Docstoc

Procedure

Document Sample
Procedure Powered By Docstoc
					   Fife Council         Asbestos Emergency Procedures

       EMERGENCY PROCEDURE FOR CONTROLLING AN ACCIDENTAL
            RELEASE OF ASBESTOS CONTAINING MATERIAL

   1. Purpose
   This procedure describes Fife Council‟s arrangements to ensure that the risk
   to health posed by accidental or malicious fibre release from Asbestos
   Containing Materials (ACMs) in our day-to-day business is minimised and
   controlled.

   2. Scope
   Implementation of Fife Council‟s Policy for the management of ACMs ensures
   they are effectively managed in a manner that will prevent risk of harm to
   health. However, from time to time, accidental damage to building fixtures and
   fittings such as ceiling tiles may occur and this may result in a risk of the
   release of asbestos fibres where ACMs are present. Damage to previously
   „safe‟ ACMs may also be caused indirectly by fire, flood, vandalism or severe
   weather. ACMs may also on occasion be encountered by building and
   services maintenance personnel in areas of our buildings that were up until
   then „hidden‟ (e.g. behind sealed ducts and voids) and may suffer some
   damage during that initial discovery.
   (disapplication):
   Although this Procedure may contain information of relevance to such
   incidents, it is not intended to be directly applied to incidents of a more
   „catastrophic‟ or serious nature, such as large fires or structural collapse.

   3. Procedure

   INDEX

   3.1 Emergency Contact Arrangements
   3.2 Housing and Property Services Duty Officer Arrangements
   3.3 Contractors – what to do in an Emergency ( includes Building
       Services)
   3.4 Fife Council Employees – what to do in an Emergency

   3.1 Emergency Contact Arrangements

   The person discovering the accidental release or damage (for maintenance
   and building works, this will usually be the person who has caused the
   damage). Shall contact the Duty Officer as follows:

       In normal working hours (Monday to Friday 08:48 – 17:00):

   For non-Housing properties:

Property Services Help Desk:               (Central & East areas) 01592 583237
                                            (West)                  01383 609131



    Procedure No.   Issue     Issue Date    Issued By    Approved By    Page No.
      OHS-C-17       2.1     24/08/09       R. Hunter    C.Herschell     1 of 10
Fife Council         Asbestos Emergency Procedures

For Housing properties:

Telephone the Housing Technical Officer (Asbestos) (08451 55 55 55)
Ext 47 17 33

Outside of normal working hours (for all types of Property):

 telephone the Council Services Emergency Support Line (CSESL)

                              08451 55 00 99
3.2. Housing and Property Services Duty Officer Arrangements

STEP 1
The Service Duty Officer (out of office hours, the CSESL Operator)
shall record the following details of the incident:

            location of the accidental release
            circumstances of the release
            person reporting the release and their contact number
            date and time of the release
            date and time of the report of the release
            confirm whether it has been possible to make the immediate area
             safe (see 3.4.1 -3.4.5).
STEP 2

Out of normal hours, and where it has not been possible to make the
immediate area safe, the CSESL Operator (or the Service Duty Officer where
available*) will inform the person reporting the release to:

(i)     Evacuate the area and inform the evacuees that Asbestos Containing
        Materials may have been damaged in the local vicinity and that the
        area is being evacuated as a precaution.
(ii)    Complete (so far as is reasonably practicable) and retain an
        „Attendance Register‟ of all persons who have been evacuated from the
        area
(iii)   Take appropriate action to keep the area secure
(iv)    Hand a copy of the Attendance Register to the Duty Officer on arrival.
(v)     Co-operate with the Duty Officer to ensure mutual safety.

* n.b. Housing Service expect to have a 24 hour, 7 day a week contracted
emergency response operating by December 2008. Further guidance and
information will be issued when this service becomes operational.

STEP 3
Where incidents occur during normal working hours, the Duty Officer shall,
upon notification of the discovery or disturbance of suspected asbestos
material:


Procedure No.     Issue     Issue Date   Issued By    Approved By    Page No.
  OHS-C-17         2.1     24/08/09      R. Hunter    C.Herschell     2 of 10
Fife Council           Asbestos Emergency Procedures



       check the Asbestos Register for the existence of any known ACMs.
       Where Asbestos Register information is not available or is inconclusive,
        contact an Asbestos Consultant so that samples can be taken of any
        unknown/suspect materials for prompt analysis.
       liaise, as appropriate, with the Client Service local manager or his
        representative. The incident may require a temporary re-evaluation of
        fire evacuation procedures/escape routes, or the extent to which the
        building can remain occupied.
       Attend the site of the release and assume control of the area from
        the person who reported the release.
       Ensure the area has been made safe (so far as is reasonably
        practicable)
       Record and report the damage to confirmed ACMs to the Fife Council
        Occupational Health & Safety Team on form HS1 (Fife Council
        Accident Reporting Procedure OHS-C-01 refers)
       Communicate necessary information to allow amendments to Asbestos
        Risk Registers

3.3    Contractors – what to do in an Emergency (includes Building
       Services)

3.3.1      Where suspected asbestos is discovered once work has commenced
           and the material is undamaged, no further work should be undertaken
           that could cause the deterioration of the asbestos. Contact your
           supervisor immediately. If the asbestos is damaged, the area should be
           evacuated and sealed as effectively as possible by closing windows and
           doors, and switching off any ventilation equipment.

3.3.2      Contact the relevant Emergency Number as shown (see paragraph 3.1
           (above). Follow instructions given and co-operate with Fife Council
           personnel, authorised contractors and consultants so as to ensure
           mutual safety.

3.3.3      Do not attempt to sweep, vacuum or remove any debris if the nature of
           the material is not known. Where there is no electrical hazard, damaged
           areas may be damped down with a fine mist water spray, to which a little
           detergent has been added. Apply so as to allow the spray to “fall” onto
           the affected area. Wet paper towels may also be used to prevent any
           fibres being released to the air. Remember to post “Wet Floor” notices.

3.3.4      Follow your own in-house Procedures for personal
           decontamination.
           Any contaminated clothing or footwear should be removed as close as
           possible to the contaminated area, thus avoiding further contamination
           of adjoining areas. Clothing should be removed by turning inside out so
           as to avoid liberating any attached fibres. All contaminated items of
           clothing should be sealed in polythene bags for disposal. Wash
           thoroughly at the nearest facility. Have a shower where the facility
           exists. Ensure that the wash facility is thoroughly rinsed after use.

Procedure No.       Issue     Issue Date   Issued By    Approved By    Page No.
  OHS-C-17           2.1     24/08/09      R. Hunter    C.Herschell     3 of 10
Fife Council         Asbestos Emergency Procedures

 3.3.5   All debris and suspect material shall be treated as positive (i.e.
         containing asbestos) unless previously tested and found to be negative,
         or otherwise known to be a non-asbestos containing material.
         Where the material is confirmed as containing asbestos and asbestos
         fibre release has occurred or is likely, the Fife Council representative will
         make further arrangements with a competent contractor to have
         remedial work carried out.

 3.3.6   Where assessment indicates no asbestos is present (and only where
         this has been confirmed to you by an authorised representative of Fife
         Council) the works may continue.

 3.3.7   In every case of confirmed asbestos damage and/or asbestos fibre
         release, the Occupational Health & Safety Team must be contacted (on
         08451 555 555, extension 444279 ) as soon as possible. An incident
         report form (HS1) must be completed and input to the Council‟s
         Accident/Incident Reporting and Management System (AIRMS) as soon
         as is practicable.
         The procedure is illustrated in the flowchart at Appendix 2.

 3.3.8   Where exposure to asbestos fibres has been confirmed, or cannot be
         discounted, a record will be made using the pro-forma at Appendix 3.)
         This Form shall be completed by an authorised Fife Council
         representative and a copy given to the employee (employees should
         retain their copy of this record indefinitely). Original Appendix 3 Forms
         will be retained indefinitely by Fife Council (Audit & Risk Management
         Services -Risk Management).


3.4 Fife Council Employees – what to do in an Emergency

 In the event of any member of staff inadvertently damaging a product thought
 to contain asbestos, or discovering damaged asbestos, the following
 procedure will apply:

3.4.1    Leave the room, or if not in a defined room, the immediate area, closing
         the door (and any interconnecting doors) and switching off all ventilation
         equipment. Close all windows where this can be done without risk.
         Evacuate all personnel from the room or affected area.

3.4.2    Report to the local manager (or depute) and make arrangements to
         keep the area secure.

3.4.3    Do not attempt to sweep, vacuum or remove any debris.
         Where there is no electrical hazard, damaged areas may be damped
         down with a fine mist water spray, to which a little detergent has been
         added. Apply so as to allow the spray to “fall” onto the affected area.
         Wet paper towels may also be used to prevent any fibres being released
         to the air. Remember to post “Wet Floor” notices.


Procedure No.     Issue     Issue Date     Issued By    Approved By      Page No.
  OHS-C-17         2.1     24/08/09        R. Hunter    C.Herschell       4 of 10
Fife Council        Asbestos Emergency Procedures

3.4.4   The local manager will then refer to the Asbestos Risk Register to
        determine if the product contains asbestos. In the absence of definitive
        information from the Asbestos Register, or if there is any doubt, the
        material will be assumed to be an ACM until proven otherwise. The
        manager will contact Property Services (or Housing Services where
        appropriate) for advice (see paragraph 3.1 above)). The local manager
        will contact the Manager with overall responsibility for the premises and
        keep him informed of developments.

3.4.5   The local manager will make necessary arrangements to ensure the
        continued safe operation of the building or facility pending remedial
        action (e.g. this may involve a temporary re-appraisal of fire emergency
        evacuation routes). Where safe operation cannot be guaranteed or
        maintained, the building or facility will be closed.

3.4.6   Where it cannot be reasonably ascertained that the material is safe, the
        Property or Housing Services Duty Officer will arrange for an asbestos
        consultant to attend to carry out testing and provide advice as to
        appropriate action.

3.4.7   Where there is evidence to suggest that you may have been
        contaminated with asbestos fibres, any contaminated clothing or
        footwear should be removed as close as possible to the contaminated
        area, thus avoiding further contamination of adjoining areas. Clothing
        should be removed by turning inside out so as to avoid liberating any
        attached fibres. All contaminated items of clothing should be sealed in
        polythene bags for disposal. Wash thoroughly at the nearest facility.
        Have a shower where the facility exists. Ensure that the wash facility is
        thoroughly rinsed after use.

3.4.8    In every case of confirmed asbestos damage and/or asbestos fibre
        release, the Occupational Health & Safety Team must be contacted (on
        08451 555555 ext. 444279) as soon as possible. An incident report form
        (HS1) must be completed and input to the Council‟s Accident/Incident
        Reporting and Management System (AIRMS)as soon as practical. The
        procedure is illustrated in the flowchart at Appendix 2.

3.4.9   Where exposure to asbestos fibres has been confirmed, or cannot be
        discounted, a record will be made using the pro-forma at Appendix 3.)
        This Form shall be completed by an authorised Fife Council
        representative and a copy given to the employee (employees should
        retain their copy of this record indefinitely). For Fife Council employees,
        original Appendix 3 Forms will be retained indefinitely by Fife Council
        (Audit & Risk Management Services -Risk Management).




Procedure No.    Issue     Issue Date    Issued By     Approved By     Page No.
  OHS-C-17        2.1     24/08/09       R. Hunter     C.Herschell      5 of 10
                                                                                                                                                         TIME LINE




                                             CRMS
                                                                                                                      Service
                                                                                                                      Housing




                                                                    Health &



                                                      Planning
                                                                                                                      Property/
                                                                                                                                            Contractor




                                                      Emergency
                                                                    Safety Team
                                                                    Occupational
                                                                                            management
                                                                                            Business Unit
                                                                                            & Service local
                                                                                                                                                         Initial segregation of




                                                    (1)
                                                                                                                             




  OHS-C-17
                                                                                                                                                                                                                                                              Fife Council




Procedure No.
                                                                                                                                                         affected area




                Notes overleaf.
                                                          
                                                                                                                                                         Identify those
                                                                                                                                                         potentially exposed




                                                                                            )




 2.1
                                                                                                                                                         Report Incident




                                                                                                                       (3)
                                                                                                                                    (2)




                                                                                            (10




Issue
                                                                                                     
                                                                                                                                                         Initiate incident




                                                                                                                       (9)
                                                                                                                              
                                                                                                                                          
                                                                                                                                                         investigation




                                                                       (4)
                                                                                                                                                         Occupational health




24/08/09
                                                                                                                                                         recording




 Issue Date
                                                                                                                                                         Incident reporting




                                                                       (5)
                                                                                                                                                         (F2508)




                                                                               
                                                                                                                                                         Assess extent of
                                                                                                   




R. Hunter
Issued By
                                                                                                              client

                                                                                                                                                         disturbance and
                                                                                                                             (in



                                                                                                                                                         impact on Business
                                                                                                              Service)
                                                                                                              with client/




                                                                                                                                                         Unit
                                                                                                              conjunction
                                                                                                                                                                                                                                                              Asbestos Emergency Procedures




                                                                   request)
                                                                  advice on
                                                                              (providing
                                                                                                                                                         Implement
                                                                                                   



                                                                                                                                                         proportionate




C.Herschell
                                                                                                                                                         Contingency Plan




Approved By
                                                                                                                                                         Cascade information
                                                                                                                                                         to all those affected.
                                                                                                   (6)




                                  (6) (7)
                                            
                                                                                                                                                                  (6)




 6 of 10
Page No.
                                                                                                                                                         Instruct authorised
                                                                                                                       (8)
                                                                                                                             




                                                                                                                                                         contractor to
                                                                                                                                                         undertake remedial
                                                                                                                                                         work


                                                                                                                                                         Advise Local and
                                                                                                                             




                                                                                                                                                         Service Management
                                                                                                                                                         of Successful
                                                                                                                                                         completion, provide
                                                                                                                                                         with copies of air
                                                                                                                                                         clearance/re-
                                                                                                                                                         assurance
                                                                                                                                                         certificates
                                                                                                                                                                                  Appendix 1: Fife Council Asbestos Incident/ emergency: Emergency Response




                                                                                                                                                         Complete and issue
                                                                                                                       (9)




                                                                                                                                                         incident investigation
                                                                                                                             




                                                                                                                                                         report


                                                                                                                                                         Stand down
                                                                                                   




                                                                                                                                                         Contingency Plan

                                                                                                                                                         Reoccupy premises
                                             
                                                                                                   
Fife Council             Asbestos Emergency Procedures



(1) The Council‟s Emergency Planning Team is expected to have an involvement only in incidents of a more significant nature (e.g. major fire, flood or
    structural damage, and particularly those occurring outside normal business hours and/or having significant public impact
(2) Building Services (or any other Fife Council Service who were fulfilling a „contractor‟ role at the time), will complete an HS1 Accident Report form for all
    instances where asbestos (or suspected asbestos) containing materials (ACMs) are inadvertently or accidentally disturbed or damaged. The incident
    shall be initially recorded as a “near miss”, with a copy forwarded to (a) the commissioning Service, and (b) the Corporate Health & Safety Manager.
(3) Where any incident occurs in the circumstances described in (2) above but are caused by the action (or inaction) of an external contractor (a contractor
     other than Building Services), then Property or Housing Service must obtain a copy of the Contractor‟s incident report. (Where this is not possible,
     ensure that the incident is recorded on a Fife Council‟s Accident/Incident Recording and Management System (AIRMS) as a “near miss”.
(4) Fife Council‟s Occupational Health & Safety Team, acting on information recorded on HS1 incident/accident & other reports received, will ensure that all
     relevant details of actual or potential exposure to asbestos fibres are permanently recorded on all affected employees records. Each employee (and
     others who may be affected) will be advised of the Counselling Services available. They will also provide information for the employee to pass to their
     General Practitioner for entry into their medical files.
(5) Where, in the opinion of the Occupational Health & Safety Team, the incident resulted in a release of asbestos fibres likely to constitute a Dangerous
     Occurrence (as defined in The Reporting of Injuries, Diseases & Dangerous Occurrences Regulations 1995), a form F2508 will be sent by them to the
     enforcing authority (HSE).
(6) This includes (as appropriate) employees, customers, building users, tenants, pupils, parents, clients, cleaning, catering and other contractor employees,
(7) Where a more serious incident arises with a wider social impact (e.g. temporary closure of a School, evacuation of Residential Care Home), or which
     attracts or is considered likely to attract the interest of the local or national media, then all external communications shall be co-ordinated by the
     Customer Relations Management Service (CRMS).
(8) Property/ Housing Service (as applicable) will co-ordinate the remedial work necessary to make the affected areas permanently safe. This may require
     the services of an external (HSE licensed) asbestos contractor. Work determined as requiring the services of a licensed contractor will (unless
     exceptional emergency circumstances can be argued) require a 14-day notification period to the HSE before work commences. Any waiver to this 14-
     day period can be granted only by the HSE. The Business Unit Manager must be kept appraised of progress and likely timescales of remedial
     work.
(9) Property/Housing Service (as applicable) will co-ordinate and issue the final Accident/Incident Investigation Report for incidents arising out of their
     commissioned contractor activities. Ownership of this Report will allow these Services to take all necessary action to ensure that the Council‟s Asbestos
     Management Databases /Registers and Contractor performance records are up-dated as required. Copies of the final report shall be sent to the relevant
     Contractor‟s representative, the Business Unit Manager and the Corporate Health & Safety Manager.
(10) Where an incident arises from any local unauthorised activity, or an activity authorised in accordance with Fife Council Asbestos Protocol OHS-C-015
     (formerly OH&SP01), then that Service will be responsible for recording and conducting any incident reporting and investigation, with copy forwarded to
     the Corporate Health & Safety Manager.




Procedure No.        Issue       Issue Date       Issued By       Approved By       Page No.
  OHS-C-17            2.1       24/08/09          R. Hunter       C.Herschell        7 of 10
  (Appendix 2) ASBESTOS EMERGENCY ACTION
   Action to be taken by all Building Services and external contractor personnel
should asbestos or other suspect or unknown material be encountered or disturbed.


                      STOP WORK IMMEDIATELY
                                                         DAMP
                                 Have you               DOWN               If possible,          ensure you
          Prevent               any dust or               then                take a              leave the
           others                debris on              remove             shower, or            wash area
                                yourself or   YES       clothing               wash               in a clean
          entering
          the area                  your                   and             thoroughly              condition
                                 clothing?               place
                                                           in a
                                                      plastic bag
                                   NO

            You or your
          supervisor must
            contact the                                                           Report the problem to the
                                                      can                             person in charge
       emergency contacts                        the damage
             and local                                                              (occupied buildings)
                                                be readily and                     and to your supervisor
        management, and          NO           safely temporarily
       follow instructions to                                                          without delay
                                                   repaired
        ensure the area is
             kept safe.
         (see Appendix 1)


                                                                                          Contractors only:
                                                                                               report any
                  Is                                 YES                                  temporary repairs
             information                                                                     to your client
               available                                                                    representative
              to confirm           YES
           the material is
              asbestos?
                                                   Contractors only (not general employees) can
                                                   commission emergency work by competent
                                                   contractors (with suitable safe systems of work)
                NO                                 to make a temporary repair
              arrange
           for a sample                                    NO
            to be taken                 NO
         for analysis (via
       Housing or Property)
                                                           is the
                                                         material             Property or Housing Service
                                                        asbestos
              does it
                                                         lagging,              employ a specialist HSE
                                                        coating or               licensed contractor
             contain               YES                     AIB?      YES
            asbestos?



                                NO ACTION REQUIRED

                NO               premises can be returned
                                    to normal operation


Procedure No.         Issue            Issue Date          Issued By       Approved By           Page No.
 OHS-C-17              2.0              03/10/08           R. Hunter       C.Herschell            8 of 10
    (Appendix 3) Record of suspected * exposure to airborne asbestos

A copy of this Form shall be given to and should be retained by the affected employee(s) on
completion. The original shall be retained indefinitely by Fife Council (Audit & Risk
Management Services – Risk Management).

Person details (please print)

Name ……………………………………….                                   Date of Birth …………………………………..
Home address ……………………………..                              Job title ………………………………………...
……………………………………………….                                     time in this post: ………………………………
……………………………………………….                                     time with Fife Council ** ……………………..

Statement
During the course of your authorised work with Fife Council on ………………………….date)
you were* /may have been* exposed to airborne asbestos fibres. The details being as
follows:

Name and address of work establishment:                 Location of suspected* exposure
……………………………………………….
……………………………………………….
……………………………………………….
……………………………………………….
……………………………………………….

The relevant incident report (ref …………...…..) investigation report (ref ……………..) works
line/work instruction (ref ……………..) and copies of all relevant, contemporaneous and
available analytical air sampling and material analysis reports (ref ………………) are
attached. In addition, the following details are agreed:
      Duration of exposure
      Asbestos content type (e.g. chrysotile)
      Material type (e.g. cement sheet)
      Activity in area (e.g. painting, drilling)
I also hereby give my consent for this record to be forwarded to Fife Council‟s Occupational
Health Service provider. Such record will be maintained indefinitely

(please print) Employee …………………………………………………….

Signature:                                dated:
In witness:
(please print) authorised supervisor ………………………………………………..

Signature:                                              dated:

*delete as applicable
**includes continuous service with local government organisations which went on to form Fife Council at
reorganisation in 1996.
Completed forms to be returned to Fife Council Risk Management Services, Fife
House, Glenrothes KY7 5LT
Procedure No.    Issue       Issue Date     Issued By    Approved By    Page No.
 OHS-C-17         2.0         03/10/08      R. Hunter    C.Herschell     9 of 10
Appendix 4
                                 Related Documents


   1. Fife Council Policy “ Management of Asbestos in all Council Properties” (OHS-
      C-015.P1

   2. Fife Council Asbestos Protocol OHS-C-015 (formerly OH&SP01)“Avoiding
      exposure to Asbestos in Council premises”

   3. Property Services Procedure: PR/DM/09/01

   4. Housing Service Health & Safety Procedure “Control of Exposure to Asbestos”
      HSG.01

   5. Building Services Health & Safety Procedures – contact Building Services for details
      and reference of current operational Procedures.


The user of the above documents shall be responsible for ensuring that the
documents referred to are the current issue. This Procedure and Documents 1 & 2
are available via Fife Council Intranet (FISH) and are maintained at current issue on
www.fifedirect.org.uk for reference by third parties.




Procedure No.      Issue        Issue Date      Issued By     Approved By       Page No.
 OHS-C-17           2.0          03/10/08       R. Hunter     C.Herschell       10 of 10

				
DOCUMENT INFO