DJH Sept 09

Procedure No. 1 - UVH Fire Safety

Background:

The H&S Policy for the Hall states that the Management Committee is responsible for providing a facility where there is a healthy and safe environment for all its users but that the user also has a responsibility and that is that their activities will not jeopardise the health and safety of others or the environment that the Committee are seeking to provide.

So where fire is concerned, Management work to ensure that any fire hazards, fire risks and risks to people are under proper control. As part of this they work to ensure every user is aware of their responsibilities and particularly that of co-operating with Management and meeting their requirements. It is pointed out to them that the user must always pay special attention if they are introducing any additional fire hazard.

Management assess the adequacy of fire precautions and fire safety management in the Hall following the guidance given by the HSE in “Fire Safety in Small and Medium Places of Assembly”. (This was produced to help organisations meet the requirements of the “Regulatory Reform (Fire Safety) Order 2005. Up until that date the Hall had been regularly inspected by Cheshire Services and Management had abided by their requirements.) They do this at least annually.

The Fire Safety Risk Assessment is developed following the format of the HSE Guidance and takes the user activities into account. It identifies:

- the fire hazards (all possible sources of ignition, of fuel, of oxygen),

- it identifies the people most likely to be at risk,

- it then evaluates the risk of fire occurring and how risks can be removed, reduced or how protection is given

- it then describes what are the significant findings and the actions that should be taken, what Emergency Plans are necessary and what is needed in the areas of instructing, informing, training, co-operation and co-ordination,

- finally it defines when the Assessment will be reviewed.

The arrangements for managing fire safety and other key points coming out of the Assessment are as follows:

1. Review of the Fire Safety Assessment

The HSE Officer is custodian of the Assessment. He regards it as “a living document” which will be reviewed following any incident, near-miss or input from an inspecting Authority, or following any alteration to the building/fittings or with the introduction of any new User Group. In any case he will review it annually with the Management Committee.

2. Hall capacity for safe evacuation

The capacity figure that was agreed with Cheshire Fire Service and that remains in force is 200 people when the main entrance is used as an Emergency Exit in addition to the two designated Emergency Exits. The figure is increased to 300 for specified occasions when the side entrance to the meeting room is also used as an Emergency Exit i.e. the entrance door left unlocked and a temporary illuminated sign put in place.

3. Safe Escape in the event of fire

As part of the Terms and Conditions of Hire, when they first hire the Hall and then on an annual basis, all users are required to sign to say that they have understood the Hall H&S Policy. With regard to fire safety, the following are the key points.

a) they should acquaint themselves with all normal and emergency exits

b) they must at all times keep these exits clear

c) when being used for public entertainment with less than 100 people present, there shall be a minimum of two persons on duty, both over 18 years old. If more than 100 people are present, the number on duty must be increased to three. These supervisory numbers should be regarded as a minimum if the majority present are less than 16 years old or when many people with disabilities are expected to attend

d) for any major event involving numbers over 100, the organisers must check beforehand that all exits are unobstructed, doors are unlocked and are functional as intended

e) in the event of a fire the first actions should be to shout “Fire!" (there being no fire alarm) , evacuate the building (muster point is the grassy area across the road) and call the Fire Service using the Emergency Phone located in the kitchen (999). If possible all doors and windows should be closed to reduce fire spread. Fire extinguishers are provided at all exits to assist in clearing a path for emergency exit.

The Management Committee must also ensure the above points are understood and followed when they themselves are holding a public event.

4. Reducing fire hazards, the risk of fire and the risk to people

4.1 By Management Systems

In addition to asking all users to sign that they understand and agree to comply with the H&S Policy and requirements laid down by the Committee, the following internal systems are aimed at ensuring H&S standards are maintained and improved.

Ÿ There is a system (Procedure Number 2) for all users to report any accident/incident/near-miss and for the Management Committee to learn from them in order to prevent recurrence.

Ÿ A member of the Management Committee inspects the Hall on a scheduled monthly basis using a check list provided by the H&S Officer, in order to ensure that existing precautions and controls are in place (Procedure Number 3).

Ÿ A Risk Assessment is carried out on the Hall and surrounds annually by the HSE Officer together with one other Committee member. (Procedure Number 4). The purpose of this is to ask “What if….?” in order to ensure that the existing precautions and controls are adequate or what else is needed.

Ÿ The following are tested and certified as being safe by an external competent authority:

- the gas boiler every year

- the Hall electrics every five years

- the fire extinguishers every year

- the Hall portable electrical appliances (PAT testing)

4.2 By the Users

Again as part of the Terms and Conditions of Hire for the Hall, all users sign to say they have understood and agree with the Hall H&S Policy and particularly the following.

a) fire doors are marked as such and under no circumstances are to be wedged open

b) they must not introduce any flammable substances or decorations of a combustible nature

c) they need to reduce the accumulation of combustible material and to properly use the storage provided

d) ignition sources, naked flames, candles, heating appliances or sources of heat are not allowed without having received special permission

e) they need annual PAT testing for all electrical equipment introduced into the Hall

f) all doors and windows must be closed and secured when leaving the Hall

g) no overnight storage of goods and equipment is allowed without permission

h) display lights must be at a safe distance from exhibits, curtains etc.

4.3 By Hall Management

They reduce fire hazards, the risk of fire and the risk to people by:

i) making the electric oven/hob keyswitch secure and only available to competent users

j) assessing the risk of arson by vandals and deciding the necessary actions (e.g. having outside waste bins that reduce the risk of them being set on fire and so damaging the Hall; leaving the hall interior lit to a minimum level and minimising things on view so lessening the attractiveness of forced entry)

k) minimising the build up of kitchen and garden waste is part of the caretakers job description

l) the caretaker spends part of nearly every day at the Hall and is required to identify and report any shortcomings

m) providing fire extinguishers of different types at strategic points

n) providing a fire blanket in the kitchen

o) ensuring the use of fire retardant materials wherever possible

p) ensuring that appropriate up to date signs are installed to advise and direct on the actions to be taken to reduce fire hazards, the risk of fire and the risk to people e.g. the need to keep fire escapes clear, actions to be taken if fire is detected, the direction of emergency exits, the need to keep fire doors shut

q) a briefing note on H&S and particularly fire safety is given to all visiting contractors, performance artistes etc.

r) recognising that the Drama Group is the User Group posing the greatest fire risk due to their activities and the type of equipment and materials they introduce into the Hall. So they are encouraged to appoint their own H&S Officer and carry out their own Risk Assessments with occasional meetings being held with them. (If possible a useful personal link is maintained by having a representative of Drama Group on the Management Committee.)