building handbook for maintained schools · 1 north lincolnshire council services 2 the asset...

BUILDING HANDBOOK

for Maintained Schools

Issue 2 – January 2017

To be reviewed: January 2018

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Contents

Introduction

1 North Lincolnshire Council Services

2 The Asset Management Plan

3 Division of Responsibilities

4 Your Legal Duties

5 Community Use

6 Prioritising Work

7 Managing a Project

8 Health and Safety

9 Security

10 School Emergency Management Plan

11 Asbestos

12 Disability and Access

13 Energy Management

Appendices Appendix A: Contact List

Appendix B: Building Maintenance Management

(Property Services)

Appendix C: Building Project Management and Design

Appendix D: Self Help Guidance

Appendix E: NLC Safety Solutions – template for a

school Health and Safety Policy

Appendix F: Security Survey

Appendix G: Example Service Task Sheets

Appendix H: Construction & Design Management (CDM)

regulations

Appendix I: NLC Risk Assessment (Template)

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Introduction The North Lincolnshire Council School Building Handbook (SBH) has been developed to

provide staff in maintained schools with a point of reference to assist them in carrying out

their duties as premises managers. It has been created for schools which the Local

Authority (LA) has responsibility for repairing and maintaining (although the responsibility

is often delegated or shared with the school or governors).

The handbook has been devised by a multidisciplinary team of professionals from North

Lincolnshire Council. It brings together both legal and practical advice to ensure schools

are providing a safe building environment for staff, visitors and pupils. It should be read in

conjunction with both existing LA and school policies.

In addition, the DfE guide for schools ‘Essential School Maintenance’ is available

electronically from https://www.gov.uk/guidance/essential-school-maintenance-a-guide-for-schools

https://www.gov.uk/guidance/essential-school-maintenance-a-guide-for-schools

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1

North Lincolnshire Council Services People (Capital & Buildings) Team

The People (Capital & Buildings) Team focus on the strategic development of school buildings. We provide advice to premises managers and act as the first point of contact in the People Directorate for building and site related issues.

Our central responsibilities include:

production and review of the asset management data

strategic review and development of the school buildings estate

bids for capital funding

delivery of the approved capital building programme Our responsibilities to schools include guidance and support on:

Devolved Formula Capital grant (DFC)

Asset Management and related building development issues

access and inclusion

supply of school places

The planning and delivery of a building project is complex and can be hazardous. The Self Help guidance notes detail the procedure schools need to undertake when carrying out alterations and improvements to school buildings. The Access (Capital and Buildings) Team will assist you with your understanding and delivery of these requirements and your statutory duties.

Health and Safety (Safety Solutions) North Lincolnshire Council retains overall responsibility for health and safety, where it is the employer. However, schools have a responsibility to manage health and safety and this is delegated within the Local Management of Schools and Fair Funding. In Voluntary aided, Foundation and Academy Schools, this overall responsibility lies with the Governing Bodies and management boards as the employer.

Safety Solutions has an outstanding record of first class delivery, providing competent health and safety advice to help schools comply with legislation, promote a positive health and safety culture and create a safe environment for employees, pupils and visitors.

As part of this service we offer:-

Health and safety advice and support

Carry out audits, inspections and accident investigations

Support with carrying out suitable and sufficient risk assessments

Liaison with the HSE, fire service and other enforcement agencies

General advice and support with matters relating to work carried out by contractors

Fire risk assessment review

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Slip and trip assessments

Noise assessments Further information can be found in the services to schools brochure or by contacting Safety Solutions. Asset Management and Construction (Property Services) The Asset Management and Construction (Property Services) team design, procure, construct and manage operational property holdings. Offering a professional 24-hour, 365 day guaranteed call out service. As part of this service we offer:-

Service contract management, ie arranging water hygiene, boiler servicing and electrical testing

Asbestos management

Client liaison

Use of consultant and contractor framework

Building maintenance and development

Management of the ‘self-help’ process

Professional property design and project management consultancy service

Advice relating to the condition of a building, ie condition surveys and lifecycle maintenance requirements

We offer advice and guidance to schools on all property related matters in terms of both maintenance and future capital investment. Further information can be found in the services to schools brochure or by contacting property services.

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2 The Asset Management Plan What is an Asset Management Plan?

An Asset Management Plan (AMP) is a record of the type, number and fitness for purpose of a specified set of buildings. In the case of the education sector, each Local Authority (LA) produces an Asset Management Plan for the buildings and sites under its control. Copies of the current AMP for each school are available from the Access (Capital & Buildings) Team. The DfE have contracted Capita Symonds to undertake a condition survey of all schools. The AMP data provides key data to assist in strategic planning for buildings and school places.

How is an Asset Management Plan put together? Condition assessment The condition assessment focuses on the physical state of building elements and provides a basis for developing planned repair programmes. It also covers some aspects of health and safety.

Each element exhibiting a problem is given a grade, a priority and a budget cost for repair or replacement in line with DfE criteria. The system of grading and priority is:-

Grade A Good. Performing as intended and operating efficiently.

Grade B Satisfactory. Performing as intend but exhibiting minor deterioration.

Grade C Poor. Exhibiting major defects and/or not operating as intended.

Grade D Bad. Life expired and/or serious risk on imminent failure.

Priority 1 Urgent work that will prevent immediate closure of premises and/or address an immediate high risk to the health and safety of occupants and/or remedy a serious breach of legislation.

Priority 2 Essential work required within two years that will prevent serious deterioration of the fabric or services and/or address a medium risk to the health and safety of occupants and/or remedy a less serious breach of legislation.

Priority 3 Desirable work required within three to five years that will prevent deterioration of the fabric or services and/or address a low risk to the health and safety of occupants and/or remedy a minor breach of legislation.

Priority 4 Long term work required outside the five year planning period that will prevent deterioration of the fabric or services.

The report should be used by schools to determine maintenance and repair priorities.

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Suitability assessment Suitability is defined as "how well the school premises meet the needs of pupils, teachers and other users”. This is concerned with numbers and characteristics of each type of internal space/external area and some health and safety aspects.

School premises are assessed as to how well they meet the needs of the school in delivering the national curriculum and efficient school operations. The assessments cover the number, type, size, shape, quality and location of spaces, e.g. whether a school has the correct number of properly equipped laboratories to deliver the science curriculum. A member of the Access (Capital and Buildings) Team meets with the Head or nominated representative to carry out the survey and identify potential problem areas. Each area within the school is categorised and if applicable given a H&S rating. The categories and ratings are:-

Category A Unable to teach the curriculum.

Category B Teaching methods inhibited.

Category C Management or organisation of school affected adversely.

Category D Pupil or staff morale or pupil behaviours affected adversely.

High Problems which present an immediate high risk to the health and safety of occupants and/or are serious breaches of legislation.

Medium Problems which present a medium risk to the health and safety of occupants and/or less serious breaches of legislation.

Low Problems which present a low risk to the health and safety of occupants and/or are minor breaches in legislation.

Sufficiency assessment Sufficiency assessments focus on total areas and on the quantity and organisation of pupil places within and across schools in relation to demand. Each school has been informed of the current Net Capacity assessment. It is crucial that you consult the Access (Capital & Buildings) Team in advance if you are planning any changes to the accommodation that may affect the pupil capacity. The net capacity assessment determines the range for setting the school’s planned admission number. Accessibility audit An audit of each school has been undertaken by the team. The report highlights relevant issues for the school relating to accessibility and the requirement of the Equality Act 2010 (which supersedes the Disability Discrimination Act). It should be used by the school to develop the school Access Plan.

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How often is the AMP updated? Condition data is updated annually with a full new survey carried out every 5 years. Suitability data is reviewed biannually. Sufficiency assessments are updated on completion of structural alterations which impact on the data. How do schools obtain information about the AMP? Copies of all survey data for each element have been issued to schools. Electronic copies are available from the People (Capital & Buildings) Team.

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3

Division of Responsibilities Repairs & Maintenance Through the Scheme for Financing Schools, day-to-day repair and maintenance of the premises is the school’s responsibility. Specific duties to meet your statutory responsibilities are set out in Section 4. Financial provision to meet these and associated responsibilities is included in your annual revenue budget. Capital Responsibility for capital issues identified in schools is shared between the LA and the school (see note below for VA schools). Schools receive a Devolved Formula Capital (DFC) grant to invest in their buildings. The Access (Capital & Buildings) Team uses AMP data to prioritise major schemes for inclusion in the Corporate Capital Programme. These schemes usually have a minimum value of £10k and are focussed on condition issues that could potentially close a building or health and safety issues. There is an expectation that schools will contribute DFC to major schemes. The school Governing Board is responsible for all other premises related costs:

minor capital schemes and works that fall below the £10k threshold

all statutory servicing and testing

general maintenance and responsive repairs The current DfE guidance indicates that the priority for DFC grant expenditure is high priority condition works.

Voluntary Aided Schools Voluntary-aided (VA) schools are maintained schools and often, but not always, have a religious character. Repairs and maintenance responsibilities are the same for VA schools as all local authority maintained schools. Responsibility for capital work to VA school premises is shared between the school's Governing Board and the LA. In simple terms, the LA has responsibility for the playing fields and the Governing Board are liable for all other capital expenditure. VA schools are eligible for capital funding by grant from the DfE through the Locally Co-ordinated Voluntary Aided Programme (LCVAP) in addition to DFC grant. The Governing Board must usually pay at least ten per cent of the costs of capital work. More details of funding and responsibilities for premises related work at Voluntary Aided Schools in England are detailed in the Blue Book. Governing Board It is important that all parties involved in premises management within the school are aware of their individual and collective roles and responsibilities. The Governing Board should focus on the strategic role of overseeing the safe use, maintenance and development of the premises and facilities so that it supports the priorities in the asset management plan. The development of facilities should also take into account the Council's strategic approach to delivering school places.

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The Governing Board should be aware of its legal responsibilities relating to its overall control and use of the premises. Further details can be found in Section 4 of this document. Most Governing Board delegate day-to-day responsibility for premises management issues to the Head Teacher or a member of the senior leadership team. This may include:

ensuring that the site and buildings are managed in an appropriate manner and that users and staff operate in a healthy and safe environment

identifying the future investment priorities

working in partnership with the LA and/or Diocese to deliver centrally funded projects

planning, budgeting, procuring and managing those works and projects for which the school have responsibility

where appropriate, making the building and facilities available for community use You may also undertake new build projects using delegated/Devolved Formula Capital budgets, or a combination of funding. However you must ensure that projects have been approved by the LA. A Self Help application must be submitted and approved prior to any works being undertaken.

It is anticipated that schools will contribute their DFC grant towards the cost of major projects being funded through the central capital programme.

Ownership of Sites: The following information only provides a generalised view of the issues involved.

As well as the need to identify specific ownership, sites may be subject to other restrictions or rights. It is often necessary to identify these very specifically when considering building works or changing land ownerships:

Community schools: interest in the land and buildings is generally held by the Council.

Foundation schools: Governors/Trustees generally hold an ownership interest.

Voluntary Aided Schools: interest in only the buildings is generally held by the school trustees (for Roman Catholic and Church of England Schools this will be the Diocesan Trustees).

There are also certain legal procedures to be followed when disposing of or acquiring land. The Access (Capital & Buildings) Team will advise schools on the procedure if the situation arises. Please contact the Access (Capital & Buildings) Team if you have any questions about the above guidance.

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4

Your Legal Duties

Plant and Equipment Testing

As part of the Scheme for Financing Schools, you now have responsibility for all those elements of building maintenance covered by statute. Each year, you should undertake a risk assessment of what equipment and appliances you have on site, where they are located and whether or not they need to be tested. You should arrange for the listed servicing and testing noted in the table below to be undertaken at the appropriate time and frequency. Any organisation that is chosen to undertake the work must be recognised by an appropriate industry standards body to secure the safe maintenance and management through competent, trained and qualified operatives and contractors.

If you currently subscribe into the service level agreement offered by Asset Management & Construction (Property Services) they will advise you with regard to your responsibilities and actions required. They can also procure contractors to undertake these works from their framework of approved contractors to assist you in discharging your duties.

In all cases it is your responsibility to ensure that:

checks are undertaken within the defined time limits

access is provided at a time convenient to the school

the work is carried out to your satisfaction

appropriate certification is obtained

You must always obtain a certificate from the contractor to show that the works have been carried out.

The detailed checklist of tasks and associated regulations is set out in Appendix G and are for your guidance. We recommend that they are completed as they will provide evidence that you have complied with each requirement.

Failure to have the necessary servicing, testing and maintenance carried out may affect the school's insurance cover, and be a breach of statutory regulations. Where an SLA has not been taken out with Asset Management & Construction (property services), then you are required to provide an annual return to them detailing the contractors selected to undertake your maintenance tasks and the dates the inspections were conducted.

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Servicing and Testing Schedule

(Please note that this is not an exhaustive list).

ITEM FREQUENCY

Gas Soundness Testing Annual

Oil Fired Boilers Six monthly

Biomass Boilers Six monthly

Gas Boilers Annual

Gas Appliances Annual

Gas Fired Catering Equipment Annual

Water Sampling and chlorination To be reviewed quarterly and storage tanks cleaned and chlorinated as recommended.

Water hygiene risk assessment To be reviewed and if required updated every two years

Chimneys/Flues To be checked with boiler/appliance.

Monitoring following water hygiene risk assessment

Regular checks to be carried out by staff and quarterly monitoring of the system specialist

Portable Appliance testing Annual – see notes in Appendix G

Portable Fire Fighting equipment Annual

Fixed Electrical Wiring Installation Five yearly

Fire Safety Risk Assessment Subject to annual review.

Fire Alarms Quarterly

Emergency lighting 6 monthly

Lightning Conductors Annual

Powered Pedestrian Doors Six monthly

Passenger Lifts Monthly

Goods Lifts Monthly

Powered Stair/step lifts Quarterly

Lift Insurance Continual policy cover required – Insurance inspection 6 monthly.

Local Extract Ventilation Annual

Compressors/Pressure Vessels and Compressed Air

Annual or frequency stated by Written Scheme of Examination

Playground and Gym Equipment Annual

Fume Cupboard testing Annual

Mixer Valve Testing Quarterly Inspection with water hygiene visit.

Kilns Annual

Comfort Cooling Six monthly

A template for recording dates and findings of the above list is included in the Appendices.

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5

Community Use

The community use of school sites and buildings, by organisations such as sports clubs, preschools, Guide/Scout groups and the delivery of extended services is a well-established and an important function of the site. It is essential that an appropriate agreement for the type of use concerned is put in place to protect all parties. Such agreements do not just cover rights of occupation but can make sure insurance, indemnities and other necessary issues are covered.

There are two principal levels or means of third party occupation. These are a license or a lease.

Licence: The party granting the licence is known as the Licensor. The occupier is the Licensee. The key difference between a licence and a lease is that the occupier does not get the benefit of exclusive possession with a license.

A typical Licensee might be an after school club operating in part of the school outside normal school hours in space otherwise used by the school during the day. It must be appreciated that whatever the agreement is called, if exclusive possession is given to the third party even due to a change of circumstances, then almost invariably a lease will have been created. This may have serious consequences, as the paragraph on leases will show.

Lease: This is a formal document where a Lessor or Landlord grants a lease or tenancy to a Lessee or Tenant. This will normally grant exclusive possession of land and/or property to a third party who can exclude everyone else, even the Landlord. It is almost like selling the land but for a fixed period. Due to the serious nature of such a transaction, case law and statute surrounds this area. It is essential to obtain proper professional advice. Please contact the Access (Capital & Buildings) Team for further guidance. If this is done at an early stage this will minimise the likelihood of anything going wrong .

As indicated above a licence can accidentally become a lease that would severely restrict a Lessor's right to regain possession and occupation of what has been leased out.

A Head Teacher or Governing Board does not have the right to enter a lease by themselves.

There are also other property issues such as way leaves and easements that apply to some sites that can occasionally become relevant e.g. planning an extension, a structure or some other means of stopping an easement or access rights.

Please contact the Access (Capital & Buildings) Team for further advice. Such advice can help to protect the school's interests.

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6 Prioritising Work Overview In some cases there will be more repair or replacement works needed than can be funded each year. It is important, therefore, to have a system that prioritises work to reflect its importance against agreed and unambiguous criteria. This will help ensure that limited resources are directed towards the most urgent needs. First Call Without exception you must, first of all, set aside adequate revenue funds annually, to meet your statutory obligations (see Servicing and Testing Schedule – Pg 12) and to address responsive or day-to-day repairs. Such provision must therefore include:

immediate health and safety issues

statutory servicing and testing of plant and equipment

regular inspection of external elements; roofs, gutters & drains

emergency repairs to prevent further deterioration

generally all buildings on the site are in a safe and serviceable condition Although there will be exceptions, as a general rule you should expect to finance these items through revenue resources.

AMP Criteria Through the school's Asset Management Plan (AMP), premises needs have been assessed on the basis of Condition, Suitability and Sufficiency. In addition an access audit has been completed. Please refer to Section 2 for further details of these elements. The Corporate Capital Programme The division of responsibility between the LA and school is set out in the Scheme for Financing Schools. Within this framework, priorities for the centrally managed Corporate Capital Programme include:

urgent work that will prevent immediate closure of premises and/or address an immediate high risk to the health and safety of occupants and remedy a serious breach of legislation

essential work that will prevent serious deterioration of the fabric or services and/or address a medium risk to the health and safety of occupants and/or remedy a less serious breach of legislation

As a general guide, the Council will only consider such projects for inclusion in the Corporate Capital Programme if the estimated cost exceeds £10,000.

Prioritising

Utilise your AMP and knowledge of the school to establish your immediate needs:-

health and safety issues

statutory servicing and testing of plant and equipment

regular inspection of external elements; roofs, gutters & drains

emergency repairs to prevent further deterioration

generally all buildings on the site are in a safe and serviceable condition

planned and preventative maintenance

future savings on repairs/economic life of asset

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reduction in energy costs or carbon footprint

As a general guide, you should be looking to finance the above items through your revenue allocation and/or DFC grant. The main exclusions for use of DFC are:

general servicing and maintenance

purchase of books and similar resources

routine repairs and redecoration

operating leases in respect of equipment or facilities

equipment unless this is peripheral to the main scheme If you currently subscribe to the Asset management & construction (Property Services) Service Level Agreement, (See Appendix B) the planning and programming of your future planned and preventative maintenance can be discussed at your regular client liaison meetings (CLM) with your assigned building surveyor and engineer. Preventative maintenance, when undertaken in a phased and programmed manner, can reduce the volume of day-to-day and more costly reactive and responsive repairs. By introducing a planned approach to maintenance, the building asset will be preserved, disruption minimised and a financial benefit achieved by the school. In essence, regular specific inspection of building elements will help identify defects that, if left unattended could lead to more costly remedial works. The following schedule has been compiled to help you plan and implement a cyclical maintenance programme that will prolong the durability of buildings, plant and equipment and reduce reactive repairs.

Servicing and Testing Schedule

Elements Maintenance Activity

Frequency Comments

Structure and constructional items

Floor, stairs and landings

Check and inspect damaged floors or trip hazards, especially in floor finishes.

Weekly Defective tiles, lifting edges, joints to sheet materials.

Roof Coverings Periodic inspection and ad hoc repairs.

Monthly Inspect pitched and flat roofs from ground level or suitable upper floor window and report defects and/or damage likely to cause failure in or water ingress.

Periodic inspection of gutters, roof outlets, rain pipes etc.

6 monthly or more frequently as required

Inspect and remove debris, leaves etc. Clear/clean gullies and report any blockages and/or defects.

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Frequency Comments

Windows and Doors

Periodic inspection of locks and security, and ad hoc repairs.

Weekly Check operation of opening mechanisms, closers and fittings. Check beading, soundness of frames etc.

Integrity of glazing and vision panels.

Daily Check glazing and protective films for damage. Report damage in glass integrity.

Glazing risk assessment.

As required Seek specialist risk assessment for glass and glazing under Regulation 14, Workplace Regulations (H&S) 1992.

External walls ceilings, partitions & cladding

Periodic inspection and ad hoc repairs.

Monthly Inspect wall surfaces externally and internally, check and report defects and/or damage. Note: be aware of asbestos-containing materials.

Miscellaneous structures out-buildings


Monthly Inspection of miscellaneous structures, check and report defects and/or damage.

Lightning Protection


Annually Inspect and test lightning tapes and earthing pits and report defects and/or damage. Seek specialist advice.

Decorations

Internal and external decorations

Periodic inspection. Note: Set up rolling programme of painting works, with circulation areas being painted more often.

Annually Annually inspect internal and external finishes, including tiling, masonry and paintwork and report major defects and/or serious damage. Kitchens should be checked for flaking paint and treated. Kitchen walls above 2 metres require cleaning every 12 months and entire kitchen repainted every three years.

Water and Drainage

Water supply systems

Water sampling and chlorination

As required

Legionella survey/risk assessment/water monitoring Periodic inspection and ad hoc repairs to pumps, cold water storage tanks and insulation.

Annually/ Quarterly/4 Year Cycle

Initial survey will determine remedial works and will then be followed generally by quarterly monitoring. It is recommended that a full risk assessment be undertaken under a 4-year cycle.

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Frequency Comments

Periodic inspection and repair, or replacement of sanitary fittings, taps, wastes and traps and fittings.

Monthly Inspect sanitary wear, check and report defects and/or damage. Check auto flushing systems for correct operation

Waste pipes and above ground drainage

Period inspection to check for blockages.

6 Monthly Inspect drains, gullies, manhole chambers etc, and report need for rodding, jetting or cleaning.

Kitchens -clean out grease traps.

3 Monthly Inspect drains, gullies, manhole chambers etc, and report need for rodding, jetting or cleaning.

Downpipe and gutters

Periodic inspection. 6 Monthly or more during Autumn

Clear leaves and offsets to prevent ingress and dampness.

Mechanical Services

Heating installation

Servicing of boilers, controls, burners and associated pumps, pipes and equipment within boiler house.

Annually (Mid-term if required)

Service installation during heating season and minor service in spring.

Period inspection of pipes, valves, insulation and general surfaces within boiler house.

Monthly

Cleaning and servicing of boiler flues and chimneys.


Specialists to check operation clean and repair prior to heating season. Links into boiler servicing.

Pressure testing of gas pipework.


Service contract to test integrity of gas supply pipework as part of boiler service.

Check and service heat emitters, convectors etc.


Check integrity, fixings, valve operation.

Drain, clean and inspect Calorifiers through examination.

2 Yearly or as required

Service contract to inspect, examine and overhaul.

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Frequency Comments

Air conditioning and ventilation

Service and clean plant, equipment and ductwork. Internal surfaces of ductwork -inspect and possibly clean.


Service contract to inspect plant, equipment and report defects.

Oil and gas fired heaters

Service direct oil and/or gas fired heaters including remote boilers i.e. caretaker's house.


Service contract to inspect equipment during heating season.

Sewerage pumps and chambers

Service foul water pumps, storage vessels etc. and periodically de-sludge.

As required -check monthly

Inspect and service equipment in accordance with manufacturer's recommendations.

Oil supply pipes & tanks

School to visually inspect. Periodic inspection and test.

Annually Service contract to inspect, check operation of valves etc. and report. Linked into oil boiler servicing contracts.

Kitchen equipment

Service gas cooking equipment, water softeners, water boilers etc.

Annually Service kitchen equipment and check safety valves.

Clean and service kitchen canopy.

Annually Degrease canopy filters and clean stainless steel hood. Annual service of fan motor and ductwork.

Firefighting equipment

Check condition and operation of fire blankets, extinguishers, fixed hoses and valve.

Monthly Periodic inspection of tamper proof seals and check equipment in good order.

Service firefighting equipment.

Annually Service contract to inspect, test and replace defective equipment.

Kilns Annual Inspection Required.

Annually Service contract to inspect, test and replace defective equipment.

Fume cupboards & other low electrical voltage

Periodic inspection and testing of fume cupboards including extractor fans and ductwork.

Annually Test fume cupboard performance, physical condition and service pipe connections.

Workshop machinery

Test and service workshop machinery, brazing hearths etc.

6 monthly Service mechanical plant and machinery to technology and workshop areas.

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Frequency Comments

Compressors, Pressure Vessels and Compressed Air

Annually Insurance inspection

Local exhaust ventilation

Timescale as required -annual or less

Compressors, Compressor Valves, Compressed Air

Annual Insurance inspection

Electrical services and Associated Switchgear

Fixed equipment

Periodic inspection and testing of fixed plant and machinery.

Annually Service contract for inspection/test fixed plant and equipment and report.

Periodic servicing of all kitchen equipment and white goods.

Annually Service contract for inspection/test fixed plant and equipment, and report.

Fixed electrical wiring installation

5 Year Test (Swimming Pools Annually)

Portable electrical appliances

Portable equipment testing and maintenance of equipment register.

Annually* Service contract to update equipment register, test and certify all items of portable equipment. *Frequency of testing should be established through risk assessment.

Lift installations Passenger lifts Monthly Checks, 6 monthly thorough examination, Annual, 5-Year, 10-Year Tests

In accordance with manufacturer's instructions and recommendations.

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Frequency Comments

Non-Passenger Lifts

Hand Powered Service Lifts and Platform Hoists, 6-monthly thorough examination

Service contract to test, maintain electric motors hydraulics and controls.

Lift Insurance 6-Monthly Check and Certification required

Powered stair lifts

Periodic inspection and servicing of motor etc.

Annually Service contract for maintenance and servicing all as above.

Fire alarm Audible fire alarm test.

Weekly Can be carried out by Premises Manager or nominated employee.

General test of fire alarm system.

Quarterly Test fire alarm and fire procedures.

Servicing fire alarm system, including panel, call points, detectors etc.

6 Monthly Service contract to inspect and test fire alarm system and issue certificate.

Test and commission integral fire alarm, and emergency lighting system and battery backup.

Annually Service contract to test and reset fire alarm system and issue certificate annually, (required where public license in operation).

Security system Periodic inspection and testing of security system.

6 Monthly Service contract for testing and maintenance of security system, including detectors, cameras, panels etc. Can be tested by Premises Manager or nominated representative

Furniture, Fixtures and Fittings

Fixed sports and gymnasium equipment


6 Monthly Service contract with manufacturers or specialist supplier to check, inspect and repair defects/damage.

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Frequency Comments

External play equipment

Periodic inspection and ad hoc repairs to children's play equipment and adventure areas.

Annually Can be undertaken by Premises Manager or nominated representative. Specialist supplier to be contacted for repairs as required.

Kitchen equipment

Inspect folding table/chair units.

Daily Can be carried out by Premises Manager or nominated representative. Annual inspection by the supplier or manufacturer.

Pest control Periodic inspection

As required Check for signs of vermin and seek specialist advice.

External Works

Playgrounds, car parks, roads and footpaths

General inspection, maintenance and surface treatment.

As required Maintain hard surfaces and walkways in safe condition and request ad hoc repairs as necessary.

Inspect kerbs, channels, verges, line markings, etc and ad-hoc repairs

As required Generally maintain perimeters of hard surfaces, clean channels and maintain line markings as required.

Ground generally

Normal ground maintenance

Weekly Ground maintenance for grass cutting, planting and flowerbed maintenance etc to suit.

Fences, Boundary walls and gates


As required Check gates for correct operation, inspect and maintain boundary walls, fences etc check are in safe condition and request ad hoc repairs as required.

Vehicle Pole Barriers


As indicated through risk assessment

Barriers checked for safe operation and can be locked in both the open and closed positions.

Flag Poles Periodic inspection and ad hoc repairs.

As indicated through risk assessment

Poles checked for safe operation and integrity/deterioration of material/supports.

Goal Posts Periodic inspection and ad hoc repairs.

As required Goal Posts checked for safety in accordance with British Standards and repaired as required.

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Frequency Comments

Below Ground Drainage

Foul drainage Periodic inspection of all manhole/access chambers.

Annual Check for clear running location and fit of access Dividers/doors, grease and refit seals as appropriate. Clear soil and debris from channels. Note: condition of pointing, broken covers arrange repair.

Periodic rodding and fIushing of debris.

As required Report frequent need for rodding and consider camera survey for possible causes.

Surface water drainage

Periodic inspection of all manhole/access chambers.

Annual Check clear running, location and fit of access covers, grease as appropriate. Clear soil and debris from channels. Note: as foul drainage.

Periodic rodding and flushing of debris.

As required Report frequent need for advice and/or camera inspection for breakages/serious blockages.

Outbuildings Periodic inspection and ad hoc repairs to all outbuildings, stores, temporary buildings, sheds etc.

Annually Can be carried out by Premises Manager or nominated representative -checks to report defects or damage likely to lead to failure in weather tightness or structural stability.

Please note, advice can be provided for any specialist equipment.

Local Exhaust Ventilation (LEV) LEV is a ventilation system that takes dust, mist, vapours, gases and fumes out of the air so that they cannot be breathed in, properly designed LEV’s will collect the air contaminants, clean it (if applicable) and make sure they are contained and taken away. LEVs are regularly found in kitchens (extraction canopies) workshops (canopies and portable hoovers) and Science departments (fume cupboards). The law requires these systems to be serviced and maintained on a regular basis by a competent person at intervals not exceeding 14 months; this is covered within in the COSHH (Control of Substances Hazardous to Health Regulations). You should also have on site a user manual, a log book showing regular checks and records of maintenance and a commissioning report. Further advice is available on the HSE website - INDG408 Provision and Use of Work Equipment Regulations (PUWER 1998) The regulations require that risks to people’s health and safety from equipment that they use at work, be prevented or controlled.

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In general terms this means that the work equipment provided is:

Suitable for use as intended or designed.

Safe for use, maintained in a safe condition and inspected to ensure this remains the case, and supported by records of this fact.

Used only by the people who have received adequate information, instruction and training and:

o Accompanied by suitable safety measures, e.g. protective devices, markings and warnings as either provided as part of the design or subsequent risk assessments.

Any ‘equipment’ that is used at work by an employee is covered under the PUWER regulations for example:- knives, hammers, ladders, drilling machines, circular saws, photocopiers, lifting equipment, motor vehicles and dumper trucks etc.

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7

Managing a Project

In undertaking the sourcing of any building or building services related works, we recommend certain procedures be followed to ensure that the works and project are a success. All schools should ensure that they adhere to CDM regulations 2015. See Appendix H for more information.

Repairs and Maintenance

Emergency items, day-to-day repairs, cyclical maintenance, servicing and testing of equipment is relatively straightforward and can generally be resolved within a short period of time.

Asset Management & Construction (Property Services) can arrange repairs and maintenance for you under a Service Level Agreement, via either framework contractors or contractors selected or recommended by yourselves. For further details please refer to the SLA Core Offer.

Alternatively, you may appoint a competent contractor and negotiate the terms and conditions under which the contractor is to undertake the work. This must be in full compliance with the council’s corporate procedural rules.

Larger Projects

The document entitled 'Self Help Guidance’ provides a framework and detailed procedural guidance on procuring and delivering a project. The aim is to explain the various stages and aspects of a project and the roles of the building professional and numerous disciplines.

Within that guidance, great emphasis is placed on the requirement to gain the necessary LA approval before committing to a project. This includes advance notice of any changes to the accommodation that could impact on the suitability and sufficiency of the premises.

Project Delivery

Self Help Guidance also addresses the following procedural stages and legal requirements associated with Project Management:

Legal and Planning Implications

Registering alteration to premises

Contractor selection

Procurement

Supervision of contractors on site

Associated Health and Safety issues See Appendix D Self Help Guidance

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8

Health & Safety

Where the local authority is the employer (community, voluntary controlled, community special schools and maintained nursery schools), it may give a direction concerning the health and safety of persons (including pupils) on the school’s premises or taking part in any school activities elsewhere. Under section 29(5) of the Education Act 2002, Governing Board of such schools must comply with any such direction from the local authority.

The Health & Safety at Work etc Act 1974 & The Management of Health and Safety at Work Regulations 1999 outline the need for employers to manage health and safety by ensuring that the arrangements they have in place are planned, organised, controlled, monitored and reviewed appropriately.

Many of the features of effective health and safety management are indistinguishable from the sound management practices that can be found in quality systems, business excellence models and financial planning.

Specific guidance on the health and safety issues affecting the planning and delivery of building projects is detailed in the Self Help Guidance documentation. (See Appendix D)

New works and repairs on sites/equipment are likely to fall under the scope of the Construction (Design and Management) Regulations 2015 and will require contractors to produce a construction phase plan. This requirement will even cover minor works such as decorating or plastering for example; see Appendix H. In respect of all other health and safety matters, the following information is not comprehensive and should be used with care. If in any doubt, please contact Safety Solutions for specific support and further guidance.

Health and Safety Management systems

The major components of a successful health and safety management system consist of:

a) Health & Safety policies

b) Policy and procedures

c) Planning and implementation of Health and Safety plans and actions

d) Measuring performance

e) Audit & review

An important element of this is to ensure that suitable and sufficient risk assessments are in place.

A risk assessment is nothing more than a careful examination of what, in your work, could cause harm to people. The important thing you need to decide is whether a hazard is significant and whether you have in place satisfactory precautions that ensure any remaining risk is of an acceptable level.

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Five steps to Risk Assessment

Following the basic 5 steps to Risk Assessment should adequately cover most of the working areas in your school:

Step 1 Look for the hazards (Consult accident records for trends etc).

Step 2 Decide who may be harmed and how

Step 3 Evaluate the risks and decide whether the existing precautions are adequate or whether more should be done.

Step 4 Record your findings

Step 5 Review your assessment and revise it if necessary (at regular intervals and should the circumstances change – new equipment, new materials, new people or following an incident/accident).

Risk assessing does not necessarily require a lot of technical knowledge about systems and processes. It does however require a realistic and reasonable view to be taken about what harm may be caused and the likelihood that this will occur. Risk assessments should be prepared in consultation with the actual person(s) undertaking the specific task.

All hazards have the potential to cause harm and some may have the potential to cause serious injury or death. However, you need to ask whether this is a realistic outcome for the circumstances. If the answer to this question is yes, then something will need to be done about it. If the answer is no then you will need to determine the level of harm you believe may occur.

Appendix I is the councils current risk assessment template, this must be used to complete all risk assessments. Safety Solutions have a number of generic risk assessment templates that are available to be used if required.

Asbestos

Where asbestos containing materials have been identified in the building fabric then there is a duty to routinely monitor its' condition so as to ensure it remains in a safe condition. These routine surveys should identify any appropriate remedial action. The results of these surveys will be held with the on-site asbestos register within the Asbestos Management Plan and any remedial actions referred to the Asbestos officer. In addition more formal reviews should be arranged by the Asbestos officer in accordance with the requirements of the local Asbestos Management Plan. See chapter 11 for more details.

Contractors

Any contractor working on a site has to be monitored to ensure that they do not import any risks without ensuring that suitable precautions are in place and that staff and other users are informed if they will be affected. Similarly Premises Managers must ensure that contractors are not placed at risk.

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Electrical appliances

Premises Managers must manage the use and testing of electrical appliances. Frequency of testing will depend upon the type and use of equipment and should be established through conducting a risk assessment. See pg.59/60 for further guidance; see also Section 4 "Your Legal Duties".

Emergency evacuation and planning

You must agree and record a system to ensure that all occupants of the premises can be evacuated in an emergency. Different systems may be required depending upon the cause of the evacuation e.g., fire and bomb evacuations.

You should also plan for other emergencies. There may be loss due to fire, events occurring during an off-site journey, loss of electricity, major road traffic accident outside the premises. Arrangements should also be in place to enable normal operation to continue alongside the management of an emergency.

Gas electric and water services

Premises Managers should ensure that gas, electricity and water services are maintained in a safe condition. Gas services and appliances should be regularly inspected and tested by a GasSafe registered gas engineer; mains electricity should be inspected and tested at least once every five years; water services must be maintained in a condition that does not give rise to risk of legionella, for example. See also Section 4 'Your Legal Duties'.

Glazing Assessments should be undertaken to ensure that any glass that is likely to cause injury if it is broken is either replaced with appropriate safety glass or made safe. Liquefied petroleum gas and other temporary heating

Wherever premises require temporary heating, specific criteria needs to be addressed prior to introducing supplementary LPG or electric heating.

Lifting equipment

Any equipment used for lifting objects or people must be maintained in a good condition. The frequency for inspection and testing will be in accordance with legal requirements outlined in the Lifting Operations and Lifting Equipment Regulations (LOLER). Any staff who will be regularly lifting objects or people, must attend an appropriate manual handling training course.

Monitoring processes

Premises Managers need to monitor the provision of health and safety within the workplace, by undertaking regular inspections of the premises, investigation and analysis of accidents and audit of systems and procedures. Noise levels below the statutory limits should also be minimised wherever possible, particularly where the level is likely to affect the effectiveness of the working environment.

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Permits to work

High-risk activities may, on occasion, require very strict controls. Control can be applied using a permit to work system. A permit will identify the safe conditions and requirements that must be present before any work can be started and must be signed by a senior manager. Work on or near asbestos may require a permit to work, competent advice should be sought.

Risk Assessment

Any work related activity that may place any person at risk of injury or ill health should be assessed. The risk assessment should identify and implement the measures to reduce the risk to an acceptable level. The level of risk can be assessed from a consideration of hazard severity or outcome, and the likelihood of this occurring. Specific legislation outlines assessments that need to be made for particular types of activity, such as manual handling; use of display screen equipment; noise and hazardous substances. A general risk assessment will identify where such other assessments are required. Once suitable means for reducing risk have been identified those measures need to be implemented. Assessments should be reviewed on a regular basis and at least every year or whenever there is a significant change to the activity or people likely to be affected by it.

Safe use of ladders

Injuries received from the incorrect use of ladders can be severe. There are measures that should be taken whenever such equipment is used to reduce the likelihood of injury occurring e.g., inspection before use and regular maintenance. Ladders must be used for access to platforms or for short duration work only. An appropriate risk assessment must also be prepared before work commences. Please refer to HSE guidance on working at height.

Premises safety Linking with monitoring processes, a proactive measure to reduce the likelihood of accidents is to undertake regular inspections of the premises. Inspections can be carried out using a checklist pro-forma, although the person undertaking the inspection will need to be aware of the safety issues to be checked. These documents provide a pro-forma and outline common site-specific safety issues.

Training Records

You should maintain records of all training staff have received. A training needs analysis should be carried out for each member of staff and each staff group. Risk assessments should be used to help identify training needs.

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Workplace Health, Safety & Welfare

Regulations outline the minimum standards that all workplaces should comply with to ensure the health, safety and welfare of staff. The majority of the regulations apply to all premises and are concerned with health issues such as a no smoking policy, having suitable and sufficient lighting, waste removal and adequate ventilation; safety issues such as prevention of falls from height, management of traffic in and around the premises, provision of adequate flooring and safety of doors and gates; welfare issues such as the provision of a rest area for pregnant women and nursing mothers, suitable facilities for changing clothing if required, provision of suitable drinking water and provision of toilet facilities.

Schools are additionally subjected to The Education (School Premises) Regulations 1999 that go further than the regulations that affect other workplaces for certain issues, such as indoor temperature. Some parts of the Health, Safety and Welfare Regulations are not applicable to school classrooms, such as the requirements for minimum working space.

Responsible persons

The responsible person is the Premises Manager. The responsibility for the day-to-day management of fire safety may be delegated to a designated competent person, but the overall responsibility stays with the Premises Manager.

Fire Safety The Regulatory Reform (Fire Safety) Order 2005 (RRFSO) requires risk assessments to be undertaken to identify the measures required. The law on fire safety management has been revised recently, placing even greater emphasis on the duty holder to ensure an adequate and appropriate fire risk assessment has been undertaken, recorded and actioned as necessary.

All establishments are required as part of the NLC policy on Health & Safety to formulate and document suitable practices and procedures for the management of fire precautions. Premises Managers should manage fire safety in the same way they manage other issues.

The risk assessment will help you determine the chances of a fire occurring and the dangers from fire that your workplace poses for the people who use it. Formal guidance and support is available from the Safety Solutions Team.

Five steps to fire risk assessment

Step 1 Identify potential fire hazards in the workplace.

Step 2 Decide who (e.g. employees, visitors) might be in danger, in the event of a fire, in the workplace or while trying to escape from it, and note their location.

Step 3 Evaluate the risks arising from the hazards (a hazard is something with the potential to cause harm) and decide whether your existing fire precautions are adequate or whether it is possible to remove or further control the risk (e.g. by improving the fire precautions).

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Step 4 Record your findings and details of the action you took as a result. Tell your employees about your findings. Record your findings on the fire risk assessment.

Step 5 Keep the assessment under review and revise when necessary.

Fire safety risk assessments must be recorded, kept on the premises and available for all staff to view and made available for inspection by the Fire Service. The main issues raised as a result should be passed on to staff for their information and action. Forms contained within the fire folder can be copied and completed then retained on the premises for use by the management. The fire risk assessment should be treated as a flexible and working document, acting as a fire safety management tool.

Common examples that could contravene the regulations:

non implementation of evacuation procedures

no written Fire Risk Assessment

fire doors propped or wedged open

self-closers on fire doors broken or missing

coats, displays and paper on emergency exit stairways or single escape routes

fire exits blocked

fire doors bolted

fire doors with unsuitable glazing, i.e. not fire resistant glazing

poor housekeeping

boiler houses used for storage of combustible and flammable materials

smoking in the boiler house or other non-designated areas

flammable chemicals not segregated or stored in a fire resistant container

fire alarm not audible in all areas of the building

inadequate number of exits for the number of people who may be required to use them

unauthorised structural/building work worsening means of escape

inadequate training of staff members A Fire Risk Assessment should usually involve identifying the hazards present in any undertaking (whether arising from work activities or from other factors, i.e. layout of the premises) and then evaluating the extent of the risk involved, taking into account whatever precautions are already in place. The main purpose of this Risk Assessment is to safeguard the safety of the occupants in case of fire. (RRFSO). The above information is obviously not exhaustive and specific queries should be referred to the Safety Solutions’ Team.

Reporting of accidents

Work-related accidents The accident that caused the injury must have arisen or be in connection to the work activity for instance, this could be as a result of an unsafe work process, procedure or action or as a result of a lack of supervision or defect with property or equipment.

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Information is available on the new on-line Accident, Incident Reporting and Investigation System, accessible via TOPdesk for maintained schools only. Academies are responsible for recording and investigating their own accidents. Types of reportable injuries under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)

Deaths

Specified injuries

Over-seven-day injuries People not at work

Where a member of the public or person who is not at work has died, or

Injuries to members of the public or people not at work where they are taken from the scene of an accident to hospital for treatment (regardless of whether any treatment was required).

Reportable specified injuries are:

A fracture, other than to fingers, thumbs and toes;

Amputation of an arm, hand, finger, thumb, leg, foot, toe;

Permanent loss of sight or reduction of sight;

Crush injuries leading to internal organ damage;

Serious burns (covering more than 10% of the body, or damaging the eyes, respiratory system or vital organs);

Scalping (separation of skin from the head) which require hospital treatment;

Unconsciousness caused by head injury or asphyxia;

Any other injury arising from working in an enclosed space, which leads to hypothermia, heat-induced illness or requires resuscitation or admittance to hospital for more than 24 hours.

Over-seven-day injuries Certain injuries that lead to an employee or self-employed person being away from work, or unable to perform their normal work duties, for more than seven consecutive days as the result of an occupational accident or injury (not counting the day of the accident but including weekends and rest days) are reportable. The report must be made to the Health and Safety Executive (HSE) within 15 days of the accident. Reportable occupational diseases Employers and self employed people must report diagnoses of certain occupational diseases, where these are likely to have been caused or made worse by their work:

Carpal tunnel syndrome;

Severe cramp of the hand or forearm;

Occupational dermatitis;

Hand-arm vibration syndrome;

Occupational asthma;

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Tendonitis or tenosynovitis of the hand or forearm;

Any occupational cancer;

Any disease attributed to an occupational exposure to a biological agent. Accident, Incident Reporting and Investigation System The following should now be reported on the online Accident, Incident Reporting and Investigation System, this is accessible via TOPdesk icon on your desktop: ALL accidents, incidents, dangerous occurrences, instances of occupational ill-health and near misses (hazards) in which employees, visitors, contractors and members of the public (including pupils) are involved. ALL reports recorded on the site/premises/school based Accident Report Books (Health and Safety Executive BL 510 complaint) for First Aid Treatment. The ONLY EXCEPTIONS are: Pupil Minor Injuries (such as playtime grazed knees, bumps etc.) which Schools should continue to record on their own separate systems (book or database) for localised record retention. Injuries sustained at school Students and pupils are not at work and are therefore regarded as members of the public (unless on a training scheme or work experience). They should be treated as per the ‘people not at work’ category for the purpose of accident reporting. Examples of non-reportable injuries:

A child is injured during break time as a result of playing chase, and was taken to hospital for a suspected broken arm. The accident would not normally be reportable unless there was a lack of supervision or defect with, say, the condition of the premises i.e. a pothole in the playground surface which caused the accident.

A child is injured during a competitive rugby lesson. The incident is not reportable if it arose from normal participation.

For further information on what, when and how to report, please the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) or contact Safety Solutions on 01724 297593.

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9

Security There is no model solution to problems with the security of school premises. Every school is different and its needs should be assessed accordingly. Type and condition of buildings, location and site layout are relevant but the human factor is paramount. The Risks If there is no evidence or history in your school of a threat to the children, staff or valuables, you may conclude that security measures need not be extreme. The measures implemented should be proportionate to the perceived risk & certain standards should be regarded as minimum for every school:

No person may enter the school buildings without your knowledge or consent

DBS disclosures are checked for visitors/contractors with the following exceptions: visitors/ parents who have business with the head teacher, or other staff or who have brief contact with children will have a member of staff present; visitors or contractors who come on site only to carry out emergency repairs or service equipment and who would not be expected to be left unsupervised on school premises

Children, parents and staff are not put at significant risk by being isolated from others

There is an agreed and workable action plan to deal with any incident or threat

You are strongly urged to identify the problems relevant to your school before deciding on any additional measures. To help with this process we have produced a Security Risk Assessment. (Please see appendix F for a copy of the pro-forma.) You may find the exercise useful even though you have no specific plans to change existing arrangements.

The Remedies The Council operates a security and alarm call out service for all properties. This is good value and worthy of consideration, particularly if your survey indicates that your premises are vulnerable to intruders. Please contact the NLC CCTV team for further advice in this regard. In terms of personal safety, you should include a lone worker risk assessment, include the findings in your school's Health and Safety Policy and ensure this is made known and available to all personnel. More generally, measures to combat security threats depend so much on specific circumstances. Our advice is to identify the risks and then come to us for guidance on the best options if you need assistance. It does not necessarily involve extravagant expensive solutions. Please contact the Access (Capital and Buildings) Team for further advice.

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10

School Emergency Management Plan The purpose of an emergency management plan is firstly to allow consideration of various types of emergency and how the school is placed to deal with them, and secondly to give the school community confidence when faced with a crisis. All LA’s must have emergency plans that link into a national strategy for dealing with crises and which include all of the emergency services. Ideally, a school’s plan will fit into the LA's.

When developing the school emergency management plan,

Recognise a climate of support and trust among staff will strengthen the school’s response at a time of crisis;

Devote a staff meeting or part of a staff development session to the plan. This should happen in the initial stages and again once the plan is complete. Consider the need for staff to be trained in bereavement counselling;

Identify key school staff. Experience has shown identifying a group of teachers prepared to assume emergency roles and assist in leading the response is particularly valuable;

Recognise the importance of the need for support and of identifying ways of obtaining it. In addition to assistance from the LA (where applicable), schools will need to develop links with other agencies (for example the Fire & Rescue Service);

Think of ways in which the national curriculum provides learning experiences for pupils about loss, change and bereavement.

Once the plan is operational, it is advisable to nominate a member of staff to regularly review and update its details. To facilitate quick and effective action in the event of an incident, the following measures are recommended: At school

1. Once the plan has been drawn up, consider how and where it will be kept and who should have access to details of the plan and emergency contact information.

2. Nominated administrative staff should be able to access personnel files on the school computer system.

3. Up-to-date lists of contact telephone numbers and addresses should be held centrally, both on computer and in readily accessible folders. These may include contact details of members of staff who have specific functions within the plan, as well as of pupils' parents.

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At home

1. An incident may happen out of school hours. It is good practice for the headteacher (together with a nominated person or persons) to have a copy of the most up-to-date version of the school emergency management plan and home telephone list at home.

Media

1. Nominate a person (either a governor or member of staff) who can be called upon to assist in responding to the media.

2. Instruct all other staff not to give interviews or comment on any written or printed material. Make it clear no such material should be handed out to the media.

3. Make sure staff know that in the early stages of an incident (until the arrival of the LA’s press and PR support), they should direct any media requests to the headteacher or their nominee.

For further information relating to School Emergency Management Plans please contact Humber Emergency Planning, who can supply templates and provide guidance & support to schools that do not have plans in place.

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11 Asbestos

Recent Legislation

The Control of Asbestos Regulations 2012 place responsibilities on duty holders to manage asbestos risks within their premises. Under normal circumstances in Health and Safety Law, the duty holder is the employer. This means that ultimate responsibility for health and safety lies with the employer, being the Local Authority or, in the case of Foundation and Voluntary Aided Schools, the Governing Board.

Regulation 4 of the Control of Asbestos Regulations 2012 details the term Duty Holder as

(a) Every person who has, by virtue or tenancy, an obligation of any extent in relation to the maintenance and repair of non-domestic premises or any means of access there to or egress there from or

(b) in relation to any part of non-domestic premises where there is no such contract or tenancy, every person who has, to any extent, control of that part of those nondomestic premises or any means of access there to or egress from".

The approved code of practice relating to regulation 4 includes guidance on interpretation stating that "owners and occupiers of non-domestic premises, who have maintenance and repair responsibilities for those premises, have a duty to assess them for the presence of asbestos and the condition of that asbestos". Duty Holders are required to carry out three main tasks:

1. assess if the premises have asbestos containing materials (ACM)

2. assess if those ACM pose any risks to health due to their location and condition

3. If ACM are present and could lead to the (accidental) exposure to asbestos dust/fibres then take action to manage any risks that may be present. This may involve removal (and substitution), sealing/ encapsulation and accept and monitor.

Where asbestos is likely to be found If the premises were built or refurbished between 1950 and 1980, it is likely that there will be, or has been, asbestos somewhere within. Some examples of where you are likely to find asbestos are as follows, but this should not be considered an exhaustive list:

fire breaks in ceiling voids using sprayed asbestos and asbestos insulating board

some types of thermal insulation of pipes and boilers

insulating boards for fire protection·, thermal gain, partitioning and ducts

some ceiling tiles

vinyl or thermoplastic floor tiles and adhesive

mill board, paper and paper products used for the insulation of electrical equipment and fire-proof facing on wood fibre-board

asbestos cement products, which can be fully or semi-compressed into flat or corrugated sheets largely used as roofing and wall cladding

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other asbestos cement products include rainwater goods and water tanks;

certain textured coatings

bitumen roofing material

Sprayed asbestos may also be present and was formerly used as fire protection in ducts, firebreaks, panels, partitions, ceiling panels and around structural steelwork.

Asbestos Surveys Asbestos Survey requirements are detailed in the HSE document HSG 264 and include two types, the most common are referred to as “refurbishment/demolition” and “management” Schools have currently all received a “management” survey and a copy of this asbestos register for each site and has been issued to all duty holders. Please contact the Asbestos Officer if you do not have this report, a duplicate electronic copy can be obtained from Mike Hills, Asbestos Officer. Given that detection of asbestos may be very difficult, the Council decided to instruct a new survey of all Council buildings in order to compile an up to date and accurate register, this is now complete.

Where major refurbishments are being undertaken involving building elements (roofs, ceilings, walls, floors) then a more intrusive “refurbishment/demolition” survey is required and you should contact the Asbestos Team to organise this.

Follow up Action

Even with the results of the survey, you may not be absolutely sure that some areas are clear. If you are unsure of whether material in your buildings contains asbestos, you must assume that it does.

Providing the material is in good condition and there are no plans to disturb it e.g. by undertaking works in the area where the asbestos is present, the regulations do not require further action other than to monitor and manage the condition of the material.

The NLC Asbestos Officer will undertake an annual review of the Asbestos Management Plan.

Where removal of the asbestos or asbestos containing material is necessary, you will be expected to finance this from your revenue or DFC. The removal of the asbestos containing material must be carried out by licensed asbestos contractors and will require prior (14 day) notification to the Health and Safety Executive.

In all circumstances where the premises are owned, leased or managed by NLC or where employees of NLC work, Council's Corporate Asbestos Policy for the management and control of asbestos must be adhered to. Any proposed works to premises known to contain asbestos containing materials, contact must be made to the Asbestos Officer prior to commencement.

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New Building Work

If there are plans to undertake works in an area where asbestos is present or assumed to be present, then you must inform any contractor appointed to perform the works, of the risk and provide them with access to the asbestos register.

If the works are being managed by NLC’s Property Services, the appointed Project Manager will ensure that this duty is exercised by arranging for an asbestos survey of the area to be undertaken and the resulting information being passed onto the contractor.

When making your own arrangements you must do this. Prior to any works commencing you must arrange a full “refurbishment/demolition” asbestos survey of the area. Analysis of samples must be by a UKAS accredited laboratory, the surveyor must be P402 qualified with 2 years post qualification experience and ensure that the results are made known in full to the contractor.

Summary Wherever asbestos containing material (ACM) are identified or suspected, refer to your asbestos report for location, type and recommended action. You must act upon the advice and instruction of the Asbestos Officer. CHECKLIST SUMMARY OF ACTION TO MEET NEW ASBESTOS REGULATIONS FIND You must check via an approved contractor if materials containing asbestos

are present

CONDITION You must check what condition the material is in

PRESUME You must assume the material contains asbestos unless you have strong evidence that it does not

IDENTIFY If you are planning to have maintenance or refurbishment of the building carried out, or the material is in poor condition, you may wish to arrange for the material to be sampled and identified by a specialist.

RECORD Record the location and condition of the material on a plan or drawing. Place a visible label in the area proven to contain asbestos

ASSESS You must decide if the condition or the location means the material is likely to be disturbed.

PLAN Prepare and implement a plan to manage these risks.

Extract taken from 'A short guide to managing asbestos in premises" HSE 11/02

For further information relating to asbestos management within schools please see the DfE website using the link below:

https://www.gov.uk/government/publications/asbestos-management-in-schools--2

https://www.gov.uk/government/publications/asbestos-management-in-schools--2

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12 Disability and Access

Disability Discrimination

The Equality Act 2010 (superseding the Disability Discrimination Act) protects disabled people (among others) from unlawful discrimination. It provides responsibilities for Governing Board, Premises Management Committees, LAs and others. It covers all areas of activity and the whole school community, pupils, parents, employees (teaching and non-teaching staff) governors and any other visitors to the site. The duty also requires reasonable planned provision for activities beyond the premises (e.g. school visits) to ensure inclusion.

It should be noted that the disability provisions in the Act are different from the provisions for the eight other protected characteristics. In order to achieve greater equality, the Act requires in relevant circumstances that disabled people are treated differently and more favourably than a non-disabled person. A change in practice may be required to ensure as far as reasonably possible, that a disabled person (pupil, parent, staff member, governor or visitor) can benefit from school activities to the same extent as a non-disabled person.

Disabled People

A person has a disability for the purposes of the Equality Act if he or she has a physical or

mental impairment and the impairment has a substantial and long term effect (will last or is

expected to last 12 months or more) on his or her ability to carry out normal day to day

activities. Impairment or conditions that may be covered include (not an exhaustive list):

physical impairment e.g. difficulty walking

sensory impairments (affecting sight, hearing or both)

Impairments with fluctuating or recurring effects such as rheumatoid arthritis, myalgia encephalitis (ME), fibromyalgia, depression or epilepsy.

Progress, such as motor neurone disease, muscular dystrophy and lupus

Organ specific, including respiratory conditions such as asthma and cardio vascular diseases e.g. heart disease

Developmental such as autistic spectrum disorders (ASD), dyslexia or dyspraxia

Learning difficulties e.g. Downs syndrome

Mental health conditions and illness including schizophrenia, bipolar, eating disorders, obsessive compulsive disorders and self-harming disorders.

The physical access needs of a wide range of disabled people should be considered as part of the schools access plan, assessing the physical environment includes consideration to steps, stairways, kerbs, exterior surfaces and paving, parking areas (including the provision of blue badge parking) building entrances and exits (including emergency escape routes), doors, toilets, lighting, heating, ventilation, lifts, signs, interior surfaces, floor coverings, room décor (e.g. choices of wall colours to make spaces and furniture more accessible to people with visual impairments).

Requirements

A number of factors influence whether it is reasonable for changes to be made. In particular these include:

how much an alteration will improve the situation for disabled persons

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how easy it is to make the changes

the cost of the measure, both financially and in terms of the disruption

the cost of not doing in terms of reputation and the ‘exclusion’ factor but also in respect to disabled staff, the cost of sickness absence or reduced productivity as a result of the adjustments not being in place.

How disabled persons will be disadvantaged if reasonable adjustments/changes are not made.

Impact on the health and safety of disabled and non-disabled persons. A systematic evaluation of need is essential, before making such judgements. Council's, schools and other Premises Managers are now required to have an Accessibility Strategy and Accessibility Plan respectively.

The Local Authority has a draft Accessibility Strategy (see link below) and schools are required to produce and Accessibility Plan.

http://www.northlincslocaloffer.com/s4s/WhereILive/Council?pageId=836)

Access Planning An accessibility plan is a plan for, over a prescribed period:

(a) increasing the extent to which disabled pupils can participate in the school's curriculum,

(b) improving the physical environment of the school for the purpose of increasing the extent to which disabled pupils are able to take advantage of education and benefits, facilities or services provided or offered by the school, and

(c) improving the delivery to disabled pupils of information which is readily accessible to pupils who are not disabled.

Examples of action planning include:

review and improve the school's arrangements for accessible information.

use the routine refurbishment and maintenance/equipment budgets to improve the physical environment of the school.

North Lincolnshire Council has undertaken an Access Audit to assist you in developing your Accessibility Plan.

Community Schools can use their delegated budget for disability access improvements including the use of DFC grant.

http://www.northlincslocaloffer.com/s4s/WhereILive/Council?pageId=836

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13 Energy Management The Climate Act 2006 laid out the Government’s intentions to reduce carbon omissions across the UK imposing very strict conditions on the energy performance requirements for buildings. It is important to take careful note of guidance from numerous sources and advisory bodies who have looked into ways of improving the efficiency of existing accommodation and associated energy systems. All school buildings over 500m2 gross internal area are required to display energy certificate (DEC). It is also good practice to display a DEC for buildings below 500 m2. The Carbon Management Team can undertake assessments and produce DEC’s.

Depending on the size of your buildings a good premises management regime will always assist in keeping costs down, and effective maintenance procedures can reduce energy costs significantly. The following gives details of suggested areas of efficiency, however these are not exhaustive.

Good housekeeping means using the existing building and equipment as efficiently as possible. No financial investment is needed. Measures include:

Turning off lights when rooms not in use

Meter readings

Reporting to Energy Management

Closing doors

Setting thermostats correctly to provide the temperature required

Turning off electrical equipment not in use

Using swimming pool covers A regular maintenance programme will help reduce energy costs and is essential to maintain a healthy environment:

Check plant operations and controls regularly.

Ensure all motorised valves and dampers fully open and close without sticking.

Check accuracy of thermostats.

Check calibration of controls.

Service the boiler plant and check combustion efficiency regularly.

Look for water leaks and carry our repairs where necessary.

Clean windows to maximise daylight.

Clean lamps and luminaries regularly and replace at the manufacturer's recommended intervals.

Ensure that filters in fan convectors are regularly cleaned.

Lubricate door closers and hinges to ensure that doors close properly.

Check quality of draught-stripping and pipe insulation. Some of these items are covered by minimum statutory planned and ppreventative mmaintenance requirements as detailed within previous sections of this document. Water Water consumption will be reduced if you :

Install flow control devices in all toilets.

Ensure dripping taps are repaired promptly.

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Fit push or spray taps.

Provide plugs and chains for hand basins.

Check the water meter outside of school hours (undetected leaks). Building Fabric

The following are examples of less obvious energy savings:

Lubricate door closers and hinges to ensure doors close properly.

Consider using automatic closure devices.

Ensure there are no gaps around doors or windows.

Fit draught proofing to doors and windows.

Try to minimise the number of doors being used.

Repair any cracked, broken or missing windowpanes.

Ensure opening windows can be fully closed.

Repair any holes, cracks or leaks in roofs.

Ensure duct covers/skylight/roof lights close properly and do not leak.

Check roof space insulation is at least 270mm thick. Heating and Hot Water The DfE recommend educational buildings are heated to 18-210C for normal teaching areas. The recommended temperature is 180C and 150C for circulation areas. If your buildings are heated above 19°C, costs rise by about 8% for every 1°C of overheating. Heating costs can also be reduced by considering the following:

If thermostatic radiator valves are fitted, check they are working properly and not set too high.

Ensure there is free air circulation around all radiators and that they are not obstructed by furniture or displays.

Ensure that boilers are inspected and serviced regularly to maintain efficient combustion.

Check that all pipes, joints and valves are insulated.

Ensure insulation is replaced after any repairs are carried out.

Eliminate unnecessary running of boilers at weekends and during holiday periods by placing the system onto ‘holiday’ mode, unless designated as part of a Children's Centre service 52 weeks per year.

Minimise use of whole school heating and hot water for cleaning and out of hours use of school buildings, unless designated as part of a Children's Centre service 52 weeks per year.

Change boiler timings to retain effective heating in building while maximising on energy cost savings.

Consider point of use water heaters for areas such as toilets, washing sinks and locations remote from the hot water storage tanks.

Check that hot water is stored at 600C or above in properly insulated storage tanks.

If you have electric water heating, make full use of off peak electricity.

Ensure all hot and cold pipes, plus joints and valves are lagged (pay-back period is very short).

Lighting The following will reduce the amount of electricity consumed:

Turn off lights in unoccupied areas.

Replace all tungsten filament lamps with more energy efficient ie, LED or T5 fittings.

Replace fluorescent tubes with more efficient narrow fittings.

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Ensure light fittings, windows and roof lights are cleaned regularly.

Use new high efficiency lamps for security lighting and outside safety.

Encourage the switching off of lights when daylight is adequate.

Replace flickering fluorescent tubes promptly.

Consider use of occupancy/presence detectors for lighting in appropriate areas. Computers When purchasing computers look for the 'Energy Star' logo. This shows that the computer will automatically switch to a low power standby mode after a fixed period of inactivity. Only buy printers with a low power 'standby mode'. It is generally cheaper to photocopy documents than to print out multiple copies on a laser printer. It is usually quicker. Consider using one MFD printer rather than multiple devices. Wherever practical, switch off computer equipment when not in use or install software to do this automatically. Photocopiers Some photocopiers are more energy efficient than others. When choosing a new photocopier, look for one that can switch to a standby mode when not in use. Costs can be reduced by:

circulating documents, using notice boards or electronic mail

double sided copying wherever possible

switching off photocopiers overnight

combining functions with MFD printer Kettles Employers must test the safety of kettles under the Electricity at Work Regulations.

When boiling kettles only use the minimum amount of water necessary and ensure that kettles have automatic switch-off device upon boiling.

Water boilers should be fitted with time controls. Monitoring Energy Consumption Regular meter readings to monitor energy costs will help you to:

Check the accuracy of fuel bills.

Identify exceptional consumption and attend to the causes quickly.

Compare current costs with previous years.

Assess the seasonal pattern of consumption.

Measure changes in consumption as a result of new equipment or energy-awareness campaigns.

Check spending is consistent with budget allocation. You can check your Energy and Water use against the following benchmarks and adjust for relative size and occupation levels:

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Schools Energy and Water Benchmarks. Source: Carbon Trust ‘Saving Energy – A Whole School Approach’ 2005

Effective monitoring will help to identify where investment can achieve worthwhile energy savings e.g. energy efficient lighting, improvements to heating systems.

Further advice and guidance on consumption levels and FREE energy advice is available from the Energy Saving Trust, an independent Government funded body:

Energy Saving Trust Helpline 0300 123 1234 Carbon Trust 0207 170 7000

NLC Carbon Trust Management Team:

Craig Stapleton 01724 296514 Julie Bunclark 01724 297553

Also see the Schools SLA brochure for other audits and workshops available from the NLC Carbon Management Team.

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Appendix A Contact List

Access (Capital & Buildings) Team

Property Services

Name Role (all Client Officers)

Office telephone

Mobile telephone

E-mail

Chris Ramsbottom

Head of Construction

01724 296754

--- [email protected]

Mark Bagley Construction Services Manager

01724 296772

07717 586772

[email protected]

David Fox Principal Maintenance Services Officer

01724 296622

07717 586622

[email protected]

Nicola Sissons

Maintenance Officer

01724 296719


Deborah Cox

Maintenance Officer

01724 296719


Christopher Taylor

Maintenance Engineer

01724 296722

07717 586722

[email protected]

Nigel Willerton

Maintenance Engineer

01724 296519

07717 587836

[email protected]

Name Role

Office telephone

Mobile telephone

E-mail

David Jackson

Service Manager Resources & Transformation

01724 297228


Sandra Burniston

Access Manager (Capital & Buildings)

01724 297893

07717 587689

[email protected]

Laura Harrison

Senior Access Officer (Capital and Buildings)

01724 297022


Andrea Gorrell

Senior Access Officer (Capital and Buildings)

01724 297130


Cheryl Morgan

Access Officer (Capital and Buildings)

01724 297669


Jo Rea Access Officer (Capital and Buildings)

01724 297153


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Trevor Steans

Snr. Building Surveyor

01724 296729

07717 586729

[email protected]

Mike Pennell Building Surveyor

01724 296734

07717 586734

[email protected]

Geoff Boxx

Building Surveyor

01724 296182

07717 586023

[email protected]

Sarah Spencer

Building Surveyor

01724 296749

07717 587600

[email protected]

Mike Hills Asbestos Surveyor

01724 296728

07717 586728

[email protected]

24/7 Out of Hours Calls

CCTV Control centre

01724 276444

--- ---

Health and Safety - Safety Solutions

Name Role Office telephone

Mobile telephone

E-mail

Kelly Stables

Senior Health and Safety Advisor

01724 297593


mailto:[email protected]

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Appendix B Building Maintenance Management (Property Services) About Our Service We manage, maintain and develop operational property holdings. This includes undertaking building projects and maintaining buildings to meet statutory requirements. Statutory Duties provided for LA maintained schools. There is a statutory requirement to service and maintain buildings to a recommended level and frequency. These include arranging water hygiene testing, servicing of boilers, electrical testing and servicing of other plant items. We will arrange this on your behalf and act as duty holder. There is also a statutory requirement to obtain Building regulation approval for building works. Building control can provide this service. The Core Offer – for maintained schools.

Professional maintenance and general property-related consultancy service including building services and engineering advice.

Building maintenance and development.

A 24-hour, 365 day guaranteed call-out service backed up by the professional resources of the construction section.

Asbestos management.

Service contract management, i.e. arranging water hygiene, boiler servicing, electrical testing etc, as required by legislation and act as the duty holder for this role.

Use of a contractor framework.

Use of a consultant framework.

Client liaison.

Processing invoices, certification and contract payments.

Procure and tender projects of circa £5000 and under in value within the cost of the SLA agreement.

Advise school on all property related matters in terms of both maintenance and future capital development.

Civil engineer maintenance work, e.g. resurfacing car parks and playgrounds.

Information, advice and guidance to support planned investment into buildings over the long term.

Information, guidance and advice relating to building condition, including condition surveys, lifecycle maintenance requirements and condition monitoring of school estate.

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Appendix C Building Project Management and Design

About Our Service We design, develop, procure and construct operational property holdings. This includes undertaking building projects, property management and high quality project, design and contract management services.

Statutory Duties provided for LA maintained schools. There is no statutory requirement to provide any statutory functions, however there is a statutory requirement to obtain Building regulation and planning approval for building works. The Core Offer – for maintained schools.

Professional property design and project management consultancy service.

Design consultancy work including architecture, quantity surveying, mechanical and electrical engineers, structural engineers, disabled access officer for all sizes of construction work, both new build and refurbishment.

Use of a contractor framework.

Use of a consultant framework.

Project management service.

Management of the “self-help” process.

Processing invoices, certification and contract payments.

Procure and tender projects.

Advise school on all property related matters in terms of both maintenance and future capital development.

Civil engineer maintenance work, e.g. resurfacing car parks and playgrounds.

Information, advice and guidance to support planned investment into buildings over the long term.

However, whether you choose the NLC Building Project Management and Design service or decide to progress your building projects through external agencies, you must follow the procedures set out in the Self Help Guidance document, referred to in Section 7.

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Appendix D

Self Help Guidance An up to date version of the Self Help Guidance and Self Help Application Forms can be found on the North Lincolnshire Council Intralinc. Please use links below: http://www.northlincs.gov.uk/schools-libraries-learning/information-for-professionals/

http://www.northlincs.gov.uk/schools-libraries-learning/information-for-professionals/

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Appendix E

NLC Safety Solutions TEMPLATE FOR A SCHOOL HEALTH & SAFETY POLICY

Section A General Statement This policy in so far as it is reasonably practicable, is intended to provide for the maintenance of a safe and healthy working environment, equipment and systems of work for staff, pupils, voluntary workers, contractors, visitors and others, within the school concerned.

The allocation of duties with regard to managing safety matters and the particular arrangements, which will serve to implement this policy are detailed below.

Section B Responsibilities Responsibility for the day-to-day management of health and safety in the premises falls to the Head Teacher and other nominated staff. They should therefore ensure that they;

1. Are familiar with health and safety legislation in so far as it relates to the premises with which they are concerned.

2. Are familiar with the school’s health and safety policies and arrangements and should take the necessary action and that they should take the necessary action to ensure that they are adhered to.

3. Ensure as far as is reasonably practicable that safe systems of work are in place. 4. Ensure that the school premises are generally kept clean and tidy. 5. Ensure that appropriate equipment is provided 6. Ensure that appropriate training is provided for the tasks and situations that staff will

have to deal with. 7. Ensure that all equipment and tools are maintained in good condition. 8. Ensure that adequate fire precautions and fire-fighting equipment is available and

maintained and that they are aware of who the appointed person is with regard to fire risk assessments.

9. Are aware of the location of the school’s accident book, Health & Safety Policy and Manual together with other relevant safety related documentation; (Adapt the table below as appropriate).

Document Location Person Responsible

Health & Safety Policy

Health & Safety Manual

Accident Book(s)

Asbestos Management

Water Management File

Fire Risk Assessment

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Section C 1. Accidents and First Aid All accidents (and near misses whenever practicable) should be entered in the premises accident book. Staff should be made aware that the book is held in a central location and is available to all. In accordance with current data protection legislation once the details of an accident have been entered the page(s) should be removed from the book and kept in a secure container. Only authorised persons should have access to the completed forms.

The location of the first aid book is ………………………………………………………………………. First aid kits should be placed in appropriate locations and should have their contents regularly checked by a first-aider or an appointed person. A list of contents can be obtained from the HSE website and is included in the council’s First Aid at Work policy.

First aid boxes are to be found at the following locations (see below);

Location of first-aid box(es)

Person(s) responsible

Ideally a list should be maintained of current first-aiders in the school (see below);

Name of First Aider

Workplace location

Level of first-aid qualification

Date of expiry of qualification

1. General Fire Safety

The Appointed Person for Fire Safety is…

The Appointed Person is responsible for ensuring ; (i) That an assessment of the fire risks in the school has been completed

and is regularly reviewed. (ii) That wherever possible volunteer Fire Wardens are appointed to take

charge in the event of a fire emergency (if sufficient volunteers cannot be found, then the responsibility for taking charge in the event of an emergency falls to teaching staff).

(iii) That an acceptable level of fire detection and fire fighting equipment is provided.

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(iv) That all fire exits and escape routes are kept clear and are appropriately signed and lit.

(v) That regular checks are carried out on alarms, detectors and sprinklers as appropriate.

(vi) That a minimum of one fire evacuation drill is carried out every term. 2. Electrical Safety The Head Teacher should ensure that;

(vii) Any electrical repairs required are carried out by a competent electrician. (viii) Portable appliances should be regularly inspected in accordance with

school and/or council policy. (ix) No privately owned electrical items are brought onto school premises

without prior permission and appropriate PAT testing. 3. Water Systems The Appointed Person for dealing with Water Management is …………………….. The appointed person should ensure that;

(x) All boilers and water systems are regularly checked in accordance with school and/or council policy, particularly with regard to Legionella risks.

(xi) That they’re aware of the location of the school’s Water Management File.

4. Lighting In order to ensure that the school and its surroundings are adequately lit, staff should inspect local lighting regularly and report any faults promptly to the appropriate person. 5. Floors and entrances In order to reduce the risk of slips and trips staff should regularly check that the floors in their working area and the main access routes are clean and free from trip hazards. They should ensure that;

(xii) They observe the school policy with regard to dealing with of spillages

(xiii) They monitor the level of slip and trip accidents and near misses, with a view to taking remedial action if the number of instances reaches an unacceptable level.

6. Contractors Anyone arriving at the school for the purposes of carrying out work, other than an employee or voluntary worker, should be regarded as a contractor. Head Teachers should

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ensure that all contractors are registered as entering the premises and that dependent upon the nature of the work concerned, they;

(xiv) Have relevant risk assessments and safe systems of work and are able to provide a copies when requested.

(xv) Can provide evidence of their public and employer’s liability insurance. (xvi) Are given access to the school’s asbestos register and are aware of the

requirements of the asbestos policy, as appropriate. (xvii) Are made aware of the school’s fire evacuation policy. (xviii) Have with them evidence of the appropriate level of their CRB Clearance

7. Waste Waste produced on the School’s premises is can be classed as commercial waste and must be treated as such. Producers of waste have a duty of care to ensure:

Any waste removed from the site is carried by an approved contractor with a Waste Carriers Licence

(xix) Waste Transfer Notes must be kept proving where waste has been taken and by whom

(xx) Special waste i.e. asbestos may have specific requirements for handling, carriage & disposal

Signature and name of the Head Teacher approving this policy; Signature……………………………….Name…………………………………… Date……………………………… Safety Solutions Draft Document 2015

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Appendix F Security Survey (please tick box as appropriate)

Low Risk 1 2 3 4 5 High Risk

1. Incidence of crime in surrounding area

Locality has a low crime rate Locality has a high crime rate

2. Environment

Grounds clearly visible to public Unobserved ground

3. Boundaries, fences and gates

Fencing and gates to grounds preventing all but determined intruders

No fences or gates preventing unauthorised access

4. Entrance to building(s)

Clear entrances -signs directing visitors and door entry control

No clear entrances, or multiple entrances

5. Reception

Pass system in operation with badges issued to all visitors

No system of recording visitors

6. Car parking and grounds

Car park, and well lit grounds No car park, poor lighting

7. Condition and appearance of buildings

Buildings well-kept and in good repair with no graffiti and not vandalized

Buildings badly kept and in state of disrepair, graffiti covered and vandalised

8. Detached and temporary buildings

No buildings detached from main block

Many detached buildings, including temporary huts

9. Recesses and internal courtyards

No vulnerable areas for intruders to hide and break in unobserved

Vulnerable areas for intruders to hide and break in unobserved

10. Secure exit doors

Doors secure against intruders Exit doors easily forced/ inadequate locks.

11. Secure windows and roof lights

Windows and roof lights protected against burglars

Windows and roof light security inadequate

12. Valuable equipment

Few computers, TVs, video recorders and other portable electrical goods

Many computers, keyboards, faxes, camcorders, etc.

13. Incidence of Crime

No reports of (attempted) assault or theft in and around school premises

Frequent reports of (attempted) assault or theft in and around premises

14. Community support

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Low Risk 1 2 3 4 5 High Risk

Strong community and parent support benefits

Insignificant parent or community involvement or negative attitudes

15. Out of hours use of (school) facilities

No reported problem and/or security benefit from out of hours use

Many security problems due to out of hours use

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Appendix G

Example service task sheets - for schools use

Below are examples of the service task sheets for schools use. Gas Boilers - Annual service Gas Boilers require an annual service by a Gas Safe registered contractor under the Gas Safety (Installation & Use) Regulations, 1998.

Has a service been carried out? Yes No

If “No” please state why

If “Yes” what date

Contractors name

Gas Safe registration No.

Do you have the certificate and are aware of its location? Yes No


If a service has not been carried out, what remedial action has taken place

Please state any general comments or observations below.

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Gas Appliances - Annual Gas Safety Check

All gas appliances are required to have an annual gas safety check carried out by a

CORGI Registered contractor under the Gas Safety (Installation & Use) Regulations,

1998.

Have the appliances been checked, dated and labelled? Yes No



Contractors name


Do you have the certificate and are aware of its location? Yes No


If the appliances have not been checked, what remedial action has taken place


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Portable Appliance Testing

The Health & Safety Executive offers no absolute rules on the frequency of the testing and inspection of portable appliances. The Memorandum of Guidance on the Electricity at Work Regulations suggests that regular inspection of equipment is an essential part of any preventative maintenance program, but no attempt is made to specify the intervals of time implied by the word 'regular'. The reason for this omission is obvious; different situations require different measures in order to meet the requirement that the danger is prevented. The factors which affect the frequency of testing must be assessed by the duty holder who thereby makes the judgment.

In arriving at a judgment as to the frequency of testing, a duty holder is likely to assess the following factors:-

The environment - equipment installed in a benign environment will suffer less damage than equipment in an arduous environment

Users - if the users report damage as and when it becomes evident, hazards will be avoided. Conversely, if equipment is likely to receive unreported abuse, more frequent inspection and testing is required

The equipment construction - the safety of a Class 1 appliance is dependent upon a connection with earth of the electrical installation. If the flexible cable is damaged the connection with earth can be lost. Safety of Class 2 equipment is not dependent upon the fixed electrical installation

The equipment type - appliances which are hand held are more likely to be damaged than fixed appliances. If they are Class 1 the risk of danger is increased, as the safety is dependent upon the continuity of the protective conductor from the plug to the appliance.

All portable appliances must be tested on the correct frequency and labelled and dated to confirm the test according to The Electricity At Work regulations 1989, and in accordance with the I.E.E Code of Practice for Service Inspection and Testing of Electrical Equipment.

Further guidance is available via HSE publication, “Maintaining Portable Electrical Equipment”, HSG 107 (Third Edition).

An in-house service for Portable Appliance testing is available from North Lincolnshire Council’s Trading Standards Electrical Testing Unit, (see adjacent flyer) quotations are available by contacting Lyndsay Fryer 07717 588003 or via email to [email protected].

mailto:[email protected]

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Have your appliances been checked, dated and labelled? Yes No


If “Yes” what date was it carried out?

Contractors name

NICEIC registration No.

Do you have the certificates and are aware of their location? Yes No




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Water Hygiene Compliance with “Approved Code of Practice (L8) and Guidance on regulations 4th Ed 2013” is required. A responsible person for the site is to arrange and record weekly temperature checks.

Do you have a current Water Hygiene Risk Assessment Yes No


If “Yes” what date was it carried out?

Contractors name

Do you have the risk assessment and are aware of its location? Yes No


Do you have regular monitoring of your systems Yes No


Have you been advised of any remedial action following the monitoring, please give brief details.

Yes No

Have the remedial works been ordered? Yes No


If you do not have a current risk assessment and/or regular monitoring has not taken place what remedial action has taken place?


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Gas Catering Equipment - Annual Service

All gas catering equipment has to be serviced on an annual basis by a Gas Safe registered contractor. (See gas appliances section 2.0)

Have the appliances been checked, dated and labelled? Yes No



Contractors name






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Portable Fire Fighting Equipment - Annual Service

All portable fire fighting equipment has to be checked on an annual basis (including extinguishers, fire blankets and hoses) in accordance with BS5306: Part 3: 1985 for fire extinguishers, BS EN 1869 for fire blankets and BS 5306 part 1 1976 for hose reels.

Has the fire fighting equipment been checked, dated and labelled? Yes No



Contractors name



If the equipment has not been checked, what remedial action has taken place


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Fixed Electrical Wiring Installation Test - 5 year

All fixed electrical wiring must be tested in accordance with The Electricity At Work Act 1989 and in accordance with the I.E.E. Code of Practice and British Standard 7671

Has the buildings fixed wiring system been tested? Yes No


If “Yes” what is the date of the most recent test?

Testing contractors name:

NICEIC registration No:

Has the fixed wiring been declared satisfactory? Yes No


Has the recommended remedial work been ordered? Yes No

Contractors name for remedial work (if not the original testing company).

NICEIC registration No.



If the buildings fixed wiring has not been checked, what remedial action has taken place?


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Fire Safety Risk Assessment

Schools are required, under the Regulatory Reform (Fire Safety) Order 2006, to carry out a fire safety risk assessment and keep a copy freely available for inspection.

Has a Fire Risk Assessment been carried out? Yes No

Date Fire Risk Assessment carried out


If “Yes” what is the date of the most recent assessment? (See volume 3 of the H&S file)

Assessor’s name

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Fire Alarms - Quarterly/Annually/3 Yearly

Fire Alarm tests need to be carried out weekly, 3 monthly, annually and 3 yearly in accordance with BS 5839 Part 1: 1988

Audible fire alarm tests should be carried out on a weekly basis, normally by the premises manager, with all other testing being carried out by an electrical contractor. It is imperative that you ensure that fire escapes are free from obstruction at all times. Three monthly and annual tests should comprise of testing all devices, smoke and heat detectors, call points and sounders. Five yearly testing would comprise of a comprehensive test of all fire alarm equipment The system wiring would be tested in accordance with BS 7671: Requirements for Electrical Installations.

Are you or your responsible person carrying out and recording in the log book, weekly audible fire alarm tests

Yes No


What are the dates of the most recent quarterly test?

1

2

3

4

Testing contractors name

Has the fire alarm been declared satisfactory? Yes No




Do you have the test certificates and are aware of their location and the location of the log book?

Yes No


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If the fire alarm has not been checked, what remedial action has taken place?

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Emergency Lighting - 3 & 6 monthly, annually, 3 yearly tests Emergency Lighting, where applicable, needs to be tested on a monthly, 6 monthly, annual and 3 yearly basis in accordance with BS 5266: Part 1: 1999.

Are you or your responsible person carrying out and recording in the log book, regular emergency lighting checks/tests

Yes No


Has the emergency lighting been tested? Yes No


What are the dates of the most recent tests?

1

2

3

4


Has the emergency lighting system(s) been declared satisfactory? Yes No




Do you have the test certificates and are aware of their location and the location of the log book?

Yes No


If the emergency lighting system(s) has not been checked, what remedial action has taken place?

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Lightning Conductors - Once every 11 months

lightning conductors need to be checked every 11 months in accordance with BS 6651 : 1999.

Has the buildings lightning conductors been tested? Yes No




Has the lightning conductor been declared satisfactory? Yes No






If the lightning conductor has not been checked, what remedial action has taken place?


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Playground Equipment

There is no specific legal responsibility to provide inspection and maintenance programmes but such procedures are recommended by the British Standards Institute, the Health and Safety Executive, Insurers and Royal Society for Prevention of Accidents. Playground managers have a legal and moral responsibility of care towards children using the site. Further guidance on recommended inspection requirements can be found under the Health and Safety section

Schools should undertake an annual check by a competent person of fixed outdoor play equipment and keep a copy freely available for inspection if required. This is particularly important for Health and Safety Inspectorate visits following any accident involving the equipment. Equipment should meet the requirements of the British Standard for Play Equipment, BSEN 1176-1 2008.

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Powered Pedestrian Doors - 6 monthly checks and annual test.

Powered Pedestrian Doors where applicable require to be serviced every 6 months and tested on an annual basis in accordance with BS7036: 1996 Parts 1,2 and 3.

Has the buildings powered pedestrian doors been inspected? Yes No




Were the operation of the powered pedestrian doors declared satisfactory? Yes No






If the buildings powered pedestrian doors have not been checked, what remedial action has taken place?


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Passenger lifts

Passenger lifts require 6 monthly insurer inspections, a monthly planned maintenance inspection in accordance with the following: BS EN 81 Part 1 or 2 1988 Management of Health & Safety at Work Regulation 1999 (MHSWR) Lifting Operations and Lifting Equipment regulations 1998 (LOLER) Workplace (Health, Safety and Welfare) Regulations 1992 (WPR) Ref: Health & Safety at Work Act 1974 (HSWA) The Electricity at Work Regulations 1989 (EWR) Provision and Use of Work Equipment Regulations 1998 (PUWER) Also Passenger Lifts require examination and tests carried out in accordance with the "Safety Assessment Federation" (SAFed) the examination and tests are to be undertaken at 1,5 and 10 yearly intervals and the relevant LG1 document submitted.

Passenger Lifts

Have insurers inspection visits been carried out? Yes No


If “Yes” what is the date of the most recent insurers’ inspection?

Have the health and safety recommendations from the insurers report been actioned?

Yes No


Have scheduled planned maintenance visits been carried out? Yes No

Maintenance contractors name

If “Yes” what is the date of the most recent planned maintenance visit?


Was the lift(s) declared satisfactory? Yes No

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Contractors name for remedial work (if not the original lift maintenance company).



If the buildings lifts have not been checked, what remedial action has taken place?


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Non Passenger Carrying Lifts - 6 monthly checks

Where applicable Non passenger lifts need to have an annual insurers inspection, a quarterly planned maintenance inspection and a 5 yearly safety gear test in accordance with BS 5655: Part 14: 1995.

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Powered Stair Lifts

Powered Stair Lifts need to have an annual insurers inspection, an annual planned

maintenance inspection in accordance with BS 5776: 1996:

Has an annual insurers inspection been carried out? Yes No


If “Yes” what is the date of the most recent insurers’ inspection?

Please state any general comments or observations below

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Appendix H

Construction (Design and Management) Regulations (CDM) The new Construction (Design and Management) Regulations (CDM) came into force on the 6th April 2015 and from that date the previous Approved Code of Practice (ACOP) has been withdrawn. Key Changes and what they mean to you: Clients can be organisations or individuals for whom a construction project is carried out, the regulations recognise the importance and influence that they have on a project. The Client has to appoint a ‘Principal Designer’ and ‘Principal Contractor’. In addition, for projects involving more than one contractor on site at any one time, a principal designer & principal contractor has to be appointed to take responsibility for all concurrent work. The Health & Safety Executive must be notified where construction work is expected to:-

Last more than 30 (construction) days and have more than 20 workers

simultaneously at any point in the project;

Involve more than 500 person days

Duties of the Client

Make suitable arrangements for managing a project. This includes making sure;

Other duty holders are appointed and check their competence;

Sufficient time and resources are allocated

The client would notify the HSE by completing an F10 form

Make sure;

Relevant information is prepared and provided to other duty holders

The principal designer and principal contractor carry out their duties

Welfare facilities are provided

Duties of Designers

When preparing or modifying designs, to eliminate, reduce or control foreseeable

risks that may arise during;

Construction

The maintenance and use of a building once it is built

Provide information to other members of the project team and help them fulfil their

duties

Duties of the Principal Designer

Plan, manage, monitor and coordinate health and safety in the pre-construction

phase of a project

This includes:

Identifying, eliminating or controlling foreseeable risks

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Ensuring designers carry out their duties;

Prepare and provide relevant information to other duty holders

Liaise with the principal contractor to help in planning management, monitoring and

coordination of the construction phase

Duties of the Principal Contractor

Plan, manage, monitor and coordinate the construction phase plan of a project

This includes; Liaise with the client and the principal designer

Preparing the construction phase plan

Organising cooperation between contractors and coordinating their works

Ensure; Suitable site inductions are provided

Reasonable steps are taken to prevent unauthorised access

Workers are consulted and engaged in securing their health and safety

Welfare facilities are provided

The principal contractor must display the F10 A booklet, “Industry Guidance for Clients”, has been produced jointly by the CITB (Construction Industry Training Board) and the HSE (Health and Safety Executive), a PDF copy of this document will be made available on the document drive. The HSE have prepared a short guide for clients on the Construction (Design and Maintenance) Regulations 2015, entitled, “Need Building Work Done?” A copy is available from your Building Surveyor as part of the client liaison process, or as a PDF copy to be made available on the document drive.

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Ap

pe

nd

ix I

Potential Severity Rating (PSR) – if the hazard were to result in injury or harm, what would be the result of that injury or harm?

PSR Severity Guidance

4 Major Death to one or more people, permanent or life changing disability

3 High Chronic or terminal occupational disease, physical assault, damage to property, significant financial loss, dangerous occurrence

2 Medium Significant injury, temporary disability, unconsciousness, acute or short term occupational disease, threat to personal safety, loss of or damage to property

1 Low Minor injury and harm, intimidation, mild to moderate anxiety, near miss

Probable Likelihood Rating (PLR) – the likelihood that the hazard will result in injury or harm.

PLR Likelihood Guidance

4 Highly likely Serious failure in or absence of management controls

3 Frequently or Regular Lack of control or insufficient controls in place

2 Occasional Lapses could occur if not adequately managed

1 Remotely Possible Lapses could occur in exceptional circumstances

Risk Rating Number (RRN) – the Risk Rating Number derived from the calculation shown below is used to prioritise the observed risks.

PSR X PLR = RRN

Risk Rating Score Priority

RRN 1 -4 Low

RRN 5 – 9 Medium

RRN 10 - 16 High

Appendix I

A hazard is anything that can potentially be harmful to a person’s life, health, property or to the environment.

Here are some examples of the different hazards that can be work-related, and potential means of exposure.

Ergonomic hazards

Repetition

Forceful exertion

Awkward positions

Contact stress

Work area design

Tool or equipment design

Chemical hazards Psychological hazards

Inhalation

Skin contact

Ingestion

Absorption

Injection

Occupational stress

Workplace harassment

Violence

Bullying

Fatigue

Physical hazards Biological hazards

Electricity

Vibration

Fire/explosion

Noise

Radiation

Thermal stress

Pinch points

Slips/trips/falls

Struck by object

Crushing

Falls from height

Blood-borne viruses

Disease producing pathogens

Zoonoses

Mould

Plant and insect poisons

Tuberculosis (TB)

Leptospirosis (Weil’s Disease)

Legionella (Legionnaires' Disease)

NORTH LINCS COUNCIL - RISK ASSESSMENT TEMPLATE Please use the following tables to help calculate the Risk Rating Number (RRN) for each work-related hazard you identify. Further information and examples are given in the guidance document that accompanies the risk assessment template. Useful information about completing risk assessments is also available on www.hse.gov.uk

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Risk Assessment No.

Premises: Service Area: Task / Process / Activity:

Completed by: Post: Date Completed: Review Due:

Significant hazard or hazardous circumstances

Persons at Risk Harm, injury, loss or damage that

may occur

Existing controls (Findings) Initial Risk Rating Additional Controls Required

(Risk Reduction Plan)

Residual Risk Rating

Action Completed

by

Date Action

completed

PSR PLR RRN PSR PLR RRN

Risk Assessor’s signature: Date: Manager’s signature: Date:

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