Fire Safety Policy & Procedures

Transcription

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

25 7.8.3 Directors through liaison with their Managers and other Directors in multi functional buildings should ensure that a suitable number of staff are nominated to undertake these roles within their buildings or service areas. The Emergency and Safety Team are available to provide further advice and guidance where necessary Specific duties of Fire Wardens are available in appendix 1 Specific Duties of a Fire Warden and EIO, but include: On hearing the fire alarm, they should check that the floor or section of the premises allocated to them has been fully evacuated by all persons making sure toilets, rest rooms, etc. are checked for signs of fire, if safe to do so. Assisting and encouraging those on the premises to leave, including where necessary, persons who need assistance to evacuate the building. Carrying out 'first aid' fire fighting, as appropriate but without putting themselves at personal risk. Guiding persons to the assembly point, closing fire doors en route. Ensuring that the Evacuation Co-ordinator is aware that their area has been checked. Assisting with the care and control of all persons evacuated from the premises. Not allowing anyone to re-enter the building until informed that it is safe to do so by the Fire and Rescue Service In the larger buildings and where there are significant numbers of mobile people and visitors and it is not practical to keep a formal roll call the Fire Wardens must be familiar with their respective areas and in the event of a fire or activation of the fire alarm ensure that people are directed towards the most appropriate exit. They should regularly inspect their designated areas to ensure that all fire exit routes are free from hindrance and fire precautions provided are effective Fire Wardens should have additional training in order to fulfil their role. See Appendix Fire Wardens should be provided with a high visibility jacket to make them clearly visible in the event of an evacuation In larger buildings the use of portable radio communications equipment will greatly assist in the co-ordination of the evacuation. 7.9 Fire Drills Emergency evacuation plans once developed and once training has been given will need to be evaluated to test their effectiveness. Fire evacuation drills will be carried out in all buildings Fire drills should be carried out at sufficient intervals to ensure that all members of staff and others who may occupy the building take part in at least one evacuation drill per year. The frequency may need to be increased dependant on the type and use of the building A well planned and executed fire evacuation drill will confirm understanding of the evacuation plan and assist in providing helpful information for future training The Local Responsible Person should determine the possible objectives of the evacuation drill such as: 25

26 Identifying any weaknesses in the evacuation strategy; Testing of the procedures after any recent building alterations or changes to working practices or identified in the fire risk assessment; Familiarising new staff or occupants of the building; Ensuring that the procedures for the safe evacuation of any persons requiring assistance are satisfactory; Records should be kept of fire evacuation drills and the length of time taken to completely evacuate the building to a place of ultimate or relative safety dependant on the type and use of the building The Health and Safety team will co-ordinate fire evacuation drills for any multi functional buildings Guidance and the criteria for the assessment of fire drills are available on appendix Assisted Evacuation The Regulatory Reform (Fire Safety) Order 2005 requires that all people using a building be provided with adequate means of escape in case of fire. This includes a suitable escape plan The Equality Act 2010 does not make any change to these requirements: it underpins the current fire safety legislation by requiring that employers or organisations providing services to the public take responsibility for ensuring that all people, including disabled people, can leave the building they control safely in the event of a fire Public bodies have an additional duty called the Disability Equality Duty a requirement of which is to proactively promote the equality of persons with disabilities and requires that public bodies do even more to ensure that persons requiring assisted evacuation do not face discrimination by not being provided with a safe evacuation plan from a building When compiling emergency evacuation plans the following may need to be taken into account: Mobility impairment, which can limit speed of evacuation Hearing impairment, which can limit the response to an alarm Visual impairment, which can limit the ability to escape Learning difficulties, which can affect the response to an alarm The particular needs of very young children (e.g. in nurseries) and the elderly will also need to be taken into account Personal Emergency Evacuation Plans for Employees and Regular Visitors Staff who do not have the ability to recognise that an emergency is taking place or the ability to evacuate a building unaided should notify their line Managers so that a Personal Emergency Evacuation Plan (PEEP) can be devised for them. The PEEP will be devised by an individual s line Manager in consultation with the Access Officer and other parties. The plan must be tailored to their individual needs and is likely to give detailed information on their movements during an escape. It is also possible that there may be some building adaptation required to facilitate their escape and 26

27 reduce the need for personal assistance. Guidance on completing a PEEP and a blank copy of a PEEP can be found in Appendix Standard Emergency Evacuation Plans for Occasional Visitors Standard plans contain some standard elements, but they can be adapted to suit particular ALMO premises. In order to provide suitable means of escape for visitors, a set of standard escape options should be available for the building. A standard plan is used where there are visitors or casual users of the building who may be present infrequently or on only one occasion. The provision of standard PEEP's takes account of the following: Movements within the building of the persons requiring assistance; The operational procedures within the building; The types of escape that can be made available; The building systems, e.g. the fire alarm; The existing emergency evacuation plan Standard evacuation plans are written procedures that can be used as options for people who require assisted evacuation to choose from. They are generally held at the reception points within the building and are advertised and offered to people as part of the entry/reception procedures. This is an extension of the process of signing into a building. The persons requiring assisted evacuation are offered options for their assistance and are given suitable instructions. This responsibility also applies to the persons requiring assisted evacuation. They are expected to identify themselves when they are informed of the availability of a choice of evacuation plan and cooperate by giving any information necessary for the safe execution of the plan Information detailing the availability of assistance should be displayed in reception areas. A standard notice is available on Appendix Attendants providing assistance and support or who are responsible for allocating standard plans for visitors should receive suitable training and fully understand their role Where areas or rooms are pre-booked for meetings and conferences a standard procedure should be introduced to check if any persons requiring assisted evacuation are attending. If so, a suitable plan will be required. In general, staff should use their discretion and where necessary meetings will have to be arranged for ground floor Systems of Evacuation Progressive Horizontal Evacuation. This system can be used in buildings with a phased alarm system or where for example residents in care premises who are dependent on staff to assist with their escape. It involves a person passing from one 'fire compartment' into another on the same level that is not part of the initial evacuation zone where they can wait in a place of safety whilst the fire is dealt with, or await further instructions to evacuate down a protected route to a place of total safety. A fire compartment is a part of a building separated from other parts of the same building by fire-resisting walls, ceilings, floors and doors. Evacuation by Lift. This method is only possible where lifts have a secondary power supply/battery backup and a structurally protected lobby shaft. Often called evacuation Lifts. 27

28 Evacuation by Stairs. This method involves the use of equipment such as 'Evac- Chairs', but is usually only possible if people are being evacuated downwards or horizontally. Use of Refuges. BS5999 defines refuges as: Relatively safe waiting areas for short periods. They are not areas where persons requiring assisted evacuation should be left alone indefinitely until rescued by the Fire Service, or until the fire is extinguished. (This should not be confused with the use of refuges in progressive horizontal evacuation) A refuge is an area that is separated from the fire by a fire-resisting construction and has access via a safe route to a final fire exit. It provides a temporary space for people to wait for others who will then assist them to evacuate For further information on preparing a PEEP, assisted evacuation, examples of evacuation plans and notices contact the Corporate Access Officer, Emergency and Safety Team or go to the DCLG website (Means of Escape for Disabled People) Evacuation Chairs Evacuation chairs have been provided in some ALMO buildings. They are one method of assisting persons with mobility impairments. Wheelchair users are considered most at risk in terms of escape from upper floors and it is essential that when preparing plans persons are asked the relevant questions tactfully and in a way that produces the best escape plan. Generally the preferred method of escape is horizontally to another fire compartment or by use of an evacuation lift, but where these options are not available the provision of evacuation chairs is one option if available. It should be noted that not all wheelchair users can be transferred to an evacuation chair and maintain a sitting position once seated in one. Evacuation chairs should not automatically be assumed to be the solution for all wheelchair users Persons who may need to assist with emergency evacuation using evacuation chairs should be suitably trained on induction and regular practice in using the chair should be undertaken. It is recommended that a refresher assessment course is repeated every 3 years Where evacuation by use of an evacuation chair has been highlighted by a PEEP or part of a standard evacuation plan for a building. The responsible Team Leader will access the provision and a suitable location for the chair and discuss the relevant training issues required with the persons line Manager and other persons identified on the PEEP General Fire Safety Elected Members, employees, contractors and visitors to ALMO premises are expected to follow fire safety procedures to ensure the safety of themselves and others. Safety procedures for the safe use of equipment and machinery, electrical and gas appliances, storage use transport and disposal of hazardous or combustible materials should be strictly applied. The ALMO s smoke free policy should be strictly enforced to support the fire safety arrangements. Housekeeping Good housekeeping in ALMO buildings will significantly reduce the chances of a fire starting, so the accumulation of materials in premises should be carefully monitored. This is particularly important in reducing the chance of protected escape routes and final exit doors being obstructed. 28

29 7.15 Close Down Procedures To reduce the risk of fire occurring in ALMO premises out of normal hours, it is important that correct close down procedures are applied, particularly in higher risk areas such as kitchens, laboratories, workshops, work areas and any designated smoking rooms in residential care premises. Close down checks should include checking that: Refuse and waste has been placed in the proper containers; Flammable materials are locked away; Equipment and machinery has been switched off; Internal doors are closed; External doors have been secured Equipment and Machinery Lack of preventive maintenance increases the risk of fire starting in equipment and machinery. All machinery and equipment should be properly maintained by a competent person. The appropriate safety signs and instructions on safe use should be displayed where necessary. Common causes of fire are: Misuse or lack of maintenance of cooking equipment and appliances; Allowing ventilation points to become clogged or blocked, causing overheating; Allowing extraction equipment in catering environments to build up excessive grease deposits; Loose drive belts or lack of lubrication leading to increased friction; Disabling or interfering with automatic or manual safety features and cut-outs; leaking valves, glands or joints allowing oils and other flammable liquids to contaminate adjacent floors Electrical Safety Electricity is a source of heat and a frequent cause of fires in buildings. The main causes are: Overheating cables and equipment, e.g. due to overloading circuits, bunched or coiled cables or impaired cooling fans; Incorrect installation or use of equipment; Lack of maintenance and testing of equipment; Damaged or inadequate insulation on cables or wiring; Combustible materials being placed too close to electrical equipment which may give off heat even when operating normally or may become hot due to a fault With the increasing number of electrical appliances in use a consideration of the need for additional sockets or upgrading of electrical circuits may be necessary. An inspection of the electrical system by a Competent Electrician will help to identify any areas of concern. Inspection of electrical equipment should reveal whether: 29

30 It is installed and maintained correctly. Sockets and extension cables are overloaded. The correct fuses are used Portable electrical appliances should be included on an accurate inventory and subject to regular testing in line with the in-house service and inspection manual. All faults should be reported and there should be a system in place to ensure faulty equipment is removed from circulation Further information on portable equipment electrical safety including the frequency of inspections can be found on the HSE website link. "Maintaining Portable Electrical Equipment in Offices and Other Low-Risk Environments 7.18 Cooking Cooking is a frequent cause of fires and unwanted alarms the following is advised: Ensure any appliances or electrical equipment (including those brought from home) are tested and maintained in good condition; Kitchens should be provided with a 1.5kg Dry Powder extinguisher and a fire blanket; In larger premises with extensive catering facilities it is recommended that the cooking range has some form of automatic fire suppression and extraction. Ducting, grease traps and filters should be regularly cleaned and maintained; Any staff cooking should be observant until it is finished and the appliance switched off; If you leave the cooking area for any reason ensure the appliance/cooker is switched off where practical; Careful consideration must be given to type of fire alarm detectors in kitchen areas, cooking or boiling kettles should not take place in rooms provided with smoke detection since this can lead to unwanted alarms, any areas used for cooking, boiling Kettles must where fitted be covered by heat detection; Keep kitchen doors closed to prevent fire spread and to prevent smoke or steam activating detectors in other parts of the premises; Keep ovens, hobs and grills clean. A buildup of fat and grease can easily catch fire; Keep electrical leads, towels and cloths away from cooking equipment; Isolation switches for gas and electrical supplies should be located near the exit Provision of temporary heating The use of heaters has to be authorised and approved by your team leader, any approved heaters should be PAT tested as necessary Any approved heaters should be non radiant type such as oil filled. 30

31 7.20 Arson Recent studies indicate that, across all premises types, over 2,100 deliberately set fires, resulting in 2 deaths and 55 injuries, occur every week. Premises can be targeted either deliberately or just because they offer easy access. Be aware of other small, deliberately set fires in the locality, which can indicate an increased risk to the premises. Be suspicious of any small accidental fires on the premises and investigate them fully and record the findings. Fires started deliberately can be particularly dangerous because they generally develop much faster and may be intentionally started in escape routes. Of all the riskreduction measures, the most benefit may come from efforts to reduce the threat from arson. Measures to reduce arson may include the following: Ensure the outside of the premises is well lit and, if practical, secure the perimeter of the premises and consider CCTV where appropriate; Thoroughly secure all entry points to the premises, including windows and roof areas but make sure that this does not compromise people s ability to use the escape routes; Make sure you regularly remove all combustible rubbish; Do not place rubbish skips adjacent to the building and secure waste bins in a compound separated from the building where possible; Do not park vehicles or store goods or materials in the open next to windows or doors opening into buildings; Encourage staff to report people acting suspiciously; Remove automatic entry rights from staff who have been dismissed; Ensure that your security alarm/fire detection system is monitored and acted on; Secure flammable liquids so that intruders cannot use them; Secure all storage areas and unused areas of the building that do not form part of an escape route against unauthorised access, and ensure access to keys to those areas is restricted; Fit secure metal letterboxes on the inside of letter flaps to contain any burning materials that may be pushed through. Prepare a disaster recovery plan to reduce subsequent losses and disruption from fire. Further guidance on reducing the risk of arson can be found on The Arson Prevention Bureau website Storage and Use of Dangerous Substances Specific precautions are required when handling and storing dangerous substances to minimise the possibility of an incident. The supplier should be able to provide detailed advice on safe storage and handling, however, the following principles will reduce the risk from fire: 31

32 Substitute highly flammable substances and materials with less flammable ones; Reduce the quantity of dangerous substances to the smallest reasonable amount necessary for the intended use; Correctly store dangerous substances, e.g. in a fire-resisting enclosure. All flammable liquids and gases should ideally be locked away, especially when the premises are unoccupied, to reduce the chance of them being used in an arson attack; Ensure all employees are aware of the fire risk, the dangerous substances present and the precautions necessary to avoid danger; Additional general fire precautions may be needed to take account of the additional risks that may be posed by the storage and use of these substances; Certain substances and materials are by their nature, highly flammable, oxidising or potentially explosive. These substances are controlled by other legislation in addition to fire safety law, in particular the Dangerous Substances and Explosive Atmospheres Regulations Additional information on the risk assessment measures in respect of dangerous substances is available on Notes for Guidance Managing Building Work and Alterations In new buildings or where significant alterations take place the fire protection measures and facilities for the Fire and Rescue Services should have been designed, constructed and installed in accordance with current building regulations. Similarly arrangements for people with disabilities to access and egress from a building safely in times of an emergency should be included at this stage for effective use of financial resources and compliance with current legislation All persons who undertake design work for or specify or undertake alterations to ALMO premises that may affect fire safety must: Consult the appropriate team with responsibility for the building regarding the effects on the premises fire risk assessment. The Team Leader may seek advice from the Fire Safety Team if necessary; Where necessary notify, consult and seek approval from Building Control in line with building regulations; Alterations must not be made to premises unless appropriate approvals have been granted and the appropriate documentation received to authorise the approved works before, during and after they take place; Upon completion of works requiring Building Control approval a Building Control Completion Certificate and a complete set of as built plans of the premises must be obtained Prior to any building work commencing the fire risk assessment for the building should be reviewed to consider the additional hazards that are likely to be introduced and the risks to people evaluated particularly in those buildings that continue to be occupied. Lack of pre-planning can lead to haphazard co-ordination of fire safety measures Local Responsible Persons and respective Team Leaders should liaise and exchange information with contractors who also have a duty to consider fire safety, carry out a risk assessment and inform building occupiers of the significant findings 32

33 and preventative measures they may employ, if necessary consult with the Fire Safety Team The impact of building work on the general fire safety precautions should be monitored for additional risks that can occur: Hot work such as flame cutting, welding, soldering, or paint stripping; Temporary electrical equipment; Blocking of escape routes, including external escape routes; Introduction of combustibles into an escape route; Loss of normal storage facilities; Fire safety equipment, such as automatic fire-detection systems becoming affected; Fire-resisting partitions being breached or fire doors being wedged open; Additional personnel who may be unfamiliar with the premises Activities involving hot work such as welding, flame cutting, use of blow lamps or portable grinding equipment can pose a serious fire hazard and need to be strictly controlled when carried out in areas near flammable materials. This area is covered within the pre ambles of any contracted work. Namely When using gas powered soldering equipment or any other means of heating and fixing joints in the confines of a loft or other confined space, the contractor must provide a suitable means of protecting any combustible surface within 300mm of the hot work areas. A suitable and serviced fire extinguisher must be in reach of anyone carrying out hot work. The contractor must cease all hot work in these environments one hour before vacating site and must carry out a further inspection of these areas immediately prior to leaving site A permit to work is appropriate in situations of high hazard and risk for example, where there is a need to: Ensure that there is a formal check confirming that a safe system of work is being followed; Co-ordinate with other people or activities; Provide time-limits when it is safe to carry out the work; Ensure that specialised personal protective equipment (such as breathing apparatus) has been provided and/or that adequate methods of communication are available Prior to any re-furbished area being re-occupied a full inspection of the fire precaution measures will be carried out, this is to include: Fire compartmentation; any invasive inspection of compartmentation will have been carried out prior to completion of works. Fire stopping; 33

34 Fire door installations; Automatic fire detection; Sounder check levels; Emergency lighting requirements; Portable fire extinguisher requirements; Fire Safety signage; Formal records and handover including reviewing and recording of the fire risk assessment Further guidance on fire safety during construction work is available from the HSE website Fire Fighting Equipment All premises used as a place of work must be provided with appropriate fire fighting equipment for the associated risks. Portable fire extinguishers and fire blankets are usually provided but hose reels may still be found in some premises, where hose reels exist these should be removed (when hose reels are used they are dragged through fire doors in effect negating that door) and replaced with two 9 litre stored pressure water extinguishers Appropriate staff should be trained in the use of all such equipment Typically for the Class A fire risk, the provision of one water-based extinguisher for approximately every 200m2 of floor space, with a minimum of two extinguishers per floor, will normally be adequate Where it is determined that there are additionally other classes of fire risk, the appropriate type, number and size of extinguisher should be provided. Further information is available in BS Where the fire risk is not confined to a particular location, e.g. Class A fires, the fire extinguishers should be positioned on escape routes, close to the exit from the room or floor, or the final exit from the building Similarly, where the particular fire risk is specifically located, e.g. flammable liquids, the appropriate fire extinguisher should be near to the hazard, so located that they can be safely used Where appropriate extinguishers can be grouped together to form fire points, and at the same position on each floor in uniform buildings. They should be placed on a dedicated stand or hung on a wall at a convenient height so that employees can easily lift them off (at about 1m for larger extinguishers, 1.5m for smaller ones, to the level of the handle). They should be sited away from extremes of temperature Ideally no one should have to travel more than 30m to reach a fire extinguisher. If there is a risk of malicious use you may need to use alternative, and more secure locations In Multi storey flats extinguishers and any hose reels should only be sited in areas where staff are employed, any extinguisher should be appropriate for the risk Consider the implications of the Manual Handling Operations Regulations when selecting and siting fire fighting equipment. 34

35 In self-contained small premises, multi-purpose extinguishers which can cover a range of risks may be appropriate. Depending on the outcome of the fire risk assessment, it may be possible to have one extinguisher only (in very small premises with a floor space of less than 90m 2 ) Information on fire classification, methods of extinction, and safe use will be given in the e-learning fire safety module. This module will be a mandatory training package for all staff Fire Blankets Fire blankets are used for smothering small fires, which involve cooking fat or other flammable liquids, and can also be used for smothering the flames on people whose clothing has caught fire. Fire blankets should be kept in a suitable container, which is fixed to the wall, open end downwards. It is recommended that a minimum clearance below the container of 1½ times the container's length be maintained. Blankets should be positioned adjacent to the fire extinguisher near to the exit routes and not directly above cooking appliances Fire blankets should be inspected monthly for correct positioning and damage and replaced as per the manufacturers instructions Fire blankets are to be disposed of after use and replaced with a new blanket. (Use once only) Fire Warning Systems Where required premises will have some means of warning the occupants of an outbreak of fire. In smaller premises, this may be a hand-operated bell or sounder. In larger and multi-storey premises, the fire alarm should be an electrically operated system installed and maintained in accordance with; BS 5839, Fire Detection and Alarm Systems for Buildings: Part 1 - Code of practice for system design, installation and servicing Automatic fire detection may be needed in some premises for a number of reasons. These can include: If there are areas where people are isolated or remote and could become trapped by a fire because they are unaware of its development, such as lone workers; If there are areas where a fire can develop unobserved (e.g. storerooms); As a compensating feature, e.g. for inadequate structural fire protection, in dead-ends or where there are extended travel distances; Where smoke control and ventilation systems are controlled by the automatic fire-detection system; Where it is a legal requirement (residential care premises etc) If an automatic fire detection system is installed the system should: Be designed to accommodate the emergency evacuation procedure; Give an automatic indication of the fire warning and its location. If the indicator panel is located in a part of the premises other than the control point (for example, in the secretary s office) there should ideally be a repeater panel sited in the control point; Be maintained and tested by a competent person; 35

36 Where appropriate communicate with a central control room or a Remote Alarm Receiving Centre; Whichever warning or detection systems are in place, if a fire occurs the Fire and Rescue Service should after initial investigation be called by telephone. Once actuated there should be a response to ensure the panel is reset and fully operative in line with the attendance to fire alarm panels procedure with prime contractor Policy number Regular tests are vital to ensure that there has not been any major failure of the entire or a significant part of the system. The fire alarm system is required to be monitored and tested by the Local Responsible Person or a nominated competent person. The person should have sufficient information and training in order to carry out all aspects of routine testing The fire alarm panel should be inspected daily to ensure normal operation of the system (this does not have to be recorded) if any defects are found they should be recorded in the fire log book and remedial action is taken At the same time each week in order to test the alarm a different manual call point should be operated during normal working hours. In premises where employees work out of these hours an additional test should be carried out to ensure familiarity with the sound of the fire alarm. There is no maximum limit for the period of time it takes to test the system in rotation Automatic door releases that are connected to the fire alarm system should be tested weekly in conjunction with the fire alarm test, checking that all doors are being released and close fully onto the door rebates It is essential that if the alarm is linked to an alarm signal receiving centre it is contacted immediately before, and immediately after any tests to ensure that unnecessary attendance of the Fire and Rescue Service is avoided and to confirm whether the fire alarm signal has been received at the alarm receiving centre In addition to the weekly test, inspections and tests should be carried out on a six monthly and annual basis. Six monthly tests and annual inspections can only be undertaken by a competent person with the relevant technical knowledge and training. A servicing agreement should be entered into with a fire alarm ALMO Regular visual inspections of manual call points and fire detectors are required to ensure that: Manual call points are unobstructed and conspicuous. A clear space of 500mm is maintained below each automatic fire detector and is not impeded by any other means i.e. accumulation of dust in detector head or layers of paint False alarms should be recorded in the premises fire log book and positive action taken to manage the problem Emergency Lighting All persons in premises must be able to find their way to a place of total safety if there is a fire by using escape routes that have enough lighting. Where any escape routes are internal and without windows, or premises are used during periods of darkness ( including early darkness on winter days) then some form of backup to the normal escape route lighting (emergency escape lighting) is likely to be required. 36

37 In small premises, where the escape routes are simple and straightforward, borrowed lighting, e.g. from street lamps where they illuminate escape routes, may be acceptable. In larger, more complex premises where routes are devoid of natural light it is likely that a more comprehensive system of electrical automatic emergency escape lighting will be needed to illuminate all the escape routes The primary purpose of emergency escape lighting is to illuminate escape routes but it may also illuminate other safety equipment An emergency escape lighting system should normally cover the following: Each exit door; Escape routes; Intersections of corridors; Outside each final exit and on external escape routes; Emergency escape signs; Stairways so that each flight receives adequate light; Changes in floor level; Windowless rooms and toilet accommodation exceeding 8m2; Fire fighting equipment; Fire alarm call points; Equipment that would need to be shut down in an emergency; Lifts; Areas in premises greater than 60m It is not necessary to provide individual lights (luminaries) for each item above, but there should be a sufficient overall level of light to allow them to be visible and usable Emergency escape lighting can be both maintained, i.e. on all the time, or non maintained which only operates when the normal lighting fails. Systems or individual lighting units (luminaries) are designed to operate for durations of between one and three hours. In practice, the three-hour design is the most popular and can help with maintaining limited continued use of the premises during a power failure (other than in an emergency situation) All emergency escape lighting systems should be regularly tested and properly maintained to an appropriate standard. Most existing systems will need to be manually tested. However, some modern systems have self-testing facilities that reduce routine checks to a minimum Where a purpose-made emergency lighting system is installed, it should be maintained and tested by a qualified person, in accordance with the requirements of BS It is recommended that where a purpose-made system is installed, a maintenance agreement is made with an appropriate approved ALMO. Testing would include: A daily visual check of any central controls; A monthly function test by operating the test facility for a period sufficient to ensure that each emergency lamp illuminates; An annual full discharge test Escape Signs In simple premises, a few signs indicating the alternative exit(s) might be all that is needed. In larger and more complex premises, a series of signs directing people along the escape routes towards the final exit might be needed. Escape signs should meet the following criteria: 37

38 They should provide clear, unambiguous information to enable people to safely leave a building in an emergency; Every escape route sign should, where necessary, incorporate, or be accompanied by, a directional arrow. Arrows should not be used on their own; If the escape route to the nearest exit is not obvious then it should be indicated by a sign(s); Signs should be positioned so that a person escaping will always have the next escape route sign in sight; Escape signs should be fixed above the door in the direction of escape and not be fixed to doors, as they will not be visible if the door is open; Signs mounted above doors should be at a height of between 2.0m and 2.5m above the floor; Signs on walls should be mounted between1.7m and 2.0m above the floor; Mounting heights greater than 2.5m may be used for hanging signs, e.g. in large open spaces or for operational reasons, but care should be taken to ensure that such signs are both conspicuous and legible. In such case larger signs may be necessary; Signs should be sited at the same height throughout the escape route, so far as is reasonably practicable For a sign to comply with the safety signs and signals regulations it must be pictographic. The pictogram should be supplemented by text and a directional arrow where required (British Standard-type sign). Signs should take into account the needs of those who may need to use them The legibility of escape signs is determined by the size of the sign, its level of illumination and the distance over which it is viewed. The use of signs within the same premises should follow a consistent design pattern or scheme. The use of a few outsized signs should not be relied upon which may encourage people to travel to a particular escape route when other more appropriate routes should be used In multi-occupied premises, co-operation between the respective Responsible Persons should be sought to ensure that, as far as possible, all signs in the building conform to a single pattern or scheme The standard of sign within the ALMO should be the British Standard type. Appendix4 Fire Signage 7.27 Other Safety Signs and Notices A number of other mandatory signs such as Fire Action notices may also be necessary. Fire doors that have been fitted with self closing devices should be labelled Fire Door Keep Shut on both sides. Fire resisting doors to cupboards, stores and service ducts that are not self-closing because they are routinely kept locked should be labelled Fire Door Keep Locked on the outside Signs should indicate non-automatic fire safety equipment if there is any doubt about its location, e.g. fire extinguishers that are kept in cabinets or in recesses A notice with the words Push Bar to Open or Push Pad to Open should be permanently displayed immediately above the push-bars and push-pads on all doors fitted with a panic bolt or panic latch. 38

39 A notice with the words Fire Escape Keep Clear should be permanently displayed at about eye level on the external face of all doors which are provided as a means of escape in case of fire and which, because they are not normally used, may become obstructed Examples of the above noticed are available on Appendix Fire Action Notices - In simple premises where there are a limited number of escape routes, it may be reasonable to provide staff with verbal reminders of what they need to do if there is a fire. In multi-occupied, larger and more complex premises or where there is a high turnover of staff, a more considered approach for staff notices and instructions will be necessary. As well as positioning the fire action notices on escape routes adjacent to fire break-glass call points they should be sited where staff frequently assembles in the premises, e.g. the canteen and locker rooms If premises are routinely expected to accommodate people whose first language is not English you may need to consider providing instruction in more than one language. The interpretation should always convey an identical message All signs and notices will need illumination to ensure they are conspicuous and legible. There are a number of options available to achieve this either through external illumination or internal illumination. Signs or notices of the photo-luminescent type, i.e. where the active material making up the luminous parts of such signs or notices needs a period of exposure to light before they become visible in darkness (but get fainter with time), are not a substitute for appropriate emergency lighting and should only be used where other forms of illumination are present Further guidance on the use of photo-luminescent fire safety signs and notices can be found in BS A copy of the standard fire action notice to be used in ALMO premises and flats is available on Appendix Means of Escape Once a fire has started, been detected and a warning given, everyone in the premises should be able to escape to a place of total safety, either unaided or with assistance, but without the help of the Fire and Rescue Service. However, some people who require assisted evacuation may need help from staff who will need to be designated for the purpose. Escape routes should be designed to ensure, as far as possible, that any person confronted by fire anywhere in the building should be able to turn away from it and escape (or be assisted) to a place of reasonable safety, e.g. a protected area or stairway. From there they will be able to go (or be assisted) directly to a place of total safety away from the building Responsible Persons should ensure that escape routes are: Suitable; Easily, safely and immediately usable at all relevant times; Adequate for the number of people likely to use them; Free from any obstructions; Available for access by the emergency services All escape routes and final exits must be free from obstruction and available for use at all times when the building is occupied. Storage of furniture, equipment or other materials in stairways and on escape routes not permitted Final exit doors must be openable from the inside without the use of a key. Ensure that any additional security devices such as bolts are left in the open position whenever the building is occupied. 39

40 Care must be taken not to compromise the safety of escape routes by wedging open fire doors and wherever possible doors to unoccupied rooms should also be kept closed Ensure that final exits are not obstructed on the outside by careless parking or the thoughtless discarding of rubbish All doors on escape routes should open in the direction of escape and ideally be fitted with a safety vision panel. This is particularly important if more than 60 people use them or they provide an exit from an area of high fire risk At least two exits should be provided if a room or area is to be occupied by more than 60 persons. This number of 60 can be varied in proportion to the risk; for a lower risk there can be a slight increase, for a higher risk, lower numbers of persons should be allowed In multi-occupied premises, escape routes should normally be independent of other occupiers, i.e. people should not have to go through another occupier s premises as the route may be secured or obstructed. Where this is not possible, then robust legal agreements should be in place to ensure their availability at all times Movement of persons up or down a group of not less than three steps will be so obvious to those following that they will be prepared for the change in level, but movement up or down one step is not so readily observed and may easily lead to a fall. Wherever practicable, differences of level in corridors, passages and lobbies should be overcome by the provision of inclines or ramps of gradients not exceeding 1 in 12 or steps not having less than three risers in any flight. Corridors and passages should be level for a distance of 1.5 metres in each direction from any steps Any mirrors situated in escape routes should be sited so that persons escaping from a fire will not be thrown into confusion by any reflected image of the route they are using, or be misled as to the direction they should take to reach fire exits As escape routes need to be adequate for the people likely to use them consideration will need to be given to how many people, including employees and the public, may be present at any one time. Where premises have been subject to building regulations approval the number and width of escape routes and exits will normally be enough for the anticipated number of people using the building. In such buildings where the risk has changed or buildings were constructed before national building regulations it will be necessary to confirm the provision during the initial or a review of the fire risk assessment If it is proposed to make changes to the use or layout of the building which may increase the number of people, the Building Manager should be consulted in the first instance. Further advice can be obtained from the Emergency and Safety Team Once the maximum number of people likely to be in any part of the premises has been established the next step is to establish that the capacity of the escape routes is adequate for people to escape safely in sufficient time to ensure their safety in case of fire. The capacity of a route is determined by a number of factors including the width of the route, the time available for escape and the ability of the persons using them. The effective usable width of an escape route is the narrowest point, normally a door or other restriction such as narrowing of a corridor due to fixtures and fittings. The capacity of an escape route is measured by the number of persons per minute that can pass through it, so to establish the capacity of the route it is first necessary to measure the width of the route at the narrowest point. 40

41 The effective width of a doorway is the clear unobstructed width through the doorway when the door is open at right angles to the frame. The effective width at any other point is the narrowest clear unobstructed width through which people can pass. The time available for escape depends on several factors. Studies of human behaviour in an emergency situation have shown that about two thirds of the time available to escape is taken up by the initial reaction to the developing situation. For example, people will decide whether the situation is real or false, often waiting to see the reaction of people around them, and generally gathering information to decide whether to act or not. The final third is taken up by the actual movement away from the area of the fire. Throughout this time the fire may be growing and spreading. Therefore to account for the limited available time for people to travel to a place of reasonable safety, the length of escape routes needs to be restricted. The suggested travel distances outlined below take this restriction into account Established reasonable escape times are 2 minutes for higher risk premises, 2.5 minutes for normal risk premises and 3 minutes for lower risk premises. For calculation purposes these times are allowed for in the travel distances in section The following guide can be used to determine the general capacities of escape routes: A width of at least 750mm can accommodate up to: 80 people in higher risk premises; 100 people in normal risk premises; or 120 people in lower risk premises. A width of at least 1050mm can accommodate up to: 160 people in higher risk premises; 200 people in normal risk premises; or 240 people in lower risk premises. An additional 75mm should be allowed for each additional 15 persons (or part of 15) The minimum width of an escape route should not be less than 750mm (unless it is for use by less than five people in part of your premises) and, where wheelchair users are likely to use it, not less than 900mm The aggregate width of all the escape routes should be not less than that required to accommodate the maximum numbers of people likely to use them When calculating the overall available escape route capacity for premises that have more than one way out, you should normally assume that the widest is not available because it has been compromised by fire. If doors or other exits leading to escape routes are too close to one another you should consider whether the fire could affect both at the same time. If that is the case, it may be necessary to discount them both for calculation purposes As a general rule stairways should be at least 1050mm wide and in any case not less than the width of the escape routes that lead to them. In all cases the aggregate capacity of the stairways should be sufficient for the number of people likely to have to use them in case of fire. 41

42 Travel Distance Having established the number and location of people and the exit capacity required to evacuate them safely, it will be necessary to confirm that the number and location of existing exits is adequate. This is normally determined by the distance people have to travel to reach them. The table below gives guidance on travel distances. It should be understood, however, that these distances are flexible and may be increased or decreased depending upon the level of risk after the appropriate fire-prevention measures have been put in place. In new buildings which have been designed and constructed in accordance with modern building standards the travel distances will already have been calculated. Once the fire risk assessment has been completed these distances need to be confirmed to ensure they are still relevant. The majority of ALMO premises will be classified as normal risk Suggested travel distances Escape routes Where more than one escape route is provided Suggested range of travel distance 25m in higher fire-risk area(1) 45m in normal fire-risk area 60m in lower fire-risk area(2) Where only a single escape route is provided. (i.e. a dead end situation) 12m in higher fire-risk area(1) 18m in normal fire-risk area 25m in lower fire-risk area(2) Note 1: Where there are small high-risk areas this travel distance should apply. Where the risk assessment indicates that the whole building is high risk, seek advice from the Building Manager or the Emergency and Safety Team. Note 2: The travel distance for lower risk premises should only be applied in exceptional cases in the very lowest risk premises where occupancy is low, occupants are familiar with the premises, there is excellent visual awareness, and very limited combustibles are present When assessing travel distances you need to consider the distance to be travelled by people when escaping allowing for walking around furniture or display material etc. The distance should be measured from all parts of the premises (e.g. from the most remote part of an office or room or workplace on any floor) to the nearest place of reasonable safety which is: A protected stairway enclosure (a storey exit); A separate fire compartment from which there is a final exit to a place of total safety; The nearest available final exit The above travel distances refer to offices, shops, educational establishments, factories and warehouses and places of assembly. For guidance on travel distances, sleeping accommodation or for suggested travel distances for areas of seating in rows consult the Fire Safety Law and Guidance Documents Section of the 42

43 Communities and Local Government website Installation, Testing and Maintenance West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd will ensure that its premises and any facilities, equipment and devices provided in respect of the premises for fire safety are subject to a suitable system of maintenance, are maintained in an efficient state, in efficient working order and in good repair. New fire precautions should be installed by a competent person Where the premises form part of a building, West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd will make arrangements with the occupiers of any other premises to ensure that the installation, testing and maintenance requirements are met The Local Responsible Person must ensure any existing equipment, devices or facilities that are provided in the premises for the safety of people, such as fire alarms, fire extinguishers, lighting, signs, fire exits and fire doors, are in effective working order. Fire separating elements of structure and the protection provided for the prevention of smoke entering escape routes should be maintained The Local Responsible Person must ensure that regular checks, periodic servicing and maintenance are carried out whatever the size of the premises and any defects are put right as quickly as possible. All inspections, maintenance and testing must be recorded in the premises fire log book Support guidance and advice for Local Responsible Persons will be provided by Facilities Management through the Building Manager s function The Local Responsible Person or a nominated competent person (i.e. caretakers) can carry out certain checks and routine maintenance work where suitable and sufficient training has been provided. Further maintenance may need to be carried out by a competent Service Engineer. Where contractors are used, third party certification is one method where a reasonable assurance of quality of work and competence can be achieved In relation to the maintenance of signs and notices can yes be answered to these questions? Q1 Q2 Q3 Q4 Where necessary are escape routes and exits, the locations of fire fighting equipment and emergency fire telephones indicated by appropriate signs? Are notices provided such as those giving information on how to operate security devices on exit doors, those indicating doors enclosing fire hazards that must be kept shut and fire action notices for staff and other people? Are all the necessary signs and notices being maintained so that they continue to be correct, legible and understood? Are signs being maintained that are provided for the information of the Fire and Rescue Service, such as those indicating the location of water suppression stop valves, services isolation valves and the location of hazardous substances? Periodic checks of fire safety measures should be made on the premise on a daily, weekly, monthly and quarterly and six monthly bases, these checks are indicated below in tabular form. The manager or a delegated member of staff should sign the Fire Log Book to confirm tests have been actioned where necessary. Records muse be kept in the Fire Log Book of any fire or false alarm within the premises. 43

44 Table A Places of work Equipment Actions Interval between tests Actions to be taken Fire Alarm System Panel Check Daily Visual Inspection of panel to ensure correct operation and no faults are indicated Alarm Test Weekly Operation of test switch and activation of system in accordance with manufacturer s recommendations / instructions. Where call points (break glass) are installed, the alarm system should be tested each week by using a different numbered call point in rotation Automatic Fire Weekly Ensure that they close correctly when the fire alarm Doors system is tested. Daily Residential premises must check fire doors are shut overnight Emergency Lighting System Luminaires & Bulbs Daily Visual check of neon indicator or the light itself where the emergency light is on permanently Monthly Test the operation of the emergency light to ensure correct operation in accordance with manufacturer s recommendations / guidance using the test keys. Premises Fire Safety Regular Checks ( Monthly / Weekly) Weekly / Monthly When Log book entries made to show regular checks are Check Identified being completed on premises Fire Doors / Fire Emergency Exit Routes Internal Daily Check to ensure that the doors are not obstructed and close correctly onto the rebate or have sustained damage. Vision panels must not be obscured. Exit routes Daily Ensure all emergency routes are not obstructed No Final Fire Exit Doors Monthly Check to ensure they can be easily opened and are Yes (to outside) not obstructed or stuck in their frames Fire Fighting Equipment Fire Extinguishers Weekly Ensure in the correct location and that they have not No been damaged or discharged Extinguisher Check Annual Check that all extinguishers have been checked and Yes dated Fire Hose Reel Weekly Ensure that no leaks are present and that damage has No not occurred Dry Risers Weekly Ensure that they are accessible and signed correctly No Sprinklers Weekly Sprinkler pressure and flow check Yes Flooding Systems Weekly Installation check of system function yes Fire Drills Fire Drill Twice yearly Full evacuation of the property in accordance with the building's evacuation procedure or as risk assessed. In certain locations it is recommended that fire drills are undertaken at more regular intervals e.g. 1 per shift Fire Signs & notices Signage Weekly Visual check to ensure all signs are in place No Evacuation Chairs Equipment Weekly Visual check to ensure the evacuation chair is correctly located Training 6 monthly Trained persons to carry out practice session with the evacuation chair (normally carried out during or immediately after the premises fire evacuation drill) Damage to fire resistance / fire doors etc. Fire False Alarms Maintenance / Fault Reporting / Competent Engineers When Any faults or defects must be reported and Identified recorded in the log book When Identified When Identified Fire and Other Alarm Activations Must be recorded in the premises fire logbook and form CF 50 used to inform appropriate persons i.e. Line Manager, Health & Safety Advisers team Record in the log book and arrange investigation To be recorded in the fire log book No Yes Yes No No Yes Yes No Yes. Note: Names of all taking part need entering in log book No Yes Yes Yes Yes 44

45 7.30 Fire Safety Records and Recording Local Responsible Persons must ensure that up-to-date records are kept of actions in managing fire safety to: Help minimise the potential for fire to occur; Demonstrate how the ALMO is complying with fire safety law Records and fire log books should be kept in the fire box on the premises (preferably with the fire risk assessment folder) it is advised that in multi functional buildings staff training records are kept within departments The following should be recorded when maintenance carried out by competent persons: Table B Places of work Equipment Actions Interval between tests Actions to be taken Fire Alarm System Alarm System Quarterly Routine Service Yes Automatic Fire Quarterly Check doors for correct operation Yes Doors Call Points ( Break Quarterly 25% per visit Yes Glass) Fire Detection Systems Heat Detectors Quarterly Routine Service Yes Smoke Detectors Quarterly Routine Service Yes Emergency Lighting Luminaires 6 Monthly Routine Service alternating 1hr and 3 hr. test Yes Batteries / Backup Generators 6 Monthly Routine Service Yes Fire Fighting Equipment Fire Extinguishers Annual Routine Service Yes Fire Hose Reel Annual Full service and test Yes Sprinkler 6 Monthly Routine Service Yes Flooding systems 6 Monthly Routine Service Yes Visits By Fire Service/Enforcing Authority Good will visits or enforcement audit When identified Record of visits and comments To be recorded in the fire log book Yes 7.31 Information Instruction and Training West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd will ensure that all employees are provided with adequate fire safety training: At the time when they are first employed; Periodically repeated thereafter at an interval no longer than 12 months delivered via the E-learning facility allowing training to be audited. On their being exposed to new or increased risks Being transferred or given a change of responsibilities within the organisation; The introduction of new work equipment or a change in respect of work equipment already in use; The introduction of a new system of work; The introduction of new technology. 45

46 Information and guidance on the completion of Personal Emergency Evacuation Plans (PEEP S) for Managers and Team Leaders The training will include suitable and sufficient information, instruction and training on the precautions and actions to be taken by employees in order to safeguard themselves and other relevant persons on the premises from the risk of fire The training will be adapted to take account of any new or changed risks to the safety of the employees concerned The training will be provided in a manner appropriate to the risks identified by the fire risk assessments, via the electronic learning facilities providing an auditable system Specific fire safety training will be provided at regular intervals to the appointed Fire Wardens by an outside provider records will be kept of all who have had training; this will allow the organisation to have an auditable training system A suitable and satisfactory system of supervision will be provided with properly trained and competent staffs that have authority to ensure that fire safety precautions are implemented, safety equipment used, and safe systems of work are followed. Particular attention is paid to young and inexperienced employees to ensure they are properly supervised All staff should be given information and instruction as soon as possible after they are appointed and regularly after that. Staff who work outside normal working hours, such as contract cleaners or maintenance staff should be included The information and instructions that are given must be in a form that can be used and understood. They should take account of those with disabilities such as hearing or sight impairment, those with learning difficulties and those who do not use English as their first language The information and instruction given should be based on the emergency plan and must include: The location and officer that has control of the significant findings from the fire risk assessment; The measures that have put in place to reduce the risk; What staff should do if there is a fire; The identity of people nominated with responsibilities for fire safety; Any special arrangements for serious and imminent danger to persons from fire. Part 1 Fire risk as In small premises, where few significant risks have been identified and there are limited numbers of staff, information and instruction may simply involve an explanation of the fire procedures and how they are to be applied. This should include showing staff the fire protection arrangements, including the designated escape routes, the location and operation of the fire-warning system and any other fire-safety equipment provided, such as fire extinguishers. Fire action notices can complement this information and, where used, should be posted in prominent locations In larger premises, particularly those in multi-occupied buildings, ensure that written instructions are given to people who have been nominated to carry out a designated safety task, such as calling the Fire and Rescue Service or checking that exit doors are available for use at the start of each working day. 46

47 Essential training in fire safety and the fire evacuation procedures will be given to each new member of staff and for any temporary member of staff on their first day of work via the e learning system. Strategic Directors are responsible for ensuring that all staff in their directorate receives fire safety training. General fire safety staff training can be carried out by their immediate Manager or Supervisor. The training will be carried out during each new member of staff s induction process General fire safety training will include, as appropriate: Action to take when a fire is discovered, including how to raise the alarm; What to do if you hear the alarm; Procedures for alerting and evacuating members of the public; Arrangements for calling the Fire Service; Location of fire escape routes and the fire assembly point; Importance of keeping fire doors closed (to prevent the spread of fire, heat and smoke); The location and, where appropriate, use of fire fighting equipment; How to stop machines and isolate power if this is part of the emergency plan; The reason for not using lifts (except those specially adapted for evacuation purposes); Storage of flammable materials used on the premises; The importance of general fire safety and good housekeeping; If fire safety arrangements are relatively simple, the training would not need to take long and could be delivered at team meetings by the Manager or other nominated member of staff All staff training must be recorded and retained for examination by the Enforcing Authority when requested In the smaller and single occupied premises a general entry should also be made in the fire safety log book, with individual training filed in fire training folder. Local Responsible Persons appointed for fire safety within a workplace or area should receive training upon appointment and thereafter every three years. Competent Persons appointed to assist the Responsible Person should receive training upon appointment and thereafter every three years. Fire Wardens should receive further training upon appointment and thereafter every two years Fire Extinguisher Training Fire extinguisher training is contained within the mandatory e learning package of fire safety, where specific training is required managers should arrange with training section. 47

48 7.32 Reducing Unwanted Alarms If an automatic fire-detection and fire-alarm system is used and maintained properly, its fast response to a fire in its incipient stage can greatly reduce the risk to life and limit damage to property. However, features that provide this fast response can also cause unwanted alarms The definition of an unwanted alarm is: A fire signal resulting from a cause other than fire About 90% of automatic fire-detection and fire-alarm systems do not regularly cause false alarms. However, the remaining 10% are involved in most unwanted alarms. Every unwanted alarm causes disruption. This may affect the ALMO s customer service, productivity, or the general routine of the organisation Unwanted alarms from automatic fire detection systems are a major problem and result in many unwanted calls to the Fire and Rescue Service every year. The Fire and Rescue Service s main aim is to reduce the number of fire-related deaths and injuries by preventing fires from starting or spreading. We need the Fire and Rescue Service to help us with emergencies such as fires and accidents on the road. Responding to unwanted alarms diverts the Fire and Rescue Service away from dealing with real emergencies. Almost half of the calls to the Fire and Rescue Service are unwanted alarms, and most of these are unwanted alarms from fire detection and fire alarm systems. Unwanted alarms not only waste the Fire and Rescue Service s valuable resources, they also cause increased dangers on the roads. Accidents involving fire responding to false alarms can and do happen. These incidents, however rare, are unacceptable and need to be reduced If there are excessive unwanted alarms in West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd premises, people may become complacent and not respond immediately to the warning of a real fire. In such circumstances, the ALMO may be failing to comply with fire safety law All unwanted alarms should be investigated to identify the cause of the problem and remedial action taken. All unwanted alarms should be recorded in the buildings fire logbook along with the remedial action taken to prevent re-occurrence To help reduce the number of unwanted alarms, the system design and location of detection and activation devices should be reviewed against the way the premises are currently used. For example, if a classroom has been converted to a staff area which may have cooking facilities (e.g. a microwave and toaster) then the likelihood of the detector being set off is increased. A common problem is the malicious or accidental operation of manual call points. To avoid accidental operation, consider the use of a protective cover around a call point To reduce the risk of malicious operation, call points should, where possible, be sited where they are under a degree of supervision Occasionally people set off a manual call point in the genuine but incorrect belief that there is a fire. Nothing should be done to discourage such actions and the number of false alarms generated this way is not significant The Local Responsible Person with control over a building with a fire detection and fire alarm system should assume responsibility for the system themselves or nominate a competent person who agrees to be responsible for supervising the system. 48

49 The person nominated should have received appropriate training or have the skills, knowledge or experience needed to make sure that: The system remains in good working order and is properly maintained; Faults and any nuisance activations are dealt with quickly and efficiently; Those who have to take specific action when a fire alarm goes off have appropriate training; False alarms are investigated and action taken to solve any problem; Activities which may affect the system (for example, processes which may produce heat or smoke, redecorating or a change in manufacturing processes) are controlled; Maintenance or other work is carried out on the system only by a competent person and a formal system exists to ensures that: Alternative fire warning arrangements for all relevant persons are implemented whilst work is in progress; All relevant persons are aware of the arrangements; The alarm receiving centre is notified prior to work being carried in order to prevent unwanted alarms; Arrangements are in place for contacting the Fire and Rescue Service Further detailed guidance on reducing unwanted alarms is available in BS

50 Section Procedures High Rise Accommodation 4 storeys and above and Sheltered Accommodation. 8.1 Fire Safety Team Within the orginisation Strategic directors have appointed the Fire Safety Team as having responsibility for the fire safety of the communal areas and the fire safety of any workplace contained in high/low rise flats or sheltered accommadation 8.2 Duties of Fire Safety Team Take responsibility for the fire safety of the communal areas and any workplace or work area within High/low or sheltered accommodation Ensure one or more competent persons have been appointed to assist and provide advice to employees and occupiers if requested on fire safety. To carry out an initial fire risk assessment and to review that assessment at the following specified intervals: Workplace Initial assessment and then reviewed at 12 monthly intervals High rise Flats (three storeys and over) Initial assessment and then at 14 month intervals to observe premise operating throughout all seasons of the year. Sheltered Housing Initial assessment and then at 14 month intervals to observe premise operating throughout all seasons of the year. Two storey Initial assessment and then at 20% of housing stock per year. Ensure that any measures required in the fire risk assessment are notified to relevant departments and are implemented by the specified deadline using a risk scoring of: A Unacceptably high risk present, immediate action necessary to reduce or rectify hazard, actions to rectify must be classed as urgent and completed within 24 hours,. B Work to be handed to appropriate team and completed within six months, C Work to be completed within one year D Low risk, work to be included in future capital programs Any work carried out must be shown as completed on the appropriate significant findings master sheet. Where an assessment has been carried out by appointed assessors B, C, D times may be varied after consultation with all stakeholders with regards programmed works, having taken into account the level of risk to relevant persons. Ensure that a fire evacuation plan is circulated and communicated for the safe evacuation of the premises in the event of a fire. The plan should be based on the outcome of the fire risk assessment. Ensure that the premises and any equipment provided in connection with fire fighting, fire detection and warning, or emergency routes and exits are covered 50

51 by a suitable system of maintenance, and are maintained by a competent person in an efficient state, in good working order and in good repair. Ensure the buildings fire log book is maintained and up to date in relation to maintenance, inspections, fire drills, incidents and training. Ensure regular inspections of the workplace are undertaken to ensure that good housekeeping is maintained and there is an effective means of escape for all relevant persons. Consult management, employees and their safety representatives about the persons nominated to carry out particular roles in connection with fire safety Ensure provision has been made for all people working within the premises to be provided with suitable and relevant fire safety information and training. See Section Enforcement of the Fire Safety Order West Yorkshire Fire and Rescue Authority will enforce the Fire Safety Order in the common areas and any workplaces on site. 8.4 Powers of the Enforcing Authority The Fire Service has the power to inspect ALMO premises to check that they are compliant with the duties imposed by the Fire Safety Order: They will look for evidence that a suitable and sufficient fire risk assessment has been carried out, recorded and the significant findings of that assessment have been acted on. If they are dissatisfied with the outcome of the fire risk assessment or the action taken an Enforcement Notice that requires certain improvements to be made, or in extreme cases a Prohibition Notice that restricts the use of all or part of the premises until improvements are made. If the premises are considered by the Fire Service to be high risk, they may issue an Alterations Notice that, amongst other things, requires that they be informed before any changes are made to the premises or the way they are used. Failure to comply with any duty imposed by the Order or any notice issued by the Fire Service is an offence. The Order does not place the enforcing authority under a specific express duty to issue alterations, enforcement or prohibition notices. It gives them powers to do so where they deem necessary. West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd has the right of appeal to a magistrate s court against any notice issued and where the ALMO agrees that there is a need for improvements to the fire precautions but disagree with the enforcing authority on the technical solution to be used (e.g. what type of fire alarm system is needed) this may be referred for an independent determination. During the inspection the inspecting officer may wish to view the following documents: Fire risk assessment; Fire precautions log book; Records of staff training and drills; 51

52 Records of testing and maintenance of fire fighting equipment; Records of testing and maintenance of all fire safety systems including fire alarms, emergency lighting, sprinkler systems and smoke ventilation systems. The inspector may also wish to inspect all or part of the premises and to talk to members of staff. 8.5 The Fire Risk Assessment A fire risk assessment is an organised and methodical look at the premises, the activities carried on there and the likelihood that a fire could start and cause harm to those in and around the premises. The primary purpose of a fire risk assessment is to safeguard life, however many of the preventive and protective measures taken will offer some protection to the property. All High rise properties including sheltered housing and community centres will have a full fire risk assessment carried out reviewed at every 14 months The aims of the fire risk assessment are: To identify the fire hazards; To reduce the risk of those hazards causing harm to relevant persons to as low as reasonably practicable; To decide what physical fire precautions and management arrangements are necessary to ensure the safety of people in a building if a fire does occur; Hazard: anything that has the potential to cause harm from fire; Risk: the likelihood and consequences of that harm occurring; 8.6 Conducting a Fire Risk Assessment Dedicated and competent officers appointed by West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd (see section 6.17) will undertake fire risk assessments for all ALMO owned and operated premises in line with West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd fire policy. Ownership of the assessment is important and is best achieved if the Local Responsible Person for the building is partner to the process. There are four types of assessment involved with housing: Type 1 Common parts only (non-destructive) A Type 1 fire risk assessment is the basic fire risk assessment required for the purpose of satisfying the Fire Safety Order. The inspection of the building is non-destructive. But, as well as considering the arrangements for means of escape and so forth, the fire risk assessment includes examination of at least a sample of flat entrance doors. It also considers, so far as reasonably practicable, the separating construction between the flats and the common parts without any opening up of construction. However, in this Type of fire risk assessment, entry to flats beyond the area of the flat entrance door, is not involved Where there are demountable false ceilings in the common parts, it may be appropriate to lift a sample of readily accessible false ceiling tiles. In addition, it will normally be appropriate to open a sample of service risers, provided access is practicable at the time of inspection. 52

53 Unless there is reason to expect serious deficiencies in structural fire protection such as inadequate compartmentation, or poor fire stopping a Type 1 inspection will normally be sufficient for most blocks of purpose-built flats. Where doubt exists in relation to these matters, the action plan of a Type 1 fire risk assessment may recommend that one of the other types of fire risk assessment be carried out or that further investigation be carried out by specialists. (However, this should not be a generic recommendation of all Type 1 fire risk assessments; the recommendation should be based on identification of issues that justify reason for doubt. Type 2 Common parts only (destructive) The scope and objectives of a Type 2 fire risk assessment are generally similar to those of a Type 1 fire risk assessment, except that there is a degree of destructive inspection, carried out on a sampling basis. This will usually necessitate the presence of a contractor for the purpose of opening up construction and making good after the inspection. In order to check the integrity of separating construction, the areas in which destructive inspection is carried out might sometimes include a sample of flats. However, because of the nature of the work, this can often only be carried out in vacant flats. A Type 2 fire risk assessment is usually a one-off exercise, which is carried out only if there is good reason to suspect serious structural deficiencies that could lead to spread of fire beyond the flat of fire origin. The age of the block alone is not generally sufficient to warrant a Type 2 inspection. The need for a Type 2 fire risk assessment may sometimes be identified in a Type 1 fire risk assessment, but should not simply be recommended as a matter of course. Type 3 Common parts and flats (non-destructive) A Type 3 fire risk assessment includes the work involved in a Type 1 fire risk assessment, but goes beyond the scope of the Fire Safety Order (though not the scope of the Housing Act). This risk assessment considers the arrangements for means of escape and fire detection (i.e. smoke alarms) within at least a sample of the flats. Within the flats, the inspection is non-destructive, but the fire resistance of doors to rooms is considered. Measures to prevent fire are not considered unless (e.g. in the case of maintenance of the electrical and heating installations) the measures are within the control of, for example, the Management Agent. A Type 3 fire risk assessment may sometimes be appropriate for rented flats if there is reason to suspect serious risk to residents in the event of a fire in their flats. (This might be, for example, because of the age of the block or reason for suspicion of widespread, unauthorised material alterations). This type of fire risk assessment will not be possible in the case of long leasehold flats, as there is normally no right of access for freeholders. Type 4 Common parts and flats (destructive) A Type 4 fire risk assessment has the same scope of work as a Type 3 fire risk assessment, except that there is a degree of destructive inspection, in both the common parts and the flats, carried out on a sampling basis. This will usually necessitate the presence of a contractor for the purpose of opening up construction and making good after the inspection. However, the nature of the work is such that, often, destructive inspection within flats can only be carried out in those that are vacant. This is the most comprehensive fire risk assessment, but will only be appropriate in limited circumstances such as when a new landlord takes over a block of flats in which the history of works carried out is unknown and there is reason to suspect serious risk to residents from both a fire in their own flats and a fire in neighbours flats. 53

54 Note: Before destructive inspection is to be carried out, the risk of disturbing asbestos should be considered (e.g. by examination of the asbestos register). The vast majority of assessments undertaken will of type 1 combined with a sample of 10% of flats within the block to check front doors, and compartmentation issues regarding water pipes, electrical cables etc All fire risk assessments undertaken on ALMO premises will be recorded Copies of all fire risk assessments are held by Asset Management (Fire Section) with other relevant fire safety information so that it is easily accessible for reference and available when the Enforcing Authority inspects the premises and copies of the significant findings only will be available for residents on request ALMO employees will co-operate with other employees in shared accommodation or other persons who rent or lease land or property from the ALMO by sharing fire risk assessment information Fire risk assessments will be recorded using the LCC standard forms When considering the identification of fire hazards, people at risk and the evaluation, removal, reduction, and protection from risk particular attention should be given to: Ensuring that dangerous substances are identified and ensuring the risk related to the substance is either eliminated or reduced. The default policy is that there should be no dangerous substances on site. If substances are found they must be removed immediately. If it is necessary to store dangerous substances then the fire safety team must be consulted. Any Persons especially at risk e.g. any persons who may require assisted evacuation, young persons and lone workers. The necessary and mandatory need for fire compartmentation in line with National Guidance applicable to the building All persons at risk from fire must be identified. To do this identify where all staff are working, either at permanent workstations or at occasional locations around the premises, and to consider who else may be at risk, such as service users, visiting contractors etc., and where these people are likely to be found Particular attention should be paid to people who may be especially at risk such as: Employees who work alone and/or in isolated areas, e.g. cleaners, security staff; People who are unfamiliar with the premises, e.g. seasonal workers, contractors, visitors and customers; People who require assisted evacuation or those who may have some other reason for not being able to leave the premises quickly, e.g. elderly customers or parents with children; Other persons in the immediate vicinity of the premises; People with language difficulties. 54

55 8.7 The Emergency Evacuation Plan An emergency evacuation plan must be available clearly displayed on each floor adjacent the lift the plan should reflect the stay put policy of the ALMO see Appendix 4 for example of signage Further guidance for flats with common areas on the action to take if the building cannot be reoccupied due to a major fire is contained in business continuity/disaster plan The emergency plan should include where appropriate; How people will be warned if there is a fire. What staff, residents, should do if they discover a fire? How the evacuation of the premises should be carried out. The needs or risks relating to individuals. Consider residents in sheltered schemes. Identification and use of protected areas for evacuation. Where people should assemble after they have left the premises and procedures for checking whether the premises have been evacuated. Identification of key escape routes, how people can gain access to them and escape from them to a place of total safety. Arrangements for fighting fire by any trained staff, if any, the duties and identity of staff that have specific responsibilities if there is a fire e.g. Scheme Managers when on site. Arrangements for the safe evacuation of people identified as being especially at risk, such as residents and others with disabilities, children and people working alone and members of the public. Specific arrangements, if necessary, for high-fire-risk areas. Contingency plans, such as restrictions on the use of the building for when life safety systems, such as evacuation lifts, fire detection and warning systems, sprinklers or smoke control systems are out of order. How the Fire and Rescue Service and any other necessary services will be called and who will be responsible for doing this. Procedures for meeting the Fire and Rescue Service on their arrival and notifying them of relevant information such as the locations of any persons still in the building or any special risks, e.g. the location of highly flammable materials Visitors In relation to flats, It will be impossible to account for the whereabouts of all the occupiers and their guests, the Fire Service will ensure all are evacuated should they consider evacuation necessary Contractors Contractors should be instructed with regards any fire action, if they see or suspect there is a fire on the property they should summon the fire brigade and leave the building, and 55

56 not re-enter until safe to do so. A Contractor Site Information Sheet issued by Facilities Management can be used for this purpose. 8.8 Evacuation The Regulatory Reform (Fire Safety) Order 2005 requires that all people using a building be provided with adequate means of escape in case of fire. This includes a suitable escape plan The 2012 Equality Act does not make any change to these requirements: it underpins the current fire safety legislation by requiring that employers or organisations providing services to the public take responsibility for ensuring that all people, including disabled people, can leave the building they control safely in the event of a fire Public bodies have an additional duty called the Disability Equality Duty a requirement of which is to proactively promote the equality of persons with disabilities and requires that public bodies do even more to ensure that persons requiring assisted evacuation do not face discrimination by not being provided with a safe evacuation plan from a building When compiling emergency evacuation plans the following may need to be taken into account: Mobility impairment, which can limit speed of evacuation Hearing impairment, which can limit the response to an alarm Visual impairment, which can limit the ability to escape Learning difficulties, which can affect the response to an alarm The particular needs of very young children and the elderly will also need to be taken into account. 8.9 Personal Emergency Evacuation Plans tenants of sheltered accommodation Scheme Managers are to complete the PEEPS form and insert details in the Fire Log Container adjacent the fire alarm panel Personal Emergency Evacuation plans are written procedures that can be used as options for people who require assisted evacuation to choose from. They are generally held at the reception points within the building. The persons requiring assisted evacuation are offered options for their assistance and are given suitable instructions. This responsibility also applies to the persons requiring assisted evacuation. They are expected to identify themselves when they are informed of the availability of a choice of evacuation plan and co-operate by giving any information necessary for the safe execution of the plan Systems of Evacuation Progressive Horizontal Evacuation. This system can be used in buildings with a phased alarm system or where for example residents in care premises who are dependent on staff to assist with their escape. It involves a person passing from one 'fire compartment' into another on the same level that is not part of the initial evacuation zone where they can wait in a place of safety whilst the fire is dealt with, or await further instructions to evacuate down a protected route to a place of total safety. A fire compartment is a part of a building separated from other parts of the same building by fire-resisting walls, ceilings, floors and doors. Evacuation by Lift. This method is only possible where lifts have a secondary power supply/battery backup and a structurally protected lobby shaft. Often called Evacuation 56

57 Lifts. At the time of writing this policy there is no evacuation lifts within Leeds Housing stock Use of Refuges. BS9999 defines refuges as: Relatively safe waiting areas for short periods. They are not areas where persons requiring assisted evacuation should be left alone indefinitely until rescued by the Fire Service, or until the fire is extinguished. (This should not be confused with the use of refuges in progressive horizontal evacuation). For information as all sheltered housing are not wholly staffed there should be no areas assigned as a refuge For further information on preparing a PEEP, assisted evacuation, examples of evacuation plans and notices contact the Health & Safety team or the Fire Safety Team or go to the DCLG website (Means of Escape for Disabled People) General Fire Safety Elected Members, employees, contractors and visitors to ALMO premises are expected to follow fire safety procedures to ensure the safety of themselves and others. Safety procedures for the safe use of equipment and machinery, electrical and gas appliances, storage use transport and disposal of hazardous or combustible materials should be strictly applied. The ALMO s smoke free policy should be strictly enforced to support the fire safety arrangements Housekeeping Good housekeeping in ALMO buildings will significantly reduce the chances of a fire starting, so the accumulation of materials in premises should be carefully monitored. This is particularly important in reducing the chance of protected escape routes and final exit doors being obstructed. Any items discovered should be removed within the time scales stated within the housekeeping policy Storage and Use of Dangerous Substances Specific precautions are required when handling and storing dangerous substances to minimise the possibility of an incident. The supplier should be able to provide detailed advice on safe storage and handling, however, the following principles will reduce the risk from fire: Storage of Dangerous substances in high rise flats and sheltered accommodation is not permitted Managing Building Work and Alterations In new buildings or where significant alterations take place the fire protection measures and facilities for the Fire and Rescue Services should have been designed, constructed and installed in accordance with current building regulations. Similarly arrangements for people with disabilities to access and egress from a building safely in times of an emergency should be included at this stage for effective use of financial resources and compliance with current legislation All persons who undertake design work for or specify or undertake alterations to ALMO premises that may affect fire safety must: Consult the Fire Safety Team regarding the effects on the premises fire risk assessment. Where necessary notify, consult and seek approval from Building Control, Environment and Development Services; 57

58 Alterations must not be made to premises unless appropriate approvals have been granted and the appropriate documentation received to authorise the approved works before, during and after they take place; Upon completion of works requiring Building Control approval a Building Control Completion Certificate and a complete set of as built plans of the premises must be obtained Prior to any building work commencing the fire risk assessment for the building should be reviewed to consider the additional hazards that are likely to be introduced and the risks to people evaluated particularly in those buildings that continue to be occupied. Lack of pre-planning can lead to haphazard co-ordination of fire safety measures Local Responsible Persons and Building Managers should liaise and exchange information with contractors who also have a duty to consider fire safety, carry out a risk assessment and inform building occupiers of the significant findings and preventative measures they may employ The impact of building work on the general fire safety precautions should be monitored for additional risks that can occur: Hot work such as flame cutting, welding, soldering, or paint stripping; Temporary electrical equipment; Blocking of escape routes, including external escape routes; Introduction of combustibles into an escape route; Loss of normal storage facilities; Fire safety equipment, such as automatic fire-detection systems becoming affected; Fire-resisting partitions being breached or fire doors being wedged open; Additional personnel who may be unfamiliar with the premises Activities involving hot work such as welding, flame cutting, use of blow lamps or portable grinding equipment can pose a serious fire hazard and need to be strictly controlled when carried out in areas near flammable materials. This can be done by having a written permit to work for the people involved (whether they are ALMO employees or those of a contractor) A permit to work is appropriate in situations of high hazard and risk for example, where there is a need to: Ensure that there is a formal check confirming that a safe system of work is being followed; Co-ordinate with other people or activities; Provide time-limits when it is safe to carry out the work; Ensure that specialised personal protective equipment (such as breathing apparatus) has been provided and/or that adequate methods of communication are available Prior to any conclusion of works a full inspection of the fire precaution measures will be carried out, this is to include: 58

59 Fire compartmentation; Fire stopping; Fire door installations; Automatic fire detection; Sounder check levels if applicable; Emergency lighting requirements if applicable; Portable fire extinguisher requirements if applicable; Fire Safety signage; Formal records and handover including reviewing and recording of the fire risk assessment Further guidance on fire safety during construction work is available from the HSE website Fire Fighting Equipment All high rise premises and community centres must be provided with appropriate fire fighting equipment within staffed areas only Where fitted staff should be trained in the use of all such equipment Typically for the Class A fire risk, the provision of one water-based extinguisher for approximately every 200m2 of floor space, with a minimum of two extinguishers per floor, will normally be adequate. However there is no requirement in communal areas of flats as the occupiers are not trained. Staffed areas and lift motor rooms, boiler rooms should be provided with a suitable extinguisher for the risk present Where it is determined that there are additionally other classes of fire risk, the appropriate type, number and size of extinguisher should be provided. Further information is available in BS If unsure then advice can be sought from the Fire Safety Team Where the particular fire risk is specifically located, e.g. flammable liquids, the appropriate fire extinguisher should be near to the hazard, so located that they can be safely used They should be placed on a dedicated stand or hung on a wall at a convenient height so that employees can easily lift them off (at about 1m for larger extinguishers, 1.5m for smaller ones, to the level of the handle). They should be sited away from extremes of temperature In sheltered accommodation extinguishers should only be sited in areas where staff are employed, they should not be in communal areas as residents are untrained in there use, any extinguisher should be appropriate for the risk Consider the implications of the Manual Handling Operations Regulations when selecting and siting fire fighting equipment Information on fire classification, selection of correct type of portable fire extinguishers can be found in appendix Fire blankets are used for smothering small fires, which involve cooking fat or other flammable liquids, and can also be used for smothering the flames on people whose clothing has caught fire. Fire blankets should be kept in a suitable container, which is 59

60 fixed to the wall, open end downwards. It is recommended that a minimum clearance below the container of 1½ times the container's length be maintained. Blankets should be positioned adjacent to the fire extinguisher near to the exit routes and not directly above cooking appliances Fire blankets should be inspected monthly for correct positioning and damage and replaced as per the manufacturers instructions Fire blankets are to be disposed of after use and replaced with a new blanket (Use once only) Fire Warning Systems In large and multi-storey Sheltered Housing premises and community centres the fire alarm should be an electrically operated system installed and maintained in accordance with the British standard BS5839; all flats should have a hard wired with battery backup smoke detector fitted or as an alternate a smoke detector(s) provided by Care Ring Monitoring Service. When a Flat becomes vacant the alarm should be tested and replaced if there is any doubt with regards its functionality, if there is no hard wired alarm in situ, one should be fitted BS 5839, Fire Detection and Alarm Systems for Buildings: Part 1 - Code of practice for system design, installation and servicing. BS5839 Part 6 refers to detection within the flat Automatic fire detection may be needed in some premises for a number of reasons. These can include: If there are areas where people are isolated or remote and could become trapped by a fire because they are unaware of its development, such as lone workers; If there are areas where a fire can develop unobserved (e.g. storerooms); As a compensating feature, e.g. for inadequate structural fire protection, in dead-ends or where there are extended travel distances; Where smoke control and ventilation systems are controlled by the automatic fire-detection system; Where it is a legal requirement (sheltered housing etc) If an automatic fire detection system is installed the system should: Be designed to accommodate the emergency evacuation procedure; Give an automatic indication of the fire warning and its location. If the indicator panel is located in a part of the premises other than the control point (for example, in the secretary s office) there should ideally be a repeater panel sited in the control point; Be maintained and tested by a competent person; Where appropriate communicate with a central control room or a Remote Alarm Receiving Centre; Whichever warning or detection systems are in place, if a fire occurs, the Fire and Rescue Service should always be called immediately by telephone Regular tests are vital to ensure that there has not been any major failure of the entire or a significant part of the system. The fire alarm system is required to be monitored 60

61 and tested by the Local Responsible Person or a nominated competent person. The person should have sufficient information and training in order to carry out all aspects of routine testing The fire alarm panel should be inspected daily to ensure normal operation of the system (this does not have to be recorded) if any defects are found they should be recorded in the fire log book and remedial action is taken At the same time each week in order to test the alarm a different manual call point should be operated during normal working hours. In premises where employees work out of these hours an additional test should be carried out to ensure familiarity with the sound of the fire alarm. There is no maximum limit for the period of time it takes to test the system in rotation Automatic door releases that are connected to the fire alarm system should be tested weekly in conjunction with the fire alarm test, checking that all doors are being released and close fully onto the door rebates It is essential that if the alarm is linked to an alarm signal receiving centre it is contacted immediately before, and immediately after any tests to ensure that unnecessary attendance of the Fire and Rescue Service is avoided and to confirm whether the fire alarm signal has been received at the alarm receiving centre In addition to the weekly test, inspections and tests should be carried out on a six monthly and annual basis. Six monthly tests and annual inspections can only be undertaken by a competent person with the relevant technical knowledge and training. A servicing agreement should be entered into with a fire alarm ALMO Regular visual inspections of manual call points and fire detectors are required to ensure that: Manual call points are unobstructed and conspicuous and have a fire routine notice adjacent. A clear space of 500mm is maintained below each automatic fire detector and is not impeded by any other means i.e. accumulation of dust in detector head or layers of paint False alarms should be recorded in the premises fire log book and positive action taken to manage the problem Emergency Lighting There must be sufficient illumination for all persons in the premises to find their way to a place of total safety should there be a fire. Where any escape routes are internal and devoid of borrowed light from windows (borrowed lighting would only apply to low rise), or premises are used during periods of darkness ( including early darkness on winter days) then some form of backup to the normal escape route lighting is likely to be required In small premises, where the escape routes are simple and straightforward, borrowed lighting, e.g. from street lamps where they illuminate escape routes, may be acceptable. In larger, more complex premises where routes are devoid of natural light it is likely that a more comprehensive system of electrical automatic emergency escape lighting will be needed to illuminate all the escape routes The primary purpose of emergency escape lighting is to illuminate escape routes but it may also illuminate other safety equipment An emergency escape lighting system should normally cover the following: 61

62 Each exit door; Escape routes; Intersections of corridors; Outside each final exit and on external escape routes; Emergency escape signs; Stairways so that each flight receives adequate light; Changes in floor level; Windowless rooms and toilet accommodation exceeding 8m2; Fire fighting equipment; Fire alarm call points; Equipment that would need to be shut down in an emergency; Lifts; Areas in premises greater than 60m It is not necessary to provide individual lights (luminaries) for each item above, but there should be a sufficient overall level of light to allow them to be visible and usable Emergency escape lighting can be both maintained, i.e. on all the time, or nonmaintained which only operates when the normal lighting fails. Systems or individual lighting units (luminaries) are designed to operate for durations of between one and three hours. In practice, the three-hour design is the most popular and can help with maintaining limited continued use of the premises during a power failure (other than in an emergency situation) All emergency escape lighting systems should be regularly tested and properly maintained to an appropriate standard. Most existing systems will need to be manually tested. However, some modern systems have self-testing facilities that reduce routine checks to a minimum Where a purpose-made emergency lighting system is installed, it should be maintained and tested by a qualified person, in accordance with the requirements of BS It is recommended that where a purpose-made system is installed, a maintenance agreement is made with an appropriate approved ALMO. Testing would include: A daily visual check of any central controls; A monthly function test by operating the test facility for a period sufficient to ensure that each emergency lamp illuminates; An annual full discharge test Escape Signs In premises with a single staircase no signage is required. In larger and more complex ALMO premises, a series of signs directing people along the escape routes towards the final exit might be needed. Escape signs should meet the following criteria: They should provide clear, unambiguous information to enable people to safely leave a building in an emergency; Every escape route sign should, where necessary, incorporate, or be accompanied by, a directional arrow. Arrows should not be used on their own; If the escape route to the nearest exit is not obvious then it should be indicated by a sign(s); Signs should be positioned so that a person escaping will always have the next escape route sign in sight; 62

63 Escape signs should be fixed above the door in the direction of escape and not be fixed to doors, as they will not be visible if the door is open; Signs mounted above doors should be at a height of between 2.0m and 2.5m above the floor; Signs on walls should be mounted between1.7m and 2.0m above the floor; Mounting heights greater than 2.5m may be used for hanging signs, e.g. in large open spaces or for operational reasons, but care should be taken to ensure that such signs are both conspicuous and legible. In such case larger signs may be necessary; Signs should be sited at the same height throughout the escape route, so far as is reasonably practicable Escape Sign Design For a sign to comply with the safety signs and signals regulations it must be pictographic. The pictogram should be supplemented by text and a directional arrow where required (British Standard-type sign). Signs should take into account the needs of those who may need to use them The legibility of escape signs is determined by the size of the sign, its level of illumination and the distance over which it is viewed. The use of signs within the same premises should follow a consistent design pattern or scheme. The use of a few outsized signs should not be relied upon which may encourage people to travel to a particular escape route when other more appropriate routes should be used The standard of sign within the ALMO should be the British Standard type. See Appendix Other Safety Signs and Notices A number of other mandatory signs such as Fire Action notices will be necessary. Fire doors that have been fitted with self closing devices should be labelled Fire Door Keep Shut on both sides. Fire resisting doors to cupboards, stores and service ducts that are not self-closing because they are routinely kept locked should be labelled Fire Door Keep Locked on the outside Signs should indicate non-automatic fire safety equipment if there is any doubt about its location, e.g. fire extinguishers that are kept in cabinets or in recesses A notice with the words Push Bar to Open or Push Pad to Open should be permanently displayed immediately above the push-bars and push-pads on all doors fitted with a panic bolt or panic latch A notice with the words Fire Escape Keep Clear should be permanently displayed at about eye level on the external face of all doors which are provided as a means of escape in case of fire and which, because they are not normally used, may become obstructed Examples of the above noticed are available in appendix Fire Action Notices In simple premises where there are a limited number of escape routes, it may be reasonable to provide staff with verbal reminders of what they need to do if there is a fire, they should also be sited where staff frequently assemble in the premises. 63

64 If premises are routinely expected to accommodate people whose first language is not English you may need to consider providing instruction in more than one language. The interpretation should always convey an identical message All signs and notices will need illumination to ensure they are conspicuous and legible. There are a number of options available to achieve this either through external illumination or internal illumination. Signs or notices of the photo-luminescent type, i.e. where the active material making up the luminous parts of such signs or notices needs a period of exposure to light before they become visible in darkness (but get fainter with time), are not a substitute for appropriate emergency lighting and should only be used where other forms of illumination are present Further guidance on the use of photo-luminescent fire safety signs and notices can be found in BS A copy of the standard fire action notice to be used in ALMO premises and flats is available in Appendix Means of Escape Once a fire has started, been detected the resident should leave the effected area and if necessary give warning to others, everyone in the premises should be able to escape to a place of total safety, some residents in sheltered housing may need assistance of fire service, The front door of flats on the means of escape, have after a determination by the Communities and Local Government department been designated as forming part of the means of escape so should have a minimum of thirty minutes fire resistance and be self closing and fitted with smoke seals and intumescent strips Escape routes should be designed to ensure, as far as possible, that any person confronted by fire anywhere in the building should be able to turn away from it and escape (or be assisted) to a place of reasonable safety, e.g. a protected area or stairway. From there they will be able to go (or be assisted) directly to a place of total safety away from the building Responsible Persons should ensure that escape routes are: Suitable; Easily, safely and immediately usable at all relevant times; Adequate for the number of people likely to use them; Free from any obstructions, slip or trip hazards; Available for access by the emergency services. 1. All escape routes and final exits must be free from obstruction and available for use at all times when the building is occupied. Storage of furniture, equipment or other materials in stairways and on escape routes not permitted. 2. Final exit doors must be openable from the inside without the use of a key. Ensure that any additional security devices such as bolts are left in the open position whenever the building is occupied. 3. Care must be taken not to compromise the safety of escape routes by wedging open fire doors and wherever possible doors to unoccupied rooms should also be kept closed. Flat front doors should a minimum of 30 minute fire resistance, be self closing and fitted with intumescent seals with smoke seals 64

65 Ensure that final exits are not obstructed on the outside by careless parking or the thoughtless discarding of rubbish All doors on escape routes should open in the direction of escape and ideally be fitted with a safety vision panel. This is particularly important if more than 60 people use them or they provide an exit from an area of high fire risk At least two exits should be provided if a room or area is to be occupied by more than 60 persons. This number of 60 can be varied in proportion to the risk; for a lower risk there can be a slight increase, for a higher risk, lower numbers of persons should be allowed Movement of persons up or down a group of not less than three steps will be so obvious to those following that they will be prepared for the change in level, but movement up or down one step is not so readily observed and may easily lead to a fall. Wherever practicable, differences of level in corridors, passages and lobbies should be overcome by the provision of inclines or ramps of gradients not exceeding 1 in 12 or steps not having less than three risers in any flight. Corridors and passages should be level for a distance of 1.5 metres in each direction from any steps Any mirrors situated in escape routes should be sited so that persons escaping from a fire will not be thrown into confusion by any reflected image of the route they are using, or be misled as to the direction they should take to reach fire exits Widths and capacity of escape routes and stairways relating to community rooms and offices within housing schemes Once the maximum number of people likely to be in any part of the premises has been established the next step is to establish that the capacity of the escape routes is adequate for people to escape safely in sufficient time to ensure their safety in case of fire. The capacity of a route is determined by a number of factors including the width of the route, the time available for escape and the ability of the persons using them. The effective usable width of an escape route is the narrowest point, normally a door or other restriction such as narrowing of a corridor due to fixtures and fittings. The capacity of an escape route is measured by the number of persons per minute that can pass through it, so to establish the capacity of the route it is first necessary to measure the width of the route at the narrowest point. The effective width of a doorway is the clear unobstructed width through the doorway when the door is open at right angles to the frame. The effective width at any other point is the narrowest clear unobstructed width through which people can pass. The time available for escape depends on several factors. Studies of human behaviour in an emergency situation have shown that about two thirds of the time available to escape is taken up by the initial reaction to the developing situation. For example, people will decide whether the situation is real or false, often waiting to see the reaction of people around them, and generally gathering information to decide whether to act or not. The final third is taken up by the actual movement away from the area of the fire. Throughout this time the fire may be growing and spreading. Therefore to account for the limited available time for people to travel to a place of reasonable safety, the length of escape routes needs to be restricted. The suggested travel distances outlined below take this restriction into account Established reasonable escape times are 2 minutes for higher risk premises, 2.5 minutes for normal risk premises and 3 minutes for lower risk premises. For 65

66 calculation purposes these times are allowed for in the travel distances in section The following guide can be used to determine the general capacities of escape routes within community rooms or places of work within high rise/sheltered accommodation: A width of at least 750mm can accommodate up to: 80 people in higher risk premises; 100 people in normal risk premises; or 120 people in lower risk premises. A width of at least 1050mm can accommodate up to: 160 people in higher risk premises; 200 people in normal risk premises; or 240 people in lower risk premises. An additional 75mm should be allowed for each additional 15 persons (or part of 15) The minimum width of an escape route should not be less than 750mm (unless it is for use by less than five people in part of your premises) and, where wheelchair users are likely to use it, not less than 900mm The aggregate width of all the escape routes should be not less than that required to accommodate the maximum numbers of people likely to use them When calculating the overall available escape route capacity for premises that have more than one way out, you should normally assume that the widest is not available because it has been compromised by fire. If doors or other exits leading to escape routes are too close to one another you should consider whether the fire could affect both at the same time. If that is the case, it may be necessary to discount them both for calculation purposes As a general rule stairways should be at least 1050mm wide and in any case not less than the width of the escape routes that lead to them. In all cases the aggregate capacity of the stairways should be sufficient for the number of people likely to have to use them in case of fire Installation, Testing and Maintenance West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd will ensure that its premises and any facilities, equipment and devices provided in respect of the premises for fire safety are subject to a suitable system of maintenance, are maintained in an efficient state, in efficient working order and in good repair. New fire precautions should be installed by a competent person Where the premises form part of a building, the ALMO will make arrangements with the occupiers of any other premises to ensure that the installation, testing and maintenance requirements are met The Local Responsible Person must ensure any existing equipment, devices or facilities that are provided in the premises for the safety of people, such as fire alarms, fire extinguishers, lighting, signs, fire exits and fire doors, are in effective working order. Fire separating elements of structure and the protection provided for the prevention of smoke entering escape routes should be maintained The Local Responsible Person must ensure that regular checks, periodic servicing and maintenance are carried out whatever the size of the premises and any defects 66

67 are put right as quickly as possible. All inspections, maintenance and testing must be recorded in the premises fire log book. 1.pdf Support guidance and advice for Local Responsible Persons will be provided by Facilities Management through the Building Manager s function The Local Responsible Person or a nominated competent person (i.e. caretakers) can carry out certain checks and routine maintenance work where suitable and sufficient training has been provided. Further maintenance may need to be carried out by a competent Service Engineer. Where contractors are used, third party certification is one method where a reasonable assurance of quality of work and competence can be achieved In relation to the maintenance of signs and notices can yes be answered to these questions? Q1 Q2 Q3 Q4 Where necessary are escape routes and exits, the locations of any fire fighting equipment (if hidden from sight) and emergency fire telephones indicated by appropriate signs? Are notices provided such as those giving information on how to operate security devices on exit doors, those indicating doors enclosing fire hazards that must be kept shut and fire action notices for staff and other people? Are all the necessary signs and notices being maintained so that they continue to be correct, legible and understood? Are signs being maintained that are provided for the information of the Fire and Rescue Service, such as those indicating the location of water suppression stop valves, services isolation valves and the location of hazardous substances? Below are examples of checks and tests that should be carried out by a delegated person. Where indicated these checks and tests should be recorded in the Fire Log Book. Table A - High Rise Accommodation 4 storeys and above and Sheltered Accommodation. Equipment Actions Interval between tests Actions to be taken Fire Alarm System Panel Check Daily Visual Inspection of panel to ensure correct operation and no faults are indicated Alarm Test Weekly Operation of test switch and activation of system in accordance with manufacturer s recommendations / instructions. Where call points (break glass) are installed, the alarm system should be tested each week by using a different numbered call point in rotation Automatic Fire Weekly Ensure that they close correctly when the fire alarm Doors system is tested. Daily Residential premises must check fire doors are shut overnight Emergency Lighting System Luminaires & Bulbs Daily Visual check of neon indicator or the light itself where the emergency light is on permanently Monthly Test the operation of the emergency light to ensure correct operation in accordance with manufacturer s recommendations / guidance using the test keys. Premises Fire Safety Regular Checks ( Monthly / Weekly) Weekly / Monthly When Log book entries made to show regular checks are Check Identified being completed on premises Fire Doors / Fire Emergency Exit Routes Internal Daily Check to ensure that the doors are not obstructed and close correctly onto the rebate or have sustained damage. Vision panels must not be obscured. Exit routes Daily Ensure all emergency routes are not obstructed No To be recorded in the fire log book No Yes Yes No No Yes Yes No 67

68 Equipment Actions Interval between tests Actions to be taken Final Fire Exit Doors Monthly Check to ensure they can be easily opened and are (to outside) not obstructed or stuck in their frames Fire Fighting Equipment Fire Extinguishers Weekly Ensure in the correct location and that they have not been damaged or discharged Extinguisher Check Annual Check that all extinguishers have been checked and dated Fire Hose Reel Weekly Ensure that no leaks are present and that damage has not occurred Dry Risers Weekly Ensure that they are accessible and signed correctly No Sprinklers Weekly Sprinkler pressure and flow check Yes Flooding Systems Weekly Installation check of system function yes Fire Drills Fire Drill Twice yearly Full evacuation of the property in accordance with the building's evacuation procedure or as risk assessed. In certain locations it is recommended that fire drills are undertaken at more regular intervals e.g. 1 per shift Fire Signs & notices Signage Weekly Visual check to ensure all signs are in place No Evacuation Chairs Equipment Weekly Visual check to ensure the evacuation chair is correctly located Training 6 monthly Trained persons to carry out practice session with the evacuation chair (normally carried out during or immediately after the premises fire evacuation drill) Damage to fire resistance / fire doors etc. Fire False Alarms Maintenance / Fault Reporting / Competent Engineers When Any faults or defects must be reported and Identified recorded in the log book When Identified When Identified Fire and Other Alarm Activations Must be recorded in the premises fire logbook and form CF 50 used to inform appropriate persons i.e. Line Manager, Health & Safety Advisers team Record in the log book and arrange investigation To be recorded in the fire log book Yes No Yes No Yes. Note: Names of all taking part need entering in log book The following should be recorded when maintenance carried out by competent persons: Table B - High Rise Accommodation 4 storeys and above and Sheltered Accommodation. Equipment Actions Interval between tests Actions to be taken Fire Alarm System Alarm System Quarterly Routine Service Yes Automatic Fire Quarterly Check doors for correct operation Yes Doors Call Points ( Break Quarterly 25% per visit Yes Glass) Fire Detection Systems Heat Detectors Quarterly Routine Service Yes Smoke Detectors Quarterly Routine Service Yes Emergency Lighting Luminaires 6 Monthly Routine Service alternating 1hr and 3 hr. test Yes Batteries / Back up Generators 6 Monthly Routine Service Yes Fire Fighting Equipment Fire Extinguishers Annual Routine Service Yes Fire Hose Reel Annual Full service and test Yes Dry Risers 6 Monthly Visual inspection Yes Dry Risers Annual Pressure Test Yes Sprinkler 6 Monthly Routine Service Yes Flooding systems 6 Monthly Routine Service Yes Visits By Fire Service/Enforcing Authority Good will visits or enforcement audit When identified Record of visits and comments No Yes Yes Yes Yes To be recorded in the fire log book Yes 68

69 8.25 Fire Safety Records and Recording Local Responsible Persons must ensure that up-to-date records are kept of actions in managing fire safety to: Help minimise the potential for fire to occur; Demonstrate how, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd, West North West Homes Leeds Ltd is complying with fire safety law Records and fire log books should be kept in the fire box on the premises (preferably with the fire risk assessment folder) it is advised that in multi functional buildings staff training records are kept within departments The following should be recorded:. Details of any action taken following the fire risk assessment; this will be held centrally and available for people to examine Information Instruction The ALMO will ensure that all tenants receive instructions of what to do in the event of a fire when a tenant signs the tenancy agreement It should be Periodically repeated thereafter by means of news updates Tenants should be informed of any major works within the block Every attempt must be made to ensure information and instructions that are given are in a form that can be used and understood. They should take account of those with disabilities such as hearing or sight impairment, those with learning difficulties and those who do not use English as their first language Reducing Unwanted Alarms If an automatic fire-detection and fire-alarm system is used and maintained properly, its fast response to a fire in its incipient stage can greatly reduce the risk to life and limit damage to property. However, features that provide this fast response can also cause unwanted alarms The definition of an unwanted alarm is: A fire signal resulting from a cause other than fire About 90% of automatic fire-detection and fire-alarm systems do not regularly cause false alarms. However, the remaining 10% are involved in most unwanted alarms. Every unwanted alarm causes disruption. This may affect the ALMO s customer service, productivity, or the general routine of the organisation Unwanted alarms from automatic fire detection systems are a major problem and result in many unwanted calls to the Fire and Rescue Service every year. The Fire and Rescue Service s main aim is to reduce the number of fire-related deaths and injuries by preventing fires from starting or spreading. We need the Fire and Rescue Service to help us with emergencies such as fires and accidents on the road. Responding to unwanted alarms diverts the Fire and Rescue Service away from dealing with real emergencies. Almost half of the calls to the Fire and Rescue Service are unwanted alarms, and most of these are unwanted alarms from fire detection and fire alarm systems. 69

70 Unwanted alarms not only waste the Fire and Rescue Service s valuable resources, they also cause increased dangers on the roads. Accidents involving fire responding to false alarms can and do happen. These incidents, however rare, are unacceptable and need to be reduced If there are excessive unwanted alarms in any West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd premises, people may become complacent and not respond immediately to the warning of a real fire. In such circumstances, West North West Homes Leeds Ltd, Aire Valley Homes Leeds Ltd, East North East Homes Leeds Ltd may be failing to comply with fire safety law All unwanted alarms should be investigated to identify the cause of the problem and remedial action taken. All unwanted alarms should be recorded in the buildings fire logbook along with the remedial action taken to prevent re-occurrence To help reduce the number of unwanted alarms, the system design and location of detection and activation devices should be reviewed against the way the premises are currently used. Any change in use of a room, may mean that the existing detector is the wrong type. A common problem is the malicious or accidental operation of manual call points. To avoid accidental operation, consider the use of a protective cover around a call point Occasionally people set off a manual call point in the genuine but incorrect belief that there is a fire. Nothing should be done to discourage such actions and the number of false alarms generated this way is not significant The Local Responsible Person with control over a building with a fire detection and fire alarm system should follow the fire alarm policy with regards resetting and reporting of faults See key holder note for guidance The local responsible person should have received appropriate training or have the skills, knowledge or experience needed to make sure that: The system remains in good working order and is properly maintained; Faults are dealt with quickly and efficiently; Those who have to take specific action when a fire alarm goes off have appropriate training; False alarms are investigated and action taken to solve any problem; Activities which may affect the system (for example, processes which may produce heat or smoke, redecorating or a change in manufacturing processes) are controlled; Maintenance or other work is carried out on the system only by a competent person and a formal system exists to ensures that: Alternative fire warning arrangements for all relevant persons are implemented whilst work is in progress; All relevant persons are aware of the arrangements; The alarm receiving centre is notified prior to work being carried in order to prevent unwanted alarms; Arrangements are in place for contacting the Fire and Rescue Service. Once actuated there is a response to ensure the panel is reset and fully operative in line with the attendance to fire alarm panels procedure with prime contractor Further detailed guidance on reducing unwanted alarms is available in BS

71 8.28 Clear Area Policy (Zero Tolerance) to Fire Risk Approach and Managed Use Approach - Guidance for common areas policy - Do s and Don ts Definitions: Clear Area Policy (Zero Tolerance): Residents are not permitted to use the common parts to store or dispose of their belongings or rubbish. No exceptions will apply. Managed Use Approach: A managed approach gives housing providers the ability to make local decisions as to whether residents are allowed to keep or store personal belongings in common areas. (For a full description see appendix 7 of the Fire Safety Policy and Procedures) The nature of items found in the common parts of blocks of flats can vary widely. The actual potential for significant smoke production and fire development when combustible materials are ignited varies enormously, depending on the inherent properties of the material. This includes its ease of ignition, the quantity present and its configuration. Not all of the items commonly found are either easily ignitable or likely to give rise to a serious risk if ignited in isolation. This suggests that it might be possible to allow some items to be present without unduly exposing residents to risk. Unrestricted use of common parts is clearly not acceptable. It will, therefore, be necessary to adopt one of the following alternatives: i. Clear Area Policy (Zero Tolerance) to Fire Risk Approach ii. Managed Use Approach The default for all flats will be Clear Area Policy (Zero Tolerance) to Fire Risk Approach by which residents are not permitted to use the common parts to store or dispose of their belongings or rubbish. When a need for a more tolerant approach is identified the elements listed in table 2 would be considered and if all elements are yes then a managed policy with agreed rules could be introduced. Element to be considered Yes No Fire risk assessment completed Fire Compartmentation Satisfactory Is the Anti-social behaviour level at a low historical value & satisfactory now History of previous fires checked and satisfactory Customer profile Checked and suitable Customer agreed acceptance of rules with regards Managed Policy Establishment of monitoring system to ensure compliance Table 2 Elements to be considered in managed policy For further guidance please refer to Appendix Local Arrangements The Local Arrangement s put in place are those agreed by the CEO and Executive Board of each ALMO respectively and do not replace the overall citywide Fire Safety Policy & Procedures Document. In essence local arrangements refer to individual conditions that might be applied under the managed use approach, e.g, placement of pot plants and mats outside of front doors. 71

72 Section Low rise up to three storeys procedures There is no distinction or different requirements made with regards to low rise flats within the Fire safety Guide in Purpose built flats. The principles of section 7 apply however there is a distinct difference in the methodology with regards the methods of risk assessment as the common areas within two storey housing stock are extremely limited in size and content The fire risk assessment Any property having common areas will receive an initial full fire risk inspection and report, the assessment will record any significant findings and the matters will be reported and dealt within the maintenance provisions of contracts with our service providers. Following the original assessment 20% of the total stock of two storey blocks will be reviewed on an annual rolling program. To support this measure a specification has been drawn up with regards these areas and all maintenance teams/housing officers will maintain the doors, self-closers and emergency lighting, if required, to that level The standards Compartmentation All doors leading onto shared areas other than on single dwellings with no common areas should be self-closing and be capable of a minimum of 30 minutes fire resistance and comply with BS476 part 22. Any storerooms, meter rooms or services should have a fire resistant door and be kept locked shut with suited keys or national standard locks for meter cupboards. They should have a sign indicating FIRE DOOR KEEP LOCKED SHUT affixed. Doors to any basement should be a minimum of 60 minutes fire resistance and the ceiling of the basement must be boarded and capable of resisting fire for a minimum of sixty minutes, any shared roof void must be fire separated. Glazing All glazing in the common areas other than external glazing to windows within the lobby should offer a minimum of thirty minutes fire resistance. Emergency Lighting If there is no borrowed light in the lobby/stairwell, i.e. light from outside through an external glazed panel, emergency lighting should be provided. Fire Alarm All flats should have a hard wired smoke detector with battery backup conforming to Fire Fighting Equipment There is no need for the provision of fire fighting equipment in low rise premises. Fire Evacuation Fire Evacuation Procedure should be that the household concerned should evacuate, the remainder of residents shall apply a stay put policy however, if the resident wishes 72

73 to leave the property they are free to do so. A fire action notice should be at the access door of the property. Maintenance and recording Management must ensure that there is a system of maintenance of any fire safety provisions with regard compartmentation, ventilation, and electrical installations. In addition there must be a system of recording such maintenance. Ventilation On a building comprising three or more storeys i.e. ground, first and second. The stairwell and lobby at the head of the stair has to have available an openable window an area no less than 0.5m² when fully open for ventilation purposes. Clear Area Policy (Zero Tolerance) to Fire Risk Approach and Managed Use Approach; Refer to item 8.28 above, for further guidance please refer to Appendix 7 73

74 Section Commercial Properties leased to other occupiers As a responsible landlord it is essential that our commitment to the safety culture is extended to all areas of operation. To that end at lease handovers all relevant fire safety information should be handed over to the new tenant re: Legal responsibilities (See Advice) i.e. that they should carry out a fire risk assessment and we will require a copy of the fire risk assessment as a condition of tenancy, this will ensure increased awareness of fire by any new occupier thus increasing safety to any surrounding tenants of dwellings that may be affected by a fire within the commercial property. Define any areas that the tenant may not alter due to fire compartmentation such as ceilings and any fire doors. This should be included as a condition of the tenancy agreement. Provide advice on hazardous substances, this item will be included in the Tenants Manual Storage and disposal of waste materials Security against arson For advice re purchase and storage of Fire works or petroleum spirits contact West Yorkshire Fire Service For advice re purchase and storage of LPG contact LCC Environmental Health Department 10.1 Advice to be given to tenants (contained within tenant Manual) Arson Advice Arson is a threat to any business and it is a fact that 60 % of those businesses targeted by arson do not recover. You are advised to take simple measures to prevent any such event occurring. Look at your premise and what goes on within it. Note the possible ways in which fires could be started deliberately. Look at the sources of ignition around your business and reduce as far as practicable those sources. Ensure security to the premise is maintained and that there are no physical breaks in the walls, services to allow fire to enter from the outside. Ensure where possible that refuse containers are not stored under windows or next to doors. Consider a business recovery plan in which you ensure that all documents are backed up and stored separately or in a fire proof cabinet to ensure that business can be restarted as quickly as possible post incident. The Fire Legislation Achieving fire safety is often a matter of common sense, but you will have to make sure that you set aside enough time to work through the necessary steps in order to ensure compliance, and to reduce the risk of a fire occurring to the lowest possible level. It is a legal requirement to carry out a fire risk assessment, and you should record the significant findings. To that end we have provided a simple assessment form to assist you in compliance with the regulations, you are required to return a copy to address below: 74

75 Address: West North West Homes Limited - ABCL Commercial Asset Management Dewsbury Road One Stop Centre 190 Dewsbury Road Leeds LS11 6PF The legislation states that you must: Do carry out a fire-risk assessment identifying any possible dangers and risks, such as; Sources of ignition Sources of fuel Sources of Oxygen Consider who may be especially at risk, such as; People in and around the premises Any people especially at risk, disabled persons, young children, elderly etc. Evaluate, remove or reduce, and protect from risk; Evaluate the risk of fire starting Evaluate the risk to people from a fire Remove or reduce the fire hazards or provide control measures, Remove or reduce the risk to people of fire to as low as practicable Protect people by providing fire precautions, e.g. fire alarm, means of escape, fire fighting equipment, emergency lighting if necessary. Take other measures to make sure there is protection if flammable or explosive materials are used or stored e.g. Fireworks ( the sale and storage of fireworks is controlled under licence issued by West Yorkshire Fire Service), LPG, advice and conditions of storage/sale of liquefied gases such as propane are available from LCC Environmental Health; Record, plan, inform, instruct, and train If you employ five or more persons including yourself you must record any major findings and action you have taken. Even if you employ less than five it is helpful to record the process, In shared premises, discuss and work with other responsible people to achieve a safe environment. You must prepare an emergency plan of actions in the event of a fire. You must inform and instruct relevant people on any actions necessary in the event of a fire. You must provide and record training given to staff on Basic fire actions and fire extinguishers if applicable. Keep a record of your findings; Should an enforcement officer from the West Yorkshire Fire Service carry out a fire safety audit on your business the officer will expect evidence that the above process has been carried out Review Review your findings when necessary (at least annually) or after any significant change in the layout, equipment or large turnover of staff. 75

76 Section The Concordat Introduction This Concordat is an agreement between the Aire Valley Homes, East North East Homes, West North West Homes (hereafter referred to as the Leeds Housing ALMOs (LHA)) and the West Yorkshire Fire & Rescue Authority (WYFRA). It is intended to provide a framework to ensure that the roles and responsibilities of the organisations are effectively translated into practical working arrangements. LHA and WYFRA have agreed to work together in partnership to meet the following shared objective: Improving fire protection measures to safeguard the safety and welfare of all persons frequenting the Association s premises. This Concordat relates to the areas of interface between the LHA and WYFRA in performing their respective functions. It does not place additional responsibilities on either party; nor does it imply any transfer of responsibility from one to the other or sharing of statutory obligations. It has no legal status and does not amend any other policies, agreements or requirements of the LHA or WYFRA. Compliance with the protocol will assist the Executive and Directors of LHA comply with their fire protection statutory duties. Legislation and Responsibilities In October 2006, fire safety legislation was rationalised by the enactment of the Regulatory Reform (Fire Safety) Order 2005 (FSO). The FSO replaced practically all previous fire safety legislation and established significant responsibilities and subsequent implications for the person deemed by the Order to be responsible. In applying the FSO to LHA premises the responsible person is required to complete a suitable and sufficient risk assessment and record the significant findings of the assessment. The responsible person must ensure that appropriate preventative and protective control measures to address the identified risks are in place and that the assessment is reviewed and amended as appropriate. Aims of the Concordat LHA and WYFRA have agreed to work together to achieve the aim of improving fire protection across the Leeds District by: 1) Providing advice and guidance to LHA to help them achieve full compliance with relevant fire safety legislation; 2) LHA will carry out fire risk assessment for each of their premises (premises under their control) in accordance with agreed principles based on national guidance to meet the requirements of statutory fire safety legislation. The outcomes of the risk assessments will be listed in an agreed priority order. To assist with planning and budgetary matters, appropriate and reasonable timescales for the completion of any necessary measures, will also be agreed between the partners. The agreement will be formalised into action plans. To ensure this protocol is not undermined, WYFRA will not take any formal enforcement action against LHA or its Officers for any fire safety measures agreed as working towards in the agreed action plan. WYFRA will only implement formal enforcement action, if on inspection the fire safety measures are so ineffective that enforcement is the only solution to correct the identified fire safety deficiencies. WYFRA will ensure that every opportunity will be explored to avoid prohibition or restriction. 76

77 To ensure that action plans are being progressed appropriately and within the agreed timescales, a number of sample audits of LHA premises will be completed by WYFRA. LHA will be provided with the inspection results. WYFRA will only take formal enforcement action if there is a failure to complete agreed action plans without a justifiable reason. This action will only take place after full consultation has taken place and always as a last resort. 3) Reducing unwanted fire calls by working in partnership with LHA to reduce unwanted fire calls from within LHA premises To assist in meeting these aims, LHA will: Ensure all Directors are made aware of the provisions of this Concordat. Adopt proactive measures to ensure that the aims of the Concordat are progressed. Nominate a single point of contact for WYFRA to consult on fire safety policy matters. To assist in meeting these aims, WYFRA will: Ensure all WYFRA Fire Safety Inspectors are made aware of the provisions of this Concordat. Appoint the Leeds District Fire Safety Manager as a single point of contact for LHA to consult on all fire safety policy matters. Provide reasonable assistance and support for LHA in producing guidance, training and promotional events on general fire precautions. Provide representation to key panels, groups or committees. Exchange of information and Co-ordination To meet the aims of this Concordat both parties will, through the focal contact points in each organisation, consult each other as relevant and appropriate on draft guidance and reports, to ensure factual accuracy, benefit from each other s knowledge and expertise, and to promote consistency of advice. To assist in this exchange & co-ordination of information the focal points from both organisations (& any other persons seen as appropriate to attend) will meet annually to review progress towards achieving the principles aims of the Concordat, and to contribute to its annual review. Where partners need to share information the Data Protection Act 1998 and other legislative requirements must be complied with. Account should be taken of WYFRA responsibilities in respect of co-operation and data sharing with other enforcing authorities. Expected Benefits Benefits for WYFRS will include: furthering our ambition to Make West Yorkshire Safer by providing an excellent Fire & Rescue Service working in partnership to reduce death, injury and economic loss and contribute to community wellbeing; and ensuring that the Fire and Rescue Authority s statutory fire protection duties are discharged efficiently and effectively by reducing unnecessary activities and minimising regulatory burdens. Benefits for LHA will include: strategic assistance to aid compliance with fire safety legislation; improved practical understanding of legislative requirements; awareness of current and proposed legal changes; 77

78 creation of an avenue to influence WYFRA s Enforcement/Inspection Policy; and Ultimately a reduction in the frequency of inspection of premises under the control of LHA. If a decision is made to exit this partnership, the other partner should be informed officially in writing and given a minimum of 28 days notice. Any decision to exit this partnership agreement should be taken at the same level as the decision to enter into the agreement (which may be different to the signatory if that function was delegated). This Concordat was signed on the 30 th day of September

79 12.0 RELATED FORMS AND POLICIES 12.1 Forms that relate to this procedure are: Appendices: Appendix 1 Appendix 2 Appendix 3 Appendix 4 Appendix 5 Appendix 6 Appendix 7 Duties of Fire Warden & EIO and sample fire emergency action plan Guidance and criteria for carrying out a fire drill. PEEP assessment blank form and availability of assistance. Fire Signage Testing schedule for fire safety matters Table A & B Classification of Fire and the selection of the appropriate fire fighting media. Zero Tolerance to Fire Risk Approach (Sterile) and Managed Use Approach - Guidance for common areas policy - Do s and Don ts Notes for Guidance NFG1 NFG2 NFG3 Checks prior to use on community rooms. Additional information on the Risk Assessment measures necessary if there is storage of dangerous substances on site. Resetting of fire alarms Links: The links related to this policy are: Regulatory Reform (Fire Safety) Order Communities and Local Government Fire Safety Guides The Building Regulations 2000 Approved Document B 2007 (Volume 2 Buildings other than Dwelling houses) Entry Level Guide A short guide to making your premises safe from fire. Department of Communities and Local Government The Health and Safety (Safety Signs and Signals) Regulations Fire safety premises log book Fire risk assessment guidance, information and risk assessment check sheets Department of Communities and Local Government. Means of escape for disabled people Health and Safety Executive maintaining portable electrical equipment in offices and other low-risk environments "Maintaining Portable Electrical Equipment in Offices and Other Low-Risk Environments Preparing a disaster recovery plan and business continuity management Guidance on reducing the risk of arson, Arson Prevention Bureau Construction Information Sheet No. 51: Construction fire safety, Health and Safety Executive 79

80 The Dangerous Substances and Explosive Atmospheres Regulations