CLACKMANNANSHIRE COUNCIL
Report to Council of 27th September 2007
Subject: Fire Policy Review
Prepared by:
Sarah L. Barnes, Health & Safety Adviser
1.0
SUMMARY
1.1.
This report provides the Council with information on the review of the
Council's existing Fire Prevention & Emergency Procedures Policy.
The
document has been divided into a Policy Statement (Part A) at Appendix 1
and a subsequent Guidance Document (Parts B and C); thus expanding the
existing policy to reflect the changes necessary in order to comply with The
Fire (Scotland) Act 2005 and the Fire Safety (Scotland) Regulations 2006.
This new Fire Safety Policy and Guidance document has been subject to
extensive consultation by the Health and Safety Forum members, the JTUC
and additional Council Officers as required.
2.0
RECOMMENDATIONS
2.1.
It is recommended that Council approve the revised Fire Safety Policy and
Guidance as a replacement to the existing Fire Prevention & Emergency
Procedures Policy.
3.0
BACKGROUND
3.1.
Fire in the workplace has been covered by legislation for a number of years.
Additionally, the Health and Safety at Work Act 1974, section 2, states that
employers have to ensure, so far as is reasonably practicable, the health,
safety and welfare at work of all employees. This includes ensuring all
employees are protected as far as possible from the risk of fire in the
workplace.
3.2.
All existing fire safety legislation has been repealed and replaced with a new
fire safety regime: the Fire (Scotland) Act 2005, as amended, and the Fire
Safety (Scotland) Regulations 2006 made under that Act. The Fire Certificate
(Special Premises) Regulations 1976 and the Fire Precautions (Workplace)
Regulations 1977 have now been withdrawn. Some of the main provisions of
the new legislation are summarised at Appendix 2.
3.3.
Clackmannanshire Council has demonstrated a commitment to fire safety
since the ‘Guidelines for Fire Prevention and Emergency Procedures Policy’
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was passed by Council in June 2000. This Policy has been reviewed to
ensure the Council complies with the new statutory requirements above.
3.4.
The main changes to the Council Fire Policy are as follows:

The ‘Responsible person/duty holder’ has been more clearly defined.
Overall responsibility and accountability lies with Heads of Service, who
must then ensure that they delegate specific duties concerning fire safety,
as required, in their area of responsibility. These duties have been
summarised at Appendix 3;

Slight amendments have been made to the fire risk assessment proforma
and additional guidance has been included;

Templates for emergency plans have been provided (including a simple
‘Fire Action Notice’ poster and full emergency plans for more complex
buildings);

A standard fire log book template has been provided to encourage
uniformity throughout the Council;

Personal Emergency Evacuation Plans (PEEPs) now have to be
completed for all staff or regular visitors with impaired mobility. A
questionnaire, guidance and template PEEP are now included. A separate
PEEP has also been designed for schools, where pupils are subject to
location changes throughout the day due to their timetables;

More guidance has been included on the fire safety documentation
required in each Council premises. This includes the fire risk assessment,
emergency plan, log book, PEEPs where required and fire safety testing
certificates (electrical wiring, fire alarms etc.).
4.0
CONCLUSIONS
4.1.
Implementing the revised Fire Safety Policy and Guidance will provide
assistance for managers in ensuring the Council adheres to its statutory
obligations under The Fire (Scotland) Act 2005 and the Fire Safety (Scotland)
Regulations 2006. This Policy will also contribute to the Council's existing
commitment to providing safer workplaces for all staff.
5.0
SUSTAINABILITY IMPLICATIONS
5.1.
The revised Fire Safety Policy and Guidance will support the Council’s efforts
towards providing a safe working environment and satisfying relevant
statutory requirements.
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6.0
FINANCIAL IMPLICATIONS
6.1.
There may be a small financial impact in some more complex premises where
designated staff require training in Fire Risk Assessment.
6.2.
Declarations
(1)
The recommendations contained within this report support or implement
Corporate Priorities, Council Policies and/or the Community Plan:

Corporate Priorities (Key Themes) (Please tick )
Achieving Potential
Maximising Quality of Life
Securing Prosperity
Enhancing the Environment
Maintaining an Effective Organisation

Council Policies

Community Plan (Themes) (Please tick )





Community Safety
Economic Development
Environment and Sustainability
Health Improvement




(2)
In adopting the recommendations contained in this report,
the Council is acting within its legal powers. (Please tick )

(3)
The full financial implications of the recommendations contained
in this report are set out in the report. This includes a reference
to full life cycle costs where appropriate. (Please tick )

____________________________
Head of Service
____________________________
Director
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Appendix 1
Part A – Fire Safety Policy Statement
CONTENTS
Part A – Fire Safety Policy Statement
1.
Fire Procedures
2.
Arrangements for Securing the Health & Safety of Workers
3.
Safe System of Work
4.
Summary - Policy Statement
5.
Policy Arrangements - Responsibilities
6.
Employee Responsibilities
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Part A – Fire Safety Policy Statement
Clackmannanshire Council will take all steps necessary to minimise and
prevent the incidence of FIRE. All Heads of Service, as responsible persons
within the Council, will ensure that all statutory requirements under the Fire
(Scotland) Act 2005, as amended, and the Fire Safety (Scotland) Regulations
2006 made under that Act will be met.
1. Fire Procedures
In the event of fire, the safety of life will override all other considerations, such
as saving property and extinguishing the fire.
If a fire is discovered, the alarm will be raised immediately. This should be the
first action taken on discovery of any fire, however small. Clackmannanshire
Council refutes the notion that the alarm should be raised only in the event of
a large fire.
All employees are empowered to take this action if they believe there is a fire
and no authority should be sought from any other person. Clackmannanshire
Council will always support employees who operate the fire alarm system in
good faith, regardless of whether or not it is ultimately determined that a fire
existed.
Responsibility for summoning the fire brigade must be outlined in the fire
procedures for each building. Any member of staff discovering a fire is
empowered to do this. However, the Principal Fire Warden and/or the
Emergency Controller must always be informed.
Clackmannanshire Council does not require persons to attempt to extinguish
a fire, but extinguishing action may be taken if it is safe to do so. Guidance on
the circumstances under which fire fighting should be avoided or discontinued
will be included in staff fire safety training.
Immediate evacuation of the building must take place as soon as the
evacuate signal is given. All occupants, on evacuation, should report to their
pre-determined assembly points.
Re-entry of the building is strictly prohibited until the Fire and Rescue Service
Officer in Charge declares it is safe to do so. Silencing of the fire alarm
system should never be taken as an indication that it is safe to re-enter the
building.
Employees should report any concerns regarding fire procedures to their line
manager, Principal Fire Warden or the Emergency Controller, so they can be
investigated and remedial action taken if necessary.
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2. Arrangements for Securing the Health and Safety of Workers
The Council will, in consultation with employees and their representatives:
1.
ensure any hearing impaired persons on the premises are aware of the
activation of the fire alarm, and that people with disabilities are given
assistance to evacuate the building;
2.
appoint persons to be responsible for specific procedures in the event of
fire, including:
a.
the person responsible for summoning the fire brigade;
b.
fire wardens;
c.
those responsible for carrying out roll calls or supervising
evacuation assembly points;
d.
fire incident controllers responsible for liaising with the fire brigade
on arrival;
e.
security personnel;
3.
inspect the means of escape;
4.
regularly stage fire evacuation drills;
5.
test and inspect fire-fighting equipment and fire warning systems;
6.
provide adequate fire safety training to employees, plus specialist
training to those with special responsibilities.
3. Safe System of Work (in the event of fire)
1.
Activate the nearest and/or safest fire alarm on discovery of any fire,
however small. Do not wait until you have informed another person, such
as a manager, switchboard operator, fire warden, security control room
operator, etc.
2.
If fire procedures involve informing a continuously manned location on
site, do so, provided this action is taken from a place of safety after
operating the fire alarm system.
3.
Do not rely on automatic fire warning systems. Summon the fire brigade
without delay by the usual method as automatic methods of transmission
can fail.
4.
Only attempt to extinguish a fire if it is safe to do so. Guidance on the
circumstances under which fire fighting should be avoided or
discontinued will be included in staff fire safety training.
5.
Evacuate the building as soon as the evacuate signal is given.
Employees should be familiar with the procedure through the staging of
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regular fire evacuation drills. Do not wait to conclude meetings or
telephone calls or to collect belongings.
6.
Switch off any equipment which, if left unattended, may itself constitute a
fire hazard.
7.
As you make your escape, close doors, particularly those designated as
fire resisting doors.
8.
Report to the pre-determined assembly points. Do not re-enter the
building until the Fire & Rescue Service Officer in Charge declares it is
safe to.
9.
Fire wardens - check each area of the building has been evacuated and
report this to the nominated persons at the designated evacuation
assembly points.
10. Fire incident controller - liaise with the Fire & Rescue Service on
attendance and arrange such assistance from the organisation as they
may require.
4. Summary Policy Statement
In the event of fire, the three most important actions are, in chronological
order, to:
1. Raise the alarm.
2. Summon the Fire & Rescue Service.
3. Evacuate the building — attempts to extinguish the fire should only be
made if it is safe to do so.
4. Do not re-enter the building until the Fire & Rescue Service Officer in
Charge declares it safe to do so. Where significant damage has occurred
then Property Services, Development & Environmental Services (on
telephone no. 01259 452669), should be contacted so that a further
inspection can be carried out prior to staff being allowed back into the
premises.
5. Policy Arrangements - Responsibilities
Responsibility for complying with the Fire (Scotland) Act 2005 and subordinate
regulations rests with the "responsible person". The latter is also often
referred to as the “Duty Holder”. In a workplace, this is the employer and any
other person who may have control of any part of the premises and resources,
such as the occupier or owner. This person must have the power to be able to
affect change i.e. by ensuring fire safety measures are implemented. In
Clackmannanshire Council, Directors, Heads of Service, Managers and
Supervisors are responsible, so far as is reasonably practicable, for ensuring
the health, safety and welfare at work of all employees in their Service. For
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the purpose of ensuring all Council premises adhere to the Fire (Scotland) Act
2005, as amended, and the Fire Safety (Scotland) Regulations 2006, the
overall responsible persons are the Council Heads of Service. They must
ensure all fire safety measures are in place; as detailed in the following
guidance (Parts B & C), through delegation, as appropriate.
Periodic inspections must be carried out to identify any fire risks and ensure
that appropriate measures are in place. Managers will ensure that
housekeeping standards are such that the risk of fire is minimised.
The Council through its Services will control Contractors working on/in Council
premise and Contractors must be bound by the Councils’ fire procedures.
The Councils’ Fire Prevention measures will focus on three main areas
(sources of ignition) - electrical safety, smoking and arson and will, in
conjunction with all employees or their representatives, implement the
measures detailed in the following guidance (Parts B & C).
6. Employee Responsibilities
1.
2.
3.
4.
5.
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Ensure you are aware of the precautions to be taken to prevent fire,
Participate in fire evacuation practices,
Inform line managers and/or a fire warden of anything which could
present a serious fire risk, (in the absence of line managers/wardens, the
Emergency Controller should be informed),
Report any faults or suggested improvements to the fire safety
arrangements,
Co-operate with your employer to allow them to comply with their fire
safety responsibilities.
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Appendix 2
New Fire Legislation, Key Points
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
Fire certificates have been abolished. If a premises has an existing fire
certificate, it is no longer valid.

It is no longer acceptable to transfer persons with impaired mobility to
‘Refuges’ in order to await rescue by the Fire & Rescue Service.
Responsibility for evacuating ALL occupants rests with the
Employer/Responsible Person.

The new fire safety regime is based on the principles of risk
assessment and the requirement to take steps to prevent fire and
mitigate the detrimental effects of a fire on the premises to ensure the
safety of persons.

The new fire safety regime applies to nearly all non-domestic premises
in Scotland along with those Houses in Multiple Occupation which
require a licence.

If you have any degree of control over premises covered by the fire
safety regime then you are likely to have some responsibility for fire
safety but this responsibility will be in direct proportion to your level of
control i.e. the more control you have, the greater your responsibility.
But additionally, an employer will always retain responsibility for the
safety of his or her employees.

More than one person can have fire safety responsibilities for the
premises. For example, an employer, owner, landlord, tenant or a
contractor carrying out repair work may each have fire safety
responsibilities for the premises and are required to co-operate with
each other and co-ordinate their fire safety measures.

If you have any responsibility through having some degree of control
over premises, you are required to ensure a fire safety risk assessment
is carried out in respect of the premises to the extent of your control
and you need to consider the outcome of this assessment and take
appropriate action as necessary.

You must review your fire safety risk assessment regularly and update
it if required.

In some cases, the fire safety risk assessment will have to be recorded,
such as, where a licence or registration is required for the premises,
the enforcing authority has issued a formal ‘alterations notice’ requiring
this or where an employer employs 5 or more employees.

Premises covered by the fire safety regime may be inspected or
audited by an enforcement officer to ensure compliance with the law (in
most cases the enforcing authority will be the local Fire and Rescue
Service).
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Appendix 3
Duties for Heads of Service (as overall Responsible Persons)

Nominate one or more competent persons to assist him or her in
undertaking the measures necessary to comply with statutory
requirements;

Co-operate with other responsible persons in shared premises;

Carry out a fire safety risk assessment of the premises. These must be
recorded and the results provided to employees;

Identify the fire safety measures necessary as a result of the fire safety
risk assessment outcome;

Implement these fire safety measures using risk reduction principles;

Put in place fire safety arrangements for the ongoing control and review of
the fire safety measures;

Comply additionally with the specific requirements of the fire safety
regulations;

Keep the fire safety risk assessment and outcome under review; and

Record keeping.
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