Health & Safety Audit & Inspection

Atlas House

St. Helens Council Chief Executives

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Background A Health and Safety Audit and Inspection of the above site was undertaken on December 7, 2010, by Claire Millington, Health and Safety Advisor. The aims and objectives were to evaluate compliance with relevant statutory instruments; Health and Safety at Work etc. Act 1974 including its associated legislation, and St. Helens Council procedures. The process involved a combination of sampling relevant documentation and a thorough inspection of the building and its grounds.

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The building is located on Corporation Street, St Helens and consists of three storeys. The building has been occupied by the Children and Young Peoples Services since construction was completed during August 2008. At the time of the audit approximately 320-340 members of staff were sited within the offices. The Caretaking and Cleaning function is provided by the Environmental Protection Department and is subject to a separate audit, therefore, it has not been considered within this report. It is intended to audit and inspect all the services based within the building individually, therefore, this exercise primarily focused on the building and its associated services, in addition to an audit of the St. Helens Council Fire Safety Log Book, and the Hydraclean binder (a management tool for the control of Legionella bacteria within water systems). Mr Chris Dove, Public Buildings and Support Services Manager, accompanied the Health and Safety Advisor, during part of the inspection. Site Safety Management Steve Gaskell, Assistant Director Commissioning and Business Support, manages health and safety matters on site. Mr Gaskell was informed of several of the issues identified during the audit and inspection process by the Health & Safety Advisor following the visit, to enable more urgent issues to be addressed promptly rather than delay until production of this report.

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There was evidence that office inspections were being undertaken using the Councils Office Inspection Checklist. A sample of the checklists were scrutinised during the audit;

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Inspections were being undertaken on a monthly basis, with one checklist completed for each floor. The main issue identified, concerned a long-term problem regarding the climate within the ground and first floor offices, due to drafts of cool air emanating from the air conditioning units. This was also raised as a concern by several staff during Health and Safety Advisors inspection of the work areas. The Approved Code of Practice that accompanies the Workplace (Health Safety and Welfare) Regulations 1992, states that the temperature of workrooms should normally be at least 16oC. Several thermometers were located throughout the offices on each floor, which during the visit were displaying temperatures within an acceptable range; 19oC - 23oC. Although the general temperatures appeared to be adequate during the inspection, these apparent intermittent drafts did appear to be having a direct effect on the thermal comfort of staff. 2.3 Suitable and sufficient sanitary conveniences and washing facilities were located within the building in accordance with the Workplace (Health, Safety and Welfare) Regulations 1992. All of which were found to be in a clean and orderly condition. There were two showering facilities on the lower ground floor, which were also maintained in a clean condition. The St. Helens Council Fire Safety Log Book was available for inspection; Within the Emergency Lighting section, under the column duration, entries all stated monthly, however, this section is intended to be used to document the duration of the test and not the frequency. 2.5 A Fire Risk Assessment was undertaken for the site (dated May 2010). During the audit, progress against the Action Plan within the assessment was discussed with Mr Dove; It was stated that all the actions had been completed apart from the recommendation that Safe Refuge signs are provided within each staircase enclosure adjacent to the evacuation chairs. 2.6 The Health and Safety (First Aid) Regulations 1981, require employers to have arrangements for the provision of first aid, adequate and appropriate to the circumstance of their workplace. First aid provision for the building appeared to be adequate as records held by the Corporate Health and Safety Section indicated that there were seven First Aid at Work trained staff. It was noted during the inspection that some of the individuals listed on first aid signage within the building were no longer First Aiders, which could create a delay in contacting a First Aider should one be required. 2.7 The Hydraclean binder was available during the audit, which details the management systems in place for the control of Legionella bacteria within water systems in the premise. The contents were inspected to verify a number of points; that the site name and address were clearly identified, that there was a specific risk assessment for the building, that it contained current schematic diagrams and that the scheme of works was being undertaken at the identified frequencies (e.g. temperature monitoring etc.)

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The following issue was noted; On the page detailing the Allocation of Responsibilities, there was an area for the client (Council) and the contractor (Hydraclean) to sign, this was blank.

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Due to the age of the building (construction was completed during 2008) it is unlikely that there were any asbestos containing materials located within the premise, although no documentation was available to confirm this.

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3.1

Building Facilities/Equipment
Overall, the building was well organised and tidy with adequate levels of lighting. External paths and walkways were found to be in a good condition. Housekeeping in the photocopying area on the 2nd floor (opposite room 10) required improvement, as the area was untidy and required re-organising (see figure 1). Also located on the second floor, within the School Improvement Teams area, two computers and boxes from new equipment were found on the floor. Staff in the area stated that the items had been there for over three weeks (see figure 2). Corporate Procedure 001 Office Facilities, states that Section Heads/Office Managers shall ensure that office areas are kept in a clean and tidy condition.

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Figure 1; Photocopying Area, 2nd Floor

Figure 2; School Improvement Teams Area

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The general store-room on the lower ground level was found to be poorly organised and cluttered, with walkways between the shelving units obstructed, creating the risk that staff may fall and injure themselves whilst attempting to access equipment. (see figure 3).

Figure 3; General Store Room

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An inspection of the void located on the lower ground level of the building identified that the area was being accessed by staff, as it was being used for storage. The area was extremely dark as there was no artificial or natural illumination within the area, presenting slipping and tripping risks. The Health and Safety Advisor had previously been informed by Mr Dove that the area should not be accessed by staff as it is not covered by the lease to the Council for occupation of the building. An inspection of the staff kitchens identified that the microwaves on the ground and first floors were in an extremely poor condition, with solidified food surrounding the inside of the equipment, presenting a breeding ground for pathogenic bacteria (see figures 4 & 5). Staff retain the responsibility for cleaning the equipment following use.

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Figure 4; Microwave Ground Floor

Figure 5; Microwave 1st Floor

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Within the kitchens on the ground and second floor, fire blankets were identified on the kitchen units. Fire blankets should be hung in conspicuous locations in order to ensure that there are clearly visible and remain available at all times. The fire blanket within the ground floor kitchen had a service date of 08/08. Corporate Procedure; 004 Fire Safety Procedures requires that fire fighting equipment be inspected and maintained on an annual basis.

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During an inspection of the first floor, within meeting room F8, an apparent burn mark was identified behind one of the service doors within the room (see figure 6). Mr John Owens, Assistant Surveyor, inspected the area following the audit. He concluded that the burn mark occurred during welding of the pipe and that no damage was sustained to the services.

Figure 6; Meeting Room F8

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An inspection of the dedicated server room on the lower ground level identified that the area was being used for storage of combustible materials, some of which was in close proximity to the electrical server units, presenting the risk of fire (see figures 7 & 8).

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Corporate Procedure 001 Office Facilities states that storage of any combustible products must not be allowed near or behind any electrical equipment were heat and sparks may cause fire.

Figure 7; Server Room

Figure 8; Server Room

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The boiler room located on the lower ground level was being used for the storage of combustible materials, creating a fire loading within the room (see figure 9).

Figure 9; Boiler Room

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Within the Public Buildings Assistants Office an obstructed powder fire extinguisher was identified (see figure 10) with a second obstructed extinguisher located within the euro container store (see figure 11) .

Figure 10; Obstructed Extinguisher Public Buildings Assistants Office

Figure 11; Obstructed Extinguisher Euro Container Storage Area

It is essential that all fire extinguishers remain unobstructed and available at all times. Corporate procedure 004 Fire Safety Procedures states that firefighting equipment must be readily available for use at all times.

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Records for weekly inspections of Fire Fighting Equipment within section 4 of the St. Helens Council Fire Safety Log Book, did not identify any areas of concern/issues, therefore, the effectiveness of these weekly inspections is questionable. 3.11 Christmas tree displays were located within the office lobby areas, the following issues were identified;

Figure 12; Electrical Extension Reel

On the first floor, the electrical extension reel used to connect the tree lights to the mains supply had only been extended a short distance, presenting the risk that the cable may overheat as heat generated via the flow of current through the resistance of the wire is unable to dissipate. This type of extension reel is intended to be used over larger distances so that the cable may be fully extended, a shorter alternative would have been more suitable in this instance (see figure 12). There was no evidence that the tree lights on the first floor had been subject to a formal test and inspection regime (there was no PAT testing label attached to the equipment). Also, it could not be confirmed that the lights had been purchased within the last 12 months. On the second floor, the electrical extension block used to connect the tree light to the mains supply had a PAT testing label attached stating that the next test was due 07/06.

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On each floor a sample of portable electrical equipment was inspected to verify that the items had been captured within the planned programme of testing and inspection for the building. Equipment that had not been tested was found on each floor, in each case the items were laptop chargers stored within cupboards. The Electricity at Work Regulations 1989, require employers to ensure that all electrical equipment used in the workplace is safe for use. Corporate Procedure 006 Maintaining Portable and Transportable Electrical Equipment states that testing of all portable electrical equipment shall be undertaken by a competent person at pre-determined frequencies. New equipment need not be immediately subject to a formal test and inspection, however, before put into use must be visually inspected for obvious defects and included within an inventory of the electrical equipment. The buildings fixed electrical system is scheduled to be tested on a 5 yearly cycle, the last test was undertaken during September 2008.

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Within the Euro container storage area (accessed from the rear car park) it was concerning to find numerous child and baby car seats that had been stored on the floor within the refuse store. The seats were exposed to the effects of damp conditions, possible impact damage (falling over due to poor placement of the seats on top of each other and contact with the heavy euro containers as they are regularly moved) in addition to the infection risks associated with storage of the car seats on the floor of the refuse area (see figure 13). It is essential that safety critical equipment such as child and baby car seats are stored in an appropriate location, protected from damp conditions, in an organised manner, as failure to do so could seriously affect a car seats ability to effectively protect its occupant in the event of a vehicle collision.

Figure 13; Euro Container Storage Area

Advice was sought regarding the car seats by the Health and Safety Advisor of the Senior Road Safety Officer, Gillian Roberts (Road Safety and Travel Awareness Section). Mrs Roberts advised that the car seats should be immediately disposed of, as it is likely that they have sustained some form of damage due to the conditions that they were being stored in, damage which may not even be apparent following a thorough visual inspection of the seats.

Claire Millington Health & Safety Advisor February 2011

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Action Plan Paragraph Reference 2.2 2.4 Address the issues concerning the apparent drafts of cool air emanating from the air conditioning units within the ground and first floors. During the monthly testing of the emergency lighting system and subsequent recording of the test within the St.Helens Council Fire Safety Log Book, ensure that the duration of the test is documented and not the frequency. Consideration should be given to the recommendation within the Fire Risk Assessment (dated May 2010) to place Safe Refuge signs within each staircase enclosure adjacent to the evacuation chairs. Update the names of those persons listed as First Aiders on the first aid signage within the building. Undertake regular checks to ensure that the information remains correct. Arrange for completion of the Allocation of Responsibilities sheet within the Hydraclean Binder. Tidy and re-organise the photocopying area located on the 2nd floor (opposite Room 10). Arrange for removal of the redundant computers and cardboard from the School Improvement Teams area located on the 2nd floor. Re-organise and tidy the general store-room on the lower ground level. Store heavier items at waist height. Ensure that walkways within the area remain unobstructed. Regularly inspect the store-room to ensure that good standards of house keeping are maintained. It is recommended that the items stored within the void located on the lower ground level, are removed and that staff do not access the area. 31 March Next test Frank Kelly Chris Dove Susan Richardson Action Completion Date Responsibility

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31 March

Chris Dove Susan Richardson Steve Gaskell

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28 February

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28 February 18 February 18 February 28 February

Ian Greenall Steve Gaskell Steve Gaskell Steve Gaskell

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Immediately

Chris Dove

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Action Plan Paragraph Reference 3.5 Arrange for the microwaves to be cleaned in the ground and 1st floor kitchens. It is recommended that regular inspections are made of the equipment to ensure that they are maintained in a clean condition. Arrange for the fire blankets within the kitchens on the ground and 1st floors to be suitably hung in a conspicuous locations. Arrange for the fire blanket within the ground floor kitchen to be inspected by a competent contractor in accordance with Corporate Procedure 004 Fire Safety Procedures. Within the dedicated electrical server room remove all combustible materials in close proximity to the electrical equipment. Due to the quantity of electrical equipment within the room, in order to reduce the risks of fire, it is recommended that the room is not used for storage and that regular inspections of the room are undertaken to ensure the above. In order to reduce the risks of fire it is recommended that the items currently stored within the boiler room are removed, that the area is not used for storage and that regular inspections of the room are undertaken to ensure the above. Remove obstructions to the fire extinguishers within the following locations; Public Buildings Assistants Office, Euro container store area. Ensure that adequate inspections of all fire fighting equipment is undertaken on a weekly basis, including checking that all equipment remains unobstructed, with records maintained within the St. Helens Council Fire Safety Logbook, in accordance with Corporate Procedure 004 Fire Safety. Procedures. Immediately Steve Gaskell Action Completion Date Responsibility

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28 February

Chris Dove Susan Richardson,

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Immediately

Steve Gaskell Susan Richardson

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Immediately

Steve Gaskell Susan Richardson

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Immediately

Chris Dove Susan Richardson

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Action Plan Paragraph Reference 3.11 3.12 3.13 Ensure that electrical extension leads are fully extended prior to use, in order to prevent the risk of overheating. In accordance with Corporate Procedure 006 Maintaining Portable and Transportable Electrical Equipment, only portable electrical equipment that has been subject to testing and inspection by a competent person at predetermined frequencies may be used. Equipment that has not been subject to such testing/inspection should be removed from use. New equipment need not be immediately subject to formal testing and inspection, but before put into use must be visually inspected for obvious defects and included within an inventory of electrical equipment. In accordance with advice provided by Gillian Roberts, Senior Road Safety Section, dispose of all the child and baby car seats within the euro container store room. Prior to disposal, it is recommended that that the straps on the seats are cut to ensure that they may not be used again. If the car seats are replaced, it is recommended that that a suitable alternative storage location is identified where they would be protected from damp conditions and physical damage. Immediately Steve Gaskell Action Completion Date Responsibility

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Immediately

Steve Gaskell

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