HEALTH & SAFETY FIRE SAFETY
ADULT SERVICES DEPARTMENTAL PROCEDURE NO
YOU SHOULD ENSURE THAT:-
 You read, understand and, where appropriate, act on this information
 All people in your workplace who need to know see this procedure
 This document is available in a place to which all staff members in your workplace have access
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HEALTH & SAFETY
PURPOSE
FIRE SAFETY
To describe the Department’s requirements in relation to fire safety management in residential Units where there is sleeping accommodation for 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 and sleeping accommodation needs.
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 Residential Care Premises, ISBN 9781851128181
HAMPSHIRE COUNTY COUNCIL AND ADULT SERVICES DEPARTMENT REFERENCES
HCC Corporate Fire Safety Manual http://www3.hants.gov.uk/propertyintranet/propertysharedmanagement/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 multioccupied 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
FIRE SAFETY RISK implement them properly.
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 CO-ORDINATOR The person appointed by their manager to attend Hampshire
Learning Centre’s Fire Co-ordinator training course and administer, on their behalf, the fire safety management system identified in the corporate and departmental fire policy.
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HEALTH & SAFETY
FIRE MARSHAL
RESIDENTIAL
ROLES
Managers are responsible for implementing this procedure.
AUTHORITY TO VARY THE PROCEDURE
FIRE SAFETY
The person(s) appointed by their manager to attend the Hampshire
Learning Centre’s Fire Marshal training course and subsequently to take a lead when an evacuation is required.
In this context we mean any premises where 24 hour care, including sleeping overnight, takes place.
Director Adult Services
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MANAGEMENT SUMMARY
INTRODUCTION
LEGAL REQUIREMENTS
FIRE SAFETY MANAGEMENT PLAN OVERVIEW
FIRE SAFETY RISK ASSESSMENT
FIRE EMERGENCY/EVACUATION PLANS
INFORMATION & TRAINING
FIRE SAFETY MANAGEMENT REVIEW
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FIRE SAFETY RECORD KEEPING BOOK
EMPLOYEE RESPONSIBILITIES
MONITORING & REVISION
MANAGEMENT PERFORMANCE STANDARDS
Appendix A The Fire Marshal role
FIRE SAFETY
1.1
1.2
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
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 records book of all inspection and testing carried out
2.1
2.2
Fire is an ever-present danger and complacency must never be allowed to develop amongst any staff groups.
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 catastrophic, particularly in our residential accommodation where people sleep overnight.
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 and measures designed to limit the spread of smoke and flames, early detection and practised response plans.
2.5 These procedures explain the actions required and the performance standards expected of those managers who have a responsibility for making fire safety arrangements.
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4.1
HEALTH & SAFETY
3.1
FIRE SAFETY
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 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.
This consists of a short introduction setting out the essential information about the building, what it is used for, 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 Co-ordinator, and who the Fire Marshals are . 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
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 housekeeping arson prevention
 maintenance arrangements
5.1
5.2
5.3
Fire safety risk assessments must be carried out by a competent person (see Definitions).
The assessment should demonstrate that, as far as is reasonable, the needs of all relevant people, including people with disabilities (in the context of the location/site), have been fully considered.
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
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 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
5.4 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
6.1 In our residential/nursing care homes the probability of advance warning of a small, probably smouldering, fire is now very good. The smoke and heat detectors are very sensitive and will raise the alarm within seconds of the first puff of smoke or heat reaching them and fire panels are now addressable and will indicate the room of origin where the 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 Action In Case Of Fire -
6.4.1 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 smoke and fire or achieving a satisfactory evacuation and when other staff initially reach the fire panel they will still be acting within the first minute or so of detection occurring.
6.4.2 Local arrangements will dictate whether every member of staff attends the fire panel or if in some premises an alternative strategy has been developed to split the response plan into sectors with specific persons having responsibility for their sector. 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.
6.4.3 The fire panel will indicate exactly where the fire detector has been activated so the next steps should be:
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Competent Person will instruct one member of staff to call the fire service and say that the building is used for the residential/sleeping accommodation of vulnerable adults.
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Competent Person will instruct appropriate Fire Marshal to prepare to evacuate residents from rooms nearest to the room indicated on the fire panel (room of origin)
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Competent Person will pick up a small (3 litre) AFFF fire extinguisher from beneath the fire panel and proceed to the room of origin
Competent Person will instruct second staff member to accompany them and to locate the nearest AFFF and CO2 extinguishers in the corridor outside the room of origin/detection
Competent Person will examine the room of origin/detection carefully, check the door temperature before entering and, if considered safe, attack the fire with back-up from second staff member
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If successful, staff can remove resident, if present, and the fire service will double-check room upon arrival
If unsuccessful, staff will retreat, close door and continue progressive horizontal evacuation
6.5 Fire fighting –
6.5.1 The chances of successful fire fighting, in the vast majority of cases, outweigh the potential delay of beginning a full scale evacuation immediately. In addition, 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 high dependency levels.
6.5.2 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 the fire is small and there is adequate means of escape should the attempt fail.
However, this should only ever be attempted by trained persons.
6.5.3 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.
6.5.4 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 The Competent Person assisted by the Fire Marshals , and Fire Safety Co-ordinator 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 progressive horizontal 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.
6.6.4 Fire Marshals should be involved in the preparation and updating of PEEP’s and they 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)
6.6.5 An external assembly point must be designated and signposted in an area that is considered safe from the effects of a fire.
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8.1
7.3
7.4
7.5
6.6.6 All evacuation plans must include contingency (business continuity) plans for dealing with the aftermath of an emergency and delays in getting appropriate help.
6.6.7 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.
7.1
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 around the Fire Training Pathway and include:
 general fire safety issues
 significant issues arising from fire risk assessments
 issues specific to the emergency/evacuation plan
 issues arising from PEEP’s
 issues arising from routine evacuation exercises
In addition staff should be trained to prevent or limit the risk of fire, recognise and neutralise potential fire hazards, and know how to respond to an emergency individually and collectively by actions and communications.
Records must be kept of all training and retained for a period of at least six years.
Regular briefings, at least annually and more frequently where the risk is higher, should be given to staff by the Fire Safety Co-ordinator.
This is a tool in the electronic fire safety manual to enable you to review your fire safety management arrangements and determine which need updating. It’s a useful reference point for inspectors to use.
9.1
This record book contains details of all the monitoring and testing that must be recorded and kept for inspection
10.1 Employees have a general duty to take care of their own health, safety and welfare and that of other people who may be affected by their actions.
10.2 Employees must co-operate with managers by:
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 attending relevant training courses on fire and other emergencies taking part in fire practice sessions ensuring the workplace is safe from fire and its effects not doing anything that would place themselves or other people at risk using recommended procedures designed for their safety making proper use of equipment provided for their safety reporting any concerns about health and safety to their supervisor/manager
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10.3 All accidents, incidents and dangerous occurrences must be reported in line with departmental procedures. http://www3.hants.gov.uk/adult-services/aboutas/departmental-proceduresmain/chronological-procedures/2008-procedure.htm
11.1 Managers should keep their fire safety management plan under constant review and monitor its effectiveness through practice sessions and communication with staff.
11.2 A full annual review of the Fire Safety Manual and Emergency Plans should be carried out by the Responsible Manager and the Fire Co-ordinator/Competent Person.
11.3 There will be an annual audit of all fire safety arrangements, including compliance with the requirements of the corporate Fire Safety Manual by the Health & Safety team and the corporate fire safety team will from time to time carry out their own fire audits.
11.4 A complete review of all the departmental fire safety arrangements will be carried out by the
Head of Health & Safety at the end of every year and a report will be submitted to the DMT and specific corporate working groups.
11.5 Hampshire Fire and Rescue Service (HFRS) have the right to carry out a Fire Safety Audit of any of our premises as and when they feel it is necessary. We can expect visits from them at our higher risk premises, i.e. where persons sleep overnight, at regular intervals.
12.1 Responsible Managers shall ensure that:
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 the fire safety manual is completed containing a fire safety plan a Fire Safety Co-ordinator is appointed and attends the relevant training course(s) an appropriate fire safety risk assessment is carried out specific factors are addressed in the fire safety risk assessment, e.g. age, disabilities an appropriate emergency/evacuation plan is produced regular housekeeping is maintained to keep combustible materials to a minimum emergency fire practice sessions are conducted and recorded weekly/monthly fire safety checks are conducted and recorded they implement a staff fire training programme and keep records they ensure regular maintenance is carried out on all fire precautions equipment they implement arson prevention measures
12.2 Property Services will:
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 ensure buildings and fire engineering systems are appropriate to the level of risk install new fire protection measures where appropriate
12.3 Adult Services Health & Safety team will:
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 provide advice and guidance to managers as required keep the policy under constant review provide funds for the supply and servicing of fire fighting equipment
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HEALTH & SAFETY FIRE SAFETY
The Fire Marshal Role
Appendix A
In the event that an evacuation becomes necessary it will need to be staff-led and completed as swiftly as possible in the circumstances. Whatever their level of training, members of staff will need to be given a lead so that they carry out an organised and controlled evacuation of residents.
Any evacuation should be based upon the known frailties and medical conditions of the residents so that informed decisions can be made about orders of priority and the logistics involved. Employees appointed to the role will need an understanding of the design and use of Personal Emergency
Evacuation Plans (PEEP's) and their practical application.
In order to achieve the level of leadership and organisational skills necessary to organise a planned evacuation from a nursing/residential care home we have created the role of Fire Marshal.
Staff selected to be Fire Marshals will – o Attend the relevant Fire Marshal training course and all other fire training indicated on the fire training pathway o Practice regularly and use evacuation equipment where necessary o Have a working knowledge of the PEEP’s that apply in their area of responsibility o Assist the Duty Manager/Fire Co-ordinator as required o Take a lead when evacuations are instigated
Sufficient numbers of Fire Marshals will need to be appointed so that on every shift, and in some cases every wing of a care home, we can expect to have a trained person on duty.
The Fire Marshals will need to form a team, made up of their colleagues, that they can lead and practice with. It is all about preparation for an event that could sometime become reality.
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FIRE SAFETY
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