Asbestos Management Plan
June 2016
Version 15
Coordinated by
Property Management, Corporate Property.
The plan is produced in large print. We will on request produce this management plan, or particular parts of it, into other languages and formats, in order that everyone can use and comment upon its content.
Contents
1. Introduction 3
1.1 Relevant Legal References and policy: 3
2 Asbestos Management Plan 3
2.1 Flow chart of management plan process 4
2.2 Arrangements for SCC County Farms 4
2.3 Arrangements for non-premises assets 4
2.4 Asbestos Management Plan Implementation Chart 5
3 Responsibilities 6
3.2 Chief Executive 6
3.3 Directors 6
3.6 Locality Property Managers / Locality Co-ordinators 7
3.7 Asbestos Consultants and Surveyors 7
3.8 Approved Asbestos Removal Contractors 7
3.9 Corporate Property Advisor (CPA) 8
3.10 Risk and Quality Advisors 8
3.11 Premises Responsible Person (PRP) 8
3.12 Corporate Property Locality Helpdesk 8
3.13 Employees 9
4 What is asbestos? 10
4.1 Why is asbestos dangerous? 10
4.2 Where can asbestos be found? 10
4.3 Who is likely to be exposed to asbestos fibre? 10
4.4 Health Effects 11
4.5 What do ACMs look like? 11
4.6 The importance of managing ACMs 12
5 Asbestos surveys 12
6 SCC historical background 13
7 Condition monitoring. 13
8 Asbestos schematic drawing 14
10 Labelling asbestos 15
11 Removal of ACMs 16
12 Asbestos Register 16
13 Disclaimers 17
15 Control of Contractors 19
16 Monitoring Contractors 19
17 Emergency Procedures if asbestos is found during building works 19
18 Actions in the event of Asbestos release due to ACM damage 20
19 Reporting asbestos related incidents 21
20 Records of potential exposure 21
21 Training 22
23 Record Keeping 23
24 Useful Contacts: Property Maintenance Helpdesk 23
25 Definitions………..……………………………………………………………………...23
Frequently Asked Questions…………………………………………………………25
APPENDIX 1 - EMERGENCY FLOWCHART 26
APPENDIX 2 - EMERGENCY FLOWCHART 26
APPENDIX 3 - ASBESTOS SITE SIGNING IN LOG 27
1. Introduction
This document implements Suffolk County Council’s SCC HS12 Asbestos Policy. It sets out Suffolk County Council’s (SCC) procedures for managing asbestos containing materials (ACMs) within SCC premises where we have a duty under The Control of Asbestos Regulations 2012 (‘our premises’). SCC recognises that asbestos may be present in areas of premises in various forms, conditions and types and that an effective asbestos management plan needs to be in place to manage the risk to staff, contractors and members of the public using the premises.
1.1 Relevant Legal References and policy:
§ The Control of Asbestos Regulations 2012
§ HSE guidance HSG264 ‘Asbestos: The survey guide’.
§ L143 - Control of Asbestos Regulations 2012, Managing and Working with Asbestos 2nd Edition 2015
§ The Health & Safety at Work Etc. Act 1974
§ The Management of Health & Safety at Work Regulations 1999
§ The Workplace (Health, Safety & Welfare) Regulations 1992
§ Hazardous Waste Regulations 2005
§ The Construction (Design & Management) Regulations 2015 (CDM 2015)
§ HS12 Suffolk County Council’s asbestos policy
2 Asbestos Management Plan
The Control of Asbestos Regulations 2012 states that all duty holders with known or presumed asbestos within their premises must have an effective written Asbestos Management Plan in place. The Asbestos Management Plan details the requirements to effectively manage asbestos to minimise the related health risks to personnel within our premises. These include:
§ Clear procedures for the management of Asbestos Containing Materials (ACMs) in our premises
§ Protect those working on or within our premises including third parties/visitors.
§ Effectively control any works likely to affect ACMs
§ Identify and categorise ACMs and to manage these hazards based on prioritisation and assessment of the risk that they present
§ Produce a prioritised programme for the remediation of ACMs that because of their location and condition are an identified risk
§ Monitor and maintain the condition of identified ACMs that are assessed as safe to be left in-situ.
§ Develop and maintain a central database recording all information relating to ACMs
§ Outline the actions required upon discovery of previously unidentified or damaged ACMs.
§ Provide a robust Asbestos Register which is available for access online.
2.1 Flow chart of management plan process
2.2 Arrangements for SCC County Farms
The tenants on county farms are designated as the Duty Holders and are required to report any changes to the condition of the asbestos to SCC.
To assist tenants in their duty to manage the asbestos on their farm SCC has taken the following actions;
§ Carried out a management survey – taking photographs of all suspected ACMs.
§ Provided a copy of the survey for all tenants together with full instructions on how to manage the asbestos and a copy of the HSE's Short Guide to Managing Asbestos in Premises
§ Direct delivered the report to each tenant in person, verbally explaining the content of the report and their duties as and when changes occur.
§ Provided regular reminders to tenants of their duties to manage ACM’s.
§ Plans to continue reminding tenants of their duties though various means including during standard visits to farms by SCC staff both planned and unplanned.
§ Tenants are advised to monitor the condition of asbestos.
2.3 Arrangements for non-premises assets
Arrangements for management of asbestos in Highways and Waste settings are described in separate Asbestos Management Plans.
For Academies the Duty Holder will be the school’s governing body. For libraries etc. details will be referred to in the Lease arrangements.
2.4 Asbestos Management Plan Implementation Chart
The diagram shows how asbestos is managed. Key roles within SCC for the implementation of the Asbestos Management Plan are represented as follows:
3 Responsibilities
3.1 This table sets out the typical responsibilities for asbestos management in premises occupied by SCC. However this is subject to local management arrangements and the premises health and safety service level agreement.
Day to day management – the nominated ‘responsible person’ / Control of access to Operatives working on Site– the nominated ‘responsible person’ / Annual Review of condition / Upkeep of Asbestos Register / Carry out Asbestos Location SurveysSchools / Head Teacher / Head Teacher / Corporate Property Advisor / Locality Property Services / Approved Consultant
Non-Schools / Premises Manager/ Responsible Person / Premises Manager/ Responsible Person / Corporate Property Advisor / Locality Property Services / Approved
Consultant
County Farms Estate / Tenant/ Responsible Person / Tenant/ Responsible Person / Tenant/ Responsible Person / Landlord and Tenant / Approved
Consultant
Corporate Buildings
(e.g. Endeavour House) / VERTAS/ Responsible Person(s) / VERTAS/ Responsible Person(s) / Corporate Property Advisor / Locality Property Services / Approved
Consultant
3.2 Chief Executive
Holds responsibility for ensuring that the Asbestos policy is implemented and managed effectively in accordance with this Asbestos Management Plan
3.3 Directors
§ Facilitate health and safety policy development and implementation, including the management of asbestos containing materials within our premises
§ Adequate resources are provided and allocated to implement this Asbestos Management Plan
3.4 Assistant Directors shall ensure that adequate arrangements are in place, that:
§ A ‘Responsible Person’ is allocated to each property fully or partially within their control.
§ The Responsible Person has received Premises Management Training and is competent to undertake their duties for day to day management of ACMs within that property, in accordance with this plan.
§ Asbestos risks are identified and managed for any construction or maintenance works undertaken, procured or controlled by their division. Examples include IT installations, PFI projects, projects controlled by Corporate Property, devolved-school-budget projects, all in accordance with this plan
3.5 Senior Manager, Property Management
§ Implement the necessary controls and precautionary measures
§ Ensure asbestos incidents and issues are investigated. Information escalated as necessary.
§ Ensure findings from asbestos incident investigations and issues are implemented.
3.6 Locality Property Managers / Locality Co-ordinators
§ Arranging for premises to be assessed in sufficient detail to identify any risk from ACMs
§ To authorise the removal of any ACMs.
§ To ensure building and maintenance projects are managed to comply with current legislation and guidance where under the control of Corporate Property.
§ Ensuring that records are correct maintained effectively in accordance with current legislation and guidance.
3.7 Asbestos Consultants and Surveyors
The UKAS accredited asbestos consultant/ surveyor employed under a framework agreement is responsible for:
§ Completing ‘management’ and ‘refurbishment and demolition’ asbestos surveys when requested and to update or provide the resultant risk assessments
§ Advising Corporate Property Advisors of the outcome of any inspections and areas of concern so that recommended preventative work can be implemented to maintain appropriate standards.
§ Provision of Certificates of Reoccupation where ACMs are removed.
§ Where undertaken provide all supporting Occupational Hygiene monitoring results, static “snap-shot “ sampling results and documentation supporting any recommendations prior to reoccupation of an area.
3.8 Approved Asbestos Removal Contractors
The HSE licensed asbestos specialist contractor is responsible for:
§ Where requested to clean, make safe and seal or remove asbestos
§ Advise Property Management whether works are notifiable, non-notifiable licensed works or works that can be carried out with an Asbestos Licence
§ Providing notification of intended licenced ACM removal works to the HSE as required
§ Provide copies of relevant Assessments and Plans of Work prepared for the works carried out
§ Provide Certificates of Reoccupation for areas from which ACMs have been removed
§ Provide copies of all relevant Hazardous Waste Consignment Notes in accordance with the provisions of the Hazardous Waste Regulations
§ Allow access to copies of relevant compliance documentation for equipment and personnel involved in works on SCC premises where requested.
Only those contractors listed by the Approved Licensing Unit (ALU) on the HSE website should be used for work with Asbestos.
www.hse.gov.uk/asbestos/licensing
3.9 Corporate Property Advisor (CPA)
§ Ensure all appropriate actions within the Asbestos Management Plan are implemented at SCC premises
§ To complete an annual Asbestos Condition Survey on all SCC premises
§ To brief the premises responsible person and other relevant staff before any building work commences which may involve working with asbestos
§ Notify the premises responsible person and other relevant staff of any issues that may arise from regular inspections/surveys
§ To arrange for direct delivery of the updated asbestos report once annual asbestos condition survey is completed.
§ Liaise with approved contractor and premises responsible person regarding any actions from their survey and risk assessment actions
§ To highlight asbestos issues via ”Request for Landlords Consent” form process for projects managed by schools
§ Manage any suspected asbestos release incidents and notify to the Locality Manager, Locality Coordinator, Senior Manager and Risk and Quality Advisor.
§ To take control of emergencies
3.10 Risk and Quality Advisors
Property Managements Risk and Quality Advisor is responsible for
§ Providing advice to their directorate in reducing the risks associated with ACMs and advising on legal duties placed on SCCs staff when required.
3.11 Premises Responsible Person (PRP)
Responsible persons are identified in the Premises Service Level Agreement with Corporate Property. They are responsible for ensuring that they are familiar with the asbestos management plan and the asbestos located within their premises to enable them to carry out the duties below:
§ Delegate cover during their absence, planned and unplanned, to ensure that all responsibilities are met
§ Ensure relevant persons are adequately trained to perform their delegated responsibilities
§ Ensure that employees under their control are, where reasonably practicable, not exposed to significant risk to their health and safety due to exposure to ACMs.
§ Ensure that any persons working on the building fabric or Mechanical Electrical equipment (construction, repair, maintenance, contractors, DIY, staff, caretaker etc.) sign the Asbestos Site Signing In Log see Appendix 3
§ Ensure emergency procedures relating to ACMs are followed in case of incident see Appendices 1 and 2
§ Seek professional advice where there is concern that exposure to asbestos might present a risk to health
§ Ensure all records are maintained and kept in the Asbestos log book (red folder)
§ Inform the Corporate Property Advisor of any work to be completed in premises by using ”Request for Landlords Consent” form for self-managed works, and follow all statutory and local procedures for safe management of this work.
§ Ensure any removal of ACMs is authorised by Corporate Property.
§ Ensure all asbestos survey results or asbestos clearance information which they have is passed to their Corporate Property Advisor for incorporation into the register
§ Keep asbestos records for 60 years.
3.12 Corporate Property Locality Helpdesk
§ If advised of potential asbestos release will advise the premises to evacuate and isolate the area.
§ Will follow escalation route and emergency procedures (Appendix 1)
§ Will notify the relevant CPA.
3.13 Employees
§ Notify “Premises Responsible Person” (PRP) of any damage to suspected or known ACMs
§ Refer to and follow Emergency Plan in Appendix 1and 2
§ Ensure that they are in receipt of and aware of the procedures to follow when contractors are working on the premises.
3.14 Asbestos Advisory Group (AAG)
The AAG will meet quarterly to promote and maintain the highest possible health, safety and welfare arrangements for employees and all those affected by the undertaking of Suffolk County Council (SCC) primarily relating to asbestos risks. The group will ensure a consistent approach to managing asbestos and comply with changers to legislation. Including managing condition of asbestos containing materials, monitoring Key Performance Indicator’s (KPI) and annual Asbestos Condition Surveys and investigation incidents & issues.
The AAG will be chaired by the Risk & Quality Manager with membership including representatives from the Locality Managers, Locality Coordinators, CPA’s, Corporate Property Risk and Quality Advisors and Corporate Health & Safety Team.
4 What is asbestos?
Asbestos is the name used for a range of naturally occurring minerals. There are three main types of asbestos that were used commercially. Traditionally these have been referred to by colour however none of them can be properly identified just by the colour of the fibres. The equivalent scientific name is used,