CITYWEST HOMES POLICY ON THE MANAGEMENT OF RISKS FROM ASBESTOS

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1 CITYWEST HOMES POLICY ON THE MANAGEMENT OF RISKS FROM ASBESTOS Version Number 1.0 Status Author Final Head of Health and Safety Implementation Date 01 October 2008 Date of Next Formal Review September 2010 CityWest Homes Asbestos Health and Safety Policy aims to ensure effective planning, organisation and arrangements for the elimination or adequate control of the risks associated with asbestos. CityWest Homes Asbestos Management Procedure, along with the City Council s Corporate Asbestos Health and Safety Policy, covers the asbestos risk to residents, staff, contractors and any other persons likely to be affected by the way that CityWest Homes manages asbestos. Asbestos represents a significant hazard and comprehensive management of the risks from it, in line with the Control of Asbestos Regulations 2006, is essential. In order to achieve this CityWest Homes Asbestos Management Plan maintains a systematic programme of risk assessment that ensures that potential risks associated with asbestos are identified and then eliminated or adequately controlled. CityWest Home s commitment extends beyond compliance with the law and our asbestos management procedures are intended to maintain a culture which strives to achieve a standard of excellence in this important area of responsibility. We recognise that effective control is achieved through a continued commitment by all our staff, our contractors, our consultants and agents to health and safety and by a co-operative effort at all levels within our organisation. The implementation of this policy is in the CityWest Homes Asbestos Management Plan. Chief Executive January 2007 I

2 1.0 Introduction Health and Safety Risks Associated with Asbestos Where Asbestos is within our Properties Risk Assessment Management Systems for Asbestos Training 11 Appendix 1 Roles and Responsibilities 12 Appendix 2 Training Needs of Staff 20 Asbestos Management Procedures Housing Stock Standard Major Works Scheme 23 Housing Stock Responsive Repairs 30 Housing Stock - Voids 33 Housing Stock Damaged Asbestos 42 Housing Stock Emergency Responsive Repairs 45 Housing Stock Accidental Exposure 48 Sale of Properties VHS Sales and Transfers 53 Sale of Properties Right to Buy 56 Sale of Properties - Assignees 56 Office Accommodation Major Works 57 Office Accommodation - Responsive Repairs 60 Office Accommodation Works Organised by Others 63 Office Accommodation Damaged Asbestos 65 Office Accommodation - Emergency Responsive Repairs 68 Contracts Advice to Contractors 70 Customer Care Request for Surveys 72 Customer Care Residents Who Will Not Allow Works 75 Customer Care Residents Carrying Out Repairs and 76 Alterations Customer Care Mutual Exchange 78 Management Systems Asbestos Records 81 Management Systems Sample Surveys 87 Management Systems AMS Survey Reports 89 0

3 1.0 INTRODUCTION 1.1 Asbestos was a commonly used building material in the 1950s, 1960s and 1970s. Commercial consumption peaked in Asbestos was plentiful, cheap, versatile, tough and physically inert. It was particularly used for its fire resisting properties and therefore often used in doors, partitions, ducts and access panels. Other uses included roofing sheets, rainwater goods and ceiling finishes where its fibrous qualities produced a light strong product. Asbestos can only be identified by taking samples and therefore the only way to establish the presence of asbestos is by specialist survey and sampling. 1.2 The aim of this policy is to ensure the effective management of asbestos within the housing stock, CityWest Home s office accommodation and other buildings. This will be achieved by ensuring that the risk of exposure to asbestos, for residents, staff and contractors is eliminated where possible, or reduced as far as is reasonably practicable and that any remaining risk is effectively managed. 1.3 This Policy takes into consideration and reflects the City Council s Corporate Asbestos Health and Safety Policy. 1.4 Development and review of this policy is the responsibility of the Health and Safety Unit. Overall control of CityWest Homes asbestos management systems and the asbestos database are also the responsibility of the Health and Safety Unit.Health and Safety Team The Health and Safety Unit also provide guidance and advice on the management of asbestos. 1.5 Since October 1997 all individual surveys have been recorded on CityWest Home s asbestos database (developed following a corporate pilot study). These individual surveys have been supplemented by a more comprehensive survey of the housing stock, to ensure that we have accurate information on the location and condition of asbestos. 1.6 This policy outlines the long-term management strategy for dealing with asbestos. 1.7 Compliance with this policy is the ultimate responsibility of the Chief Executive of CityWest Homes. CityWest Homes Health and Safety Committee and Health and Safety Unit will assist the Chief Executive and have a key role in the successful management of asbestos. 1.8 Direct management and day-to-day compliance with this policy on our housing estates is the responsibility of the Service Providers/ Tenant Management Organisations and CityWest Homes Directors. Day to day compliance in respect of City West Homes Offices at 21 Grosvenor Place is the responsibility of the Office Manager. Local Estate Offices/ Tenant Management Office, Resident s halls and meeting rooms are managed by individual Service Providers. In addition, within CityWest Homes individual sections have specific responsibilities for some aspects of the policy; for 1

4 example, the Lessee Services section is responsible for providing advice to right to buy applicants. 1.9 Monitoring of the Service Provider s compliance with this policy in respect of major works projects is the responsibility of the Projects and Performance Section of CityWest Homes. Monitoring of CityWest Homes appointed Project Managers compliance with this policy in respect of major works is the responsibility of the CityWest Programme Manager responsible for the individual Project Manager. The Customer Services Section carries these responsibilities in relation to day to day maintenance of the housing stock, including sheltered housing, hostels etc. Monitoring of compliance with this policy in respect of office accommodation, residents halls, and Tenant Management Organisation s Offices is the responsibility of the Health and Safety Unit. The results of monitoring will be reported to the Executive Management Board and CityWest Home s Health and Safety Committee CityWest Homes also has responsibilities in respect of property in which it places residents but does not directly manage such as homeless person accommodation, and nomination rights on Housing Associations properties. This policy also applies to the effective management of asbestos in these situations by ensuring that the risk of exposure to asbestos is eliminated where possible or reduced as far as is reasonably practicable and that any residual risk is effectively managed In addition, all areas of the CityWest Homes activities unconnected with the direct management of stock must be considered in relation to effective management of asbestos in line with the principles of this policy It is CWH policy that all materials are presumed to contain asbestos unless proved unless they have been tested or it is patently obvious that they do not contain asbestos. 2

5 2.0 HEALTH AND SAFETY RISKS ASSOCIATED WITH ASBESTSOS Asbestos is the collective name given to a group of fibrous minerals that are flexible, mechanically strong and resistant to stretching, heat and chemicals. The three main types, which have been used commercially, are chrysotile (white asbestos), amosite (brown asbestos) and crocidolite (blue asbestos). They cannot reliably be identified by their colour alone. Blue and brown asbestos are recognised as the most hazardous types. Asbestos can produce very small fibrous dust particles; the most harmful of which cannot be seen with the naked eye. The danger arises only when airborne fibres are breathed in. The body's defence mechanisms will expel most of the fibres that enter the nose and mouth, but some of the smallest fibres are able to reach the lower parts of the lung where they may remain for years, and in some cases work their way through the lung lining. Breathing asbestos fibres over a period of time can eventually lead to a number of diseases. These include: Asbestosis or fibrosis (scarring) of the lungs; Lung cancer; and Mesothelioma, a cancer of the inner lining of the chest wall or abdominal cavity. Asbestos is responsible for more work-related deaths than any other single cause, as a result of past exposure to asbestos, before stringent controls were introduced. The rise in asbestos-related diseases reflects the increased use of asbestos materials, especially in construction, in the 1960s and 1970s. Much of it remains in place but does not pose any significant risk provided it is maintained in good condition and is not disturbed or damaged. There is no current information available on the long-term effect for people living with asbestos. The City Council and CityWest Homes have adopted a policy based on work-related research to achieve the highest possible health standards. There is no safe threshold limit below which no risk of disease or death is incurred, all exposure to asbestos in the air should be avoided. 3

6 3.0 WHERE IS ASBESTOS WITHIN OUR PROPERTIES? A key part of the effective management of asbestos is maintaining adequate records of the locations of asbestos. The CityWest Homes Asbestos Database is a system for collating and storing information on the location and condition of asbestos-containing materials. The database also provides a risk assessment and management recommendations. The database is available to all CityWest Homes Service Providers/ Tenant Management Organisations either over the computer network or via dial-up Citrix connections. CityWest Home s Service Providers will support those Tenant Management Organisations who do not have access directly to the database. All Asbestos survey work undertaken must be undertaken by CityWest Homes Independent Asbestos Consultant. All survey work is automatically entered on the Asbestos Database by the Independent Asbestos Consultants. Similarly, if works are carried out which affect asbestos then these works must be carried out by the CityWest Homes approved Asbestos Contractor and supervised by CityWest Home s Independent Asbestos Consultant. Again the Asbestos Database is automatically updated by the Independent Asbestos Consultants. Failure to use the Independently Appointed Schedule of Rates Asbestos Consultant to carry out survey work or supervise any work to asbestos materials may jeopardize the integrity of The Asbestos Database. The Independently Appointed Asbestos Consultant should therefore always be used for such work unless by prior written agreement from the Head of Health and Safety. To ascertain the location and condition of asbestos materials, the Asbestos Database should be checked. For communal areas of Blocks or individuals sites (for example tenants halls), there is extensive information held on the asbestos database. Where the database does not cover a specific area within such a premises it must be presumed that the area may contain asbestos until such time as a specific survey has been undertaken. In the event that any works are planned to areas where asbestos materials are known to be present or where survey information is incomplete then section 5 of this policy and the appended procedures should be followed. To supplement the information held on the Asbestos Database for flats in blocks/generic groups of properties it has been established that information held against other flats in the block/ generic group can be considered representative if it meets certain criteria. However, work still needs to proceed with caution. 4

7 A sample survey of the Housing stock was completed in March 1997; this survey established that for individual flats in the housing stock it is sufficient to obtain representative information. The sample survey established that representative information constitutes 10% of flats in a block and that a minimum of 3 flats should be surveyed in each block. This level of survey work has been carried out for the majority of the housing stock. The Asbestos Database can produce profile information in such cases Therefore where the asbestos database does not yield specific information for a flat then the worst-case profile information should be checked to establish possible asbestos locations for the property and work should proceed with caution. The information held on the Asbestos Database, both specific and profiles provide information on asbestos present in the static situation. In the event of any works, which may affect asbestos, or incidents, which involved asbestos then Section 5 of this policy and the appended procedures should be consulted. Unless there is valid information available, the presumption must be materials contain asbestos. The only exceptions are materials which patently do not contain asbestos e.g. brick and glass. 5

8 4.0 RISK ASSESSMENT Risk assessment is an essential tool in managing the risk of exposure to health and safety hazards. The purpose of risk assessment is to identify the hazards and determine the degree of risk, what measures should be taken to manage it to ensure compliance health and safety legislation. The City Council s asbestos policy places great importance on setting performance standards to control the risks arising from exposure to asbestos fibres. There are four clear stages:- Hazard identification - identify hazards, which are the potential causes of harm Risk assessment - assessing the risk, which may arise from the hazards Risk control - deciding on suitable measures to eliminate or control risk Implementing and maintaining control measures, - implementing standards and ensuring that they are effective. The Asbestos Database is a key element of our effective asbestos management. It: Identifies the location of all known asbestos Provides a risk assessment for each location Provides an indication of when the risk assessment should be reviewed. Identifies remedial works necessary and any future major works (These works will be prioritised and programmed by the Service Providers in conjunction with Asset Management). If any proposed works directly affect asbestos left in place then a further risk assessment should be arranged and acted upon prior to work being carried out. 6

9 5.0 MANAGEMENT SYSTEMS FOR ASBESTOS For asbestos left in place it is necessary to introduce a management system the broad principles of which are as follows. There are procedures in place which cover the details of compliance with these broad principles. In specific situations compliance with these procedures is mandatory. Maintain Records of Where Asbestos is Located Within the Housing Stock - See Section 3 Assess the Risks Associated with Asbestos Materials and form an Asbestos Management Strategy for the Works. The responsibility for this task always rests with the Provider/ Officer Manager/ CityWest Homes Project Manager responsible for the proposed work. All reasonably practicable means must be used by the CityWest Homes Project Manager to fully develop an asbestos management plan at the earliest opportunity during the planning of the works. Before any works are considered the presence of asbestos must first be checked against existing records (see Section 4). If existing records are insufficient to accurately establish if asbestos materials will be affected by the proposed work then asbestos surveys should be commissioned by the Provider/ Office Manager/ CityWest Homes Project Manager responsible and undertaken by the Independently appointed Asbestos Consultant. If asbestos materials are likely to be affected by the work then these should be dealt with before the general contractor carries out the repair work. Where there is asbestos in a work area, which is not affected by the scope of the work, the general contractor should be made aware of the presence of asbestos so that appropriate action can be taken in order not to disturb or damage the asbestos. The responsibility for ensuring that these principles and the specific procedures appended are complied with always rests with the Provider/ Officer Manager/ CityWest Homes Project Manager responsible for the proposed work. The task of making the above assessment of the need for additional survey work and defining the asbestos management strategy is allocated to various individuals depending on the scale and complexity of the works proposed. Specific instruction on who is to carry out these tasks in specific situations i.e. responsive repairs, voids, major works etc is contained in the appended procedures 7

10 Making Contractors Aware of the Locations of Asbestos. All general contractors must be made aware of CityWest Homes Asbestos Management Policy. The Provider/ Office Manager/ CityWest Homes Project Manager responsible must satisfy themselves that the general contractor s Policy, Information, Instruction, training and supervision arrangements are appropriate and in accordance with the Control of Asbestos Regulations All operatives on site should be aware of the general issues surrounding asbestos materials, CityWest Homes specific policy and specific information on the asbestos management strategy for the works and suspected asbestos materials left in place. All general contractors operatives must be in possession of the CityWest Homes toolbox cards. Using Specialist to Carry Out ANY Work to Asbestos Any necessary works to asbestos materials must be carried out by the CityWest Homes approved licensed Asbestos Contractor and supervised by CityWest Home s Independent Schedule of Rates Asbestos Consultant. This work must be carried out in advance of general repairs or where this is not possible the Asbestos Consultant must agree a method of joint working. The use of General Contractors to carry out works to asbestos materials is not permitted unless specific written permission is given by the Head of Health and Safety. Where general works were not judged to affect asbestos containing materials and the general contractor subsequently finds that asbestos materials will be affected or where additional suspect materials are identified - the work should be suspended and the matter referred to the CityWest Homes representative who will arrange for any necessary specialist testing and removal work before the general works resumes. Where the Provider or CWH Project Management is managing major work schemes, they should engage the services of the Asbestos Consultant at the planning stage of the scheme. The consultant will report directly to the TMO Project Manager/CWH Project Management. The TMO Project Manager/CWH Project Management should provide a weekly programme of works to the Asbestos Consultants via the main contractor throughout the scheme. Advice to Residents on the location of Asbestos and Basic Basic precautions Precuations. All residents were advised of the location of asbestos in their homes in June Residents will be updated and fully consulted if any works, which could affect asbestos, are to be carried out within their homes. 8

11 To ensure that timely and accurate advice to residents on asbestos continues, the issue of asbestos should be included as appropriate in newsletters and annually included on Residents Association agendas. It is for Service Providers to ensure that this requirement is complied with. Advice and template articles for newsletters are available from the Customer Services Section. New Tenants All voids shall have a full, type 2, survey. (Except where full details of previous surveys can be obtained or where sufficient surveys have been carried out in the block to create an accurate profile). Where asbestos is identified new tenants should be advised and given a copy of the survey printed from the asbestos database, showing location and condition of the material. Tenant should also be given CWH Asbestos Leaflet that gives advice on basic precautions. Sales (Assignees) If enquiries are made of Westminster by potential purchasers or vendors they should receive the latest information available and accompanying advice to residents, CWH Asbestos Leaflet which gives advice on basic precautions. This information should also be issued as soon as the estate office becomes aware an assignee has taken up residence, as enquiries are not always made of the Council at time of sale. Sales (VHS) All voids will have full survey information and the Frontline Services must write to prospective purchasers in order to advise of the presence of asbestos and its implications for them i.e. CWH Asbestos Leaflet which gives advice such as basic precautions. Sales (RTB) As part of the Offer process all prospective purchasers must receive the most accurate information available, together with the accompanying advice sheet for residents. Advice to Staff about the Location of Asbestos in Office Accommodation Exact information on the location of asbestos containing materials in office accommodation within our stock is available to all staff. CityWest Homes Occupied Offices -Advice and guidance to staff on the presence of asbestos has been issued to all staff by line managers and will be followed by updates of information as required to control risk. 9

12 New staff must also be fully briefed, as part of the induction process. Office Managers must not allow any disturbance to asbestos or suspect asbestos materials. Such work should be referred to The CityWest Homes Office Manager at 21 Grosvenor Place. Service Provider Occupied Offices- Advice and guidance to staff on the presence of asbestos has been issued to all staff by line managers. Service Providers must ensure that regular updates of information are provided to all staff. Service Providers must ensure that new staff must are fully briefed, as part of the induction process. Service Providers Managers must not allow any disturbance to asbestos or suspected asbestos materials. If any such work takes place, it must should be stopped and investigated immediately. Periodic Re-inspection All residents have received advice on the possible location of asbestos within their homes based on the 1985 survey. Service Providers must ensure that residents are reminded via newsletters and all othermeans available to report any damage to materials, which may contain asbestos. All opportunities to check the condition of possible asbestos-based materials should be utilised (e.g. responsive repair, pre and post inspections) Any evidence of deterioration in the condition of an asbestos material that may affect all flats in the block should be investigated and remedial work should be programmed. Any asbestos containing materials in office accommodation and other buildings such as Tenants Halls should be inspected on a cyclical basis in line with the general safety inspection regime. Office Managers and line managers and Service Providers should take responsibility for checking accommodation for which they are responsible and addressing any problems. 10

13 6.0 TRAINING A key part of the successful implementation of this policy is ensuring that staff with responsibility for controlling the risks associated with asbestos have the necessary training, skills and experience and are competent. This is in addition to the training requirements for all persons liable to be exposed to asbestos contained in the Control of Asbestos Regulations and the associated ACoP. The specific training needs of staff have been assessed in line with the Corporate Policy and are outlined in Appendix 2. As the CityWest Homes procedures are comprehensive and training has been targeted to ensure staff are competent to exercise the level of discretion afforded them by procedures. The detailed procedures ensure that staff do not need an in depth knowledge of asbestos to contribute to CityWest Homes overall effective management of the asbestos in the stock, though the opportunity to acquire such knowledge is provided through the Health and Safety Unit. CityWest Homes Health and Safety Unit will provide training on behalf of the client in policy and procedures. In accordance with their tenders, management contractors will be required to ensure their staff have received adequate training in line with the legislation and ACoP, are technically competent and also receive training to ensure the implementation of CWH's policy and procedures. In line with the roles and responsibilities line managers must ensure that all new staff receive appropriate training and, later, refresher training. 11

14 APPENDIX 1 ROLES AND RESPONSIBILITIES CityWest Homes Chief Executive 1) To ensure that the CityWest Homes Asbestos Health and Safety Policy is implemented effectively within CityWest Homes. 2 ) To ensure that there is adequate finance and resource to implement this policy. As with his general health and safety responsibilities, the Chief Executive will specify bi annual and long-term plans for asbestos risk management and ensure that they are achieved through effective deployment of company resources. 3) To maintain an organisation structure that is capable of managing the risks associated with asbestos. 4) To receive a monitoring report at the CityWest Homes Health and Safety Committee from the asbestos officer and act on the information in that report as necessary. 5) To report to the Westminster City Council s Chief Executive (or Chief Officers Board as appropriate) matters relating to asbestos that: arise within CityWest Homes which he is unable to resolve, are the responsibility of other Chief Officers but which affect his own ability to manage any asbestos risk and which he is unable to resolve. 6) To review this policy when significant changes affect the implementation and /or effectiveness of the Policy, and review at least on a bi-annual basis. Head of Health and Safety This officer is responsible for assisting the Chief Executive in the co-ordination of asbestos health and safety risk management within CityWest Homes and will: - 1) assist the Chief Executive in ensuring that the Corporate and CityWest Homes Asbestos Health and Safety Policy are implemented effectively with the assistance of the Asbestos Officer within CityWest Homes. 2) assist the Chief Executive in the review of this policy when significant changes affect the implementation and/or effectiveness of the policy, but at least on bi annual basis. This assistance will be based on the monitoring /auditing information. 3) Maintainnan organisation structure that is capable of managing the risks associated with the asbestos, having adequate management of asbestos contractors and resources, and in for far as within his/her control. 12

15 4) assist in ensuring competence of teams and individuals within the structure to carry out their responsibilities. Asbestos Officer This officer is responsible for assisting the Head of Health and Safety in the implementation of the Policy and Procedures, risk management and managing the Asbestos Contractors for CityWest Homes. 1) Develop and maintain up to date records relating to the effective implementation of this policy including: the management of the asbestos database and access to it, resources (including finance) and business management arrangements. asbestos risk assessments the distribution in CityWest Homes of this Policy, and to the Service Providers Tenant Management Organisations and contractors. 2) To report to Health and Safety Committee on the implementation of this policy and recommend any matters that require action. 3) Assess asbestos training needs of staff and contractors and make available or undertake appropriate training courses in accordance with Appendix 2 of this policy. 4) To co-ordinate training and also prompt CityWest Home s line managers, Tenant Management Organisations and contractors to ensure that all responsible officers attend appropriate training courses. Records to be kept of those attending the training. 5) To advise the Head of Head of Health and Safetyand provide drafts of advice and guidance to staff on asbestos issues. 6) Liaise with departments in Westminster City Council where there is a need to co-operate and co-ordinate activities to manage asbestos risks. 7) Act as a focal point/citywest Homes representative in all asbestos issues for example: working parties. 8) Co-ordinate Asbestos Management Works to ensure that a consistent and systematic approach is adopted by all involved including: the development and implementation of procedural systems for the management of asbestos connected with all repair work, 13

16 the development, management and overall control of CityWest Homes Central schedule of Rates contract for Asbestos Consultancy Services, to ensure that procurement methods are available to obtain specialist asbestos consultants and contractors where necessary and that the selected consultants and contractors are appropriately vetted to ensure their competence and ability to comply with this and the corporate policy. 9) The management of the CityWest Homes asbestos database. 10) Provide assistance and guidance to the Office Managers and Service Providers in implementing effective asbestos management in office accommodation. 11) To ensure that policy, procedures and updates are distributed to CityWest Home s staff, Providers, Tenant Management Organisations, and Resident Associations. 12) To co-ordinate the recording of all asbestos related accidents, near misses and RIDDORS and to report of any investigations and lessons learnt to the Health and Safety Committee. 13) To co-ordinate dealing with accidental exposure to asbestos fibres for ALL instances (e.g. staff, contractors, and residents) and report these to the Health and Safety Committee. Members of the Executive Team 1) Ensure that the Asbestos Health Policy and Procedures are in place to manage the asbestos within WCC Housing Stock and CWH and HRA Office Accommodations, where staff, consultants, contractors, Providers, TMO s and Resident and Community Organisations have access and use the facilities provided. 2) Allocate sufficient resources to fulfil the objectives given of the Asbestos Management Plan. If resources are not immediately available, seek solutions that reduce the asbestos risks to an acceptable level and at all times within the law. 3) Ensure that Asbestos Health and Safety Policy and Procedures are integrated into all business activities along side that of the Health and Safety Policies and Procedures of CWH. 4) Ensure that adequate pro-active and reactive monitoring procedures are in place to test whether CWH are meeting policy objectives 5) Ensure that the organisational structure for each Division or Service can manage the asbestos risks inherent in the required service delivery. 14

17 6) Receive and act appropriately on reports from Managers, CWH Staff or Providers, Contractors, Constructors, Consultants, TMO s and Resident and Community Organisations as well as the CWH Safety Committee on the results of monitoring, achievements, failures, and any resourcing problems. All Section Managers 1) To ensure that responsibilities and key tasks within their section take into account and manage the risks associated with asbestos, compliance with this policy and all supporting procedures. 2) To ensure with the help of the Head of Health and Safetythat risk assessments are conducted and reviewed for asbestos related risks under their control. 3) To ensure that teams and individuals within their section are competent and provided with adequate resources to meet their objectives and in particular are provided with: adequate information, instruction and training finance and resources consistent with those demands suitable administrative systems in order to manage and maintain necessary records. 4) To report to the Head of Service or Director of relevant Division and Head of Health and Safety where appropriate matters relating to asbestos that: arise within their section and which they are unable to resolve, are the responsibility of others but which affect their own ability to manage any asbestos risk, which they are unable to resolve, require the production of annual or long-term plans so they can form part of the business management arrangements. 5) To ensure that the Director of relevant Division/Head of Health and Safety is notified of: any intended changes in work practice or organisation structure, any incidents relating to asbestos materials, any other matters that should trigger a review of an asbestos risk assessment or this policy. Office Manager 21 Grosvenor Place and Lillington and Longmoore 15

18 1) To oversee / co-ordinate implementation of the CityWest Home s procedures in relation to management of asbestos in office accommodation and other buildings occupied by CityWest Home s staff. 2) Report any problems directly to the Director of Corporate Services. Director of Customer Services /Director of Assets and DeliveryAssets and Delivery The Director of Customer Services is responsible for the implementation of this policy and all matters relating to the performance of the Provider, the service contractors including PPM, M&E and responsive repairs. Director of Assets and Delivery is responsible for the implementation of this policy in relation to major works in that the CityWest Home s officers are trained in the policy and procedures, the constructors are competent in providing training to their own staff and sub-contractors of CityWest Home s asbestos policy and procedures. Responsibilities within their respective areas of responsibility include: 1) to oversee implementation of the CityWest Homes procedures in relation to the management of asbestos in all matters relating to Providers, TMO s, Residents Associations, constructors, contractors and CityWest Homes own areas of operation. 2) to ensure that asbestos in housing accommodation managed by the CityWest Homes is dealt with in accordance with this policy by Providers, TMO s, Residents Associations, constructors, contractors. 3) to co-ordinate advice and guidance needed for residents in line with procedure in close co-operation with the Providers, Projects and Performances and Customer Services Divisions. 4) to monitor the implementation of the CityWest Homes procedures to ensure compliance with this policy by the Providers, Tenant Management Organisations, Resident Associations. 5) to report without undue delay to the Head of Health and Safety matters relating to asbestos that: arise and which they are unable to resolve are the responsibility of others but which affect their own ability to manage any asbestos risk which they are unable to resolve. require the production of annual or long-term plans so they can form part of the business management arrangements. 16

19 6) To ensure that the Directors of Projects and Performance and Customer Services/ Head of Health and Safety is notified of: any relevant intended changes in work practice or organisation structure any incidents relating to asbestos materials in residential buildings on the Estates, any other matters that should trigger a review of an asbestos risk assessment or this policy. 7) To report any training needs to the Director of Customer Services/Head of Health and Safety. Relationship Managers 1) To oversee implementation of the CityWest Homes procedures in relation to the management of asbestos in all matters relating to Providers and Tenant Management Organisations (TMOs) areas of operation. 2) To ensure that asbestos in housing accommodation managed by the CityWest Homes is dealt with in accordance with this policy by all Providers and TMOs 3) To co-ordinate advice and guidance needed for residents in line with procedure in close co-operation with all TMOs. 4) To monitor the implementation of the CityWest Homes procedures in respect of major works to ensure compliance with this policy by TMO's and report the findings to the Director of Customer Services every three months. 5) To report without undue delay to the Head of Health and Safety matters relating to asbestos that: arise and which they are unable to resolve are the responsibility of others but which affect their own ability to manage any asbestos risk which they are unable to resolve require the production of annual or long-term plans so they can form part of the business management arrangements. 6) To ensure that the Director of Projects and Performance and /Head of Health and Safety is notified of: any relevant intended changes in work practice or organisation structure any incidents relating to asbestos materials in residential buildings on the Estates any other matters that should trigger a review of an asbestos risk assessment or this policy. 17

20 7) To report any training needs to the Director of Customer Services andhead of Health and Safety. Performance and Supply Chain Manager/Programme Manager 1) To ensure that all contractors are aware of the availability of information on the location of asbestos within the council properties in which they visit/inspect. 2) To ensure that all contractors are aware of and implement this policy. 3) To ensure that terms and conditions of contracts place appropriate controls on the contractor s management of asbestos. Professional Services Manager 1) To ensure that as far as is reasonably practicable that all contracts let have appropriate asbestos management arrangements in place. Head of CityWest Direct 1) To ensure that all contractors working within the section are advised of the best information available on the location of asbestos within the council properties in which they work. 2) To ensure that staff are technically competent (Appendix 2) and report any policy and procedural training needs to the Director of Assets and Delivery and the Head of Health and Safety. 3) To report on implementation to Director of Customer Services. 4) To report any asbestos issues to Director of Customer Services where they are unable to resolve themselves. 5) To under take the same responsibilities as that for Estate Directors/Managers/Tenant Management Organisations. 6) To report any incidents involving asbestos to Director of Customer Services and Head of Health and Safety. External Contractors and Consultants 1) To ensure that they have the necessary competence to ensure compliance with relevant legislation and guidance as far as matters within their control are concerned. 2) To ensure that responsibilities and key tasks within the organisation take into account and manage the risks associated with asbestos. 18

21 3) To ensure that risk assessments are conducted and reviewed for asbestos related risks under their control. 4) To ensure that teams and persons within the organisation are competent and provided with adequate resources to meet their objectives and in particular are provided with: adequate information, instruction and training finance and resources consistent with those demands suitable administrative systems in order to manage and maintain necessary records. 5) To report to the relevant employing CWH Project Manager and Head of Health and Safety where appropriate matters relating to asbestos that: arise and which they are unable to resolve are the responsibility of others but which affect their own ability to manage any asbestos risk, which they are unable to resolve require the production of annual or long-term plans so they can form part of the business management arrangements. 6 To ensure that the Director of Customer Services, Director of Assets and Delivery and Head of Health and Safety are notified of any: intended changes in work practice or organisation structure incidents relating to asbestos materials other matters that should trigger a review of an asbestos risk assessment or this policy. Estate Directors/ Managers/Tenant Management Organisations 1) To ensure that CityWest Homes policies and procedures are implemented in the estate area within their control and by consultants and contractors employed in the area. 2) To ensure that procedure and updates are available to responsible officers. 3) To issue advice and guidance to residents in line with this procedure. 4) To ensure that all contractors are advised of the best information available on the location of asbestos within the council properties in which they work. 5) To report on implementation of these procedures to CWH Relationship Managers. 5) To report any asbestos issues to CWH Relationship Managers for major works, responsive repairs and P.P.M s which they are unable to resolve. 19

22 6) To ensure that they and their staff are technically competent (Appendix 2) and report any policy and procedural training needs to the CWH Relationship Managers and Head of Health and Safety. To identify and carry out staff training to ensure the implementation of the policy and procedures. 7) To report all incidents involving asbestos to Head of Health and Safety, Director of Projects and Performances Management and Director of Customer Services. 8) To report to CWH Relationship Managers upon the implementation of CityWest Home s procedures, ensuring compliance with this policy every three months. 20

23 APPENDIX 2 Health and Safety Unit will provide training at regular intervals on behalf of CityWest Homes in policy and procedures. In advance of this training and accordance with their tenders contractors will be required to ensure their staff are technically competent and have received training to ensure the implementation of CityWest Homes policy and procedures. MANAGEMENT TRAINING PLAN Staff Group Senior Managers named in the Policy Report Service Provider/ CityWest Homes Staff responsible for day to day maintenance Service Provider/ CityWest Homes Staff responsible for major works / Client Representative and Maintenance Inspectors Skills/knowledge required Strategic Overview Policy awareness Understanding of asbestos (awareness training) Personal responsibility for Health and safety Training Risk assessment Reporting structure Personal liability Specific skills indicated in roles and responsibilities Policy awareness Understanding of asbestos (awareness training) Legislation overview Reporting structure and Personal responsibilities for healt and safety, risk assessment Training, contractors, residents Personal liabilities Managing Properties with Asbestos Implementing Asbestos management procedures Asbestos Database Policy awareness Understanding of asbestos (awareness training) Legislation overview Personal responsibility for Health and safety Training Contractors Risk assessment Housing officers Residents Personal liability Managing properties with asbestos Implementation Asbestos Management procedures 21

24 MANAGEMENT TRAINING PLAN Staff Group Other Line Managers without responsibility for buildings with Asbestos Skills/knowledge required Asbestos Database Awareness of policy (awareness training) Contact points for queries Professional Services and Project Managers Frontline Services All other staff Policy Overview Responsibility Contract letting procedures and controls Personal liabilities Policy Overview Responsibility Property sales Information Personal liabilities Awareness of policy Contact points for queries 22

25 ASBESTOS MANAGEMENT PROCEDURE HOUSING STOCK STANDARD MAJOR WORKS SCHEMES Figure 1 A scheme is planned See Note 1 TMO Project Manager/CWH Project Management discuss scheme with Asbestos Consultant. (AC). AC checks the database for information on asbestos See Note 2 Is database complete? Y AC to Assess additional surveys required in relation to extent of works N See Note 3 Carry out additional surveys Add information to database AC to advise on Asbestos materials that may be affected by the proposed works. Before removal a plan must be set in place and agreed. The TMO Project Manager/CWH Project Management to be provided with this information. See Note 4 Complete asbestos works necessary using the CityWest Homes approved licensed asbestos contractors and update database before work commences See Note 5 Consider asbestos in relation to resident consultation required and advice to adjoining owners. See Note 6 Throughout the scheme TMO Project Manager/CWH Project Management to ensure any asbestos present is managed. Any asbestos work to be carried out in attendance to be completed by approved licensed Asbestos Contractor as works proceed See Note 7 TMO Project Manager/CWH Project Management to ensure that any variations to the scope of the works are considered in relation to the scope of asbestos survey work undertaken and to arrange for the AC to carry out additional survey work if new work areas have not been surveyed. At end of the scheme the asbestos database should be updated and Health and Safety file updated by the CDM Co-ordinator.. See Note 8 23

26 HOUSING STOCK - STANDARD MAJOR WORKS PROCEDURE NOTES Notes 1. The (Clients) Asbestos Consultant is to be instructed by the using the attached Performa (appendix 1). The OHMS system must not be used to instruct the (Clients) Asbestos Consultants in carrying out any work connected with a major works scheme as this undermines the liaison between the TMO Project Manager/CWH Project Management and the Clients Asbestos Consultant that this reduces the effectiveness of the advice that can be given. At the inception of any scheme the presence of asbestos, which may be affected by the works, must be considered, documented and later held in the Health and Safety file. 2. The TMO Project Manager/CWH Project Management must provide the client s appointed Asbestos Consultant details of the proposed Full Specification or Scope of Works (brief outline of the works) with a list of the properties to be worked on. Note: One of two permits (Permit to Work or Confirmation of Asbestos Management Strategy (CAMS)) for the works will not be released for the scheme unless a full Specification has been provided to the asbestos consultants. The Asbestos Consultant will check the database to establish what information is available on possible asbestos materials for the scheme. The TMO Project Manager/CWH Project Management and Clients Asbestos Consultant should then attend site and discuss the Full Specification or Scope of the Works using the information on the database. 3. The Clients Asbestos Consultant will advise on the adequacy of the data available on possible asbestos materials and advise on the extent of additional surveys required. Given the Full Specification or scope of the works, it may be necessary to arrange type 2 surveys where there are insufficient numbers of comprehensive surveys and/or previously unexposed areas e.g. floor voids, ceiling voids, partition wall structures, in-fill panels to doors. Records of the information provided and the joint inspection must be held on contracts Health and Safety file. The Clients Asbestos Consultant along with the TMO Project Manager/CWH Project Management and CDM Co-ordinator should discuss the presentation of data on possible asbestos containing materials and agree this. The Clients Asbestos Consultant will undertake the required additional surveys and update the Asbestos Database within ten working days of the surveys being completed. 4. The Clients Asbestos Consultant and TMO Project Manager/CWH Project Management must discuss the asbestos management strategy. The Clients Asbestos Consultant will issue a Permit to Let (once a full specification has 23

27 been provided), for the contract to the TMO Project Manager/CWH Project Management who will then distribute the permit to main contractor, the permit to work/cams will: identify asbestos likely to be affected by the works and requiring removal. advise on the sequencing of removal works in relation to the general works. identify asbestos that may be left in place and managed throughout the works. Any areas where access is needed but cannot be given before start on site must be highlighted in the Permit to Let ; this is to be avoided wherever possible. The necessity of deferring this survey work must be fully tested by the TMO Project Manager/CWH Project Management and Clients Asbestos Consultant and all other means of gaining access for the survey must be explored before the survey work is deferred. Individuals involved in this discussion from both sides must be identified in the Permit to Let. A copy of all Permits where such additional survey work is deferred is to be submitted by the Clients Asbestos Consultant to Projects and Performance for authorisation. If the TMO Project Manager/CWH Project Management permits the deferred surveys, the budget should include an adequate allowance for possible existence of the asbestos works. The updated Asbestos Database records, surveys and the information contained in the Permit to Let (appendix 2) must be given to the CDM Coordinator by TMO Project Manager/CWH Project Management to complete the Pre tender Health and Safety Plan which will include the Permit to Let. The Permit to Let along side verification of the Pre construction or Pre tender Health and Safety Plan is required by Contracts Letting before an order for the general works may be placed. 5. If works to asbestos are identified as necessary these must be completed using the Clients Approved Licensed Asbestos Contractor and the Appointed Asbestos Consultant, wherever possible before the Major Works scheme commences. Funding for the works will be from the Major Works scheme. 6. If the asbestos work is considered necessary in connection with a major works scheme then careful consideration is to be given to specific resident s consultation needs in relation to asbestos since this is an issue of particular concern to some. In addition any neighbours are to be advised if appropriate and their concerns adequately addressed. 7. If it is not possible to deal with the asbestos work separately in advance of the major works scheme, then the TMO Project Manager/CWH Project Management should contact the Clients Professional Services Manager, in Projects and Performances responsible for the TMO s for advice, whilst contract documents are being drawn up. TMO Project Manager/CWH Project 24

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