HEALTH & SAFETY FIRE SAFETY
adult SERVICES DEPARTMENTAL PROCEDURE NO: / 16/14Fire Safety Management (Part 1 – Residential/Nursing Units)
DATE: / 1 December 2014
EFFECTIVE DATE: / 1 December 2014
CATEGORY: / Health and Safety
KEYWORDS: / Fire Safety
ISSUED BY: / David Vallender, Head of Premises, Safety & Risk
CONTACT: / David Vallender, 01962 847784 or SSHQCRDV
PROCEDURES CANCELLED OR AMENDED: / Cancel existing policy 19/11
REMARKS:
SIGNED: / Gill Duncan
DESIGNATION: / Director, Adult Services Department
YOU SHOULD ENSURE THAT:-
§ You read, understand and, where appropriate, act on this information
§ All people in your workplace who need to know see this procedure
§ This document is available in a place to which all staff members in your workplace have access
PURPOSE
To describe the Department’s requirements in relation to fire safety management in residential Units where there is sleeping accommodation for vulnerable adults.
SCOPE
The procedure describes the responsibilities managers have for ensuring the organisation of adequate fire safety management including risk assessment, fire precautions, evacuation and emergency planning by a competent person (see definitions).
POLICY
The Adult Services department intends to follow the Corporate policy and guidance relating to fire safety but will supplement them with local fire safety management plans and arrangements that take full account of the high dependency of their client group and sleeping accommodation needs.
REFERENCES TO LEGAL, CENTRAL GOVERNMENT AND OTHER EXTERNAL DOCUMENTS, INCLUDING RESEARCH
Regulatory Reform (Fire Safety) Order 2005 Health and Safety at Work etc. Act 1974 The Management of Health and Safety at Work Regulations 1999 Fire Safety Risk Assessment in Residential Care Premises, ISBN 9781851128181
HAMPSHIRE COUNTY COUNCIL AND ADULT SERVICES DEPARTMENT REFERENCES
HCC Corporate Fire Safety Manual http://www3.hants.gov.uk/propertyintranet/propertyshared-management/firemanual.htm
DEFINITIONS
RESPONSIBLE PERSON The person designated with the responsibility for complying with the fire safety arrangements in an organisation. This is usually the employer or owner but could also be interpreted as the person in charge at a local level.
RESPONSIBLE MANAGER The most senior HCC grade person based in the workplace. This person is responsible for establishing, managing and monitoring fire safety systems and records in the building or HCC parts of a multi- occupied building.
COMPETENT PERSON Someone with enough training and experience or knowledge and other qualities to be able to carry out any of the preventative or protective measures required, e.g. fire safety risk assessment, and implement them properly.
FIRE SAFETY RISK An organised and methodical look at premises, the activities carried ASSESSMENT out there and the likelihood that a fire could start and cause harm to those in and around the premises.
FIRE CO-ORDINATOR The person appointed by their manager to attend Hampshire Learning Centre’s IOSH FIRE RISK ASSESSMENT PRINCIPLES & PRACTICE training course and administer, on their behalf, the fire safety management system identified in the corporate fire policy.
FIRE MARSHAL The person who is designated, by virtue of seniority, to take charge of fire action following an alarm.
RESIDENTIAL In this context we mean any premises where 24 hour care, including sleeping overnight, takes place.
ROLES
Managers are responsible for implementing this procedure.
AUTHORITY TO VARY THE PROCEDURE
Director Adult Services
DVOO34MG (Proc 16/14 – 1 December 2014)
HEALTH & SAFETY FIRE SAFETY
CONTENTS
1 MANAGEMENT SUMMARY
2 INTRODUCTION
3 LEGAL REQUIREMENTS
4 FIRE SAFETY MANAGEMENT PLAN OVERVIEW
5 FIRE SAFETY RISK ASSESSMENT
6 FIRE EMERGENCY/EVACUATION PLANS
7 INFORMATION & TRAINING
8 FIRE SAFETY MANAGEMENT REVIEW
9 FIRE SAFETY RECORD KEEPING BOOK
10 EMPLOYEE RESPONSIBILITIES
11 MONITORING & REVISION
12 MANAGEMENT PERFORMANCE STANDARDS
Appendix A The Fire Coordinator role
Appendix B The Fire Marshal role
1 MANAGEMENT SUMMARY
1.1 It is a corporate requirement for every premises to have a fully completed electronic copy of the fire safety manual that can be found on Hantsnet using this link: http://www3.hants.gov.uk/propertyintranet/propertyshared-management/firemanual.htm
1.2 All premises should also keep a hard copy of their fire safety manual available for inspection containing these elements:
· a fire safety management plan
· a fire safety risk assessment
· a fire action notice
· a fire emergency/evacuation plan
· a record of staff fire training
· a fire safety management review
· a records book of all inspection and testing carried out
2 INTRODUCTION
2.1 Fire is an ever-present danger and complacency must never be allowed to develop amongst any staff groups.
2.2 HCC and Adult Services have already carried out an intensive programme of fire safety improvements in their buildings and have invested extensively in staff training programmes. That programme is still continuing with the aim of achieving the best possible standards.
2.3 As a result of the work already done the chances of a fire starting in our buildings is relatively low, assuming good practice is maintained, so the immediate effects should be contained. However, the affect of a fire happening could still be potentially catastrophic, particularly in our residential accommodation where people sleep overnight.
2.4 It is therefore essential that we have robust fire safety management arrangements and apply firm standards to fire prevention (including arson awareness), maintenance of fire fighting equipment and measures designed to limit the spread of smoke and flames, early detection and frequently checked response plans together with practice sessions.
2.5 These procedures explain the actions required and the performance standards expected of those managers who have a responsibility for making fire safety arrangements.
3 LEGAL REQUIREMENTS
3.1 Regulatory Reform (Fire Safety) Order 2005
The Order, commonly know as the Fire Safety Order, replaces all previous fire safety legislation. The fire and rescue service enforce this legislation as well as their traditional task of fire fighting. Responsibility for complying with the Order at a local level rests with the Responsible Person/Manager who has control of a premises, e.g. a Registered Manager.
4 FIRE SAFETY MANAGEMENT PLAN OVERVIEW
4.1 This consists of a short introduction setting out the essential information about the building, what it is used for, how many people use it, their ability to vacate the premises and follow instructions, who is responsible for bringing into effect the HCC fire safety policy, who is the Responsible Manager and who has been given the task of day to day fire safety management, e.g. the Fire Co-ordinator, and who the Fire Marshals are. Other important considerations to be recorded here are details of:
· fire prevention
· fire protection (compartments, doors, etc.)
· fire alarm systems
· smoke/heat detectors
· emergency lighting
· escape routes
· fire exits
· emergency signage
· fire extinguishers
· fire training programmes
· housekeeping
· arson prevention
· maintenance arrangements
5 FIRE SAFETY RISK ASSESSMENT
5.1 Fire safety risk assessments must be carried out by a competent person (see Definitions).
5.2 The assessment should demonstrate that, as far as is reasonable, the needs of all relevant people, including people with disabilities (in the context of the location/site), have been fully considered.
5.3 There are five steps needed to carry out a fire safety risk assessment:
(1) Identify fire hazards
· sources of ignition
· sources of fuel
· sources of flammable materials and accelerants, e.g. oxygen cylinders
(2) Identify people at risk
· people in the premises (including visitors, contractors)
· people around and adjoining the premises (neighbours)
· people especially at risk (due to disabilities, etc.)
(3) Evaluate, remove, reduce and protect from risk
· evaluate the risk of a fire occurring
· evaluate the risk to people from fire
· remove or reduce fire hazards
· remove or reduce the risks to people (e.g. by detection and warning, fire-fighting equipment, escape routes, emergency lighting, signs and notices, maintenance)
(4) Record, plan, inform, instruct and train
· record significant findings and action taken
· prepare an emergency plan
· inform and instruct relevant people
· co-operate and co-ordinate with others
· provide suitable training
(5) Monitor and review
· keep fire safety risk assessment under regular review
· revise where necessary
5.4 Further guidance on general risk assessment can be found in departmental procedure 21/06 whilst fire safety risk assessment can be found in more detail in the HM Government publication series at https://www.gov.uk/government/publications/fire-safety-risk-assessment-residential-care-premises
6 FIRE EMERGENCY/EVACUATION PLANS
6.1 In our residential/nursing care homes the probability of advance warning of a small, probably smouldering, fire is now very good. The smoke and heat detectors are very sensitive and will raise the alarm within seconds of the first puff of smoke or heat reaching them and fire panels are now addressable and will indicate the room of origin where the detector has been activated.
6.2 There is clearly a potential benefit for us if we confirm an alarm is genuine and avoid any unnecessary evacuation of our premises. However, we have vulnerable persons in our care and we cannot take any risks so the fire and rescue service should be called immediately whilst any checks are carried out with utmost care and forethought.
6.3 Arrangements for raising the alarm and calling the fire service must be carefully planned, recorded and communicated to staff. This should include making a second call to the fire service if an alarm is subsequently found to be false.
6.4 Action In Case Of Fire -
6.4.1 When the fire alarm sounds the Duty Manager (or that person acting as Fire Marshal) should go to the fire panel immediately along with all other members of staff. Those staff who may be involved in delivering personal care or attending to other service user needs should finish those tasks before making their own way to the fire panel (there may also be occasions when one staff member needs to stay with a resident due to circumstances).
6.4.2 Time is a critical factor in preventing the spread of smoke and fire or achieving a satisfactory evacuation but remember when staff do arrive at the fire panel they will still be acting within the first minute or so of detection occurring and others who follow will only be minutes later.
6.4.3 Any other method of response that has been determined and agreed as appropriate, must be fully documented and training/practice sessions must cover those arrangements in full.
6.4.4 The fire panel will indicate to the Fire Marshal exactly where the fire detector has been activated so the next steps should be:
· Fire Marshal will instruct one member of staff to call the fire service and say that the building is used for the residential/sleeping accommodation of vulnerable adults.
· Fire Marshal will then instruct two staff members to take a Walkie Talkie radio, plus a small fire (3 litre) AFFF extinguisher from beneath the fire panel, and search for signs of a fire at the designated place (room of origin) reporting back what they find.
· Fire Marshal should check for any staff members who have not reported to the fire panel and seek to discover why.
· The two staff sent to the room of origin will proceed carefully by checking the door temperature before entering and, if considered safe, attack any fire found with back-up from second staff member who can obtain further extinguishers nearby if necessary.
· If successful attacking a fire, staff can remove resident (if present) and the fire service will double-check room again upon arrival.
· If unsuccessful attacking a fire, remove the resident (if present) and retreat, close the door and begin progressive horizontal evacuation of rooms nearest to the room of origin/detection.
· Fire Marshal will instruct those staff who work in areas of the building not immediately close to the location being searched for fire to return to their duties and check their residents but remain on alert for further instructions.
· Fire Marshal will continue to monitor the situation until the Fire Service arrive and if possible send somebody to meet them.
6.5 Fire fighting –
6.5.1 The chances of successful fire fighting, in the vast majority of cases, outweigh the potential delay of beginning a full scale evacuation immediately. In addition, the safety of staff and residents is more likely to be assured by tackling a small fire rather than letting it grow unchecked and hoping that everyone can be evacuated safely in a difficult situation where there are many vulnerable adults with high dependency levels.
6.5.2 Appropriate training of staff, particularly in fire extinguisher use, is absolutely essential for this strategy to be successful. Fire fighting, using the fire extinguishers provided, is appropriate when the fire is small and there is adequate means of escape should the attempt fail. However, this should only ever be attempted by trained persons.
6.5.3 Staff are not expected to put themselves at risk but they are expected to follow any training they have been given and to obey the instructions of the Fire Marshal. Fire extinguishers are primarily for use to protect life and facilitate safe escape.
6.5.4 If it is obvious that the alarm activation was not from a fire, or has been caused by a small fire that has been safely tackled by a trained member of staff, then a decision can be made by the Fire Marshal to re-assess the need to take the evacuation any further and if HF&RS have already been called, to inform them what has happened.
6.6 Evacuation Plans -
6.6.1 The Fire Marshal assisted by the Fire Safety Co-ordinator, if present, must consider the evacuation needs of people in their area of control and use appropriate evacuation plans that encompass all eventualities, so far as possible, especially those relating to people with special needs, e.g. mobility impairments, dementia, etc.
6.6.2 Where swift evacuation of all persons involved is not possible, due to age or disability, a specific evacuation plan must be used based upon staff led progressive horizontal evacuation to safe areas and eventual evacuation to a place of safety outside the building.
6.6.3 Where there are people with special needs in our care, or for whom we have evacuation responsibilities, they must have a personal emergency evacuation plan (PEEP) that details the arrangements necessary for their safe evacuation from the building.
6.6.4 Fire Co-ordinators should be involved in the preparation and updating of PEEP’s and they must be available for all staff as reference material. (Remember some staff may need to have their own PEEP due to disabilities, e.g. deafness)