Internal Affairs Adactus500 Scrutiny Panel · Shehnaz Akhtar Page 3 Internal Affairs for Adactus500 Scrutiny Panel Scrutiny Review: Fire Sa ty Final Report The Project Business Plan

Internal Affairs for

Adactus500 Scrutiny Panel

Health & Safety: Final Report

1 December 2017

Shehnaz Akhtar Page 2

Internal Affairs for Adactus500 Scrutiny Panel

Contents Page

Project background ................................................................................................................................. 3

1. Fire safety within the home .................................................................................................................... 4

2. Fire safety in tower blocks ...................................................................................................................... 9

3. Compartmentation and escape routes in flats ..................................................................................... 11

4. Maintenance of fire safety equipment ................................................................................................. 14

5. Refurbishment .................................................................................................................................... 15

6. Gas safety ............................................................................................................................................. 15

What we liked ........................................................................................................................................ 17

What concerned us? .............................................................................................................................. 18

Recommendations ................................................................................................................................ 18

Appendix:

Staff Interviews ..................................................................................................................................... 19

Spot check – Fire Risk Register .............................................................................................................. 21

Spot check – Fire Management Records .............................................................................................. 21

Spot check – Electrical checks in voids .................................................................................................. 22

Spot check – Site Visits .......................................................................................................................... 22

Spot check – Causes of fire 2017 .......................................................................................................... 23

Spot check – Causes of fire 2016 ........................................................................................................... 23

Spot check – Void property gas capping .............................................................................................. 24

Acknowledgements .............................................................................................................................. 26



Scrutiny Review: Fire Safety

Final Report

The Project

Business Plan Key Risk: Tenant injury or death due to a fire or escape of gas.

Background

Under the Regulatory Reform (Fire Safety) Order 2005, the Group has a responsibility to carry out a

fire risk assessment at all premises with an internal communal area to ensure that adequate and

appropriate fire safety measures are in place to minimise the risk of injury or loss of life in the event

of a fire.

Fire safety has been previously scrutinised in 2016 and gas safety in 2015. For the purposes of this

scrutiny both fire safety and gas safety have been merged as “Health and Safety”.

This scrutiny focused on fire arrangements in tower blocks, general needs flats, sheltered and

supported accommodation (excluding agency managed properties).

What we wanted to know

• How are fire risks identified, assessed and responded to?

• What general fire/gas safety advice is provided to residents?

• What has been done to reassure residents of high rise blocks since the Grenfell Tower fire?

• What communication channels are there for residents to report gas/fire safety concerns?

• Is fire safety considered at refurbishment stage?

• How does the Group identify residents with special needs/requirements who live in high rise

blocks?

• How quickly is the gas supply capped in void properties?

What we looked at

• Fire safety within the home

• Fire safety measures at tower blocks (Miles Platting)

• Maintenance of fire prevention/detection equipment

• Compartmentation and escape routes

• Gas safety

• Spot checks at various properties

• Adactus500 survey



What we found

1. Fire safety within the home

a. Promoting fire safety to residents

• Fire safety information is promoted through various communication channels for example,

leaflets, letters, website, and discussions of fire safety issues at resident meetings (focus

groups).

• New customers are provided with an information pack that contains a fire safety guide. It

advises residents to test their smoke alarm weekly and provides general information on

planning an escape route, what to do in the event of a fire, how to reduce the risk of fire in

the home, cooking safely in the kitchen, how to use electrical appliances safely, and advice

surrounding smoking in the home and lighting candles. It states that the evacuation

strategies for high rise flats is stay put, flats are full evacuation and residents of retirement

living and supported housing hostels and projects should see the Scheme Co-ordinator or

Support Worker for details of the evacuation plan on site. This information is also available

on the Adactus website.

• The Adactus website provides detailed information on fire safety around the home and

specifically for tower blocks and properties with multi-storey occupancy. It states that the

use of a barbecue, chiminea, fire pit, and portable fires are prohibited for properties with

balconies.

• The tenancy agreement stipulates that the installation of wood or fuel burners is prohibited.

Also prohibited is the storage of petrol or diesel engine vehicles (including motorcycles) in

communal areas, and the use of barbecues or patio heaters (whether electric, coal or gas

fired) on any balcony or internal areas of the property, communal areas, laundry storage

areas, garages or sheds.

• Although general fire safety advice also applies to communal areas for example, to switch off

appliances when not in use, this is not communicated to residents.

• Following the tragic fire at Grenfell Tower in London, residents of Miles Platting tower blocks

were invited to a residents meeting and then sent a follow-up letter and email about the

meeting to reassure them that the Group has established that the cladding is not of the same

manufacture or system as that at Grenfell Tower, that it complies with Building Regulations,

was installed correctly, and has separation between floors. Further information was

available by clicking on the tab within the email. Residents were advised they can raise any

fire safety concerns they may have by email to [email protected].

• Caretakers hand delivered a fire strategy to residents at each tower block to give guidance

on how to respond to a fire (this document is issued annually to tower block residents

however, it was re-issued after the Grenfell Tower). The strategy recommends that residents

should evacuate if directly threatened by heat or smoke, but to remain in their home if not

directly impacted.



• Caretakers in Miles Platting visited all the tower blocks to check if anyone had the same

make and model of fridge freezer as that identified as the cause of the Grenfell Tower fire

and to provide advice on what to do it they did have it.

• Residents in properties with communal areas were also targeted to receive tumble dryer

safety information. This advised of a dryer recall manufactured between April 2004 and

September 2015 by various brands including Hotpoint, Creda, Proline, Indesit and Swan. The

manufacturers of the affected dryers offered customers to have the fault rectified. The

advice given was to unplug the dryer and not use it until the modification has taken place.

Residents were advised of a freephone hotline number they could contact for information

and provided with a link to the appropriate manufacturer in order to arrange a free visit from

their engineer.

• A ‘gas safety week’ campaign was run between 18 and 24 September 2017. An email was

sent to all customers, including leaseholders, to raise gas safety awareness and advise how

to keep themselves and their families safe from unsafe gas appliances. To access further

information the recipient was required to click on a tab within the email.

• All three campaigns were successful. An analysis showed that the percentage of emails

opened by customers was between 38.51% and 42.79% of the number of emails delivered

(above 35% is considered to be good). Of those, the percentage of customers who ‘clicked’

on the further information tab was between 10.98% and 22.28% of the percentage of emails

opened (above 5% is considered to be good).

• General electrical safety information is emailed annually to all customers with a known email

address. The information is entitled ‘Electrical appliances in the home – are yours safe?’

This information is also available on the Adactus website.

• Although fire action notices are placed close to every call point throughout property, in most

cases the hand written assembly point was illegible as the writing has faded.

b. Fire Risk Assessments

• The Group has a comprehensive Fire and Risk Strategy in place that is incorporated into the

operational policies and is managed as an intrinsic part of the business system. The fire

strategy has been managed by a fully qualified and experienced Fire Officer to ensure that

the Group meets the statutory requirements.

• A Fire Risk Register (FRR) is maintained by the Health & Safety team. It contains details of

properties where the Group has a legal responsibility to carry out a fire risk assessment, the

assessment date, and the next assessment due date. There are currently 370 properties that

require a fire risk assessment (including office premises and agency managed properties).

• A fire risk assessment of all the Group’s properties was undertaken in 2016 by an

independent qualified Fire Risk Assessor. The assessment involves visiting the relevant

property to assess and check various aspects of fire safety for example; possible sources of

fire, and that escape routes are kept clear. The results of the FRA are documented in a

report as significant findings; if no hazard is identified it is shown as ‘none’. The findings and



recommendations are placed on the main asset management system for attention. Actions

are given a risk rating of substantial, moderate or tolerable.

• A general review of the Fire Risk Register showed some properties had gone past their next

assessment date. A check with the database confirmed that an up to date FRA was available

however; the register had not been updated with the new assessment date.

• Monitoring of the FRA repair orders is via a QL query report maintained by the Asset

Management department. A review revealed a number of repair orders had gone past their

target completion date. It was explained this was due to issues such as delays with external

contractors, or waiting for a property (flat) to become available to facilitate carrying out an

intrusive survey. All actions are completed as soon as is practically possible.

c. Vulnerable residents (in sheltered and supported accommodation)

• Residents who need support with evacuation have a personal emergency evacuation plan

(PEEP) in place. The PEEP is tailor made to meet the requirements of the individual and the

process is based on a questionnaire. It includes information relating to the individual’s

abilities, awareness, equipment provided, and the method of assistance. The PEEP list is

placed near the fire panel for easy access.

• A floor plan is displayed by the fire panel that shows colour coded zones to aid persons

attending in an emergency to find their way around.

d. Additional fire safety measures

• It was recognised that some residents may not be as fit as they may have been when they

first moved into a property. For this objective, arrangements have been made for a Person-

centred Fire Risk Assessment (PCFRA) to be completed for all identified residents; this is in

addition to a PEEP. High risk residents are being targeted first to enable an action plan to be

put in place.

• The purpose of the PCFRA is to allow suitable additional arrangements to be made to ensure

these residents are assisted in evacuating their home. The PCFRA form is a comprehensive

risk assessment of an individual and considers:

o Resident’s contribution to the likelihood of fire/fire development, e.g. smoking

o Capacity of resident to respond to fire alarm or signs of fire, e.g. mental health

o Ability of resident to escape, e.g. mobility.

• One resident has been identified as being unable to evacuate in a general needs block of flats

operating a full evacuation policy. The resident did not wish to be rehoused to more suitable

accommodation. Due to this, it was necessary to adopt a stay put policy for this particular

resident and a sprinkler system installed in their flat to ensure their safety in case of a fire.

e. Adactus500 survey

• A recent Adactus500 survey about general fire safety received 158 responses. In an additional

survey, 78 responses were received from residents in flats. This was a repeat of surveys

carried out in June 2013 and April 2016. The results show that:



o Everyone knew where their smoke alarm was.

o Around three quarters of participants said they can change the smoke alarm battery

themselves – the same level as in 2013 and 2016.

o Almost three quarters of participants stated they had an escape plan for their home

– this has increased slightly since 2016.

o 9 out of 10 people surveyed stated they knew what their fire alarm sounds like.

o There has been a rise in fire alarm awareness since 2013.

o Around two thirds of participants stated they evacuate the premises if a fire alarm

sounds – this is less than in 2013 and 2016.

o One third of participants now state they would stay put if the fire alarm sounds. This

has increased from 13% in 2013 and 2016 surveys to 33% in 2017.

o Only a few people surveyed stated they had seen items left in communal areas.

f. Fire incidents

• 51 fire incidents occurred between 1 January and 25 September 2017. Of those, three were

actual fires and 48 were classed as ‘false’ fire alarm activations meaning there was no fire

only smoke. The majority of fire alarm activations were caused by cooking (mainly in

sheltered properties), faulty appliances or due to smoking.

• In most cases, the Fire Services attended the property where the fire alarm was activated

and reset the fire panel.

• Although the number of fire incidents has decreased by 32% compared to 2016 statistics

(within a similar timescale), the main cause of fire incidents continues to be cooking.

• A case study of the three fires revealed:

1. Unknown persons set fire to bushes outside a property that caused smoke to come

into the property and set off the fire panel alarm. Fire services attended to put out

the fire and reset the fire panel. No further action was necessary.

2. It is believed that a fire was caused deliberately by a resident with cognitive

impairment. Action was taken to ensure he was safe.

3. A fire started in a kitchen caused by the oven being left on while the resident was out.

Smoke set off the alarm. No further action was necessary.

• Fire alarm activations at the Miles Platting tower blocks were caused by:

1. Unauthorised persons smoking on the stairwell. The Fire Services attended but could

not gain access as the main door was locked; a resident allowed access. Due to this,

action was taken to install a key safe on the outside of each tower block to allow Fire

Services access.

2. A chip pan caught fire. The resident extinguished the fire but the smoke set off the

alarm. Residents in the communal area were evacuated as per procedure. Fire

Services removed the chip pan. Action was taken to request a full electrical check of

the flat.

3. A resident set fire to paper in their kitchen sink. Three fire engines attended

promptly; they advised the resident to purchase a paper shredder.



g. Fire action

• A procedure is in place (Reporting of Serious Incidents, On Call and Escalation Procedure)

that outlines the process to be followed to ensure serious incidents are handled

appropriately and action relayed in a timely manner. Managers from a variety of roles

within the Group are included on the on call rota as incident managers. Escalation is

required when there is a serious incident and the escalation plan ensures that the

appropriate senior managers are informed in a timely manner and can offer support to the

incident manager.

• On report of a fire, the standard practice is to cap off the gas supply and isolate the electric

supply as soon as practicable. If the incident is reported out of office hours (between 6pm

and 8am) then the on call manager will attend the property and arrange for the gas and

electric supply to be isolated and ensure the residents are safe.

• The details of the fire will be escalated to planned maintenance and the respective director

at the earliest opportunity. Planned maintenance will arrange for a Surveyor/Inspector to

attend the property as soon as practicable to assess the safety of the property and to

establish the extent of the damage and commensurate work required.

• The property will be made secure by Adactus staff. The time of securing is dependent on the

duration of the fire and the instruction of the Fire Officer.

• If a resident requires rehousing (outside of office hours), the on call manager will arrange for

the resident to be temporarily rehoused pending repairs to their home or waiting for

alternative accommodation.

• If a fire occurs in sheltered/supported accommodation, the Scheme Co-ordinator/Manager

will investigate the fire alarm activation and reset the fire alarm panel. If outside of office

hours, Eldercare will first establish whether it is a real fire or false fire alarm activation. In

the event of a real fire, the out of hours service will escalate the incident to the relevant

duty manager (retirement living or supported housing).

• The same practice applies to tower blocks. If a resident reports a fire to the out of hours

service they are advised to telephone the fire brigade immediately and ensure they stay

away from the affected area. The out of hours service may also contact the Fire Services.

Case study - recent fire

• In September 2017, a fire occurred in an Adactus general needs property (house). The

property was fitted with a smoke alarm which activated and alerted the resident to the

presence of the fire. The alarm allowed the resident to evacuate the property in time with

their three children. Meanwhile, a neighbour had alerted the Fire Services who attended the

scene.

• One child was injured and hospitalised. The resident accompanied the child to hospital

whereas the other two children to stayed with family/friends.

• The fire was reported at approximately 11pm to the out of hours service who called the

Adactus on call manager to site. Arrangements were made for a gas engineer and electrician



to cap of the gas supply and isolate the electric although it is not clear who made these

arrangements (whether it was the on call engineer or the out of office service).

• The on call manager escalated the details of the fire to planned maintenance and the

respective director. The lettings team were also notified who attempted to contact the

resident the next day. Messages were left on the resident’s mobile telephone advising them

to make contact.

• The following day, a Surveyor and the Health and Safety Manager entered the property in

order to assess the safety of the property and to establish the nature of the fire, the damage

to the fabric of the building and the commensurate work required to restore the property.

On return to the office, the Surveyor prepared a report for the insurers to inform them of

the potential costs and the investigatory status of the fire.

• The property cannot be repaired until the insurers have sent a Loss Adjuster to attend the

site and undertake their investigation of the fire. In this case, a forensic specialist was

engaged to look into the cause of the fire which is a suspected bypassing of the electricity

meter.

• The resident did not have any contents insurance and therefore their losses were

unrecoverable.

• The resident contacted Adactus after five days and was allocated temporary

accommodation in a hostel then rehoused five days later. The resident received donations

from friends and neighbours to furnish their new property.

2. Fire safety in tower blocks

a. Pre Grenfell Tower fire

• The Group operates a ‘stay put’ policy in the tower blocks. This means that in the event of a

fire residents are advised to stay within their home unless they are immediately affected by

heat or smoke. The ‘stay put’ policy is communicated to new residents at the start of their

tenancy with a reminder sent annually.

• Full time caretakers at the tower blocks undertake the following fire safety checks:

1. Daily checks of means of escape, fire alarm panel and emergency lighting

2. Weekly fire door, and checks of fire alarm system – testing of different call points

3. Monthly checks of fire fighting equipment and emergency lighting

• A recommendation made in the previous fire safety scrutiny in 2016 was that fire safety

checks should be completed electronically using a mobile device. A spot check revealed this

recommendation has not been implemented in all the tower blocks and fire checks are

recorded in a paper fire management file (it has been implemented in one tower block as

part of the sheltered team tablet rollout).

• The fire brigade response time to an emergency call is ten minutes.

b. Post Grenfell Tower fire

• The Group commenced a review of the cladding installed at the Miles Platting tower blocks a

few months before the fatal Grenfell Tower fire. This review established that none of the



Miles Platting tower blocks have aluminium composite cladding similar to that used on

Grenfell Tower; the cladding used is a wet render system with a pebble dash. The render was

tested to ensure it was safe and this process engaged both the manufacturer and the

contractor who applied the render to the tower blocks. Action was also taken to review all

the fire arrangements across the Adactus Estate. This review also looked at fire escape

arrangements in properties (including the size of stairwell), fire doors, void property fire

arrangements, the use of tumble dryers in flats of multi-occupancy properties, property

checks, inspections and audits.

• The Miles Platting tower blocks were built with compartmentation. This means that each flat

and the communal areas have fire stopping features that will prevent fire spreading from

one flat to another for up to one hour. Each block has 13 storeys including the ground floor

whereas Grenfell Tower has 24 storeys.

• The cladding system has a fire break installed at each floor therefore, if a fire were to go out

of the window and upwards towards the next floor, the fire break would contain it and

prevent it from spreading to other parts of the block. This compartmentation allows a fire to

be contained for one hour.

• Greater Manchester Fire and Rescue Service have confirmed that the ‘stay put’ policy

operated by the Group is the safest within the tower blocks given the fire safety measures in

place and advised they would arrive within ten minutes of receiving an emergency call.

• Miles Platting tower blocks do not have sprinklers installed. Sprinkler systems are not

currently a statutory requirement for these types of blocks.

• An urgent consultation meeting was held on 21 June 2017 at Butler Court and Baker House

to provide residents of tower blocks reassurance of the fire stopping arrangements in place

and to answer any concern they may have. Attendance was low although residents had

been notified of the proposed meeting by a hand delivered letter dated 16 June 2017. It is

uncertain if the low attendance was due to residents being confident that the Group is taking

appropriate measures to ensure their safety or whether they had insufficient notice of the

meeting however, no-one subsequently raised any concerns of insufficient notice.

• There have been no reports of subletting or tenancy fraud within the tower blocks.

• Caretakers, Housing Officers, Scheme Managers and Scheme Co-Ordinators are available to

provide ‘on the ground’ support in the event of a fire.

• A site visit revealed that an update of the meeting of 21 June 2017 was displayed in the lifts

of a few tower blocks reiterating that the tower blocks do not have the same type of cladding

as Grenfell Tower, that each flat and the communal areas have compartmentation and that

Greater Manchester Fire Services recommends a stay put policy.

• Additional measures have been taken to fit a key safe outside the entrance of each tower

block to facilitate access for the Fire Services.

• The out of hours service will advise residents who report a fire to immediately contact the

Fire Services and to stay away from the affected area. They may also contact the Fire

Services.



• A spot check at the tower blocks revealed clear signage was displayed on each landing and

emergency lighting was working. Although the corridors and escape routes were generally

free from obstruction it was noted that a fire door was being propped open with a warning

hazard cone in one tower block. The cones are placed when the floors are mopped however,

some residents use them to prop open the fire door to air the corridor.

• In one tower block, the emergency exit signs in the stairwell were placed on the floor. It was

explained that the stairwell was being painted and the signs will be placed back on the walls

on completion.

• A general fire action notice is displayed in properties operating a stay put policy. It advises

residents to evacuate to the assembly point on hearing the fire alarm. This was considered

to be confusing particularly in one case where the fire action notice and fire strategy were

placed side by side; one advised residents to stay put and the other instructed them to

evacuate. It is not clear that the fire action notice only applies to residents in communal

areas.

3. Compartmentation and escape routes in flats

a. Compartmentation

• Fire compartmentation is an important element of fire protection and is achieved by dividing

the premises into ‘fire compartments’ through the use of fire doors, floors and walls of fire-

resisting construction, and cavity barriers within roof voids.

• Total Fire Services completed fire risk assessments at each scheme; all sheltered schemes

now operate a stay put policy (with full evacuation in communal areas). This change in policy

was communicated to residents via a letter and discussed at residents’ focus meetings.

• New residents are advised of the fire arrangements and the stay put policy at induction.

b. Escape routes

• Fire marshal training is provided to all employees that requires it as part of their role. It

includes identifying the causes of fire, the correct way to tackle a fire using the fire

extinguishers available, and completing fire checks.

• Fire safety training is via e-learning and employees must achieve eighty percent to pass each

course. Employees have successfully completed the following courses:

o Fire warden training (144)

o Fire safety essentials (514)

o Evacuation procedures (331)

• Scheme co-ordinators/caretakers are responsible for carrying out daily checks of means of

escape, emergency lighting and fire alarm panel (depending on the type of property). Other

checks include:

a. Weekly checks of fire alarm system, and automatic closing of fire doors

b. Weekly checks of emergency lighting

c. Monthly checks of fire equipment and emergency lighting system

• Monthly fire safety checks are completed at schemes without a call point (break glass).



• Sheltered schemes conduct a six monthly fire drill although they now operate a stay put

policy.

• Fire safety checks were not completed at one scheme (where checks are done weekly) while a

caretaker was on leave then off work due to sickness.

• For properties that require a monthly fire check, the caretakers will work around their

holidays to ensure that tests are done within the calendar month. With regards to weekly

checks, this is an area that would benefit from improvement.

• A trade key safe is fitted to the external wall at most schemes however; this facility is not

specifically for the Fire Services. A number of schemes have a keypad door entry system that

is accessed with a numerical code. If a fire were to break out then Eldercare, who monitor

the fire panel, will contact the Fire Services and provide them with the access code.

• A standard letter is issued if an item is found in a communal area to request that it be

removed. Leaving items in communal areas is a breach of the tenancy agreement and repeat

offenders will be identified and the case passed to the Tenancy Enforcement and Support

(TEAS) team for them to take appropriate action; this may result in a tenancy warning.

Referring repeat offenders to the TEAS team avoids any direct conflict between the offender

and caretaker. Evidence was seen of a recent referral to the TEAS team.

c. PEEPS in general needs flats

• There is no legal requirement for a PEEP or a PCFRA to be completed for residents of general

need flats; they are mainly for residents of sheltered accommodation. However, PCFRAs have

been completed for eleven residents of Miles Platting tower blocks who were identified as

being able to evacuate if they had a fire in their flat but could not go down the stairs. These

residents have been advised to evacuate if there is a fire within their flat and go beyond the

communal fire doors where the fire service will rescue them. Fire services have been notified

of these residents.

d. Spot checks

• A site visit at seventeen properties (general needs flats, tower blocks and

supported/sheltered schemes) across different regions revealed issues at four properties with

items accumulating in the common areas/corridors that could provide a fire risk or an

obstacle to persons escaping, or fire fighters attempting to extinguish a fire. These issues

include:

1 – General needs scheme (stay put):

o Bicycles, a chair and plants (real and combustible), slippers, and a plastic waste bin.

Similar items were observed in the fire risk assessment of March 2016 and given a

‘moderate’ risk rating (unsatisfactory but does not breach the Regulatory Reform

(Fire Safety) Order 2005). Action was taken in March 2016 and a letter sent to

remind residents of the rules regarding common area storage however, some of

these items have since reappeared in the communal areas. Plans are underway to

provide a storage facility at this scheme by the end of 2017.



2 – General needs scheme (stay put):

o Cardboard box in the corridor.

o Plasterboards by the stairs outside the caretaker’s room, and a piece of timber on

the floor in front of an emergency fire exit door. The Estate Services Manager was

informed who advised that these items were left by a contractor and have now been

removed.

o The fire door to the communal electrical cupboard was unlocked and ajar. This issue

was observed in the recent fire risk assessment of 11 September 2017 and a

recommendation made that residents be advised when accessing electric meters to

keep the electrical cupboards locked shut and regular checks be made by a caretaker

to ensure they are kept closed. Following this, a letter was sent to residents advising

them to keep the electrical cupboard doors locked. Fire safety checks at this scheme

are carried out on a monthly rather than a weekly basis. It was learned that

properties with fire alarm manual call points are checked weekly however, this

property does not have manual call points therefore the caretaker checks are

monthly.

3 – General needs flats (full evacuation):

o A stepladder and fluorescent light plastic casing stored on the landing.

o Newspapers, clothing, shoes, dustpan and brush outside a resident’s door causing an

obstruction. The caretaker advised that the resident has cognitive impairment and

arrangements will be made to have the items removed. It was noted that this issue

was not reported when the weekly electronic checks were done.

o The emergency fire door has a sliding bolt in additional to a thumb turn lock and Yale

lock. Although the bolt was unlocked at the time of the visit there is a risk it may be

locked accidentally.

4 – General needs flats (full evacuation):

o A pram, bicycle and mobility scooter was found in the recess parts of the corridors

although an external cycle-storage facility is available (secured with a keypad door

entry system and protected by a surveillance camera). It was learnt that the resident

usually stores the mobility scooter within their flat however, it was stored in the

corridor due to remedial work taking place inside the flat. The Estate Services

Manager was informed who advised that the caretaker has made arrangements for

the resident to store the scooter in the storage room. With regards to the pram, this

was not an ongoing issue and may have been a visitor, or the resident preparing to

go out.

• At a property that had no issues the caretaker explained that if items are found stored in a

communal area they issue a standard letter to the resident requesting them to remove it by

a certain date or it will be placed in storage at a cost to them.



• A key safe was fitted to a gated property to allow Fire Services access in case of an

emergency.

4. Maintenance of fire safety equipment

• A regular programme of servicing is carried out on fire equipment in properties. Servicing

takes place quarterly, every six months, or annually depending on the type of equipment and

is done by a specialist fire safety consultant.

• The Group is not aware of any resident who tests the fire alarm panel at their dwelling.

• A recent spot check at 17 properties found keys were not left in the lock or on view in close

proximity of the fire alarm panel; they are stored in a key safe adjacent to the fire panel. The

newer fire alarm panels are accessed with a digital code known to staff, Eldercare (for

sheltered/supported accommodation), and the out of hours service.

• Fire extinguishers are in the process of being removed from properties (including communal

areas in sheltered properties) where the Fire Risk Assessment deems this necessary. The

reason for this is that residents are not trained to use fire extinguishers and therefore may

harm themselves. This action has not been communicated to residents at the properties

concerned.

• The specification for smoke and heat alarms in new developments is set by the Innovation

Chain North West (ICNW) employer’s requirements. The ICNW is a framework for

construction contractors and associated professional services. Adactus follows the ICNW’S

specifications:

o Smoke and carbon monoxide detection will be hardwired as separate units and not

connected to any smoke or heat detection circuit.

o Mains operated heat detectors will be fitted in kitchens.

o Mains operated smoke detectors with separate battery back-up will be fitted on each

floor level of the property.

• General needs properties with a gas supply are fitted with a smoke/heat detector that is

serviced as part of the annual gas servicing programme.

• Information on how to test a smoke alarm is available on the Adactus website. Residents are

advised to test their smoke alarm weekly by pressing the button until the alarm sounds. In

comparison, some housing associations advise their customers to check their smoke alarm

weekly or monthly while some do not specify how regularly they should be checked.

• Properties without a gas supply are sent a letter annually advising them to check their

smoke/heat detector. A reply slip is enclosed with the letter asking residents to confirm their

property has a smoke/heat detector, its location, whether they check the detector on a

weekly basis and if the detector works. A comments section is available for residents to

report any failings. There are currently 440 properties without gas. The response rate for

letters sent in 2017 is 29%.

• There has been no reported incident of malicious damage to fire equipment.



• Electrical checks are required in void properties to ensure the electrical installation is safe

before a customer moves in. A spot check of ten void properties let between 1 July and 30

September 2017 revealed that electrical checks were completed prior to letting.

• Electrical checks are carried out in communal areas every five years and in tenanted

properties every ten years. Going forward, tenanted properties will also be checked every five

years.

• In properties that have a full evacuation policy, the external doors connected to the fire alarm

panel will unlock on sounding of the fire alarm to allow egress. In properties with a stay put

fire policy, the doors will not automatically unlock for security reasons.

5. Refurbishment

• It becomes necessary to carry out a fire risk assessment review when premises have

undergone a refurbishment of the internal communal areas since the last fire risk assessment,

including a full redecoration of the wall, new carpets, new furniture/furnishings to communal

areas, new suspended ceiling and new light fittings.

• Fire Services have inspected a number of schemes to confirm they are happy with the fire

safety arrangements and any works carried out to date. Evidence was seen of a certificate of

approval issued by Cheshire Fire Services in August 2017 for a scheme that had recently been

refurbished.

• Windows are replaced with at least one fully opening window to provide an emergency exit.

The replacement of windows is assigned to a specialist contractor who will conform to

building and fire regulations.

• There is no requirement for external fire doors in dwellings. The Building Regulation standard

for doors in domestic dwellings above two levels is that every door leading to the stairwell (at

all levels) must be a fire door where it leads to a habitable room (not a bathroom or WC). Fire

doors are independently checked by a Fire Risk Assessor as part of the Fire Risk Assessment.

6. Gas safety

a. Minimising ‘no access’

• New customers are advised of the importance of gas service at sign up to encourage them to

keep their gas appointment.

• A £50 monthly prize draw incentive is offered to customers to facilitate a gas service to be

carried out at first appointment.

• In order to minimise no access the gas service programme is generally based on an eleven

month cycle to ensure that all properties with a gas supply can be serviced within twelve

months of the previous visit. A flexible approach is taken based on previous experience in

gaining access. Previous records are reviewed to identify properties where access has been

difficult or resulted in legal action. These properties are brought forward in the programme

and attempts for access started ten months after the last gas service.

• The computer system automatically generates an appointment letter for each address with

an option to rearrange the appointment if not convenient. Customers are provided with a



dedicated twenty-four hour telephone line to enable them to re-arrange their appointment.

The telephone line is operated by the gas service administration team which transfers to an

answer machine during closed office hours.

• A text message is sent to the customer on the morning of the gas service visit and also when

the gas engineer accepts the job on their PDA. If there is no access on arrival at the property

a telephone call is made. If still no contact, the Gas Service team is contacted who will search

for any other contact numbers on the CRM database. Failing this, a ‘no access’ card is

delivered through the letter box.

• The success rate for first time access in September 2017 was 89.7%.

• The current overall percentage of properties with a gas safety record is 99.82%

• In the financial year 2016-17, sixteen injunctions were obtained in order to gain access.

• The Group has previously considered publishing statistics on money wasted due to missed

appointments however, it was decided it would make little impact.

• To improve customers’ safety, a programme to install carbon monoxide detectors was rolled

out targeting properties with gas. Over 7,000 detectors have been installed over the last two

years with approximately 400 remaining.

b. Gas leaks

• At the time of this scrutiny there were no reported incidents of gas leaks or ‘near-misses’.

c. Adactus500 survey

• A recent Adactus500 survey of 114 customers revealed that most were satisfied with the gas

service:

o One in four customers surveyed had received advice on what to do if they smelt gas.

o Most participants stated they had not received advice on what to do if they wished

to change their gas appliance (e.g. cooker) or take their appliance with them on

termination of tenancy.

o Most participants have not experienced/reported a gas leak.

o Two thirds of the customers surveyed stated they have a choice of cooker points; gas

or electric.

o Two thirds of customers surveyed thought the gas engineer explained well what they

doing during a gas service.

o Eleven participants had a gas appliance condemned during a gas service; all thought

the reason was explained quite well to them.

d. Void property gas capping

• On receipt of a notice to terminate a tenancy the voids team will acknowledge receipt and

advise the resident of the date they need to return their keys. A brown tag/label is provided

for them to attach to the keys to enable identification.



• Keys received in the post are generally labelled however; there are instances where they have

been returned without a label. In these cases the voids and lettings team will be notified who

will advise which properties they are waiting keys for.

• All returned keys received either in person or post are logged in a book on reception and a

CRM is completed on QL to notify the voids team.

• Keys are collected from reception by the voids team usually within one hour of raising the

CRM.

• A key safe is fitted to the outside wall of the vacant property to allow staff access.

• A job order is raised promptly for the gas to be capped off within three working days.

• A review of a sample of ten properties that became void in October 2017 revealed that the

gas supply was generally capped within 24 hours of receiving the keys.

What we liked:

• Information on fire safety is available on the Adactus website.

• Targeted information to residents of tower block following the Grenfell Tower fire.

• Fire, gas and electrical safety campaigns.

• Up to date Fire Risk Assessments for all properties that should have one.

• Fire safety equipment provided at properties in accordance with regulations is checked,

serviced and maintained regularly.

• Emergency lighting and signage is provided, checked and serviced regularly.

• Fire safety checks are completed electronically for a majority of properties.

• Measures are in place to ensure vulnerable residents living in Retirement Living

accommodation who require assistance with evacuation are supported (PEEPS).

• Introduction of Person Centred Fire Risk Assessment.

• Key safe fitted to the exterior of Miles Platting tower blocks and gated properties to allow

access to Fire Services.

• Ten minute response time for Fire Services.

• Prompt action taken when a fire is reported to ensure the safety of residents and to secure

their home.

• Tenancy agreement sets out fire risk items that are prohibited in properties.

• Void properties undergo an electrical check before being let.

• Decrease in the number of fire incidents compared with 2016 statistics.

• Windows are replaced with at least one fully opening window.

• Carbon monoxide detectors are being installed in all the Group’s properties.

• Fire services have visited some properties and given a certificate of approval.

• High percentage of properties with a gas safety record (99.82%).

• No reported gas leaks or explosions.

• Improved process for void property gas capping.



What concerned us?

• A previous scrutiny recommendation for fire checks to be completed electronically has not

been implemented at the Miles Platting tower blocks.

• Monthly rather than weekly fire safety checks are completed at properties without a call

point.

• Sheltered properties with a stay put policy conduct a six monthly fire evacuation drill.

• A mobility scooter was stored in a corridor at one property.

• Items stored in communal areas at a scheme identified in a FRA in 2016 have re-appeared.

• No cover arrangements for fire safety checks to be completed while a caretaker was on leave

then off work due to sickness.

• Fire door propped open at one tower block.

• A fire door had a sliding bolt on it although it was unlocked when checked.

• The assembly point noted on many fire safety notices was faded and illegible.

• Mixed message at properties with a stay put policy where the fire action notice advises

persons to evacuate but the fire strategy advises to stay put.

Recommendations:

• Introduce a system for electronic checks to be completed at all Miles Platting tower blocks.

• Discontinue fire drills at sheltered schemes now operating a ‘stay put’ policy.

• Improve cover arrangements for caretakers on leave or off work with sickness.

• Consider more frequent fire safety checks at properties without a call point.

• Raise awareness of the dangers of storing items in communal areas and leaving fire doors

propped open.

• Look into available storage facilities for residents to clear items in communal areas.

• Remove the sliding bolt identified on a fire door to prevent it being accidentally locked.

• Ensure the assembly point is legible on fire action notices.

• Consider replacing the general fire action notice in properties operating a stay put policy with

a more specific one relating to stay put.



Appendix

Staff Interviews

The following interviews were carried out with staff:

Name Role Date

interviewed

Topics covered

Athanasios

Protopapas

Marketing & PR Manager 25/9/17 Promoting fire safety

Promoting gas safety

Adactus website

John Glover Group Health & Safety

Manager

27/9/17

22/10/17

Promoting fire safety

Fire Risk Assessments

Fire emergency plan

Remedial work

PEEP & PCFRA

Case study of recent fire

Fire doors

Ivan Meredith Gas Compliance Manager 27/9/17 Gas safety

Carbon monoxide detectors

Patrice Campbell Housing Office (Miles

Platting)

29/9/17 Fire safety in tower blocks

Fire safety checks

Promoting fire safety

Martin Grundy Lettings Officer 3/10/17 Fire safety information

Smoke detectors

David Holmes Estate Services Manager 2/10/17 Fire safety checks

Fire Management File

Sam Ryan Marketing Officer 26/9/17 Fire and Gas safety campaigns

Dryer information

Lorraine Newton Gas Administration Manager 27/9/17 Gas servicing

Issue of ‘no access’

Injunctions

Lesley Houghton Retirement Housing Team

Leader

3/10/17 Fire safety measures in

sheltered/supported

properties

Electronic checks register

Person Centred FRA



Carol Hamilton Operations Manager

(Agency)

4/10/17 Agency managed properties

Fire management audits

Adam Treasure Operations Manager 6/10/17 Fire safety management

Person Centred FRA

PEEPS

Lydia Holme Housing Assistant 6/10/17 Electronic fire safety checks.

Liam Seaman Caretaker – Mobile Services 6/10/17 Fire safety management

Electronic fire safety checks

Paul Maddox Caretaker – Mobile Services 10/10/17 Fire safety management


Tony Hughes Caretaker 13/10/17 Fire safety management


Key safe

Gerald O’Neill Caretaker – Mobile Services 13/10/17 Fire safety management


Pauline Daley Scheme Co-Ordinator 13/10/17 Fire safety management

PEEPS

Person Centred FRA

Carlo Crolla Resident Caretaker (Miles

Platting

18/10/17 Fire safety management

Fire management file

Antony Riddell Resident Caretaker (Miles

Platting

18/10/17 Fire safety management

Fire management file

Carlene

Montoute

Scheme Manager –Extra Care 18/10/17 Fire safety management

PEEPS

Person Centred FRA

Key safe

Ron Devine Electric & Service Contract

Manager

23/10/17

17/11/17

Electrical checks

Servicing of equipment;

emergency lighting/exits,

hard-wired smoke alarms.

Properties with no gas.



Oliver Chan Project Manager -

Development

20/11/17 Standards for smoke/heat

detectors in new build

properties.

Dean Wall Lettings Manager 20/11/17

28/11/17

Prohibited items in properties

Void property gas capping.

Gary Heaton Operations Director - Asset

Management

22/11/17 PEEPS

Person Centred FRA

Faulty appliances campaign

Fire incidents

Michael Henson Asset Management Inspector 22/11/17 Recent fire incident.

Suzanne Cornwell Senior Voids Co-ordinator 28/11/17 Void property gas capping

Keys returned

1. Spot check – Fire Risk Register

What we wanted to check

We wanted to establish if the Fire Risk Register was up to date and showed the correct ‘next

assessment date’.

What we looked at

A copy of the Fire Risk Register was accessed from the database that details all the

Group’s properties that require a fire risk assessment. A general review revealed that a number of

properties appeared to be past the ‘next assessment date’. The Fire Risk Assessment was accessed

that showed a new assessment had been completed but the register had not been updated with

the new assessment date.

What this means

We can be confident that all properties have an up to date Fire Risk Assessment.

2. Spot check – Fire Management Records


We wanted to determine if fire safety checks were completed and updated promptly for properties

including tower blocks, general needs flats, and sheltered and supported schemes.



What we looked at

We accessed the appropriate database (Cloud Dialogs and Parabola) to view fire safety records for

a sample of properties to establish if the appropriate fire safety checks were completed.

Most properties in the sample had an electronic record of completed daily escape route, weekly

emergency lights, weekly call point, monthly emergency lights and fire equipment checks and

where appropriate a six monthly fire evacuation drill. Caretakers of Miles Platting tower blocks

record their checks in a paper fire management file that is retained on the premises.

What this means

The recommendation of a previous scrutiny panel to complete fire safety checks electronically has

not been implemented at Miles Platting tower blocks.

Fire safety checks at properties without fire alarm manual call points are completed on a monthly

rather than a weekly basis. Checks were not being done while a caretaker was on leave and off

work due to sickness.

Sheltered properties that previously had a full evacuation policy but now operate a stay put policy

still conduct a six monthly evacuation drill.

3. Spot check – Electrical Check in Voids


We wanted to know if electrical checks were completed in void properties before being let.

What we looked at

We ran a report that showed all new tenancy starts in a given period. We selected a random

sample of ten properties across different areas. We checked QL database to determine if the

electrical checks had been done.

What this means

Electrical checks are being completed in void properties before they are let.

4. Spot check – Site Visits


We wanted to check that properties that are required to have a fire risk assessment (FRA) had one

done, that appropriate fire safety checks were being done, and recommended actions were

complete.



What we looked at

A sample of properties was selected from the Fire Risk Register targeting tower blocks and

properties of multi-occupation. A copy of the fire risk assessment for each property was accessed

from INVU (document management system). A spot check was carried out at each sampled

property to ensure that escape routes were clear, lighting was working, fire doors were clearly

labelled with the appropriate method of opening, that there was clear signage and that the fire

doors to electric rooms were kept shut and locked, and that actions from the risk assessments were

checked on site (and on QL) to determine if they had been completed.

What this means

All of the properties sampled had a fire risk assessment completed by an independent fire risk

assessor. Fire emergency plans and fire action notices were clearly displayed, emergency lighting

was working, ample signage was displayed, no smoking signs were visible, and where appropriate a

colour coded zone and a PEEPs list to identify residents who require support with evacuation. Most

of the recommendations had been timely completed where possible, except where a more

intrusive investigation was required that was dependent on a flat becoming vacant.

The area where remedial action has not been successful is issues with storing items in communal

areas. Some residents continue to store items in corridors such as bicycles, real and artificial

(combustible) plants, slippers, cardboard box, prams, mobility scooters, clothing, magazines and

other things.

5. Spot Check – Causes of fire 2017


We wanted to know how many fires had occurred this year, in which type of properties and what

was the cause.

What we looked at

We obtained details of all fire related incidents that occurred between 1 January and 25 September

2017. In 2017, it showed 51 fire alarm activations; 48 were false fire activations.

We analysed the cause of fire alarm activations in 2017 to establish if there were any trends:

Description

MPL Tower

blocks

General

Needs Flats

Sheltered

Supported

Total

Deliberate 1 1 2

Cooking 1 1 26 3 31

Cigarettes 1 1

Electrical 1 1



Miscellaneous 3 6 9

Not stated 7 7

Total 4 3 41 3 51

What this means

Most fire alarm activations occurred in sheltered accommodation (41) with cooking/burnt toast

being the main cause (26 cases).

6. Spot Check – Causes of fire 2016


We wanted to know if the number of fires had decreased in 2017 compared with the fire incidents

in 2016. We wanted to know if there were any trends for the cause of fire.

What we looked at

We obtained details of fire incidents that occurred in 2016. We filtered the data to show fire

incidents between 1 January and 25 September 2016 to compare like for like timescale. It showed

75 fire alarm activations; 21 were actual fires and 54 were ‘false’ fire activations.

We analysed the cause of fire alarm activations to establish if there were any trends:

Description

MPL

Tower

blocks

General

Needs

Flat

General

Needs

House

Sheltered

Supported

Total

Arson 2 2

Cooking 11 2 21 4 38

Cigarette 2 1 1 4

Electrical 1 1 2

Miscellaneous 1 7 2 8 18

Not stated 8 1 1 1 11

Total 1 31 7 31 5 75

What this means

Most fire alarm activations occurred in general needs flats (31) and sheltered accommodation (31)

with cooking/burnt toast being the main cause (38 cases).



7. Spot Check – Void property gas capping


We wanted to know if the gas supply was capped within three days of receiving the keys on

termination of a tenancy.

What we looked at

We accessed a report that detailed tenancies terminated in October 2017. A random sample of ten

properties was selected. A check was made on QL to establish when the gas was capped:

Address Keys in Date Gas capped No. of days?

Mayfield Gardens 5/10/17 6/10/17 1

Cicero Street 3/10/17 4/10/17 1

Middleham Street 30/10/17 1/11/17 2

St. Clements Road 18/10/17 20/10/17 2

Romford Place 17/10/17 18/10/17 1

Patterdale Road 10/10/17 11/10/17 1

Durham Street 23/10/17 24/10/17 1

Chester Place 24/10/17 24/10/17 0

Eaves Green Road 5/10/17 5/10/17 0

Longfield Avenue 23/10/17 24/10/17 1

What this means

The previous scrutiny recommendations have improved the process for void property gas capping.

The gas supply is being capped within three working days of receiving the keys. In a majority of

cases the gas supply was capped within 24 hours and in two cases on the same day keys were

received.



Acknowledgements

Health & Safety Scrutiny Panel Members

(Without their effort, the completion of this scrutiny project would not have been possible)

L. Adams

C. Burton

J. Livesey

S. Nixon

N. Fielding

R. Cartright

D. Gardiner

J. Hayes

L. Roberts

G. Wright

Adactus 500 surveys:

Fire safety issues:

https://public.tableau.com/views/firesafetyanalysis2017/Story1?:embed=y&:display_count=yes

Gas safety issues:

https://public.tableau.com/views/GassafetyforScrutinyPanel2017/Story1?:embed=y&:display_coun

t=yes&publish=yeshttps://public.tableau.com/profile/adactus.housing.group

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