FIRE SAFETY WITHIN OCC PROPERTIES: …landlord.oxfordshire.gov.uk/cms/sites/landlord/files...FIRE SAFETY WITHIN OCC PROPERTIES: MANAGING THE RISK Premises Log Book Oxfordshire County

FIRE SAFETY WITHIN OCC PROPERTIES: MANAGING THE RISK

Premises Log Book

Oxfordshire County Council September 2014

Document Control P&F 2014/V6

Next Review Date: September 2015

Fire Safety Logbook Page 2 P&F 2014/V6

Property details

Establishment: …………………………………………………………………………………………………………………………………… Premises Manager: ………………………………………………………………………………………………………………………………. Responsible Person*: …………………………………………………………….…………………………………………………………… OCC Fire Safety Policy section 3.3 states: The Fire Safety Order places the primary responsibility for fire safety in premises on the “responsible person”. Where OCC is an employer or

occupier (and in some circumstances the owner) of premises, it is the “responsible person” and as such the main duty-holder under the FSO. Where OCC is not the employer (e.g.

Aided Schools etc.) the employer will be the “responsible person” (e.g. The Governing Body, Charity Group etc.). However, in county council premises shared with other employers or

organisations, the other employers and occupiers will also be “responsible persons”

Report fire safety defects to the contact numbers listed below

Non-School premises - Property Helpdesk 0808 156 6659

School premises - Establishments responsibility

In case of fire dial 999/112

Ask for the Fire and Rescue Service and give the name and address of the premises

The Fire and Rescue Service must be called to all fires even if the fire is believed to have been extinguished. Do not call 999 or 112 because the fire alarm is actuating until it is confirmed that there is a fire or that there are signs of fire such as smoke

(see emergency plan/fire procedures in folder for details)


Contact details

Oxfordshire County Council (OCC) Property & Facilities (OCC) Cuffas Lea House 3500 John Smith Drive Oxford OX2 4WD Tel: 0808 156 6659 e-mail: [email protected]

Service Provider (SP) Carillion Cuffas Lea House 3500 John Smith Drive Oxford OX2 4WD Tel: 0808 156 6659 e-mail: [email protected]

OCC Health & Safety Team (H&S) Unipart House Garsington Road Oxford OX4 2GP H&S Helpline: 01865 797222 e-mail: [email protected]

mailto:[email protected]




Contents

1.0 Fire Safety Log Book 3.0 Fire Safety Action Plan 1.1 Introduction – Purpose of Logbook 4.0 Plan of premises 1.2 Policy and Procedures document 5.0 Emergency Evacuation Plan 1.3 Legal duty to adopt measures presented in this Logbook 6.0 Personal Emergency Evacuation Plan (PEEP) 1.4 Guidance on record keeping 7.0 Fire drill / Emergency evacuation record

2.0 Fire Risk Assessment 8.0 Means of escape record Section A: Identification, removal and reduction of ignition

sources 9.0 Fire alarm system record

Section B: Persons at risk 10.0 Emergency escape lighting system record

Section C: Adequacy of existing fire precautions (incl.

provision & protection of emergency routes and exits)

11.0 Fire fighting equipment record

Section D: Fire safety, signs and notices 12.0 Staff training and instruction record Section E: Fire escape lighting 13.0 Reporting a fire incident, near miss, fire safety

hazard Section F: Fire detection and warning systems Section G: Fire fighting equipment Section H: Planning and training for fire emergencies Section J: Other fire safety system


1.0 Fire Safety Logbook 1.1 Introduction – Purpose of Logbook The purpose of this logbook is for record keeping and to communicate to site staff the importance of Fire Safety, their responsibility for maintaining control measures, the precautions which site staff are required to implement, and the responsibility for record keeping. 1.2 Policy and Procedures document It is important that the reader understands fully the actions necessary to control the risk, and their role in the control process. If there is any doubt about the content or implications of this logbook, the reader should first refer to the Policy Statement and Management Procedures document and if still in doubt contact the Property Helpdesk. Failure to adopt appropriate measures for the minimisation of fire risk (in accordance with the Health and Safety at Work etc Act 1974, the Regulatory Reform (Fire Safety) Order 2005 and the Control of Substances Hazardous to Health Regulations 2002 (as amended)) renders Premises Managers and others liable to prosecution. 1.3 Legal duty to adopt measures of the type presented in this Logbook The following information should be retained with this Log Book:

• The Fire Risk Assessment record; • The Fire Safety Action Plan;

• The site plan showing the location of Fire Fighting Equipment, Escape Routes, Alarm Points and Assembly Points;

• Emergency evacuation plan; • Personal emergency evacuation plans (PEEP);

• Any correspondence relating to Fire Safety; • Any certification certificates relating to Fire Safety;

• All record keeping sheets. • 1.4 Guidance on record keeping Please retain the record keeping sheets supplied with this logbook as masters and copy the sheets for record keeping purposes. Retain the complete record sheets together with this logbook.


2.0 Fire Risk Assessment WHY? To ensure safety of site users. To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN Annually or as required e.g. following a fire, near miss or due to a change in policy or legislation. When any significant change has occurred e.g. change in premises. BY WHO? By the Premises Manager. HOW? Carrying out a site visit, interviewing site users and completing the risk assessment and accompanying documentation as part of this Log Book.


2.1 Record of Fire Safety Audit & Risk Assessment

Establishment/Setting Name:

Address of Property:

Premises Manager:

Manufacturing Office Warehouse Residential Educational Other Activities

Other Activities or Processes to be considered relevant to Fire Safety : e.g. sleeping, children etc.

Multiple Occupancy: Yes / No If Yes list occupants with high risk operations or processes:

How Many Floors:

Likely Maximum Number of Occupants: General Public access: Yes / No

Guest or Staff Sleeping: Yes / No Numbers of people sleeping:

Previous record of Fire Incidents: Yes / No (attach details if applicable)

Name of nominated person completing The Fire Risk Assessment

Date(s) of assessment

Signature of Fire Risk Assessor:

Date of next review: (Annually or as required)


Section A – Identification, removal and reduction of ignition sources Ignition source or combustibles in situation with potential for fire

Yes No N/A Existing control measures

Are they adequate?

Deficiencies Identified (carried forward to 3.1

Fire Safety Action Plan)

Yes No

Electrical Are fixed electrical installations for the site subject to regular maintenance and in test date? (by Service Provider for non-schools)

Is portable appliance testing (PAT) carried out as per OCC Policy?

Is the use of personal electrical equipment controlled? (PAT, British Standard Kite marked, EU marked)

Are extension leads and adaptors used appropriately and not overloaded?

Are spark/flameproof fittings and equipment used where required?

Are there systems for controlling “hot work” in place?

Smoking Is the non-smoking policy in place and properly monitored for site compliance?

Arson Are there reasonable measures in place to reduce the risk from Arson?


Section A Identification, removal and reduction of ignition sources (continued) Ignition source or combustibles in situation with potential for fire


Are they adequate?


Fire Safety Action Plan) Yes No

Are sheds and other external storage facilities located away from the premises? (min 6 Metres).

Cooking Are reasonable measures taken to prevent fires as a result of cooking/catering?

Are ducts, flues and filters cleaned or changed regularly?

Hazardous substances Are there are any hazardous substances on site and are they appropriately stored?

Housekeeping Are effective arrangements for the removal and secure storage of combustible waste in place (including location and chaining of bins/skips – min 6 Metres where site constraints allow).

End of Day Are arrangements in place for final fire safety check of workplace to be undertaken at end of working day?


Section B Persons at risk People who will be at risk if there is a fire


Are they adequate?

Deficiencies Identified (carried forward to 3.1 Fire

Safety Action Plan) Yes No

Have maximum permissible capacity figures been specified for particular rooms or areas and employees made aware of limits, where appropriate?

Are registers of occupants (employees, contractors, visitors, volunteers, partners etc) kept in connection with their arrival and departure where appropriate?

Are occupants/visitors/contractors/ volunteers/partners aware of location of evacuation procedures.

Has the risk to employees working in isolated areas been evaluated and those areas noted?

Has the risk to persons who might sleep on the premises been evaluated and recorded, where appropriate?

Have Personal Emergency Evacuation Plans been completed for those people with known needs, who are regular site users.


Section B Persons at risk (continued) People who will be at risk if there is a fire


Are they adequate?


Fire Safety Action Plan)

Yes No

Are there arrangements in place for identifying and risk assessing occasional site users?

Are there arrangements in place for identifying and risk assessing site users with language difficulties?

Have appropriate “fire refuges” been provided and indicated, where necessary?

Has proper consideration been given and suitable provision made to safeguard persons employed in dangerous processes and or involving the handling/storage of flammable or explosive substance?

Is there adequate provision for managing additional hazards created by service contractors working at the premises?

Are contractors and maintenance workers aware of the site hazards?

Are contractors and maintenance workers aware of the site employees?


Section C Adequacy of existing fire precautions (including provision and protection of emergency routes and exits)

If unsure of the answers to the following questions seek professional advice. (OCC Health and Safety Helpdesk 01865 797222)


Are they adequate?



Is the workplace provided with a sufficient number of escape routes and exits to facilitate effective evacuation?

Are escape routes and exits of adequate width?

Where necessary, do exits open in direction of escape?

Are exits doors easily accessible (open without the use of a key) and fitted with panic bolts where necessary?

Are travel distances satisfactory in relation to risk?

Are escape routes free from obstructions?

Are escape routes free from slip and trip hazards?

Are corridors and staircases free from unacceptable fire hazards?

Do standards of fire resistance appear to be appropriate in relation to means of escape?

Other issues relating to your premises?


Section D Fire safety signs and notices If unsure of the answers to the following questions seek professional advice.


Are they adequate?



Are fire exit and directional fire exit signs suitably located, in satisfactory condition, and unobstructed?

Do signs conform to H&S (signs and signals) regulations?

Are fire doors provided with “Keep Shut” notices where appropriate?

Are general Fire Action notices and Fire Routines displayed?

Are notices adequately illuminated where necessary?



Section E Emergency lighting If unsure of the answers to the following questions seek professional advice.


Are they adequate?



Are emergency escape routes illuminated adequately by

Mains Battery Natural lighting?

Where necessary is “emergency lighting” installed?

Is the emergency lighting installation to a satisfactory standard?

Does emergency lighting indicate and illuminate emergency escape routes clearly to the final exits and area immediately outside?

Does the natural and emergency lighting ensure that fire alarm call points, fire fighting equipment and fire safety signs can be adequately seen?


Section E Emergency lighting (continued) If unsure of the answers to the following questions seek professional advice. (OCC Health and Safety Helpdesk 01865 797222)


Are they adequate?



Is the emergency lighting regularly tested and maintained by a competent person?

In the case of portable emergency lighting equipment – is it kept in working order? (e.g. batteries replaced or recharged)

Are results of tests and maintenance properly recorded?



Section F Fire detection & warning systems If unsure of the answers to the following questions seek professional advice.


Are they adequate?



Where necessary, is an appropriate fire warning system installed and in working order?

Are occupants aware of the nature of the warning system?

Is the warning system – Electrical? Manual? Word of mouth?

Is it installed to British Standards or equivalent?

Has a Commissioning certificate been issued?

Where necessary, has automatic fire detection been installed?

Is the level of protection appropriate to the risk?

Is the system effectively maintained and tested?

Where fitted, do automatic door holding or closing devices operate satisfactorily?

Are records of maintenance and tests properly kept?


Section F Fire detection & warning systems (continued) If unsure of the answers to the following questions seek professional advice.


Are they adequate?



Is the alarm audible throughout the premises, with all the doors closed?

Is it clearly discernible from other noises in the workplace?

Where necessary, is provision made for employees with sensory difficulties or for employees in noisy environments?


Section G Fire fighting equipment If unsure of the answers to the following questions seek professional advice.


Are they adequate?



Is there adequate provision of fire fighting equipment (number & type)?

Is equipment appropriately located and readily available for use?

Is equipment regularly maintained by a competent contractor?

Is a proper record of testing and maintenance kept?

Are adequate numbers and appropriate staff trained in the use of fire fighting equipment?


Section H Planning and training for fire emergencies Further guidance regarding Fire Marshal training available from the Learning and Development team


Are they adequate?

Deficiencies Identified (carried forward to 3.1 Fire

Safety Action Plan) Yes No

Are all employees/partners aware of their roles within the site Emergency Evacuation Plan?

Are there suitable arrangements in place for calling the Fire and Rescue Service and liaison upon their arrival?

Where necessary are there sufficient trained Fire Marshalls to implement evacuation & use of extinguishers

Has the employer provided employees/partners with “comprehensive and relevant” information regarding fire procedures, including identity of “competent persons”?

Do fire action notices correspond with Emergency Evacuation Plan?

Do employees/partners receive regular and effective fire safety training?

Is a suitable and sufficient record kept of fire training?

Does the employer co-operate with other employers in multi occupancy buildings and with the landlord, where necessary, to ensure that effective ‘prevention and protective’ measures are being taken?


Section J Other fire safety systems If unsure of the answers to the following questions seek professional advice.


Are they adequate?

New control measures required or significant

findings Yes No

Are any of the following systems installed:

Active Fire Suppression system? e.g. sprinkler system

Pressurisation system?

Smoke Control System?

Wet/Dry Risers?

Fire Dampers?

Private Fire Hydrants?

Others? – please specify

Are the systems effectively tested and maintained?

Are records of tests and maintenance properly kept?


3.0 Fire safety action plan WHY? To ensure safety of site users. To comply with the Regulatory Reform (Fire Safety) Order 2005. A Fire Safety Action Plan will assist in planning the actions necessary to rectify any identified deficiencies in the preventive and protective measures so as to ensure their continued effectiveness. WHEN? As and when required. When any significant change has occurred. WHO? The Premises Manager.


3.1 Fire safety action plan Section A - Deficiencies carried forward Action to be taken

Including Interim measures Priority H,M,L

Person Responsible

Completion Date

Review Date

Section B - Deficiencies carried forward Action to be taken Including Interim measures

Priority H,M,L

Person Responsible

Completion Date

Review Date

Section C - Deficiencies carried forward Action to be taken Including Interim measures

Priority H,M,L

Person Responsible

Completion Date

Review Date


3.1 Fire safety action plan (continued) Section D - Deficiencies carried forward Action to be taken


Person Responsible

Completion Date

Review Date

Section E - Deficiencies carried forward Action to be taken Including Interim measures

Priority H,M,L

Person Responsible

Completion Date

Review Date

Section F - Deficiencies carried forward Action to be taken Including Interim measures

Priority H,M,L

Person Responsible

Completion Date

Review Date

Section G - Deficiencies carried forward Action to be taken Including Interim measures

Priority H,M,L

Person Responsible

Completion Date

Review Date


3.1 Fire safety action plan (continued) Section H - Deficiencies carried forward Action to be taken


Person Responsible

Completion Date

Review Date

Section I - Deficiencies carried forward Action to be taken Including Interim measures

Priority H,M,L

Person Responsible

Completion Date

Review Date

Priority H = High ; M = Medium ; L = Low

Important Notice Ensure that any changes are communicated to all staff/partners concerned and alterations are changed in the Fire Safety Action Plan and Emergency Escape Plan where necessary.


4.0 Plan of premises WHY? To comply with the Regulatory Reform (Fire Safety) Order 2005. A plan(s) of the premises should be kept in this section of the Fire Safety Folder as a practical way of recording the preventive and protective measures that have been taken. WHEN? As and when required. When any significant change has occurred. WHO? The Premises Manager.


4.1 Example plan of premises


5.0 Emergency Evacuation Plan WHY? To comply with the Regulatory Reform (Fire Safety) Order 2005. The purpose of the emergency plan is to ensure that the people in the premises know what to do if there is a fire and that the premises can be safety evacuated. In all Oxfordshire County Council premises emergency plans should be recorded and a copy kept in this section of the premises Fire Safety Folder. WHEN? The emergency plan should be based on the outcome of the fire risk assessment and be available to employees, their representatives (where appointed) and the enforcing authority. Everyone who uses the premises should be made aware of the evacuation procedures to be followed in the event of fire. Systems must be in place to deal with the various issues presented by visitors, contractors and members of the public who may access the site. HOW? Refer to section 4.6 of the Fire Safety Policy document for guidance on how to complete an emergency evacuation plan.


Insert a copy of the Emergency Evacuation Plan here


6.0. Personal Emergency Evacuation Plan (PEEP) WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. Where people with special needs use or work in the premises, their needs should, so far as is reasonably practicable, be assessed and additional measures (where identified) introduced into the fire safety action plan WHEN? As and when required on an assessed needs basis. When any significant change has occurred HOW? PEEPs can be designed either as personal plans for individual employees (or regular individual visitors), or as a series of standard plans which are made available to casual users who may visit the premises infrequently or only on one occasion. Use the form provided as a template.


6.1 Personal Emergency Evacuation Plan (PEEP)

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7.0 Fire drill / Emergency evacuation record WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN? Practice emergency evacuation/fire drills to be carried out and recorded at least three times a year in schools and four times a year in children’s homes. At all other premises they are to be carried out preferably twice, but at least once a year. HOW? Arrange an emergency evacuation fire drill and record the results.


7.1 Fire drill / Emergency evacuation drill record

NOTE: Ensure the Training Record, after de-briefing, is completed – Retain copies of all debrief notes and minutes.

Date Full/Part Evacuation

Time Initiated

Time Taken

Total Number of Employees/ Partners

Total Number of Pupils/ Volunteers/ Members of Public (visitor)/Contractors

Remedial Actions Required following de-brief


8.0 Means of escape record WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN? Daily inspections of means of escape and evacuation routes carried out by a Premises Manager with any deficiencies / remedial actions necessary to be noted. HOW? Visual Inspection (walk round/tour)


8.1 Means of escape record

Date Checked

Deficiencies/Remedial Actions Name


9.0 Fire alarm systems record – tests and inspections WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN? Weekly internal test carried out by the Premises Manager. Annual service carried out by competent contractor (Carillion will carry this out for non-school properties). Activation of the fire alarm system for any reason must be also recorded here. Every call point located within the site must be included in the testing regime. HOW? Use of the testing ‘key’.


9.1 Fire alarm systems record – tests and inspections Call points and alarm sounders – identification and location

Call Points

Number Location Date Tested Deficiencies/Remedial Actions Name/Contractor


10.0 Emergency lighting system record – test and inspections WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN? Monthly internal on-site checks by Premises Manager (Carillion will carry this out for non-school properties). Annual inspection carried out by competent contractor (Carillion will carry this out for non-school properties). HOW? Use of the testing ‘key’. Isolating the mains electric power supply to the site. Visual check to ensure all emergency lighting is functioning correctly.


10.1 Emergency escape lighting system record – test and inspections Identification and location



11.0 Fire fighting equipment records – tests and inspections WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN? Monthly internal visual check carried out by the Premises Manager. Annual service/inspection carried out by competent contractor (Carillion will carry this out for non-school properties). HOW? Visual check to ensure all fire fighting equipment is:

• Located as per the ’Plan of Premises’.

• In good condition (Extinguisher body and discharge hose/horn are not damaged).

• In good condition (Fire Blankets).

• The gauge indicator (Fire Extinguisher) is in the green.


11.1 Fire fighting equipment records – tests and inspections Identification and location



12.0 Staff training and instruction record WHY? To ensure safety of site users To comply with the Regulatory Reform (Fire Safety) Order 2005. WHEN? This element is driven by the control measures identified in Section H of the site Fire Risk Assessment. HOW? Staff meetings Health & Safety meetings Toolbox talks OCC Learning and Development courses - Fire Awareness; Fire Marshall; Fire Risk Assessment

Training Requirements

• Training to be provided by a competent person / qualified trainer.

• Training must include suitable and sufficient instruction on the fire precautions and actions necessary to safeguard employees and other relevant persons on the premises. It should be based on concise, comprehensible and relevant written instructions, copies of which should be retained in the Fire Safety Log Book for reference.

• During the instruction, emphasis must be placed upon the safety of the individual using the extinguisher. In a fire situation, where anyone has the slightest doubt about their ability to use a fire extinguisher safely, they should not attempt to use it. No one will be expected to use a fire extinguisher unless it is safe for them to do and the individual is confident in their ability use it. The instruction should also include the fact that when using a fire extinguisher, the user should always place themselves between the fire and their means of escape, such as the door from the room. This will enable the user to turn their back on the fire and walk away should the fire not be extinguished. During the instruction the need to operate the fire warning system before using a fire extinguisher is to be emphasised.


12.1 Staff training and instruction record - training subject codes The code numbers below can be used as a shorthand method of identifying and recording the subject of the training/instruction given on the accompanying ‘Employee Register and Training Record’. (Numbers after 11 can be given a subject name and used as necessary). 1. Induction training on appointment/transfer to premises 2. Initial instruction on emergency plan and written instructions 3. Fire drill/Emergency Evacuation 4. Refresher instruction on emergency plan and written instructions (to be repeated periodically as appropriate but at least annually) 5. Awareness of risks and preventive and protective measures (based on significant findings of risk assessment/review) 6. Fire marshal/warden course 7. Fire-fighting equipment training 8. Procedures to assist people with individual needs 9. Instruction relating to the safe handling, storage and transport of dangerous substances and waste containing dangerous substances 10. Fire Safety tool box talks (Health & Safety/Staff meetings etc) 11. Co-ordinated training with other site users (where applicable).


12.2 Staff training and instruction record – employee/partner register and training record

This form is to be used to record the attendance of individual employees/partners at fire safety training/instruction sessions. It should be read in conjunction with the ‘Staff Training and Instruction Record’ on which the subjects covered in the sessions are recorded. (Subject codes entered in the second column can be used as method of identifying the content of the sessions each employee/partner has attended).

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Documents

FIRE SAFETY WITHIN OCC PROPERTIES: …landlord.oxfordshire.gov.uk/cms/sites/landlord/files...FIRE SAFETY WITHIN OCC PROPERTIES: MANAGING THE RISK Premises Log Book Oxfordshire County