Beech Housing Association Asbestos Management Policy · PDF filePage 1 of 22 Beech Housing...

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Beech Housing Association

Asbestos Management Policy

Policy Statement The aim of this document is to define a policy for the control and management of the risk of exposure to asbestos within the dwellings and office buildings owned and managed by Adactus Housing Association. The policy will inform the Asbestos Management Operational Procedure. 1. Scope

1.1 When visiting, working or living in and around Adactus premises it is essential that the risk of exposure to asbestos is minimised and strictly managed and controlled. 1.2 This policy is intended to ensure that the Adactus Housing Association meets the requirements of the Control of Asbestos Regulations 2006. 1.3 This policy is also intended to ensure that the Adactus Housing Association meets certain legislative requirements made under the Health and Safety at Work Act 1974, The Management of Health and Safety at Work Regulations 1999 and the Construction (Design and Management) Regulations 2007. These Acts and Regulations place a ‘Duty of Care’ on Adactus in relation to its customers, employees, consultants and contractors. 1.4 This document is to be read in conjunction with the Adactus Asbestos Operational Management Procedure.

2. Discovery of Asbestos In the event of the discovery of asbestos follow the guidelines as set out in the Operational Procedure Document. 3. Management Responsibilities

3.1 Statutory requirements

3.1.1 It is the overall responsibility of management to ensure that the Adactus Housing Association’s premises comply with all Health and Safety statutes. 3.1.2 The Adactus Housing Association has a duty under the Health and Safety at Work Act to ensure, as far as practicable, the health and safety and welfare of its employees, residents, consultants, contractors and visitors to its premises 3.1.3 The Adactus Housing Association has duties under the Control of Asbestos Regulations 2006 to effectively manage asbestos within its owned or managed premises. 3.1.4 It is the overall responsibility of management to ensure that the Association’s premises comply with the Control of Substances Hazardous to Health Regulations (C.O.S.H.H.) pertaining to the work being carried out, substances used and substances discovered.

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3.2 Control of Asbestos Regulations 2006 3.2.1 The principal statutory requirements for the control and management of asbestos are the Control of Asbestos Regulations 2006. The purpose of theses regulations is to manage the risk from asbestos to employees, residents, consultants, contractors and visitors to the Association’s premises and Regulation 4 requires duty-holders to:

- Assess whether premises contain asbestos

- Where asbestos is present then assess the risks - Provide a written plan identifying where the asbestos is located - Take action to manage the risk from asbestos 3.2.2 The above requirements will be met by the following actions: - Identification of the hazards present - Assessment of the risks - Identifying management systems required - Ongoing monitoring - Assumption of the presence of asbestos until proven otherwise - Creating and updating a register of asbestos, to include location and condition - Assess the risk for all identified contaminated locations - A detailed management plan of operation - Review and monitor the plan of operation - Providing relevant and useful information to our tenants, employees and

contractors 3.2.3 Information from the register should be easily available to all interested parties. 3.2.4 Other parties have a legal duty to co-operate with the duty holder

3.3 Management of Health and Safety at Work Regulations 1999 The Management of Health and Safety at Work Regulations 1999 stipulate the need to:

- Carry out a suitable and sufficient assessment of the risks for all work activities - Record the assessments - Implement the necessary control measures - Appoint competent persons - Set up emergency procedures - Provide information and training - Work with others sharing the workplace

3.4 Reporting of injuries or dangerous occurrences All employees and contractors of the Adactus Housing Association are duty bound to report an uncontrolled release of a substance that could be harmful to people under the requirements covered by the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

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3.5 Health and Safety Executive Guidance The Health and Safety Executive produces the following guidance notes and other publications to give supplementary information/clarification:

• Health and Safety at Work etc. Act 1974

• Control of Asbestos Regulations 2006

• ACoP L143 Work with materials containing asbestos

• ACoP L27, Work with asbestos that does not normally require a licence

• ACoP L127, The management of asbestos in non-domestic premises

• MDHS 100, Surveying, sampling and assessment of asbestos-containing materials

• HSG248 Asbestos: The Analysts’ guide for sampling, analysis and clearance procedures

• HSG227, A comprehensive guide to managing asbestos in premises

• DETR, Asbestos and man made mineral fibres in buildings

• HSG210 Asbestos Essentials

• ACoP Guidance L5 – COSHH 2002 (as amended) 3.6 Asbestos Management Team

3.6.1 The Operation Director of Asset Management will establish an Asbestos Management Team to have responsibility for all aspects of asbestos management, surveying, awareness and control. 3.6.2 The Operation Director of Asset Management is the “Duty Holder” with the responsibility for effectively controlling the risk from asbestos and its products within all of the Association’s premises.

The Asbestos Management Team comprises: - Operations Director of Asset Management - Group Asset Manager - Managing Surveyor - Planned Surveyor - Asbestos Administrator - Area based staff

3.7 Managerial authority and responsibility

3.7.1 The Asbestos Management Team are duty holders and have responsibility for the management of the risk of exposure to asbestos. It will clearly define: - A safety policy detailing safe systems of work procedures - How the policy will be managed, implemented, monitored, and reviewed. 3.7.2 All the Asbestos Management Team personnel will be made fully aware of their safety responsibilities. They will be given information and instruction to properly understand and carry out their duties in a safe manner in accordance with the Association’s policies, procedures and legislation. 3.7.3 The Asbestos Management Team shall be responsible for organising site surveys as detailed in the Asbestos Management Operational Procedure document.

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4.0 Management Policy 4.1 Management Action

4.1.1 The Adactus Housing Associations policy is to have an effective, robust and efficient system for the management of asbestos. 4.1.2 Management will ensure that persons at all levels charged with a responsibility will be competent to undertake the task. 4.1.3 Management will provide immediate funding for emergency remedial work; other non-emergency works will be funded as detailed in the Asbestos Management Operational Procedure.

4.2 Asbestos Surveys 4.2.1 Competently trained Asbestos Surveyors will carry out surveys to HSE Guidance note MDHS 100, i.e. - Type one surveys for all properties included in the Stock Condition Survey and

any subsequent property acquisitions through our development department.

- Type one surveys on any void properties and any properties included in Programmed Works that have not been previously surveyed for Asbestos.

- A type one survey will be undertaken on any property, previously not surveyed,

upon request by concerned tenants/residents.

- Type two surveys will be undertaken on properties previously identified as having the possibility of Asbestos Containing Materials, (ACM’s), when general maintenance necessitates the disturbance of the particular area previously identified. (As detailed in the Asbestos Management Operational Procedure document).

- Type two surveys will be undertaken on properties previously identified as

having the possibility of ACM’s, when tenants/residents are concerned that the area affected may be disturbed or is likely to be disturbed.

- Type two surveys will be required on properties previously identified as having

the possibility of ACM’s when included in Programmed Works when the particular area is likely to be affected or disturbed.

- Type three surveys will be undertaken where major works will be involved,

typically demolition and major refurbishments.

4.3 Asbestos Removal Contractors 4.3.1 Only those asbestos removal companies (contractors) registered with and licensed by the HSE, and approved by the Board, will be permitted to carry out work on Adactus properties including Programme Works and Major Refurbishment Works

4.4 Programme Works, Projects and Development Projects 4.4.1 The Asbestos Management Team is to be informed of any refurbishment or any other works where disturbance to the fabric of the building is likely.

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4.5 Training 4.5.1 Training regarding asbestos awareness and surveying will be provided following a training needs analysis produced by the Asbestos Management Team and the Group Compliance Manager. Training will be cascaded from the Asbestos Management Team through to individual DLO and allied staff.

5 General Provisions

5.1 Scope and application of the policy

5.1.1 This policy shall be applied to the management of asbestos and is under the ownership and control of the management of Adactus Housing Association. 5.2 Other safety rules, related documents and procedures 5.2.1 In addition to the application of this policy, other rules, policies and procedures issued by management or by other authorities shall be complied with in accordance with management instructions. 5.2.2 Where employees are required to work in areas not owned or controlled by Adactus, this policy and its operational procedure will be used as a guide to safe working where there is a risk of exposure to asbestos.

5.3 Information and Instruction 5.3.1 Arrangements shall be made to ensure;

- That all employees are adequately informed and instructed regarding the identification, management and risk from exposure to asbestos.

- Any maintenance/refurbishment contractors are adequately informed and

instructed regarding the identification, management and risk from exposure to asbestos.

- All tenants/residents are adequately informed and instructed regarding the

identification, management and risk from exposure to asbestos. - So far as it is reasonably practicable, other people who are not employees but

who may be at risk from the danger of exposure to asbestos also receive adequate information and instruction.

5.4 Variation of this policy No variation to this Policy or to the Asbestos Management Operational Procedure will be allowed except when there are changes in Legislation, Approved Codes of Practice or other statutory documentation and after any incidents arising from the failure to apply this policy. This policy is subject to regular review. 5.5 Asbestos management

5.5.1 All known locations of asbestos will be numbered and logged within an asbestos register. 5.5.2 The register will include property address, building name, geographical location (using sketches / drawings), specific location, type and condition of asbestos, as set out in the Asbestos Management Operational Procedure.

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5.5.3 At all times all suspicious materials are to be treated as asbestos. 5.5.4 Where damaged asbestos is identified that is deemed to be a licensable activity the Asbestos Management Team will arrange for its removal by a licensed and approved asbestos contractor. In exceptional cases where removal is not practicable, a licensed and approved asbestos contractor shall encapsulate the damaged asbestos. 5.5.5 So far as it is reasonably practicable, any people who are liable to come into contact with ACM’s, and thus maybe at risk from the danger of exposure to asbestos, receive adequate information and instruction. 5.5.6 Specific timescales will be allocated to monitor and review all asbestos identified at regular intervals. The frequency will be dependant on the location and likelihood of disturbance.

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ADACTUS HOUSING ASSOCIATION

PROCEDURE AND INFORMATION MANUAL

Asbestos Management Operational Procedure

Purpose of document This document sets out procedures to control, manage, and minimise the risk of exposure to asbestos within the premises owned or managed by the Association. It is excludes leaseholder premises although shared communal areas will be surveyed where applicable. The procedures will be determined by the Adactus Housing Association Asbestos Management Policy. 1.0 Definitions 1.1 Asbestos Management Responsibilities

The management of asbestos within Association’s dwellings is the responsibility of the Asset Management Directorate.

1.2 Training Matrix

A Training Matrix will describe and formulate the training needs required by a team or an individual. It will examine the tasks undertaken and describe the training required.

1.3 Asbestos 1.3.1 Asbestos is a fibrous mineral commonly used within the building industry from 1950 to

1985 when its use was restricted; it was a component of asbestos cement products up to 1999.

1.3.2 Asbestos uses include, but are not restricted to, the following: Pipe and boiler insulation; Ceiling and wall panels; Sprayed and/or formed fire protection in ducts and building steelwork; Asbestos cement products (in use since the 1950’s);

Gutters, rainwater pipes, corrugated roofing sheets; Water tanks, flue pipe work; Vinyl floor tiles;

Asbestos ropes, cloth and fire blankets; It can also be contained within mastics, sealants, paper and boards,

Textured coatings, paints, plastics, and electrical flash insulation. 1.3.3 There are three main types of asbestos – chrysotile, amosite and crocidolite; they are

usually named white, brown and blue. They cannot however be identified by colour alone.

1.3.4 Inhalation of asbestos fibres has been shown as a cause of the following diseases:

Asbestosis or Fibrosis, (scarring) of the lung tissue; Lung Cancer; Mesothelioma, a cancer of the inner lining of the chest wall of the abdominal cavity

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1.4 Asbestos Management Team

1.4.1 The Asbestos Management Team are duty holders with the responsibility for effectively

controlling the risk from asbestos and its products.

The Asbestos Management Team comprises:

- Operations Director of Asset Management - Group Asset Manager - Managing Surveyor - Planned Surveyors - Asbestos Administrator - Area based maintenance staff

1.4.2 The Operations Director of Asset Management duties and responsibilities include:

• Implementation and the continuing review of this procedure.

• Ensuring adequate finance is secured for the delivery of this service.

• Ensuring that all staff within the team are kept fully informed of developments in legislation and good practices relating to the management of asbestos;

• Ensuring competent staff are employed in delivering the procedure

• Ensuring that the ‘Duty of Care’ to our tenants, employees, consultants, visitors and contractors is robust.

• Ensure via appointed staff responsibility for the day to day delivery of the process and continuing audit, monitoring and reviews

1.4.3 The Group Asset Manager’s duties and responsibilities include:

• Staff are available to undertake type one and two surveys upon request/demand.

• To ensure surveys are undertaken as and when this procedure dictates.

• That the Asbestos register is kept up to date with additional or extra surveys as dictated by this procedure.

• Organizing a practical prioritized program of asbestos removal. Those areas offering the greatest risk will be treated first. Any new discoveries will either be added to the schedule or treated separately.

• Ensuring all programmed and development refurbishment works fall in line with this procedure.

• Ensuring that the procedure is followed during programmed works.

• Assembling and reviewing a licensed panel of suitable contractors and analytical laboratories.

• Producing, reviewing with others and updating Risk Assessments and Method Statements for the management, surveying, and treatment of asbestos.

• Ensuring that risk assessments are compiled as per this procedure.

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• Ensuring that all Asbestos surveys are undertaken in a professional conscientious manner.

• Carrying out training needs analysis with the Group Compliance Manager for the Asbestos Management Team. Training is likely to include, but is not limited to the following:

Asbestos training to accepted standards; Risk Assessment and Method Statement; Manual Handling; Access equipment and Working at Height; Confined spaces training; Chemical awareness training; Other Health and Safety training as deemed appropriate by the Group’s Compliance

Manager. 1.4.4 Managing Surveyor’s duties include:

• Managing the team of surveyors that will undertake all necessary surveys as per this procedure.

• Ensuring consistency and quality through regular spot checks and audit trail analysis.

• Managing staff leave and performance to ensure availability for asbestos surveying purposes.

• Maintaining the Asset Database and Asbestos Register

• Ensuring that the Asset Database is regularly updating the in-house management system.

1.4.5 Planned Surveyors Role

• Undertaking the asbestos surveys type one and two as per the Health & Safety Executive Guidance note MDHS 100.

• Reassuring tenants and residents in an informative composed manner. 1.4.6 Asbestos Administrator

• Administration of the Asset Database and Asset Register

• Tenant liaison and appointment scheduling. 1.4.7 Area Housing Managers

• Accurately informing tenants, DLO and Contractors asbestos information from QLX and the Asbestos Register.

• Accurately informing new tenants at sign up of tenancy of any likely areas in the property that may contain asbestos and advice as per this procedure.

• Providing new tenants with a copy of a laminated sheet identifying any areas likely to contain asbestos to keep it in a safe place.

• To regularly check upon turnarounds, maintenance visits and Housing Officer visits that a copy of the laminated asbestos information sheet is placed in an area that although is

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not regularly on show it is readily viewed and able to be seen from time to time as a reminder. (On the inside of a kitchen door for example)

• Dealing with tenant and contractor requests for asbestos information from the Asbestos Register or QLX.

• Accurately informing Central Maintenance when an Asbestos Survey is required.

• Informing Central Maintenance of every void due. Central Maintenance can check what type of asbestos survey may be required.

• Reassuring tenants and residents in an informative composed manner.

• Diligently undertaking day to day repairs with regards to Asbestos and this procedure. 1.5 Asbestos Register 1.5.1 The asbestos register will be an active document subject to regular review, updating

and scrutiny. 1.5.1 Along with the stand alone Asbestos register the same information is first recorded in

the Asset database and then transferred on to the Housing Management in-house system (QLX)

1.5.2 A complete, extensive and accurate asbestos type 1 survey of approximately 85% of

the Association’s Stock has been undertaken. All information gathered is recorded on to the Live Asset Database. This information is copied on to the QLX system and into XL format, which forms the Asset Register.

1.5.3 The asbestos register will be owned, maintained and updated by the Asbestos

Management Team. 1.5.4 A register at each pre 1990 Sheltered Schemes, where ACM’s are found to be present,

will be available on site. 1.5.5 The following information is currently included in the register:

Address/building name/number or geographical location; Drawings or sketches showing the exact location of the risk; A logged report reference number; Product type; Name of surveyor who carried out the assessment; Date of assessment; Photographs (where possible);

1.5.6 The following information will be included in any new surveys undertaken.

Asbestos type; Manager’s comments and review details; Risk Rating; Current treatment (sealed / unsealed etc); Extent/amount of asbestos; Likelihood of disturbance; Occupancy rating; Exposure potential; Location of warning signs; Review date.

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1.6 Asbestos Survey 1.6.1 The asbestos survey is an integral part of asbestos management. 1.6.2 The asbestos surveys will be completed within the guidelines set in MDHS 100:

• Type 1 surveys; non-intrusive presumptive general assessment.

• Type II surveys; non-intrusive physical sampling of suspect materials including the taking of samples;

• Type III surveys; intrusive physical sampling of the building fabric including test holes and other major exploration.

1.6.3 The asbestos surveys will typically be:

• Type 1 for general property, inc. general let, supported and sheltered accommodation. These form the bulk of the Asbestos Register. Also on programmed works and development refurbishments in order to assess need for any further analysis.

• Type ll for all Type 1 survey’s that determines the likely presence of ACM’s.

• Type lII for major works, including demolition and major refurbishment works. This will be procured by the Group Asset Manager via an independent Asbestos Consultant / Contractor.

1.6.4 The trained Asbestos Surveyors who are part of the Asbestos Management Team will

carry out Type 1 & II surveys. They will work under the direction of the Managing Surveyor.

1.6.5 The Asbestos Surveyors will at all times complete their work under minimum risk

conditions and full compliance with all the Association’s Health and Safety policies and with reference to MDHS 100 and HSG 248.

1.6.6 Detailed working arrangements based upon Risk Assessments and monitoring

techniques will be documented and form part of an audit trail. This will be designed, reviewed and monitored by the Managing Surveyor.

1.6.7 The Asbestos Register has been produced from the Stock Condition Survey. Over 85%

of the Association’s properties were type 1 surveyed. Further type 1 surveys will be completed on:

- Any void property not previously surveyed - Any remaining property without a Type 1 survey - Any property acquisitions for refurbishment works by our Development

Department - Upon a request by a tenant/resident that has concerns over ACM’s in their

home - Properties included in programme works whether or not a type 1 survey has

been previously undertaken. The further survey will be in conjunction with the risk assessment analysis.

- All communal boiler rooms and service ducts installed pre 1990. A type ll survey will be undertaken when: - A contractor or DLO member has concerns or needs to disturb an area

identified that has a possibility of ACM’s. The survey will be given prioritisation.

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- A tenant has concerns or has a need to disturb an area identified in a type 1 survey as having possible ACM’s present.

A type lll survey will be undertaken when demolition is taking place or a major refurbishment identifies a particular need.

1.7 Asbestos Risk Assessment 1.7.1 The bulk of asbestos surveys have been completed as type 1 surveys with no risk

assessment analysis undertaken. All type II surveys undertaken following the likely indication of ACM’s from the type 1 surveys will be conducted with an Asbestos Risk Assessment.

1.7.2 All type II asbestos surveys will generate a risk assessment score for the potential

asbestos contamination present. 1.7.3 The Risk Assessment will produce a final risk rating; this will determine the appropriate

course of action. These will include action plans. 1.7.4 The risk rating will be generated from a combination of the material rating and

occupancy algorithms as indicated in MDHS 100. 1.7.5 The final risk factor will give a prioritised treatment regime, with three levels;

• High Priority (Risk factor 15 to 25);

• Medium Priority (Risk factor 10 to 14);

• Low Priority (Risk factor 0 to 9). 1.7.6 An asbestos survey review meeting will be convened every quarter. the Operations

Director of Asset Management will chair an Asbestos Survey/Register Review Meeting. 1.7.7 A traffic light system for dealing with the properties will be developed. 1.7.8 Properties with ACM’s present will be monitored at the quarterly review meetings. 1.7.9 ACM’s having a High priority rating will be considered for removal or encapsulation to

reduce the risk. Regardless of whether they are removed they will be re-surveyed every 6 months to monitor the risk.

1.7.10 ACM’s having a Medium priority rating will be re-surveyed every 12 months to assess if

the risk has altered. 1.7.11 ACM’s having a Low priority rating will be re-surveyed every 18 months to assess if the

risk has altered

High Priority to be considered for removal or monitored every 6 months

Medium Priority to be surveyed every 12 months

Low Priority to be surveyed every 18 months

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1.8 Asbestos Survey/Register Review Meeting 1.8.1 An asbestos survey review meeting will be convened every quarter; the Operations

Director of Asset Management will chair an Asbestos Survey/Register Review Meeting. 1.8.2 The meeting will have the following attendees:

- Group Asset Manager - Managing Surveyor - Planned Surveyors (special responsibilities) - Asbestos Administrator - Area based staff

1.8.3 The meeting will review techniques, maintaining the register, information to our customers, employees, contractors, health & safety and discuss any forthcoming significant works.

1.8.4 It will also review the properties identified as having ACM’s present based on the traffic

light risk assessment process described above. 1.8.5 The Managing Surveyor will agree each action; the final validation of any prescribed

action will be the responsibility of the Operations Director of Asset Management and The Group Compliance Manager.

1.9 Specialist Asbestos Removal Company(s) 1.9.1 Only minor works will be carried out by our trained DLS / DLO staff, all other asbestos

removal will be done by specialist removal companies. 1.9.2 Only asbestos removal companies (contractors) registered with and licensed by the

Health and Safety Executive (HSE), and approved by Board will be permitted to complete works on the Association’s stock.

1.10 Specialist Asbestos Analytical Services 1.10.1 The Group Asset Manager will appoint a specialist analytical and asbestos

management company upon the discovery of any significant ACM’s. The duties of which will include, but will not be limited to, the following:

• Air Sampling;

• Bulk Sampling;

• Assistance in asbestos management;

• Advice on asbestos removal companies;

• Assistance in the training of employed staff. 1.11 Dissemination of Information 1.11.1 The asbestos risk assessment will be made available upon request. 1.11.2 The asbestos register either on QLX or in XL will be available to all staff and any

tenant, resident or contractor upon request. 1.11.3 A laminated information sheet of any area likely to contain asbestos will be issued to

tenants and another taped to in an inconspicuous place (for example on the inside of a kitchen door).

1.11.4 A letter will inform all tenants/residents where asbestos has been recorded as a

possibility in their home. The letter will also inform them any risk associated with the

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likelihood and the measures we will employ to deal with the issue. In the majority of cases it is highly unlikely that the form of asbestos in our domestic properties would be harmful, particularly if left undisturbed.

1.11.5 In most cases the tenant or resident will be requested to phone their Area Office if they

wish to disturb any surface that has been noted as possibly containing asbestos. In such cases a Type ll survey would be commissioned (see below)

1.11.6 When a tenant reports a repair they will receive a copy of the job order for that

particular repair. On the repair order at the foot of the page there will be two prompts. One will request the Contractor or DLO to contact the Area Office with regards to any further asbestos information and the other inviting the tenant to refresh their memory on the whereabouts and risks from disturbing ACM’s by contacting the Asbestos Administrator.

1.11.7 The contractor’s and DLO’s prompt will ask them to contact their Area Office if there is

a possibility of ACM’s in the particular property, flat or communal area that they are intending to work in. Each Area Office will have information on QLX and the Asset Register to inform them in more detail the specific areas of concern.

2.0 Avoiding exposure to Asbestos 2.1 All known/discovered areas of asbestos will be marked with a hazard sign, where

appropriate to prevent accidental disturbance. 2.2 Pipes, electrical ducts and risers in pre 1990 communal schemes will be assumed to be

contaminated with asbestos until and unless indicated otherwise. 2.3 Pipes, electrical service ducts and risers known to contain asbestos will be kept sealed

at all times, and will have sufficient signage to prevent accidental removal of covers. Where possible contaminated ducts will be mechanically sealed via screwed, lockable, or padlocked panels. Where keyed access is required the individual or contractor seeking access will prepare a Risk Assessment and Method Statement. The Asbestos Management Team must approve the Risk Assessment and Method Statement before keys are supplied.

2.4 Where access is deliberately made or undertaken in these areas, without consultation

with the Asbestos Management Team and the Asbestos Register in a reckless or unsafe manner, this will be regarded as an act of negligence and may result in disciplinary action taken against the individual(s) concerned.

2.5 At all times work in suspected or known areas of asbestos contamination will be

completed under the Safe Systems of Work Procedure. 3.0 Discovery of asbestos

In the event of the unexpected discovery of asbestos whilst carrying out a work activity, the following steps will be undertaken:

Stop work immediately; Remove all personnel from the direct area; Note names of all those directly exposed; Prevent others from accessing the area; Where possible seal area (Lock doors etc); Contact Line Manager (Operational staff);

Contact the Operations Director of Asset Management and act on the advice given;

Install warning signs and notices;

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Reassure others in the area;

4.0 Safe System of Work

It is the duty of all those involved in the management of asbestos, or those whose normal work pattern may lead to exposure to asbestos, to comply with the Asbestos Management Policy, Asbestos Management Operational Procedure, current legislation and other applicable rules and regulations. Failure to comply may lead to disciplinary action.

5.0 Communication Regime 5.1 The Group Asset Manager is responsible for co-ordinating all surveys. 5.2 Several different areas/departments may request asbestos surveys. It is essential that

Operation Director’s and Senior Manager’s follow the request procedure. Failure to do so leaves the Association open to considerable risk.

5.3 Area Housing Manager’s must determine whether a void property has been previously

‘Stock Condition Surveyed’. If it has not a request for an asbestos type 1 survey must be made to the Managing Surveyor, with a copy sent to the Group Asset Manager.

5.4 The Operations Director of Development must ensure that all properties intended to be

refurbished, following acquisition, be forwarded to the Managing Surveyor, and with a copy sent to the Group Asset Manager.

5.5 Area Housing Manager’s must ensure that all requests from tenants/residents who

have concern regarding asbestos in their home are forwarded to the Managing Surveyor, with a copy sent to the Group Asset Manager, for a type 1 surveyed to be completed.

5.6 Area Housing Manager’s must ensure that all requests from tenants/residents who

have had a previous type 1 survey at their property, yet have concerns over disturbed areas, are forwarded to the Managing Surveyor, with a copy sent to the Group Asset Manager.

5.7 Area Housing Manager’s must ensure that all requests from DLO and Contractors who

are working on a property which has had a previous type 1 survey, yet have concerns over disturbed areas, are forwarded to the Managing Surveyor, with a copy sent to the Group Asset Manager.

5.8 The Managing Surveyor must ensure that any property involved in programme works,

is surveyed and risk assessed for asbestos. 5.9 The Managing Surveyor must inform the Group Asset Manager of any Sheltered

Schemes with communal areas that were built before 1990. 5.10 The Managing Surveyor must ensure that any property involved in a type 1 survey that

scores a high or medium risk assessment rating is type ll surveyed. 5.11 The Asbestos Administrator is responsible for advising all people affected when a

planned survey is scheduled to be undertaken. The information will include the approximate start date, approximate completion date, and the areas to be surveyed.

6.0 Survey Results 6.1 Risk Rating 6.2 As part of the register the following items are risk rated:

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• Material risk rating (Undertaken by the Asbestos Surveyor);

• Disturbance/ Occupancy risk rating.

6.3 A numerical risk factor will be produced from the sum of the above risk ratings; this will form the Asbestos Priority Rating. 7.0 Existing Asbestos Surveys 7.1 The asbestos survey data from the Stock Condition Survey forms the bulk of the

Asbestos Register. As described previously this will be added to and improved through further surveys upon void properties, properties involved in programme works and tenant, DLO, Contractor request.

8.0 Training 8.1 Responsibility for training and asbestos awareness rests with the Group Compliance

Manager an with all Managers who have staff working with properties, who will ensure:

• All those who potentially may have day-to-day contact with asbestos will be fully trained to external industry standards;

• Those with management duties or those who are likely to be exposed to asbestos are kept fully informed of new developments;

• Training in all aspects of asbestos management is cascaded to all levels of staff including Manager, Supervisors, Technicians, Officers, and other applicable staff. The training will be given in the form of presentations and ‘Tool Box Talks’;

• The completion of a Training Needs Analysis/Matrix is essential. The training will be delivered to all DLO and other relevant parties within six months of the adoption of this Operational Procedure and will be subject to a regular review.

8.2 Asbestos training will be incorporated into the current induction packages. In the event

of delayed induction training, asbestos training will be given as soon as possible. 9.0 Contractors and Sub-Contractors 9.1 The Association recognises that it has a duty of care towards contractors and sub-

contractors carrying out work for the Association. 9.2 An annual questionnaire will be sent to all contractors reminding them of the dangers of

asbestos along with the asbestos register. 9.3 Contractors will be informed on every order received if there is a possibility of ACM’s in

the property. They can then phone the local area office to identify the particular area, within the property, where it could possibly located.

9.4 The Association undertakes to make information from the Asbestos Register freely

available to contractors. 9.5 Information regarding the likelihood of ACM’s and its more detailed positioning can be

accessed during normal working hours. 9.6 An up to date Asbestos register will be sent to all the main contractors.

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10.0 Funding 10.1 Funding will be made available as follows:

• Discovery of asbestos contamination, requiring emergency cleaning and making safe. The work to be immediately procured, with authorisation to place orders as follows:

Managers up to their approved limit; Operations Directors and Directors and any Association Manager for all other expenditure.

• The Group Asset Manager has the authority to place orders up to £10,000 to manage or remove High Priority asbestos contaminated areas.

• It is the duty of the Operations Director of Asset Management to obtain retrospective funding for all high priority asbestos removal orders.

• When asbestos needs to be removed, normal tendering/quotation procedures will apply.

• In exceptional circumstances asbestos may be encapsulated. This course of action must be agreed with the Operations Director of Housing or the Group Asset Manager and recorded in the Asbestos Register.

11.0 Signage 11.1 Care must be taken when deciding the location of warning signs. The following is to be

taken into consideration:

Location; Number of signs; Material to which the signs are to adhere 11.2 Warning signs will only be fitted where there is known asbestos present..

11.3 Where practicable and appropriate, additional warning signs will be fitted on walls,

floors, etc adjacent to ducts, risers and sub floor areas of known or suspected asbestos contamination.

11.4 Where asbestos contamination is known, presumed or strongly presumed in non-public

areas, a warning notice specifically warning of asbestos contamination will be used. 11.5 Where asbestos contamination is known, presumed or strongly presumed in public

areas hazard warning notices will be used, giving the asbestos risk assessment reference number.

11.6 All warning signs will be linked to a numbered asbestos risk assessment. 11.7 Where ceiling tiles are known, presumed or strongly presumed to contain asbestos,

warning signs will be fitted on walls within 200mm of the ceiling at each corner of the room. Where wall length exceeds 20m or has line of sight restrictions, additional warning signs will be considered.

11.8 Where practicable or appropriate warning signs will be supplemented with additional

qualifying warning labels e.g. ‘These ceiling tiles contain asbestos’, etc. 11.9 Signage will be inspected following painting or minor building works.

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12.0 Sources of information

• Health and Safety at Work etc. Act 1974

• Control of Asbestos Regulations 2006

• ACoP L143 Work with materials containing asbestos

• ACoP L27, Work with asbestos that does not normally require a licence

• ACoP L127, The management of asbestos in non-domestic premises

• MDHS 100, Surveying, sampling and assessment of asbestos-containing materials

• HSG248 Asbestos: The Analysts’ guide for sampling, analysis and clearance procedures

• HSG227, A comprehensive guide to managing asbestos in premises

• DETR, Asbestos and man made mineral fibres in buildings

• HSG210 Asbestos Essentials

• ACoP Guidance L5 – COSHH 2002 (as amended)

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Adactus Housing Association

Asbestos Material and Priority Risk Assessment

Address Surveyor Date of Survey

Item Room/Location

1. Material assessment (See Notes for Guidance on Rating)

2. Priority Assessment (See Notes for Guidance on Rating)

Total of Material Assessment and Priority Assessment Score

Photographs Samples Notes

Notes for Guidance

Human Exposure Potential a. No of b. Frequency c. Average Time occupants of Use per Day Likelihood of Disturbance a. Location (Area) b. Accessibility c. Average Time

of Use

Maintenance Normal Priority Activity Occupant Assessment

Activity Score

Product Type Damage/Condition Surface Treatment Assumed Asbestos Type

Material Assessment Score

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The survey form allows the risks presented by ACMs to be assessed. It divides the risks into 3 areas of assessment.

1. The risk posed by the susceptibility of the material to release fibres into the atmosphere.

2. The potential exposure of the occupants of the property to airborne fibres. 3. The likelihood of manual intervention from either occupants or workers which could

release fibres into the atmosphere.

These 3 individual assessments allow a complete picture to be built up and a Management Plan devised accordingly. The ratings are based on a score of 0 – 3 dependent upon the assessment. 1. Material Assessments The Material assessments are based on the MDHS 100 Table 1 Material Assessment Algorithm. The use of this scoring will produce a Material Assessment Score of between 2 and 12. This relates to the propensity of the material to release fibres into the atmosphere, the higher the score the greater the propensity. 2. Priority Assessments The Priority Assessment ratings are again based on a score of 0 – 3 with 0 being low or not applicable and 3 being high. These scores are based on criteria set by the Association. a. Number of occupants. This is a statement of the number of people living in the property. b. Frequency of use. This refers to the area or room in which the suspected asbestos containing material is located. High usage rooms or areas such as kitchens, hallways etc will score 3. Lower usage areas such as inter floor areas or ducts will score 0. c. Average time of day. The more the room is used the higher the score. Rooms with high usage (over 6 hours per day) will score 3. Rooms with less than 1 hour per day usage will score 0 Likelihood of disturbance a. Location This is a measure of the room area. The larger the room the lower the risk. b. Accessibility If the ACM is routinely disturbed (Airing cupboards lined with insulating board) it will score 3, areas where the material is not likely to be disturbed such as roof spaces will score 0. c. Extent of Material This is a measure of the area of the material containing asbestos. Less than 0.5 m2 being low scoring 0 and over 2 m2 being 3. Likelihood of maintenance disturbance

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This relates to the possibility of disturbance due to routine maintenance and activities such as boiler servicing will score 3. Items which are unlikely to be affected by maintenance work such as flue pipes in roof spaces will be scored 0 Normal Occupancy Activity This refers to the size and mobility of the occupants of the property. A family of 4 or more active teenagers and adults will rate a score of 3. A single person of limited mobility will score 0 Priority Assessment Score This is the sum of the scores of Occupancy Level, Frequency of Use, Average Time of Day, Extent of Material, Likelihood of Disturbance and Likelihood of Maintenance disturbance. This will give total of between 0 and 18 with 0 indicating a low Priority for action and 18 high. Total Material and Priority Scores These will range between 2 and 30. The lower scores will indicate that the material is not susceptible to shedding fibres, the occupants are have a low exposure rating to the fibres and there is little likelihood of manual intervention which will release fibres. Higher scores will indicate either that the material is prone to releasing fibres or that the occupants have a high level of potential exposure and/or that there is a high likelihood of manual intervention which will release fibres. Interpretation of Scores

SCORE RISK ACTION

2 to 10 Low No immediate action other than labelling.

11 and 20 Medium Label and remove at earliest opportunity

21 and 30 High Remove immediately or take action to reduce risk

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Human Exposure Potential This is the sum of Occupancy Level, Frequency of Use and Average Time of Day. However it is not reported separately but is incorporated into the Priority Assessment.

ASSESSMENT RATINGS GUIDANCE

a. No of occupants 0 Single person

1 Couple

2 Small family with children under 10

3 Family of teenagers and adults

Score 0 - 3

b. Frequency of room /area where ACM located

0 Inter floor areas/ducts or other non-accessible space

1 Lofts or other mainly inaccessible areas.

2 Low usage rooms/areas such as unoccupied bedrooms used for storage

3 High usage rooms such as lounges, kitchens or hallways.

Score 0 - 3

c. Average time of use of room

0 < 1 hour per day

1 Between 1 and 2 hours per day

2 Between 2 and 6 hours per day

3 >6 hours per day

Score 0 - 3

Location (area of room) 0

1

2

3

Score 0 - 3

Accessibility 0 Not likely to be disturbed (roof spaces)

1 Low risk of disturbance, occupied room but hidden by heavy furniture

2 Probable risk of disturbance but low frequency (Occupied room but

3 Disturbed frequently, airing cupboard.

Score 0 - 3

Extent of Material 0 < - 0.5m2

1 Between 0.5m2 and 1 m2

2 Between 1 m2 and 2 m2

3 >2 m2

Score 0 - 3

Likelihood of maintenance disturbance

0 Not likely to be disturbed by maintenance, inter floor areas

1 Low possibility of maintenance, roof space

2 Possibility of maintenance, kitchen

3 Probability of maintenance, area around gas boiler

Score 0 - 3

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