Fire Management Toolkit 2014

Fire Management Toolkit

Danygraig Primary School 2014-15

Premises Name

Premises Manager Name

Address:

Post Code:

Telephone Number:


Document Issue Status & Revisions

Issue Nr / Date / Comments / Issued By

The City and County of Swansea Fire Management System has been written in collaboration between the Authority’s - Facilities Management Service & Corporate Health, Safety and Wellbeing Service – to ensure compliance with Regulatory Reform Order (RRO)

The Fire Management Toolkit is an integral part of the Authority’s Fire Management System. It defines the necessary actions, roles, control measures and responsibilities of the Premises Managers of the Authority’s premises.
Fire Management Toolkit:

This Fire Management Toolkit has been compiled as part of the Authority’s fire risk assessment process. The aim of the toolkit is to ensure that in the event of a fire, the Premises Manager, fire marshals, staff, visitors, and contractors know the action they should take to ensure that the workplace can be safely evacuated.

NB In addition to this Toolkit – Full details also exist, to match the content of this document, in the school’s NOP – Normal Operating Procedures, and in the EAP – Evacuation Action Plan – ALL members of staff have copies of these documents./ They are also available for the public viewing on the School’s Portal Website.

Fire Management Toolkit to be kept in:

Copies are kept in the MainSchool office, the Administration Office and the Headteacher’s office.

Electronic copies are kept and can be accessed by the Headteacher and Caretaker from Home

It is available for inspection by staff, the Fire Service and Health & Safety Executive enforcement officers.

This Fire Management Toolkit forms part of the premises Fire Safety Documentation that is kept on site. A list of the documents that should be kept on site can be found in the Facilities / H&S Guidance Manual (available on the Facilities Management and the Corporate Health, Safety and Wellbeing Service WebPages). The fire management safety file should be kept in a suitable filing cabinet and its presence and location known to all staff. It is further suggested that the Fire Service should be asked if they wish to be in receipt of a copy of the Toolkit.

The responsibility for maintaining this document rests with the premises manager.

The Toolkit should include the names of designated persons who have been tasked with roles. This should include the person(s) delegated to carry out weekly inspections such as hazard spotting – fire alarm panel checks – emergency lighting checks, etc.See below – all details below

The persons concerned should be named for succession purposes should someone change jobs, leave the authority, retire, etc. Deputies’ details should also be documented as the persons who cover absences such as annual leave, sickness, etc.

Index

Section Subject

Section 1 Workplace Details

Section 2 Building Occupant Details

Section 3 Responsibilities

Section 4Emergency Procedures

Section 5Means of escape

Section 6Fire Testing

Section 7Water supply

Section 8In-house Fire Safety Inspections

Section 9Hot Working

Section 10Combustible materials

Section 11Flammable substances

Section 12People with disabilities

Section 13Arson

Section 14Out of hour’s arrangements

Section 15Electrical Safety

Section 16 Gas Safety

Section 17Training

Section 1

Workplace Details:

Use of Premises:

Address:

Post Code:

Telephone Number:

Occupier of Premises:

Section 2

Building & Occupant Details:

Number of Workers in Workplace:

Number of non-employees in Workplace:

Premises Manager:

Fire Safety Co-ordinator:

(If applicable)

(Where the Site Manager is based on site the Site Manager shall assume the role of the Fire Safety Coordinator.)

Deputies:

Fire Marshals/Wardens:

Frequency of fire drills:

The fire alarm panel is located at:

The key for the fire alarm panel is kept in:

(Important – the key should not be kept in the

panel, particularly in public areas where it could

be tampered with)

Section 3

Responsibility for Fire Safety Management:

  • Facilities Management Services
  • Corporate Health, Safety and Wellbeing Service (CHSWS)
  • Premises Manager: Fire Safety Management Role

Facilities Management Services

FireSafety Management Role - Responsible for the fabric of the building and the maintenance arrangements for fire safety related works

  • To attend premises fire safety inspections with the Fire and Rescue Service as required
  • To arrange SLAs on behalf of the Authority for the premises fire safety equipment – early warning systems, sprinklers, fire safety signage, emergency lighting, fire extinguishers, general building maintenance for fire safety related themes such as fire stops , the compartmenting of the premises, fire doors, etc

Corporate Health, Safety and Wellbeing Service

  • FireSafety Management Role – To provide advice and guidance with regards to ‘people’ related fire safety management and associated documentation.
  • To attend premises fire safety inspections with Fire and Rescue Service as required

Premises Manager: Fire Safety Management Role

Premises Managers (PMs) have duties under the Regulatory Reform Order (RRO) and the Corporate Health and Safety Policy. These duties include the following:

  • The completion of the Fire Risk Assessment and its implementation – In place
  • Ensure that a Fire Management Plan is maintained and readily available for inspection at an accessible place within the premises.
  • Ensure that regular fire safety tests are carried out and recorded in premises for which they are responsible in accordance with the premises Fire Management plan. Report any defects to Facilities Management Service.
  • Ensure that accurate records are maintained of all checks, inspections, tests, fire Safety visits, fire drill procedures and false alarms in the premises Fire Safety Log book.
  • Conduct regular inspections of escape routes, fire brigade access, fire fighting facilities and work areas and monitor the requirements laid down in premises Fire Management Plans.
  • Arrange regular emergency evacuation drills
  • Details of resilience plan and all relevant persons contact details
  • Normal Operation Procedures (NOPs)
  • Emergency Action Plans (EAPs) In place, with full details of all that is contained in this document.
  • Maintain current Personal Emergency Evacuation Plans (PEEPs) for all persons with disabilities
  • General Emergency Evacuation Plan (GEEP) which is a group evacuation plan as necessary
  • Regularly monitor and review the arrangements for calling the fire brigade.
  • Report an incident of fire on the premises to Facilities Management Service and Corporate Health, Safety and Wellbeing Service as soon as possible.
  • Ensure any contractor, sub-contactor, member of staff or any other person (whether employed or not) does not commence work on the premises unless authorised to do so either by the Facilities Management Service
  • Report any concerns about the standards of work or competency of contractors working on site to the Facilities Management Service and or Corporate Health, Safety and Wellbeing Service as soon as possible.
  • Identify appropriate personnel to be nominated as Fire Marshals/Wardens and inform the individuals’ Line Managers so that authorisation may be given for their appointment.
  • Ensure that managerial matters identified in fire risk assessments are addressed in accordance with the premises Emergency Action Plan.
  • Ensure staff members are made aware of any temporary arrangements to building fire safety measures as a result of any maintenance work.
  • Promote a safe working environment at all times
  • During an alarm, execute those duties required for the safe evacuation of the workplace, and ensure that all staff and visitors report to the designated assembly points.
  • In the event of an enforcement officer visit, provide them with Fire Management Plan that is available on site including the Fire Log Book.
  • Report any Enforcement Officer visit to Facilities Management and Corporate Health, Safety and Wellbeing Service.
  • Corporate Health, Safety and Wellbeing Service must be notified of any fire no matter how small and of any instances when a fire brigade tender has attended the site for false alerts/alarms – notification should be made on the Fire Drill and Evacuation document.

(Full details of responsibilities for Fire Safety, please refer to Corporate Health, Safety and Wellbeing Premises Managers Guidance – a range of checklists and prompts are available to aid the Premises Manager in their duties)

In the event of a fire:

Provide the officer-in charge of the first fire appliance to arrive the following information ( Fire Duty Officer or premises Manager/Headteacher will do this – see NOP and EAP)

  • How many persons are still in the building
  • If relevant – any dangerous substances stored in the building that are likely to become involved
  • Where the seat of the fire is thought to be located
  • The best route to get to trapped persons or the seat of the fire
  • The location of ‘refuge areas’ if any and the best route using copy of premise site plan
  • Rooms or areas where oxygen cylinders used for oxygen therapy are sited.

Fire Marshals–Fire marshals will have a re-active fire safety role to play in the event of an actual fire or fire drill.The role willneed to be appointed and confirmed in writing.To perform the role of fire marshal the person(s) must besuitably trained to carry out their duties

The duties of Fire Marshals are:

  • To clear their designated area of all personnel in a fire evacuation
  • Dealing with any special needs for persons in the building (for whom a PEEP will have been prepared by Line Managers)
  • Reporting their area is clear to the Fire Co-ordinator at the fire assembly pointNB all teachers report this information, and carry large green cards to show, at a glance, that all is clear.
  • Extinguish fires with available fire fighting equipment if so trained and it is safe to do so.
  • Conducting regular fire safety inspections of their area, under the guidance of the Fire Duty Officer.

(In schools and residential care homes, all staff members are designated to the role of Fire marshals)

Fire Marshals– The fire wardens will have a pro-active fire safety role.

Fire wardens will usually have day to day fire management duties. Duties will include general house-keeping spot checks, fire related hazard spotting, the reporting and monitoring of fire safety within the workplace.

To perform the role of fire warden the person(s) must be suitably trained to carry out their duties

All Staff

All City and County of Swansea/ DanygraigPrimary School staff members are responsible for the following:

  • To take reasonable care of their own health, safety and welfare, and that of any other person(s) who may be affected by their acts or omissions.
  • Act in accordance with the corporate fire safety guidance and procedures issued.
  • Maintain high levels of housekeeping ensuring workstations and offices are kept clutter free with appropriate disposal of combustible waste and packaging.
  • Ensure that non essential electrical equipment is switched off when not is use.
  • Items of personal electrical equipment are not to be used in the workplace – the use of personal electrical equipment in the workplace is forbidden
  • Report any defects or deficiencies in fire safety arrangements to their Line Manager and take the appropriate action to remove unsafe/faulty equipment.
  • Ensure that any visitors they invite or receive into Council premises, including delegates to seminars and meetings, contractors etc. sign into the building where applicable, and are informed of the premises emergency procedures in all circumstances.

Fire Safety Role of the Mid and West Wales Fire and Rescue Service

  • Fire safety legislation is enforced in the City and County of Swansea by Mid and West Wales Fire and Rescue Service.

Fire Safety Inspection & Audit

  • Mid and West Wales Fire Safety Enforcement Officers (FSEO) conduct regular visits of inspection and audit. The visits tend to be on high risk non-domestic premises to ensure they comply with the RRO.
  • An FSEO can enter any workplace without giving notice, although in some cases notice may be given.
  • The FSEO will then conduct an inspection/audit of the premises to check out the workplace and the work activities.
  • The FSEO will ask to see your Fire Safety File. This should contain all the documentation with regards to the Fire Safety Management of the premises.
  • During the visit they will be carry out an inspection of the building to ensure that that any form of fire safety equipment is well maintained and adequate for the type of premises – (these are regularly maintained by the Facilities Management Service of the Authority (through a Service Level Agreement) on your behalf.
  • He/she may also talk to employees or their representatives and possibly take photographs.
  • If the FSEO finds a breach of fire safety law, the officer will take action. The action will depend on the nature of the breach.
  • Where the breach of the law is relatively minor, the inspector may tell the PM informally, what to do to comply with the law and explain why.
  • Where the breach of the law is more serious, the FSEO may issue a formal Enforcement Notice on the Authority that will state what needs to be done, by when and why.

Section 4

Emergency procedures

The means of raising the alarm in case of fire in this workplace is:

The emergency service should be notified by: (Identify member of staff)

(Please state if fire alarm is linked to the Fire Station or monitoring station)

If alarm system is linked to a monitoring station, please state the phone number below:

Fire action notices are displayed prominently throughout the premises with site specific information added by premise manager – ALL upgraded in November 2013 by Fire Safety Direct

High risk equipment should be isolated in the event of a fire.

Machinery / equipment which should be isolated on this site are:

Exit the building by the nearest emergency exit.See Danygraig EAP – and below - for detailed instructions on evacuation.

NB

During Evacuation Drills, some exits are blocked to ensure alternative routes can be accessed. Evacuations are timed and evaluated.

NB Only suitably trained staff should attempt to extinguish a fire, and only then if it is considered to be safe to do so or it is to allow safe escape

NB Full staff training on Fire Safety, including instructions on Fire extinguishers, carried out November 29th 2013

ALL EXITS are numbered, clearly - Evacuation procedure in the event of a fire is:

1. All staff/group leaders – Including the Danygraig Brownies - to follow site specific evacuation procedures and fire marshal duties.

Receptionist – Mrs Pennock, Mrs Lancey, (Also, see below – Fire Marshalls)On hearing the alarm, phone the Fire Brigade on 999 Then:-

  1. Pick up signing book/visitor’s book.
  2. Check the main office, Physiotherapy room, stafftoilet, male & female Children’s toilets and Foundation block disabled toilet (in the reception area) to ensure all areas are evacuated.
  3. Help any less able persons to safely evacuate.
  4. Evacuate yourself closing internal doors behind you (if safe to do so.)
  5. Make your way out through the main front door – Entrance Exit 5 and to the assembly point. (Exits 2,3 or 4 as alternatives)
  6. The designated assembly point is themain lower playground.
  1. Inform duty fire officer (Caretaker) or Mr Byrne and/or Headteacher of findings of visitor book check.
  1. Never re-enter the facility until the Senior Fire Officer (SFO) or duty fire officer confirms that it is safe to do

First Floor evacuation – fire marshals – N Morgan (Headteacher office) and Mrs J Griffiths (Administration Office)

1 Ensure all employees evacuate via the stairs to ground floor, and through the doors – Exit 1 for Headteacher’s office, and Exits 2 or 3 for Administration office that lead to the assembly points in the Main or Nursery playgrounds.

2 Ensure help is given to any less- able person to safely evacuate.

3 Check the First floor toilets and other first floor rooms for personnel.

4 Evacuate yourself closing internal and final exit doors behind you (if safe to do so.)

5 Make your way to the designated assembly points which are the Main lower playground (Exits 1 and 2) or Nursery Playground (Exit 3)

6 Inform headteacher, Duty Fire officer or assistant duty fire officer of findings.

  1. Ensure all evacuated persons are injury free and ensure free access for the Fire Brigade.
  2. Never re-enter the facility until the Senior Fire Officer (SFO) or duty fire officer confirms that it is safe to do so.

The means of escape from DanygraigPrimary School are displayed on the fire plan drawings attached to this document. The Exits are numbered according to the Plan. Numbers are displayed at the Exits.