Social Services Departmental Procedure No s4

HEALTH & SAFETY FIRE SAFETY

PURPOSE

To describe the Department’s requirements in relation to fire safety management in Day Centres that provide services to 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 its own fire safety management plans and arrangements that take full account of the high dependency of their client group.

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 Healthcare Premises, ISBN 9781851128242 http://www.communities.gov.uk/publications/fire/firesafetyrisk9

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 COORDINATOR The person appointed by their manager to attend Hampshire Learning Centre’s Fire Coordinator course and administer, on their behalf, the fire safety management system identified in the corporate and departmental fire policy.

DAY CENTRE In this context we mean any premises where we primarily provide a service to vulnerable adults during the day but some use of these premises can occur at night and weekends.

ROLES

Managers are responsible for implementing this procedure.

AUTHORITY TO VARY THE PROCEDURE

Director Adult Services

DVOO34MG (Proc 19/11 – 1 August 2011)

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

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 emergency/evacuation plan

·  a record of staff fire training

·  a fire safety management review

·  a record 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 are relatively low, if good practice is maintained, and the immediate effects should be contained. However, the affect of a fire happening could still be potentially harmful.

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, measures designed to limit the spread of smoke and flames and early detection. This needs to be supported by practised response plans.

2.5 We have taken some guidance form the CLG publication “Fire Safety Risk Assessment in Healthcare Premises” but this does not cover in detail Day Centres such as ours.

2.6 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 doing 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, when it is used, 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 Coordinator. 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

·  security 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 special needs/disabilities (in the context of the location/site), have been fully considered.

5.3 Where other persons might use the building (e.g. at night, weekends) their needs must also be taken into consideration and they must be fully informed of the local arrangements and any rules pertaining to fire safety during and after use.

5.4 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

5.5 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 www.firesafetyguides.communities.gov.uk

6 FIRE EMERGENCY/EVACUATION PLANS

6.1  In our day centres advance warning of a small, probably smouldering fire, is provided by smoke and heat detectors that will raise the alarm quickly. The fire alarm panels will then indicate the area where a 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  Local arrangements will dictate whether every member of staff attends the fire panel or if in some premises an alternative strategy has been developed. Whatever method of response has been determined as appropriate it must be fully documented and training and practice sessions must cover those arrangements in full.

6.5  Action In Case Of Fire -

6.5.1  When the fire alarm sounds the Competent Person should go to the fire panel immediately. Time is absolutely critical to the chances of preventing the spread of fire or achieving a satisfactory evacuation and when other staff reach the fire panel they will still be acting within the first minute or so of detection occurring.

6.5.2  The fire panel will indicate the zone where the fire detector has been activated so the next steps should be:

·  Competent Person will instruct one member of staff to call the fire service and say that the building is used by vulnerable adults

·  Competent Person will initiate an orderly evacuation of the premises

·  Competent Person will instruct a staff member to accompany them and to locate the AFFF and CO2 extinguishers closest to fire zone

·  Competent Person will examine the area for signs of smoke/fire and determine whether it is safe to attack the fire with back-up from second staff member

·  If successful the fire service will still double-check the area upon arrival

·  If unsuccessful, staff will retreat and continue to help with evacuation

6.6  Fire fighting –

6.6.1  The chances are that a trained person will be successful in fighting a small fire in the vast majority of cases. This means that 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 some different levels of dependency.

6.6.2  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 a fire is in its early stages and there is adequate means of escape should the attempt fail. However, this should only ever be attempted by trained persons.

6.6.3  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 Competent Person. Fire extinguishers are primarily for use to protect life and facilitate safe escape.

6.6.4  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 Competent Person 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 Competent Persons, together with the Fire Safety Coordinator 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 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. These PEEP’s 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)

6.6.4  An external assembly point must be designated and signposted in an area that is considered safe from the effects of a fire.

6.6.5  All evacuation plans must include contingency (business continuity) plans for dealing with the aftermath of an emergency and delays in getting appropriate help.

6.6.6  Appropriate emergency arrangements must be made for visitors, contractors and other members of the public who may be using our buildings and could have special needs.

7 INFORMATION TRAINING

7.1 Managers must provide appropriate, information, instruction and training to their employees about the fire precautions in the workplace, when they start work and from time to time throughout the period of their employment.

7.2 Staff training should be based upon:

·  general fire safety issues

·  significant issues arising from fire risk assessments

·  issues specific to the emergency/evacuation plan

·  issues arising from PEEP’s