2.8 Maintenance and Repairs

1. Reporting Repairs

All staff have a responsibility for reporting deficiencies particularly if there could be ny safety implications.

1.1 Non Emergency Repairs

All non-emergency maintenance requirements should be noted in the Maintenance Request Form, which must be submitted to the Group Manager.

1.2 Emergency Repairs (Health and Safety issues)

Emergency requirements must be reported immediately to the Group Manager who will report the matter to the Maintenance Manager for action; it will be necessary to complete a Maintenance Request Form.

2. Safety Issues

If staff become aware of damage that could have safety implications for other staff and young people, they have other responsibilities beyond reporting it to managers.

It may be some time before a qualified person is available to affect a proper repair, so it may be necessary to provide temporary protection measures. These could include:

Locking a door to prevent access
Erecting a barrier with signs, if possible
Isolating an electrical circuit by switching off the trip switch and fixing a warning sign
Taping cardboard over broken glass
Removing an electrical item and locking it away
Locking away car keys in a marked envelope

The Health & Safety at Work Etc Act 1974 requires the employer and employee to have a duty of care, failure to take appropriate action in isolating the risk, could result in that individual being prosecuted by the Health & safety Executive.

3. Asbestos

Assessment

The premises will be surveyed to determine whether asbestos-containing materials are present. It will be presumed that materials contain asbestos unless there is strong evidence to the contrary. The amount and condition of the asbestos-containing material will be assessed and the measures identified to ensure that airborne asbestos fibres are not present or formed in the workplace.

A written plan

A written plan that sets out the location of the asbestos-containing material and how the risk from this material will be managed will be prepared and steps taken to put the plan into action. The plan and the arrangements will be reviewed at six monthly intervals, or when there has been a significant change to the organisation or personnel.

Control of access to asbestos-containing materials

Access to asbestos-containing materials in the premises will be controlled so as to prevent inadvertent disturbance of the material and the release of asbestos fibres. A plan or register showing the location of all asbestos-containing materials and presumed asbestos-containing materials will be made available. Systems will be put in place to ensure that anyone liable to disturb asbestos-containing materials is made aware of its location.

Monitoring and maintenance

The condition of all asbestos-containing materials or materials suspected of containing asbestos will be inspected at agreed intervals to ascertain that there has been no damage or deterioration. Where damage or deterioration is found the asbestos-containing material will be reassessed and repaired or removed as appropriate.

Asbestos-related emergencies

Procedures, including the provision of information and warning systems, to deal with asbestos-related incidents, will be in place, unless there is only a slight risk to the health of employees.

Where an employee raises a problem related to health and safety in the use of asbestos, the company will:

take all necessary steps to investigate the circumstances
take corrective measures where appropriate, and
advise the employee of actions taken.

Where a problem arises in the condition of asbestos-containing material in the premises or during work with an asbestos-containing material, the employee must:

inform a responsible person immediately, usually a supervisor or manager
in the case of an accident or emergency, respond quickly to ensure effective treatment.

4. Construction Work

In those cases where a contractor(s) is used, the company will ensure the contractor(s) is competent and has sufficient resources to carry out the work. The contractor(s) will be informed about any relevant information about the condition of the premises and any hazards that may be encountered. The company will ensure co-operation and co-ordination between all those working on the project.

The company will ensure that the CDM co-ordinator is provided (as soon as is reasonably practicable, but in any case before the commencement of the work to which it relates) with all information about the condition of any premises under its control at or on which construction work is to be or intended to be carried out.

The company will ensure that such work will not commence until suitable welfare facilities are in place and a construction phase plan is available.

The company will ensure that any health and safety file, prepared in relation to any project, is kept readily available for inspection and that when any such file is handed over to a third party the necessary steps are taken to ensure that the party understands the purpose and nature of the file.

5. Lead

Where there is work with lead, the risk assessment will include an assessment of the likelihood of accidents, incidents or emergencies related to the presence of lead. Events that will be considered are:

any serious process fire involving lead or its compounds
any serious spillage of molten lead, uncontrolled release of lead dust or fumes, or spillage of a lead alkyl
any acute process failure that could lead to a sudden release of lead fume or dust
any threat to or significant excursion over an occupational exposure limit.

Unless the quantity, type and form of the lead would create no more than a slight risk, or existing control measures and emergency arrangements are sufficient to control risk, emergency procedures will be put in place. These will include special arrangements to deal with situations that the general emergency procedures do no cover. People to manage the emergency will be nominated. Procedures will be put in place for:

employees on how they should respond to an incident
ensuring that persons not concerned with the emergency are excluded from any area of contamination
ensuring that appropriate personal protective equipment is available and is worn
isolating plant or equipment
cleaning up after spillages.

Lead is hazardous to the worker and others if the proper procedures and precautions are not observed, however it can be used safely if the following points are followed.

Ensure that you are using the correct work methods.
Ensure that you are using the controls appropriate to the work being carried out.
Ensure that the controls are working in the way in which they were designed - report any defects to your supervisor immediately.
Maintain a good standard of personal hygiene by washing all exposed areas of skin immediately on leaving the work area, and prior to smoking, eating or drinking; never smoke, eat or drink within the work area.
Use the protective clothing provided and store clothes for wearing outside the work area in a "clean" area.
Remember the training you have been given.

6. Roofing

Failure to comply with procedures laid down to ensure the safety of personnel involved in roof work could have tragic consequences. Accidents and injuries can be avoided by adopting the following precautions.

Provide properly erected and maintained access and egress to work areas.
Provide working platforms, guard rails and toeboards, etc which are suitable and adequate.
Ensure that crawling ladders or boards are secured in position and are capable of bearing the required load.
Ensure that access on or over fragile materials is guarded or that the fragile material is suitably covered.
Display prominent warning notices at all access points to fragile materials.
Ensure that safety nets are properly installed, maintained, inspected and tested and that they are as close as possible below the work.
Ensure that safety harnesses, where worn, are securely anchored and that they are properly maintained and inspected.
Ensure that risk assessments are carried out and are reviewed when necessary.
Inform workers of the results of assessments and the measures which will be taken to reduce risk.
Arrange consultation between management and employees' representatives.
Ensure that work is carried out under competent supervision.
Organise training as necessary.

7. Use of Ladders

The management of the company will, in consultation with workers and their representatives:

carry out a risk assessment of work activities involving the use of ladders; only when more suitable equipment such as scaffolds or mobile elevated working platforms cannot be used, shall their use be authorised
take all necessary measures to reduce any risks found as a result of the assessment
ensure all ladders supplied are of good construction, sound material and are suitable for the tasks to be performed
ensure all ladders used are clearly identified and regularly inspected and maintained
maintain a records system which identifies each ladder and logs each inspection, repair and maintenance procedure undertaken
provide appropriate information and training to employees who use ladders, including additional information and training where the ladder is used in a high risk environment or in a way which increases the risks involved
ensure ladders are stored in a way that does not lead to warping, defects or reduction in strength
implement a reporting system, so that any concerns, problems, risks or defects encountered while using ladders can be reported to a responsible person and the appropriate action taken.

8. Flammable Liquids

The main hazards involving flammable liquids are fire and explosion, toxic vapours and toxic or dermatitic effects due to contact with the skin. The risk of accidents can be reduced by adopting the following precautions.

Make sure that all persons who are, or will be, using flammable liquids are adequately trained.
Ensure that leaks of liquid or vapour cannot occur, by using containers which are adequately sealed and undamaged.
Where drums are stored in an open air compound, the compound must be securely fenced and surrounded by a bund sufficient to contain the contents of the largest drum plus 10%.
Transfer of liquid from one vessel to another should be carried out in the open air using proprietary syphonic devices or funnels and with suitable protective clothing.
Ensure there is adequate ventilation where flammable liquids are used in enclosed areas. The standard of ventilation will depend on the nature of the work and the particular substance in use.
Where flammable liquids are used or stored, make sure that no sources of ignition are present, such as naked lights or unprotected electrical equipment. Smoking must be prohibited and notices displayed to that effect.
Make sure that all fire-fighting equipment is well maintained, suitable and readily available for use. Staff who use flammable liquids must be trained in the use of fire extinguishers and any other measures to be taken in an emergency.
Ensure workplaces are kept free from rubbish and waste material at all times. Waste flammable liquids must be disposed of immediately.

9. Hazardous Substances

The company will, in consultation with workers and their representatives, implement the following.

An inventory of all substances hazardous to health kept on site will be maintained, with appropriate hazard information.
Competent persons will be appointed to carry out risk assessments of the exposure to substances hazardous to health and advise on their control.
All operations which involve, or may involve, exposure to substances hazardous to health will be assessed and appropriate control measures will be taken where elimination or substitution of the hazardous substance is not possible.
Engineering controls will be properly maintained and monitored to ensure their continued effectiveness. This will be achieved by planned preventive maintenance and annual performance monitoring.
All employees, and others who may work in the affected areas, will be informed of the purpose and safe operation of all engineering controls.
PPE will be used only as a last resort or as a back up measure during testing or modification of other controls.
The type and use of PPE will be carefully assessed and maintained according to manufacturers' instructions. Where possible, the number of different types will be minimised to prevent mistakes with servicing or replacement.
Each assessment will be reviewed annually and all operations using hazardous substances will be reassessed every three years.
Health surveillance of employees, where indicated to be necessary by the assessment, will be carried out by qualified professionals.
Employee health records will be kept of all exposures to substances hazardous to health for a minimum of 40 years.
All employees will be provided with comprehensible information and appropriate training on the nature of the hazardous substances with which they are working and they will be informed about any monitoring and health surveillance results.
All changes to control measures and changes of PPE will be properly assessed and no new substances will be introduced into the workplace without prior assessment.

Also see Housekeeping Procedure Section 5, Hazardous Waste Removal

10. Personal Protective Clothing and Equipment

NOTE: This applies to Maintenance Staff only: Appropriate equipment is available in every location. Ear protectors must always be worn when using noisy equipment e.g. hammer drills and strimmers. Goggles must be used if there is a risk from flying fragments damaging the eyes e.g. when using disc cutters. Helmets should be worn if there is any chance of items falling from above or when working at a height greater than 2 metres.

The use of personal protective equipment (PPE)is an important means of controlling risks involved in various work activities. To ensure that it is effective, it is necessary to follow the manufacturer's and employer's instructions on its correct use. The following procedures should be observed when using PPE.

Ensure that protective clothing fits properly and adjust PPE so that it is comfortable when working.
Make sure that the PPE is functioning correctly before use in specified work activity: if in any doubt, report the suspected defect.
When using two (or more) types of PPE together, ensure that items are compatible when used together and that combined use does not reduce their effectiveness.
Report symptoms of discomfort or ill health immediately.
Inform the employer of any training needs.

11. Use of Hand Tools

Clifford House will make suitable and sufficient assessments of the risks to health and duty of staff undertaking work whilst using hand tools by using the following guidelines:

ensure that the correct tool for the job is provided
ensure that employees do not misuse tools, which can lead to damage of materials, equipments and the tools as well as possibly leading to injury
implement a system for reporting defective tools at all workplaces
inform users of their responsibility to maintain tools and report any defects to their immediate supervisor
ensure that defective tools are taken out of use and returned to the stores
implement a system for the replacement of defective tools which will be made known to all employees
arrange for tools to be repaired by trained personnel only
arrange for regular inspection of electrically powered tools in accordance with EAWR; all such tools will be tagged showing the date of the last test
provide personal protective equipment if necessary
ensure that work areas are kept clear of debris and any items that may impede the safe and efficient use of tools
provide suitable storage facilities for tools.

12. Regular Inspections

Certain items e.g. Gas and electrical systems, fire appliances etc are subject to external inspection on an annual basis by specialist outside agencies. The certificates recording such inspections are kept at the Home and a copy forwarded to Head Office. The Group Manager is responsible for ensuring that checks are always up to date. The Health and Safety Manager will monitor the completion of these tests.

13. Visiting Contractors

Where it is necessary for Contractors to undertake work at Resources occupied by young people, the manager must arrange for the Contractor to read/sign a Contractors Agreement, and the manager must give written permission.

In circumstances where construction work is being carried out for an employer or occupier by contractors (and where no agent has been appointed), they should ensure that;

competent CDM co-ordinator(s) and principal contractor(s) are appointed, having sufficient resources
no construction work commences unless an adequate health and safety plan has been prepared
suitable information is provided to the CDM co-ordinator
the health and safety file is handled effectively steps required to ensure compliance with CDM are integrated with those required to meet the requirements of HSW Act and MHSWR.

End