Fire Safety Protocol

CORPORATE HEALTH AND SAFETY POLICY: Part 3 Arrangements Fire Safety Protocol Document Status: [ ] Guidance for Managers [] Protocol [ ] Procedures Version 0.1/ August 2013 DRAFT EALING NCIL

Table of Contents 1. Introduction... 3 2. Legal Requirements... 3 3. Responsibilities... 3 3.1. Premises Manager... 3 3.2. Fire Wardens... 3 3.3. Incident Officer... 4 3.4. All Staff... 4 4. Fire Risk Assessment... 4 4.1. Aim... 4 4.2. Objectives:... 5 5. Fire Safety Procedure... 5 6. Fire Safety Systems... 5 6.1. Means of Escape... 5 6.2. Fire Fighting Equipment... 6 6.3. Fire Alarm and Detection Systems... 6 6.4. Emergency Lighting... 6 6.5. Fire Safety Notices and Signage... 6 6.6. Fire Drills... 6 6.7. Assembly Point... 7 7. Training... 7 8. Persons with Special Needs... 7 9. Silent Evacuations... 7 10. Fire Safety Inspections... 9 11. Guide to Test Frequencies... 9 F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 2

1. Introduction It is Ealing Councils policy that it will ensure that all its buildings/premises comply with all statutory fire requirements. In addition to this it will ensure that all staff and visitors are made fully aware of the actions they should take upon the discovery of a fire or upon hearing the fire alarm and that all staff and visitors shall be provided with a safe and clear means of escape from any part of any council building. 2. Legal Requirements The Regulatory Reform (Fire Safety) Order 2005 (RRO) became the primary piece of fire safety legislation and is relevant to all council premises. The RRO requires that a Responsible Person should manage fire safety arrangements. Within the governance structure of Ealing Council this will be the Premises Manager. This person must also ensure that a fire risk assessment is carried out for every building and reviewed regularly. 3. Responsibilities The Chief Executive is the main duty holder for fire safety in council premises, but under the RRO it is permissible to nominate a person to undertake fire risk assessment on his behalf. Directors, service heads and building managers are considered responsible persons and for ensuring that all their premises have had a fire risk assessment completed, that all actions are closed and that it is reviewed at a minimum on an annual basis. On a building by building basis the responsible person will be the Premises Manager. Assistance and guidance on fire risk assessments is available from Ealing Councils corporate health and safety team. 3.1. Premises Manager Ensure that a fire risk assessment is undertaken in all buildings they are responsible for Ensure that all regularly occupied buildings have a sufficient number of appointed Fire Wardens Ensure that Fire Wardens receive refresher training every three years Liaise with any shared occupancy landlord/s regarding the fire safety protocols; details of fire risk assessment findings; evacuation arrangements for the premises. Review and update as necessary, the local fire risk assessment, local policies and procedures on an annual basis as a minimum. This to be undertaken by a competent person Liaise with the Fire Brigade as required to ensure that all requirements are met Ensure that all staff are fully briefed on their local fire safety arrangements Ensure that arrangements are in place for the maintenance, inspection and testing of fire safety precautions and equipment Seek assistance and guidance on any fire related matter from Ealing Councils corporate health and safety team. 3.2. Fire Wardens Assist the Incident Officer during an evacuation in meeting their fire safety duties During an evacuation, sweep their designated area ensuring that all fire doors are kept closed shut F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 3

Report to the Incident Officer or senior person on the evacuation status of their designated area/premises Conduct fire safety checks as appropriate and at regular intervals as necessary Ensure that all staff within their area are aware of what actions to take in the event of an evacuation Be aware of any staff member or visitor with special needs within their area and that suitable provision has been made to ensure their safe evacuation Ensure that all fire exit doors and escape routes are free from obstruction at all times. Ensure that firefighting equipment is readily available for use at all times. Fire Wardens should conduct regular weekly visual checks of their area of responsibility, log and report any defects or findings to the appropriate maintenance staff. The weekly checks should include the following aspects of fire safety: That good housekeeping practices are carried out That visual checks are carried out to identify any damaged or missing firefighting equipment That all escape routes are clear of obstructions and signs are not damaged or obscured That all fire doors are clearly signed fire door keep shut and not wedged open That all fire safety signs are legible and not damaged. 3.3. Incident Officer An Incident Officer is the person who takes overall control of an emergency evacuation process. They should: Have received training in their roles Allocate roles to any available Fire Wardens if necessary Receive information on an evacuation status from the Fire Wardens Receive information from site security (If relevant) Communicate with the fire services during an evacuation process. 3.4. All Staff Have a duty to co-operate with their line manager to reduce the risk of fire and to guard against arson and careless acts that could result in a fire Ensure that they do not obstruct any of the fire escape routes Only smoke in designated external areas and dispose of smoking material in a safe manner to prevent a fire incident On hearing a fire alarm or receiving a verbal instruction, evacuate the premises promptly escorting any visitor with them Do not use electrical equipment that is damaged or defective. Check daily before use Portable electrical equipment must be labeled to indicate it has passed a PAT (Portable Appliance Test). 4. Fire Risk Assessment 4.1. Aim A fire risk assessment is an organised and methodical examination of premises along with the F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 4

activities carried out, to establish the source and the likelihood that a fire could start and cause harm to those in/or around the premises. The aim of a fire risk assessment is to ensure that there are adequate fire controls over the building together with the provision of adequate fire safety systems, procedures and processes. It is intended to ensure that the risk of fire is reduced and that there are means of raising an alarm, means of fighting a fire and safe evacuation arrangements. 4.2. Objectives: A fire risk assessment has three objectives: 1. To identify all factors which may cause harm to people, property and/or the environment either during or as a result of a fire? 2. To consider the likelihood or chance of that harm actually happening and the possible consequences that could come from it. 3. To enable the responsible person to plan, implement and monitor the preventive and protective measures to ensure that the risks are controlled as low as reasonably possible at all times. All Ealing Councils premises must have had a fire risk assessment carried out and a copy should be available on site. If one cannot be found the corporate health and safety team is available to provide support and assistance. 5. Fire Safety Procedure Below are detailed the general actions to be taken by staff and visitors and apply to most buildings. Action to be taken on the discovery of a fire. Raise the fire alarm at the nearest call point. Call the Fire Brigade by dialing 999 and advise them that there is a fire at the location. Leave the building using the nearest available safe exit and proceed to the designated assembly point. Report the location and nature of the fire to the Fire Warden, Incident Officer, Security if present or to the attending Senior Fire Brigade Officer. Action to be taken on hearing the fire alarm Leave the building immediately using the nearest available safe exit. Where possible close all windows and doors behind you. Do not use lifts. Do not stop to collect any personal belongings. Proceed to the assembly point and report to the Fire Warden. Do not re-enter the building until it is declared safe by the Fire Brigade 6. Fire Safety Systems 6.1. Means of Escape Means of escape routes are defined as a protected structure forming an integral part of the F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 5

building whereby persons may escape from a fire by their own unaided efforts to a place of safety outside the building. Where possible there should be an alternative means of escape allowing the occupant to turn their back on a fire and to escape unaided using a choice of exits. All escape routes; corridors and stairwells must be kept clear and unobstructed at all times, and shall be maintained free of all combustible materials. Fire doors must not be wedged or fastened open, unless by an approved method linked to the fire alarm system, to improve or allow free circulation during times of occupancy, these doors must close automatically on activation of the fire alarm system. All fire exits must be kept unlocked whilst staff or visitors are inside the building; all exit doors on escape routes are to be operable in the direction of escape without the use of a key. Keys on hooks or in break glass key boxes are no longer permitted except in some circumstances, which would have been fully risk assessed and documented. 6.2. Fire Fighting Equipment All workplaces are required to have a sufficient number of portable fire extinguishers appropriate to the level of risk. A good rule of thumb is one nine-litre water extinguisher per 200m2 of floor area with a minimum of one per floor. Similarly one two-kilogram CO2 fire extinguisher should be provided adjacent to main electrical equipment. Fire extinguishers must be accessible at all times. 6.3. Fire Alarm and Detection Systems Depending on the size of the premises, the type of use and level of occupation, the processes and procedures and the level of risk being undertaken in a premises dictate the appropriate and adequate means of giving a warning in case of a fire. Where an electrical fire warning system is installed it should be tested on a weekly basis from the call points in sequence and the details of the test are to be recorded in a log book. 6.4. Emergency Lighting All Ealing Council premises are required to have a system of emergency lighting, which will illuminate the escape routes if normal lighting fails. All emergency lighting must be tested and maintained and records kept in the logbook. 6.5. Fire Safety Notices and Signage All fire safety signs must comply with the Health and Safety (Safety Signs and Signals) Regulations 1996 and BS 5499. Fire action notices setting out the actions to be taken in case of fire must be provided within the workplace. These should be positioned at every alarm call point, and on staff notice boards. Special considerations must be given to persons with special needs. 6.6. Fire Drills Fire drills should be carried out at least twice per annum and once per term in schools. A record of the evacuation must be kept. If carried out correctly and taken seriously, fire drills are a valuable component of fire safety management and should have the following characteristics: - Fire drills must be realistic if they are to be of full benefit. If occupants are waiting for the drill with their coats on, information obtained from the drill will be over-optimistic. F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 6

All occupants of the building at the time of the drill should fully participate. Meetings should not continue during the course of any fire drill. 6.7. Assembly Point An assembly point must be identified so that in the event of an emergency all staff assembles in the same place. The route to the assembly point needs to be clearly signed. Ensure that your assembly point will not impede the fire brigade obtaining access to the building. 7. Training Legislation requires all employees are provided with adequate fire safety training during normal working hours when they commence employment and receive refresher training as appropriate, or when circumstances change which affect fire safety. Training must include the following: - Actions to be taken in the event of a fire. Actions to be taken upon hearing the alarm. The location of firefighting equipment. The location of the fire assembly points. How and when to call the fire brigade. Basic fire safety knowledge. Be familiar with the layout of the workplace. All employees must be aware that the misuse of fire safety equipment is a criminal offence; this includes propping open fire doors, moving fire extinguishers and inappropriate use of the fire detection and alarm system. 8. Persons with Special Needs All persons with mobility difficulties visually impaired or with hearing disabilities may have problems in quickly evacuating the premises. It is therefore essential that they are familiar with their immediate escape routes. Such staff should have a separate risk assessment carried out and a colleague assigned to assist the person in the event of an evacuation. The risk assessment will require a Personal Emergency Evacuation Plan (PEEP) to be written, which is suitable for the individual. Those assigned to assist a person with special needs should never put their own safety at risk. If they are unable to assist a person to the assembly point they should be left in a place of safety e.g. a stairwell and promptly inform the Incident Officer, Security or the Fire Brigade. When considering evacuation arrangements, these should include any special evacuation equipment that may be required, special fire signage or warning lights. If the special need person is a visitor, it is the responsibility of the host to ensure their safe evacuation from the building. The PEEP guidance document and template is available on the intranet. 9. Silent Evacuations It may be necessary at any time to evacuate premises without using the fire alarm for perhaps a gas leak or a bomb threat reason. At such times Fire Wardens, Incident Officers, Security or F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 7

nominated senior staff will be required to verbally ask staff, visitors and service users to quietly and calmly evacuate the premises. F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 8

For a bomb threat there is the additional need to remove personal belongings, which is a contrary instruction to a fire evacuation where everything should be left behind. 10. Fire Safety Inspections It is a condition of the fire risk assessment that all fire systems and equipment are maintained, inspected and tested at regular intervals. The following maintenance schedule is a guide as recommended by the London Fire and Emergency Planning Authority on the frequency of testing. 11. Guide to Test Frequencies The daily/nightly checks should be conducted by the Premises Manager and/or fire warden for the premises. Test frequencies from weekly onwards should be conducted by a competent person this will usually be the FM provider but may be undertaken by a suitable trained employee. F i r e S a f e t y P r o t o c o l : A u g u s t 2 0 1 3 D r a f t Page 9