Internal Affairs for Adactus500 Scrutiny Panel Fire Safety: Final Report 8 April 2016
Internal Affairs for Adactus500 Scrutiny Panel
Contents
Page
Project background ................................................................................................................................. 3 1.
Compliance with The Regualtory Reform (Fire Safety) Order 2005 ........................................................ 4
2.
Fire risk assessments .............................................................................................................................. 4
3.
Fire safety measures (prevention, detection, warning and escape) ....................................................... 5
4.
Arrangements for vulnerable people living in Retirement Living accommodation ................................ 8
5.
Servicing of fire safety equipment .......................................................................................................... 8
6.
Promoting fire safety ............................................................................................................................. 9
7.
Evacuate or Stay Put? ............................................................................................................................ 10
8.
Staff training ......................................................................................................................................... 10
9.
Following Recommendations arising from a FRA ................................................................................. 10
10.
Case studies of recent fires .................................................................................................................. 11
11.
Scrutiny 2013 - consequential improvements ..................................................................................... 11 What we liked ........................................................................................................................................ 12 What concerned us? .............................................................................................................................. 12 Recommendations ................................................................................................................................ 12 Appendix: Staff Interviews ..................................................................................................................................... 14 Spot check – Fire Risk Register .............................................................................................................. 15 Spot check – Fire Management Records .............................................................................................. 15 Spot check – Electrical checks in voids .................................................................................................. 16 Spot check – Site Visits .......................................................................................................................... 16 Spot check – Causes of fire .................................................................................................................. 17 Spot check – Follow up of scrutiny 2013 recommendations ............................................................... 17 Acknowledgements ............................................................................................................................. 19
Shehnaz Akhtar
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Internal Affairs for Adactus500 Scrutiny Panel
Scrutiny Review: Fire Safety Final Report The Project Business Plan Key Risk: Tenant injury or death due to a fire.
Background This topic was first scrutinised in 2013 when several recommendations were made by the scrutiny panel. This scrutiny is a revisit to determine if fire safety in the Group’s properties has improved. The Lakanal House fire in July 2009 was in a high rise block of flats that caused fatalities. The immediate aftermath was a wake-up call to social landlords about their responsibilities and particularly about the implication for them of a major piece of legislation – the Regulatory Reform (Fire Safety) Order 2005 (RRO) that covers general fire safety. It applies to all non-domestic premises, including the internal communal areas of schemes, hostels, blocks of flats, houses in multiple occupation, offices and depots. Under the RRO, the Group has a responsibility to carry out a fire risk assessment at all premises with an internal communal area to ensure that adequate and appropriate fire safety measures are in place to minimise the risk of injury or loss of life in the event of a fire.
What we wanted to know How do we ensure residents are safeguarded against the risk of injury or death due to a fire incident?
What we looked at • • • • • • • • • • •
Compliance with the fire safety regulations - The Regulatory Reform (Fire Safety) Order 2005 Arrangements for carrying out fire risk assessments Fire prevention, detection, warning and escape measures System for recording fire safety management Special arrangements for vulnerable people Servicing of fire prevention/detection equipment Methods of promoting fire safety to residents Evacuate or ‘stay put’ policy Training (e-learning) Spot checks at various properties Adactus500 survey results
Shehnaz Akhtar
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Internal Affairs for Adactus500 Scrutiny Panel
What we found 1. Compliance with the Regulatory Reform (Fire Safety) Order 2005 • Under the Regulatory Reform (Fire Safety) Order 2005, the Group has a responsibility to carry out a fire risk assessment (FRA) and implement and maintain a fire management plan at each relevant property. • To ensure compliance with the RRO the Group has in place policies and procedures for fire safety management. • The Chief Executive is the Responsible Person for ensuring the Group complies with all fire safety related legislation and regulatory requirements. The Asset Management department are responsible for the day to day management of fire safety. 2. Fire Risk Assessments a. Properties managed by the Group • A Fire Risk Register (FRR) is maintained by the Health & Safety Team. It contains details of properties where the Group has a legal responsibility to carry out a fire risk assessment, the assessment date, and when the next assessment is due. There are currently 370 properties that require a fire risk assessment (including office premises and agency managed properties). • A Fire Risk Assessment (FRA) involves visiting the relevant property to assess and check various aspects of fire safety for example; possible sources of fire, and that escape routes are kept clear. The results of the FRA are documented in a report and if any findings are made they are shown as significant findings and recommendations for improvement. • Fire risk assessments were originally outsourced to an independent fire risk assessor and periodically reviewed thereafter by a trained inhouse Asset Management Inspector. In September 2015, to ensure value for money, the Group appointed a new independent fire risk assessor via a tender process. • Although there is a legal requirement for a fire risk assessment to be completed, there is no set frequency for carrying out a review; it is at the discretion of each organisation. • The timescale for the review of fire risk assessments at Adactus is based on the risk rating of the property type and requirements of Supporting People. Prior to January 2016, assessments were reviewed yearly in supported housing properties, every three years in general needs, tower blocks, sheltered and agency managed properties and every five years in offices and depots. This process was reviewed in January 2016 and since then the timescale has been reduced from every 3 years to every 1 year for agency managed properties (based on the requirements of Supporting People) and tower blocks (based on the risk rating of the property type). • A general review of the Fire Risk Register revealed some properties had gone past their next assessment date. Investigation revealed the ‘fire’ component within the computer system (which triggers the next assessment date) had been revised to correspond with the new process e.g. the timescale for the review of FRAs for agency managed properties had been
Shehnaz Akhtar
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Internal Affairs for Adactus500 Scrutiny Panel
reduced from 3 yearly to annual. Therefore, properties that were previously assessed every three years showed an overdue assessment date as the new FRA has not yet been completed (due to the volume of properties affected). Under the old process, these fire risk assessments would not yet be due for review. In addition, some properties were out of date due to the last assessment review being completed by the Asset Management Inspector in year three and this date not being reflected on QLx. • A programme for reviews, based on the new process, is in place and it is anticipated that all properties requiring an FRA by the independent assessor will have one completed by the end of the year. • A review revealed that a number of supported and sheltered properties had been categorised as general needs, which could cause confusion in the management of FRAs due to the different timescales for review of each property type. The Health & Safety Manager confirmed that a full audit has recently been completed to ensure that the timescales for each property were accurate, despite the inaccuracies in the property type categorisation. 3. Fire safety measures (prevention, detection, warning and escape) • The Group’s properties are split into three categories: 1) Staffed – sheltered (including extra care) and supported housing properties and tower blocks 2) Unstaffed – general needs properties 3) Agency managed – properties owned by the Group leased to and managed by other organisations. How fire safety is managed depends on the type of property: a. Staffed properties • The scheme co-ordinator, scheme manager, support worker or caretaker is responsible for carrying out fire safety checks at staffed properties consisting of: o Daily checks of means of escape, fire alarm panel and emergency lighting o Weekly checks of fire alarm system and automatic opening vents o Monthly checks of fire fighting equipment and emergency lighting system o 6 monthly fire evacuation drill if a full evacuation policy is implemented • A recommendation made in the previous fire safety scrutiny in 2013 was that fire safety checks be completed using an iPad. A review revealed this recommendation has mostly been implemented (but not in leasehold properties or tower blocks). Fire safety checks are now recorded on a portable computer (a tablet) and saved electronically. A spot check of ten properties revealed that fire safety checks had been completed on a tablet and saved electronically. • Six-monthly fire drills are completed in staffed premises operating a full evacuation procedure and recorded in the office diary or on site fire management file. However, these are not recorded electronically along with other fire safety checks.
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Internal Affairs for Adactus500 Scrutiny Panel
• In high rise tower blocks fire safety checks are recorded in a paper file that is kept on site. Quarterly audits are completed by the Neighbourhood Services Manager to ensure that caretakers are carrying out the appropriate checks. Evidence was seen of completed audits. • A site visit at seven sheltered/supported schemes revealed that all actions resulting from the previous fire risk assessment had been completed. • A spot check revealed all corridors and escape routes were free from obstruction, the fire doors were kept closed, the emergency lighting was working, and clear signage was displayed on each landing. • A spot check at one scheme identified an issue with an emergency exit door; a ‘break-glass’ device was fitted to the top of the door. To operate, the glass tube has to be smashed with a hammer, but may have been out of reach for some people. The Health and Safety team were informed and they promptly carried out an investigation that revealed the device had been fitted for security purposes to discourage residents from allowing access to visitors. The Health and Safety Officer advised the lock has now been disabled to ensure an escape is not impeded. • Residents who need support with evacuation have a personal emergency evacuation plan (PEEP). • All resident with a PEEP are listed on a PEEPS list that is placed near the fire panel for easy access. The information it contains is the resident’s name, their room number, and a brief description of their condition for example, poor mobility. Evidence was seen of a colour coded PEEP list retained in the key safe, and a copy placed by the fire panel. • A floor plan was displayed by the fire panel showing the colour coded zones to aid persons not familiar with the building attending in an emergency to find their way around. • Signage was effective although it was thought that one scheme would benefit from an additional exit sign above one of their doors. b. Unstaffed properties • Mobile Caretakers are responsible for carrying out fire safety checks at unstaffed properties as follows: o Checks of means of escape, fire alarm panel and system and emergency lighting at each visit o Monthly checks of the emergency lighting system • A spot check verified that fire safety checks were being completed using a PDA (a hand-held device) which automatically updates the checks onto the general needs Fire Management database. • Spot checks in two general needs properties revealed that actions arising from the fire risk assessments had been completed. • A spot check revealed all corridors and escape routes were free from obstruction, fire doors were kept closed, emergency lighting was working, and clear signage was displayed on each landing.
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Internal Affairs for Adactus500 Scrutiny Panel
• In the recent Adactus500 survey one resident advised their general needs property (block of flats) had fire extinguishers on site however, extinguishers are not necessary in unstaffed premises. A spot check at the property confirmed this; fire extinguishers were located in the common areas on all floors. Records showed they were last serviced in March 2015. The Electrical and Contracts Manager advised that arrangements have been made to have the fire extinguishers removed. c. Agency managed • These properties are owned by the Group and leased to and managed by other organisations. • Adactus is responsible for the structure of the buildings and provides the fire safety systems, installations and equipment for example, fire detectors and emergency lighting. • An annual audit is conducted by the Operations Manager (agency managed) to ensure compliance; evidence of an audit check was seen. • Managing agents are responsible for carrying out the on site management of the properties, including fire safety checks. • The Care Quality Commission who is the independent regulator for health and social care in England and responsible for the appointment and funding of managing agents carry out their own assessments on how these properties are being run in relation to health and safety and also in meeting the needs of disabled residents. • A site visit at five agency managed properties across different regions revealed that most of the recommendations from the previous fire risk assessment had been completed. At one property access could not be gained to the service riser cupboard therefore it was not possible to verify if the action had been completed. d. Adactus500 survey results • The recent Adactus500 survey asked residents “does anyone leave any item obstructing the communal areas in your flats”. A few residents reported items were left in the communal areas in their property such as disabled scooters, furniture, parcels/boxes delivered, laundry, ladders, and bikes chained to the bottom of the stairs (the number never seeing items in common areas has increased since 2013). A spot check in most of these properties revealed the communal areas were clear when inspected. However, in one property evidence was seen of disability scooters stored in corridors and in recess areas, a wheelchair, shopping trolley, wooden sun lounger, plants and vases and other items were seen in corridors and on the landing. • The Environmental Services Manager advised this issue has previously been brought to his attention and action was taken in June 2015. Since then, residents have been advised that communal areas and landings must be kept clear at all times via numerous letters and on site meetings. Evidence was seen of a letter requesting residents to remove their items from the communal areas otherwise they would be removed by Adactus and placed in storage at a cost to them. The Health & Safety Officer advised that a fire risk assessment review was also
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Internal Affairs for Adactus500 Scrutiny Panel
recently completed to assist in tackling this issue and a date set for Adactus employees to remove the items. 4. Arrangements for vulnerable people living in Retirement Living accommodation • Special arrangements are made for vulnerable groups of people. Residents who need support with evacuation have a personal emergency evacuation plan (PEEP). The PEEP is tailor made to meet the requirements of the individual and the process is based on a questionnaire. It includes information relating to the individual's abilities, awareness, equipment provided, and the method of assistance. • Residents with a hearing impairment are provided with an alternative method of being alerted for example, visual indicators in the form of a flashing light/beacon. Thirteen residents at seven different premises have been provided with a flashing light/beacon. At one premise a flashing light/beacon has been fitted in all its properties as standard. • The Operations Manager (sheltered/supported) advised that a number of residents with a hearing impairment have also been provided with a vibrating pillow. • Thirty-seven properties have an integrated emergency alarm system that can be triggered by the resident pulling a cord in their home or pressing a pendant that they can choose to wear. On triggering an alarm a connection is made to Eldercare who provides a telecare service. • If the alarm activates whilst the Scheme Co-ordinator is off site then Eldercare will be directly notified. Eldercare identifies the nature of the emergency and makes arrangements with the emergency services and family members to ensure that appropriate help is on its way. They will ask a mobile warden to attend to the scheme to assist with the evacuation of the property and ensure that the Fire Service is aware of the location of the PEEPS list. The warden will take a register of evacuated people and advise the Fire Service of any residents who cannot be accounted for. This service is provided twenty-four hours a day, seven days a week. • In the event of an unwanted activation (for example a false alarm due to smoke), Eldercare will inform residents on the PEEPS of this via intercom and will attend the property to deactivate the alarm if the Scheme Co-ordinator is off site. 5. Servicing of fire safety equipment • A regular programme of servicing is carried out on fire equipment in properties. Servicing takes place every six months, quarterly, or annually depending on the type of equipment and is done by a specialist fire safety consultant. • General needs properties with a gas supply are fitted with a smoke alarm that is serviced as part of the annual gas servicing programme. A spot check carried out in the recent gas safety scrutiny confirmed this was being done. • The Electric and Services Contract Manager confirmed that properties without a gas supply are sent a letter annually advising them to check their smoke alarm. A reply slip is enclosed with the letter asking residents to immediately report any failings in order to allow a repair to be completed. There are approximately nine hundred properties without gas.
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Internal Affairs for Adactus500 Scrutiny Panel
• Electrical checks are required in void properties to ensure the electrical installation is safe before a tenant moves in. A spot check of five void properties let in February 2016 revealed that electrical checks had been completed. • Electrical checks are also carried out in common areas every five years and in tenanted properties every ten years. A report is generated from the database that identifies all properties due an electrical test within a twelve month period and this is passed to a contractor for them to carry out the checks. Residents are sent a letter advising them of the impending electrical check and contact details to enable them to arrange an appointment. The contractor provides a weekly report to Adactus detailing completed checks, any remedial action taken and properties where access could not be gained. Evidence of the letter, report and details of the contractor’s completed checks was seen. • Consumer units have a long life span and are upgraded when required following an electrical inspection. 6. Promoting fire safety • Residents are given information on fire safety through various communication channels for example, at sign-up, leaflets, inhouse magazine, and discussions of fire safety issues at resident meetings (focus groups). • All new tenants are provided with an information pack that contains a fire safety guide. It provides general information on planning an escape route, what to do in the event of a fire, how to reduce the risk of fire in the home, cooking safely in the kitchen, how to use electrical appliances safely, and advice surrounding smoking in the home and lighting candles. • Residents of high rise blocks (who we spoke to) said they received clear advice at induction about what to do in the event of a fire. • A six monthly evacuation drill should be carried out at properties (excluding general needs and those properties implementing a stay put policy) to ensure residents are aware of what to do and where to assemble in the event of a fire. • The fire safety guidance prohibits the use of a barbecue, chiminea, fire pit, and portable fire for properties with balconies. • A referral service is available where residents can ask for a home inspection by the fire service who can fit smoke alarms, check that the property is fire safe, give advice on cooking tips and general fire safety in the home, and help plan an escape route. • A full page article on fire safety was featured in the winter/spring inhouse magazine 2015. • Information on fire safety was not available on the Adactus website. • An Adactus500 survey was commissioned by the Scrutiny Panel to establish if fire safety information provided to residents is effective (the survey was a repeat of one completed in 2013). The results give confidence that information provided to residents is effective: o Nearly everyone who participated in the survey knew where their smoke alarm was. o Seventy-five percent stated they could change the batteries in their smoke alarm - this is the same level as in 2013. o Eighty percent know what their fire alarm sounds like. Shehnaz Akhtar
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Internal Affairs for Adactus500 Scrutiny Panel
o Two thirds have an escape plan for their home - this number has gone down since 2013. o There is a rise in people who know where to assemble in the event of fire alarm activation. 7. Evacuate or stay put? • Properties managed by the Group will either implement a stay put or full evacuation strategy. • A full evacuation strategy requires all residents to proceed to the assembly point when the communal fire detection and alarm system sounds, or if a fire is discovered in the building. • Some buildings are built in such a way as to protect people in it if a fire breaks out for example, purpose built flats; each flat is an independent, fire-resisting compartment, within which a fire is expected to be contained for up to 60 minutes. This facilitates a stay put policy, in which only the occupants of the flat where there is a fire need to evacuate, while it is safe for other residents to remain within their own flat. • Following each independent fire risk assessment review in general needs properties, the Health & Safety team ensures that all residents in the scheme are informed of the Fire Emergency Plan for their property (sheltered, supported and agency managed residents will be informed via the relevant employee for example, the scheme coordinator). Evidence was seen of a copy of a letter and Fire Emergency Plan sent to residents at one scheme. 8. Staff training • Fire marshal and fire management file training is provided to staff that require it as part of their role. The aim of the training is to give staff a greater understanding of fire risks in the property and be able to evacuate the premises effectively. Training includes identifying the causes of fire, the correct way to tackle a fire using the fire extinguishers available, and completing the fire management files. • Scheme Managers are trained as fire marshals and can help with evacuation in the event of a fire. • All staff in supported housing and some staff in sheltered housing are trained fire marshals. • Caretakers who complete checks (and Mobile Caretakers) are also provided with fire marshal and fire management file training. • Adactus has recently set up e-learning (learning facilitated and supported through the use of information and communications technology). Staff must achieve eighty percent to pass each course and can attempt the test three times. Since e-learning commenced 142 staff have successfully completed courses as follows: o Fire warden training (20) o Fire safety essentials (59) o Evacuation procedures (63) 9. Following recommendations arising from a FRA
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Internal Affairs for Adactus500 Scrutiny Panel
• Actions arising from a fire risk assessment are shown as significant findings and recommendations for improvement. Actions are given a risk rating of substantial, moderate or tolerable. • Once a FRA is received, the Health & Safety team raise a repair order for each action and a timescale is allocated for completion depending on the severity of the hazard or defect. • Monitoring of the FRA repair orders is via a QL query report (exported into an excel spreadsheet) that is maintained by the Asset Management department. A review of the spreadsheet revealed a number of repair orders had gone past their target completion date. The Health & Safety Manager explained that this was due to issues such as delays with external contractors, complications on site (for example, the need to remove asbestos before fire safety works can be done) and no access to individual flats. In addition, some repairs were linked to one another and if the first element of the repair is not completed in time then it has a knock-on effect on the other orders linked to it causing a delay. All actions are completed as soon as is practically possible. 10. Case studies of recent fires a. Fires • A case study revealed that twenty-eight fires occurred in the Group’s properties between 1 January and 31 December 2015. • Most fires occurred in general needs properties (mostly individual houses). Generally, arson and cooking were the main cause of fire (eight cases) followed by faulty appliances (five). • Cooking was the main cause of fire in sheltered properties. • Only one fire occurred in supported properties (due to cooking). • Three fires were a result of cigarettes. b. Alarm activation • A review revealed ninety cases of false fire alarm activations between 1 January and 31 December 2015 (where the alarm was raised due to smoke but there was no actual fire). • The vast majority of alarm activations occurred in sheltered properties; the main cause was cooking (burnt toast). 11. Scrutiny 2013 - consequential improvements • Common items such as lighting, signage, fire doors and refuse chutes are routinely checked and recorded. • The New Tenant Information Pack includes information on fire safety. • Fire safety checks are completed using a portable device (a tablet) and stored electronically (except in tower blocks and leasehold properties) • Residents in properties without gas are written to explaining the importance of testing the smoke/heat detector. A reply slip is enclosed with the letter asking them to immediately report any failings in order to allow a repair to be completed.
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Internal Affairs for Adactus500 Scrutiny Panel
Repair orders from FRA actions are raised directly by the Health & Safety team who then pass them on to the relevant manager for them to complete.
•
What we liked: • • • • • • • • • • • • • •
Fire risk assessments are completed for all properties that should have one done. The new process ensures all properties that require a fire risk assessment review will have a new one completed in 2016. Fire safety equipment is provided to properties in accordance with regulations and is checked serviced and maintained regularly in accordance with British Standards. Emergency lighting and signage is provided, checked and serviced regularly. Ownership for completing fire safety checks is placed on scheme co-ordinators, support workers and caretakers. Ownership for ensuring electrical inspections are undertaken and legislation and approved codes of practice is met is placed on the Electric and Service Contracts Manager. Measures are in place to ensure vulnerable residents living in Retirement Living accommodation who require assistance with evacuation are supported. Residents with a hearing impairment are provided with a flashing light devise and in some cases a vibrating pillow. Electrical checks are completed before a void property is let. All new tenants are provided with an information pack on fire safety. Fire safety was featured in the inhouse magazine in spring 2015. Void properties undergo an electrical check before being let. Fire marshal and fire management training is provided to staff who require this as part of their role. The simplicity and convenience of E-learning.
What concerned us? • • • •
Fire safety advice is not available on the Adactus website. Fire emergency plans on display are not visually effective. Mobility scooters, a sun lounger and other items stored in one general needs property. A fire door had a break-glass lock on it that may have been too high for some residents to access (sheltered property).
Recommendations: 1. 2.
Modify QL block records to bring them up to date to include the correct property type. Promote fire safety on the Adactus website.
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Internal Affairs for Adactus500 Scrutiny Panel
3.
4. 5. 6. 7.
Introduce a system to enable leasehold staff and staff in Miles Platting tower blocks to electronically update completed checks onto the electronic check database (there is no control over methods used by agencies). Consider merging the two databases (general needs and supported/sheltered), or introduce a new system that will allow all fire safety checks to be accessible in one place. Consider recording six monthly evacuation drills electronically in staffed premises. Revise the remedial work monitoring spreadsheet to include a reason why an action is on hold. Take action to resolve the issue of storing scooters and items in corridors identified during spot checks.
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Internal Affairs for Adactus500 Scrutiny Panel
Appendix Staff Interviews The following interviews were carried out with staff: Name Role Date Topics covered interviewed Ruth Woodyatt
Group Health & Safety Manager
26/1/16
Fire Risk Assessments Fire Risk Register Fire emergency plan Remedial work
Usha Arya
Operations Manager (sheltered and supported)
27/1/16
Fire safety management in sheltered/supported properties Raising awareness Vulnerable people
Dean Wall
Voids & Lettings Manager
1/2/16
Void properties Fire safety information Smoke detectors Electric checks
Lorna Cumberbirch
Operations Manager (Retirement Living)
2/2/16
Fire safety measures in sheltered/supported properties Electronic checks register
10/2/16 Ron Devine
Electric & Service Contract Manager
8/2/16
Electrical checks Servicing of equipment; emergency lighting/exits, hard wired smoke alarms,
Carol Hamilton
Operations Manager (Agency)
9/2/16
Agency managed properties Fire management audits
Delroy Kerr
Neighbourhood Services Manager (Miles Platting)
10/2/16
High risk tower blocks Fire safety management Fire safety check audits
David Holmes
Estate Services Manager
12/2/16
Fire safety checks (PDA) Fire Management File
12/2/16
Electronic checks register Fire Risk Assessments Site Visits (audits)
Jennifer Thorburn Health & Safety Officer
19/2/16
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Internal Affairs for Adactus500 Scrutiny Panel
1. Spot check – Fire Risk Register What we wanted to check We wanted to establish if the Fire Risk Register was up to date and showed the correct ‘next assessment date’. What we looked at A copy of the Fire Risk Register was accessed from the database that details all the Group’s properties that require a fire risk assessment. A general review revealed that a number of properties appeared to be past the ‘next assessment date’. This was queried with the Health & Safety Manager who explained that a new process for re-assessing properties was introduced in January 2016. This change reduced the timescale for the review of FRAs for tower blocks and agency managed properties from three years to one year therefore, many properties that were previously on a three year cycle for review appear to be out of date, for example if the previous FRA was completed on 1/1/2014, under the old system it would not be due for review until 1/1/2017. Under the new system it was due 1/1/2015 and is therefore out of target. The Health and Safety team and new fire risk assessor are working to ensure all properties have a current FRA by the end of 2016 as per the new timescales. What this means All properties that require a fire risk assessment will have a new one completed by the new independent assessor by the end of the year. On completion of the assessment the new dates will be recorded on the Fire Risk Register that will bring it up to date.
2. Spot check – Fire Management Records What we wanted to check We wanted to determine if fire safety checks were completed and updated electronically. What we looked at A sample of ten properties was selected for testing from the Fire Risk Register including supported, sheltered and general needs properties. We accessed the Fire Management records to establish if the appropriate fire safety checks were being completed by scheme managers and mobile caretakers. All properties in the sample had a record of completed daily escape route checks, weekly emergency lights, fire alarm point and fire door check, monthly emergency lights and fire equipment check, and where applicable a six monthly evacuation drill. What this means The Fire Management File had been completed to show that checks had been carried out. Where a problem had been identified it detailed what remedial action had been taken.
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Internal Affairs for Adactus500 Scrutiny Panel
3. Spot check – Electrical Check in Voids What we wanted to check We wanted to know if electrical checks were completed in void properties before being let. What we looked at We ran a report that showed all new tenancy starts in a period. We selected a random sample of five properties across different areas. We checked QL database to establish if an order had been raised for an electrical test for each property. We checked the order number on QL to determine if the electrical checks had been completed. What this means Electrical checks are being completed in void properties before they are let.
4. Spot check – Site Visits What we wanted to check We wanted to check that properties that are required to have a fire risk assessment (FRA) had one and that appropriate fire safety checks were being done, and recommended actions were complete. What we looked at We selected a sample of sheltered, supported, general needs, and agency managed properties from the Fire Risk Register. We requested a copy of the fire risk assessment for each property from the Health & Safety team. We carried out a spot check at each sample property to ensure that the appropriate fire safety checks and recommended actions had been completed. All of the properties sampled had a fire risk assessment completed by an independent fire risk assessor that included a list of recommended actions. A check was carried out on the Fire Management Files at agency managed schemes. Escape routes, fire doors, emergency lighting, signage, and electric rooms were checked. Actions from the fire risk assessments were checked on site to see if they had been completed. What this means Fire risk assessments are in place for all relevant properties. The sampled general needs and sheltered and supported properties had no fire safety issues; an emergency plan was available on each floor, emergency lighting was working, clear fire escape routes and ample signage. In the retirement living properties there was also a fire zone checklist in the reception area that identifies the zones, and a colour coded sheet to quickly identify the tenants are required stay put (PEEPs) and in which zone.
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5. Spot Check – Causes of fire What we wanted to check We wanted to know how many fires had occurred between 1 January and 31 December 2015, in which type of properties and what was the cause. What we looked at We obtained details of all fire related incidents that occurred between 1 January and 31 December 2015. We analysed trends relating to premises in which a fire had occurred: Description
Arson (tenant) Cigarettes Electrical: - faulty appliances - shower Kitchen: - cooking - other Miscellaneous Total
General Needs House 5
General Needs Flat 2 1
Sheltered
Supported
1
3 1
2
2 2
1
4
1
6
1 6
1
13
Agency Managed
Total
1 1
8 3 5 1
2
8 2 1 28
What this means Most fires occurred in general needs properties (mostly individual houses). Generally, arson and cooking were the main cause of fire (eight cases) followed by faulty appliances (five). Cooking was the main cause of fire in sheltered properties.
6. Spot Check – Follow up of Recommendations What we wanted to check We wanted to know if the recommendations of the last fire safety scrutiny in 2013 had been implemented and if they were effective. What we looked at We accessed the action plan and checked the recommendations made against current processes:
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Scrutiny findings 2013
Current Process
Items commonly highlighted in a FRA were not Common items such as lighting, signage, fire consistently checked for example, signage, fire doors and refuse chutes are now routinely doors and refuse chutes. checked and recorded.
Fire safety information was not provided to The New Tenant Information Pack now includes residents in general needs (including flats) at information on fire safety. the start of their tenancy. Most properties had a Fire Management File on Fire safety checks are completed using a site and fire safety checks were recorded portable device (a tablet) and stored manually. electronically (except in tower blocks and agency managed properties) Residents residing in properties without a gas There are approximately 900 properties without supply did not receive an annual check of their gas; residents are written to explaining the importance of testing the smoke/heat detector. smoke alarm. A reply slip is enclosed with the letter asking residents to immediately report any failings in order to allow a repair to be completed.
Fire Risk Assessment remedial work was not The procedure for requesting, issuing and reviewed to make sure actions were complete. undertaking work arising out of a Fire Risk Assessment has been reviewed. Repair orders are raised directly by the Health & Safety Manager who then passes them on to Performance Managers for them to complete. A procedure for reviewing actions on hold was Regular meetings are held to review FRA actions not in place. to ensure they are on target for timely completion.
What this means The system for fire safety management has improved with the implementation of the scrutiny recommendations.
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Acknowledgements: Fire Safety Scrutiny Panel Members (Without their effort, the completion of this scrutiny project would not have been possible) Mrs Barbara Allen Mr Barry Anderton Mr Stephen Darcy Mrs Mishka Fielding Ms Audrey Mcquade Ms Sandra Nixon Miss Laura Roberts Ms Jane Wilcock
Staff: Ryan Hague Stephen Watts
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