Future Directions CIC has a responsibility to provide adequate fire safety arrangements to ensure that:

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1 1. Purpose Future Directions CIC has a responsibility to provide adequate fire safety arrangements to ensure that: All statutory requirements in respect of fire safety are met (including The Regulatory Reform [Fire Safety] Order 2005, The Health and Safety at Work Act etc 1974) and Building Regulations 2000 (Fire Safety); A programme for improving and maintaining fire precautions is in place; Guidance on fire safety advice from relevant guidance documents is implemented; All practicable fire prevention measures are taken, plans to deal with outbreaks of fire and the emergency evacuation of service users, visitors and staff are in place; Staff receive fire safety training on an annual basis. Future Directions CIC has responsibility for the safety of its employees and for that of any person lawfully on the premises, or in the immediate vicinity of the premises and at risk from a fire on the premises. It will do all that is practicable to fulfil these responsibilities. Suggestions for improving fire safety performance are welcomed and should be sent to the Fire Safety Advisor in Facilities at any time. 2. Responsibilities All employees have responsibilities regarding fire safety Board of Directors Responsibility The Board has overall accountability for the activities of the organisation. The Board should ensure they have appropriate assurance that the requirements of current fire legislation are met and, where appropriate, that the objectives are met. Responsibility Ultimate responsibility for fire safety within Future Directions CIC. Actions Ensures, so far as is reasonably practicable, that there are adequate resources to meet the fire safety requirements. 1

2 Responsible for the appointment of a Nominated Director at Board level. Responsible for the appointment and monitoring of a Fire Safety Manager. Ensure with the Director that agreed programmes of investment in fire precautions are properly accounted for in Future Directions CIC s Annual Capital Programme and Financial Plans. Ensures an existing member of staff is appointed as Fire Safety Manager ensuring that this person carries out the duties of the post effectively Nominated Director s Responsibility Responsibility Has overall responsibility for fire safety. Responsible for ensuring Board of Directors is provided with advice and guidance to allow them to fulfil their statutory responsibilities. Reviewing. With the assistance of the Fire Safety Adviser, present an annual report to the Future Directions CIC Board informing them of the current state of fire safety. Responsible for ensuring that arrangements exist for suitable and sufficient staff training in fire safety. Responsible for ensuring arrangements exist for the day to day upkeep of fire safety in each premise. Ensures that Fire Action Procedures are prepared for each workplace. Receiving reports for all fire incidents from Future Directions CIC Fire Safety Adviser. With the assistance of the Fire Safety Advisor shall monitor, analyse and investigate fire calls. Actions Ensures that statutory requirements are met and to ensure that the appropriate guidance is implemented. Ensures appointment of a Fire Safety Adviser. Checks that a Fire Safety Policy is in place and emergency plans are prepared across Future Directions CIC. Ensures is reviewed at least annually. Ensures that a report is drawn up and presented to the Board each year. Ensures that a programme of training is in place and that attendance is recorded centrally and in the workplace. Ensures Directors/Managers have systems in place to meet the requirements of the fire safety policy including implementation of guidance in Fire Prevention Advice Notes. Checks that Fire Action Procedures are prepared in each workplace. Ensures the procedures are reviewed at least annually. Ensures that Fire Reports are forwarded to managers. Ensures that any necessary action is taken in relation to lessons to be learned (via Future Directions CIC Governance Meeting). Ensures that all fire signals are thoroughly investigated and that action plans are compiled with. 2

3 2.3. Fire Safety Adviser s Responsibilities Responsibility Responsible for ensuring an agreed programme for maintaining fire precautions is prepared. To provide advice on the interpretation and application of legislation and other official guidance on fire safety. Carrying out fire safety inspections and fire risk assessments with Department/ Team Managers and Fire Wardens. Prepare and deliver fire training programme for all staff. Advising on any remedial action from Fire Drills. Ensuring liaison with the Fire and Rescue Service on fire safety. Liaison with local Building Control. Provide fire prevention advice. Provide advice on the contents of Fire Action Procedures. Keeping records of all fire alarm incidents and provide information on action to prevent recurrence. Actions Ensures the preparation of a programme to maintain and improve fire precautions. Ensures that management are advised of the action necessary to comply with fire safety legislation. Checks that official guidance is applied to all Future Directions CIC premises and is included in schemes for new buildings or changes to existing buildings. Prepares Fire Safety Advice Notes on specific aspects of fire risk (see Section 5 Fire Safety Advice Notes). (This advice is for all staff, page 18). Arranges a programme of fire safety inspections of premises and reports on necessary improvements to Directors/Managers. Carries out fire risk assessments, updates existing records and reports on any action necessary to eliminate or manage fire risk and put in place all practicable fire prevention measures. To assist Department/Team Managers in the assessment of local risks. Ensures fire training programmes are prepared, delivered and reviewed on a regular basis. Keep the Fire Safety Manager informed of attendance targets. Ensures that a programme of fire drills is arranged. Evaluates response and reports to Directors/Managers on any remedial action necessary. This drill must be undertaken a minimum of once a year. Arranges quarterly meetings with local Fire Safety Officers to discuss fire safety in Future Directions CIC. Ensures liaison with Housing Associations and local Building Control in the specification of fire precautions in new and existing premises. Will provide advice on measures to prevent the outbreak of fire. Provides advice on draft outline fire procedures and advice on completion. Investigates and keeps records of all fire alarm incidents and produces quarterly reports. Reports on all fires to the Nominated Director. 3

4 Responsibility Keeping records of those attending fire training. Reviewing. Liaison with Contractors. Actions Ensures that details of those attending, including course contents are recorded on a central data base and also in the workplace. Checks that 6 monthly attendance figures are produced to assist the Directors/Managers in attaining targets. Ensures is reviewed annually. Ensure Contractors follow Policy and Procedures (where applicable). Ensuring liaison with Landlords and service users (where appropriate) Operations Managers Responsibilities Responsibility Management of fire safety in their areas of responsibility. Responsible for actioning inspection reports. Actions Ensures that all staff attend Fire Safety Training annually. Ensures is implemented in their areas of responsibility. Ensures that guidance in Fire Safety Advice Notes is implemented. Ensures the necessary actions are taken on the receipt of all routine and specific Fire Inspection Reports Department/Operational Network Manager and/or Team Manager s Responsibilities Responsibility Responsible for ensuring a local Fire Action Procedure (including Personal Emergency Evacuation Plans). is in place for the department or home Responsible for ensuring Fire Wardens are appointed. Actions Ensures liaison with Fire Safety Advisor in preparation of Fire Action Procedure and Personal Emergency Evacuation Plans. Ensures all staff are aware of the contents of the procedure. Arranges for Fire Action Procedure to be updated if any changes occur in the department or home for review on an annual basis. Ensures that sufficient Fire Wardens are appointed, and that they carry out their duties effectively. 4

5 Making arrangements for staff to attend fire training. To identify fire risk areas. If appropriate (9 + Risk) escalate fire risk for the attention of the Board of Directors. Maintaining appropriate Fire Action Procedure. Arrange for the implementation of Fire Safety Advice Notes and the carrying out of fire checks. Arranging Fire Drills Arranges for all staff to receive fire training on the Induction Course and receive annual training. Keeps a record of this training for each member of staff within the department/home. Arrange for all staff to undertake fire safety departmental induction on the first day in their workplace. A Departmental Induction Checklist (Appendix D) must be completed and retained in the Fire Log Book. Records of all fire training must be retained centrally (Admin. Team at Marle House) and in the workplace in the Fire Log Book. To undertake a risk assessment in conjunction with the Fire Safety Adviser and Fire Warden. Identify all fire risks. Reporting risk areas as appropriate for the attention of Director of Operations via the Board of Directors. Prepares and publicises within the department/home an up to date Fire Action Procedure (see Appendix B). Implements guidance in Fire Safety Advice Notes (see page 18). Ensures that fire safety arrangements in the department/home are physically checked as appropriate. (see Fire Inspection List at Appendix C). Keeps records of the fire safety checks carried out and actions to remedy defects. Takes steps to minimise false alarm fire signals. Ensures that a programme of fire drills is arranged and a drill takes place at least once a year Fire Warden s Responsibilities Responsibility Assist the Department Managers in Fire Safety Management. Arranging Fire Drills Actions Will assist the Department Managers in day to day fire safety matters. Will carry out appropriate fire checks taking any remedial action and record results. Will assist in induction training of all new staff on their first day as detailed in Fire Safety Departmental Induction Checklist (Appendix D). Will assist in the identification of risk areas and report any known risks to the Departmental Manager. Ensures that a programme of fire drills is arranged and a drill takes place at least once a year. 5

6 2.7. Individual Employee Responsibilities Responsibility To know and follow the Fire Action Procedure if fire breaks out. To know the fire hazards involved in their working environment. To practice and promote fire prevention in their working area. To attend fire training annually. To report all suspected and confirmed fires. Actions Read and Fire Action Procedure. Raise alarm in event of fire and comply with responsibilities. Receive fire training annually. Read Fire Action Procedures. Follow safety procedures and implement advice in the Fire Advice Notes. Receive fire training session annually which should be recorded centrally at Marle House and in the workplace. The person discovering the fire must report this on a PRISM or paper based report as appropriate.(see Appendix E). 3. Policy Statement Future Directions CIC recognises and accepts its responsibilities relating to fire safety as set out in The Regulatory Reform [Fire Safety] Order 2005, the Health and Safety at Work, Etc, 1974 Act and is committed to ensuring that all statutory requirements are met in premises owned or occupied by Future Directions CIC. Future Directions CIC will take all reasonable steps to meet its fire safety responsibilities for employees and any other person lawfully on the premises or in the immediate vicinity of the premises and at risk from a fire on the premises. Future Directions CIC will seek to continuously improve fire safety performances. 4. Competent Persons Providing Fire Safety Assistance Future Directions CIC has a Fire Safety Adviser available to give assistance or advice on fire safety. 5. Fire Safety Advice Notes The Fire Safety Adviser is responsible for providing advice to Department Managers and all staff, to put into place measures that will reduce the risk of fire. The advice will be in the form of Fire Safety Advice Notes and the notes currently in force are:- Fire Safety Advice Note 1 - Prevention and Control of Arson Fire Safety Advice Note 2 - Good Housekeeping Fire Safety Advice Note 3 Managing the Risk of Fire from Smoking Fire Safety Advice Note 4 - Fire Safety in Community Homes 6

7 Fire Safety Advice Note 5 - Fire Safety during Oxygen Therapy Fire Safety Advice Note 6 - Christmas Trees and Decorations Fire Safety Advice Note 7 Risk of overheating and fire in electrical equipment including computers and their monitors Fire Safety Advice Note 8 - Fire Drills Fire Safety Advice Note 9 - Fire Fighting Equipment Fire Safety Advice Note 10 - Fire Risk Associated with Furniture, Furnishings, Bed Assemblies and Apparel Copies of these advice notes are attached (Appendix A). Other advice notes will be issued as necessary and they should be kept in this section of the Fire Policy. Directors and Managers are responsible for ensuring that the guidance in the Fire Safety Advice Notes is implemented in all areas for which they are responsible. 7

8 Appendix A FIRE SAFETY ADVICE NOTE 1 PREVENTION AND CONTROL OF ARSON Measures to reduce the risks of fires from arson are part of Future Directions CIC overall Fire Safety Policy. Arson associated with mental ill health is a relatively frequent occurrence and staff supporting service users should be aware of the risk. Acts of arson may be motivated by revenge or grievance, to conceal fraud, for economic, political reasons or in association with another crime such as theft or vandalism. In all cases the importance of good housekeeping to reduce the risk of arson by minimising the easy opportunity should be recognised. Managers should ensure that the advice in Fire Safety Advice Note 2 Good Housekeeping is put into force. The security of premises plays a large part in the prevention of arson. Patrols by security personnel, intruder alarms and surveillance cameras will all help deter intruders but measures should also be taken in each service area to ensure that: - Unauthorised persons are kept out. - Unauthorised persons are quickly detected and challenged. A well briefed workforce alert to the risk is part of an effective defence against arson and all staff should attend fire training where they will receive appropriate instruction. The fire alarm and detection systems in place will give an early alarm of fire. Fire fighting equipment is available to enable staff to mount an early attack on any outbreak of fire, but only if safe to do so. All staff should be familiar with the type and use of the fire extinguishers in their place of work. 8

9 FIRE SAFETY ADVICE NOTE 2 GOOD HOUSEKEEPING Attention to good housekeeping practices can reduce the risk of fire by limiting the easy opportunity for the arsonist and by controlling the materials or equipment most likely to be involved in other outbreaks. Particular practices which should be followed are: Keep corridors, staircases and circulation areas clear of combustible material and limit storage to designated rooms such as disposal rooms and storage rooms. Keep combustible goods in designated stores and keep in an orderly manner. Keep store rooms locked and disposal room doors shut when the rooms are not in use. Inform managers of any combustibles being stored on corridors or staircase enclosures. Have waste materials cleared regularly and check to ensure that waste is not accumulating in out of sight area such as basements, dead end corridors and lift wells. Ensure workplaces are checked for accumulations of grease, fluff or other easily ignited materials. Use electrical equipment safely and check regularly for signs of frayed or damaged leads. Develop a clear procedure for reporting defects. Avoid the use of electrical adapters and prohibit unauthorised repairs to electrical equipment. Do not allow any items to be placed on heaters. All electrical equipment must be checked first by a competent electrical contractor every 12 months. N.B. HSE guidance says this element can be risk assessed with no fixed time for this work. Avoid the use of highly flammable liquids or implement strict protocols to eliminate the risk of fire from the use of such materials. Institute a fire safety check when staff leave a place of work to ensure that electrical equipment is safe, kitchen appliances are switched off and the area is secure with all fire doors shut. 9

10 FIRE SAFETY ADVICE NOTE 3 MANAGING THE RISK OF FIRE FROM SMOKING A major cause of fire is the careless use and disposal of matches and smokers materials. The Health Act 2006) requires that public places and areas of work be smoke free. However, there are some exemptions in the case of premises where persons have his or her home, and it may extend to Care Homes, Hospitals and Prisons. The strategic intent is wherever possible to undertake a stepped approach to reduce levels of smoking by service users. Staff are no longer allowed to smoke on work premises. No smoking signs should be clearly displayed (where appropriate) throughout no smoking areas including toilets and any waiting areas. External designated smoking areas are provided in service user areas for the use of service users only. Staff should ensure that service users who wish to smoke are advised of the location of these areas. Staff caring for service users with learning disability/mental illness should be aware that smokers in these groups may present a particularly high risk of causing fire by: Carelessly or deliberately discarding smoking materials. Concealment of smoking materials on their person for illicit use outside supervised areas and times. Using available electrical components within their control to ignite cigarettes. Falling asleep whilst smoking. 10

11 FIRE SAFETY ADVICE NOTE 4 FIRE SAFETY IN COMMUNITY HOMES All staff in Future Directions CIC Community Homes have a duty to make themselves familiar with the fire safety arrangements in the residence and to comply with fire safety instructions. All staff are expected to take precautions to reduce the risk of fire and to prevent any outbreaks. In particular the safe use of electrical equipment, the avoidance of waste, laundry and storage on corridors, vigilance against arson. Staff should be aware of the routine to follow in case of fire, be familiar with the evacuation routes from the residence and the location of the assembly point. They should also be aware of the location of fire alarm call points (where available), fire fighting equipment and know how to use fire extinguishers. Fire doors should be kept shut, including those to kitchens. This will help to ensure the safety of service users and will also reduce the risk of false alarms due to cooking fumes entering corridors protected by smoke detectors. Staff and service users must not overload the electrical systems by using adapters either in rooms or connected to corridor sockets and led into rooms. The following equipment should not be kept or used in bedrooms unless there has been a risk assessment and multi disciplinary discussion and agreement with the service users and approval from the Operational Network Manager. - Cookers - Additional Heaters - Microwave Ovens - Refrigerators - Toasters - Irons - Sunbeds - Kettles Furniture should comply with current fire safety standards. Such items include upholstered furniture, scatter cushions, pouffes, pillows and mattresses (see Advice Note 10). The burning of candles or aromatherapy oil should only be allowed following a risk assessment and approval from the Operational Network Manager. 11

12 FIRE SAFETY ADVICE NOTE 5 FIRE SAFETY DURING OXYGEN THERAPY Oxygen and medical gases if not used in a safe way can result in a serious fire hazard with extreme results. Oxygen cylinders are coloured black with white shoulders and come in a variety of sizes. Smaller CD sized cylinders are fully cream in colour. Hazards Oxygen is a non flammable gas, but it supports and encourages combustion in most materials and must never be used or stored near any heat source or flammable substances. Combustible materials are more easily ignited in an oxygen enriched atmosphere and burn much more rapidly with near explosive violence. These include materials such as clothing, bed linen and plastic articles, alcohols, acetone, certain disinfectants, skin preparations, hair oils, nail varnishes and oil based lubricants to name but a few. When oxygen is in use, clothing, bed linen, children s toys can become saturated with oxygen or nitrous oxide and constitute a very high fire risk. Other items must not be hung or draped over the cylinder. The occurrence of a fire requires the presence of combustible or flammable materials, an atmosphere containing oxygen, nitrous oxide or other oxidising agent and a source of ignition. Combustible materials may be unavoidably present when medical gases are being used but ignition sources are avoidable. Full or empty cylinders should be labelled as such or segregated from each other. Oxygen cylinders must be stored in an upright position. Any full or spare cylinders must be stored in a suitable area and secured. Ignition Sources Open flames, burning tobacco, sparks which may also be produced by some children s toys, high frequency short waves, laser equipment, hair dryers, arcing, excessive temperatures in electrical equipment and even the discharge of a cardiac defibrillator. Electrical equipment not designed for use in oxygen enriched atmospheres and some non electric equipment or materials may also be a source of ignition, i.e. a static electrical discharge, which may be created by friction. Oxygen equipment must not have grease or oil applied to cylinders valves or outlets. Oils and grease are liable to spontaneous ignition. 12

13 Oxygen Therapy Precautions Before use of oxygen a risk assessment will be undertaken (See Risk Management Procedure). Advice must also be sought from Future Directions CIC s Fire Adviser. Fire Plan Use of oxygen must also be included within the Fire Plan. If the building has to be evacuated the Emergency Services must be notified that there is oxygen on the premises and where it is located. Signage must indicate OXYGEN IN USE, NO SMOKING, NO NAKED FLAMES. In addition, the sign should contain the approved graphic symbols for HAZARD and NO SMOKING. Oxygen canopies and tents must be labelled, advising that oxygen is in use and safety precaution relating to its use should be observed. Labels should be attached to the fabric of the canopy/tent in a position to be seen by the service user, and on the exterior in a position to be seen easily by the staff and visitors. Consideration should be given for signs in languages other than English. 13

14 FIRE SAFETY ADVICE NOTE 6 CHRISTMAS TREES AND DECORATIONS Christmas brings additional risks of fire and the following guidance should be followed: Christmas Trees Only artificial flame retardant Christmas trees are to be used within Future Directions CIC premises. It is essential that written proof of fire retardance be obtained from the suppliers. Christmas Tree Lights All sets of Christmas tree lights must comply with Electrical Equipment Safety Regulations 1994 and British Standard BSEN 60598/2/20. The light sets must also display a CE mark (European Standard). Must be low voltage supplied by a safety isolating transformer. Light sets must be tested annually by a competent Electrician. Christmas Decorations Only decorations which are inherently flame retardant must be used. These are usually made from tin foil. (Paper, cotton wood, plastic and other combustible materials are not acceptable). This also applies to Christmas tree decorations. General Conditions It is important that the proposed location of both Christmas trees and decorations is given careful consideration. Trees must not be positioned on exit routes. If you require any further advice, please contact Fire Safety Adviser 14

15 FIRE SAFETY ADVICE NOTE 7 RISK OF OVERHEATING AND FIRE IN ELECTRICAL EQUIPMENT INCLUDING COMPUTERS AND THEIR MONITORS Background The manufacturer of all work place equipment must design safety into new equipment and issue clear instruction on the safe use. Electrical equipment will produce heat when switched on and is therefore often provided with safety features to control problems of overheating. These are commonly fans or vents. The manufacturer s instructions clearly state that ventilation vents MUST NOT be covered or compromised in any way. Throughout Future Directions CIC, many items of electrical equipment are in use for long periods. These include computers and monitors. Following fire safety checks it has been highlighted that many of these items are having the ventilation vents covered or compromised by items of clothing, paper, files etc. placed on or too close to the equipment. The result of this misuse significantly increases the risk of fire due to the build up of heat. Action Ensure that vents on all electrical equipment are not covered thus preventing air flow. Do not place clothing, paper files etc. on top of computer processing units and display screens. Electrical equipment brought into Future Directions CIC (excluding new equipment) must be PAT tested and checked by an Approved Contractor before being put into use. PAT testing should be undertaken at the recommended approved frequencies. Your action could make your work place a safer place. 15

16 FIRE SAFETY ADVICE NOTE 8 FIRE DRILLS Future Directions CIC has developed a policy to ensure compliance with fire drills throughout the company. This advice note is divided into the following sections:- 1. Requirements for all premises. 2. Recording of training and instruction. 3. Joint fire drill with the Fire Service. NB: Normally, advance warning should be given of the fire drill, as the main purpose of having the drill is to ensure that all persons are familiar with the correct procedure to be followed. Every opportunity should be taken to learn lessons from any fire drill and to reinforce staff training where appropriate. In all cases, the proper care of service users, staff and visitors will be the paramount consideration. 1. REQUIREMENTS FOR ALL BUILDINGS The Fire Safety Order 2005, and the supporting guidance, informs the responsible person that fire evacuation drills should be carried out at least once, and preferably twice a year simulating conditions in which one or more escape routes from the building is obstructed. During these drills, the fire alarm should be activated by a member of staff who is told of the supposed outbreak and, thereafter, the fire routine should be rehearsed as fully as circumstances allow. 2. TRAINING AND INSTRUCTION The training and instruction given should be recorded in the premise Fire Log Book and be available for inspection. The following should be included in the records: Date of evacuation drill Date and Time Person observing and recording the drill Nature of drill Location 3. JOINT FIRE DRILLS WITH THE FIRE SERVICE The Fire Service should be requested to take part in some of the fire drills. 16

17 Arrangements should be made in advance with the Manager/Fire Service, where the fire drill is to take place and to plan the following: Location of fire drill, date and time Staff to be involved Equipment required Events to take place Fire Service role Fire Team s role Observers Debrief 17

18 FIRE SAFETY ADVICE NOTE 9 FIRE FIGHTING EQUIPMENT All premises should be provided with a means of fighting fire which are for use by persons in the building in the event of fire in deciding the appropriate extinguisher considerations should be given to the nature of the materials likely to be found there. There are commonly four types of fire extinguishers which can be found in Future Directions CIC (and some in Community Homes). These are Water, Foam or AFFF (Aqueous Film Forming Foam) CO 2 (Carbon Dioxide) and Dry Powder, along with fire blankets. Information on the Class of fire that they are suitable to to be used on, is on the body of all extinguishers. Fires are classified as follows: Class A Fires Class B Fires Class F Fires Fires involving solid materials, usually of an organic nature, in which combustion normally takes place with the forming of glowing embers. Fires involving liquids or liquefiable solids Fires involving deep fat fryers. Staff should be aware of the siting of the extinguishers, know their correct method of operation and also know which equipment is appropriate for a particular fire. Type of extinguishers for class of fire Class A Fires Water, Foam/AFFF Class B Fires Foam/AFFF, Dry Powder Class F Fires - Fire blankets, Foam/AFFF, Dry Powder Electrical fires Dry Powder, Carbon Dioxide If you require any further advice, please contact Fire Safety Advisor 18

19 FIRE SAFETY ADVICE NOTE 10 FIRE RISKS ASSOCIATED WITH FURNITURE, FURNISHING, BED ASSEMBLIES AND APPAREL INTRODUCTION This policy gives guidance on the purchase/supply of furniture, furnishings, bed assemblies and apparel including items donated by voluntary groups, relatives etc. Further information, if required, is available from the Fire Safety Advisor. DONATIONS It is acknowledged that items of furniture are often donated by relatives, members of the public, voluntary organisations, etc. In many instances, the covering materials do not conform to the standards required. In order to ensure safety, prospective donors wishing to make purchases on Future Directions CIC s behalf should be advised by Future Directions CIC s Fire Safety Advisor to the standards acceptable and purchases should be made accordingly. Advice to this effect should be incorporated in Service Users Information Booklets. ADVICE The Fire Safety Adviser provides advice on the specifications of fire retardant materials to be used and on the interpretation of related Health Circulars and other guidance. ADVICE TO STAFF REGARDING DONATIONS All staff should be aware of the fire risks associated with the use of furniture, furnishings, bed assemblies and apparel. Staff who are offered such items for use in Future Directions CIC premises should discuss the matter with their manager who will seek the advice of the Fire Safety Adviser if necessary, before allowing the items to be used. ADVICE TO VOLUNTARY ORGANISATIONS Department of Health Guidelines on fire risks associated with furniture, furnishings, bed assemblies and apparel set out stringent criteria for the use of certain items. Because it is necessary to comply with such guidelines, voluntary organisations must consult the Director of Operations before purchasing any item to make sure it will not be rejected because it constitutes a fire risk. The Director of Operations should seek the advice of the Fire Safety Adviser. This simple procedure is in the interest of safety of all service users and staff. 19

20 Appendix B FIRE ACTION PROCEDURE It is essential that in the event of a fire all staff and others who may be involved are fully conversant with the Fire Action Procedure within their place of work. Every premise must have a written Fire Action and Evacuation Procedure, which must be prominently displayed for everyone to see. The Fire and Action Evacuation Procedure must include: The actions to take if a fire is suspected or discovered. The actions to take on hearing the fire alarm. The evacuation procedure in the event of a fire. 20

21 FIRE ACTION NOTICE IF YOU DISCOVER A FIRE:- 1. Raise the alarm 2. Remove person(s) from the vicinity of the fire 3. Close the door of the room on fire 4. Call the Fire Service by dialling Attack the fire ( if safe to do so ) using the equipment provided 6. Evacuate all service users visitors and staff to the assembly point 7. Notify on call manager IF YOU HEAR THE ALARM:- 1. Check for fire in the room of origin 2. Remove any service user from danger and close the door 3. Evacuate all service users visitors and staff to the assembly point 4. Call the Fire Service NB: DO NOT RE-ENTER THE BUILDING UNTIL TOLD THAT IT IS SAFE TO DO SO BY THE FIRE OFFICER IN CHARGE. FIRE EVACUATION ASSEMBLY POINT These designated areas should be isolated from the fire areas and will need to be outside in a suitable area, but if possible should be situated where the service users, staff and visitors will be warm and dry and where nursing care can be given until arrangements have been made for the service users to be re-accommodated in other homes. RESPONSIBILITIES The Senior Person or key holder on duty in the premises must ensure the fire alarm is operated for all fire incidents, and will take charge of the evacuation of service users, staff and visitors as required, until more senior person takes over. It is essential that the Fire Action Procedure and Personal Emergency Evacuation Procedures are instigated for all fire incidents. MANAGER ATTENDANCE If there is a serious fire where staff or service users are injured, or which requires service users to be re-housed, then:- During Office Hours The Local On Call Manager, Operational Network Manager or Operations Manager must attend the incident. The Director of Operations will be advised who will in turn 21

22 inform the Board of Directors and Commissioner (see Incident Reporting Procedure). Out of Hours Both the Local and the Senior On Call Manager must be informed and both levels of managers will attend. The Senior On Call Manager will inform the Board of Directors member On Call as appropriate. 22

23 Appendix C FIRE WARDEN Fire Warden s Individual Duties and Responsibilities It shall be the responsibility of the Fire Warden to carry out all fire safety checks as indicated in the Fire Log Book, to record the finding and to inform the Team Manager of any actions required. If the Fire Warden wishes to be relieved of the duties of Fire Warden, the form (Appendix F) must be completed in full and indicate the name of the new Fire Warden. The form should be ed to the Fire Safety Adviser. The Fire Safety Adviser will arrange training for the new person. INSPECTION LIST 1. Means of Escape Checks should be made on a weekly basis to ensure that: All doors forming means of escape from the premised are easily opened. All means of escape routes, including staircases and corridors are free from obstruction. All self closing devices are effective. The fire resistance of walls, windows and doors is maintained. 2. Fire Extinguishers All fire fighting equipment shall be checked on a weekly basis to ensure that they are not obstructed and are readily available for use. 3. Emergency Lighting/Hand Lamps The emergency hand lamps shall be checked monthly to ensure correct functioning, change batteries as required and replace when defective. 4. Domestic Smoke Alarms Should be tested weekly (by Fire Wardens). 5. Fire doors held open and released on the activation of the Fire Alarm System should be tested weekly. 6. Fire Drills and Training All employees must receive training at least once in a 12 months period. The name of the person receiving the training and the date must be recorded in the Fire Log Book. 7. Notification of Change of Fire Warden/Deputy Notification of changes to the Fire Warden must be made to the Fire Safety 23

24 Adviser using the form at the back of the Fire Log Book. 8. Fire Risk Assessments The Fire Warden may assist the Fire Safety Adviser in carrying out a two yearly fire risk assessment for their area. 9. Induction Form The Fire Warden will ensure a Fire Induction is carried out and recorded. This form is to be completed for all new starters and should be carried out on the persons first day in the workplace, see Fire Safety Departmental Induction (Appendix D). (The completed form should be kept in the Department Fire Log Book) All checks should be recorded into the Fire Log Book. 24

25 Appendix D FIRE SAFETY DEPARTMENTAL INDUCTION Please write clearly, in black ink, initial amendment and do not use tippex DATE: TIME: DURATION: Topics Covered ( ) To Confirm Raising the alarm Location of fire alarm call points Closing doors/windows Movement of services users Evacuation of building Location of assembly point Location of fire fighting equipment made available Emergency Plan Use of specialist emergency evacuation equipment (as appropriate) Any specialist risks NAME OF NEW STARTER WORK ADDRESS JOB TITLE NAME/POSITION OF STAFF MEMBER DOING THE INDUCTION PRINT NAME SIGNATURE OF BOTH PARTIES This must be retained in the Fire Log Book 25

26 Appendix E Fire Incident Fire Safety Manager Fire Safety Adviser PRISM Incident Database REPORTING FLOWCHART Regular Inspection Central Risk Register Actions to reduce/manage fire risk Risks rated 9 or more Annual Inspection? /?? Board of Directors Nominated Director Manager Designated Person Ward/Home/ Department Manager Matters of Concern Fire Safety Manager Actual fires must be reported ASAP by telephone/ Reporting individual/fire Response Team Member using PRISM Form (To be completed for both fires and false alarms) FIRE INCIDENT Weekly Inspection Fire Warden Individually reported Fire Risks Department Inspection Health and Safety Committee Annual Inspections/Raise Certificate of Compliance Fire Safety Adviser NB: In addition to the above there are periodic fire equipment PPM (Planned Preventative Maintenance) inspections 26

27 Appendix F FIRE WARDEN DETAILS Please write clearly, in black ink, initial amendment and do not use tippex I wish to be relieved of the duties of Fire Warden/ Deputy covering the following premises In future the Fire Warden will be: Contact Address: Deputy: Please complete and return to the Fire Safety Adviser via Marle House. Once this change has been recorded, the Fire Safety Adviser will contact the new Fire Warden. 27