Section 5. Management of Fire Safety Provisions

5.1 General

Management have an important role in the development of the fire safety strategy for any food processing or cold storage facility. A complete fire safety strategy can only be effective, if management includes the measures required by the statutory regulations, and also adopts the relevant recommendations from this guide. The strategy needs to be audited on a regular basis, which is also the responsibility of the management team.

The management's main functions are:

i) to undertake regular risk assessments of fire hazard areas.

ii) to minimise the hazards which could cause a fire.

iii) to prepare an evacuation plan, lay down procedures to be adopted in the event of a fire, organise evacuation practices, provide training; all of which shall be recorded.

iv) to identify the staff that are responsible for fire safety, and, where appropriate, appoint a fire safety officer (manager); organise a chain of responsibility and ensure that all such staff are adequately trained.

v) to analyse any 'near-miss' events, maintain a record of such events and any policy changes or actions resulting from such an analysis.

vi) to maintain all escape routes free from obstruction and where necessary, e.g. open storage areas and factories, identify such routes by floor markings.

vii) to maintain the environment free from accumulations of combustible waste.

viii) to ensure that any contractors or sub-contractors are controlled and briefed in respect of fire safety procedures operating within the plant.

ix) to maintain the building structure throughout its life through control and audit procedures. (Note: to include identification of panels).

x) to consult with fire and building control authorities before embarking upon any proposed structural changes.

5.2 Fire Safety Manual

The manager of the building will require a fire safety manual which addresses the major issues. It will contain details of the fire safety systems and structural provisions for achieving fire safety, (i.e. not just those required to satisfy the statutory needs, but also those recommendations taken from this document to ensure that the fire risk and its consequences are minimised). It is important that the manual identifies hazards areas, the means of escape, final exit points and places of assembly. The manual will require a policy statement from the owners recognising the importance of fire.

The manual will need to co-ordinate the fire safety requirements with other sectors, e.g. security and operators.

Recommendations

The manager shall develop/maintain a fire safety manual.

The fire safety manual shall:

• contain details of the management team and their individual fire safety responsibilities
  (see 5.3);
• record the fire safety training of all staff;
• schedule the maintenance and testing of fire safety installations to be carried out be competent persons on a regular basis to at least the frequencies recommended in associated standards and codes;
• detail the location of compartmentation lines and doors required for fire resistance, the location and type of fire fighting equipment, location of alarms, location of detectors (smoke and fire), location of control panels and equipment for controlling suppression or smoke movement. These drawings should cross reference to the 'as built' system drawings and commissioning tests;
• identify procedures to be followed in the event of a fire (see 5.4);
• contain records of the testing of fire safety systems, the results of monitored fire drills, and any fire incidents. To avoid unnecessary duplication, it is advisable to consult with the fire authority to ensure that the fire safety manual is acceptable in lieu of the logbook required as part of the certification provision under the Fire Precautions Act 1971.
• designate adequate access for fire fighters and the provision of any special fire fighting facilities, as determined in conjunction with the fire brigade during pre-planning consultants.
• detail any pre-planned and agreed procedures with the fire service to be undertaken in the event of a fire, with respect to ensuring all relevant details are passed to the fire service about the fire and its location, and any agreed procedures with respect to salvage.

5.3 Management and Staff Structure

The key policy statements (referred to above) should be linked to a clearly defined management staff structure to deal with fire safety. A single individual at senior management level should be given overall responsibility for fire safety. Their duties should include being responsible to the owner for ensuring compliance with all regulatory provisions relating to fire safety, for example those under the Fire Precautions act 1971, and any conditions imposed by any fire certificate issued under the Act. Each position in the management and staff structure should have their responsibilities and duties for fire safety clearly defined. It is important that the responsibilities and duties allocated to each position in the structure reflect the likely capabilities of the persons who will occupy these positions.

Recommendations

• A fire safety manager should be appointed to take responsibility for the day-to-day safety management of the building. If the building is large and/or complex, or is in multi-company occupation, the fire safety manager should head a fire safety review committee of senior staff responsible for the major facilities in the building.
• The fire safety manager should appoint a duty safety officer in every shift to be the key decision maker in responding to any incident. The duty safety officer should be present whenever the building is occupied. In the case of a fire incident, the duty safety officer would hand over control to the fire service on their arrival.
• Staff should be trained on their fire responsibilities, including specific actions on hearing an alarm.
• Operatives should be trained to be aware of any risks associated with the particular piece of machinery they are using, and should know how to shut it down and isolate it in the event of a fire.
• Security personnel should be fully briefed as to the extent of their duties concerning fire precautions and fire detection both during and outside working/opening hours. This should include:
• - the timing of the patrols to all parts of the building.
• - the action to be taken on hearing an alarm and how, and where, to call the fire service in every case of fire or suspected fire.
• - which telephones are connected to an exchange line (at least one per floor, or more if the floor areas are large).
• - the action on finding a fire, including the use of manual fire fighting equipment.
• - the operation of automatic fire alarms, sprinklers, etc.
• - the position of all mains services controls.
• The duty on-site member should be able to direct the fire fighters to the affected area and be ready with any necessary keys

5.4 Procedures to be Followed in the Event of a Fire

Detailed procedures are required for all levels of staff, which identify the actions and responsibilities if they discover a fire, or if a fire alarm is activated. Security/out of hours staff may also play an essential role in protective a property when it is non-operational, and it is important that they receive adequate fire training.

Recommendations

The procedures to be adopted in the event of a fire being detected should include how to:

• operate the fire alarm system and alert employees (or selected employees) and any control room, to the possible emergency.
• send an alarm call to the fire services immediately including pre-arranged detail as necessary.
• organise and effect the movement and/or evacuation of employees and the public.
• establish the location and apparent extent of the fire and assess the situation.
• take steps consistent with the safety of individuals to fight the fire.
• ensure that everyone assembles at a place of safety and is accounted for, so that if anyone is missing the fire service can be informed on their arrival.
• ensure that, on arrival of the fire service, every assistance is given to enable them to attack the fire effectively, and in particular inform the fire service of the situation as regards the safety and whereabouts of the occupants of the building.
• implement any pre-planned procedures with respect to salvage.

5.5 Staff Training

An essential part of the management's duties in respect of fire safety is the training of staff. The training needs to be based on written instructions appropriate to their specific responsibilities in the event of an emergency.

All staff, including part-time members and cleaning staff, need to be familiar with the actions to be taken in the event of fire, as well as how to call the fire service, implement basic fire prevention and note the exits and exit routes appropriate to their location in the premises. Night staff need to be specially trained in the first aid fire fighting.

Many of the staff, e.g.. control room, security (including night security patrols) and maintenance staff, will need to have specific responsibilities in respect of fire safety, and the instruction and training will need to cater for such staff.

Fire safety training needs to be a continuous feature, commencing on the first day of appointment of new staff and continuing in the form of regular refresher training. It should form part of the planning, training and monitoring activity laid down in the fire safety manual.

Recommendations

• All training should be given by a competent person.
• All staff should be trained and instructed in the following matters:
• - the action to be taken upon discovering a fire;
• - raising the alarm, including the location of alarm call points and alarm indicator panels;
• - the action to be taken upon hearing the fire alarm;
• - the correct method of calling the fire service;
• - the location and use of fire fighting equipment;
• - knowledge of the escape routes.
• - appreciation of the importance of the fire doors
  and the need to close all doors at the time of a fire and on hearing the alarm.
• - stopping machines and processes and isolating power supplies, where appropriate.
• - evacuation of the building (this will include reassuring any members of the public, escorting them to exits, and encouraging them to get well clear of the building).
• Induction training for new staff should be given on the first day of their appointment and should include instruction on what to do if fire is discovered, what to do when hearing the fire alarm, and should also involve a walk over the various escape routes.
• All staff should receive comprehensive training in general fire routine, and in basic fire prevention, including the rules concerning smoking, as soon as practicable after appointment.
• Staff with specific responsibilities in the event of fire should receive instructions and training appropriate to their role.
• All staff should receive instructions and training in the use of the portable fire fighting equipment provided in the premises.
• All staff should receive appropriate refresher training at least once, and preferably twice, in each period of 12 months.
• Details of the training given/received should be recorded.

5.6 Management of Contractors

A number of serious fires have occurred during maintenance, alternations and additions to cold stores and food processing areas carried out by contractors and specialist sub-contractors.

There is a need to consider fire precautions when planning any refurbishment or upgrading of premises, and managers have a legal requirement to consult with the appropriate authorities, providing full details of what is proposed, when undertaking extensions or alterations.

Dangers can arise when buildings are in the course of extension and alteration but are still partly in use. These dangers arise in part from loss or diversion of escape routes, and in part from the disruption of fire protection facilities. It is therefore essential that such dangers be minimised by making any necessary alternative arrangements. Adequate provision also needs to be made where extensions and alterations involve escape routes and/or fire protection facilities during adjacent occupancies, or buildings.

Failure to supervise and instruct contractors and workmen adequately about the premises frequently results in additional risk of fire. This is particularly so when it is necessary to carry out 'hot work' such as cutting or welding, or when substances give off highly flammable vapours, such as some adhesives, are in use (see section 4). A check of any area where hot work is undertaken (both during and after), are essential features of the supervision. The arrangements should also cater for the safety of the workmen themselves in the event of a fire.

A permit system will be necessary for contractors to ensure that the scope for the work and the method of working has been reviewed and agreed. Any form of heat process to be used needs to be the subject of specific approval with insistence on appropriate safeguards.

Recommendations

The following list of recommendations is not exhaustive:

• Approval should be obtained from the local building and fire authorities where appropriate, before the implementation of extensions or alterations.
• During maintenance work, and particularly when alterations are being carried out in buildings which remain occupied, appropriate arrangements should be made to ensure the safety of escape routes and the operation of all fire protection facilities.
  Note: Where maintenance work is being carried out on fire protection facilities, e.g.. hydrants, suitable alternative arrangements should be made for the safety of the building and its occupants.
• Management should ensure that adequate arrangements are made for the instruction and supervision of contractors/workmen in maintaining fire safety.
• Effective arrangements should be made to ensure that contractors/workmen are adequately briefed on the actions to be taken in case of fire and are made familiar with the appropriate escape routes.
• A log of the contractor's or workmen's attendance should be maintained so that at any time the number and location of all personnel can be ascertained.
• All contractors shall be made aware of the procedures to be followed in the event of a fire, including the location of assembly points.
• Ensure that any damage to panels or holes through panels does not reduce the protection to the core.
• Where hazardous operations have to take place
  a hot working permit system shall be implemented.