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Fire Safety Management Procedures

Index

Page
1. / Site and personnel identification
2. / Responsibilities
3. / General precautions
4. / Fire detection and alerting
5. / Means of escape
6. / Fire fighting equipment
7. / Evacuation procedures
8. / Security
9. / Fire records

Abbreviations

FRA Fire Risk Assessment

1. Site and Personnel Identification

Occupier:

Location:

Principal activities:

Principal risks:

Reference:

This fire safety plan outlines the responsibilities for the site . For detail regarding company arrangements and procedures please see ‘Fire Safety Plan: General Procedures’ held by the Fire Safety Manager.
Fire Safety Co-ordinator:

Name:

Fire Marshal:

Fire Marshal
Name:
Position:
Deputy Fire Marshal
Name:
Position:


2. Responsibilities

Fire Safety Manager

The Fire Safety Manager will:

·  Ensure that an adequate number of Fire Marshals and Deputy Fire Marshals are appointed as necessary.

·  Ensure that all Fire Marshals and Deputy Fire Marshals are given appropriate training, including refresher training as required.

·  Ensure a written Fire Safety Management Plan is created and maintained.

·  Ensure emergency evacuation procedures are in place for all locations.

Fire Marshal

The Fire Marshal for the site will:

·  Undertake monthly fire safety checks of the site.

·  Be responsible for calling both the Fire Brigade and Fire Safety Manager if a fire is discovered on the site.

·  Be the point-of-contact with any emergency services attending any fire incident.

·  Liaise with the Fire Brigade for familiarisation or training visits if required.

·  Deal with any suspicious parcels or packages or threatening telephone calls as may be received.


3. General Precautions

Housekeeping

Individuals will take reasonable steps to minimise the accumulation of combustible materials such as paper wastes.

The Fire Marshal[1] will maintain a constant vigilance for inappropriately stored materials.

Waste materials are removed from the building and disposed of at regular intervals, minimising build-up.

Burning of rubbish is not permitted on site (where open ground forms part of the site).

Electricity

Fixed wiring and portable appliance testing takes place as defined in the ‘Fire Safety Plan: General Procedures’ document.

Hot Work

Company policy requires that any hot work (cutting, braising, soldering, welding, etc.) which may be required is done under a controlled permit system.

Contractors are expected to provide their own permit system for hot works but where one is not present the company will require that its own system is adhered to.

Ensuring this is carried out is the responsibility of the individual engaging the contractors or undertaking the hot work.


Training

Fire Marshal Training will be arranged by the Fire Safety Manager as required and as detailed in the ‘Fire Safety Management Plan Part 1: General Procedures’.

Employees will be trained by their Fire Marshal in the basics of fire safety and the actions expected of them. This training will be recorded by the Fire Marshal.

Fire Risk Assessments

Fire risk assessments are undertaken as arranged by the Fire Safety Manager.

Smoking

Smoking is prohibited everywhere on the site except within designated areas.

Portable Heaters

Portable electric heaters may be used. If required, checks must be made that they are turned off when not in use and that they are not placed under desks, tables, or in any other location where they may pose an ignition risk.


4. Fire Detection and Alerting

General details

The site is equipped with a fire alarm system. This includes the provision of emergency ‘break glass’ manual call points.

Activation of the alarm sounds evacuation in all areas.

The alarm is maintained by an appropriate specialist company appointed by the Fire Safety Manager.

Servicing and maintenance

The Fire Marshal is responsible for undertaking the in-house routine checks and for monitoring that the regular external specialist service visits take place.

Daily

The Fire Marshal or Deputy will examine the fire alarm control panel daily to ensure it is reporting all-clear / no-fault. This check need not be recorded.

Weekly

The Fire Marshal will test the alarm by sounding it via one of the manual call points utilising the test key. A different call point will be utilised each week, with the tests taking place at a set time and when the building is occupied although ideally not when open to the public. This check must be recorded.

Quarterly and Annual Service Checks

The alarm system is examined every quarter by competent contractors, under the contracts agreed by the Fire Safety Manager, including an annual service.


5. Means of Escape

Lighting

Emergency lighting is present on company premises. Where present:

Each six months, the emergency lighting will be checked by a competent contractor to examine battery life.

After three years a test is made of all emergency lighting for the full duration of its battery life. After this initial three year period, this complete test shall be undertaken annually.

Exits

As emergency exits are often little used there is a risk they become swollen or otherwise blocked. It is therefore prudent to conduct a regular check of doors to ensure they remain operable.


6. Fire Fighting Equipment

Appropriate fire extinguishers are provided throughout the site.

All extinguishers are examined annually by a competent specialist appointed by the Fire Safety Manager.

7. Evacuation Procedures

Fire Drills

Fire drills should be undertaken annually (this may be changed if required as determined by the fire risk assessments). The Fire Marshal will arrange these drills and document them.

Fire Situations

In the event of a fire the individual discovering it must sound the alarm before any other actions. Upon hearing the alarm all individuals will evacuate and meet at the assembly point.

The Fire Marshal(s) or their deputy(ies) will make a sweep of the site if safe to do so ensuring that everyone has evacuated.

The Fire Marshal will then liaise with the attending Fire Brigade, reporting any concerns about missing people (if applicable) and giving details of the fire. The Fire Marshal will also report to the Fire Safety Manager (for remote sites).

If the fire is small the individual discovering it may extinguish it using a fire extinguisher and in this case the Fire Safety Manager should be notified of the event.


8. Security

Telephone Threats

The use of telephone threats has grown over recent years mainly because of the ability to cause wide-scale disruptions without the need for the risky operation of actually placing a device.

A copy of the Telephone Threat Checklist should be stored in the site office.

Telephone threats must be reported immediately to the police and Fire Safety Manager.

Treat all bomb threats seriously, always call the police rather than assume it is a hoax.

The need to evacuate will be advised by the police unless the threat is imminent, in which case evacuation shall be immediate, however, if in doubt evacuate.

Post Handling Procedure

It is important to remember that items intended to cause harm via the post must be packaged well enough to withstand the rigours of the postal system therefore they are likely to be robust and not prone to easy activation.

Any package which may be received and is suspicious (see advice below) is not opened and is placed to one side. The Fire Marshal or person opening the package will then contact the police followed by the Fire Safety Manager.

Post must never be opened with any metallic object such as a knife or metal letter opener. (With exceptions such as cutting string or tape where both sides of the item to be cut are visible and it is clearly non-metallic).

Recognising a suspicious parcel

Some characteristics of suspicious packages and letters include the following (these are to be used as indications only):

·  Excessive postage

·  Handwritten or poorly typed addresses

·  Incorrect titles or title, but no name

·  Misspellings of common words

·  Oily stains, discolorations or odour

·  No return address

·  Excessive weight or a lopsided or uneven envelope

·  Protruding wires or aluminium foil

·  Excessive security material such as masking tape, string, etc.

·  Visual distractions

·  Ticking sound

·  Shows a postmark that does not match the return address

Due to the nature of this risk, employees opening post are informed and trained in the identification of items to be aware of and then use their own judgement regarding the risk level offered by an individual item.

Powders

In recent times the use of a powdered substance as a form of attack has come to the fore. Some basic steps to follow in this eventuality are:

1.  If you open an envelope or package and discover a powdered substance do not shake it or empty the contents out. Close windows and turn off anything that would further circulate air such as fans.

2.  Place the envelope or package in a plastic bag or some other type of container if one is to hand to prevent leakage of contents.

3.  If you do not have a container, cover the envelope or package with anything to confine it as much as possible (e.g., clothing, paper, waste bin, etc.) and do not remove this cover.

4.  Leave the room and close the door or section off the area to prevent others from entering (i.e. keep others away).

5.  Wash your hands with soap and water to prevent the possibility of spreading contamination to your face.

6.  Minimising contact with others find an empty office or meeting room with a telephone.

7.  Use the phone to report the incident.

8.  Remain in this room until instructed to leave.

General comments

Although metal tools should not be used to open parcels and packages it is advisable for a plastic or wooden letter opener to be used. It is common for razor blades to be inserted in the glued flap of an envelope causing injuries when running a finger or finger nail under the flap to open it.

The risks from powdered substances are very low and in most cases they are hoaxes. For Anthrax to be an inhaled risk it must be aerosolised into very small particles which is difficult to do and requires a great deal of technical skill and special equipment. If these small particles are inhaled, life-threatening lung infection can occur but prompt recognition and treatment are effective.


9. Fire Records

This plan, including instructions and records, will be made available to any Fire Authority or Health and Safety Executive inspector.

Also associated with this document but not held within it are:

·  Staff training records

·  Fire risk assessments

·  Layout plans / drawings

·  Annual fire extinguisher service reports

Records held locally are:

·  Weekly alarm activation record (where alarm is present)

·  Monthly extinguisher checks and fire safety inspection record

·  Contractor fire alarm service records

·  Emergency lighting – monthly, quaterly and annual inspections (where present)

·  Fire drill records (warehouse and offices)

·  Telephone threat checklist

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[1] Fire Marshal duties may be delegated to a deputy providing the Fire Marshal for the site oversees the work and ensures all the required checks take place.