Asbestos procedure

Asbestos – Issue 2 – September 2016

This procedure replaces the previous corporate asbestos policy/procedures relating to asbestos.

Purpose

This procedure sets out a consistent way of managing the risks associated with asbestos and Asbestos Containing Materials (ACMs) across Hampshire County Council (HCC). The purpose of this procedure is to the prevent exposure to asbestos.

This procedure replaces the previous corporate asbestos policy/procedures relating to asbestos.

Scope
This procedure applies to all asbestos and ACMs where HCC is a duty holder under The Control of Asbestos Regulations 2012, as follows:
Terminology

Asbestos – a generic term for a number of minerals that have been used in construction due to insulating and fire resisting properties. Includes crocidolite (blue), amosite (brown), chrysotile (white), fibrous anthophyllite, fibrous tremolite, actinolite or mixture containing any of these minerals.

Asbestos containing material (ACM) – any product or material which contains any amount of asbestos (e.g. asbestos cement).

Asbestos Management Plan – the asbestos management plan identifies the controls and actions required to prevent exposure to asbestos and comply with asbestos legislation. This includes plans for repair or removal work, re-inspection, provision of asbestos information (including site based asbestos registers) and strategies for communicating asbestos information. The overarching asbestos management plan for HCC property portfolio is held and managed by Hampshire Scientific Service (HSS) in conjunction with Property Services.

Asbestos Management Survey – a survey intended to identify any ACMs which may be disturbed or damaged during the normal occupation or use of the building and will include a ‘material assessment’ detailing the asbestos type, location, extent, condition and any surface treatment.

Asbestos Refurbished or Demolition Survey – refurbishment or demolition surveys are required before any refurbishment or demolition work is undertaken. The survey must locate and identify all ACMs, including hidden ACMs before any structural work begins at the premises. It involves intrusive inspection.

Asbestos Register – a record of known and suspected locations of asbestos or ACMs within a building or groups of buildings.

Duty holder – Hampshire County Council is a duty holder under the Control of Asbestos Regulations. Other duty holders include, contractors working on HCC sites.

Intrusive work – work that cuts into or damages any part of a building and therefore could release asbestos fibres if they are present. This includes drilling, sanding, chasing, sawing etc.

Licenced asbestos removal contractor (ARC) – an organisation with an appropriate HSE license for the removal of certain types of ACMs.

Responsible Manager – the person who is the main lead for a site, or who is responsible for the activity undertaken at a site, for example; the Head Teacher at a school, the Head Librarian at a Library, Depot Manager at a transport depot, Head Ranger in Countryside Services.
Responsible Manager’s responsibilities.

Nominated Responsible Person/s (NRP) – Is the person/s who the Responsible Manager has delegated some of the local asbestos management responsibilities to.
The Nominated Responsible Person’s responsibilities.

Procedure

Overview

Every site for which HCC is a duty holder will have an asbestos register. These will be produced by Hampshire Scientific Service (HSS) and the information will inform the overarching asbestos management plan and risk assessment for HCC’s estate. The over overarching asbestos management plan and risk assessment will be held and managed centrally by HSS in conjunction with Property Services.

Responsible Managers will identify a Nominated Responsible Person for each site who will ensure that the asbestos register is available at all times and any person who may disturb the fabric of the building is made aware of the location of asbestos containing materials (ACMs).

All known ACMs will be subject to a suitable re-inspection monitoring regime, as set out in the asbestos management plan and risk assessment. Where the condition of an ACM is deemed to have changed, or if the usage of the area in which the ACM is located has changed, the risk assessment will be amended accordingly. Asbestos re-inspection monitoring regimes and amendments to the risk assessments will be coordinated by HSS.

All reasonably practicable precautions will be taken to prevent exposure to asbestos.

HSS
  • Asbestos Register produced and copy issued to each site
Responsible Manager
  • Appoint a competent Nominated Responsible Person (NRP) for each site
NRP
  • Work liable to disturb asbestos on site (including construction) to be agreed with the contractor
  • Undertake key checks on intended work, referencing the Asbestos Register, only agreeing the work if safe to do so

Prohibitions

No ACMs will be installed or specified in any building owned, used or controlled by Hampshire County Council.

Emergency procedure

In the event of discovery, or disturbance, of material which is known, or suspected, to contain asbestos the following procedure shall be followed:
  1. Stop all work in the area
  2. Evacuate the area and seal off the immediate area (e.g. by closing doors)
  3. Prevent any further persons entering the area
  4. Report the incident to the Nominated Responsible Person and the Responsible Manager for the site as soon as possible
  5. Contact the Asbestos Management Services Team at Hampshire Scientific Service (HSS) as soon as possible by telephone on 02392 829501 (office hours) or 07950 325501 (out of hours) and follow the instructions given by HSS
  6. Report the incident to the Departmental Health and Safety Adviser
  7. Report and record in accordance with HCC accident reporting and investigation procedure
Roles and responsibilities

Responsible Manager (RM) – the person who is the main lead for a site, for example the Head Teacher at a school, Depot Manager at a transport depot, Senior Ranger in The Countryside Service, Registered/Unit Manager.

Nominated Responsible Person (NRP) – the person to whom the Responsible Manager has delegated some of the local asbestos management responsibilities.

One or more nominated responsible person(s) (NRP) must be appointed for every site. This may be the Responsible Manager themselves. The NRP must be someone who is familiar with the site and the activities which take place there, for example maintenance work. The Site Manager, Facilities Manager, Business Manager, or Caretaker may be suitable for this position.

Arrangements should be in place to cover absences of the NRP.

All persons who undertake, or arrange work which may disturb the fabric of a building (HCC staff or contractors) – are required to check and sign

the asbestos register/project specific asbestos survey BEFORE starting works / ensure asbestos information is communicated to those undertaking the work.

Asbestos training is required in accordance with Appendix 3.

Asbestos Management Services Team based at Hampshire Scientific Service (HSS) – will undertake the duties set out in Appendix 4.

Identification of ACMs

In Premises

All buildings will have an asbestos register.

Any building undergoing refurbishment, refit or demolition will have a refurbishment or demolition survey undertaken at an early stage to allow sufficient planning of the works (i.e. well before works start on site).

The person organising the work must review the project specific asbestos survey to ensure it covers the scope of the work and pass this information on to those undertaking the work, well in advance of the work starting on site.

All asbestos surveys and monitoring must be organised via Hampshire Scientific Service (HSS).

In vehicles, plant or equipment (pre year 2000)

Any vehicle, plant or equipment which may contain ACMs must be identified in the local risk assessment. Examples of ACMs may included clutch and brake linings, gaskets, asbestos rope, flash guards, or linings to other plant, equipment or flues* (this is not an exhaustive list). Managers must ensure that no disturbance of such material takes place except under specific written safe systems of work following agreement with HSS.

In waste (including fly-tipped waste)

Managers must ensure that all operatives or employees who are likely to come into contact with waste have received asbestos awareness training as detailed in and understand the asbestos emergency procedure.

In samples

HCC staff who take general samples of material for analysis (i.e. not for the purposes of identifying asbestos) must be competent, and have received the appropriate level of training in the identification of materials likely to contain asbestos, so that ACMs are not inadvertently disturbed.

In artefacts or exhibits

Artefacts or exhibits, e.g. gas masks, old machinery, old ironing boards etc. may contain ACMs. Items suspected of containing ACMs may be used so long the ACMs remain undisturbed. Any risk assessment should take into account the likelihood of disturbance and condition of the material (e.g. a rope gasket sandwiched within old machinery is unlikely to release asbestos fibres unless disassembled).

Asbestos in soils

All ground investigations undertaken by or on behalf of HCC must include suitable assessment for the presence of asbestos.

Information, instruction and training

The level of training required for the different groups of HCC employees is set out in Appendix 3. All employees who have responsibility for the maintenance or repair, or the supervision of work in such properties will have additional training in the use of the site asbestos register. Information about the location of ACMs (as recorded in the asbestos register or in the refurbishment or demolition survey) will be made available to and must be understood by contractors prior to starting works.

Records

Records of all ACMs identified in the asbestos register will be kept in an accessible location on site and must be readily available to those who need to see it. Centralised records will include risk and priority assessments as part of the overarching asbestos management plan, which will be reviewed on a regular basis by HSS in conjunction with Property Services.

Records will be retained for at least 40 years following disposal of a building, and in some cases longer in accordance with the legislative requirements and HCC’s data retention policy.

Asbestos Incident Reporting

All accidents and incidents and near misses involving asbestos must be reported and investigated in accordance with HCC’s Corporate Procedure for Accident Investigation and Reporting.

Guides
Guides available for download are: Asbestos in Buildings Register (ABR) – on line asbestos registers Asbestos Registers for all buildings Request access from IT.
Appendices

Asbestos - Appendix 1 – The Responsible Manager’s asbestos checklist.

Asbestos - Appendix 2 – Nominated Responsible Person asbestos checklist.

Asbestos - Appendix 3 – Training requirements.

Asbestos - Appendix 4 – HSS responsibilities.

Download full procedure

Download the full procedure Corporate health & safety procedure - Asbestos - Issue 1 - 2016-09