21316 PROCEDURE CONTROL OF ASBESTOS. 2. Risk Assessments / Health and Safety Considerations

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1 Version: 15 Last Updated: 12/08/14 Review Date: 04/08/17 ECHR Potential Equality Impact Assessment: Low 1. About This Procedure 1.1. This procedure sets out the processes for managing asbestos in Hampshire Constabulary s buildings as well as the processes for staff/officers working at non constabulary buildings, as part of operational and training activities. It is aimed at all Police officers, staff and contractors It should be noted that HCC is Hampshire County Council and AMS is Hampshire Scientific Services Asbestos Management Services. 2. Risk Assessments / Health and Safety Considerations 2.1. Asbestos containing materials (ACMs) are present both within Hampshire Constabulary s own premises, premises that are rented by the Force and premises visited as part of the Force s work activities. The Force has a legal duty, under the Control of Asbestos Regulations 2012, to prevent exposure of employees and others to asbestos and to manage any asbestos which is present within its own buildings For guidance on the types of asbestos and the locations it can be found in, please see the Health & Safety intranet page on asbestos. Health and Safety - Asbestos Homepage as well as the Health and Safety Executive web site: Set out below is the governance structure for asbestos management through Joint Working.

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3 3. Procedure System for the management of Asbestos 3.1. Asbestos Management Survey and Registers In order to improve asbestos data across the estate the Force employed Enquin Environmental Ltd to carry out a programme of asbestos management surveys, starting in 2012, in all properties owned by the Force and in buildings occupied by the Force where they have repair and maintenance responsibilities. Enquin provided asbestos registers for each site. Survey findings were integrated into data held on Hampshire County Council s Asbestos in Buildings Register (ABR) and new site asbestos registers were issued to each site Please Note: Asbestos management surveys are limited to the building components that can be accessed - further asbestos containing materials may be hidden (e.g. within the building fabric) and may not be included in the register. Therefore if any hidden areas are to be disturbed, or penetrated, or demolished then a refurbishment or demolition survey must be carried out before works can be undertaken. All surveys will be carried out by AMS or one of their nominated sub-contractors. AMS will normally require that the person requesting the survey attends site so that the full requirements of the survey can be discussed before work starts Asbestos Registers a. The Asbestos in Building Registers (ABR) administered by AMS contain details on known and suspected asbestos containing materials in Force buildings, including material and priority risk assessments which consider location, asbestos type, condition, vulnerability and covering. Items known not to contain asbestos are also listed in the asbestos register b. The ABR will be updated when asbestos containing materials are identified, removed or inspected Site Asbestos Registers

4 a. AMS will produce a site version of the asbestos register for each property. The site register can be found in a purple folder located inside the Perspex holder located at the main entrance to each building. b. AMS will send site asbestos registers to the relevant FM work stream lead who must ensure up to date copies are placed on site and any old site registers removed. c. Contractors must read and sign the site register before they start any work on any Constabulary site d. For beat houses, the register will be given to the occupier, who will be required to ensure any contractors working in the beat house see the Asbestos register and sign it. e. Site asbestos registers will be updated if any one of the following criteria is met: i) On discovery of ACMs in areas listed as asbestos free, an updated register will replace the site register within one week of the survey being completed (NB. a note will also be placed in the site register the same day, to highlight where additional ACMs have been discovered). ii) iii) iv) Following any changes to the site data identified during the annual re-inspection process. On request, following refurbishment surveys and completion of associated refurbishment works. If the site register is reported lost; f. Please contact the AMS team on if your asbestos register is missing, or damaged, and a new one will be sent out The register will contain a plan and the details of the product containing asbestos and whether there are any restrictions for the area in place.

5 At PHQ and Netley, the register will be kept by facilities/security staff who will ensure contractors see the register and sign it. AMS will be responsible for ensuring a copy of the updated register is provided to the relevant FM work stream lead who will ensure site copies are updated Post 2000 buildings are unlikely to contain asbestos. However a site asbestos register will still be available at these sites and must be consulted prior to undertaking any works Asbestos registers will be routinely audited by both AMS and the Corporate Health and Safety Advisor If the building is new, or all the asbestos has been removed, the Force must have a certificate of clearance or statement confirming the building is clear of asbestos issued by a competent person Asbestos Refurbishment and Demolition Surveys Those planning to undertake any works in Force buildings must consult the site asbestos register. For minor works (e.g. installing shelving on a wall) the information in the site register may be sufficient and works can proceed, so long as those carrying out the works are confident that no asbestos containing material will be disturbed, and they have undertaken asbestos awareness training and training in how to use the site asbestos register Those planning works that will disturb hidden or unknown building materials, must request an asbestos survey from AMS before starting works Asbestos survey reports must be reviewed on receipt to ensure the scope of the work has been covered and that the location of the asbestos containing materials is known so that they are not inadvertently disturbed Those planning cabling works must provide a route plan of the works, with information on where the fabric of the building will be disturbed, to AMS so that any necessary asbestos surveys can be identified and arranged Where unknown building materials are likely to be disturbed, either through minor works, refurbishment or demolition works, asbestos surveys must be requested from AMS

6 before works are undertaken. AMS will ensure surveys are carried out to identify all hidden asbestos containing materials which may be affected by the works All asbestos surveys will be carried out by AMS or one of their nominated sub-contractors. AMS will normally require that the person requesting the survey attends site so that the full requirements of the survey can be discussed before works start Re-inspection of Asbestos Containing Materials AMS will undertake annual re-inspections of all known and suspected ACMs. Particular attention will be made to any damage or deterioration in the material covering AMS will also attempt to check any areas that have not been previously inspected (due to access issues, for example in lift shafts) The ABR will be updated with the findings of re-inspection work Additional checks of known and suspected ACMs will be conducted by Facilities Management (FM) staff every six months as part of the HS16 building inspections Asbestos Management Plan With any Management Plan, it is important to schedule the actions required within a reasonable timeframe. An Action Plan will be implemented as part of the review; this will be arranged by the AMS The action Plan shall be reviewed on an annual basis by the Corporate Health and Safety Advisor in conjunction with AMS Asbestos Removal The decision to remove ACMs will only be taken in certain circumstances. The rationale is that if the material is in good condition and does not need to be worked upon it will be left in situ, recorded and managed. If there is damage, a decision will be made whether to repair or remove the

7 material depending on the extent of damage, its location, the room use, i.e. the potential risk to building users. On some occasions, ACM in good condition will be removed if, for example, there is a chance it will be disturbed by other works nearby, or if there is an increased risk of disturbance due to a change in room usage. The decision on how to deal with the ACM will in the main be made by AMS. The Corporate Health and Safety Advisor may also make decisions to remove or remediate ACMs All asbestos work shall be undertaken by an approved licensed asbestos removal contractor The licensed asbestos removal contractor must produce a method statement and risk assessment, before works commence, and send it to AMS and the Corporate Health and Safety Advisor for the constabulary for sign off prior to the works starting The licensed asbestos removal contractor must send copies of waste transfer notes to AMS on completion of any works with asbestos AMS will inform the relevant FM work stream lead of any work which is to involve asbestos prior to the commencement of the works. The relevant FM work stream lead will ensure staff, in the area where the work is to be carried out, are informed All work involving asbestos will be undertaken in a secured area which is sealed off, to which staff will not be allowed access, until the works are completed. Those attempting to gain access will be subject to disciplinary action Asbestos Repair Instructions Any ACMs requiring remediation will be identified by AMS and sent to Hampshire County Council s Property Services, who will review in conjunction with representatives from AMS, the Police and Crime Commissioner (PCC) and Hampshire Constabulary (HC) to agree the actions and priority of any works Monthly meetings will be held with AMS, HCC s Property Services, the Corporate Health and Safety Advisor and PCC representatives to discuss any inconsistencies or concerns.

8 High risk ACMs (P1s) will be dealt with within three months, medium risk (P2) within six months. If for any reason timescales cannot be met a review will be conducted by AMS to assess whether the timescale can be recommended for extension, or whether access to the area needs to be restricted If restricted access is applied to a P1 or P2, the timescale for completion is therefore superseded by a management control which prevents persons accessing the area containing the higher risk ACM Procedures for Accidental Damage or Discovery of Asbestos In cases of emergency (accidental disturbance of asbestos), the following procedure must be followed: a. Cease works b. Evacuate and seal off the area immediate area c. Report the incident to AMS ( , or if out of normal working hours) d. Follow instructions given by AMS Reporting Damage If any material thought to contain asbestos is noticed to be damaged, please report this to AMS AMS will notify the Corporate Health and Safety Advisor of disturbances to asbestos and will assist with an investigation to identify why the disturbance occurred and the learning points to minimise the chance of similar incidents occurring AMS will attend site to assess the following: a. Whether asbestos disturbance has occurred b. The extent of any contamination and actions required to decontaminate the area c. Whether anyone is likely to have been exposed to airborne asbestos fibres and to estimate to what level

9 AMS will communicate findings to the Corporate Health and Safety Advisor The Corporate Health and Safety Advisor will advise anyone suspected of being exposed to asbestos of the incident Restricted Access can only be implemented in agreement with the Corporate Health and Safety Advisor/Risk Management Team who, if in agreement, will inform the Facilities Team to restrict access by signing and locking off the area and placing a notice in the asbestos register for the site. Restricted access to areas can only be lifted by the Corporate Health and Safety Advisor (who must also inform AMS that restricted access to area has been lifted and inform the Facilities Team) Where exposure to asbestos has occurred, it will be the responsibility of the Corporate Safety Advisor, in liaison with AMS, to determine if it is reportable to the Health and Safety Executive under RIDDOR. The Corporate Health and Safety Advisor will advise the Deputy Chief Constable in order to report the exposure to the Health and Safety Executive. Incidences will be reported where exposure levels are suspected of exceeding the action levels Procedure for Planned Asbestos Work Only asbestos removal contractors licensed by the Health and Safety Executive (HSE) shall undertake work with asbestos on Hampshire Constabulary (HC) managed and owned buildings This includes any work involving disturbance of asbestos (for example drilling, or removal of gaskets as well as for work with licensed asbestos products) The Asbestos Permit to Work HS28 for working in areas containing asbestos materials must be completed by the Maintenance Officer in conjunction with the contractor and a copy returned to the Corporate Health and Safety Advisor The relevant FM work stream lead will be informed by Hampshire Property Services when the works are to be undertaken The relevant FM work stream lead will then monitor the contractors undertaking the work whilst on site at regular

10 intervals, i.e. at least 1 in 3 jobs. The FM work stream lead will be given a copy of the specification by Hampshire Property Services Contractor performance will be monitored periodically by AMS who will undertake random air sampling to ensure the contractors are complying with the limits for non licensable work All work involving asbestos will be undertaken in a secured area, to which staff will not be allowed access, until the works are completed 3.9. Notification of Asbestos Works to the HSE Where the works are notifiable to the HSE, the Contractor shall in accordance with the legal requirement (Control of Asbestos Regulations 2012 and in particular Approved Code of Practice (ACoP) L143 - Working with materials containing asbestos, and guidance HSG 247 Asbestos: The Licensed Contractors Guide), give formal notice of impending works to asbestos-containing products, together with a risk assessment and method statement to the HSE, giving a minimum of 14 days advance notice for licensed work and before works commence for notifiable non-licensed work (NNLW) Furthermore, the Contractor MUST ensure the HSE is immediately notified of any changes to the planned impending works to asbestos-containing products Contractors must also notify AMS and the Corporate Health and Safety Advisor of all works with asbestos containing materials, irrespective of the requirement to notify the HSE, giving a minimum of 14 days notice. AMS will monitor the activities of Contractors on site as required The address for notification is: Hampshire Scientific Service Tel Hyde Park Road Southsea PO5 4LL Arranging access to Hampshire Constabulary buildings will be undertaken through the Facilities Managers.

11 3.10. Auditing contractors undertaking works with asbestos AMS and Maintenance Officers will undertake regular monitoring of contractors undertaking work with asbestos. Maintenance Officers will be trained by AMS on how to monitor contractors undertaking work with asbestos. Maintenance Officers should aim to monitor 1 in 3 jobs AMS will undertake regular reassurance air sampling of asbestos works, without the use of an enclosure, to check the effectiveness of controls being used and to provide reassurance to those re-entering work areas on completion of work When contractors are employed to carry out work on Force premises, which will involve any works where the building fabric or associated building facilities will be disturbed, such as, drilling, electrical/it cable installation or building maintenance work etc. it must be ensured that the contractor and their associated staff or sub contractors, have been given asbestos awareness training Contractors undertaking any work with asbestos must demonstrate the competence of their operatives The Maintenance Officer responsible for each premises must check the register weekly to ensure that all contractors and staff who carry out work on the premises have seen the asbestos register and signed to say they have read it every time they visit the site By checking the register weekly they will also be responsible for issuing any permits to work. Contractors should also be given a copy of this procedure All orders must have a link to the asbestos procedure attached POLSA Searches Prior to any searches being undertaken by the POLSA teams in buildings both in Force and outside of the Force, the POLSA make every effort to review asbestos information held for the building. Where it is identified that the area they

12 are to search has asbestos, which they are likely to disturb, they must contact the Corporate Health and Safety Advisor or AMS for advice. They must also attend the asbestos awareness course every three years Where they will be searching buildings that the Force will be disposing of, they must check the register 28 days before the search of the building is to take place. This is to allow AMS chance to attend site if required to give advice around areas which contain asbestos Precautions to be taken in Non Force Premises Rented Premises The Force will implement its asbestos management procedure in premises that are rented, shared, or part rented, where it retains repair and maintenance responsibilities Where the Force is renting a building and is not responsible for its repair and maintenance, a copy of the buildings asbestos survey, along with information on what has been done to remove or seal any asbestos, should be obtained from the building owners prior to renting, and placed on the asbestos database. AMS will then transfer the data into HCC s asbestos database (ABR) and produce an asbestos register for that site Where staff are being co-located into a building the Force does not have responsibility for, a copy of the asbestos procedure should be obtained and staff/officers working in that building made aware of it When carrying out training, which involves damaging the building or using derelict buildings, it can only be undertaken in buildings where it has been confirmed by the owner in writing that there is no asbestos in the building or the part being used. Buildings Not Owned or Rented By the Force On occasions the Force has a need to carry out searches or building raids, where the fabric of the building may be damaged. It is appreciated it is not always practical to ascertain in advance if the building contains asbestos to which people are likely to be exposed, especially for drugs

13 raids, threat to life or terrorist incidents. However, where possible, information should be obtained from the building owners as to the presence and risk of exposure to asbestos. In addition, staff who are likely to carry out the destructive work to the building fabric must attend the asbestos awareness course. If they come across material which is suspected to be asbestos, work should cease where operationally possible. The Corporate Health and Safety Advisor or AMS should then be contacted for advice CSIs and POLSAs Working at Crime Scenes Staff who carry out work in buildings that have been involved in a fire, should follow the procedure set out below All CSIs and POLSAs must have asbestos awareness training Staff must be provided with the following respirator as recommended by 3m; 3M 7500 with an FPP3 filter which can be obtained from Greenhams; the codes are for the respirator and for the filter. They can be contacted on All staff must be trained how to use the PPE provided and will need to have a face fit test. This can be arranged through the Force Support Unit Staff using a respirator will not be able to have beards Staff will need to wear disposable gloves, disposable overalls to level 5/6 with a hood and suitable boots with steel toecaps and mid sole protection, which must have disposable covers Before disturbing any unknown material in the building, it will need to be damped down to reduce the risk of fibre release. Alternatively contact AMS for support in clarifying what is and is not asbestos Staff will have to remove their disposable protective equipment in the open air, unless it is some distance away. It will be removed and placed into asbestos waste bags in the following way: a. Wash boots off with water. Remove disposable overalls first, turning them inside out as they are removed (leaving the respirator and gloves on) and place the overalls in an asbestos waste bag.

14 b. Remove the respirator with the gloves still on and wipe the respirator clean with disposable wet wipes. c. Take the gloves off by turning inside out and placing them in the asbestos waste bag with the wipes and overall. d. Seal the bag and dispose of as contaminated asbestos waste. The waste will need to be removed and disposed off by a licensed contractor Where asbestos is suspected and where possible, regular personnel air monitoring should be carried out by AMS where possible on staff working in the building, so potential exposure levels can be determined. Results should be sent to the Corporate Health and Safety Advisor who will place the information on personnel medical files and kept for a minimum of 40 years Staff must inspect respirators on a monthly basis to ensure they are safe for use. Check must include a thorough visual examination of all parts of the respirator, in particular the integrity of the straps, face pieces, filters, valves and the date of the filter itself. This should be carried out by someone who has been trained and the examination should be recorded as to when and who carried it out, the condition of the equipment, any faults that were found and what was done about them. Damaged respirators should not be used Detained Persons Suspected of Being Contaminated With Asbestos You should always suspect worse case scenario that they have been exposed to asbestos. They should only be transported in a vehicle with a prisoner cage. Officers should handle them with care using gloves and respirator provided in the asbestos kit in the van and try not to get any building debris on themselves On arrival at custody the detained person, if compliant, should be changed out of their clothing in the van and be given a paper suit. The clothing should be searched wearing disposable gloves and the face respirator from the asbestos kit in the van, then their clothing should be placed in a sealed

15 bag, which should then be placed in an asbestos waste bag and disposed of by a competent contractor. This should also include the officers respirator and gloves. Their clothing will not be returned to them The vehicle cell should then be hosed out. The Detained Person (DP) should then be taken to the shower where they should fully shower If they have been transported in a normal vehicle by mistake then placed in custody then the below procedure should be followed: a. All vehicles used for transport of DPs other than the cell van should be taken out of use and marked up as contaminated with asbestos. Hampshire County Council Asbestos Management Service (AMS) should be contacted to confirm this. b. For non compliant DPs they should be taken from the van and taken into the shower with the officers detaining them. Both the officers and the DP should be showered, the DP s clothes removed, the DP placed in alternative clothing and passed to the custody staff to process. The officers should then remove their clothing and be changed into paper suits. All the clothing should then be placed into asbestos waste bags. An asbestos contractor should then arranged through the Hampshire County Council Asbestos Management Service (AMS) to attend custody to cut up the police uniforms and remove police ID so that the uniforms can go for disposal. c. Note: As any fibres will be embedded in their clothing, the risk to staff will be low, provided the above is followed. If there is a need to enter a building which is contaminated with asbestos, please seek advice from the Force Safety Advisor or Hampshire County Council Asbestos Management Service (AMS) Recording Exposure to Asbestos All staff who are likely to have been exposed to asbestos are required to complete Form HS16, the medical record form for

16 exposure to asbestos, which must then be forwarded to the Corporate Health & Safety Advisor to be placed on their medical records Any member of staff who is exposed to asbestos whilst working for Hampshire Constabulary must complete Form HS16, which must then be sent to the Corporate Health & Safety Advisor to be placed on their medical records Medical records will then be kept for a minimum of 40 years Storage, Transport and Disposal of Asbestos Waste Asbestos waste should be double bagged in heavy duty asbestos waste red polythene bags and clearly labelled with the asbestos label illustrated The asbestos waste should then be disposed of using a licensed asbestos disposal contractor and taken to a licensed asbestos waste site Non-Operational Asbestos Waste In some instances, asbestos waste will be produced by Hampshire Constabulary s non-operational activities. This will usually be in the form of PPE worn in contaminated areas across the Force estate; safes which have come to the end of their useful life or contaminated evidential items from Property Stores or SOC which no longer need to be retained. Disposal of asbestos waste produced across the Force must

17 be carried out using a fully licensed asbestos waste contractor and co-ordinated by the Energy and Environmental Compliance Advisor Asbestos waste should only be handled by those trained and competent to do so and when the individual is wearing appropriate PPE. The waste should be double bagged using UN approved asbestos waste bags, not exceeding the weight limits the bags are certified for, and goose-necked and cable tied to seal. The first UN approved asbestos waste bag which the waste should be directly placed into should be RED in colour and goose-necked and sealed. This bag should then be placed within a TRANSPARENT UN approved asbestos waste bag, goose-necked and sealed Storage of asbestos waste on police premises must be in a secure location where the double bagged waste cannot be tampered with or damaged. Storage must not exceed 12 months. Contact AMS who will arrange for licensed contractor to collect the waste Asbestos and asbestos waste must not under any circumstance be transported between locations by anyone other than a licensed and approved asbestos waste contractor. The asbestos waste should be collected by the contractor from the site at which it was produced. A hazardous consignment note should be obtained from the contractor and copies provided to the local Area Facilities Officer and Environmental Compliance Advisor for retention of three years as legally required. The contractor must return part E of the consignment note at a later date to verify acceptance of the asbestos waste at a fully licensed final disposal destination Asbestos waste, resulting from works carried out by licensed removals contractor, will be directly disposed of by the licensed contractor as an integral part of the contract, using only an agreed transit route specified in the method statement and by a methodology in compliance with Control of Asbestos Regulations All asbestos waste shall be disposed of strictly at a site licensed to receive it all in accordance with the Special Waste Regulations The contractor responsible for disposal of asbestos waste shall provide the local Area Facilities Officer and the Energy and Environmental Compliance Advisor with documentary evidence of safe disposal via copies of consignment notes.

18 3.18. Operational Asbestos Contaminated Items and Waste Officers and operational staff will, on occasion, be required to enter asbestos contaminated premises/areas for operational reasons such as to complete a prompt and effective investigation including the seizure of property for evidential purposes. Officers and staff (usually, but not limited to SOCO s) should only enter an area known or suspected to be contaminated with asbestos if they have had appropriate training and when wearing appropriate PPE If the decision has been made to seize items believed to be contaminated with asbestos, it is important that the process outlined within the flow chart, and detailed below is adhered to Asbestos Seizure and Disposal Kit s will be provided in SOC vehicles, custody centres and property centres. They will consist of compliant asbestos waste bags, cable ties, gloves and guidance for use. They must only be used for items believed to contain or be contaminated with asbestos The piece of property must only be handled by a trained and competent person whilst wearing full and appropriate PPE. Careful consideration should be given to requirement to seize the item. The item should be placed carefully into the RED UN approved marked asbestos waste bag, weight thresholds for the bag must be adhered to. The bag should be goose-necked by twisting the top of the bag and bending the twist back on itself, and then cable tying this. The sealed RED bag should then carefully be placed within the TRANSPARENT UN approved marked asbestos waste bag, with weight thresholds always adhered to. The TRANSPARENT bag should then be goose-necked and sealed with a cable tie This process should be repeated for any disposable PPE worn in the contaminated area and for wipes used to clean reusable PPE such as respirators The double bagged property must be transported in the rear of a Hampshire Constabulary owned van, with a bulk head and a 2kg fire extinguisher. The package should be transported without any other items in the back of the van Safe and compliant transportation of the doubled bagged seized property and/or double bagged PPE must be completed in one single journey from the point of seizure to

19 the point of processing, storage or collection (i.e. SOC lab, Property Centre or secure waste store). This is due to the exemption to legislation outlined below allowing asbestos and asbestos contaminated items by Hampshire Constabulary to be taken directly from the initial scene as it constitutes an emergency response Under the European directive for the International Carriage of Dangerous Goods by Road (ADR 2011) and UK SI The Carriage of Dangerous Goods and Use of Transportable Pressure Equipment (Amendment) Regulations 2011, Hampshire Constabulary are able to utilise exemption ADR (d): The carriage undertaken by the competent authorities for the emergency response or under their supervision insofar as such carriage is necessary in relation to the emergency response in particular - to contain and recover the dangerous goods involved in an incident or accident and move them to the nearest appropriate safe place Once the contaminated property has reached its processing/storage/collection point it must not be transported again by anyone other than a fully licensed and approved contractor. The process outlined previously for Non- Operational Asbestos Waste must be adhered to upon the decision to dispose of the item/contaminated PPE The following flow chart should be utilised for decision making in regards to the seizure process of property potentially contaminated with asbestos:

20 Is there evidence to suggest asbestos is present? E.g. FRS colleagues/ property owner has advised there is. Do you suspect there to be asbestos present and contamination to have occurred? E.g. You can see materials you suspect to contain asbestos/ you can see debris. YES 1. Complete dynamic risk assessment. 2. Proceed with caution and wearing full and appropriate PPE. 3. Utilise an Asbestos Seizure and Disposal Kit. 4. Bag evidence in a RED UN approved asbestos waste bag. Do not exceed weight limitations. Goose-neck and cable tie to seal. Do not remove anything other than evidence. 5. Place RED asbestos waste bag inside a TRANSPARENT UN approved asbestos waste bag. Do not exceed weight limitations. Goose-neck and cable tie to seal. 6. Transport in the rear of a bulk headed, Hampshire Constabulary owned vehicle with no other items present. 7. Transport directly to the processing destination only. NO Process scene as per standard operating procedures Procedures for labelling of Asbestos Containing materials Hampshire Constabulary believe that the labelling of positively identified and presumed asbestos containing materials, is an integral part of the management of asbestos containing materials within their properties The procedure to be adopted for the labelling of positively identified and presumed asbestos materials is:

21 a. All asbestos containing materials and asbestos contaminated voids shall be labelled. b. Labels where possible attached directly to the material. Where label is placed adjacent to the material the label will be annotated to advise what the ACM is. c. Labels will be stuck to suspended ceiling tiles if the material has been identified within its void. The material will also be labelled within the void if it is accessible. d. Labels identifying contaminated voids shall be placed within the safe zone, i.e. below the ceiling level, or outside risers. e. All boiler / plant rooms shall have a sign affixed to the outside of the entrance door, to identify the risks contained within Frequency of Labelling a. pipe insulation every 3m, except within boiler rooms, where labelling will just be on the entrance door. b. Board materials one per area, where it can be clearly seen within the room, otherwise in large rooms one shall be allowed every 20m 2. c. Contaminated voids - one per area, where it can be clearly seen within the room, otherwise in large rooms one shall be allowed every 20m Areas that will not be labelled a. External materials such as felt, dpc s roof tiles, soffits and fascias. b. Low risk materials such as vinyl tiles, nosings and sink pads. c. Beat / Domestic properties.

22 3.20. Information, Instruction and Training Hampshire County Council Asbestos Management Service (AMS) will inform Local Policing Areas, or the staff responsible for buildings, of any work which is to involve asbestos prior to the commencement of the works. Facilities Officers will ensure staff in the area where the work is to be carried out are informed All Maintenance Officers will be trained on how to monitor contractors in terms of asbestos, including what PPE is required to undertake this function The Area Facilities Managers, Maintenance Officers, Drivers, Estates Management, operational police units such as POLSA, Marine Unit, Force Support Unit and the PCC must attend the Force Asbestos Awareness Course inline with the Force procedure on Health and Safety Training, with refreshers every 3 years. 4. Roles and Responsibilities 4.1. The Police and Crime Commissioner is Hampshire Constabulary s duty holder for asbestos The responsibility to advise on and deliver the asbestos management strategy will be delegated to AMS Executive Manager (Asbestos), in accordance with the Control of Asbestos Regulations (2012) and the HSE s approved codes of practice relating to asbestos, and will include: The provision of asbestos information to those working Force buildings Delivery of air monitoring services to support asbestos works Delivery of asbestos surveys to support activities which are expected to disturb the fabric of any buildings Re-inspection of known asbestos containing materials Advising on the asbestos management plan in conjunction with Corporate Health and Safety Advisor Acting as the Constabulary s competent person under the Control of Asbestos Regulations (2012).

23 4.3. The PCC has responsibility to ensure that remedial works and action plans are instigated in conjunction with AMS including: Delivery of the asbestos repair instruction programme Contractor performance monitoring 4.4. The Corporate Health and Safety Advisor will retain the responsibility to design and deliver (with advice from AMS) this asbestos procedure including: Asbestos training needs analysis and training of Constabulary Staff and Officers in asbestos awareness RIDDOR reporting Audit strategy 4.5. Commanders and Heads of Departments are responsible for ensuring that staff are aware of this procedure and information relating to asbestos. They are also responsible for ensuring that staff do not undertake any building maintenance work or repair unless they are qualified and authorised to do so Staff and officers must not undertake any repairs, maintenance or disturb the fabric of Force buildings including moving ceiling tiles. If they do, they may be subject to disciplinary procedures Maintenance Officers will be responsible for monitoring contractors, checking the asbestos registers to ensure contractors are checking them and ensuring updated registers are posted in the premises The relevant FM work stream lead is responsible for informing the Maintenance Officers of the dates and times contractors will attend site AMS will carry out annual re-inspections of Force buildings to check the condition of any asbestos, and update the Force s asbestos register to reflect any changes or any new asbestos identified It will be the responsibility of Hampshire County Council Property Services to ensure that contractors are competent and trained to undertake work with asbestos or undertake surveys.

24 5. Administration 5.1. Copies of asbestos clearance certificates should be kept indefinitely by the Corporate Health and Safety Advisor Copies of all asbestos registers including any updates and air test certificates should be kept by AMS for forty years following disposal of a building A record of each contractor who has been monitored by the Maintenance Officer and their findings should be kept indefinitely by HCC Property Services Copies of risk assessments for works undertaken with asbestos and specifications for working with asbestos should be kept indefinitely by HCC Property Services. 6. Monitoring and Evaluation 6.1. This procedure will be monitored by the Corporate Health & safety Advisor to ensure compliance with current health and safety legislation The above processes will be monitored as part of any health and safety audit. 7. Review 7.1. This procedure will be amended as and when legislation or Force requirements change, or new and amended risk assessments are produced. It will be reviewed every three years. 8. Other Related Procedures, Policies and Information Source 8.1. Related Policies Policy Health and Safety 8.2. Information Sources Control of Asbestos Regulations AD203 Equality Impact Assessment Health and Safety at Work Act Asbestos (Licensing) Regulations 1983 (amended 1998) Control of Asbestos Regulations 2012

25 Management of Health and Safety at Work Regulations CDM Regulations Construction (HSW) Regulations Health and Safety Executive, Department of Education, Department for Education and Employment guidance COSHH Regulations 2002, as amended HS(g) 227 Managing asbestos in premises RIDDOR Origin: Health & Safety