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Building Plant and Equipment Maintenance

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SAFETY MANAGEMENT SYSTEM VIRGIN ACTIVE LTD

Document Title:

Document Id. Number:

BUILDING PLANT AND EQUIPMENT MAINTENANCE

SP11

Summary of Changes

Version Description Effective

Date

1.0 First issue 22/10/2012

2.0 General review and inclusion of new PAT testing procedure, Fixed Electrical Installation Inspection and tasks conducted by National Air Conditioning Team.

02/06/2014

Created: Adam Bigwood Safety Project Manager Date: 20/10/2012 Updated by: Rafa Pérez-Echevarría Group Safety Standards Manager Date: 20/01/2014

Reviewed by: Pete Kennedy Head of Building Services & Engineering

Steven Colquhoun Procurement Director

James Archibald Legal Director

Date: 10/02/2014

Approved by: Stephen Tovell Group Safety & Engineering Director

Darren Hicks Head of Safety

Date: 10/02/2014

Primary Authority The City of London Corporation, being the Primary Authority for Virgin Active UK Ltd, has reviewed this policy and associated documents. Please direct any regulatory queries to the Primary Authority contact via email to [email protected] Primary Authority Contact: Michelle Vancayseele Date of Review: 30/05/2014


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1. STATEMENT:

Virgin Active is committed to the safe operation and maintenance of its building plant &

equipment and electrical systems. Virgin Active will maintain all building plant & equipment

and ensure electrical systems are managed without giving rise to danger.

2. PURPOSE:

The aim of this policy is to define the arrangements that Virgin Active have in place to

comply with the general duties on building and plant maintenance as per the Health & Safety

at Work Act and the Provision and Use of Work Equipment Regulations 1998 (PUWER).

This policy will also cover the control of electricity risks and highlight any specific

requirements for high risk plant and equipment that have not been dealt with in other Safety

Policies.

3. SCOPE:

The policy applies to all Virgin Active sites, where Virgin Active is responsible for the

maintenance of the building plant and equipment. Please note the management of Lifts and

Lifting Equipment is dealt with in SP14 Lifts & Lifting Equipment.

4. REFERENCES:

• Pressure Equipment Regulations 1999

• INDG261: Pressure Systems – Safety and you

• Pressure Systems Safety Regulations 2000: Approved Code of Practice

• Provision and Use of Work Equipment Regulations 1998 (PUWER)

• Provision and use of Work Equipment Regulations 1998: Approved Code of Practice and

guidance

• INDG229: Using Work Equipment Safely

• INDG178 Written Scheme of examination (Pressure Systems Safety Regulations 2000)

• The Gas Safety (Installation and Use) Regulations 1998

• The Electricity at Work Regulations1989

• HSR 25: Memorandum of Guidance on the Electricity at Work Regulations 1989


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• IEE Code of Practice for In-Service Inspection and Testing of Electrical Equipment: 3rd

Edition.

• HSG107 Maintaining Portable and Transportable Electrical Equipment, 3rd edition, 2013.

• HSG85 Electricity at Work- Safe Working Practices.

• INDG236: Maintaining portable electric equipment in low-risk environments.

• BS 7671: 2008 (2011) Requirements for Electrical Installations (IEE Wiring Regulations

Seventeenth Edition).

• BS 7671 Guidance Note 3: Inspection and Testing.

• https://www.gov.uk/ce-marking.

• INDG271 Buying new machinery, 09/11.The use of Electrical Equipment & Appliances

near Swimming Pools.

• Portable Appliance Testing (PAT Testing). Health & Safety Briefing No. 34c. May 2012.

Institution of Engineering and Technology.

• Compaction equipment: User and public safety. Health & Safety Executive. 09/11.

5. DEFINITIONS:

CE Marking: CE marking is a key indicator of a product’s compliance with EU legislation

and enables the free movement of products within the European market. By affixing the CE

marking on a product, a manufacturer is declaring, on his sole responsibility, conformity with

all of the legal requirements to achieve CE marking and therefore ensuring the ability for that

product to be sold throughout the EU.

Declaration of Conformity: This is a printed document that is provided with the machine. It

is the manufacturer/their authorised representative’s declaration that the machine complies

with the Machinery Directive (2006/42/EC), and any other Directives which are relevant to

that particular machine (e.g. the Electromagnetic Compatibility Directive).

Work Equipment: Work equipment is any machinery, appliance, apparatus, tool or

installation for use at work (whether exclusively or not).


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Gas Appliance: Means an appliance burning gaseous fuel (used for cooking, heating, hot

water production, refrigeration, lighting or washing).

Electrical Installation: Any assembly of electrical equipment supplied by a common source

to fulfil a specific purpose. For the purpose of the Building Regulations effectively it is the

fixed electrical cables or fixed electrical equipment which are located on the consumer side

of the meter; not the appliance that actually uses the supply of electricity.

NICEIC: National Inspection Council for Electrical Installation Contracting.

PAT: Portable Appliance Testing.

Portable appliance: A portable or movable electric appliance is any item that can be

moved, either connected or disconnected from an electrical supply. Portable or movable

items generally have a lead (cable) and a plug.

The Institution of Engineering and Technology gives guidance on the various equipment

types:

• Movable equipment (transportable): This equipment is either: 18 kg or less in mass

and not fixed, e.g. electric fire.

Or equipment with wheels, castors or other means to facilitate movement by the

operator as required to perform its intended use, e.g. air conditioning unit.

• Hand Held equipment or appliances: This is portable equipment intended to be held

in the hand during normal use, e.g. hair dryer.

• Stationary equipment or appliances: This equipment has a mass exceeding 18kg and

is not provided with a carrying handle, e.g. refrigerator.

• Fixed Equipment/appliances: This equipment or an appliance which is fastened to a

support or otherwise secured in a specific location, e.g. bathroom heater.

• Built in Equipment: This equipment is intended to be installed in a prepared recess

such as a cupboard or similar. In general, built in equipment does not have exposure

on all sides because on one or more of the sides, additional protection against

electrical shock is provided by the surroundings, e.g. built in electric cooker.

• Information technology equipment: Information technology equipment includes

electrical business equipment such as computers and mains powered

telecommunications equipment, and other equipment for general business use, such

as mail processing machines, DSEs and photocopiers.


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Circuit-breaker: A circuit breaker (known as CB) is an automatically operated electrical

switch designed to protect an electrical circuit from damage caused by overload or short

circuit. Its basic function is to detect a fault condition and, by interrupting continuity, to

immediately discontinue electrical flow. This is does not protect you from electrocution.

A Typical Circuit-breaker

RCD: A residual-current device (RCD), or residual-current circuit breaker (RCCB), is an

electrical wiring device that disconnects a circuit whenever it detects that the electric current

is not balanced between the energized conductor and the return neutral conductor.

Typical different RCD’ S found in sites

RCBO: A residual-current circuit breaker with overload protection (RCBO) combines the

functions of overcurrent protection and leakage detection.

Fixed Electrical Installation: Fixed electrical installations are installations that are securely

connected to an electrical power supply and feed additional electrical outlets or static

appliances/equipment. They are normally permanent fixtures but on occasions they may be

temporary in nature and include such examples as hard-wired circuits to distribution boards,

sockets and lighting in buildings, wiring to static machines/equipment etc.

6. RESPONSIBILITIES:

All Staff: To look after the plant and equipment adequately. Use only equipment fit for

purpose and to report immediately any defective plant or equipment via FixIt and/or Line

Manager putting it out of order if necessary. To only purchase equipment through Virgin


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Active’s nominated suppliers (through VA Buy) and when buying new equipment to ensure it

is:

• CE marked.

• Supplied with a Declaration of Conformity and user instructions in English.

• Free from any obvious defect (such as missing or damaged guards).

General Managers & Heads of Function: To review the new supplier requests forms

related to their club or department before submitting to Procurement for approval.

General Manager (GM): Ensure that as part of the GM Workplace Inspection checks; Virgin

Active’s reactive and preventative maintenance system (FixIt) is operational and being used.

Appoint competent Building Services staff and ensure that ALL electrical works are only

carried out by trained and competent electricians. To ensure that access to authorised only

use plant is controlled by all Service Managers.

Building Services Manager (BSM): To ensure that all planned preventive maintenance

tasks are carried out in accordance with FixIt. They must never complete any jobs/tasks that

they are not competent or qualified to carry out. Notify to the Regional Building Services

Manager the purchase of any equipment that might be subjected to a preventative

maintenance programme. Adhere to the purchasing guidelines in this policy when buying

new equipment. To report to the Regional Building Services Manager any “serious defect”

arising from a thorough examination without delay.

Greenkeepers: To conduct Risk Assessments for all specific Greenkeeper equipment.

Regional Building Services Manager (RBSM): To ensure all plant and equipment is

included when relevant in Virgin Active’s planned preventative maintenance programme. To

coach and train Building Services staff when necessary and complete a regular audit at

every site to ensure that all plant and equipment is maintained correctly and is included in

Virgin Active’s Plan Preventative Maintenance (PPM) system, FixIt. To advise the BSM on

action to take when a “serious defect” is highlighted after a thorough examination.

Senior Building Services Team: (Head of Building Services & Engineering and RBSM):

Will (based on experience, manufacturers’ recommendations, statutory requirements,

Approved Code of Practices (ACOP), Industry standards, use and location of Building Plant

and Equipment) decide the PPM tasks for each item on FIxIt and periodically review them.


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Head of Building Services & Engineering (HOBS&E): To ensure all Virgin Active sites

have a suitable preventative maintenance programme in place and a skilled and trained

Building Services Team. To coordinate the appointment of external contractors to conduct

service visits for determined plant and equipment if dictated by the manufacturer’s

guidelines, statutory requirements or staff if not deemed competent to carry out certain PPM

operations. To manage all Building Services related contractors to ensure service visits are

taking place as per agreed frequency.

Head of Safety: To ensure the implementation and effectiveness of this policy is monitored

periodically.

Procurement Director: To ensure only reputable suppliers are available to purchase

equipment from. To manage the process of inclusion of new suppliers.

7. ARRANGEMENTS:

7.1 Plant and Equipment

7.1.1 Purchasing

Before purchasing any new or refurbished plant/equipment the following information is taken

into consideration:

Supplier selection:

All purchases must be made from a Supplier on the VA Approved Supplier List.

If the Supplier is not on the approved list then they must go through the Supplier set-up

process before a purchase order can be raised. Purchase Orders must always be

completed before an order can be placed.

Plant specification;

For major plant and equipment purchases, the following aspects must be considered by the

Senior Building Services Team:

• If the plant is broken, can it be repaired?

• Can we use a more efficient alternative?


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• Can a safer alternative be purchased?

• What guarantees and warranties does it carry?

• Where and how it will be used?

• What will it be used for?

• Who will use it (skilled employees, trainees etc.)?

• What risks to health and safety might result from its use? Or non-use?

All new pieces of plant and machinery must have;

• A Declaration of Conformity

• Carry a CE mark from a creditable source

• Have a user instruction manual in English

All refurbished pieces of plant and machinery must have;

• Have a user instruction manual in English

7.1.2 Virgin Active’s Plant & Equipment Preventative Maintenance (PPM)

All Building Plant and Equipment must be maintained in a safe condition. Suitable and

sufficient preventive maintenance must be carried out by competent persons (either Building

Services Staff or an external approved contractor). Senior Building Services staff will, based

on experience, manufacturers’ recommendations, use and location of Building Plant and

Equipment, decide the PPM tasks for each item. Prior to implementing a PPM regime, the

Senior Building Services staff will check that the Plant or Equipment does not present any

unsafe condition such as exposed moving parts.

All Virgin Active’s in-house Building Plant and Equipment preventative and reactive

maintenance is recorded on Virgin Active’s internal maintenance programme, called FixIt.

This electronic system produces jobs on different frequencies for the Building Services staff

to complete. Each job details the equipment/plant that requires the work and what tasks

need to be carried out. Once the job is completed, the Building Services staff will “close” the

job off, or state that further work is required.


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FixIt is also used to record any defects/reactive maintenance jobs that are required on a day

to day basis. Any staff member with a computer log-in can add a reactive/defect job to FixIt.

The Building Services staff will then plan/allocate the jobs depending on risk and location.

Building Services staff will also complete daily and weekly checks/tasks, which are site

specific and created by the Regional Building Services Manager. These checks are recorded

on the “Building Services Daily Checks sheet”.

When a new item of plant/equipment is purchased it will be added to the FixIt Preventative

Maintenance system (if applicable). The Senior Building Services Team: (HOBS&E and

Regional BSM) will (based on experience, manufacturers’ recommendations, statutory

requirements, Approved Code of Practices (ACOP), Industry standards, use and location of

Building Plant and Equipment). Implement the PPM tasks for each item on FIX-It and

periodically review them.

External Service contracts will be appointed for specific maintenance tasks when deemed

applicable by the Head of Building Services and Engineering.

7.1.3 Specific Plant & Equipment

7.1.3.1 Air Handling Equipment & Air Conditioning Equipment

In Virgin Active sites there is a broad spectrum of Air Handling Units (see fig.1).

Fig.1 Typical Air Handling Unit

There will be local isolation for all Air Handling Units and this will be tested by the Building

Services team on a two monthly basis (FixIt: AHU/2M). Guards will be installed around all

moving parts where it is clear to ascertain that the equipment was supplied with them from

the manufacturer.

Where fan belts need to be replaced or tightened the Safe Systems of Work

“SSoW/SP11/Replacing or tightening fan belts on Air Handling Units” will be followed. Only


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trained Building Services staff following the above SSoW must undertake these works. (This

Safe System of Work will address the possible situation of belts with no guards as per the

above paragraph).

An entrapment warning sign must be in place (see fig.5) on all AHU access panels to moving

parts.

Fig.5 Typical Entrapment Warning Sign

If working in an enclosed space and great concentration of dust is anticipated, dust masks

(FFP2) are available and should be used when replacing filters. For further information on

PPE please refer to SP22 Personal Protective Equipment.

As stated in the SP21 Hazardous Substances Policy all substances used to clean Air

Handling Units will have suitable risk assessments in place and on file in the Hazardous

Substances Folder kept on site.

Virgin Active has an in-house Air Conditioning team in place who deals with air conditioning

related maintenance tasks such as: reclaiming refrigerant gasses, conducting pressure tests

and recharging the refrigerant system. Only competent staff trained in the related Safe

Systems of work will carry out the above tasks. (Please note that for certain parts of the

country this is outsourced to a contractor).

7.1.3.2 Pressure Systems

The main regulations covering pressure equipment and pressure systems are the Pressure

Equipment Regulations 1999 (PER) and the Pressure Systems Safety Regulations 2000

(PSSR).

The Regulations apply to: design, manufacture and conformity assessment of pressure

equipment and assemblies of pressure equipment with a maximum allowable pressure >0.5

bar.


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The Pressure Regulations define three types of systems which the regulations apply to.

A breakdown of the three categories is as follows:

a) a system comprising one or more pressure vessels of rigid construction, any

associated pipework and protective devices

b) the pipework with its protective devices to which a transportable pressure

receptacle is, or is intended to be, connected

c) a pipeline and its protective devices

In Virgin Active sites equipment such as coffee machine, pressure relief valves and chillers

will fall under the scope of the Regulations.

An external specialist contractor will create an inventory of all the plant and equipment that

falls under the scope of the regulations and draw up a written scheme of examination for

each one. Typical contents of a written scheme of examination include the maximum interval

between examinations and the nature of the check/examination.

The examinations will be carried out by a Virgin Active approved supplier and the reports will

be kept electronically on the specialist contractor online reporting web page (Zurich

Engineering “CRIMSON”). The Building Services Manager must check at least every 2

months “CRIMSON” to ensure the examinations are being carried out as per the scheme

and that all issues highlighted are being addressed. (FixIt: SIRBS/02m).

All reports showing defects will be also emailed to the HoBS&E, RBSM and HoM&ES. The

BSM must communicate the RBSM if any serious defect is found. The RBSM will be

responsible to ensure that all defects are actioned promptly and to ensure the relevant plant

or equipment is put out of order if a serious defect is found.

In addition to the examinations conducted the following equipment will be subjected to a

periodic servicing by a specialist company as per the table below: Coffee Machines, Boilers

and Gas Water Heaters gas burners. These works will be arranged centrally by the Building

Services Contract Administrator, but it will be responsibility of the Building Services Manager

to ensure the works take place.


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Some of our Air Compressors will not fall under the Pressure System regulations. However

they will be subjected to in-house planned preventative checks.

Portable Air Compressors (see Fig.6) will be subject to a monthly check (FIX IT:

ACUP/01m), by the Building Services team.

Fig.6 Typical Portable Air Compressor

Fixed Air Compressors (see Fig.7) will be subject to a weekly, monthly, three monthly and

six monthly checks (FIX IT: ACU/01W, ACU/01m, ACU/03m, ACU/06m), by the Building

Services team.

Fig 7 Typical Fixed Air Compressor

7.1.3.3 Gas Systems

All gas appliances are subjected to the Gas Safety (Installation and Use) Regulations 1998.

Virgin Active has a duty to ensure that all gas appliances are safe and suitable for use.

These duties include being responsible for the annual servicing, maintenance and inspection

of Gas Appliances.

Task Daily Weekly Monthly 3monthly 6monthly Annually

Pressure Systems Servicing

Coffee Machine servicing (FixIt: COCBM1/12m or CONCBM3/12m)

Boiler & Gas Water Heaters servicing (FixIt CONCBCS1/12M; CONBCS5/12M; CONBCS7/12M)


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At Virgin Active the following gas appliances can be found typically in a site:

• Gas Boilers

• Kitchen Appliances (Cookers)

• Gas Water Heaters

The room or space where the appliance is located must be adequately ventilated and the

means of ventilation must be suitable (grills or automatic ventilation).

If in place, Kitchen gas emergency shutdown buttons are tested on a daily basis and

documented on the Food Safety Daily Log by the Club Lounge staff.

The following in-house checks are carried out on Gas appliances where applicable by the

Building Services team (Boilers:, BST/01m, B/03m, BWTSLY/12m, BLV/12m, Gas Heaters:

GSV/03m, GSH/12m, GWHTC/01m, GWH/12m).

All gas appliances must be subjected to an annual “gas safety check” by a Gas Safe

Registered engineer. This will be arranged centrally by the Building Services Contract

Administrator. The report must be kept onsite and the Building Services Manager will

ensure that any defects highlighted are corrected within the specific timescales. (FixIt code

CONGKM1/12M or CONGKM2/12M for Kitchen gas appliances).

For boilers and gas water heaters the annual gas safety check will be included as part of the

servicing visits dealt with in the Pressure Systems section.

7.1.3.4 Pool & Spa

All filtration and chemical dosing systems are installed by a competent engineer. The

systems are maintained by the Building Services team completing PPM tasks on a daily,

weekly, monthly, 6 monthly and 12 monthly basis.

Each pool chemical dosing system must shut down when all circulation pumps fail

(trip/power failure).

A Safe System of Works is in place for topping up various pool chemicals and creating a 10

ppm Chlorine solution. They must be trained to the Building Services team, prior to any work

being carried out.


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7.1.3.5 Waste Compactor

Some Virgin Active sites with a large Food and Beverage operation have a Waste

Compactor.

Only operators trained on the relevant Safe System of Work must use the compactor and a

training record must be in place. Training will be conducted by the Building Services

Manager. Each waste compactor must only be operated by one person at a time. The

Operation key must be kept in a secure place by the Club Lounge Manager and/or Head

Chef and only passed to trained operators. The keys must be removed from the compactors

following use and returned to the secure place.

Maintenance on the waste compactor must only be undertaken by a qualified maintenance

engineer who has experience with electro-hydraulic machinery. As per SP34 Young Persons

at Work Policy all Waste Compactors must not be used by any young person. Monthly

safety checks must be carried out and documented by Building Services staff as per

manufacturer’s recommendations (FixIt CS/1M). A competent external company will service

the compactors on an annual basis.

Each Waste Compactor must be located with its back against a wall or a robust structure, in

a secure location, on flat ground and away from walkways, with enough room for bins to be

removed safely and to operate the controls whilst in full view of the compaction process. The

electric cable must be laid in such a way that it doesn’t pose a trip hazard. A copy of the

SSOW must be laminated and placed on the machine. All guarding is provided to prevent

access to the dangerous parts, and any interlocking devices fitted. Controls should be

secured so that unauthorised operation is effectively prevented.

The Virgin Active standard issue Waste Compactor must only be used with Mobile Waste

Containers with 4 wheels (1000 to 1300 litres) marked with an EN 840 stamp.

Only the following waste to be compacted:

• Paper and Cardboard

• Thin gauge, open metal containers (up to 0.5mm thick maximum)

• Food Waste

Glass or metal (other than above) must NEVER be compacted.


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7.1.3.6 Virgin Active Laundry

Virgin Active owns an industrial laundry facility which washes, cleans and delivers locker

room towels for a selection of Virgin Active sites.

The Laundry has the following machinery:

• Laundry Press (Water Extraction Press)

• Laundry Super Track

• Laundry Dryer (Transfer Cycle Dryer)

• Laundry Washing (Industrial Batch Washer Power Trans)

• Laundry Belts and Folding (Conveyor Belts & Jensen Butterfly Ventus)

Due to the nature (Hazards & Risks) of these machines, there are individual Risk

Assessments for each of the above items completed by the Safety Team and recorded in the

Risk Assessment Folder, kept on site.

The following FixIt checks for the above machinery are carried out on a weekly, monthly, 3

monthly and 12 monthly basis (LC/01w Laundry Clean, LD/12m Laundry Dryer, LLD/1M

Large Laundry Dryers, LST/1M Laundry Super Track, LST/1W Laundry Super Track,

LST/3M Laundry Super Track, LTFM/01m Laundry Towel Folding Machine, LTS/01m

Laundry Towel Skips, LW/12m Laundry Washer).

A Safe System of Work is in place for the machinery in the Laundry and all relevant staff are

trained on it.

7.1.3.7 Green Keepers Equipment

Virgin Active Green Keepers use a variety of equipment to complete day to day tasks such

as: Hedge Trimmer, Triple Mower, Strimmer, Mower, Tractor, Chainsaw, Leaf Blower,

Rough Cutter, Turf Iron, Power Brush, Utility Vehicle, Fairway Mower, Green Mower and

Pedestrian Mower.

This equipment must be included in the FixIt PPM system by the Regional Building Service

Manager and maintained as per the manufactures’ guidelines by competent staff/contractor.


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In addition to the generic risk assessments included in this policy, Green Keepers equipment

specific risk assessments must be conducted by the Green Keepers Manager.

7.2 Portable Work Equipment

Portable Work Equipment must be installed and/or assembled by a competent person

following the manufacturers’ recommendations and located in such a way to minimise

hazards (I.e. vice, bench grinder and pillar drill all to be fixed to the workshop bench).

If any Building Services staff member uses their own personal tools, they must be suitable

for their purpose, in good condition and have a CE marking. Power tools must always be

provided by Virgin Active.

Equipment must be kept clean and in good housekeeping order at all times. All hand tools

must be kept on a tool board (on the wall) in the workshop. Each Virgin Active site will have

a selection of portable work equipment (hand tools and hand-held power tools) such as:

Hammer, Screwdrivers, Pliers, Drill, Jig saw, Circular saw, Sander, Pillar drill, Angle grinder.

Building Services Managers must only purchase and use tools that are insulated to 1000 V

for electrical work.

Suitable tool box/bags must be in place to transport hand tools around the Virgin Active Site

and used at all times.

As per FixIt TSC/03m, every three months Building Services staff must carry out the

following checks on portable work equipment:

• Inspect all hand tools and repair and/or replace as necessary.

• Inspect all Building Services Employees’ personal tools. Repair and/or replace as

necessary.

• Check and ensure that guards are in place on all Pillar Drills & Bench Grinders.

• Check and ensure that safety glasses are in good order and available within the

workshop.

• When fitted, emergency shutdown buttons and guards will be in place, working and

clearly visible and accessible.


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Pre-use visual checks are to be conducted on all power tools and hand tools, checking the

following prior to being used:

• Check the electric cable condition on all applicable power tools

• Check handles on hand tools, ensuring that these are not split, lose or broken

For further information please refer to the Workshop, Stores & Tools Building Services NOP.

Please note: Gloves must not be worn when using the Pillar Drill as this would increase the

risk of entanglement. Also users must remove the chuck from the drill prior to use, wear

protective glasses and ensure the guard is place.

7.3 Electrical and Lightning Protection

7.3.1 Fixed Electrical Installation

All electrical fixed installations, whether permanent or temporary must be maintained in a

safe condition in accordance with statutory legislation, approved codes of practice and

recommended standards.

All fixed electrical installation tests must be carried out in accordance with procedures laid

out in the current edition of the BS7671 IEE Wiring Regulations and the results of all such

tests must be recorded. All electrical work undertaken on fixed installations must be carried

out by a qualified competent electrician.

The Head of Building Services & Engineering will ensure that all fixed electrical installations

are inspected, tested and reported upon every 3 years by either our in house Building

Services Teams or by a Virgin Active approved contractor in accordance with BS 7671

(2008) – 18th Edition regulations. Swimming Pool electrical installations will be inspected

annually by the same contractor. The contractor must be part of the NICEIC Approved

Contractor Scheme.

After each inspection, an Electrical Installation Condition Report will be produced by the

approved contractor (or in-house team). The Building Services Manager is responsible for

ensuring that all category 1 & 2 defects identified in such reports are corrected in

accordance with the timescales proposed. The Building Services Manager must review all


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other observations and assess whether they will be completed or not.aspects highlighted in

such reports are corrected in accordance with the timescales proposed.

A new electrical installation is defined as a new installation for a new building/extension or

an addition or alteration to an existing installation where new circuits have been introduced.

Drawings or distribution boards schematics of the system must be kept on file.

Detailed standards about the installation of new systems, including handover, commission

and test certificates, should be included in work specifications. All works must be carried out

in accordance with the current edition of BS7671 IEE Wiring Regulations and other relevant

European Standards. On completion of works the installation shall be subjected to a full test

as detailed in Guidance Note 3 of BS 7671.

Virgin Active will aim to have all socket outlets, fuse spurs, sauna and sunbed circuits

covered by RCDs. The Building Services Manager will conduct a button test for all RCDs

every 3 months (FixIt: PSJ4/03m) and a metered time measured test annually (FixIt:

PSJ5/12m)

Distribution boards, fuse boards and control panels must be kept locked at all times (if

outside a plant room) with a suitable warning sign displayed.

In all environments (wet areas, outdoors etc.) the electrical equipment used will have a

suitable IP rating for the particular environment. If there is a genuine risk from indirect shock

due to extraneous metal work becoming live we will where reasonably practicable ensure it

is earthed.

7.3.2 Portable Appliances Testing

7.3.2.1 User Checks:

It is important to carry out user checks on electrical equipment even if it has been subjected

to PAT testing. This is because portable appliance testing can only give an indication of the

safety of an appliance at the time of the test and does not imply that the item will be safe for

a further period of time.

The following user checks must be completed before use, as appropriate, so that electrical

equipment can be used safely:


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• Check electrical leads and plugs for wear or tear and faulty wiring. Frayed leads or

exposed internal wires are fire risks.

• Check that sockets are not overloaded (see fig 8) – we must use one plug in each

socket and not plug adaptors into adaptors!

Fig 8: Example of overloading socket

• Check that the electrical cables don’t have any tape used to mend or join cables (see

fig 9).

Fig 9: Example of damaged cable

• Check that electrical cables/leads DO NOT run under carpets/mats and are not

nailed or stapled into place.

Staff will be trained in the above checks as part of the “How to be Safe” e-learning induction

training. When completing the visual checks; if any items are required to be repaired, then

staff must report this using the FixIt application and remove the item from use. The item(s)

must be clearly labelled as being defective.

7.3.2.2 Formal Visual Inspections:

Formal visual inspections will be conducted and recorded for all Hairdryers in the Lockers

Rooms by the Building Services Team. They will be checked on a weekly basis for damage

and the checks are recorded on the Building Services Daily Checks (DC).

In addition to this, the Early Service Manager each day will complete the following Hairdryer /

Straighteners checks and record it on the Active Plan checking the following:

• Are all hairdryers / straighteners free from visible damage?


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• Are all hairdryer vent filters in place and free from dust?

Please note there will be certain portable equipment not included in the PAT inventory as it

will have its specific FixIt maintenance code. (E.g. hand dryers).

7.3.2.3 Combined inspection and test (PAT):

The checks and inspections outlined in the previous paragraph should reveal

most potentially dangerous faults. However, some faults, such as: loss of earth

integrity (e.g. broken earth wire within a flexible cable), deterioration of insulation

integrity, or contamination of internal and external surfaces, cannot be detected by

visual examination alone. Such faults can only be reliably detected by a combined

visual inspection and test. This should be carried out periodically to back up the

checks and inspections and is likely to be justified:

- whenever there is reason to suppose the equipment may be defective and this

cannot be confirmed by visual examination,

- after any repair, modification or similar work, or

- at periods appropriate to the equipment, the manner and frequency of use and

the environment.

The periodic standard Combined Inspection and Test of Portable Equipment iat the Virgin

Active sites is as follow1:

Risk Type of equipment

(example) Frequency Fix It Code

High

Powered tools and associated extension leads. Cleaning equipment and associated extension leads All portable heaters. All portable items on Poolside or for use on Poolside. Non-hardwired hairdryers

6 monthly PAT1/6m

Medium

All items in club V/Day Nursery All Kitchen equipment All Health & Beauty equipment All Powered Gym equipment

Annually PAT2/12m

Low Computers and other office appliances General appliances (Radios, extension leads, fans…)

Every 24 months

PAT3/24m

1 Please note that Class II equipment (double insulated) will not need a portable appliance test.


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The Building Services Manager is responsible for ensuring that all electrical portable

appliances are labelled, keeping an up to date inventory of all of them and recording of all

the combined Inspection and test conducted.

In order to ensure the inventory is up-to-date, on a three monthly basis the Building Services

Team will check that all portable appliances onsite are accounted for and under the correct

“Risk” grading. (FixIt code: PAT4/3m).

Only Building Services staff with appropriate electrical skills (recognised electrician

qualification) will conduct the Combined Inspection and testing. Competency can also be

achieved by completing the in-house “How To - PAT Testing” course.

7.3.3 Use of electrical equipment & Appliances near Swimming Pools

The normal risks associated with the use of electrical equipment can be magnified by the

wet and corrosive conditions in swimming pools and associated areas.

If electrical portable equipment is to be used in the pool area (or other “wet areas” such as

showers), the following hierarchy of equipment will be used (the first being the most

suitable):

- Battery powered equipment, for example 12 volts.2

- Extra low voltage cable fed equipment.

- Equipment protected by a RCD and with a suitable barrier in place.

7.3.4 Lightning Protection

The function of an external lightning protection system is to intercept, conduct and disperse

a lightning strike safely to earth. Without such a system a building's structure, electronic

systems and the people working around or within it are all at risk.

All detached/standalone Virgin Active sites must have a lightning protection system in place

unless a Risk Assessment conducted by a competent contractor (following BS EN/IEC

62305) dictates otherwise. Each Virgin Active site with a lightning protection system will be

2 If the first control measure cannot be achieved, advice must be sought from a qualified electrician (usually the BSM).


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inspected annually by a Virgin Active approved contractor. This visit will be arranged

centrally by the Contracts Administrator but it will be responsibility of the Building Services

Manager to check that the visit takes place (FixIt: CONLPS/12m) and that all actions

highlighted have been corrected. A copy of the report will be kept on file in each applicable

Virgin Active site.

7.3.5 Permit to Work

Many electrical accidents are due to failure to plan ahead. It is necessary to plan work, even

for seemingly simple jobs, both in advance and while the work progresses. Planning is most

important since it requires a disciplined way of thinking by the person in charge of the work

and demands that five important factors are considered:

• the work to be done

• the hazards of the system or equipment to be worked on

• the people doing the work and the level of supervision necessary

• the precautions to be taken

• the system of work to be employed

An electrical job may have been planned but the nature of the work may change as the job

progresses. When planning work properly it should be recognised that some decisions may

not be possible until part-way through the job (e.g. a testing job may turn into a fault-finding

situation). The plan should recognise this and cover the possibilities.

An electrical permit-to-work (Annex 2) is primarily a statement that a circuit or item of

equipment is safe to work on. A permit should never be issued on equipment that is still live.

The information given in the permit should be precise, detailed and accurate. In no

circumstances should anyone be allowed to work on equipment that is not specified in the

permit as having been made safe.

A Permit to Work must be completed for all contractor electrical operations. Any in-house

electrical work will be completed by all staff who are qualified electricians, who have been

trained in the Virgin Active safe isolation procedure, so therefore no permit to work is

required. Please note that Virgin Active qualified electricians must ensure adequate isolation

by adhering to the following:

• Make sure that any switch disconnector or other means of disconnection is secure.

• Switches should preferably be locked in the OFF position using a ‘safety’ lock and

(i.e. a lock having a unique key) all keys should be retained in a secure place.


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• If a plug has been withdrawn, make sure that it cannot be reconnected to the

electrical supply while work is taking place on the circuits or apparatus.

• If a fuse is removed, make sure that it or a similar one cannot be reinserted by taking

it away or by locking the box or enclosure until work is completed.

• Put a notice or label at the place of disconnection so everyone else knows that work

is being done (Notices or labels should be easily understandable to anyone in the

area).

The permit to work for contractor work must be printed from Connect which can be found in

Safety/Safety Management System/SP11 Building Plant and Equipment

Maintenance/Policy/Annexes, authorised and issued by electrically competent Building

Services staff after an “Authorisation Pass” has been obtained (See SP.06 Contractor

Management). The permit to work must be completed fully, ensuring that all personnel

involved have been listed on the permit and are in permanent communication at all times. All

control measures must be in place before work commences and the relevant personnel

(electrically qualified staff) must print their name and sign the permit once they are happy

that the information on the permit is correct and the control measures are in place.

Once the work is completed, the permit must be closed by the authoriser (electrically

competent Building Services staff). The authoriser of the permit must stay at the site until

works are completed. For multi-day jobs, it is acceptable for the issuer to leave site as long

there is a follow up in person in all key stages of the job. All completed permits must be filed

in the Permit Folder.

In case of an emergency the following arrangements must be in place:

• A qualified First-Aid at work staff member must be present on site at all times

• In some cases it may be appropriate to have a second staff member present and

trained to recognise the dangers and provide first aid specific to electrical burn or

shock injuries

• Means of electrical isolations should be clearly identified

• Anyone who suffers electrical shock should seek medical attention and be kept under

close supervision, as electric shock can cause heartbeat irregularities up to several

hours later

If a permit to work is be issued outside of normal of hours, it must only be done by the

Building Services Manager and they must be present at all times.


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Any permit-to-work system should also have an additional procedure for monitoring (audit) to

ensure that the safety rules are followed and the documents are completed accurately.

Work on or near live conductors should rarely be permitted, In most cases, adequate

planning and work programming will allow such jobs to be carried out with the equipment

dead. There are three conditions which must be met for live working to be permitted where

danger may arise. It is stressed that if just one of these conditions cannot be met, live

working cannot be permitted. The conditions are as follows:

• It is unreasonable in all the circumstances for the conductor to be dead.

• It is reasonable in all the circumstances for the person to be at work on or near the

conductor while it is live (i.e. to aid fault finding).

• Suitable precautions (including, where necessary, the provision of personal and

protective equipment) have been taken to prevent injury.

Working live can still only be justified if suitable precautions are taken to prevent injury

arising from risks identified in the assessment. All of the factors covered below should be

taken into account:

• The possibility of anyone touching parts at dangerously different potentials at the

same time should be avoided by installing temporary insulation or protective barriers.

• When work is to be carried out ‘near’ rather than ‘on’ live equipment, the staff or

contractor must ensure that appropriate and adequate safety clearances are

established and maintained.

• The staff/contractor doing the work must be adequately trained and experienced in

the type of live work being undertaken.

• There must be adequate working space and adequate lighting. There should be

adequate headroom, no tripping hazards and no obstructions that could restrict the

contractor/or staff movements.

• Only properly insulated tools should be used, they should have insulation that is

robust enough to be proof.

• Protective clothing and equipment should be provided and used where this would

reduce the risk of contact with live parts or earth.

• Horizontal surfaces and projections inside control cabinets etc. should not be used

for temporary storage of tools and other equipment.

• Experience has shown that rapid action can save lives in the event of electric shock.

A person working on live parts should normally be accompanied by someone who is


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in a safe position, who has the necessary competence to avoid injury, who can help

by disconnecting the supply and who can render first aid or obtain assistance in the

event of an emergency.

When working live, it is important to prevent non-authorised staff/members/contractors from

encroaching in the area of live work. To ensure control of the area, it is necessary to provide

some form of effective enclosures or barriers to prevent access to the live work area.

Warning notices should be fixed to the enclosures or barriers.

The supervision of electrical work must be appropriate to the danger and the technical

knowledge or experience of the people doing the work. Everyone involved should also be

clear about what is to be done if something goes wrong.

Before working on equipment which has been made dead, the conductors should be proved

dead. The instrument to do this should be properly constructed to protect against electric

shock and designed to prevent short circuits occurring during use.

The Permit to Work system will be monitored by the GM on a monthly basis as part of the

GM Workplace Inspection Checks.

7.4 Staff Training and Qualifications

All Building Services Managers and Building Services Technicians will have previous

experience of building maintenance (including plant and equipment fault finding) and, where

applicable, an electrical qualification. Only competent and qualified electricians must carry

out electrical work. To be deemed as a fully qualified electrician an industry-recognised level

3 qualification must be hold, such as:

• Level 3 in Electrotechnical Services (Electrical Maintenance)

• Level 3 in Installing Electrotechnical Systems & Equipment (Buildings, Structures and

the Environment)

• Level 3 in Electrical Installations (Buildings and Structures) if part of an

Apprenticeship.

Or equivalent.


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The first two qualifications in the list are accredited by the awarding bodies, City & Guilds,

NVQ and EAL. The third qualification is accredited by City & Guilds.

Staff with a level 2 electrician qualification will also be deemed competent to carry out the

following works:

Single Phase:

- Replacing sockets (like for like).

- Replacing light switches (like for like).

- Replacing light fittings (like for like).

- Fault finding on single phase circuits.

- Replacing like for like single phase transformers such as motors or fans.

Three Phase: (if trained in the safe isolation procedure)

- Disconnecting a motor/pump

- NOT TO CONDUCT FAULT FINDING IN A CONTROL PANEL UNLESS ISOLATED.

- NOT TO COMPLETE ANY 3 PHASE WIRING WITHIN CONTROL BOARDS OR

PANELS.

Staff in possession of a HVACR (Heating, Ventilation, Air Conditioning and Ventilation)

qualification will also be able to conduct certain electrical works within the remit of their

qualification.

An electrically competent Regional Building Services Manager must be consulted in case

there are doubts about the electrical competency levels of a member of the staff.

Building Services staff will be trained in Pool Plant Operators Certificate (or in house

equivalent) (if required). All certificates will be kept on p-file.

All Building Services will complete a comprehensive induction process, which entails being

trained in the Operating Procedures of a variety of areas and completing a workbook, which

will be kept retrievable.

During the induction process, the new member of staff is observed by the Regional BSM

and/or BSM and also has the workbook reviewed at pre-determined times by Regional BSM

and/or BSM.


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All Service Managers (including staff who complete SvM shifts) will be trained in the plant

room orientation Safe System of Work, to enable them to complete the visual checks during

their shift.

All staff conducting tasks related to: Reclaiming refrigerant gasses, conducting pressure

tests and recharging the refrigerant system will hold a minimum qualification of “Level 2

Award in F-gas and ODS Regulations (2079)” and follow the related Safe Systems of work.


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8. ASSOCIATED DOCUMENTS AND RECORDKEEPING:

Name Location (Template) Owner To be kept in To be kept for

Zurich Inspection Reports ZURICH CRIMSON WEB PORTAL Head of Building Services & Engineering

N/A 3 years

Electrical Works Permit to Work

Connect/Document Library/Safety/Safety Management System/11 Building Plant and Equipment Maintenance/Policy/Annexes

Head of Safety Club: Permit Folder 3 years

RA-SP11-01 Building Plant & Equipment

Connect/Document Library/Safety/Safety Management System/11 Building Plant and Equipment Maintenance/RA

Head of Safety Club: RA Folder 3 years

RA-SP11-02 Electricity Connect/Document Library/Safety/Safety Management System/11 Building Plant and Equipment Maintenance/RA


RA-SP11- Waste Compactor



RA-SP11-Laundry Belts & Folding



RA-SP11-Laundry Dryer Connect/Document Library/Safety/Safety Management System/11 Building Plant and Equipment Maintenance/RA


RA-SP11-LaundrySuper Track



RA-SP11-Laundry Washing Machine



RA-SP11-Laundry Water Extraction Press



SSoW/SP11/ Butterfly Ventus (Laundry)


Head of Safety Club: SSoW Folder 3 years

SSoW/SP11/ Electrical Isolation



SSoW/SP11/ Industrial Washer (Laundry)



SSoW/SP11/ Pool Tank Checks and Isolation of Sump Pump



SSoW/SP11/ Preparation of 10 ppm chlorine solution



SSoW/SP11/ Refilling HTH Calcium Hypo (manual)



SSoW/SP11/ Refilling sodium bisulphate (manual)



SSoW/SP11/ Replacing acid container



SSoW/SP11/ Replacing belt from AHU



SSoW/SP11/ Replacing PAC container



SSoW/SP11/ Supertrack (Laundry)



SSoW/SP11/ Swimming Pool Chemical Manual Dosing



SSoW/SP11/ Topping up PAC container



SSoW/SP11/ Topping up Sodium hypo (Manual)



SSoW/SP11/ Topping up Sodium hypo (Mechanicall)



SSoW/SP11/ Transfer cycle dryer (Laundry)



SSoW/SP11/ Tumbler dryer



SSoW/SP11/Waste Compactor



SSoW/SP11/Waste Extraction Press (Laundry)




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9. ANNEXES:

Annex I: Electrical Permit to Work

SAFETY MANAGEMENT SYSTEM VIRGIN ACTIVE LTD• Fixed Equipment/appliances: This equipment or an...

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