Asbestos Management Plan and Procedures

Transcription

1 Asbestos Management Plan and Procedures Management of Asbestos-Containing Materials (ACMs) Version 5 February 2017 Version 5 Reviewed: February 2017 Page 1 of 29

2 Asbestos Management Plan Contents 1. Introduction Overview Legislation and Regulation Roles and Responsibilities Managing Director Director of Property Services and Development Asbestos Compliance Manager Rykneld Homes Managers All Rykneld Homes Employees and Maintenance Operatives Training and Awareness All Employees All Operatives Working in Housing Stock Staff with Specific Asbestos Management Responsibilities Contractors Surveys and Asbestos Register Types of Survey Carried out by Rykneld Homes Risk Management Controlling Work on the Fabric of the Building Principles of Controlling Work Controlling Building and Maintenance Work Controlling the Condition of ACMS Monitor and Review References and Related Information Appendix Properties Included on Database Appendix Asbestos Containing Materials Expected in Rykneld Homes Buildings Appendix List of Individuals with Key Responsibilities Appendix Procedure for Carrying out any Maintenance or Building Work Appendix Asbestos Repair/Removal Report/Record Asbestos Database Online User Enquiry Flowchart Version 5 Reviewed: February 2017 Page 2 of 29

3 Asbestos Management Plan Controlling the Risk from Asbestos in Premises Managed by Rykneld Homes Ltd 1. Introduction 1.1 This document sets out the Rykneld Homes Ltd (RHL) procedures for managing asbestos. 1.2 Asbestos is a substance that poses a serious risk to health if it is inhaled. For this reason it is essential that asbestos is managed in a way to keep the risk to a minimum. 1.3 Rykneld Homes is committed to the effective management of Asbestos Containing Materials (ACM s) to ensure that their employees, tenants and others are not exposed to significant concentrations of asbestos fibre. Rykneld Homes approach to Asbestos Management is detailed in four documents and these should be read in conjunction with this Plan. These are: Rykneld Homes Asbestos Management Policy Rykneld Homes Asbestos Management Plan and Procedures (this document) Your Guide to Asbestos Tenants Guide Asbestos Management Statement. 1.4 All staff whose normal duties may bring them into contact with existing ACM s (e.g. repairs, maintenance and improvement staff, estate caretakers etc) will be trained in asbestos awareness. 1.5 All RHL trade Operatives are given Asbestos Awareness training as a minimum, which is refreshed, as required, and a number of volunteer Operatives and staff also undertake annual working with asbestos training, allowing them to undertake non-licensed type work with ACM s (excluding notifiable non-licensable work). 1.6 The activities where these ACM s could be disturbed include the following: (c) (d) Major building works (refurbishment/demolition). Planned maintenance work. Emergency/reactive maintenance work. Some DIY undertaken by tenants 1.7 In line with Health and Safety Executive (HSE) guidelines, there is no policy to remove the ACMs, but to manage them and only remove where necessary. As a consequence, systems and procedures are in place to manage all works that may be undertaken on the fabric of RHL managed premises. When the opportunity Version 5 Reviewed: February 2017 Page 3 of 29

4 arises, e.g. during major void works, RHL will always consider and undertake removal of an ACM based on the individual circumstances and requirements. 2. Overview 2.1 Rykneld Homes manages approximately 8,000 domestic properties owned by North East Derbyshire District Council (NEDDC). Approximately 40% of these houses are non-traditional construction. The main period for the use of asbestos in domestic property construction was post WW2. This was the period in which most of our non-traditional stock was built. This increases the potential for the presence of ACMs within these properties. Given this position, the approach to Asbestos Management assumes that most of the stock under RHL management may contain ACM s. Rykneld Homes also owns 44 properties as a Registered Provider. These were constructed from 2015 and do not contain any ACMs. 2.2 An estimate is that over 90% of the properties we manage contain asbestos in at least one material used in their construction. The most common materials being: Floor coverings Pre-formed cement products (soffits, roof sheets, gutters and down pipes) Decorative finishes (textured coatings) Bitumen products (adhesives, sink pads and damp proof layers). Premises managed by RHL (see Appendix 1 for types) are surveyed for the presence of ACMs (Appendix 2) and the information stored on an electronic system. This will assist the management process of ACMs by enabling the information obtained to be: Managed and kept up to date; and Disseminated to those who need to receive information about the location of ACMs. 2.3 Measures are in place to ensure any ACMs in non-domestic areas that deteriorate or become damaged are identified and remedial action taken to repair, remove or isolate them. These measures will ensure, as far as is reasonably practicable, that ACMs are kept in good condition and that RHL employees, or others, do not work on them unknowingly or unsafely. 2.4 In summary, this Asbestos Management Plan describes: (c) Rykneld Homes Ltd s approach to asbestos management. The roles and responsibilities of employees of RHL in respect of the management of ACMs. General employee awareness and competent person training requirements. Version 5 Reviewed: February 2017 Page 4 of 29

5 (d) (e) (f) (g) (h) (i) (j) (k) The acquirement and management of information on ACMs in properties managed by RHL. Risk assessment of ACMs. Procedures and systems for the day-to-day management and control of building work on ACMs. Asbestos Survey process. Monitoring the condition of ACMs. Emergency procedures. Ensuring ACMs are maintained in good condition or, where in poor condition, they are repaired, removed or isolated. Arrangements for monitoring and reviewing this Asbestos Management Plan annually. 3. Legislation and Regulation The Health and Safety at Work etc Act 1974 The Control of Asbestos Regulations 2012 (CAR 2012) The Management of Health and Safety at Work Regulations 1999 as amended The Workplace (Health, Safety and Welfare) Regulations 1992 The Construction (Design and Management) Regulations 2015 The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 The Hazardous Waste (England and Wales) Regulations 2009 The Homes and Communities Agency Housing Standards, Home Standard. Defective Premises Act 1972 The Housing Health and Safety Rating System (HHSRS) 4. Roles and Responsibilities The following describes the key roles and their responsibilities. Please refer to the flowchart in Appendix Managing Director Corporate responsibility for Asbestos Management. Version 5 Reviewed: February 2017 Page 5 of 29

6 4.2. Director of Property Services and Development The Director of Property Services and Development is nominated to oversee the management of asbestos for RHL. The role is to oversee the Asbestos Management Plan and ensure that: (c) (d) (e) (f) (g) (h) (i) (j) The competent person for asbestos (the Asbestos Compliance Manager) undertakes requirements of the Asbestos Policy and the Asbestos Management Plan, and RHL s compliance with legislation. The Plan is implemented and resources are made available to ensure it continues to be effective. It is disseminated to all relevant parties. All personnel with responsibilities under this Plan are aware of their responsibilities. All key persons receive training commensurate with their responsibilities under this Plan. Effective systems and procedures are in place to prevent uncontrolled work on ACMs and to ensure employees, and/or others, are not exposed to unacceptable levels of risk as a result of their location or condition. Asbestos Containing Materials that become deteriorated or damaged are repaired, removed or isolated. The Plan is reviewed annually. Amendments are made to the Plan, where necessary, as a result of periodic review or where deficiencies are highlighted Any actions carried out on ACMs within the stock managed by RHL are recorded on the Asbestos database Asbestos Compliance Manager The role of the Asbestos Compliance Manager (the competent person) will be to: (c) Maintain and update the Asbestos Register and ensure appropriate dissemination of information contained therein. Assess the risk associated with ACM and ensure that the level of risk is available to all staff and contractors. Review all work programmes to establish the extent of surveying required prior to any work commencing, and to ensure that the surveying is undertaken and the results made available to all parties associated with the proposed works before they commence. Version 5 Reviewed: February 2017 Page 6 of 29

7 (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) Ensure that suitable and sufficient Safe systems of Work are established for the range of work carried out by RH operatives and that they are reviewed periodically to ensure they remain current. To review the training records, method statements and risk assessments of contractors prior to works commencing, and where these are not adequate, ensure that no works are allowed to be undertaken by the contractor until such issues are resolved. Arrange condition monitoring of ACMs at intervals determined by legislation and risk assessments. Organise appropriate remedial works identified in accordance with current Regulations and good practice. Instruct, direct, monitor and liaise with accredited consultants, analysts, surveyors and specialist licensed removal contractors. Liaise with and advise RHL staff with regard to asbestos related issues. Monitor, review and audit the Asbestos Management Plan and recommend developments to ensure its progress. Provide advice regarding whether proposed work on ACMs is required to be carried out by a licensed contractor. Liaise with line Managers and Health and Safety Manager to arrange and implement appropriate asbestos awareness training. Organise and implement an on-going rolling programme of asbestos surveys of the housing stock managed by RHL. Form links with outside bodies to share knowledge and investigate opportunities for improvement and economies. Maintain accurate records relating to asbestos remedial, removal or investigative works Rykneld Homes Managers All Rykneld Homes Managers will ensure that: (c) (d) The Asbestos Management Plan is made available, implemented and adhered to within their Service areas. It is disseminated to all relevant parties within their Service areas. All personnel with responsibilities under this Plan within their Service areas are aware of their responsibilities. All key persons within their Service areas receive training commensurate with their responsibilities under this Plan. (e) That effective systems and procedures are in place within their Service areas to prevent uncontrolled work on ACMs and to ensure employees, or Version 5 Reviewed: February 2017 Page 7 of 29

8 others, are not exposed to unacceptable levels of risk as a result of their location or condition. (f) (g) (h) ACMs that become deteriorated or damaged within their Service areas are repaired, removed or isolated. Work programmes for which they are responsible are reviewed by the Asbestos Compliance Manger to establish the extent and implications of ACM s involved That information regarding any work carried out in connection with ACM s is reported to the Asbestos Compliance Team to enable them to update the asbestos register; 4.5. All Rykneld Homes Employees and Maintenance Operatives Rykneld Homes general employees do not have any key asbestos management duties under this Plan. However, all operational staff are trained to identify suspected asbestos containing materials and they must: (c) (d) (e) Comply with the relevant systems and procedures contained in the AMP and established by their line managers in relation to asbestos work; Adhere to any asbestos related risk assessments and safe systems of work; Stop work and report any previously unknown or suspected ACM s to their line manager or the Asbestos Compliance Team following the procedure in Appendix 4; Report any damaged ACM s or suspected ACM s that they come across whilst at work to their line manager or the Asbestos Compliance Team; Attend asbestos training commensurate with their role and adhere to its content 5. Training and Awareness It is essential that those with responsibilities under this Plan receive the necessary training, in accordance with the requirements of Regulation 10 of the Control of Asbestos 2012, to help them fulfil their responsibilities. This training takes different forms, depending on the individual s responsibility and is outlined below: 5.1. All Employees All employees involved with asbestos, or its management, will have a basic general awareness of asbestos that should include: The capability to identify potential ACMs (the types, uses and likely occurrence of asbestos and ACM s in buildings and plant). The properties of asbestos and its health effects, including the increased risk of lung cancer for asbestos workers who smoke and that those ACMs in good condition pose no risk to their health. Version 5 Reviewed: February 2017 Page 8 of 29

9 (c) (d) (e) (f) (g) (h) How RHL manages their ACMs. Knowledge of the Safe Systems of Work used by Property Services Operatives. What to do if they find damaged asbestos. What to do if a tenant, resident or contractor reports damaged asbestos to them. The general procedures to be followed to deal with an emergency, e.g. an uncontrolled release of asbestos dust in the workplace. How to avoid the risks from asbestos, e.g. for building work, no employee should carry out work which disturbs the fabric of a building unless the employer has confirmed that ACMs are not present. All staff that have the potential to disturb ACM s during their work must have as minimum asbestos awareness training; this will be refreshed when required. Refresher information will form part of the general Health and Safety aspect of tool box talks and will also be formally carried out on a regular basis by the Asbestos Compliance Team for voluntary and Mandatory attendance at the discretion of supervisors and Managers All Operatives Working in Housing Stock Any Operative undertaking work on asbestos containing materials must be suitably trained and in possession of the relevant Method Statement and Risk Assessment. Rykneld Homes currently has 46 staff trained to carry out non-licensed work with asbestos. This training has to be refreshed once a year. Following any work with asbestos, form V5 must be completed and passed to the Asbestos Compliance Manager to allow the Asbestos Register to be updated and demonstrate which safe system of work and risk assessment was followed. No work that falls into the category of Notifiable Non-Licensable Work or any work on asbestos insulating board shall be carried out by RHL staff. Supervisors must ensure that suitable Method Statements and Risk Assessments are reviewed and agreed with Operatives undertaking work on ACMs, prior to the work commencing. Job specific method statements and risk assessment have been issued to all relevant work with asbestos trained staff. If any required task is not covered by these documents, the staff must not carry out the work until it has been correctly assessed. If any work is undertaken which uncovers hitherto unknown ACMs, refer to Appendix Staff with Specific Asbestos Management Responsibilities Version 5 Reviewed: February 2017 Page 9 of 29

10 Staff with specific responsibilities will receive the following training: (c) (d) (e) Health effects of asbestos and that those ACMs in good condition pose no risk to their health. How RHL manages their ACMs. ACMs and where they are found (in particular within RHL premises) and where this information is held. What the procedures are for reporting damage to ACMs and what is meant by significant damage. Additionally, any staff undertaking risk assessments of the condition of ACM s will be BOHS P402 qualified. Information and training may be achieved through circulation of information leaflets/ briefings for all employees, and by sending key individuals on a general awareness or specialised training course, as appropriate. To ensure employees remain aware of the Asbestos Management Plan and relevant procedures, information will be posted on notice boards, re-iterated at briefings or similar Contractors All contractors will be made aware of procedures for managing ACMs in RHL stock before they arrive on site or immediately after they arrive on site prior to undertaking any work. Contractors are provided with access to the asbestos register and are responsible for checking the register to ascertain the information on ACMs and following this what actions they need to undertake to comply with Asbestos Regulations. If additional surveys are required, these are undertaken by RHLs Asbestos Surveyors prior to work commencing. Any contractor undertaking work on ACMs must be suitably trained and provide RHL with relevant Method Statement and Risk Assessment. All contractors are required to provide evidence of these during the procurement stage. No contractor will be appointed if the Asbestos Compliance Manager does not confirm in writing the suitability of the contactors to undertake work on RHL managed stock. All contractors will be given access to the asbestos database and provided with training on how to access the records and interpret the information prior to any works commencing. The RHL Contract Supervisor is responsible for ensuring this requirement is met. If any work is undertaken which uncovers hitherto unknown ACMs, refer to Appendix Surveys and Asbestos Register Rykneld Homes has undertaken management surveys to 98% of the stock, and undertakes Refurbishment and Demolition Asbestos Surveys, as appropriate ahead of any planned works, on all the properties for which it is responsible, using trained staff or approved contractors, and records information about its ACMs. This system Version 5 Reviewed: February 2017 Page 10 of 29

11 provides an electronic record of all surveyed RHL managed properties. It provides information about the material s ability to release fibres, if disturbed, and the likelihood of it being disturbed and the risk associated with the ACM. This electronic record provides a living database of known RHL ACMs, as established by survey and local knowledge. Individual records should be updated when: Work has been completed on the ACM and reported to the Asbestos Compliance Manager and From completed re-inspections, where new information about condition or any other criteria requires updating (see Section 11). Rykneld Homes are currently implementing the use of a new asbestos database, which runs on the same online software as the other in house computer programs. During this transition period, alternative management and recording systems are being utilised until the new system is fully functional and updated Types of Survey Carried out by Rykneld Homes Management Survey A management survey is the standard survey. Its purpose is to locate, as far as is reasonably practicable, the presence and extent of any suspected ACMs in the building which could be damaged or disturbed during normal occupancy, including foreseeable maintenance and installation, and to assess their condition. Refurbishment/Demolition Survey A refurbishment/demolition survey is needed before any refurbishment or demolition work is carried out. This type of survey is used to locate and describe, as far as is reasonably practicable, all ACMs in the area where the refurbishment work will take place or in the whole building if demolition is planned. The survey will be intrusive and involve destructive inspection, as necessary, to gain access to all areas, including those that may be difficult to reach. A refurbishment and demolition survey may also be required in other circumstances, e.g. when more intrusive maintenance and repair work will be carried out or for plant removal or dismantling. Following the recent increase in the number and standard of asbestos surveys RHL undertakes, we have been able to identify the high risk construction types within our property stock. This enables us to target these properties for further investigations and removal, when required, to ensure that previously un-identified asbestos containing materials are not disturbed during any work. At the end of January 2017, we have carried out a full refurbishment survey to approximately 16% of the housing stock RHL manage. Part refurbishment surveys are undertaken to the stock to facilitate individual elements of work; these are not included in the above figure. Version 5 Reviewed: February 2017 Page 11 of 29

12 During the next 12 months the intention is to complete surveys to the 2% of our property stock that currently has no data, meaning that 100% of the stock will have an asbestos survey available by March Risk Management 6.1. Risk Assessments of ACM s will be carried out by BOHS P402 qualified personnel. Rykneld Homes currently employs two full-time Asbestos Surveyors. They carry out surveys to properties ahead of any planned projects and sample any suspect materials identified by Operatives during their work The purpose of a Risk Assessment is to prioritise the relative risk posed by ACMs so that an effective Management Plan can be produced. This allows decisions to be made about the relative urgency by which ACMs should be dealt with and considers not only the material but also the likelihood of it being disturbed. Health and Safety Executive publication HSG 264 Asbestos: The Survey Guide describes the material assessment and HSG 227 (A comprehensive guide to managing asbestos in premises) describes the priority assessment. How individual asbestos containing materials are managed by RHL is based on a risk assessment. Every material that we identify as containing asbestos has to be assessed for its condition, surface treatment, friability and the potential for it to be disturbed. A decision is then made on the most suitable course of action for that material. HSE guidance states that asbestos materials should not be removed if they are in good condition and will not be disturbed during normal use of the building. In most cases, ACMs are managed in situ by RHL and then removed if necessary when the property becomes void. Obviously there are instances were essential works within an occupied property require an ACM to be removed The material assessment sets out to establish the relative ability of various types of ACMs to release asbestos fibre due to their product and asbestos type, condition and any surface treatment, should they be disturbed. This assessment requires no knowledge of the building occupancy The priority assessment considers the likelihood of the ACMs being disturbed due to the type, level and frequency of occupancy and the level of maintenance in the building Asbestos surveys are reported on the Asbestos Register, this is an electronic database. The database reports ACMs in terms of an assessment of the ability of the material to release fibres, if disturbed, and an assessment of the likelihood of the material being disturbed The current Asbestos Register places ACMs, within buildings identified in CAR 2012, into risk bands using the totalled scores, which are as follows: (c) Risk Band A: 18 points or more high risk, urgent action. Risk Band B: 14 to 17 points medium risk, requiring near term attention. Risk Band C: 9 to 13 points low risk requiring periodic inspection. Version 5 Reviewed: February 2017 Page 12 of 29

13 (d) (e) Risk Band D: 1 to 8 points minor risk requiring periodic inspection. Risk Band E: 0 points no action Management options from these risk bands may recommend monitoring for deterioration, repair, encapsulation, enclosure or removal of an ACM or in the shortterm, the isolation of an ACM. This simply means that access to the ACM is prevented and only personnel who are suitably trained are allowed in the area. For example, the presence of sprayed coating to structural steelwork in a roof void may result in the void being isolated. The sprayed coating may be in good condition but to allow contractors into the roof void would risk them coming into contact with the coating. The risk management approach would be to avoid any work in the isolated area, seeking alternative methods that avoid the need for access. If the work is unavoidable and cannot be done in another way (e.g. routing new services through an alternative route) the work may have to be carried out by a Licensed Asbestos Removal Contractor (LARC) or the area made safe by the LARC The scores in the electronic database and, therefore, the risk banding for each ACM, is reconfirmed at each re-inspection. If a re-inspection re-scores an ACM, due to a change in condition or any other factor (e.g. change of use of the site), and this results in the ACM moving to a higher risk band, action is taken as appropriate Work with Asbestos All work that is carried out on an ACM must have a suitable and sufficient risk assessment in place before the work takes place. The risk assessment will determine what measures should be included in the work plan/safe system of work to effectively manage that risk. RHL has in place a series of generic risk assessments for common tasks that are undertaken by its staff in relation to asbestos work. These risk assessments must be reviewed against each separate job to ensure that they are applicable. When circumstances arise where the risk assessment is not suitable and sufficient for the work in hand it is to be referred to the Asbestos Compliance Team and amended accordingly to take into account the differing circumstances and the differences recorded. Contractors that carry out work for RHL that involves disturbing ACM s are to ensure that they have in place a suitable and sufficient risk assessment before they commence any asbestos work. The risk assessments must be available for the Asbestos Compliance Manager to consider their suitability. In cases where they are found to be inadequate the Asbestos Compliance Manager is to suspend work until such time as a suitable risk assessment is in place. All waste produced in the works outlined above, will be disposed of in accordance with the Control of Asbestos Regulations and as detailed in the in-house safe systems of work. Version 5 Reviewed: February 2017 Page 13 of 29

14 7. Controlling Work on the Fabric of the Building 7.1. Principles of Controlling Work Rykneld Homes considers several elements when controlling work on ACM s. These are: Planning. Sufficient planning should be given to any works involving the disturbance of building materials and, therefore, possibly ACMs, so that proper consideration can be given to best way forward. This planning should also consider whether the work, assuming it is going to disturb ACMs, is necessary or can be carried out another way. The planning stage should also take into account anyone else that may be affected by the work; this would include tenants and the public. Tenants may need to be decanted whilst works are carried out or possibly provided with alternative welfare facilities. Awareness and Training. General awareness training and more specific training, where necessary, means that employees are aware of the procedures for the control of building works. (c) A Knowledge Base. Information about the location of ACM s in RHL premises is held on an electronic database and supplied to those who need the information through electronic and/or paper versions. This should be undertaken by the budget holder in consultation with the Asbestos Compliance Manager. (d) Safe Working Procedures. A procedure by which all maintenance personnel and contractors know the steps to take before starting work. The activities where ACMs could be disturbed include, but are not limited to, the following: Major building works (major voids, refurbishment/demolition). Planned maintenance work and emergency/reactive maintenance work Controlling Building and Maintenance Work Maintenance work includes planned and unplanned maintenance on the fabric of the building, process plant, and building electrics etc. Building work includes refurbishment and demolition works. The general principle for all these is if there is a potential to disturb any material, whether on the fabric of the building or any piece of plant, a series of checks should be made to determine if ACMs are present. Fundamental to the effectiveness of this control, is that the following individuals and Departments are aware of this procedure: (c) (d) Director of Property Services and Development. Senior Management Team. Service Managers. Managers, Supervisors and Surveyors. Version 5 Reviewed: February 2017 Page 14 of 29

15 (e) (f) (g) (h) (i) Asbestos Compliance Manager. Tenant Liaison Team. Property Services Staff. Communications Manager. Health and Safety Manager When building or maintenance work (planned or unplanned) is required, the steps taken will depend on the knowledge of the presence or otherwise of ACM s in the intended area of work. (c) (d) (e) The register is checked, by the planning, maintenance or other relevant personnel, to see if the area of planned work has been fully surveyed. Although the area has been surveyed, the survey may have been noninvasive and not broken through into partition walls or other cavities. If the planned work will involve breaking through into non-surveyed areas, a renovation/demolition survey should be commissioned. If a new material is unexpectedly found (i.e. the area was surveyed but the discovered material was in an area concealed and not predicted) work is to stop and it should be assessed. If the discovered material to be disturbed is obviously non-asbestos (i.e. brick, breeze block, stone, wood, glass, metal, plastic, rubber or solid plaster) the work can proceed. If it is not, a sample should be taken for asbestos content or an immediate survey commissioned (see Appendix 4 What to do if you uncover asbestos materials or they are damaged during the task ). If asbestos is present, consideration is given to finding an alternative way of completing the work (e.g. routing services by a different route) or cancelling the work. If the work that will disturb the ACM has to be completed the work is carried out in a competent and safe manner (see Appendix 4 Who should carry out the work flowchart ). Tenants have the right to make alterations to their home under the terms of the Tenancy Agreement. Formal approval is required from RHL before these can be carried out. Where tenants proposals are likely to disturb ACM s, Housing and Support Officer and Surveyors will refer to the Asbestos Compliance Manager for advice. Adherence to appropriate advice will be contained as of one the conditions for RHL s approval to the tenant to proceed with the alterations. Please refer to RHL s Alterations Procedure document for further detail. To ensure the effectiveness of this procedure, consideration will be given to the most effective way of making the information available for tenants. This includes the provision of the tenants guide Your Guide to Asbestos, available from the Area Housing Offices or RHL website. This process and information about asbestos is also contained in the Tenants Handbook available on the Company website. The Version 5 Reviewed: February 2017 Page 15 of 29

16 Asbestos Team also places articles in the Tenants Newsletter Homing In advising about asbestos safety. (f) (g) (h) To ensure the effectiveness of this procedure, consideration will be given to the most effective way of making the information available (e.g. posting the requirements in a key area in Property Services or anywhere else where employees commission work). Operatives have access to the Asbestos Register at all times through the use of smart phones and tablet computers. Asbestos is regularly discussed at tool box talks and team meetings to ensure any issues are raised. If contractors are being brought in to perform building works, the presence or otherwise of ACM s is checked before they arrive on site. If contractors are working in areas where ACM s are present, although not working on them, they are still informed of its presence. All contractors are given access to the Asbestos Register so they can check the available information for each property is adequate before they begin work Emergency Procedures Following damage to a property by emergency situations i.e. fire, vandalism or flooding, the remedial actions taken will depend on the knowledge of the presence or otherwise of ACM s in the affected areas. There will need to be an initial hierarchy priority assessment undertaken of all the hazards presented by the emergency situation to correctly manage the risks. The procedure outlined in section 7.3 should then be followed, with additional consideration given to the damaged areas of the property. However, the overall process for controlling an emergency situation whether asbestos is present or not will include: i. Contain and control the incident, to minimise the effects, and to limit damage to persons, the environment and property; ii. iii. iv. Implement the measures necessary to protect persons and the environment from the effects of the emergency; Communicate any necessary information to customers, the public, emergency services and authorities concerned in the area as required; Arrange and plan for the restoration and clean-up of the affected areas in line with all legislation, required risk assessments and safe systems of works. 8. Controlling the Condition of ACMS 8.1. Condition monitoring should be carried out to ensure that ACMs are maintained in good condition and to detect deterioration at an early stage. All asbestos in nondomestic areas will be inspected annually in line with current regulations. Version 5 Reviewed: February 2017 Page 16 of 29

17 8.2. Condition monitoring should be carried out: Formally. At regular intervals to be determined from risk assessments provided on the Asbestos Register, unless certain ACMs are deemed to require more or less frequent inspections. Informally. Asbestos Containing Materials or presumed ACM s showing signs of significant deterioration or damage may be reported by any RHL employee (to their line Manager or the Asbestos Compliance Manager direct) Any damaged or deteriorated ACM is risk assessed and remedial action taken, as necessary All RHL employees are expected to report on the condition of any ACM or suspected ACM should they feel it is not in good condition and could pose a risk. This action relates to ACM s in any premises whether Non-domestic or domestic. The report is to be made to a line manager or the Asbestos Compliance Team at the earliest opportunity Tenants are encouraged through the asbestos information leaflet to report anything regarding ACM s that they feel pose a risk. This extends the monitoring process as they may see something that otherwise would remain undiscovered Any report regarding the condition or deterioration of an ACM must be directed to the Asbestos Compliance Team in any event. They will investigate the situation and take the most appropriate action after assessing the risk. 9. Monitor and Review 9.1. The Asbestos Management Plan and Policy, and all systems and procedures, will be reviewed annually and all developments to ensure its progress will be recorded Performance of the Asbestos Team s programme of surveys and improvement plan will be monitored through RHLs Performance Management Framework. 10. References and Related Information Health and Safety at Work etc Act 1974 (particularly Section 2(1), 2(2) and 3) Control of Asbestos Regulations 2012 L143 Managing and Working with Asbestos Containing Materials HSG227 A Comprehensive Guide to Managing Asbestos in Premises Asbestos: The Survey Guide HSG213 Introduction to Asbestos Essentials HSG210 Asbestos Essentials Task Manual Rykneld Homes Asbestos Management Policy Your Guide to Asbestos Tenants Guide Rykneld Homes Tenancy Agreement Rykneld Homes Tenants Handbook Version 5 Reviewed: February 2017 Page 17 of 29

18 Rykneld Homes Health and Safety Policy Rykneld Homes Tenant Alterations Procedure. Version 5 Reviewed: February 2017 Page 18 of 29

19 Appendix 1 Properties Included on Database The breakdown of stock managed by RHL on behalf of North East Derbyshire District Council is as follows: Domestic Traditional Dwellings Bungalows Flats Houses Non-Traditional Dwellings Airey Bungalows Flats Houses Foam Slag Bungalows Flats Houses No Fines Houses Spooner Houses Reema Bungalows Flats Houses Tarran Bungalows Unity Bungalows Flats Houses BISF Houses Wates Houses Reclad Prefabs Bungalows Non-Domestic Communal areas and service areas to traditional and non- traditional flats. Garage blocks. Version 5 Reviewed: February 2017 Page 19 of 29

20 Appendix 2 Asbestos Containing Materials Expected in Buildings Managed by Rykneld Homes (Listed in approximate order of ease of fibre release) Asbestos Products Location/Use Asbestos Content and Type/ Date Last Used Ease of Fibre Release and Product Names Loose Insulation Bulk loose fill, bulk fibre filled mattresses, quilts and blankets. Also jiffy bag type products used for sound insulation. Bulk loose fill insulation is now rarely found but may be encountered unexpectedly, e.g. DIY lift insulation and firestop packing around cables between floors. Mattresses and quilts used for thermal insulation of industrial boilers were filled with loose asbestos. Paper bags/sacks were also loose filled and used for sound insulation under floors and in walls. Usually pure asbestos except for lining/bag. Mattresses and quilts were usually filled with Crocidolite and chrysotile. Acoustic insulation may contain Crocidolite or chrysotile. Loose asbestos may readily become airborne if disturbed. If dry, these materials can give rise to high exposures. Covers may deteriorate or be easily damaged by repair work or accidental contact. Thermal Insulation Hand applied, thermal lagging, pipe and boiler lagging, pre-formed pipe sections, slabs, blocks. Also tape, rope, corrugated paper, quilts, felts and blankets. Thermal insulation of pipes, boilers, pressure vessels, calorifiers etc. Contents vary 6-85%. Blankets, felts and papers were usually - 100% chrysotile. The ease of fibre release often depends on the type of lagging used and the surface treatment. Asbestos Boards Millboard Millboard was used for general heat insulation and fire protection. Also used for insulation of electrical equipment and plant. Usually chrysotile. Millboards may contain 37-97% asbestos. Asbestos millboard has a high asbestos content and low density so is quite easy to break and the surface is subject to abrasion and wear. Insulating Board Used for fire protection, thermal and acoustic insulation, resistance to moisture movement and general building board. Found in service ducts, firebreaks, infill panels, partitions and ceilings (including ceiling tiles), roof underlay, wall lining external canopies and porch linings. Crocidolite used for some boards up to 1965, Amosite up to 1980 when manufacture ceased. Usually 15-20% Amosite or a mixture of Amosite and chrysotile in calcium silicate. Older boards and some marine boards contain up to 40%. AIB can be readily broken, giving significant fibre release. Also significant surface release is possible by abrasion but surface is usually painted or plastered. Sawing and drilling will also give significant releases. Asbestolux, Turnasbestos, LDR, asbestos wallboard, insulation board. Version 5 Reviewed: February 2017 Page 20 of 29

21 Asbestos Products Location/Use Asbestos Content and Type/ Date Last Used Ease of Fibre Release and Product Names Insulation board in cores and linings of composite products. Found in fire doors, cladding infill panels, domestic boiler casings, partition and ceiling panels, oven linings and suspended floor systems. Used for thermal insulation and sometimes as acoustic attenuators. Crocidolite used for some boards up to 1965, Amosite up to 1980 when manufacture ceased % Amosite or a mixture of Amosite and chrysotile. Can be broken by impacts, significant surface release possible by abrasion but usually painted or plastered. Sawing and drilling will also give significant releases. Asbestolux. Textiles Ropes and yarns Used as a lagging on pipes (see above) jointing and packing materials and as heat/fire resistant boiler, oven and flue sealing. Caulking in brickwork. Plaited asbestos tubing in electric cable. Crocidolite and chrysotile were widely used due to length of flexibility of fibres. Asbestos content approaching 100% unless combined with other fibres. Weaving reduces fibre release from products but abrading or cutting the materials will release fibres, likely to degrade if exposed, becoming more friable with age. If used with caulking, fibres will be encapsulated and less likely to be released. Paper, Felt and Cardboards Paper, felt and cardboards Used for electrical/heat insulation of electrical equipment, wiring and plant. Also used in some air conditioning systems as insulation and acoustic lining. Asbestos paper has also been used to reinforce bitumen and other products and as a facing/lining to flooring products, combustible boards, flame resistant laminate. Corrugated cardboard has been used for duct and pipe insulation. Asbestos paper contains ~ 100% chrysotile asbestos but may be incorporated as a lining, facing or reinforcement for other products e.g. roofing felt and damp-proof courses, steel composite wall cladding and roofing (see asbestos bitumen products below) vinyl flooring. Paper materials if not encapsulated/ combined within vinyl, bitumen or bonded in some way can easily be damaged and release fibres when subject to abrasion or wear (e.g. worn flooring surface with paper backing). Asbestos paper, asbestos felt, Novilon flooring, Durasteel laminates vinyl asbestos tile, roofing felt and damp proof course etc. Paxfelt, Viceroy (foil coated paper), Serval. Cloth Thermal insulation and lagging (see above), including fire resisting blankets, mattresses and protective curtains, gloves, aprons, overalls etc. Curtains, gloves etc were sometime aluminised to reflect heat. Chrysotile. Asbestos content approaching 100%. Fibres may be released if material is abraded. Gaskets & washers Used in domestic hot water boilers to industrial power and chemical plant. Variable but usually around 90% asbestos, crocidolite used for acid resistance and chrysotile for chloralkali, some gasket materials will continue to be used after asbestos prohibition take effect. May be dry and damage easily when removing. Mainly a problem for maintenance workers. Klingerit, Lion jointing, Permanite, CAF - compressed asbestos fibre or It in German gaskets. Strings Used for sealing hot water radiators. a. Strings have asbestos contents approaching 100%. Version 5 Reviewed: February 2017 Page 21 of 29

22 Asbestos Products Location/Use Asbestos Content and Type/ Date Last Used Ease of Fibre Release and Product Names Friction Products Resin based materials Transport, machinery and lifts, used for brakes and clutch plates. b % chrysotile asbestos bound in phenolic resins. Used up to Low friability, dust may build up with friction debris. Cement Products Profiled sheets Roofing, wall cladding, permanent shuttering, cooling tower elements % asbestos (some flexible boards contain a small proportion of cellulose). Crocidolite ( ) and Amosite ( ) have been used in the manufacture of AC products, although chrysotile (used until 2000) is by far the most common type found. Likely to release increasing levels of fibres if abraded, hand sawn or working on with power tools. Exposed surfaces and acid conditions will remove cement matrix concentrate unbound fibres on surfaces and sheet laps. Cleaning A/C roofs may also release fibres. Asbestos cement, Trafford tile, Bigsix, Doublesix, Supersix, twin twelve, combined sheet, Glen six, 3 & 6 corrugated, Fort, Monad, Troughsec, Major tile and Canada tile, panel sheet, cavity decking. Semi-compressed flat sheet and partition board. Partitioning in farm buildings and infill panels for housing, shuttering in industrial buildings, decorative panels for facings, bath panels, soffits, linings to walls and ceilings, portable buildings, propagation beds in horticulture, domestic structural uses, fire surrounds, composite panels for fire protection, weather boarding. As above % asbestos. Also 10-25% chrysotile and some Amosite for asbestos wood used for fire doors etc. Composite panels contained ~ 4% chrysotile or Crocidolite. Flat building sheets, partition board, Polite. Fully compressed flat sheet used for tiles, slates and board. As above but where a stronger material is required and as cladding, decking and roof slates (e.g. roller skating rinks, laboratory work tops). As for profiled sheets. A/C roofing slate (e.g. Eternit, Turners, Speakers ), Everite, Turnall, Diamond AC, J M slate, Glasal AC, Emalie, Eflex, Colourglaze, Thrutone, Weatherall. Pre formed moulded products and extruded products. Cable troughs and conduits, cisterns and tanks, drains and sewer pressure pipes, fencing, flue pipes, rainwater goods, roofing components (fascias, soffits etc), ventilators and ducts, weather boarding, window cills and boxes, bath panels, draining boards, extraction hoods, copings, promenade tiles etc. As for profiles sheets. Everite, Turnall, Promenade tiles. Version 5 Reviewed: February 2017 Page 22 of 29

23 Asbestos Products Location/Use Asbestos Content and Type/ Date Last Used Ease of Fibre Release and Product Names Other materials which contain asbestos in small quantities Textured coatings Decorative/flexible coatings on walls and ceilings. 3-5% chrysotile asbestos. Chrysotile added up to 1984 but non-asbestos versions were available from the mid-seventies. Generally fibres are well contained in the matrix bit may be released when old coating if sanded down or scraped off. Artex, Wondertex, Suretex, Newtex, Pebblecoat, Marblecoat. Bitumen products Roofing felts and shingles, semi rigid asbestos bitumen roofing, gutter linings and flashings, bitumen damp proof courses (dpc). Asbestos/bitumen coatings on metals. [Car body underseals]. Bitumen mastics and adhesives (used for floor tiles and wall coverings). Chrysotile fibre or asbestos paper (approximately 100% asbestos) in bitumen matrix, usually 8% chrysotile. Use up to Adhesives may contain up to a few % chrysotile asbestos. Used up to Fibre release unlikely during normal use. Roofing felts, dpc and bitumen based sealants must not be burnt after removal. See felts and papers. Flooring Thermoplastic floor tiles. PVC vinyl floor tiles and unbacked PVC flooring. Asbestos paper backed PVC floors. Up to 25% asbestos. Normally 7% chrysotile. Paper backing approximately 100% chrysotile asbestos. Used up to Fibre release is unlikely to be a hazard under normal service conditions. Fibre may be released when material is cut and there may be substantial release where flooring residue, particularly when paper backing is power sanded. Novilon, Serval asbestos. Reinforced PVC Panels and cladding. 1-10% chrysotile asbestos. Fibre release is unlikely. Reinforced plastic and resin composites. Used for toilet cisterns, seats, banisters, window seals, lab bench tops, brakes and clutches in machines. Plastics usually contain 1-10% chrysotile asbestos. Some amphiboles e.g. car batteries. Resins were reinforced with woven chrysotile cloth; usually contain 20-50% asbestos. Fibres unlikely to be released, limited emissions during cutting. Sindanyo, Siluminite, Feroasbestos. Minor emissions when braking, most asbestos degrades with friction heat. Version 5 Reviewed: February 2017 Page 23 of 29

24 Appendix 3 List of Individuals with Key Responsibilities Managing Director Corporate Responsibility for the Asbestos Management Plan Asbestos Compliance Manager/the competent person Liaison and advice; arrange surveys; re-inspections and sampling; risk assessment; record keeping, asbestos maintenance advice; assist with training and awareness; liaison with Health and Safety Manager, external consultants, surveyors, analysts and contractors; assist in reviewing and auditing the Asbestos Management Plan. Director of Property Services and Development Head of Property Services All Managers, Supervisors and Surveyors All employees Nominated responsibility for the implementation for Asbestos Management Responsible for ensuring the implementation of Asbestos Management Systems Responsible for implementation and adherence to the Plan within their own areas of Service responsibility General asbestos awareness. Aware of what to do if they find, or have reported to them, damaged ACM s (or suspected ACM s) Version 5 Reviewed: February 2017 Page 24 of 29

25 Procedure for Carrying out any Maintenance or Building Work Appendix 4 What to do if you unexpectedly uncover asbestos materials or they are damaged during the task applies to all employees STOP WORK IMMEDIATELY Prevent anyone entering the site No Have you or anyone else got any dust on them or your clothing? Yes Obtain alternative clothing from line Manager/ Supervisor. Remove contaminated clothing, place in a plastic bag and dispose of as special waste If possible, take a shower, otherwise wash thoroughly Make sure the washing facilities are left in a clean condition Report the problem to the person in charge as soon as possible The work can be carried out by someone without a license from HSE. Assess the job and use the HSE Task Guidance sheets to develop a safe system of work Arrange for a sample of the material to be taken for analysis No Does it contain asbestos? Yes Is the material asbestos lagging, coating or AIB? Yes Employ a specialist contractor licensed by HSE No No action required Version 5 Reviewed: February 2017 Page 25 of 29