoenix/Firmus Natural Gas After hours emergency services Board Emergency Contact Number frost / adverse weather damage Press option 5 or 6 (Christmas Holiday period only) It would be advisable to place the above information on appropriate notice boards in the school. Page 8

10 Term Service Contract (TSC) Contractors Out of Hours Telephone Numbers Building Related Emergencies WJM Building Contractors Mechanical & Electrical Related Emergencies LM Electric Contractor and follow the automated instructions/options Page 9

11 MAINTENANCE DEPOTS Mr S Campbell Senior Maintenance Officer Mr R Lamont Senior M & E Maintenance Officer Property Services Ballymoney Street Ballymena BT43 6AN Tel: Fax: BALLEE CENTRE Mr G Kennedy Mr W Moore Mr E Rocks Mr P Wallace Mr A Tweed Mr C Taggart Mr G Orr Mr D Adams Building Maintenance Officer Building Maintenance Officer Building Maintenance Officer Building Maintenance Officer Building Maintenance Officer M & E Maintenance Officer M& E Maintenance Officer M & E Maintenance Officer Education Authority North Eastern Region Property Services Maintenance Section Ballee Centre Ballee Road West Ballymena BT42 2HS Tel: Manhattan Help Desk (schools) and Maintenance Officer contact number Coleraine Mr K O Hanlon Building Maintenance Officer Tel: Mr V Jones M & E Maintenance Officer Tel: Coleraine Maintenance Depot 40a Lodge Road Coleraine BT52 1ND Fax Manhattan Help Desk (schools) Tel: Page 10

12 APPENDIX 1 THIS FORM SHOULD BE RETURNED WITHIN FIVE WORKING DAYS OF THE INCIDENT Ref No L/B/2/ 1 Name and Address of Premises Contact Name and Telephone No INCIDENT 2 (a) Date and Time (b) Location e.g. Assembly Hall/ Classroom 3 By whom was it discovered? 4 To what Police Station was the incident reported? Incident No: (if applicable) 5 Details of Damage to the Building:- Please tick damage EDUCATION AUTHORITY - NORTH EASTERN REGION REPORT OF DAMAGE TO PREMISES Theft Fire Storm Other (please specify) Estimated value of damage (if known):- 0-1,000 1,000-5,000 5,000+ *6 Details of EA Owned Property Stolen or Damaged (Please state if stolen or damaged) *If it is desired to have stolen items replaced please submit a Requisition Form. REQUISITION NO/S 7 Details of Property Stolen or Damaged but not owned by the Board i.e. Trustees/Personal 8 Money Stolen (a) Board (exc. School Meals) (b) School Meals (c) Other Date: Return to: Claims & Legal Admin Section Signed: Principal Page 11

13 APPENDIX 2 This form should be returned within five working days of the incident Ref No Dam EDUCATION AUTHORITY NORTH EASTERN REGION REPORT OF IMPACT DAMAGE 1 NAME OF PREMISES Address Postcode 2 CONTACT NAME Contact Telephone No 3 INCIDENT Date and Time of Incident Damage e.g. gate, pillar, wall 4 BY WHOM WAS IT DISCOVERED? 5 DETAILS OF THIRD PARTY Name Address Postcode Telephone No INSURANCE CO/BROKER Policy No Telephone No 6 COSTS Estimated value of damage , , , , Date Return to: Claims & Legal Admin Section Details of Damage Signed Principal/Leader-in-Charge Page 12