Fire Safety Policy

1. Statement of Policy

This policy is required to comply with the Regulatory Reform (Fire Safety) Order 2005.

 

2. Policy Scope

To ensure, as far as is reasonably possible, the safety of all staff and visitors by minimising the possibility of outbreaks of fire from occurring and that, if they do occur, they are rapidly detected, effectively contained and quickly extinguished so as to prevent injury / ill health to anyone who may be affected by the activities of the organisation.

This policy applies to all Dyfed-Powys Police employees, which in this context includes police officers, members of all police staff (including staff who are temporary/working via an agency /associates/contractors/seconded), special constables, volunteers, visitors and all people who, for the time being, are placed with Dyfed-Powys Police under the Force Work Experience, Modern Apprenticeship or Cadet schemes. The policy applies to all categories of Dyfed-Powys Police employees, whether full-time, part-time, permanent, fixed term, temporary and to any employee accessing and using Force assets and property.

Employees are responsible for taking reasonable care of themselves and others, and must co-operate with their employers to enable the employer to discharge their legal obligations. Any employee accessing and using Force assets and property must have due regard to the contents of this policy.

All Contractors and Visitors to Dyfed-Powys Police premises MUST be made aware of the Fire Evacuation Procedures by the responsible person verbally on arrival and / or via written communication before the site visit.

 

3.  Powers and Policy/Legal Requirements

The policy will ensure compliance with the Regulatory Reform (Fire Safety) Order 2005 by ensuring fire risks are considered, and that they are reduced where possible.

Compliance is achieved by managing the 'Fire Safety Compliance Cycle' - 

The Fire Safety Compliance Cycle

In order to achieve and maintain fire safety compliance, all 4 key components of the Fire Safety Compliance Cycle need to be managed competently, systematically and continuously. Effective compliance management is central to reducing risks of non-compliance. 

1. System and Building Remedial Works - Any remedial works indicated by the significant findings of the Fire Risk Assessment need to be specified, designed and implemented in a timely manner. They should be managed as part of an Action Plan to achieve effective compliance.
2. Training and Drills - Informing, instructing and training staff about fire precautions and procedures in their workplace is a requirement of the Regulatory Reform (Fire Safety) Order 2005. This will reduce the risk of a fire ensuing and the severity of the consequences should a fire occur.
3. System Testing and Maintenance Routines - Suitable testing, inspection and maintenance routines need to be carried out on any equipment provided in connection with:

• Fire detection and warnings;
• Firefighting, both by occupants and the fire authorities;
• Emergency routes and exits

4. The quality of the buildings Fire Risk Assessment is critical. It must be carried out by a suitably trained and competent person and reviewed regularly.  The Fire Risk Assessment and Review must be suitable and sufficient to satisfy the Fire Authorities.

4.  Options and Contingencies

Responsible Person:

The Responsible person is the Chief Constable (Employer) for day to day fire safety for the Force.

For buildings which the Force rents, then the site owner is the Responsible Person and the Force will comply with their instructions/procedures.

 

Delegated Responsible Person:

The delegated responsible person for all areas in the Force will be the relevant Inspector / Chief Inspector or Head of Department or their designated representative and they will be responsible for ensuring that weekly fire alarm testing and 6 monthly evacuations are undertaken.

 

Fire Marshal:

Is the nominated person/s in overall charge of a building when a fire or alarm activation occurs with the subsequent evacuation of a police premises.

In the event of a drill or false alarm it is the Fire Marshal that gives the notification for staff to re-enter the building on instruction from the Ops Room.

In the event of a confirmed fire, the Force Communications Centre will inform the Fire Brigade and instruct the Fire Marshal to undertake additional duties or arrangements as necessary.

 The function of the Fire Marshal is to:

• To collect information from Fire Wardens on whether all areas of the building are clear / not checked as clear.
• To act as the Incident commander for a building evacuation.
• To receive confirmation from the Communications Centre of fire / no fire and advise evacuees accordingly.
• To act as Single Point of Contact for the Fire Service when attending the police premise and advise those of whether the building is confirmed clear / not clear and identify any zones not confirmed as clear.
• To communicate with evacuated staff / visitors.
• To provide feedback on the operation of the fire safety arrangements at debrief sessions or as appropriate.

 

Fire Marshal monthly checks or immediately following an evacuation (HQ Only)

1. Check and update contents of Fire Bag, (held in HQ Reception);

• Check up to date lists of Fire Wardens, (x3), on clipboard and pen attached and working.
• Check battery charge in Airwave handset and re-charge if less than 50%. Ensure handset is returned to bag when charging complete.
• Test loud hailer and check spare batteries present and in-date.
• Check Hi-Viz jacket(s) present.

2. Take immediate action to replace any missing / faulty items.
3. Sign and date monthly checklist record sheet and replace in Fire Bag.

 

Fire Marshal quarterly checks

1. Send e-mail to Dept. Heads, (using distribution list), to confirm identity of Fire Wardens.
2. Update distribution list as required.
3. Identify any changes in Fire Wardens to Health & Safety Manager, to arrange training.

 

Fire Wardens:

They are identified members of staff who have received training to assist in the evacuation of police premises reporting to a Fire Marshall.

Their functions should include:

• On fire alarm activation, to check that all staff have evacuated the relevant zone(s), if safe to do so.
• To promptly report zones clear / not checked to Fire Marshal.
• To assist Fire Marshal with site management, e.g. traffic control, movement of staff.
• To provide feedback on operation of fire safety arrangements at debrief sessions or as appropriate.

 

Fire Warden Responsibilities – DURING an incident

1. Report on zone checks to Fire Marshal without delay; do not wait until called.
2. Listen out for Fire Marshal’s orders for deployment.
3. If deployed, (e.g. to manage traffic entering site), carry out actions promptly.

 

Fire Warden Responsibilities – AFTER an incident

1. Ensure any changes in your own office location which affect your ability to cover your zone are personally reported to your Head of Department.
2. To attend training as arranged.

In general, both the Marshals and Wardens will receive training (as will their deputies) and will need to ensure that they are aware of the fire safety policy and their particular part in implementing it. This is likely to include:

• principles of fire safety
• what fire is and how it spreads
• preventing fires occurring
• controlling the effects if they start
• means of extinguishing fires
• role of a fire warden and fire marshal
• emergency procedures and means of escape
• evacuation of people with disabilities
• intended use of fire extinguishers
• Communications procedure with Communications Centre – ensuring radios are working

 

Incident Commander:

If a situation arises whereby the Force Communications Centre (Force Incident Manager or their Deputy at Con 2) considers it to be requiring the need to introduce an on scene Incident Commander, then the Duty Silver will be appointed by the Force Communications Centre, in accordance with Standard Force Protocols.

The Incident Commander who would monitor operations and/or take control of the incident (as they see appropriate in accordance with Force Protocols for apparent or alleged incidents) is to remain in contact with the Force Communications Centre so that the location and cause of the fire or false alarm can be established.

In the event of fire, confirmation that the fire brigade has been called must be given.

In the event of the Silver Commander not being available to undertake the on scene Incident Commander role due to attendance at another incident or being too far away to quickly respond to the scene, the Force Communications Centre in their capacity as Incident Manager can call upon local Bronze or Senior Officer on site, to deputise as Incident Commanders.

Note:-

If at Headquarters, the on-scene Incident Commander must be in possession of an airwaves radio on the designated channel so as to enable them to communicate with the Communications Centre, Estates team and Fire Marshalls.

5.  Take action and review

The Senior Health and Safety Manager and Assistant will undertake monitoring of the policy, either reporting it as still “fit for purpose” or submitting a revised draft for approval by the Health and Safety Committee Group, to enable it to undertake a regular review, (see below).

The monitoring will take account of;

• The policy’s effectiveness, as assessed by the COG and internal / external audit.
• Any changes to legislation or guidance / best practice issued by the Health and Safety Executive or other relevant bodies.
• Changes in working practices, Force structures or personnel.
• Challenges to the policy.
• Any identified inefficiencies in relation to implementation.

 

REVIEW

The policy will be formally reviewed by the Health and Safety Committee Group on a 2-yearly basis.

The Policy may be subject to scrutiny by His Majesty's Inspector of Constabulary, the Health and Safety Executive and other relevant parties as appropriate.

 

WHO TO CONTACT ABOUT THIS POLICY

Please raise any issues to the Health and Safety Committee Meeting or contact the Senior Health and Safety Manager in case of any query regarding the policy content.

 

CODE OF ETHICS CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Code of Ethics and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Code and the principles underpinning it.

 

HUMAN RIGHTS ACT CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Human Rights Act and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Act and the principles underpinning it.

 

EQUALITY IMPACT ASSESSMENT

Section 4 of the Equality Act 2010 sets out the protected characteristics that qualify for protection under the Act as follows: Age; Disability; Gender Reassignment; Marriage and Civil Partnership; Pregnancy and Maternity; Race; Religion or Belief; Sex; Sexual Orientation.

The public sector equality duty places a proactive legal requirement on public bodies to have regard, in the exercise of their functions, to the need to:

• eliminate discrimination, harassment, victimisation, and any other conduct that is unlawful under the Act;
• advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it;
• foster good relations between persons who share a relevant protected characteristic and persons who do not share it.

The equality duty applies to all protected characteristics with the exception of Marriage and Civil Partnership, to which only the duty to have regard to the need to eliminate discrimination applies.

Carrying out an equality impact assessment involves systematically assessing the likely or actual effects of policies on people in respect of all the protected characteristics set out above. An equality impact assessment should be carried out on any policy that is relevant to the public sector equality duty. 

EQUALITY IMPACT ASSESSMENT COMPLETED: April 2024