Asbestos Management Procedure 1.0 General It is the policy of Hitchin Boys School not to allow staff, employees or pupils to sample, remove or work with Asbestos Containing Materials (ACMs). Asbestos products can be extremely hazardous. Asbestos is a known carcinogen and the inhalation of Asbestos fibres can be life threatening. It was used extensively in buildings up until the late 1980 s, being finally banned from the UK in 1999. However, newer buildings may also contain ACMs. Legislation and regulation regarding Asbestos is changing constantly, the main relevant regulations being the Control of Asbestos Regulations 2012. There are six key activities which need to be managed: Asbestos Management Surveying, sampling and analysis Asbestos removal Work associated with Asbestos, requiring a licence. Work associated with Asbestos, which is notifiable work not requiring a licence. Work associated with Asbestos, not notifiable and not requiring a licence. Any work where Asbestos may be present requires appropriate information, instruction, training, controls and insurance cover. Asbestos can be found in many locations, including (but not limited to) the following: Thermal and acoustic insulation, Fire protective coatings, WC cisterns, Duct andriser panels, Pipe casings / access panels, Ceilings and wallboards, Fascia and soffit boards, gutters and downpipes, Boiler gaskets and ropes, Boiler flues, Roof and cladding sheets and tiles, Floor tiles, Textured coatings (Artex etc), Fuses and meter cupboard boards, Bituminous products (sink pads, flooring adhesive), Paper linings to linoleum floors. Asbestos Management Procedure Page 1 of 13
2.0 Duty Holder The duty to manage asbestos is contained in regulation 4 of the Control of Asbestos Regulations 2012. It requires the person who has the duty (ie the "duty holder") to: Take reasonable steps to find out if there are materials containing asbestos in non-domestic premises, and if so, its amount, where it is and what condition it is in; Presume materials contain asbestos unless there is strong evidence that they do not; Make, and keep up-to-date, a record of the location and condition of the asbestos containing materials - or materials which are presumed to contain asbestos; Assess the risk of anyone being exposed to fibres from the materials identified; Prepare a plan that sets out in detail how the risks from these materials will be managed; Take the necessary steps to put the plan into action; Periodically review and monitor the plan and the arrangements to act on it so that the plan remains relevant and up-to-date; and Provide information on the location and condition of the materials to anyone who is liable to work on or disturb them. What Does This Mean? The Duty Holder is anyone responsible for maintaining and repairing all or part of a property, or who has control of a building. The duty holder must find out whether their building contains asbestos and what condition it is in. The risk must be assessed i.e. if it is likely to release fibres; also to make a plan to manage the risk. The legal duty is about managing any asbestos containing materials in a building, not necessarily removing asbestos. Asbestos Surveys Detailed visual surveys, supplemented by taking samples should be undertaken in all buildings for which the Duty Holder is responsible for. Asbestos containing materials which are visible or which are in suspect areas of the building are identified and locations recorded in the Asbestos Log. The Asbestos Log should be kept with the Site Manager. The Asbestos Log should be updated after the following: - When asbestos is removed Where additional areas of asbestos are identified When condition of the asbestos material deteriorates Where it becomes more susceptible to damage because of a change in usage of the area When rooms/areas are altered (e.g. by removal/erection of a partition). 3.0 Site Asbestos Log Introduction Hitchin Boys School Asbestos Policy is designed to ensure that any work undertaken in any of the buildings which they own or manages is carried out under the safest of working conditions. The Site Asbestos Log (SAL) is the principal mechanism for ensuring that this is the case. The Permission to Work System Any person carrying out work on the premises which will affect the buildings fabric, finishes or fixed equipment i.e. equipment connected directly to the mains supply of gas or electricity (e.g. Asbestos Management Procedure Page 2 of 13
heaters, kilns, ovens) must sign this record sheet to confirm that they have consulted, read and understood the asbestos log for the site. It is essential that each time work is undertaken this procedure is implemented. If the plans of works change in anyway, the asbestos log must be consulted again. To become an Authorising Officer it is necessary to have attended the Asbestos Awareness Seminar and received a certificate to that effect. It should be noted that the person carrying out the work is not allowed to authorise their own Permission to Work. A second signature from another Authorising Officer would be required. Appendix 1 will list all the people at the site who can give permission to work. It is the responsibility of the Site Manager of the site to ensure that this system is used on every occasion when maintenance is carried out. The Site Manager, or Authorising Officer, must identify with whoever is to undertake the work (the maintainer) the room/area in which the proposed maintenance is to be carried out. The Manager and the maintainer will consult the SAL and ensure the maintainer is fully aware of the location of any known asbestos in the area of the work being carried out. Consideration must be given to the nature of the work and its possible effect on known asbestos, e.g. heavy vibration of roofing work above rooms with asbestos ceilings may cause disturbance of asbestos materials. If intrusive works are to be carried out then further surveys of the work area are likely to be necessary. Subject to paragraph above, if there is no known asbestos present or if it will not be disturbed by work (as shown on the Site Asbestos Log) the work may start once the Permission to Work record has been completed, signed and countersigned. For an example of the Permission to Work record sheet see Appendix 2. NB: If the maintainer is also an Authorising Officer he/she must not sign and countersign the permission to work record. Two different people must sign and countersign that job record. If asbestos is noted on the Asbestos Site Log and it will be disturbed by the work to be carried out NO WORK MAY PROCEED. The Site Manager or Authorising Officer should then seek professional guidance and request their assistance on what the next steps should be. If it is agreed that the work should go ahead with the necessary safety arrangements in place, the permission to work must be completed with the agreed details. Once the work has been started if any asbestos material, or suspected asbestos material is found either in a room/area not shown to contain asbestos or, additional to the information in the SAL work MUST STOP IMMEDIATELY. Lock the room or area if possible. If the material has been disturbed, this must be treated as an incident. At this point refer immediately to the Section on - Asbestos Incident. The Site Asbestos Log A copy of the site asbestos log (SAL) is held with the Site Manager. It should be noted that the room numbers on the asbestos log are particular to the asbestos survey and may not match the Asbestos Management Procedure Page 3 of 13
premises numbering system. It is necessary to use the numbers on the site plans and on the asbestos log to avoid any confusion when reading the log and giving permission to work. The Site Asbestos Log must be kept in an appropriate place on each site, as it will be checked by everyone who is intending to undertake maintenance on the site. The SAL will comprise: A list of people authorised and trained to give permission for work to be undertaken on the site. Training and instruction received will also be recorded. The 'Permission to Work' system record sheets. A contents page. A section detailing how to use the SAL. A non-scale plan of the site showing all rooms and areas numbered with all known asbestos. Blank copies of other relevant documentation (e.g. changes to site plans, Asbestos Incident Report forms, monitoring forms). A complete copy of the Asbestos Policy - Arrangements and Procedures. The SAL will be subject to revision or updating either because the site information has changed or the Arrangements and Procedures have been altered. The Site Plans The site asbestos log contains a not-to-scale plan of this property with all rooms and spaces numbered. All known asbestos is noted on the plan. It is essential that the plan is read in conjunction with the Site Asbestos Log. Asbestos Surveys The most recent Asbestos Management Survey was undertaken in August 2015 by Acorn Analytical Services Limited, S25 Moulton Park Business Centre, Redhouse Road, Northampton NN3 6AQ. Tel 0844 818 0895. Acorn Analytical Services are an HCC approved asbestos survey company. The completed survey gives a brief outline of the asbestos containing materials identified on the school site. It also details the risk assessment score associated with these materials which have been listed in risk order. Areas where no access or limited access was gained are also included within this summary. These areas must be presumed to contain ACMs until proven otherwise. Site Asbestos Log Update and Auditing A system to ensure regular monitoring is in place. Responsibility is with the Site Manager to ensure that the monitoring is carried out by the relevant person, at the intervals stated in the SAL. All asbestos containing materials must be inspected at least once in a 12 month period or more frequently if necessary. If at any time, it is apparent that the condition of the asbestos has deteriorated or changed, then the Asbestos Log should be updated as a matter of urgency. Fixed Equipment Fixed equipment is equipment connected directly to main supplies of gas or electricity that may contain asbestos; this would include types of kilns, ovens, heaters, steamers, sterilizing sinks, fryers etc. Fixed equipment which is shown in the SAL, or is known (by any other means) to contain asbestos should be maintained or repaired by a competent person. Asbestos Management Procedure Page 4 of 13
Conclusion The four major points of effective management of asbestos as contained within these Asbestos Management Procedures are as follows: The training and instruction given to site management The efficient use and updating of the Site Asbestos Log The Permission to Work system being used on every occasion by anyone who undertakes maintenance work Regular monitoring of the condition of asbestos material 4.0 Roles and Responsibilities Treatment of Known Asbestos Priority and methods of action undertaken are determined according to the type of asbestos containing material, its condition, and whether it is liable to damage. Asbestos containing materials are retained if in a sound condition, unlikely to be damaged, and where an adequate seal can be maintained. Asbestos Removal Contractors Any work on asbestos containing materials will be carried out by HCC approved licensed asbestos removal contractors, in accordance with the relevant and current Regulations. The asbestos removal contractor and their staff must: Comply with all relevant legislation, HSE guidance and Hertfordshire County Council Asbestos Policy Arrangements and Procedures. Provide site-specific method statements, risk assessment and plan of works. Liaise with the Duty Holder, the appointed environmental consultant and any other contractors on site as directed by the School or the appointed Contract Administrator. Liaise with the Principal Contractor and Planning Supervisor where a project falls under the requirements of the CDM Regulations, and provide any relevant documentation as required under these regulations. Adopt a pro-active attitude to safety at all times while engaged on Hitchin Boys school premises. Ensure the current copies of all relevant documentation are available, including HSE license, insurance, risk assessments, certificate of registration under the Control of Asbestos Regulations 2012. Environmental Consultants Asbestos surveys will be carried out by a competent surveyor with personal certification to BOHS P402 or equivalent and whose organisation should be accredited by UKAS to BS EN 17020. All air monitoring carried out by the Environmental Consultant must be in accordance with the HSE document HSG 248 and The Control of Asbestos at Work Regulations 2006. Environmental Consultant must:- Liaise with the Duty Holder, the appointed asbestos removal contractor and any other contractors on site. Liaise with the Principal Contractor and Planning Supervisor where a project falls under the requirements of the CDM Regulations, and provide any relevant documentation as required under these regulations. On completion of all asbestos works or when requested, provide certification detailing the works undertaken, all air monitoring results and clearance certification confirming the Asbestos Management Procedure Page 5 of 13
suitability of an area for re-occupation, to include all parts of the four stage clearance procedure CAR Regs 2006. Provision of bulk sample results, risk assessments and recommendations as requested. Adopt a pro-active attitude to safety at all times while engaged on HBS sites. Ensure the current copies of all relevant documentation, including UKAS accreditations etc are provided on request. General Contractor's and Measured Term Contractors Responsibilities Contractors undertaking work who discover asbestos material, or possible asbestos material, must:- Stop work immediately Seal the site in an effective manner. Report the situation to the Site Manager who will take appropriate further action. Site Manager The success of these arrangements and procedures is dependent upon key employees recognizing and carrying out their responsibilities: The Site Manager has the responsibility to ensure that:- All appropriate officers and employees in their Department or non-employees involved in the management of premises understand and comply with the Asbestos Policy, the arrangements and procedures and are trained accordingly. All appropriate employees/non-employees are fully aware of the contents of their site Asbestos Log and are trained accordingly. They and their appropriate employees understand the lines of communication with Hitchin Boys School on matters associated with asbestos. The Site Manager is also responsible for:- The development, monitoring and review of the Asbestos Policy. The Commissioning, development, implementation and monitoring of effective asbestos arrangements and procedures. The Asbestos Register (including all previous asbestos information) and ensuring that arrangements are in place to keep it up to date, its monitoring and review. Commissioning asbestos surveys of Hitchin Boys School owned buildings, and where appropriate, those that are hired/leased. Ensuring the provision of training for employees who have responsibilities for property related matters involving the asbestos policy/procedures. Introducing mechanisms/ensuring that other senior staff are informed of changes in the asbestos policy, arrangements and procedures and the preparation of all training/instruction material. Ensuring that all ongoing work, including periodic checking, is carried out and the Asbestos Register and Site Asbestos Logs are updated accordingly. Ensure that a review of Arrangements and Procedures is carried out annually, or whenever there are changes in legislative requirements, or when an incident has shown the need to incorporate any amendments. Ensure the companies are professionally and technically competent and carry out their work to the highest possible standards. The Site It is the responsibility of the Site Manager to ensure that the following is understood and carried out: Attend the training specified to ensure they understand and comply with The Asbestos Policy, Arrangements and Procedures. Asbestos Management Procedure Page 6 of 13
The contents of the Asbestos Log must be made familiar to all parties working within the premises. This will include assurance that advice in the log, in particular the Permission to Work arrangements are strictly adhered to. Occupants of all properties are to be made aware that any interference with asbestos that may release fibres is not permitted under any circumstances. Carry out the required regular inspections of all asbestos containing materials at the site and record the inspection in the Site Asbestos Log. Actively manage asbestos containing materials at the site and put together a site specific Asbestos Management Plan. 5.0 Working on or around Asbestos Containing Materials The Asbestos Removal Contractors and Environmental Consultants are to be selected from the HCC approved list. These Asbestos Arrangements and Procedures will operate for all works. To ensure the continuing effective management of asbestos, it is absolutely essential that the systems and practices set out in this document are adhered to on all occasions. The term maintenance is defined as:- Any work undertaken (either planned or unplanned) which may disturb the fabric or finishes of the building or specified equipment. This covers all planned or emergency work including redecoration. This excludes routine cleaning of floors, furniture or windows. 6.0 Maintenance Work at the School Responsive Maintenance Work This procedure is illustrated in the flow chart in Appendix 3. The Site Asbestos Log must be checked by the authorising officer and in addition any individual who is carrying out responsive maintenance work at the site. All people working on site e.g. contractors and maintenance staff, caretakers etc working on Hitchin Boys School premises must be informed of these procedures and provided with relevant contact details. Should any suspect materials be identified during works, they shall immediately stop work and contact the Duty Holder. When responsive maintenance works are instructed, the contractor must carry out the following:- Consult the Site Asbestos Log to identify if there are any asbestos containing materials in close proximity to the maintenance work to be carried out. The permission to work procedure must be followed and appropriate forms signed. If there are no asbestos containing materials present and intrusive works are not taking place then the maintenance contractor can proceed with the works with caution. If suspect materials are discovered, then work must stop and the Duty Holder notified. When asbestos containing materials are identified on the site asbestos log and will be disturbed during the course of the works, an alternative course of action should be considered e.g. avoiding asbestos containing materials. Asbestos Management Procedure Page 7 of 13
Refurbishment/Planned Maintenance Work When any planned maintenance works are instructed the school must review all available asbestos information for the area of works. The scope of works must be checked against the Site Asbestos Log, all voids affected by the works may be checked by an Environmental Consultant if deemed required or necessary. Where any intrusive works will be undertaken which breaches areas outside the scope of asbestos survey information, a refurbishment/demolition asbestos survey must be carried out in accordance with HSG 264. If there are no asbestos containing materials identified then the planned works can proceed with caution. If suspect materials are identified at any stage of the works then work must stop and the Duty Holder notified. When the full extent of accessible asbestos containing materials is known then a risk assessment must be carried out to determine whether asbestos removal or enabling works are required. A scope of works must be agreed between the removal contractor, environmental consultant (where appointed) and the School. Once the full extent of the work has been identified the environmental consultant will prepare a specification and scope of works - if appropriate. The asbestos removal contractor will prepare a method statement and will notify the work where applicable to the Health and Safety Executive (14 day notification period). On completion of works, a clearance certificate (4 stage clearance testing) must be provided by the environmental consultant confirming that the area is suitable for re-occupation. All other works may then proceed with caution. Should any further suspect asbestos materials be identified, work must cease. On conclusion of the works, the asbestos records should be updated to reflect changes. 7.0 Procedure for an Asbestos Incident This procedure is illustrated on the flowchart at Appendix 3. This Section deals with:- The actions required following an incident How these actions must be undertaken By whom In what time-frame It is imperative that these instructions are carried out. If they are not complied with the individual involved may be liable to disciplinary action, or individual prosecution by the HSE, or both. What is an incident? An incident will be deemed to have occurred when the uncontrolled release of asbestos fibres has taken place or is thought to have taken place. For example: an asbestos ceiling tile is damaged by impact, a wall panel is kicked and holed. If a material is suspected of containing asbestos then it must be treated in the same way. IF THERE IS ANY SUSPICION THAT AN ASBESTOS CONTAINING MATERIAL HAS BEEN DAMAGED, THEN THIS MUST BE TREATED AS AN INCIDENT Asbestos Management Procedure Page 8 of 13
Action July 2017 All works must stop and the area vacated immediately, doors and windows locked if possible, or the area cordoned off. The incident must be reported in the first instance to the Premises Manager. No attempt should be made to clean up. The Site Asbestos Log will be checked, if the damaged material contains asbestos or there is insufficient information, then the Premises Manager must notify the Duty Holder. The Duty Holder will arrange for an approved Environmental Consultant to visit site either the same day or early the next day to take bulk samples and carry out reassurance air tests to establish the airborne fibre levels. If necessary the Duty Holder will arrange for an approved Licensed Asbestos Removal Contractor to attend site to clean up any debris and carry out localised repair/removal. An "Asbestos Incident Report (AIR)" form should be prepared by the Site Manager with assistance from the Asbestos Team. Blank copies of these can be found in the Site Asbestos Log and a copy is included at Appendix 4. The Duty Holder will ensure that the work required is completed as safely and effectively as possible so that the area/room can be brought back into use as quickly as possible. The Manager of the site will be kept informed of the situation at all times during any remedial action. The site should receive an air clearance or reassurance test prior to resuming normal use of the area. Asbestos Management Procedure Page 9 of 13
Appendix 1 Hitchin Boys School Asbestos Management Procedure Authorisation to Give Permission to Work Form The people listed below have attended the HCC training course on Management of Asbestos - Arrangements and Procedures or another suitable course and are Authorising Officers able to give Permission to Work. NAME (Please print your full name using capital letters) SIGNATURE Date of Training Course attended Asbestos Management Procedure Page 10 of 13
Appendix 2 Hitchin Boys School Asbestos Management Procedure Permission to Work Page No.. This is to certify that before carrying out the works noted below I have examined the asbestos log and understand the actions that are required in relation to existing or newly found asbestos. Job No. Date Works to be undertaken Location (Block Nos. and Room Nos. as shown on Asbestos Plan) Asbestos Present Y/N If yes, will the asbestos be affected by the work (if in doubt contact your Building Surveyor) Name of company and tradesman (Block Capitals) If not company state position (i.e.site services) Signature of Person Carrying out Works Authorisin g Officer* Name / Signature Permis sion to Work given? (YES / NO) Comments / Details of call to Asbestos Helpline if necessary (0845 6030369) PERMISSION TO WORK RECORD Asbestos Management Procedure Page 11 of 13
Appendix 3 Hitchin Boys School Asbestos Management Procedures ASBESTOS INCIDENT FLOWCHART Accidental Damage of Suspect Material Close Room / Area Call Duty Holder / Site Manager Environmental Consultant instructed to assess / sample material and conduct air monitoring Is material asbestos? Yes No No further Action with respect to Asbestos Open area Determine scope of works to either: Clean, Make safe and seal Or Appoint HSE Licensed Asbestos Removal Contractor Appoint Environmental Consultant to carry out further air tests. Re open area following obtaining a successful air test result. Details of any changes to be added to Asbestos Log Programme further asbestos works if necessary. Asbestos Management Procedure Page 12 of 13
Appendix 4 Hitchin Boys School Asbestos Management Procedures Asbestos Incident Report Form Make a copy for Site Asbestos Log Ref: Site: Address: Hitchin Boys School Grammar School Walk, Hitchin, Herts SG5 1JB 01462 432181 Asbestos Register/Log Block No: Floor No: Room No: Incident Reported by: To: Date: Time: Description of Incident Immediate Actions Taken Building Surveyor Contacted Name: Date: Time: Report Form: Prepared by: Date: Time: Building Surveyors Report Name: Date Visited: Time: Actions Taken Date Time Asbestos Management Procedure Page 13 of 13