The Fire (Scotland) Act 2005 requires employers to inspect their workplaces, identify and record fire hazards that might affect the safety of employees and others in their workplace, and take action to reduce or eliminate these hazards.
The Fire Safety (Scotland) Regulations 2006 requires employers to ensure that there is a current fire risk assessment for all workplace premises which is reviewed regularly.
Compliance with fire legislation is now determined solely through this Fire Risk Assessment.
Policy statement
Falkirk Council is committed to maintaining a safe and healthy working environment for employees, service users and other members of the public. Falkirk Council recognises that there are risks associated with fire safety management at work and will ensure that appropriate fire safety management arrangements are implemented at each workplace premises to protect employees and others from the risk of fire. The Council will ensure that fire risk assessments are undertaken on all occupied workplace premises, that copies of the fire risk assessments are held at the relevant workplace and that where appropriate, action plans are developed and implemented to reduce or eliminate any hazards identified. Fire risk assessments will be completed/reviewed annually or when a significant change has occurred that may impact on the integrity of the fire risk assessment.
Scope
This policy applies to all Falkirk Council employees and workplace premises, including residential homes, leased properties and shared accommodation that are used as workplace premises. The Policy also applies to contractors undertaking work on the Council's behalf. The policy complements the Health, Safety & Care Policy and the Risk Management by Risk Assessment Policy and is supported by the Premises Managers' Handbook on Fire Safety Management.
Fire safety management arrangements
The corporate framework for fire safety management arrangements is contained within the Premises Managers' Handbook. Each Service must adhere to this framework for fire safety management and ensure that employees with specific responsibilities for fire safety management are trained to enable them to undertake these responsibilities in a safe and competent manner.
To fully comply with fire legislation, Services must have management systems and procedures in place to ensure that, for each workplace premise:
- There is a current Fire Risk Assessment
- The Fire Risk Assessment is undertaken by a competent person
- The Fire Risk Assessment is reviewed and updated as appropriate (minimum annually)
- There is a current Fire Evacuation Procedure which includes evacuation of vulnerable persons and visitors
- There is appropriate fire exit signage displayed around the workplace premises including notices which identify who the Fire Marshalls/Evacuation Officers are and the location of evacuation points
- There is an Emergency Fire Action Plan which includes the fire evacuation procedures and is updated as appropriate
- A Fire Log Book is kept for the workplace premises to record checks relating to the above and is available for inspection as a record of fire management for the premises
- In the event of any structural work to the premises which may affect the fire structure of the building there is liaison with Development Services, Design Architects and Facilities Division in order that any change affecting the fire integrity of the building is accounted for in the revised fire risk assessment.
Where the premises design/layout is more complex or where there are significant fire risks, additional advice or support may be required. This can be obtained through the Corporate Health Safety & Care Team who in turn may involve an external consultant specialising in Fire Safety.
Fire risk assessment
All workplace premises must have a current fire risk assessment that is reviewed regularly (minimum, annually). The premises manager, or a nominated deputy, must be trained to undertake the fire risk assessment and develop and implement an action plan to minimize or eliminate any fire hazards identified. Trade Union representatives have the right to accompany managers when these fire risk assessments are being undertaken. Details of any repair/alterations work undertaken that may affect the fire structure of the premises must be recorded and the fire risk assessment reviewed accordingly.
Where a premises is considered to be "High Risk" in terms of complexity and/or use, the Service may choose to use an external consultant specialising in Fire Risk assessment to undertake the risk assessment. This can be arranged through the Corporate Health, Safety & Care team.
Emergency fire action plan
There is a requirement for all workplace premises to have a current Emergency Fire Action Plan to ensure that employees at the workplace premises know what to do in the event of a fire and to enable the workplace to be safely evacuated. The Emergency Fire Action Plan must be reviewed at least annually or following any significant changes at the workplace premises. Premises Managers have responsibility for the Emergency Fire Action Plan for their premises and must:
- Ensure that they are familiar with the type of fire alarm system at the workplace premises, email fire.safety@falkirk.gov.uk for assistance if required
- Develop a Fire Action Plan that details the roles and responsibilities of all involved in fire safety and communicating this to all employees at the workplace premises
- Develop a Fire Evacuation Procedure for the premises which details the roles of Appointed Persons with specific duties in the event of fire evacuation
- Develop a map showing the fire assembly points for the premises
- Ensure there are arrangements in place for vulnerable employees and others identified as being at risk in the event of fire eg disabled, elderly, young persons and visitors
- Arrange fire training for key personnel
- Ensure arrangements are in place for testing the fire alarm system
- Ensure that fire safety records are kept up to date and are retained.
An example Emergency Fire Action Plan is contained below:
- Downloads
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Emergency Fire Action Plan - example
DOCX file, 40.1 KB
Fire alarm systems, fire fighting equipment and means of escape
The Building Design Facilities Unit, Development Services, are responsible for ensuring that, for all workplace premises, a maintenance programme is in place for Premises Fire Alarms, Emergency Lighting, Smoke Detectors and Fire Extinguishers. However, in line with guidance contained within the Premises Managers' Handbook, this equipment should also be tested and/or visually checked by the Premises Manager or their deputy to ensure it is in proper working order.
Fire escape routes and fire hydrants should also be included when undertaking regular checks to ensure that they are kept free from obstruction and are accessible at all times. Premises Managers should ensure that an out of office hours procedure is developed for employees who work shifts or compressed hours to ensure that they are also familiar with fire safety management arrangements in the Premises Manager's absence.
Fire drills
Services must ensure that they have an evacuation procedure in place at each workplace premises and that they carry out regular fire drills, ie minimum 12 monthly but it is recommended that these be undertaken on a 6 monthly basis, to ensure employees are aware of what to do in the event of a fire evacuation situation. Each Premises Manager should decide on a suitable date/time and liaise with the Fire Marshall and Fire Evacuation Officer. If the premises fire system is linked to a fire alarm agency or linked to the Fire & Rescue Service, the Premises Manager should also advise them of the forthcoming fire drill prior to activating the fire alarm. Services must ensure that:
- Fire Drills are carried out every six months at the workplace premises
- The Fire Marshall, Fire Evacuation Officer(s) and Marshalling Officer(s) co-ordinate and implement this
- The evacuation time is recorded (ie building should be evacuated within 3 - 5 minutes)
- Arrangements are in place to enable vulnerable persons to be evacuated safely
- Key personnel are trained in the evacuation of vulnerable persons / service users and take part in fire drills
- Arrangements for the evacuation of visitors are in place
- All details are logged.
An example of a Fire Evacuation - Marshalling Officer's checklist and a Fire Drill log sheet are contained below:
- Downloads
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Marshalling Officer's checklist and fire drill log sheet - example
DOCX file, 31.6 KB
Training
Services must ensure that all employees who have devolved responsibilities relating to fire safety management are competent in the relevant tasks and receive training, where appropriate.
New employees must be made aware of the fire evacuation arrangements for their workplace at commencement of employment. Existing employees must be made aware of their workplace fire management arrangements and refresher training and/or awareness raising sessions for all employees involved in fire safety must also be provided on a regular basis eg annually or as required.
Maintenance work at workplace premises
The Building Design Facilities Unit, Development Services, Service Managers and employees who have a responsibility for the management and organisation of routine building maintenance or servicing of plant and equipment have a duty to ensure that the maintenance or servicing operation does not damage fire protection structures, fire alarm/detector equipment or alter the risks identified in the Premises Fire Risk Assessment. The maintenance arrangements must also be planned and controlled to ensure that the maintenance work does not create a fire risk. Consequently, temporary measures may also be required to be applied whilst maintenance work is being undertaken to ensure adequate fire safety eg temporary alterations to existing fire evacuation procedures.
Service Managers who have responsibility for awarding maintenance contracts must liaise with the relevant Premises Manager(s) and ensure that the proposed work is assessed for possible fire risks and that appropriate management systems are implemented to minimise any fire risks identified. These management systems may include prevention of all hot work, minimising use of flammable material and/or implementation of Corporate General Permit to Work/Hot Work Permit systems and specialist training of contractors/ employees.
Construction of new premises or refurbishment programmes
Building Standards
Design Architects, including external consultants employed to undertake architectural design by the Council, and technical inspectors from the Facilities Division must ensure that the fire management systems installed in a workplace premises are appropriate for the use of that premises. They must take account of risk factors such as plant and equipment installed on site, operations to be carried out within the premises that could present a fire risk and the capability of occupiers/users of the premises to evacuate the building.
To ensure that the level of fire protection is adequate, they must also take these risk factors into consideration in the design of the building and specification of materials to be used in construction and refurbishment by applying best practice and technical standards eg use of sprinkler systems, smoke controls, type of fire alarm detection system and means of escape.
A Building Fire Risk Assessment must be developed at the final design stage by the Design Architect taking into account all of the aforementioned factors. The Building Fire Risk Assessment should then be handed over to the client (Service Director and/ or Head of Service) with associated drawings showing all fire safety structures, equipment, escape routes, etc immediately prior to occupation.
Client Role
The Client (Directors and/or Heads of Service) must identify any significant issues relating to operational practices that take place in and around a workplace premises that may affect the fire risks in the premises when liaising with Design Architects in connection with new build or refurbishment work, eg any stored combustible material, work involving flammable materials or specific fire evacuation requirements.
Furnishings and fittings
When Services are considering purchasing any new furniture and fittings they must ensure that these comply with the British Standard for Fire Retardant furniture.
Roles and responsibilities
Chief Executive
The Chief Executive is responsible for the effective operation of the Policy across the Council as a whole and for ensuring development of effective management systems to implement the Policy within Services. The Chief Executive is also responsible for ensuring that adequate resources are available to implement appropriate procedures, train key personnel and ensure appropriate protective measures are taken as identified in the Policy.
Service Directors, Heads of Service and Head Teachers
Service Directors, Heads of Service and Head Teachers are responsible for, so far as is reasonably practicable, assisting the Chief Executive in the execution of her duties in regard to fire safety management arrangements. Service Directors, Heads of Service and Head Teachers must:
- Develop, implement and regularly review their own fire safety management arrangements specific to their Service and their working environment (minimum annually)
- Determine the management arrangements, within their Service, through which these arrangements will be implemented and communicated
- Plan for and establish appropriate processes, procedures and monitoring arrangements for fire safety management arrangements
- Ensure that adequate resources are made available within their Service to enable Service based fire safety management arrangements to be implemented.
- Ensure that appropriate training and guidance is available to key employees to ensure that they can undertake their role in workplace premises fire safety arrangements competently
- Identify a Premises Manager for each workplace premises to fulfil the fire safety management requirements as detailed in the Premises Managers' Handbook
- Ensure Fire Risk Assessment officers for each premises are identified and trained
- Ensure that all fire risk assessments are conducted/reviewed at least annually and that adequate time is made available to employees responsible for undertaking fire risk assessments to fulfil these tasks
- Ensure that Premises Managers are competent to undertake their delegated duties in terms of fire safety management arrangements
Those involved in building design
Design Architects, (which includes external consultants) and Facilities Officers from the Building Design Facilities Unit, Development Services who are employed to undertake architectural design by the Council, must ensure that the fire management systems designed for these workplace premises are appropriate for the use of the premises. They must:
- Identify the risk factors and assess the risks such as plant and equipment installed on the Premises.
- Identify all operations and assess the risks to be carried out within the premises that could present a fire risk.
- Identify the capability of occupiers/users of the premises to evacuate the building and take account of this in the design of the building and the tender specification for subsequent construction.
- Specify the level of fire protection to take these risk factors in the design of the building and specification of materials to be used in construction and refurbishment; eg use of sprinkler systems, smoke controls, and type of fire alarm detection system and means of escape.
- Develop a Building Fire Risk Assessment at the final design stage taking into account all of the aforementioned factors.
- Prior to occupation of the building, do a handover of the Building Fire Risk Assessment to the client (Service Director and/or Head of Service) with associated drawings showing all fire safety structures, equipment, escape routes etc.
The Building Design Facilities Unit, Roads & Design Division of Development Services
The Building Design Facilities Unit, Development Services are responsible for ensuring that, for all workplace premises, a maintenance programme is in place for Premises Fire Alarms, Emergency Lighting, Smoke Detectors and Fire Extinguishers.
Those with responsibility for building maintenance and/or servicing of plant and equipment
Building Design Facilities Unit employees, Service Managers and other employees who have a responsibility for the management and organisation of routine building maintenance and/or servicing of plant and equipment are responsible for ensuring that the maintenance or servicing operation does not damage the fire protection measures of the Premises. They must:
- Liaise with Premises Managers and ensure that any proposed work is assessed for possible fire risks
- Identify if temporary measures require to be applied whilst any maintenance work is being undertaken in order to ensure adequate fire safety eg temporary alterations to existing fire evacuation procedures
- Plan and control the maintenance arrangements to ensure that the maintenance work does not create a fire risk
- Ensure that the management systems controlling the work include methods to minimise/reduce fire risk, which may include the prevention of all hot work, minimising use of flammable material and/or implementation of Corporate General Permit to Work /Hot Work Permit systems and specialist training of contractors etc
- Ensure that, following maintenance, fire structures are re-instated to the pre-work standard
- Advise the Premises Manager where, following maintenance work, a material difference has been made which may affect the Premises Fire Risk Assessment, to enable this to be reviewed.
Premises Managers
Those managers identified as "Premises Managers" are responsible for ensuring that all tasks specified within the Premises Managers' Handbook are completed. They are responsible for ensuring that:
- There is a current Premises Fire Risk Assessment
- A designated person is trained to undertake the Fire Risk Assessment
- The Premises Fire Risk Assessment is reviewed and updated as appropriate (minimum annually)
- There is a current Fire Evacuation Procedure for the Premises to include the evacuation of vulnerable persons and visitors
- The fire alarm system is tested weekly and that fire drills are undertaken 6 monthly
- There is appropriate fire exit signage displayed around the workplace premises including notices which identify who Fire Marshall/Evacuation Officers are and evacuation points
- There is an Emergency Fire Action Plan which includes the fire evacuation procedures that includes a Personal Emergency Evacuation Plan (PEEP) for those with mobility difficulties and is updated as appropriate
- A Fire Log Book is kept for the workplace premises to record checks relating to the above and is available for inspection as a record of fire management for the premises (as per the Premises Managers' Handbook)
- In the event of any structural work to the premises which may affect the fire structure of the building there is liaison with Development Services, Design Architects and Facilities Division in order that any change affecting the fire integrity of the building is accounted for in the revised fire risk assessment.
Employees
Employees are responsible for:
- Safeguarding their health and safety and that of others, by adhering to the fire safety arrangements at their workplace premises
- Alerting line managers to unsafe practices, conditions or incidents of concern which could result in fire
- Seeking advice and clarification from Line Managers when unsure of any fire safety requirement relevant to their working environment
- Attending/taking part in relevant consultations and training on fire safety as instructed by their manager.
Monitoring and review
The Head of Human Resources, in conjunction with Service Directors and Trade Unions, will monitor and review this policy as required.