(insert title/site) ASBESTOS MANAGEMENT PLAN (insert date) This document primarily contains non-intrusive management survey information. Note: any refurbishment or maintenance projects must be individually assessed, a separate project specific asbestos refurbishment survey will be required. Property/Building or Site Managers MUST NOT allow ANY work or activity that will result in the damage or disturbance of ANY known or suspected Asbestos Containing Material. This document must be presented to and acknowledged by any visiting contractors, sign off sheets at the end of this document must be completed
Contents 1 Introduction Page 3 Part A CORPORATE ARRANGEMENTS Introduction Aim Objective Page 4 Legislation Page 5 What is Asbestos? Page 5 Information Instruction Training Page 6 Review Page 6 Part B MANAGEMENT PLAN 1 Introduction Page 7 2 Roles & Responsibilities Page 7 3 Asbestos Removal/Repair & Clearance Page 9 4 Procedure for an Asbestos Incident Page 10 5 Cyclical & Response Maintenance Works Page 10 6 Planned Maintenance & Project Works Page 11 7 Labels Page 11 Appendix 1 Asbestos Incident Flowchart Page 12 Appendix 2 Asbestos Incident Report Form (AS1) Page 13 Appendix 3 Cyclical/Response Works Flowchart Page 17 Appendix 4 Planned/Project Works Flowchart Page 18 Appendix 5/6 Property Asbestos Information & Contractor Sign-off Form Page 19 2
Asbestos Management 1. Introduction This document refers to The Control of Asbestos Regulations CAR 2006 and the requirements of Approved Code of Practice (HSG264) The broad requirements on employers are to: Take reasonable steps to determine the location of materials likely to contain asbestos: Presume materials to contain asbestos, unless there are good reasons not to do so: Make and maintain a written record of the location of the asbestos and presumed asbestos materials: Monitor the condition of asbestos and presumed asbestos materials: Assess the risk of exposure form the asbestos and presumed asbestos materials and document the actions necessary to manage the risk; and Take steps to see that the actions above are carried out. To manage the risk from asbestos-containing materials you will need to: Keep and maintain an up-to-date record of the location, condition, maintenance, and removal of all asbestos-containing material on the premises: Repair, seal or remove, if there is a risk of exposure due to its condition or location: Maintain it in a good state of repair and regularly monitor the condition: Inform anyone who is likely to disturb it about the location and condition of the material: Have arrangements and procedures in place, so that work which may disturb the material complies with CAR 2006 Review the plan at regular intervals and make changes to the plan and arrangement if circumstances change. 3
Part A Corporate Arrangements The Control and Management of Asbestos Containing Materials (ACMs) in Council Owned and Occupied Buildings Introduction This document revises the Council s existing Arrangements and Safe Systems of Work with ACMs. It acknowledges and includes all necessary requirements under the Control of Asbestos Regulations 2006, Approved Codes of Practice, and other relevant legislation and guidance. All staff with a responsibility to manage and those involved in planning, supervising, and carrying out work connected with asbestos in Council owned or occupied buildings, must familiarise themselves with the contents of this document. Aim To manage the hazard of (ACM's) found in Council owned and occupied buildings, in a manner that will prevent the risk of harm to the health of all employees, contractors, visitors and members of the public. The Council is committed to achieving this by the most reasonably practicable means possible, and in a way that ensures a coordinated approach between all of the services and facilities within the Council. The Council will ensure that all parties involved in achieving this aim are given all necessary resources, information, instruction and training to allow this aim to be realised safely, and with the informed consent and co-operation of all parties involved. The Management Plan contained in the document is the mechanism for compliance with these arrangements and must be adhered to by all affected parties. Objectives To identify and categorise ACMs and the risk to health that they present in Council owned buildings. To develop Management Plans for all identified ACM s in non domestic Council owned buildings including a program for the removal of ACMs that, because of their location and, or condition, present an actual or perceived unacceptable risk to health. To monitor and maintain the condition of identified ACMs remaining within any non-domestic Council owned building. To raise awareness of the risks from ACMs and the control measures needed to prevent harm from these materials. 4
To make information available to all who require it in the discharge of their duties and responsibilities. Legislation The Control of Asbestos Regulations 2006 and the Approved Codes of Practice produced under these regulations has in the past covered working with asbestos. But recent revisions of The Control of Asbestos Regulations 2006 has placed an emphasis upon employers to identify, assess, and manage asbestos present in non-domestic buildings. Additionally, contractors who are appointed by the Council to undertake removal work involving asbestos must be suitably qualified and competent. Other directly applicable legislation includes: The Environmental Protection Act 1990 Copies of the above legislation, approved codes of practice and guidance notes issued by the Health and Safety Executive are held by the Corporate Health & Safety Unit and are available on request, they are also available on the internet on tionestop of which Directorates hold a number of licenses. What is Asbestos? Asbestos is a natural mineral made up of many small fibres, which, due to it s insulating/ thermal protecting, and chemical resisting properties, has been extensively used in a wide range of building products. In certain products such as pipe or cylinder lagging, asbestos may be in a pure form but more usually it is incorporated with other materials to enhance their heat/chemical resisting and insulating characteristic. ACM s can be found in many locations within or upon a building. Some typical locations where asbestos may be found include: Boiler rooms / lofts, service ducts Structural components / beams Doors, ceilings /walls (internal) - soft lagging on pipe work. - sprayed limpet thermal protection. - loose insulation / board, fire protection. Guttering, roofing / walls (external) - formed cement sheets. Flooring / decorative coatings Services and equipment - tiles, textured coatings. - door seals, ovens, gaskets, cisterns. 5
Types of Asbestos There are three main types of asbestos, White Chrysotile Brown Amosite Blue Crocidolite These colours relate to the appearance during laboratory analysis and should not be used for the identification of asbestos found in building materials, which often contain artificial dyes. Health Risks It is recognised that there is a risk of lung and other cancer s including Mesothelioma (cancer of the abdominal and lung lining) through exposure to airborne dust containing asbestos fibres. The microscopic fibres of asbestos can become lodged, and remain in the lung tissue over a period of time, even up to sixty years, leading to irritation and the formation of tumours. Other debilitating conditions include Asbestosis, a chronic and progressive fibrosis of the lungs as a result of prolonged exposure to asbestos dust. People who smoke are known to be at greater risk of contracting asbestos related cancer than those who do not. Health Surveillance Any employee appointed to undertake work with asbestos will be subjected to a health surveillance scheme in line with the requirements of the Control of Asbestos Regulations 2006. The Council s appointed Occupational Health Advisor will manage this scheme. Information, Instruction & Training The Council will ensure that employees receive appropriate information, instruction and training to enable them to safely carry out their duties regarding ACM's within Council owned or occupied buildings. This responsibility lies with all Heads of Service, Senior Managers, Managers and Supervisors having control of such employees. Review These arrangements will be reviewed as part of the Corporate Safety Policy review or earlier if new legislation or specific incidents deem necessary. 6
PART B MANAGEMENT PLAN 1 Introduction This Management Plan has been prepared to ensure that the Council complies with its asbestos management obligations under The Control of Asbestos Regulations 2006 and the arrangements for the management of Asbestos Containing Materials (ACM s) as contained in the Corporate Safety Policy. It is intended that this plan will provide advice, information, and specialist support to building managers, supervisors and head teachers to ensure they comply with the regulations. 2 Roles and Responsibilities Property/Building/Site Manager and Head Teacher is responsible for: 2.1 Property/Building or Site Managers MUST NOT allow ANY work or activity of any kind that will result in the damage or disturbance of ANY known or suspected ACM. MUST ensure that all contractors attending to undertake work within the property read this property asbestos management plan and complete the Contractors sheet at the end of this document APPENDIX 6 MUST NOT allow ANY property work that has the potential to disturb asbestos materials without first contacting the South Tyneside Council Asbestos Surveyor within Asset Management Department on 0191 424 7685 or if outside of normal working hours, contact 07557203980 2.2 Report any damage or deterioration of any known or suspected ACM to the Asset Management Department. 2.3 Managers must note that Asbestos survey information may not have fully identified all ACM s within the property. 2.4 Refer to Appendix 5 of this document for current property asbestos information. 2.5 Are responsible for the ACM s on or within the property and the implementation of the Councils arrangements for the management of Asbestos Containing Materials (ACM s) as contained in the Corporate Safety Policy and relevant Management Plan. 2.6 Will ensure the reporting of Asbestos Incidents via the Asbestos Reporting Procedure AS1 (Appendix 2). The Asbestos Surveyor Asset Management Department is to be responsible for: 2.7 Overall responsibility for developing the Councils Management Plan. 7
2.8 Ensuring the free flow of asbestos survey information to managers, tenants, staff, contract administrators, planning supervisors, and members of the public where appropriate. 2.9 Ensuring that asbestos surveys are undertaken and all survey information is captured and an asbestos management system is managed and updated. 2.10 Ensuring that risk assessments and plans of work are completed. 2.11 Managing budgets that can be used for surveys, emergency, revenue and capital works relating to ACM s where instructed. 2.12 Request procurement for the appointment of approved licensed asbestos removal contractors. Ensuring that asbestos works are carried out in a safe and controlled manner. Carry out audits and risk assessments as appropriate. 2.13 Procurement / appointment of UKAS accredited environmental analyst to carry out asbestos surveys, air monitoring and bulk sample identification. 2.14 Liaison with Contract Administrator and/ or CDMC in relation to asbestos works being carried out as part of larger property projects. 2.15 Ensuring adequate asbestos survey information is available prior to maintenance, refurbishment and demolition works, and that surveys are undertaken in accordance with HSE guidance HSG 264. 2.16 Responding to asbestos incidents in accordance with procedure. 2.17 Requesting asbestos works services to be undertaken or managed by colleagues in other teams/departments and contractors. 2.18 The Department will commission a rolling program of asbestos surveys to comply with the requirements of the legislation, best practice and Council adopted policy. 2.19 Properties that have not been surveyed will be linked to surveyed properties in order to identify likely asbestos containing materials prior to any responsive maintenance works. 2.20 Surveys will be carried out in accordance with HSE guidance HSG 264. A Management survey (non-intrusive) will be commissioned for general survey and inspection. Note these surveys do not access hidden materials! A Refurbishment or Demolition survey (intrusive) will be commissioned where structural alteration or demolition works are required. 2.21 A survey of all new premises will be commissioned as part of standard accommodation procurement procedures where no relevant information can be provided by the vendor. Costs associated should be the responsibility of the vendor. 2.22 Asbestos survey information for any estate being disposed of will be provided to the purchaser as part of the sale. 2.23 Asbestos records will be held upon the STC electronic systems, this will be made available in read only format upon shared access drives upon the Council IT system. The database includes risk assessment and management plan modules. 8
The Council s H&S Team is responsible for: 2.24 Review the Councils arrangements for the management of ACM s as contained in the Corporate Safety Policy and the provision of support and technical advice. 2.25 Monitoring and auditing of Council asbestos policy and management plan. 2.26 Monitoring and auditing of consultants and contractors to ensure compliance with legislation, HSE Guidance and Council policy. 2.27 The resourcing of suitable training of Council managers involved in property management, control of contractors, and directly employed maintenance staff. 2.28 Assisting Asset Management in the execution of their duties and responsibilities. Asbestos Removal Contractor will be responsible for: 2.29 The discharge of their duties in full compliance with statutory obligations, official codes of practice and the Councils Asbestos Management Plan while engaged upon Council controlled property. Environmental Analysts Survey s and Monitoring Services will be responsible for: 2.30 The discharge of their duties in full compliance with statutory obligations, official codes of practice and the Councils Asbestos Management Plan while engaged upon Council controlled property. Project: Architect & Designers 2.31 Must consider Asbestos Containing Materials in project design and specification. 2.32 Must obtain any asbestos reports or information particular to the project and afford design and specification accordingly. 3 Asbestos Removal/Repair & Clearance Asbestos Removal Works Asbestos removal works may result from an asbestos incident or to enable; capital investment, responsive repairs or planned maintenance works. Contractors who possess a current and relevant license issued by the HSE will under take all asbestos removal work and repair of notifiable asbestos containing materials. Works will strictly comply with all relevant legislation and HSE guidance. 9
Supervision and Monitoring by Environmental/Analytical Consultant The environmental analyst will normally be required to undertake full technical supervision and monitoring of asbestos removal works. The analyst may be contracted to ensure that the removal contractor adheres to all relevant legislation, guidance and Council procedure. The analyst will liaise with the contract administrator and all other contractors on site as instructed. Clearance - An area will not be considered suitable for re occupation or normal use until the environmental analyst has provided written assurance that all necessary clearance procedures have been satisfactorily completed. 4 Procedure for an Asbestos Incident This procedure is illustrated on the flowchart in Appendix 1 Asbestos Incident Procedure. The Council Asbestos Incident Report Procedure AS 1 must also be observed (see Appendix 2) If material known or suspected of containing asbestos is damaged then the area must be immediately vacated. The windows should be closed and the door locked where possible. Seek assistance contact Asbestos Surveyor (Asset Management) The relevant Property Manager or Department Head must be informed. The asbestos records will be checked to identify the material. Where asbestos is identified or the information is inadequate, the Asbestos Surveyor shall engage an environmental analyst to undertake a survey and risk assessment of the area, to include bulk samples and reassurance air tests. If the material is found to be non-asbestos, the area will be reopened. Should the material be found to contain asbestos, to correct the situation; a scope of work must be agreed with the appointed environmental analyst, an asbestos removal contractor and Asset Management contract administrator, to repair or remove the material as soon as possible. The asbestos removal contractor and environmental analyst should be appointed. The removal contractor will submit notification to the HSE where appropriate. The area will remain closed until the asbestos works are complete and the environmental analyst has issued the relevant clearance certificates. It may be necessary to programme further asbestos removal works. All details of an incident must be recorded on an asbestos incident report form, which must be completed on site and returned to the Property Manager or Department Head with a copy being retained by Asset Management. This will also enable the asbestos records to be updated. 5 Cyclical & Response Maintenance Works All maintenance and contracting works are required to be undertaken safely and without any unplanned/uncontrolled disturbing Asbestos Containing Materials (ACM s). 10
The ordering officer must ensure that no ACM will be disturbed both directly and indirectly as a consequence of the work by investigating the asbestos record for the property. If ACM(s) are to be affected the ordering officer must refer the work to the Asbestos Surveyor/Specialist Services team for further information or specialist contracting. The work may be ordered or proceed only when the ordering officer is satisfied that no ACM s will be affected or it is being undertaken by suitably competent contractors. Refer to Appendix 3 Flowchart. 6 Planned Maintenance & Project Works All planned maintenance or project (Capital) works are required to be undertaken safely and without any unplanned/uncontrolled disturbing Asbestos Containing Materials (ACM s). Those having management responsibilities including project management teams must undertake suitable asbestos investigations in advance to inform the scope of works, particular specifications and controls, and assist in suitable contractor selection. Relevant asbestos information must be provided to main contractors and by them to any sub-contractors involved. Where required a Refurbishment Asbestos Survey will be commissioned by the Asbestos Surveyor, this will be provided and used to inform the project. The Project Manager will use the information to prepare relevant specifications for works and selection and appointment of contractors. An independent UKAS Analytical Consultancy will be appointed to undertake supervision of any relevant licensed asbestos contracting works and issue certificates of compliance, clearance fibre counting in air, and completion before the main contracting/project works can begin. The Project Manager will inform the Asbestos Surveyor of any asbestos works undertaken in order to update the relevant property records. Refer to Appendix 4 - Flowchart 7 Identification Labels Asbestos containing materials in non-domestic locations are to be identified by a standard label following survey report production. Label Example a 0191 4247239 or 07717630687 11
APPENDIX 1 Asbestos Incident Procedure Accidental Damage of Suspected or known Asbestos Material SECURE THE AREA INFORM BUILDING/SITE MANAGER to: Investigate /consult or Telephone Asbestos Surveyor Out of hours contact = 07557203980 YES MATERIAL IS ASBESTOS NO MATERIAL IS NOT ASBESTOS No further action required Open area for normal activity Asset Management to DETERMINE SCOPE OF WORKS REQUIRED TO MAKE THE AREA SAFE: Environmental cleaning Sealing Encapsulation Abatement removal Complete AS1 Report Appoint Suitably Competent Asbestos Contractor Appoint UKAS Analyst to supervise and certificate Work completed on Analyst issue of clearance and re-occupation certificates Open the area for normal use UPDATE ASBESTOS RECORDS DATABASE & REGISTERS Programme any further asbestos works where identified 12
APPENDIX 2 Asbestos Incident Report Form and AS 1 Procedure SOUTH TYNSIDE METROPOLITAN BOROUGH COUNCIL Asbestos Incident Report Incident ref No This form is to be completed in conjunction with the requirements of Appendix L of the Corporate Health and Safety Policy Document. This section is to be completed by the person involved in the incident, complete all boxes Part 1 Mr/Mrs/Ms Surname Christian Names Address Occupation: Payroll No: Department: Section: D.O.B. When and where did the incident occur (please complete all of the boxes below) Date: Location: (be specific) Time: am/pm When and who did you report the incident to? (Please complete all the boxes below). Date reported? Time reported? To whom reported? / / : am/pm What type of work were you doing? (Please give as much detail as possible of how asbestos exposure occurred) 13
Were you wearing any protective equipment? e.g. Dust mask, respiratory equipment, overalls, protective gloves etc; (please list below). What information did you receive prior to commencement of the work regarding the presence of any asbestos in the work area? (Please state below). I hereby declare that the statements and particulars contained in my report (part 1) are true, to the best of my knowledge, and that no material information within my knowledge has been withheld. Signature: Date: To be completed by the immediate manager or responsible person, of the employee involved in the incident (please complete all of the boxes below) Do you agree with the details provided by the employee overleaf, if no please explain why not in the box provided below. YES NO Have the materials in question ever been analysed for the presence of asbestos? YES If yes please provide the details: Name and address of When was the analysis done? What was the result of the analyser? / / analysis? NO If the materials in question have not been analysed please arrange for the materials to be immediately sampled and complete the boxes below once the results of analysis have been returned. Location of and type of material sent for analysis? Location: Type of material: When was the sample taken for analysis and by whom Date: Name: Results of analysis Negative / Positive Percentage: (if any) Type: (if any) 14
Result of Air Test: Positive/Negative necessary) (delete as Date of Air Test: Time: am/pm Action taken following the incident: Name: Designation: Signature: Date: This section is to be completed by the safety section (if applicable). Signature: Date: Administration requirements Senior manager: Asbestos Report Person involved: Asbestos Report Safety Advisor Insurance: Asbestos Report Trade Union Representative: Asbestos Report 15
ASBESTOS INCIDENT REPORT PROCEDURE AS1 This procedure is to be implemented in the event of a release or exposure to suspected asbestos as a result of work activities. 1. The employee must immediately inform their supervisor of their suspected exposure. 2. The supervisor/manager will then arrange for the area to be segregated and the suspect asbestos containing material tested by contacting the Asset Management Asbestos Team using the appropriate pro forma s. 3. The supervisor/manager must then telephone the Central Safety Section and receive an asbestos incident number, they will then enter into the box located in the top right hand corner of the Asbestos incident report form. 4. The employee must then complete the front page of the asbestos incident report form and sign and date it. 5. The supervisor/manager must then complete the rear of the asbestos incident report form up to the section to be completed by the Safety Section. 6. The supervisor/manager must then forward the asbestos incident report form to the Central Safety Section. 7. The Safety Section will then consider the information detailed on the asbestos report form and comment if deemed necessary. 8. The Safety Section will then copy the Asbestos Incident Report form and file it in the asbestos incident file, returning the original copy to the Asset Management Asbestos Team where it will be entered into the employees personal file. The admin section will also copy the completed asbestos incident form and forward the copies to the Insurance section, the appropriate Trade Union representative, the person involved in the incident and the appropriate senior manager. 16
APPENDIX 3 CYCLICAL & RESPONSE MAINTENANCE WORKS PROCEDURE Maintenance Works Requested Ordering officer consults Asbestos Records & Asbestos Surveyor Are any Asbestos materials identified? NONE YES Will the asbestos materials be disturbed by the works activities? YES NO Maintenance contractor to proceed with all due care Contact Asbestos Surveyor Refer the Work back to the Asbestos Surveyor/Specialist Team for specialist contracting Suspected Asbestos Materials found STOP WORK CONTACT Asbestos Surveyor 17
APPENDIX 4 PLANNED MAINTENANCE & PROJECT WORKS PROCEDURE WORKS/PROJECT IDENTIFIED Contract Management Appointments as necessary. Consult Asbestos Records Could any of the works disturb Asbestos materials? NO Planned works to proceed with caution. Contact Asbestos Surveyor if suspected asbestos is found Not sure YES Asbestos Surveyor to Commission Refurbishment / Demolition Asbestos Survey NO Has the FULL extent of the Asbestos been identified? YES Project Manager Prepare schedule and specification for Removal Works to be undertaken by suitably competent Contractor Appoint suitably competent Asbestos Removal Contractor Evaluate risk assessments and method statements Submit 14-day notification if required (Licensed Contractor) Undertake Asbestos/enabling works Appoint independent UKAS Analyst for supervision, monitoring and certification Reporting direct to the Project Manager/Planning supervisor providing certificates at completion stages PLANNED WORKS TO PROCEED WITH CAUTION Any suspected asbestos materials found = Contact Asbestos Surveyor UPDATE ASBESTOS RECORDS (Asbestos Surveyor) 18
Appendix 5/6 PROPERTY ASBESTOS INFORMATION & CONTRACTORS SIGN-OFF SHEET Property/Building or Site Managers MUST NOT allow ANY work or activity that will result in the damage or disturbance of ANY known or suspected Asbestos Containing Material. Managers and staff MUST report any damage or deterioration of any known or suspected Asbestos Containing Material. Managers must seek support or advice where asbestos issues are likely to arise. Support and Advice will be provided by: South Tyneside Council Asbestos Surveyors within the Asset Management Department on 0191 424 7685 or 07557203980 (Helpline for Out of Normal Working Hours) Property/Building or Site managers are responsible for the ACM s on or within the property and the implementation of STC Asbestos Policy and relevant Management Plan. The Manager will ensure the reporting of Asbestos Incidents via the Asbestos Reporting Procedure (AS1) SUPPORTING INFORMATION MAY NOT BE FULLY COMPREHENSIVE AND WILL BE SUBJECT TO REVIEW/UPDATING. CAUTION! Areas not surveyed MAY contain asbestos, further assistance should be sought if access to these areas or items is required. Asbestos may also be hidden beneath surface materials within any area, intrusive works must be prior reported and suitably assessed. IN SUBSEQUENT PAGES - PLEASE FIND THE FOLLOWING PROPERTY INFORMATION - Asbestos Survey Findings, including plans and limited access areas. - Contractors sign-off sheets. 19
Appendix 5 PROPERTY ASBESTOS INFORMATION Includes- - 20
Appendix 6 CONTRACTORS SIGN-OFF SHEET PROPERTY MAINTENANCE/WORKS SIGN-OFF SHEET CONTRACTORS UNDERTAKING ANY WORK WITHIN THE BUILDING MUST READ THE PROPERTY ASBESTOS MANAGEMENT PLAN AND COMPLETE THIS FORM DATE COMPANY NAME I confirm that I have read the property Asbestos Management Plan and we will not interfere with or damage any asbestos containing material: SIGNED: 21
Appendix 6 PROPERTY MAINTENANCE/WORKS SIGN-OFF SHEET CONTRACTORS UNDERTAKING ANY WORK WITHIN THE BUILDING MUST READ THE PROPERTY ASBESTOS MANAGEMENT PLAN AND COMPLETE THIS FORM DATE COMPANY NAME I confirm that I have read the property Asbestos Management Plan and we will not interfere with or damage any asbestos containing material: SIGNED: 22