Toolkit for Persons with Responsibility for Fire Safety

This toolkit is intended as practical guidance in the management of fire safety for managers and employees with responsibilities for fire safety and should be read in conjunction with BC’s Fire Safety Policy for the organisation.

3.1 Fire Risk Assessment

The law requires the “Responsible Person” to ensure that a fire risk assessment is carried out for all of their premises. 

The Responsible Person must ensure that all staff are aware of their responsibilities relating to the fire risk assessment. 

The Responsible Person should ensure that a Fire Risk Assessment is carried out for each site or premises that they are responsible for, at least every five years.  The assessment should be reviewed regularly (at least annually) and whenever any changes have taken place or changes in legislation.

Changes include:

• Building alterations.
• Change in type of use.
• Change in occupancy levels.
• Whenever any other changes have occurred which may compromise the fire safety of the building.

The Responsible Person for Teams/Schools moving into new premises or new builds must ensure that a fire risk assessment is undertaken as soon as the building is occupied. 

To fulfil this duty the “Responsible Person” may commission and appoint a competent external consultant to carry out the fire risk assessment.  It is recommended that the consultant is recognised by the Fire Risk Assessment Competency Council and is a member of the Institute such as the Institute of Fire Safety Managers or Institute of Fire Engineers.

The Responsible Person must keep:

• Records of all fire risk assessments that are carried out.
• Detailed records of the regular reviews including progress on action points.
• Detailed records of any changes, which are made, e.g. alterations to evacuation routes during building or maintenance work.

Any persons with responsibility for fire safety must receive adequate training appropriate to their level of responsibility so that they can satisfy the definition of a competent person as cited in the Regulatory Reform (Fire Safety) Order 2005.

“A person is to be regarded as competent where he/she has sufficient training and experience or knowledge and other qualities to enable him/her properly to assist in undertaking the preventative and protective measures.”

It is recommended that all employees reviewing the fire risk assessment attend the Managing Fire Safety course.

The Fire and Rescue Service recommend that a duplicate copy of all Fire Risk Assessment results are kept in a different location, or off premises, in case the originals are lost or destroyed.

3.2 Fire Logbook

The name(s) of the Responsible Person and the “Competent Persons” and their areas of responsibility must be kept in the Fire Log book for each premise.

Records of all checks, drills, inspections and training undertaken should also be kept in the Fire Logbook.  In the case of large or complicated premises, the records can be kept electronically and referred to in the logbook.  One person should be nominated to keep the logbook and ensure it is kept up to date, although this person does not necessarily have to carry out all the required activities themselves.

The logbook should be available for inspection by Officers of the Fire Service, the Health and Safety Executive or other authorised persons.

3.3 Floor Plan (Zone Plan)

An up-to-date floor plan of each premises must be drawn up or obtained from Building Services, Property Consultancy.  This plan must be displayed adjacent to the fire alarm panel(s) and show the location of any exits, corridors and stairs, clearly identify each fire alarm zone, and give a point of reference to where in the building the plan is displayed (you are here).

3.4 Fire Alarms, Carbon Monoxide and Fire Detection Systems

• Where installed fire alarms must be tested weekly, usually at the same time each week from a different call point each time, in rotation.
• Staff should be informed of the time of the weekly fire alarm test and to treat as a real emergency if the alarm sounds for longer than one minute.
• Details of tests must be recorded in the Fire Logbook documentation, i.e. the number and location of the call point.
• Full system servicing must be carried out by a contractor on a 6 monthly basis.
• Faults should be reported immediately and should be repaired within 24 hours. If not repaired, alternative arrangements for raising the alarm must be made.

3.5 Small Premises without a Fire Alarm

Alternative means must be available for raising the alarm in small premises without a fire alarm, e.g. whistle, bell, klaxon, air-horn.  This should also be tested weekly as for fire alarms.  For these methods, it is particularly important to check that they can be heard throughout the building.

3.6 Automatic Fire Detection

Automatic fire detection may be needed for a number of reasons. These can include:

• Areas where people are isolated or remote and could become trapped by a fire because they are unaware of its development, or where the premises are only partially occupied, outside of core hours,
• Areas where a fire can develop unobserved (e.g. storerooms).
• As a compensating feature, e.g. for inadequate structural fire protection, in dead ends or where there are extended travel distances.
• Where smoke control and ventilation systems are controlled by the automatic fire-detection system; and
• To reduce the effects of arson.

3.7 Domestic Smoke Detectors

Domestic smoke detectors are not recommended in Council premises but could be used temporarily if an urgent need arises, for example,

• Where there is a fault in the automatic fire detection system to maintain fire protection.
• Where the need for additional smoke/heat detection is identified in the fire risk assessment until automatic fire detector heads can be installed.
• Where utilised, detectors must be checked weekly.
• Batteries in smoke detectors need to be checked regularly.

3.8 Carbon Monoxide Detectors

Carbon monoxide (CO) is released when a carbon containing fuel such as gas, oil, coal, coke, petrol or wood doesn’t burn fully because not enough oxygen is available.  This can happen when appliances such as room and water heaters, fires and cookers have been wrongly installed or poorly maintained, or when a chimney, flue or air vent into the room such as an air brick has been fully or partially blocked.  Poor ventilation is an additional risk as it may cause CO concentrations to build up.

Appliances such as boilers, gas fires and cookers, can be high risk within the workplace.  It is therefore strongly recommended to get these fuel-burning appliances checked regularly by a registered engineer and have a CO alarm installed.

Signs that suggest carbon monoxide may be present,

• Yellow or orange gas cooker flames. Gas flames should always be bright blue.
• Soot or yellow/brown staining around the appliance.
• Boiler pilot lights flickering inconsistently, or frequently blowing out.
• Higher than usual levels of condensation inside windows.

Symptoms:

The most common symptoms of CO poisoning are headache, dizziness, weakness, upset stomach, vomiting, chest pain, and confusion.  CO symptoms are often described as “flu-like.”  If you inhale CO it can result in loss of consciousness or may even result in death.

Control measures:

• Ensure a carbon monoxide detector is installed in areas of risk. It must have the British Standard EN 50291 mark and have a British or European Kite mark.
• Make sure the alarm is situated at least one meter away from fuel-burning appliances, such as fires, boilers and cookers.
• Generally, the alarm should be at least head height (breathing level) as CO is lighter than air, but it doesn’t have to be fixed on a wall.
• Always read and follow the manufacturer’s instructions on placing, testing and servicing the alarm, pay attention to any notes regarding its battery life and when they should be replaced.