FIRE SAFETY POLICY GUIDANCE

Transcription

1 FIRE SAFETY POLICY GUIDANCE Author: RAE TURRELL Currently under review: March 2011 Health & Safety Business Partner

2 FIRE SAFETY POLICY GUIDANCE CONTENTS PART 1: INTRODUCTION Page Quick at a glance Key Points 4 P 1.1 Introduction The Regulatory Reform (Fire Safety) Order Enforcement The Powers of Inspectors Enforcement and other Notices Criminal Offences 7 i) General health and safety offences ii) Offences specific to the RRO Defence to criminal proceedings Appeals 8 PART 2: RESPONSIBILITIES 2.1 Responsibilities within the council Responsibilities in Schools 14 PART 3: ARRANGEMENTS 3.1 Fire Risk Assessment Identifying people at risk Reviewing the fire risk assessment Changes to your premises General Fire Precautions Housekeeping Storage Electrical safety Mobility Scooters Kitchens and kitchen areas Arson Fire Detection and warning Systems Fire detection Fire Alarms Fire fighting equipment e.g. fire extinguishers, sprinklers Evacuation The Emergency Evacuation Plan The Emergency Contingency Plan Evacuation Drills 32 Author: RAE TURRELL 2 Currently under review: March 2011 Health & Safety Business Partner

3 CONTENTS (cont) Page 3.5 Roles of nominated personnel during an evacuation Evacuation Controllers Fire Wardens Evac-chair buddies Security officers First Aiders Reception staff Calling the Fire and Rescue Service Escape routes Doors Emergency Lighting Displays and Notice Boards on escape routes Signs and Notices Record keeping, Information and Training Inspection, Testing and Maintenance Premises that are hired out to other organisations 44 4 Further Information 45 APPENDICES APPENDIX A: Evacuation of Disabled Persons from all council premises APPENDIX B: Additional Evacuation Guidance for Residential Care Homes and Day Care Centres APPENDIX C: Duties for Managers Responsible for Premises APPENDIX D: Duties for Managers Responsible for Staff APPENDIX E: Duties for Managers Responsible for Staff in Civic Buildings APPENDIX F: Duties for Head Teachers APPENDIX G: Additional Evacuation Guidance for Hostels APPENDIX H: Additional Evacuation Guidance for Sheltered Schemes Author: RAE TURRELL 3 Currently under review: March 2011 Health & Safety Business Partner

4 FIRE SAFETY POLICY GUIDANCE Quick at a glance Key Points The minimum requirements are: The responsible persons in the Directorates must comply with their fire safety duties in all premises under their control; To take measures to prevent fire and to mitigate the spread of fire. A suitable and sufficient Fire Risk Assessment for every premise carried out by a competent person and reviewed regularly, especially after any change; The significant findings of the fire risk assessment, as set out in the Action Plan, to be managed by the manager with day-to-day responsibility for the premises The Action Plan to be completed or planned within the timescales given according to priority and other control measures put in place where there is a delay due to financial or programming reasons; An Evacuation Plan (and contingency plan) for every premises; An Evacuation Controller for every premises; Trained Fire Wardens for every team and public area to assist with evacuation of the premises; A trained Fire Risk Assessor for every premise or work area (in civic buildings) to ensure fire safety is managed on a day-to-day basis and to carry out quarterly workplace fire inspections; Staff training on the Evacuation Plan for their work premise, including being physically shown the escape routes (on transfer to a new workplace or at Induction for new staff); Provision for the evacuation of disabled persons from all council premises; Preparation of a PEEP (Personal Emergency Evacuation Plan) for disabled persons who require assistance with evacuation; Provision of reasonable adjustment so that services, work areas and meeting rooms can be provided on ground floor locations for people with mobility impairments, when they cannot be evacuated safely from upper or basement floors; Suitable fire detection, fire warning systems and emergency lighting in all premises; Suitable fire fighting equipment i.e. fire extinguishers in all premises; Suitable Signs and Notices in all premises which are pictographic (i.e. may contain text but not text only); Author: RAE TURRELL 4 Currently under review: March 2011 Health & Safety Business Partner

5 Fire drills to be carried out every 6 months; Record keeping all fire related documents must be kept together and available for inspection at all times; A robust inspection, testing and maintenance programme; Induction for visiting contractors in evacuation procedures for the premises. Consultation with employees, their representatives and the Union Safety Representatives on all matters relating to fire safety. Co-operation and co-ordination with other responsible persons in shared premises, with regard to fire drills and informing them of any significant risks and the measures being taken to reduce/control those risks which might affect the safety of their employees. Author: RAE TURRELL 5 Currently under review: March 2011 Health & Safety Business Partner

6 FIRE SAFETY POLICY GUIDANCE 1 INTRODUCTION The purpose of this guidance is to support the Fire Safety Policy and set out the management of fire safety and the basic principles of general fire precautions that must be implemented in all premises in Brighton and Hove City Council. This Guidance sets out the specific responsibilities and duties for council staff at all levels and the arrangements demonstrate the council intentions, with regard to fire safety management, to achieve compliance with the RRO. The Guidance is lengthy due to the complexities of the subject but is also intended to be used as a reference manual for staff with fire safety responsibilities. 1.2 The Regulatory Reform (Fire Safety) Order 2005 The Regulatory Reform (Fire Safety) Order 2005 (commonly referred to as the RRO) came into effect on 1 st October It replaces all previous fire safety legislation e.g. The Fire Precautions Act 1971, the Fire Precautions (Workplace) Regulations 1997 etc. The purpose of the legislation is to place a greater emphasis on fire prevention by ensuring that all persons responsible for premises comply with their statutory duties far more robustly than under previous fire legislation and implement the general fire precautions which are needed to protect all relevant persons from death or injury in the case of fire. 1.3 Enforcement The RRO will be enforced, more robustly than previous fire legislation, by the relevant enforcing authority - mostly the Fire and Rescue Authority. (Other enforcing authorities include the Health & Safety Executive for (i) certain premises which require a licence or permit, and (ii) for construction sites; and the Local Authority for sports grounds and for certain sports stands designated as needing a safety certificate) The Powers of Inspectors Fire Inspectors, and Fire Officers acting on their behalf, have the same powers as the Health & Safety Executive i.e. the power to enter and inspect any premises at any reasonable time or carry out investigations following fires. If they are called to any premises following an incident or a complaint about fire safety, they will carry out an inspection to ensure compliance with the RRO. They also plan to roll out a programme of inspections. They must be given access to any facilities, records, written or electronic information and given any assistance they may require. It is an offence (see below) to fail to co-operate with an Inspector or Fire Officer. Author: RAE TURRELL 6 Currently under review: March 2011 Health & Safety Business Partner

7 1.3.2 Enforcement and other Notices Inspectors may serve: A Prohibition Notice, to immediately prohibit or restrict the use of a building where it is considered that there may be a sufficiently serious risk to any person, including anything affecting their escape during a fire an Enforcement Notice, should the responsible person fail to comply with any provision of the RRO. The notice requires that steps be taken to remedy any failure within a set timescale specified in the notice not less than 28 days. an Alterations Notice, where it is considered that the premises constitutes a serious risk to any person, or changing the building or its use could cause such a risk. The notice requires the responsible person to notify the enforcing authority before making any proposed change to the premises Criminal Offences i) General health and safety offences Should one or more fatalities occur, as a result of a fire, the responsible person or persons could face criminal charges, ranging from breaches of health and safety law to manslaughter. The Council itself could be charged with corporate manslaughter if the way its senior management had managed the requirements of the RRO was grossly negligent, and this caused the death of a persons to whom it owed a duty of care. ii) Offences specific to the RRO (list not exhaustive): It is an offence to fail to comply with any requirement or prohibition, imposed by the RRO (i.e. the fire safety duties listed in section 1.2 above), where that failure places any person at risk of death or serious injury in case of fire It is an offence to fail to comply with any Prohibition, Alterations or Enforcement Notice issued by the enforcing authority It is an offence to obstruct an Inspector in the performance of his duty or not to comply with any requirement imposed by an Inspector. N.B. An individual person such as a manager or Head teacher can be personally fined for obstructing an inspector. Where an offence, committed by a body corporate, is proved to have been committed with the consent or connivance of, or attributable to any neglect on the part of a director, manager or Head teacher, he/she as well as the body corporate is liable to be proceeded against and punished accordingly. Any person guilty of an offence is liable on summary conviction to a fine or on conviction on indictment (where appropriate) to a fine, or to imprisonment, or to both. Author: RAE TURRELL 7 Currently under review: March 2011 Health & Safety Business Partner

8 1.3.4 Defence to criminal proceedings In any proceedings for an offence under the RRO, it is a defence for the accused to prove that he took all reasonable precautions and exercised all due diligence to avoid the commission of such an offence. Where the offence consists of a failure to comply with a duty or requirement so far as is practicable or so far as is reasonably practicable, the onus is on the accused to prove that it was not practicable or reasonably practicable to do more than was in fact done to satisfy the duty or requirement Appeals Any person served with an Alterations, Enforcement or Prohibition notice may appeal the notice within 21 days. Some of the technical issues can be quite subjective and individual fire officers may take a particular point of view when issuing a notice, which could therefore give grounds for challenge. However the responsible persons are strongly advised to be very sure of their facts and take advice from a competent person before making an appeal. If an appeal is made against an alterations notice or an enforcement notice, the notice is suspended until the matter is settled in court. If an appeal is made against a prohibition notice the notice is not suspended unless, following an application by the appellant, the court so directs. Author: RAE TURRELL 8 Currently under review: March 2011 Health & Safety Business Partner

9 PART 2: RESPONSIBILITIES The Chief Executive The Chief Executive assumes the role of the responsible person and ultimately decides how the fire safety duties imposed by the RRO are to be met and fire safety effectively managed throughout all council premises. The Chief Executive may choose to share his responsibilities with the Directors and Senior Managers of the service area that controls the premises, as follows: Directors Directors share responsibility, with the Chief Executive, for the premises under their control and for the safety of employees and all other persons who may be present on the premises. Directors may delegate formal fire safety responsibilities to the Assistant Directors, Heads of Service and senior managers, however they still retain responsibility for the delegated functions. Directors, as responsible persons must: Ensure that the Fire Safety Policy is implemented so that the fire safety duties imposed by the RRO are effectively managed throughout all premises in their directorate. Take a leading role during an evacuation (particularly of civic buildings) i.e. the most senior person present, or the first to arrive at the scene, will be required to wear a Hi-Vis tabard (handed to them by the evacuation Controller) to clearly identify them. They will be responsible for giving the all clear decision following advice from the Fire Brigade and/or Police. Take responsibility for all premises under their control and prioritise the premises when referring any remedial works to Property & Design (that may be required as a result of the findings of the fire risk assessments), according to the degree of risk and according to their service needs. Ensure that all premises, under their control, are suitable for the individuals using that service or workplace. For example, that the numbers of people using the premises is not in breach of the fire regulations and that provision is made for the evacuation of people with disabilities. If this is not practicably possible then alternative, more suitable accommodation should be found. Ensure that competent persons are appointed, employees in preference to nonemployees, to assist them in their duties this is a requirement of the RRO Ensure that fire safety and compliance with the RRO is included and addressed on the council s risk register Support a culture of consultation with employees, their Representatives and other key stakeholders. Author: RAE TURRELL 9 Currently under review: March 2011 Health & Safety Business Partner

10 Ensure the provision of fire safety information, guidance and training meets legal requirements and best practice. Seek to continually improve fire safety performance through regular monitoring, recording, measurement and audit Work with external agencies and statutory bodies to ensure legal compliance and the adoption of acceptable best practice solutions in fire safety management. Assistant Directors, Heads of Service and Senior Managers: Have a delegated responsibility for the premises or work areas under their control and for the staff and all other persons who may be present in those premises or areas. May delegate fire safety responsibilities to nominated managers, however they still retain responsibility for the delegated functions. As responsible persons must ensure that the Fire Safety Policy is implemented so that the fire safety duties imposed by the RRO are effectively managed throughout all premises and areas under their control. In the absence of a Director, take a leading role during an evacuation (particularly of civic buildings) i.e. the most senior person present, or the first to arrive at the scene will be required to wear a Hi-Vis tabard (handed to them by the evacuation Controller) to clearly identify them. They will be responsible for making the all clear decision after advice from the Fire Brigade and/or Police. When budgeting, must ensure that adequate funding is allocated for fire safety management. This should include funding for any resources required and for any minor remedial works (required as a result of the findings of the fire risk assessments) that may need to be paid for out of managers day-to-day budgets. Should ensure that managers under their control, who are responsible for premises, are complying with their duties as set out in this policy, through a system of monitoring. Should ensure that all managers under their control are complying with the requirements of the Safety Management System. Managers responsible for premises Managers who have day-to-day responsibility for premises are also responsible persons and share responsibility with the corporate body. These managers may be Premises managers, managers of smaller council offices or workplaces, resource managers in care homes, hostel managers etc, who have control over the management of the premises and are also responsible for the safety of staff and other people who may be present on the premises. The specific duties are more detailed and so are set down in Appendix C which may be printed or saved separately as an aide memoire Author: RAE TURRELL 10 Currently under review: March 2011 Health & Safety Business Partner

11 Managers responsible for staff Managers have a duty to ensure the safety of the staff that they are responsible for and of any visitors to their workplace or work area. The specific duties are set down in; Appendix D: Duties for Managers Responsible for Staff and Appendix E: Duties for Managers Responsible for Staff in Civic Buildings These may be printed or saved separately as an aide memoire Employees All staff have a duty to take reasonable care of themselves and of other persons who may be affected by their acts or omissions at work. All Staff must co-operate with their employer and comply with all instructions given to them in regard to fire safety, fire prevention and fire procedures. Failure to comply with such instruction may lead to disciplinary action being taken. Staff must also report any work situation that represents a serious danger and any observed shortcomings in fire precautions to their local management and/or to their Safety Representatives. Incidents and near-misses must be reported on an Incident form, signed by the manager and forwarded to Corporate Health & Safety. Non-employees Service Users and Visitors to council premises are required to comply with all instructions given to them in regard to fire safety and any other fire procedures, However it must be recognised that people may panic in unfamiliar surroundings and may not co-operate with instructions. Staff (fire wardens) should be available to assist with evacuation of public areas. Visitors to council premises, including staff visiting another workplace, should where practicable sign a Visitors book on arrival and departure, so that should a fire occur they are known to be in the building. All visitors should be escorted during an evacuation to the Assembly Point, by the person they are meeting. Contractors Contractors working on behalf of, or on property owned by, the Council are required to follow all instructions given to them in regard to fire safety by council officers. They have a duty to ensure that they work safely and do not create fire hazards through their activities. Any work that does carry a fire risk, such as hot-work (e.g. welding), must be carefully controlled using a Hot-Work Permit. The Council Author: RAE TURRELL 11 Currently under review: March 2011 Health & Safety Business Partner

12 Contract Officer or Manager on site should check the contractor s Hot Work Permit and risk assessment. Contractors also have a duty to ensure that their staff are adequately trained and instructed in fire safety procedures and arrangements for the site where they will be working. Corporate Health & Safety The Compliance Manager is responsible for communicating the requirements of the RRO to the responsible persons and giving competent advice so that they can effectively manage fire safety. The Compliance Manager will oversee the programme of compliance with the RRO. The Fire Safety Advisor will have an understanding of the technical requirements of the RRO and will review the comprehensive fire risk assessments for each premises, giving support to the managers and competent advice on all fire safety matters e.g. fire prevention, fire detection and alarm systems, fire safety procedures and Emergency Evacuation plans. The Health & Safety team will also give competent advice and support regarding compliance with the RRO and related legislation. They will investigate incidents, report their findings to the managers concerned and give advice on how to avoid a recurrence of such an incident in the future. They monitor the Safety Management System and report the findings to the relevant Directors and at Safety Committee meetings. They liaise and consult with the Trade Unions Safety Representatives. Property & Design The Property & Design team may receive referrals for structural maintenance and remedial works from the directorates, as a result of the findings of the fire risk assessments, who have prioritised the requirements according to the degree of risk and according to their service needs. Property & Design will advise on premises issues and on the works that require further prioritisation on a rolling programme of works. Emergency Planning The Emergency Planning Unit are responsible for preventing, mitigating and responding to emergencies described in accordance with the Civil Contingencies Act 2004, This may include significant fires, loss of a building and resultant homelessness. They liaise with the Emergency Services and may call upon the Major Incident Support Team to manage the incident from the Emergency Control Room. Author: RAE TURRELL 12 Currently under review: March 2011 Health & Safety Business Partner

13 If, following a major incident it is not possible to return to a building, patient transport may be required to take vulnerable people home e.g. mobility impaired persons who have lost their wheelchair, or frail elderly persons etc. The Emergency Planning Officer will liaise with the Emergency Services, including Red Cross and St John Ambulance requesting the provision of additional ambulances, minibuses and special needs mini coaches. Security Security of premises is particularly important, in the context of this policy, to reduce the risk of arson or bomb threat. Security officers, where appointed, are responsible for maintaining the security of the building where they are located, as far as reasonably practicable. The Security Review Group will give advice on all security matters and security devices to the responsible persons in the council. Safety Representatives Safety Representatives are entitled to: investigate potential hazards and dangerous occurrences and to examine the causes of fire related incidents in the workplace; investigate complaints by any employee on matters relating to fire safety at work; make representations to the employer on the above matters carry out inspections as appropriate i.e. quarterly or when changes which might affect the safety of employees occur in the workplace. Housing The RRO applies to houses in multiple occupation (HMOs) and to the common parts in blocks of flats. Housing Management are responsible for the Sheltered Schemes, HMOs under their control and the common ways of council owned blocks of flats. They are responsible for ensuring that a fire risk assessment is undertaken by a competent person that complies with the RRO and that any remedial works that may be required as a result of the findings of the risk assessments are prioritised according to risk, on a rolling programme of works. They will ensure that the premises and any facilities, equipment and devices are subject to a suitable system of maintenance and are maintained in an efficient state, in efficient working order and in good repair. Author: RAE TURRELL 13 Currently under review: March 2011 Health & Safety Business Partner

14 RESPONSIBILITIES IN SCHOOLS As stated above, the RRO places duties on the responsible person who is anyone who has control of premises or anyone who has a degree of control over certain areas or systems. All responsible persons for each school should be identified in the risk assessment. Schools owned by the council The responsible persons are: a) The Local Authority responsible for structural maintenance and repair works, responsible, as the employer, for the safety of staff and visitors whilst on the premises and a shared duty of care for the students, b) Head teachers, who have day-to-day control of the premises in relation to fire safety, are responsible for the safety of staff, students and visitors and for any minor capital expenditure works. c) The Governing body who manage the school and therefore have some control of the premises, including expenditure PFI Schools The Council owns the freehold and employs the teachers. The school is leased to a holding company (SMIF) and leased back to council for 195 days per year. The responsible persons are: a) The Local Authority responsibilities as the employer and has a shared duty of care for the students b) Head teachers, who have day-to-day control of the premises in relation to fire safety, are responsible for the safety of staff, students and visitors and for any minor capital expenditure works. d) The Governing body who manage the school and therefore have some control over the premises, including expenditure e) PFI - responsibility for items under their control as set out in the contract e.g. maintenance and repairs of the premises. Where a PFI contract exists all responsible persons must communicate and co-operate to ensure the requirements of the RRO are met. Responsibilities must be clearly established, to ensure that the findings of the fire risk assessment are actioned by the responsible party and that the fire precautions and protection measures are effective throughout the building. Voluntary Aided Schools The schools are owned by the Diocese via Church Trustees. Teachers are appointed by the Trustees but paid by council. The responsible persons are: Author: RAE TURRELL 14 Currently under review: March 2011 Health & Safety Business Partner

15 a) The Diocese via Church Trustees as the employer, is responsible for the safety of staff and has a shared duty of care for the students and visitors. It is also responsible for structural maintenance and repair works. b) Head Teachers who have day-to-day control of the premises in relation to fire safety, are also responsible for the safety of staff, students and visitors c) Local Authority - a shared duty of care for the students The Local Authority The Directors, Assistant Directors and senior managers in the Children and Young People s Trust have responsibilities and duties as stated above for council controlled schools and a shared duty of care for the students in all schools. Head Teachers Head teachers have day-to-day responsibility for the school and therefore have control over the management of the premises and are responsible for the safety of staff, students and all other people who may be present on the premises. The specific duties are more detailed and so are set down in APPENDIX F which may be printed or saved separately as an aide memoire The Governing Body Local Authority Schools: The governing body has shared responsibility with Head for finances under their control. The governing body, as the management body, should ensure that the fire safety duties imposed by the RRO are effectively managed throughout the school and that the school complies with the LA's fire safety policy and practices. The governing body, having control of the premises, must take reasonable steps to ensure that the buildings, equipment and materials are safe and that staff, students and visitors are not put at risk whilst they are on the premises. Voluntary Aided Schools The governing body has full responsibility, as the employer, for the health & safety of all staff, students and visitors on the premises and is therefore responsible for fire safety management of the premises. The governing body has shared responsibility with Head for finances The governing body must ensure that a fire safety policy is prepared and implemented, in compliance with the RRO. This fire safety policy may be used for that purpose. The governing body, having control of the premises, must take reasonable steps to ensure that the buildings, equipment and materials are safe. Author: RAE TURRELL 15 Currently under review: March 2011 Health & Safety Business Partner

16 The governing body must ensure that the significant findings of the fire risk assessment are actioned. Employees All staff have a duty to take reasonable care of themselves and of other persons who may be affected by their acts or omissions at work All staff must co-operate with the Head teacher and comply with all instructions given to them in regard to fire safety, fire prevention and fire procedures. Failure to comply with such instruction may lead to disciplinary action being taken. Teaching staff are responsible for evacuating the students in the class they are teaching when the alarm is sounded. All staff present should assist in evacuating students, parents and visitors if the alarm is raised during school functions. Staff must also report any observed shortcomings in fire precautions to the Head Teacher, or person nominated for fire safety management and/or to their Safety Representatives. Non-employees Students and visitors to the school are required to comply with all instructions given to them in regard to fire safety and any other fire procedures. Disciplinary action may be required for students with behavioural problems who do not co-operate. Visitors may panic in unfamiliar surroundings and may not co-operate with instructions and signs, therefore staff should be available to assist them with evacuation. Visitors to schools should where practicable sign a Visitors book on arrival and departure, so that should a fire occur they are known to be in the building. All visitors should be escorted during an evacuation to the Assembly Point, by the member of staff they are meeting. Contractors Contractors working on school premises are required to follow all instructions given to them in regard to fire safety by school staff or authorised council officers. They have a duty to ensure that they work safely and do not create fire hazards through their activities. Any work that does carry a fire risk, such as hot-work (e.g. welding), must be carefully controlled using a Hot-Work Permit. The Council Contract Officer, Head Teacher or Premises officer/ manager on site should check the contractor s Hot Work Permit and risk assessment. Contractors also have a duty to ensure that their staff are adequately trained and instructed in fire safety procedures and arrangements for the site where they will be working. Author: RAE TURRELL 16 Currently under review: March 2011 Health & Safety Business Partner

17 Responsibilities when school premises are hired out by third parties Where other businesses or groups hire the school premises, out of school hours or during school holidays (see also Section 3.10). The responsible persons are: a) The Local Education Authority - responsibility for providing safe premises for the schools under their control, b) The Diocese via Church Trustees - responsibility for providing safe premises for the schools under their control c) Head teachers, who have control of the premises i.e. leaving the premises in a safe state and informing the third party of any risks that may affect them c) The responsible person for the third party who has control over the activities and is responsible for fire prevention and the safe evacuation of the people under their control The responsible persons as above, must communicate and co-operate to ensure the requirements of the RRO are met i.e. co-ordinate the findings of their separate risk assessments to ensure that fire precautions and protection measures are effective throughout the building. Author: RAE TURRELL 17 Currently under review: March 2011 Health & Safety Business Partner

18 PART 3: ARRANGEMENTS 3.1 Fire Risk Assessment Brighton & Hove City Council has adopted a two-tier system of fire risk assessments to be implemented in all council buildings as follows: Stage 1: A fully comprehensive fire risk assessment for every premises. This will be carried out by a specialist consultant or the Fire Safety Advisor who have had comprehensive training and experience in fire risk assessment. The Fire Safety Advisor will also regularly review the fire risk assessments (see Section 3.1.2). The fire risk assessor must work in liaison with the premises manager or Head teacher who has a thorough knowledge of the premises, i.e. the layout, the work activities, the type of service and importantly, specific details about the people using the building, e.g. numbers, vulnerable or disabled people, anyone who may have difficulties in an evacuation, or those who may not respond to an alarm etc. The assessment must be carried out whilst the building is in normal use, so the assessor can observe the building users carrying out their normal work activities and practices. The fire risk assessor will assess the more technical aspects of the building; such as travel distances, fire resisting construction, width, capacity and subdivision of escape routes, inner rooms, dead-end conditions, alternative exits, etc. The completed report must be handed to the manager responsible for the premises e.g. Premises officers/managers, Head teachers, Resource managers, etc. A second copy will be held by the Health & Safety Compliance Manager. The premises manager / Head teacher is responsible for managing and completing the Action plan e.g. defining who is responsible for undertaking the action, by when, or details of a proposed programme of work and the date the action is completed. Actions which are high priority and require immediate attention must be actioned straightaway as these indicate a potential life threatening situation. Actions involving fire safety management e.g. preparing an Emergency Evacuation Plan, staff training on the Plan, collating all fire related documentation so that it is readily available for inspection etc, should be actioned as soon as possible as they are relatively straightforward. Other actions, such as structural work, should be either completed or planned within the timescales given, as far as is reasonably practicable and progress recorded. Where items have to be delayed for financial or programming reasons, other management controls must be put in place to reduce risk. For example if waiting for automatic fire detection to be fitted, or for the funds to be made available, then example control measures would be: i) ensure other remedial actions have been completed to reduce the risk and ii) implement a system to regularly check unsupervised areas are for fire hazards, so that fire would not burn out of control for some time undetected. Author: Rae Turrell 18 Last updated: Oct 2007

19 For areas where the risk of fire may be higher, such as work activities involving heating processes or use of flammable substances a specific risk assessment is required for each activity. Where a dangerous / flammable substance is present on the premises, then a specific risk assessment is also required under the Dangerous Substances and Explosive Atmospheres Regulations (DSEAR) (Contact the Health & Safety team for further advice). Stage 2: A quarterly workplace Fire Inspection / Risk Assessment for each premises or each work area. This Fire Inspection / Risk Assessment is to supplement the comprehensive fire risk assessment (described under Stage 1) to ensure day-to-day management of fire safety in between the reviews by the competent person. Each Head teacher / Manager of a team or premises should nominate a fire risk assessor for their team or premises to undertake this task. (See further details below for civic buildings, schools and all other premises) The Fire Inspection / Risk Assessment involves a methodical walk around the building or area checking for fire hazards using a checklist and requires more common sense than technical knowledge. Training is available from Corporate Health & Safety. Detailed Guidance on how to complete the Fire Inspection / Risk Assessment checklist is available on the Wave and on Education Online. Hazards noted by the fire risk assessor should be actioned straightaway, where possible, such as moving combustible items away from a heater or obstructions from an escape route. Significant hazards e.g. a fire door not closing properly, the alarm not sounding in one part of the building, missing signage, a broken fire alarm panel etc. and any incidents or near-misses should be reported immediately (using the form provided) to the Manager or Head Teacher responsible for the premises, so that the Stage 1comprehensive fire risk assessment for the premises can be updated and the action taken by the appropriate party. Civic Buildings Premises officers / managers Premises officers / managers are responsible for managing the Stage 1 fire risk assessment and updating the action plan. They must also carry out regular visual checks and complete the quarterly workplace Fire Inspection and Risk Assessment for the communal areas / common ways of the premises. Managers Although premises officers/ managers are responsible for the communal areas / common ways (corridors, staircases etc), all Managers are still responsible for ensuring that their staff do not place any combustible or electrical items on the escape routes such as photocopiers, furniture, empty boxes, waste paper etc. Managers who manage a team within the civic buildings must nominate a fire risk assessor for their team as stated above. Author: Rae Turrell 19 Last updated: Oct 2007

20 Managers of small teams or shared floors / areas, should liaise to share resources i.e. the provision of a fire warden, a fire risk assessor, a 1 st Aider and a DSE assessor - but it is each manager s personal responsibility to ensure these positions are filled, to ensure the safety of their teams and to comply with the Safety Management System. Fire risk assessors The fire risk assessor s duties are to carry out regular visual checks and complete the quarterly workplace fire inspection / risk assessment for their work areas. They must report significant hazards to the premises officers / managers. Schools Head teachers must nominate a member of staff to act as the fire risk assessor for their school who will need to attend fire risk assessment training. The fire risk assessor s duties are to carry out regular visual checks and complete the quarterly workplace fire inspection / risk assessment (provided by the Corporate Health & safety team) for the school. They must report significant hazards to the Head teacher and/or the person responsible for managing the fire risk assessment. All other premises The Manager or Managers responsible for the premises must nominate a fire risk assessor (more than one may be required for larger or more complex buildings) who will need to attend Corporate Fire Risk Assessment Training, or equivalent. The fire risk assessor s duties are to carry out regular visual checks and complete the quarterly workplace fire inspection / risk assessment for the premises. They must report significant hazards to the Manager responsible for the premises Identifying people at risk The comprehensive fire risk assessment should identify who will be at risk if there is a fire. It is necessary to consider where people may be working and who else may be at risk, either in the premises or nearby, such as members of the public, service users, visiting contractors, etc., and where these people are likely to be located. Particular attention must 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. members of the public, visitors, seasonal workers, contractors; infants, children and young persons people with disabilities who may be working in, residing in or visiting the premises other people who may have a reason for not being able to leave the premises quickly, e.g. elderly people, sick people or parents young with children; other persons in the immediate vicinity of the premises; people with language difficulties; Please see Appendix A for full guidance on the Evacuation of disabled persons from council premises, and Appendix B for Additional Evacuation Guidance for Residential Care Homes (including residential schools and Day Care Centres). Author: Rae Turrell 20 Last updated: Oct 2007

21 3.1.2 Reviewing the comprehensive fire risk assessment (Stage 1) Fire risk assessments must be seen as live documents, reviewed regularly i.e. quarterly / annually / every two years / every three years, depending on the risk of fire and the size of the premises. If a fire or near miss occurs, this could indicate that the existing assessment may be inadequate and a re-assessment should be carried out. There is a legal requirement to review the Stage 1 comprehensive fire risk assessment if a child (under 16 yrs) or a Young Person (aged 16-18) is employed. (The details can be added to the general risk assessment that must be carried out for their work activities). There must be clear information on any risks identified in the fire risk assessment, the measures put in place to protect them from fire and how you will ensure their safe evacuation Changes to your premises The Stage 1 comprehensive fire risk assessment must also be reviewed if it is no longer valid or if any changes are planned, such as: Any structural changes (alterations to the layout of the premises, erection of partitions, refurbishment etc) - this may affect the spread of fire. Any change to the use of the premises - this may affect the risk rating Any change to work processes or work equipment - this may introduce new fire hazards Any change to the numbers of people using the premises - to ensure the escape routes can accommodate the numbers safely Where significant changes are planned, the fire risk assessment must be reviewed: at the planning stage to plan the effect the changes may have on the current assessment of risk during the works to ensure people are not put at risk from obstructed or changed escape routes, fire door removed or left open, hot work processes etc after the change to review that the safety precautions are still working effectively These changes must be recorded as hazards in the assessment and the controls or recommendations noted, actioned and dated. 3.2 General Fire Precautions Fires can be avoided if people are aware of the hazards and take steps to prevent them occurring. It is essential to restrict the spread of fire and smoke into escape routes to allow people time to escape safely. Most people who die in fires are overcome by smoke and toxic gases which spread more quickly than most people imagine and can reach very high temperatures igniting combustible materials as it spreads. Many fires in offices occur out of hours but they are often the result of human error during working hours. The prevention of fire is a duty for which all members of staff are responsible, therefore the following points should be observed: Author: Rae Turrell 21 Last updated: Oct 2007

22 3.2.1 Housekeeping Good housekeeping will lower the chance of fire starting and will help to control the accumulation of combustible materials. Regular visual checks and quarterly workplace fire inspections are required to monitor good housekeeping and ensure escape routes and fire exits are not blocked or obstructed. Combustible materials e.g. paper, clothing, furnishings, curtains, notice boards etc. must be kept away from light fittings, heaters and other potential sources of heat, which could ignite them. Waste packaging and boxes must not be left on escape routes, but disposed of straight away If bins, particularly wheeled bins, are used outside, they should be secured in a compound to prevent them being moved to a position next to the building and set on fire. Skips should not be placed against a building, they should normally be a minimum of 6m away from any part of the premises. Council staff are only permitted to smoke in outside areas and smokers debris must be placed in metal ashtrays and metal bins. The collection of the waste material for disposal should be separate from the collection from wastepaper bins Oily rags in workshops must be disposed of in a fire resisting metal, lidded bin as they can self-ignite Storage The quantity of flammable liquids should be kept as small as possible in work / classroom areas. Always read the instructions for safe storage on the label or suppliers safety data sheet. Supplies not required for immediate use should be kept elsewhere in a locked metal bin or cupboard with appropriate signage, away from any source of heat. Strict controls are required for the storage of highly flammable liquids and gases, e.g. cylinders of LPG or medical oxygen, as they present a high fire risk, especially if there is a leak as the vapours can travel large distances. A separate risk assessment must be carried out and advice must be sought from a competent person. Special care must be taken when using portable gas heaters and gas cylinder type cookers. They should generally only be used in an emergency to supplement existing heating and cooking facilities and should only be provided through an authorised supplier. Local Managers should avoid at all costs the long-term Author: Rae Turrell 22 Last updated: Oct 2007

23 reliance upon gas cylinder fuelled appliances and the continuous storage of spare cylinders. Storage of any kind is totally prohibited in cupboards which contain the main electrical intake or distribution boards. Cleaning equipment and materials should be kept in the cleaner s cupboards and the quantity of flammable polishes kept to a minimum. Aerosols must be kept in cupboards away from sources of heat, including sunlight. Doors to stationery stores, filing rooms or stores for furniture must always be kept closed. Storage areas must be checked as part of the quarterly workplace fire inspections so that they do not become neglected and allowed to become dumping areas for waste materials. Such areas present a high risk of fire and the potential for arson. For example, flammable substances such as paints or white spirit together with paper, cardboard boxes, old carpet and fabrics, or combustible material pushed against electrical equipment or heaters. Any storage areas such as these must be cleared out and kept locked to avoid future mis-use Electrical safety A full checklist for electrical safety is available in the Corporate Health & Safety section on the Wave. It is of paramount importance to fire safety that all electrical equipment, including cables and plugs, is kept in good condition, regularly inspected and tested (see section 3.9). Sockets must not be overloaded, use a fused bar adaptor, not a block adaptor, and ensure the total current, used by the appliances plugged into one adaptor, does not add up to more than 13 amps of current altogether. All electrical appliances, machines etc. must be switched off every evening after use and unplugged where appropriate. Author: Rae Turrell 23 Last updated: Oct 2007

24 Cupboards which contain the main electrical intake or distribution boards should be kept locked, used exclusively for the purpose, identified by the correct sign and a CO2 fire extinguisher readily available. Decorative lighting e.g. for events such as Christmas, must be CE marked and purchased from a reputable supplier and not brought in from home by staff (this rule applies to all electrical items). Small sets should preferably be purchased new every year to avoid incorrect storage. If stored they must be wound very carefully, stored in the original box to avoid damage to cables and lamps, dated and placed in a dry cupboard and PAT tested prior to use each year. If there is any fault they must be discarded, not repaired. Managers must take responsibility for them, to ensure they are switched off at night and to nominate someone to visually check them regularly for damaged wires, damaged or blown bulbs Mobility scooters in blocks of flats and residential homes All common ways and means of escape in blocks of flats, sheltered housing schemes and residential care should be kept clear of combustible materials and obstructions at all times. Any aids to mobility such as scooters should be stored away from the means of escape, behind fire resisting construction Kitchens and kitchen areas Microwaves and toasters must never be left unattended during use. All equipment must be kept in good condition, regularly inspected and tested (see section 3.9). All deep fat cooking equipment should have a thermostatic temperature control and should never be left unattended. Also any open cooking such as frying should not be left unattended. Kitchen staff should double check that all ovens, hobs and grills are switched off and have cooled down, before they leave the kitchen Arson The risk of arson must be considered in the risk assessment and precautions taken as far as reasonably practicable. Specific advice, relevant to the type of premises, can be sought from the Fire Authorities and on the following website: Fires started deliberately are particularly dangerous because they generally develop much faster and may be intentionally started in escape routes. Author: Rae Turrell 24 Last updated: Oct 2007

25 Measures to reduce arson may include increased security, but care must be taken not to compromise people s ability to escape. Good housekeeping, controlled amounts of waste, waste and recycling bins secured away from the building, secured storage and secured flammable substances so they cannot be used, will all help reduce the risk of arson. 3.3 Fire Detection and Warning Systems Fire Detection There must be a suitable means of fire detection to give sufficient warning to escape. Smoke detectors suitable for domestic homes are not normally suitable for commercial premises. However, subject to the fire risk assessment, if they are used they should have a ten year battery and be regularly tested. Automatic fire detection e.g. smoke detectors or heat detectors, is recommended for a number of reasons, such as; for alerting people who are sleeping if you have 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 you have areas where a fire can develop unobserved (e.g. storerooms, unoccupied areas, walk-in cupboards); as a compensating feature, e.g. for inadequate structural fire protection, in dead-ends, where there are extended travel distances and where there is a single stairway for escape; where smoke control and ventilation systems are controlled by automatic fire-detection system. areas of high risk, e.g. boiler rooms, kitchens, workshops; where fire doors are required to be kept open by using door closing devices linked to the alarm where there is a significant risk of arson If you have an automatic fire detection system, the system should: Author: Rae Turrell 25 Last updated: Oct 2007

26 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 there should ideally be a repeater panel sited in the control point; be maintained and tested by a competent person; Subject to the fire risk assessment, heat detectors are more appropriate for areas such as kitchens, bathrooms, plant rooms etc where fumes or steam may set off the alarm. False alarms must be controlled as they result in many unwanted calls to the fire and rescue service every year. If there are excessive false alarms in your premises, people may become complacent and not respond correctly to a warning of a real fire. In such circumstances, you may be failing to comply with fire safety law. All false alarms should be investigated to identify the cause of the problem and remedial action taken Fire Alarms Every council workplace must have a suitable system for raising the alarm to alert everyone in the building to evacuate. Generally an integrated fire alarm system is recommended. Voice alarms, bells, gongs, whistles or air horns are all acceptable in smaller premises provided that the system is fail-safe i.e. everyone is trained in how to raise the alarm, can recognise the sound, it can be heard by all persons in every part of the premises and is regularly practiced. Research has shown that members of the public do not always react quickly to a conventional fire alarm. Council Fire Wardens are trained to assist with evacuation of the public, but should difficulties arise then a Voice alarm system using a public address facility may be considered. Such systems must be designed and installed by someone with specialist knowledge. Where an electrical fire-warning system is necessary then a straightforward arrangement typically includes the following: manual call points (break-glass call points) next to exits with at least one call point on each floor; electronic sirens or bells; a control and indicator panel a back up power supply If, for any reason, your system fails or is taken out of action, you must still ensure that people in your premises can be warned and escape safely. A temporary arrangement, such as gongs, whistles or air horns combined with suitable training, may be acceptable for a short period, pending system repairs. The fire warning sound levels should be loud enough to alert everyone, taking into account background noise. In areas with high background noise, or where people may be wearing hearing protectors, the audible warning should be supplemented, e.g. with visual alarms. Author: Rae Turrell 26 Last updated: Oct 2007

27 For people who are deaf or have hearing difficulties, please refer to Appendix A: Evacuation of Disabled People from all Council Premises. Arrangements must be made to test the alarm weekly, at the same time on the same weekday, so that staff are familiar with the testing routine. Staff must be trained to understand that if the alarm should continue sounding then they must evacuate. The sound pressure level of alarm signals should be: a) Generally, throughout all accessible areas of the building, 65 db(a) is regarded as the minimum acceptable sound pressure level or reduced to 60 db(a) in: stairways; enclosures of no more than approximately 60 m2 in area (e.g. cellular offices); specific points of limited extent; b) Where the sound pressure level of background noise is greater than 60 db(a), the sound pressure level of the fire alarm signal should be 5 db above the sound pressure level of the background noise; c) not less than 75 db(a) at the bedhead within rooms in which the fire alarm system is intended to rouse people from sleep; d) Not greater than 120 db(a) at any normally accessible point. The frequency of alarm sounders should be tested to ensure they lie between 500 Hz to Hz (unless the frequency of background noise is such as to mask these frequencies, in which case the use of sounder frequencies outside this range is acceptable.) New Installations Any new fire alarm system must by designed, installed & commissioned in accordance with BS5839-1: 2002 and certificated. This will ensure that the system is of a suitable standard and installed by a competent person. A Fire Risk Assessment should highlight the type of system required. System Categories: L = Life Protection L1 The installation of automatic fire detection is required in all rooms and areas of the building, including voids, with only some exceptions L2 The installation of automatic fire detection is required in all rooms that open onto and include the escape routes with only some exceptions. Rooms with a high fire risk should also be protected. L3 The installation of automatic fire detection is required in all rooms that open onto and include the escape routes with only some exceptions. Author: Rae Turrell 27 Last updated: Oct 2007

28 L4 L5 The installation of automatic fire detection is required on all escape routes. A system that is designed to satisfy a specific fire safety objective as the result of the Fire Risk Assessment. All categories require manual call points on escape routes and sounders throughout the premise. System Upgrades All system upgrades should be certificated to one of the above to ensure that compliance with BS5839-1: 2002 is achieved. (See section 3.9 Inspection, testing and maintenance) Fire fighting equipment Fire Extinguishers It is a legal requirement that appropriate fire fighting equipment, such as fire extinguishers, must be provided in all workplaces (whether there are trained staff to use them or not - see below). The usual recommendation is for one water extinguisher for every 200m² of floor space with a minimum of 2 per floor or 30m apart. Where there are other classes of fire risk then the appropriate type and number of extinguishers must be provided e.g. Carbon Dioxide for fires involving electrical equipment, etc. Powder should not be used in a confined space or small room as it can cause breathing difficulties, especially for asthma sufferers. All fire fighting equipment must placed in the correct position, signed, be in satisfactory working order, checked weekly and tested annually by a competent person. If there is a danger that the extinguishers could be used as a weapon e.g. by people under the influence of drugs or alcohol, or by those with challenging behaviour, or if they are repeatedly set off e.g. in schools, then they may be locked in a cabinet designed for the purpose, with either a padlock, break glass key or siren alarm fitted. Author: Rae Turrell 28 Last updated: Oct 2007

29 Only staff who have had specific training may use a fire extinguisher or other fire fighting equipment and only then if the fire is the size of a waste paper bin and if they are not putting themselves at risk. Using a fire extinguisher incorrectly can result in serious injury and make the fire spread more rapidly. Using the wrong type of extinguisher can even lead to a fatality e.g. if water is sprayed onto a fire started by an electrical fault or hot cooking oil etc. It is council policy not to train staff in all buildings to use extinguishers, for the following reasons: Due to the size of the council, vast numbers of staff would need to be trained to cover every part of all premises, plus enough people to cover for absence as many staff are constantly out of the office providing services to the public / attending meetings, plus consideration for staff turnover. The cost is prohibitive for initial training and regular refresher training for such large numbers and the frequency of fire in council workplaces is very low, it is therefore assessed as being not reasonably practicable. Alternatively if only a specific group of people were trained, in the larger premises they would have to locate and proceed towards the fire, which may be on an upper floor and by which time it could have taken hold (bigger than the size that may be safely tackled), putting themselves at risk and contravening the rule that people should turn their backs on a fire and escape to a place of safety. In schools, members of staff must supervise the evacuation of the students immediately the alarm is raised and should not delay the evacuation or put the students at risk by attempting to fight a fire. If non-teaching staff only were trained they would have to locate the fire and proceed towards the fire to attempt to put it out - the same problem as above. Staff may injure themselves using an extinguisher, especially if they panic or have not used one since their training, or if they use it incorrectly they could make the fire spread more rapidly. Therefore to reduce the risk, members of staff will only be trained to use extinguishers where the risk assessment concludes that extinguisher training is required (see below). It is considered preferable, in most cases, for staff to evacuate immediately and leave fighting the fire to the experts. Being located in a city, the response time from the fire service is usually very quick (although not used as a control measure). It is recommended that staff are trained to use extinguishers in the following circumstances: In premises where there is a sleeping risk - residential care homes, hostels and residential schools, because evacuation is slower or more complex. Where there is a high fire risk due to work processes or activities (welding, use of flammable chemicals etc). In kitchens where hot meals are prepared, staff should be trained to use a fire blanket and extinguishers. At some events, due to large crowds and unpredictable fire risk. Author: Rae Turrell 29 Last updated: Oct 2007

30 Where building protection (or artefacts) is specifically required. Sprinklers Sprinkler systems are recommended as an effective means of controlling fires, designed to protect life and / or property. Sprinkler protection can give additional benefits such as reduction in the amount of other fire fighting equipment, a relaxation of some restrictions (length of escape routes, provision of fire resisting barriers etc) and there may be additional benefits such as a significant reduction in the risks of major disruption to the service provided i.e. most of the building will be saved and can be re-used more quickly afterwards. Where the fitting of sprinkler systems into existing council premises proves too costly and/or impracticable they are recommended as part of a longer-term strategy when new-build or extensive refurbishment works take place, particularly in schools, residential care homes and cultural buildings. New buildings that have a storey with a floor over 30m above ground level are required to be fitted with an automatic sprinkler system under Building Regulations 2000 Part B. When considering sprinkler systems, there are common misunderstandings as follows: That all the sprinklers go off at the same time causing extensive water damage. This is not true, only those immediately above the fire go off with minimal water damage and the overall damage is far less than the fire damage would have been. That school students could deliberately set them off by holding a lighter underneath or hitting them with objects again this is not the case as the sprinkler heads are recessed into the ceiling and require a great deal more heat than a lighter etc could produce. 3.4 Evacuation The Emergency Evacuation Plan The responsible person for each premises must prepare an Emergency Evacuation Plan specific to the premises in consultation with staff, Safety Representatives and, where relevant, the Emergency Planning Officer. This is a written statement of what you will do if there is a fire. The purpose of an emergency plan is to ensure that the people in your premises know what to do if there is a fire and that the premises can be safely evacuated. The emergency plan should be based on the outcome of your fire risk assessment and of any Personal Emergency Evacuation Plans (PEEPs) for disabled people (see Appendix B) All staff must be trained in the plan. A copy of the plan must be kept available for Fire Officers to view when they visit or inspect. The Emergency Evacuation Plan should be specific to the premises A template is available on the Wave to assist with preparing the plan The Emergency Contingency Plan Author: Rae Turrell 30 Last updated: Oct 2007

31 There should be a contingency plan for arranging an interim fire warning system or putting a restriction on the use of the building if the fire detection and alarm system were to fail or be taken out of action for any reason. The Emergency Evacuation Plan should include a contingency / post-incident plan for dealing with people once they have evacuated the premises, especially as it may not be possible to return to the building due to smoke and fire damage. Situations that might arise may include: unaccompanied children; people with personal belongings left in the building (especially house/car keys, wheelchairs, coats); people wishing to rejoin friends and families; getting people / children home; inclement weather and/or night conditions; adults or children with challenging behaviour or mental health problems; arranging alternative accommodation; The contingency plan should determine specific actions and/or the mobilisation of specialist resources via Emergency Planning. Social Care homes, Day Centres, Schools and Swimming Pools should consider forming a reciprocal agreement with another council home/centre/school nearby, or a local hotel may offer assistance in an emergency. A lounge or a hall may be required where people/children may sit, in the warm and dry (and a hot drink for shock, especially at night), while arrangements are made for collection by families or for transfer to another premises in the case of homelessness. Premises that may need special assistance such as patient transport for disabled persons or where people could be made homeless should make themselves known to the council s Emergency Planning Officer now. This can speed up the process of getting the right help should an incident occur. Please forward the following details: Name and address of premises Contact names and numbers Number of service users Type of care Details of special assistance that may be required e.g. numbers of people that may be affected, details of severe difficulties with evacuation etc. Please note that Emergency Planning can only assist when a fire is assessed to be a major incident. Therefore the responsible persons must make their own arrangements first and specialist help should only be considered as a last resort Evacuation drills Fire evacuation drills must take place every 6 months or after any significant change. They must be planned in advance and take place regardless of incidents leading to evacuation or false alarms (unless these are excessive). A record of the dates and comments and must be kept available to show Fire Officers when they visit / inspect. Author: Rae Turrell 31 Last updated: Oct 2007

32 Ensure the local Fire Brigade are notified, if they are automatically linked to the alarm and remember to inform them again once the drill is finished, in case there is coincidently a real fire and they still have a note on their system not to respond. Nominated observers should record the outcome of the drill e.g. how long it took to evacuate the building, communication difficulties, any difficulties with doors, difficulties experienced by disabled people, inappropriate actions such as people using lifts or refusing to evacuate, staff not going to the Assembly Point but remaining near the main door etc. A debrief afterwards is recommended and later reports collated from observers, security officers and fire wardens. Conclusions and remedial actions should be recorded and implemented. Author: Rae Turrell 32 Last updated: Oct 2007

33 3.5 Roles of nominated personnel during an Evacuation Evacuation Controllers An Evacuation Controller, who has a thorough knowledge of the building, should be nominated and trained for every premises, with at least one deputy. (An additional deputy or other nominated person may be required in large buildings.) Their duties are: To co-ordinate the evacuation; To wear a hi-visibility tabard, preferably with evacuation controller printed on the back for identification at the Assembly Point; To always carry a charged mobile phone to use at the Assembly Point (particularly if the premises cannot be re-entered). Two-way radio may also be used where required for communication during the evacuation. To have a grab and go bag or ruck-sack specifically prepared for the purpose, containing items that may be required at the Assembly Point e.g. a hi-vis tabard to give the most senior manager present (civic buildings) a list of useful contact numbers, the tick sheet/ roll call list if used, a first aid box, torch etc. To meet and greet the Fire Brigade - unless Security officers are present; Liaise with the Senior fire officer/police and give the instruction to re-enter the building when advised by the Senior fire officer; In civic buildings, to liaise with the Director/most senior manager present who is responsible for giving the instruction to re-enter the building, when advised by the Senior fire officer; Provide a central point of contact for the Fire Wardens and First Aiders to report to; Manage the system that is being used to determine whether the building has been successfully cleared e.g. the key fob and board (used mainly in civic buildings), or a tick sheet to mark the zones as they are reported clear, or roll-call list and visitor s book; Advise the Senior Fire Officer of any missing or injured persons, or areas not cleared Fire Wardens A suitable number of trained Fire Wardens and deputies shall be appointed. Their training shall include awareness on fire spread, general precautions to prevent fire, their duties and precautions to take when undertaking a sweep of areas i.e. how to check a door for heat before opening it and not to enter a room where the fire is. Their duties are: Author: Rae Turrell 33 Last updated: Oct 2007

34 To be alert and aware of general fire prevention and to report any fire hazards immediately to a fire risk assessor, a manager, the Health & Safety team or a Safety Representative. To assist in the Induction process for new staff and contractors i.e. to walk them down all escape routes from their work area to the Assembly Point and explain the operation of any exit devices. To wear a hi-visibility tabard and hearing protection if exposed to a loud alarm while doing a sweep (these must be provided by Premises Managers in civic buildings or by local Managers in other buildings). In large buildings these are hung on a hook on the escape routes, with a plan of the zone and the numbered key fob (if used); To undertake a sweep of all rooms and areas in their designated zone, provided they are not in imminent danger, to ensure that everybody has responded to the alarm; If they are presented with a person who refuses to evacuate for any reason (e.g. persons with challenging behaviour, persons under the influence of drugs/alcohol etc) they should politely ask the person 3 times to leave the premises, take the person s name if possible, then evacuate themselves and report the incident immediately to the Evacuation Controller. Close doors along the evacuation route as they leave; Report immediately to the evacuation controller as to whether their area is clear; Assist at the Assembly Point e.g. ensuring crowd control and alerting the 1 st Aiders for people who may be injured, in shock or traumatised; For buildings that do not have security officers, prevent visitors from entering the premises until the Evacuation Controller or senior manager has given clearance; Deputies, who are not carrying out the sweep, should also wear a hi-vis tabard and stand at various locations along the route (especially on stairways) to direct people along the route, ensure they proceed in an orderly manner and paying particular attention to people with disabilities and members of the public and also assist at the Assembly Point. Fire wardens should report any problems with evacuation to the Evacuation Controller after re-entry to the premises and also be available for a debrief immediately after a drill or follow up with a report to the person responsible for organising the drill (see section 3.4.3) Evac-chair buddies A suitable number of staff will need to be trained to use evacuation chairs and act as Evac-chair buddies on each floor of buildings where mobility impaired people may work or visit. (Refer to Appendix A: Evacuation of Disabled Persons from Council Premises, for more details.) The staff who are trained should regularly practice using the chairs e.g. every 6 months during fire drills or more often if the chair is specifically for a disabled colleague or service user. Author: Rae Turrell 34 Last updated: Oct 2007

35 The names and phone numbers of the Evac-chair buddies must be clearly displayed on each floor (with other fire notices) using the notice attached to Appendix A Security Officers Security officers, where appointed (mainly civic buildings and Hollingdean Depot), will give instructions and assist members of public to leave the building, from the reception area or wherever they may be in the building at the time the alarm is sounded. They meet and greet the Fire Brigade, which is very useful to the fire officers due to their thorough knowledge of the building. They proceed to their station outside the main entrance to prevent anyone from entering the building until clearance has been given. In the case of a bomb threat, they would take instructions from the Police e.g. to move away from the main entrance. They should be available for a debrief immediately after a drill and follow up with a report to the person responsible for organising the drill (see section 3.6) First Aiders First Aiders should carry their first aid box if it is immediately to hand when the alarm is sounded, if not the Evacuation Controller carries one as a back up. They should wear a hi-vis tabard, preferably with 1 st Aider printed on the back and report to the Evacuation Controller at the Assembly Point. They should care for people who are injured, in shock or traumatised, according to their training. They must ensure that anyone who has suffered smoke inhalation is sent to hospital. They should look particularly for people who are in shock, as this is not always as immediately obvious as other injuries and arrange for them to be checked by paramedics or taken to hospital as shock can be fatal for people with certain medical conditions Reception staff Author: Rae Turrell 35 Last updated: Oct 2007

36 Where appointed, reception staff are responsible for phoning the emergency services as soon as the fire alarm is sounded. They should have a printed card with instructions of what to say and the address of the building. This is to cover any temporary or new staff who may not know the full address, also if someone were to suffer a temporary blank mind due to shock or panic. They may then assist with the evacuation of members of public from the reception area Calling the Fire and Rescue Service In each building there should be a procedure for calling the Fire and Rescue Service, clearly stated in the Emergency Evacuation Plan; Even when there is an automatic link to a central monitoring station, when the fire alarm is sounded, the Fire and Rescue Service should still be called, by dialling 9-999; The procedure should be automatic and robust so that, where practicable, nominated staff only (or their deputies) telephone the Fire and Rescue Service as soon as the fire alarm sounds. The persons responsible for preparing the emergency evacuation plan must agree who are the nominated persons (such as reception staff or the duty manager etc) and the procedure specific to that building, to avoid delay and confusion (e.g. by too many calls to the central station, or by not calling at all assuming someone else has). Out of normal office hours the person discovering the fire should telephone the Fire and Rescue Service. 3.6 Escape routes 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 to a place of reasonable safety, e.g. a protected stairway that will lead them directly to a place of total safety away from the building. The fire risk assessment, carried out by a competent person, will determine whether escape routes are adequate in size and number and that the travel distances are acceptable to allow the rapid and safe evacuation of personnel in the event of an emergency. All escape routes and final exits must be kept clear at all times of obstructions, tripping and slipping hazards. All staff must be aware of the importance of maintaining the safety of escape routes, by ensuring that fire doors are not wedged open and that combustible materials are not placed or stored on them No electrical appliance e.g. photocopier may be placed on a fire escape route Doors Author: Rae Turrell 36 Last updated: Oct 2007

37 Fire doors must never be wedged open. If they are required to be kept open then automatic door closing devices may be fitted which will release the door when the fire detection and fire alarm operates There are self-contained devices which are not directly connected to the fire alarm system. They are not suitable for use on doors protecting single stairways or other critical means of escape. Fire doors must be regularly inspected to ensure they are positively self-closing, fitting tightly in the frame and in a good state of repair. The competent person undertaking the fire risk assessment will determine whether the fire doors comply with the requirements of the RRO. All emergency doors must be opened easily without the use of a key or code. There are a number of devices that can be used which will provide security to the building and still allow people to escape easily. Where there are members of the public on the premises then a push bar, panic exit bar device is the most common. Electromagnetic devices must fail-safe unlocked. The door may be released manually by a switch or break-glass point or by linking to the fire alarm and / or detection system Emergency Lighting Fire can quickly affect the electrical installation in a building and so normal lighting can fail. Therefore escape routes need to be adequately lit so that people are not plunged into darkness when trying to escape. Emergency escape lighting can be both maintained, i.e. on all the time, or nonmaintained which only operates when the normal lighting fails. 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; firefighting equipment; fire alarm call points; equipment that would need to be shut down in an emergency; lifts; and areas in premises greater than 60m2. It is not necessary to provide individual lights (luminaires) for each item above, but there should be a sufficient overall level of light to allow them to be visible and usable. Lighting systems must be regularly tested (see Section 3.9) Only a qualified competent person may carry out any new installation, modifications to the existing system, repairs or maintenance Displays and Notice Boards on escape routes Author: Rae Turrell 37 Last updated: Oct 2007

38 Displays are often located in corridors and entrance foyers, such as art work, posters and notices i.e. paper, cardboard and plastic. The RRO guidance states that items that are a source of fuel or are combustible and likely to increase the spread of fire, should not be located on any corridor, stairway or circulation space that will be used as an escape route. The majority of people who die in fires are overcome by the smoke and toxic gases which spread at an alarming speed. In a room or a corridor the heat is trapped and so the temperature rises, soon reaching temperatures of up to 700º C. It spreads along the ceiling igniting any combustible materials in its path. So display boards on the corridor wall will ignite and assist the spread of fire. It is therefore important to restrict the spread of fire in escape routes to provide sufficient protection and time for people to escape. The guidance advises the following: avoid the use of displays in corridors and foyers; minimise the size and number of display areas to discrete, separated areas; treating displays with proprietary flame retardant sprays; the use of fire-retardant display boxes; keep displays away from curtains, light fittings and heaters; keep displays away from ceiling voids which may lack fire barriers; and ensure that there are no ignition sources in the vicinity. Staff information should be confined to appropriately located display boards in areas away from escape routes. Display boards may be used on escape routes as long as they are no bigger than 1m² or have been enclosed in a sealed display case. To further clarify the above i.e. when is it acceptable and what is meant by minimise, it is necessary to consider the following: No displays should be used in dead end corridors or on stairways. Sealed display cases only should be used in residential premises and premises where there is a high risk of arson. How essential is the display? notices such as fire safety procedures, names of 1st Aiders, important information for visitors etc are essential. Art displays are aesthetically pleasing and sometimes considered essential but should be assessed against the risk. (*Further controls should be implemented as below). Can the displays and notice boards be located quite easily in other rooms /areas that are not escape routes? Remove redundant notice boards and displays (how old are the notices etc?) Use sealed fire retardant display boards where practicable. Spray larger displays e.g. in foyers, with a proprietary flame retardant spray. * Where displays are deemed to be essential or important for a variety of reasons, other controls may be considered depending on the findings of the risk assessment. For example: Author: Rae Turrell 38 Last updated: Oct 2007

39 Display boards, not in a sealed case, should be no more than 1m², near a smoke detector and spaced at a good distance apart. They must be sited in locations where more than one escape route is available, so that people can turn their back on the fire or smoke in the corridor and safely evacuate another way. All other actions required as a result of the findings of the fire risk assessment have been actioned. Reduce the length of time the display is left up for. Further advice can be obtained for site-specific queries from the Health & Safety Compliance Manager. 3.7 Signs and Notices Signs must be pictographic, as above, to comply with the Health & Safety (Safety Signs and Signals) Regulations The pictograms may contain text but must not be text only. Signs within the same premises should follow a consistent design pattern. Signs on escape routes should incorporate a directional arrow. Arrows should not be used on their own. Signs should be positioned so that a person escaping can always see the next escape route sign. Signs should always be fitted above doors in the direction of the escape, not fixed to doors, as they will not be visible if left open. Signs above doors should be fitted at a height of between 2m and 2.5m above the floor. Wall mounted signs should be at a height of between 1.7m and 2m above the floor. Larger, hanging signs are suitable for mounting heights greater than 2.5m e.g. in large open spaces. Signs should be sited at the same height throughout the escape route, so far as is reasonably practicable. Signs must always be illuminated to ensure they are conspicuous and legible. They may be lit externally or internally. Photo-luminescent signs need a period of exposure to light to become visible in the dark. However they get fainter with time and are not a suitable substitute for appropriate emergency lighting, so may only be used where other forms of illumination are present. Fire doors that are fitted with self closers should be labelled on both sides Fire door keep shut. Fire resisting doors to cupboards, stores and service ducts that Author: Rae Turrell 39 Last updated: Oct 2007

40 are not self-closing because they are routinely kept locked should be labelled Fire door keep locked on the outside. Fire extinguishers should have signs which denote the type of extinguisher and the location of those that are kept in cabinets or in recesses. A notice with the words Push bar to open should be permanently displayed immediately above the push-bar on all doors fitted with a panic exit bar. A notice with the words Fire escape keep clear should be permanently displayed at about eye level on the external face of all exit doors which lead outside, to prevent them from becoming obstructed. Fire Action notices should be clearly displayed on escape routes, preferably adjacent to fire break-glass points. Lifts should be signed Do not use in case of fire 3.8 Record keeping, Information and Training The person who has responsibility for day-to-day management of the premises is responsible for ensuring that all information relevant to fire is kept together on site, that it is kept up to date and available at all times for inspection. Records should include: The Fire Safety Policy The fire risk assessment and Action Plan The Emergency Evacuation Plan The Contingency plan Records of inspections, testing and maintenance of electrical and gas installations and appliances (i.e. dates, signatures etc) Details of all inspections, testing and maintenance of all systems and equipment relevant to fire safety (e.g. Log Books) Details of the competence, qualifications and status of the persons carrying out all the above tests and maintenance Records of quarterly workplace fire inspections Details of evacuation drills Records of false alarms Information The provision and sharing of information to other relevant parties is required under the RRO, in the following circumstances: Employees must be provided with comprehensible and relevant information on the risks to them identified by the risk assessment, the preventative and protective measures, the identities of persons with specific fire safety roles and any risks notified to the employer by relevant third parties. Also the above information must be provided to other employers (i.e. contractors) and the self-employed who are working on the premises. Author: Rae Turrell 40 Last updated: Oct 2007

41 If a child under 16 yrs old is employed, the findings of the specific risk assessment for their work activities, including any risks identified in the fire risk assessment, must be given to their parents or guardians. Where two or more responsible parties have duties in respect of shared premises, there must be co-operation and co-ordination of the findings of their separate fire risk assessments to ensure the requirements of the RRO are met and that the fire precautions and protection measures are effective throughout the building as a whole. There will need to be co-operation between the parties with regard to planned evacuation drills for the shared premise. Information must be available for the fire and rescue services regarding any dangerous substances in significant quantities that are on the premise e.g. canisters of acetylene, LPG or fuel for vehicles Training Managers responsible for premises must be given suitable training on understanding their responsibilities and managing the fire risk assessment. All staff, including temporary or agency staff, should receive initial training on the Emergency Evacuation Plan and again after any significant change. All new staff and staff transferred to new premises should receive training on the Plan i.e. Fire Safety Induction training, on the first day of their employment. (Induction training could be done by the team s Fire warden). Staff must be physically walked, by a Fire Warden, down all escape routes from their work area to the assembly point and shown the operation of any exit devices. All visiting contractors should be trained in the relevant details of the Emergency Evacuation Plan, i.e. as a minimum: the type of warning system used, how to raise the alarm, the day and time of the weekly test, evacuation procedures, the identity of persons with specific roles and where to assemble. They must also be physically walked down all escape routes from their work area to the assembly point and shown the operation of any exit devices. The above training, for staff and contractors, must be given high priority, but if for any exceptional reason the training cannot take place on the first day then the employees / contractors must be treated as visitors and assigned a member of staff to escort them from the building should there be an evacuation. All persons with specific roles and responsibilities for fire safety or during an evacuation must receive suitable training for that role. Managers who nominate staff for specific roles are responsible for ensuring that records are kept up to date and that when a member of staff leaves their current position, that another person is nominated and trained in time to take over their role. Up-to-date records of all staff training must be kept available for inspection and for internal monitoring and auditing. 3.9 Inspection, Testing and Maintenance Author: Rae Turrell 41 Last updated: Oct 2007

42 The person who has responsibility for day-to-day management of the premise is responsible for ensuring the following inspections, tests and maintenance is carried out. All records of inspection, testing and maintenance must be kept in a Log Book available for inspection by the fire authorities and for internal monitoring and auditing (see Section 3.8: Record Keeping) Only a qualified competent electrician may carry out maintenance work on any electrical installation or appliance. The RRO guidance frequently refers to regular testing, therefore it is the policy of Brighton and Hove City Council to implement the following system for the frequency of inspection testing: Daily visual inspections (not normally recorded): All fire exit doors ensuring fire exits are clear of obstructions and can be opened immediately and easily. All escape routes - free from obstructions. The fire alarm panel is active and fully operational Weekly inspections and tests. Check for any signs of tampering or damage to the fire alarm system. Fire alarm system activate the alarm using different actuation points on each occasion, so that all manual call points in the building are tested in rotation over a prolonged period. Check a signal was sent to the indicator panel. (Arrangements must be made to test the alarm weekly, at the same time on the same weekday, so that staff are familiar with the testing routine). Voice alarm systems (as above) Automatic fire doors check they fail safe in the open position Any systems linked to the fire detection /alarm system e.g. check magnetic door holders released. Any visual alarms e.g. flashing light or vibrating alarms / pagers that are activated when the alarm sounds. Visual checks on fire extinguishers and fire blankets i.e. in the correct location and in good condition. Author: Rae Turrell 42 Last updated: Oct 2007