Six Approved Codes of Practice have recently been re-issued, which apply to premises/facilities management.  All six feature legal duties and while ACoPs are not legally binding in themselves they do have a special legal status in that in a court case they can be used as evidence of good practice and if you have failed to comply with the guidance which they contain you would then have to prove that the steps which you took provided an equivalent or better standard of protection.  Therefore, while not legally binding – it does make sense to understand it and make sure that you are doing sufficient to be judged as complying!

All the documents are available free on the HSE website: www.hse.gov.uk

Ref:	TITLE	You need to read   this if you ….
L8	Legionnaires disease. The control of legionella bacteria   in water systems	Are responsible for premises with any kind of water system
L5	Control of Substances Hazardous to Health (COSHH)	Use or create any hazardous substances in your   organisation  eg for cleaning
L24	Workplace health, safety and welfare	Are responsible generally for any work premises of any   sort
L138	Dangerous substances and Explosive Atmospheres	Use or handle flammable liquids, gases or dusts in your   organisation
L56	Safety in the installation and use of gas systems and   appliances	Have gas heating or other gas fired appliances in your   premises – especially if you are responsible for their maintenance
L143	Managing and working with asbestos	Are responsible for buildings of any sort unless you are   certain there is no asbestos present.

London Fire Brigade has recently announced that it will begin to fine companies if they have to attend more than 9 false call-outs in the course of a year. They are planning to charge £290 plus VAT for the 10th and any subsequent call outs in any 12 month period.  It is thought that many other fire authorities will follow this lead. At present the London Fire Brigade do not intend applying this sanction to care homes or domestic properties but it will apply to all other workplaces eg hospitals, factories, colleges, retail premisesIt is estimated that there were over 40,000 false call outs in London alone last year and that these accounted for a third of all incidents.  This is clearly a major issue and worryingly when a crew is attending a false call-out it can not be on call to attend a genuine incident.

The best way to ensure that you are not faced with this kind of bill is to make sure that your alarm system is functioning correctly and is properly maintained at all times eg make sure that you have an up to date service contract and that it is set correctly so that it cannot be triggered by normal working processes in your premises.  If false alarms do occur then always investigate them fully to establish the cause of problem and deal with the root cause fully to prevent repeat incidents.

HSE have recently issued guidance to clarify some of the misconceptions about using ladders at work. A key issue is the understanding of the “3 points of contact” rule. Workers can minimise their risk of falling by always retaining 3 points of contact – therefore when climbing they only move a foot when both hands are secure and vice versa. However, the new guidance makes it clear that when working from steps the rule does not mean that one hand has to always be on the ladder – as this would limit tasks to those which can only be done with one hand!  One of the 3 points of contact might be a knee or other part of the body: the key being to make sure that the worker is stable and secure at all times.

The guidance also clarifies the misunderstanding that ladders at work are banned.  They are not – but they should only be used for short, light duration work! Your first thought when faced with a task which seems to require  working at height should always be, is there another way to do this task which can avoid work at height. An example would be cleaning windows – instead of standing on ladders for an extended duration, you could stand on the ground and use an extended brush instead.

Wintery weather brings with it a host of H&S issues. Below are some of the common problems and some practical guidance to help you through the storms…

1.      Is there a minimum working temperature?

The Workplace Regulations 1992 states only that the temperature should be “reasonable” and this is generally accepted to be no less than 16°C. However this often does fluctuate dependent on the type of work taking place. The regulations also state that the employer should provide sufficient thermometers for regular checks to take place and that the temperature should be recorded at 0.5m above floor level.

Use of area	MinimumTemperature
Areas of lower   than normal level of physical activity, eg sick rooms	21°C
Normal activity	18°C
Higher than   normal levels of physical activity	15°C

For schools it is important to be aware that some teaching unions give guidance that there should be an overall temperature of 18°C as children are regarded as less able to withstand low temperatures than adults. In Scotland the current guidance however is 17°C for rooms of normal levels of physical activity.

2. Can I put extra heaters in work areas?

Where extra heaters are placed in a work area as a form of emergency or supplementary heating they must conform to all normal safety precautions. Where LPG gas stoves are used the room must have adequate ventilation and fuel should be stored outside the building – never in the same room as the heater. The cylinders should only be changed by trained, authorised personnel. The heaters should be adequately guarded. Wet clothing should not be placed over the heaters to dry off. The heaters should be situated so that they don’t block fire escape routes. It is never acceptable to allow, or expect,  staff to bring in portable heaters from their own homes. In schools you should always ensure that students are not permitted to light heaters or adjust the heater.

 

3.      Do I really need to put extra mats down at external doors?

This really is a case of using common sense and dealing with situations as they arise. Where a floor can’t be kept dry eg beside the main entrance to the building, it ought to be sufficiently rough to ensure that it is safe to walk on. In essence in wet/snowy weather the most practical answer is to put down extra matting and reinforce the idea of avoiding treading mud and snow around the building. However, it is also important that these mats should not create extra trip hazards. Remember too that during the course of the day the matting will absorb the water from the pedestrians entering the building, but will itself become saturated. It’s important therefore to check this regularly and once wet footprints start to appear near the mats it’s time to clean the area and replace the matting itself.  By ensuring that the matting extends out into the area beyond the doorway onto the actual routes into the building you can cut down on the problem of contamination with water/slush,however be aware that this is not always a straight line forward from the door.  Similarly always pay particular attention to the state of  stairs in adverse weather conditions as again, wet flooring on stair treads can be particularly hazardous.

 

4.      Do I need to clear all the snow and ice?

This is very much dictated by the layout of your own particular site. What you have to do is ensure safe access and safe egress. Therefore you should concentrate solely on clearing the areas which have high usage, particularly the walkways and external stairs.  Try to anticipate the problems by keeping a check on local weather predictions to make sure you know when freezing temperatures are expected and then act early by ensuring that areas that are at high risk of turning slippery are gritted regularly. Special attention should be given to the car parks and sloping areas, areas constantly in the shade or wet and areas of high pedestrian activity including regular shortcuts (Schools should also consider extra gritting at bus pick up points.) as conditions in these areas can deteriorate rapidly and need to be checked thoroughly. Gritting is not particularly effective on compacted snow which turns to ice and should therefore be carried out when the area is likely to be damp or wet and the ground temperature is at or already below freezing eg early evening before frost settles or early in the morning before staff arrive. Remember that grit/salt doesn’t work at once but needs time to dissolve into the moisture on the ground. Equally, there is no point in gritting if it is already raining as this simply washes the salt away.  Where it is not possible to grit effectively be prepared to have alternative routes available.  If necessary use cones to divert people away from certain areas, however do remember to remove them once the hazard has passed or they will simply be ignored.

 

5. Think ahead to avoid a crisis

While bad weather is inevitable in winter, forward planning can help to avoid a crisis. High winds are likely to be a problem in winter months and this can cause a build up of wet and decaying leaves. The hazard here is two fold, they not only are a slip risk themselves but a build up of leaves can hide any other hazard which may be on the path. Ensure that leaves are cleared regularly and also ensure that they are not allowed to block drains and gutters as this can then lead to further problems, particularly on flat-roofed buildings.

 

6. Reduce staff discomfort!

The extra work involved in keep  a site safe in winter means that it is important to be conscious of the safety of the  actual maintenance staff working outdoors. Correct personal  protective equipment should be available to those required to work outdoors: this might include fleece jackets and gloves.  They also need to be given guidance on signs of frostbite/hypothermia and the importance of keeping warm while working.  They should also be given ample opportunities to take breaks out of the cold.  Finally always ensure that they have adequate lighting to work.