premises log book v1 1 - cornwall council · 3.4 cctv/panic alarm procedures ... 1.2 key on-site...

Property Services Premises Log Book

Version 1.1 February 2013

Environment Directorate

Premises Log Book Version 1.1 2

Premises Log Book

Contents

Section 1 Premises Log Book 1.0 Premises information 1.1 General details 1.2 Key on-site contacts 1.3 Location of emergency shut off valves 2.0 Roles and responsibilities for premises management 2.1 Workplace Manager 2.2 FM Operations Manager 2.3 Maintenance & Compliance Manager 2.4 Senior Premises Manager 2.5 Premises Co-ordinator 2.6 Site Warden 2.7 Fire Warden 2.8 First Aider 3.0 Access and security 3.1 Visitor brief, including disabled access arrangements 3.2 Contractor brief - property maintenance/works visits 3.3 New staff member induction brief 3.4 CCTV/panic alarm procedures 4.0 Periodic check lists & inspection/checks log 4.1 Premises Co-ordinator checklist 4.2 Site/Fire Warden checklist 4.3 Inspections and checks log sheet 4.4 Example Premises Coordinator inspections and checks log

sheet 4.5 Example Site Warden inspections and checks log sheet 4.6 Special or unusual risks 5.0 Fault reporting procedures & defects log 5.1 Reporting faults 5.2 Facilities Management faults 5.3 Environmental faults 5.4 Property maintenance faults 5.5 Non emergency faults 5.6 Emergency faults during office hours 5.7 Emergency faults out of office hours 5.8 Advice for gas leaks 5.9 Defects log


Contents Section 2 Certificates and documentation

6.1 Front cover 6.2 Folder review 6.3 List of documents/certificates to be held in this section Appendix 1 Example Premises Board Meeting Agenda


1.0 Premises information 1.1 General details

Name

Full address

Normal hours of opening

Mon Tue Wed Thur Fri Sat Sun

Opening and closing

procedure

Key holding contractor

Phone number

Intranet

Defects reporting

Phone number

Intranet

Mechanical &

electrical contractor

Fabric contractor

Cleaning and facilities

management contractor


1.2 Key on-site contacts Senior Site Manager

Contact number Email address Premises Co-ordinator

Contact number Email address Site/Fire Warden*

Contact number Email address First Aider*

Contact number Email address Caretaker

Contact number Email address *Note: At locations where there is more than one fire warden/first aider, the person named here is designated as the senior responsible person. 1.3 Location of emergency shut off valves Gas

Water

Oil

Electric


2.0 Roles and responsibilities for premises management 2.1 Workplace Manager Summary: overall contact for and coordination of premises management 2.1.1 Overall responsibility for ensuring that premises boards are in place, the nomination and appointment of a Senior Premises Manager for each managed office location, maintenance of lists of premises coordinators and monitoring of allocation of fire wardens and first aiders and escalation to the Director of Environment in the event of non-compliance. 2.1.2 Final authorisation of all newly compiled Premises Log Books when any premise is brought into use for the first time or following major refurbishment/change of use and routine checks of log books.

2.2 FM Operations Manager Summary: day to day contact and coordination of premises management 2.2.1 Management of the provision of appropriate facilities management support to all building users. 2.2.2 Compilation of a comprehensive and accurate Premises Log Book for all managed premises prior to them being brought into use for the first time and/or following major refurbishment/change of use. 2.2.3 Applying general updates to the Premises Log Book, as required, in the event of changes that impact on all premises. 2.2.4 Liaison with Senior Premises Managers to ensure the nomination and appointment of Premises Co-ordinators, Site Wardens, Fire Wardens and First Aiders. 2.2.5 Provision of appropriate training and briefing packages to equip all Senior Premises Managers, Premises Co-ordinators, Fire Wardens and First Aiders with the skills and knowledge required for the fulfilment of their responsibilities 2.2.6 Maintain training records to ensure that all Senior Premises Managers, Premises Co-ordinators, Site Wardens, Fire Wardens and First Aiders receive the appropriate initial and ongoing/refresher training 2.2.7 Close ongoing liaison with Senior Premises Managers, Premises Co-ordinators, Contract Managers and Contractors to facilitate the effective resolution of any issues relating to Premises Management 2.3 Maintenance & Compliance Manager Summary: management of fabric, mechanical and electrical systems and compliance 2.3.1 Provision of a full maintenance and compliance service for all properties 2.3.2 Programme and monitor all statutory testing and servicing to ensure council buildings comply with legislation and undertake a programme of building audits


2.4 Senior Premises Manager Summary: senior responsible person for the building and chair of the premises board 2.4.1 Nomination and appointment of a Premises Co-ordinator, Site Warden and the required number of Fire Wardens and First Aiders, ensuring that suitable replacements are nominated and booked in for training as soon as possible after learning that a post is to become vacant. 2.4.2 Overall responsibility for ensuring that the designated premises are operated in a safe and compliant manner, supported by relevant expert managers within Property Services. 2.4.3 Resolution of any premises management issues escalated from the Premises Co-ordinator as being beyond their scope and/or authority level to deal with. 2.4.4 Escalation of any premises management issues that are beyond their scope and/or authority level to the Workplace Manager and/or the Maintenance & Compliance Manager. 2.4.5 Chair the periodic premises board meetings. 2.4.6 Participate in an annual check of the premises, as detailed in the schedule of periodic inspections and checks. 2.4.7 Act as a champion for good safety, compliance and security practices within the building, ensuring that any unsafe practices are immediately challenged and rectified and that any defects are reported promptly, for action through the correct channels. 2.5 Premises Co-ordinator Summary: routine awareness of the building, cyclical checks as detailed in the log book, raising of notification of defects, and issues of concern on behalf of the building 2.5.1 Act as the primary point of contact for Property Services and appointed contractors, for communication with building users in respect of issues related to premises compliance, maintenance and repair. Where a caretaker is present, it is likely that they will perform a number of the routine cyclical checks. 2.5.2 Maintain the Premises Log Book, ensuring that it is complete in all respects and that it is updated whenever relevant changes occur. 2.5.3 Retain the Premises Log Book in a nominated location so that it is readily available to staff, contractors and inspectors, as required in pursuance of their duties. 2.5.4 Verify that all required periodic checks and meetings (weekly, monthly, quarterly and annual, as detailed in the schedule of periodic inspections and checks), have been completed and signed off by their due date. 2.5.5 Schedule and facilitate regular premises board meetings, to be chaired by the Senior Premises Manager, at a frequency agreed with the Senior Premises Manager and Facilities Operations Manager.


2.5.6 Highlight any failure to complete periodic checks to the appropriate responsible person to facilitate speedy resolution. Where this action fails to rectify the issue, escalate to the Senior Premises Manager. 2.5.7 Maintain a list of nominated Site Wardens, Fire Wardens and First Aiders, ensuring that any training requirements have been properly highlighted and that the individuals are fully aware of their responsibilities. The list of nominated persons should be displayed in an agreed location(s) within the building and a copy kept in the Premises Log Book. 2.5.8 Lead on the production and ongoing maintenance of a fire control plan for the building, supported by Site Warden and Facilities Management as appropriate. The completed plan is to be retained in the Premises Log Book or other designated location and prominently displayed at agreed points within the premises. 2.5.9 Ensure that adequate arrangements are in place for the briefing of all staff based in the premises on site procedures and their personal responsibilities for safety, security, compliance and defect reporting. A copy of the briefing material is to be kept in the Premises Log Book for use by team leaders and managers in briefing their own staff. 2.5.10 Ensure that adequate arrangements are in place for the reception and briefing of visitors and contractors, including out of hours procedures, signing in sheets and specific arrangements for disabled visitors. A copy of the briefing material is to be kept in the Premises Log Book and at all recognised access points. 2.5.11 Escalate any issues that are beyond their scope and/or authority level to the appropriate responsible person to facilitate speedy resolution. Where this action fails to rectify the issue, escalate to the Senior Premises Manager. 2.5.12 Act as a champion for good safety, compliance and security practices within the building, ensuring that any unsafe practices are immediately challenged and rectified and that and defects are reported promptly for action through the correct channels. 2.6 Site Warden

Summary: in the event of an incident to act as the liaison between the fire service and the fire wardens, and to remain at the nominated post until cleared by the fire service 2.6.1 Maintain the required number of Fire Wardens for the designated premises, ensuring that all nominated Fire Wardens have received appropriate training and are fully aware of their responsibilities. 2.6.2 Ensure that adequate arrangements are in place to ensure minimum Fire Warden coverage is maintained during periods of absence. 2.6.3 At smaller sites, a single person may be required to assume both Site Warden and Fire Warden responsibilities. 2.6.4 Take responsibility once an emergency/ fire evacuation procedure has been initiated and provide information and assistance to the Fire Service. 2.6.5 Nominate and assemble a fire team, comprising of deputy Site Wardens and Fire Wardens, ensuring the fire team is easily identifiable at any fire incident.


2.6.6 Liaise closely with nominated deputy Site Wardens to ensure continuity of cover for the role (i.e. to allow for any periods of absence from the site including meetings, lunch and leave); 2.6.7 Report any fire incidents (no matter how small) using the fire incident report form and guidance provided as part of the Fire Prevention and Precautions Policy. 2.6.8 Respond to any sounding of the fire alarm, as detailed in the fire control plan. This includes not leaving the designated fire assembly point until given permission to do so from the Senior Fire Officer present. 2.6.9 Act as a champion for fire safety and awareness within the building, ensuring that any unsafe practices are immediately challenged and rectified and that any defects are reported promptly for action through the correct channels. 2.7 Fire Warden Summary: to report to the site warden in the event of an incident as per the processes for the building 2.7.1 Familiarise themselves with their designated Fire Warden area including floor layout, emergency routes, fire alarm call points and fire extinguishers plus any Personal Emergency Evacuation Plans (PEEPs); 2.7.2 Attend training as required 2.7.3 Carry out periodic checks and inspections, as detailed in the schedule of periodic inspections and checks, ensuring that all checks are fully signed off by their due date 2.7.4 Fire Wardens should notify their colleagues regarding leave commitments and sickness. Ideally Fire Wardens should be ‘leave-linked’ to ensure continuity of cover for the role during normal working hours. 2.7.5 Report any issues identified in the course of their duties to the appropriate manager (e.g. Site Warden, Premises Co-ordinator or Facilities Officer) 2.7.6 In the event of a fire alarm, manage the evacuation of their Fire Warden area and report directly to the Site Warden, as detailed in the fire control plan. 2.7.7 At smaller sites, a single person may be required to assume both Site Warden and Fire Warden responsibilities. 2.7.8 Act as a champion for fire safety and awareness within the building, ensuring that any unsafe practices are immediately challenged and rectified and that and defects are reported promptly for action through the correct channels.


2.8 First Aider

2.8.1 Attend first aid training as required in order to maintain adequate certification. 2.8.2 Provide a copy of the relevant certificates to the Premises Co-ordinator for lodging within the premises log book and display at agreed locations within the premises. 2.8.3 Complete a monthly check and replenishment of all first aid boxes in the premises, ensuring that they are located in their correct positions and that limited life items are replaced prior to their expiry date. 2.8.4 Attend to incidents as required. 2.8.5 Ensure that all incidents requiring first aid or medical assistance, no matter how small, are reported in accordance with current reporting procedures.


3.0 Access and Security

3.1 Visitor Brief For principal offices this will comprise of a building plan and fire action notice, for smaller sites this may just comprise of the fire action notice. Visitors should familiarise themselves with the plan and or notice displayed in the reception or entrance which details fire exits, welfare facilities and routine fire alarm testing. In the event of an incident leave by the nearest exit and follow instructions of the fire wardens. If there is a signing in procedure, all visitors should be encouraged to follow this and a copy included in this folder, if there is no procedure in place this should be made clear to any visitors when they arrive. [Insert copies of premises plan, fire action notice and signing in procedure as applicable]


Premises Plan


3.2 Contractor Brief - Property Maintenance/Works Visits There should be no contractors on site other than those detailed in the front of this book. If you are not a framework contractor as listed in the front of the book, not directly instructed by Property Services or not acting under the instruction and systems of work of one of the nominated framework partners as listed in the front of the book, please do not proceed and contact the relevant contract manager. All contractors attending site should follow the process and systems of work set out in the relevant framework agreements. Please assist the premises coordinator by signing the attendance sheet as required. All contractors should ensure they have followed the appropriate signing in procedure. Please do not ask the premises coordinator to permit you to work in those circumstances. [Insert copy of contractor signing in procedure if different from general visitor signing in procedure]


Signing in procedure


3.3 New Staff Member Induction Brief This brief is to be produced locally, covering specific details, including, as a minimum: • Access arrangements, normal working hours and out of hours • Alarm systems and codes as appropriate including intruder and panic

alarm systems • Fire alarm system alerts and procedures including

o Testing regime o Evacuation procedures o Fire assembly points o Emergency exits and escape routes

• Parking arrangements • Printing, photocopying, recycling etc arrangements • Cafeteria/kitchen arrangements • Visitor procedures


3.4 CCTV/Panic Alarm Procedures

This brief to be produced by Property Services and Face to Face Services and provided to the Premises Co-ordinator, dependant upon the specific systems in place.


4.0 Periodic check lists & inspection/checks log

4.1 Premises Co-ordinator checklist Item Frequency Actions required Comments Check that all required entries in the inspections and checks log sheet are complete and up to date.

Weekly Highlight any outstanding entries to the person responsible for completion. If this does not result in completion of the required entry, report to the Senior Premises Manager for action

Complete a routine walk around check of the building, in particular checking: • Internal lights

working. • External lights working • Heating systems

working and temperatures set at comfortable levels

• CCTV/security systems functioning correctly

• Identify any obvious slip, trip or fall hazards around the building

• All safety and hazard signs are visible and in good order

• Identify and report any new defects that have not already been reported

Weekly As appropriate to any issues identified: ensure awareness of local staff and responsible managers to any potential hazards, arrange for immediate rectification where possible (e.g. build up of clutter), report any defects requiring rectification that cannot be immediately cleared and record in defects log.

Check that any changes to asbestos survey have been recorded and passed to the appropriate line managers for action/information.

Monthly Ensure that any changes that have been missed are properly recorded and passed on without delay

Check entries in the asbestos register of maintenance/works

Monthly Report any discrepancies to the Maintenance &


against entries in the visitors’ book.

Compliance Team for action against the contractor

Where meter readings are required, record them and pass on to the energy management team in accordance with agreed procedures.

Monthly unless otherwise stipulated

Pass completed readings to the Energy Management Team

Check that the Premises Log Book and associated documents are fully up to date in all respects.

Quarterly Report any issues to the appropriate responsible persons for rectification. Monitor compliance action and, where required, escalate issues to the Senior Premises Manager

Check for any obvious defects to adventure playground or other outside equipment.

Quarterly Report any issues to the responsible manager for rectification

Check for any obvious breaches of security fencing or gates? If yes, log and report as a fault.

Quarterly Report any issues to the responsible manager for rectification

Check that all entries in the Legionella and Radon log books are up to date? If not, report to the maintenance and compliance team.

Quarterly Report any issues to the maintenance and compliance team for rectification

The extract fan from the radon sump is running (where fitted).

Quarterly Report any issues to the maintenance and compliance team for rectification

Check that the inspections and checks log shows a regular pattern of weekly, monthly, quarterly and annual inspections and checks for the premises.

Annual Any discrepancies to be taken up with the responsible persons

All annual checks are to be completed with the Senior Premises Manager

Check that all required commissioning, testing and inspection certificates are either held on site or

Annual Report any discrepancies to the maintenance and compliance


are appropriately referenced and readily available. Check that all certificates are in date.

team

Ensure that a Premises Board Meeting has been held. A typical agenda is shown at the back of the log book’

Annual Ensure resultant action plan processed


4.2 Site/Fire Warden checklist Item Frequency Actions required Comments Test the fire alarm system and record details of test in the Fire Precautions Log Book.

Weekly Report any defects for urgent rectification. Record in defects log. Ensure that Senior Premises Manager and Premises Co-ordinator are made aware.

Carry out a walk around check of your area of responsibility, in particular noting the following: • All fire exits and

escape routes are clear of obstructions.

• Fire assembly points kept free from obstruction

• Emergency vehicle access route is kept clear

• Corridors, stairwells and kitchen areas kept clear from storage

• All designated combustible materials (LPG etc) are stored and secured in their correct locations

Weekly Report to Manager responsible and arrange for clearance of obstructions. Record in defects log

Check that all new members of staff have been briefed on fire precaution arrangements for the premises.

Monthly Highlight any that have been missed to the appropriate team leader/manager for completion of briefing.

Check that PEEP’s have been actioned for any new staff requiring them.

Monthly Report to line manager responsible for urgent rectification and to the Senior Premises Manager

Check that any PEEP’s that are no longer required have been

Monthly Confirm with Manager responsible that


removed from the Emergency Evacuation plans.

PEEP’s are no longer required and arrange for removal and confidential disposal

Check that all portable fire fighting equipment is in the correct position/location. If not, record in the defects log and report to manager.

Monthly Where possible, rectify immediately. If further action is required, report to manager responsible and record in defects log

Check that all fire doors operate as required.

Monthly Report any defects for urgent rectification and record in defects log. Ensure that Senior Premises Manager and Premises Co-ordinator are made aware of any ongoing defects and that, where required, appropriate temporary procedures are implemented (e.g. if a Fire Exit becomes unusable)

Test emergency lighting with key switch. Record lamp failure in the defects log and report as a fault.

Monthly Report any defects for urgent rectification and record in defects log.

Check that all fire extinguishers are in date, seals intact and contents gauges reading within limits.

Quarterly Report any defects to Facilities Management Team for rectification/replacement. Record in defects log

Check the fire precautions log book for to verify that the emergency lighting system has a valid, in

Quarterly If certificate is missing our out of date, report to Maintenance &


date, certification. Compliance Team for rectification. Record in defects log.

Check that the fire risk assessment is readily available and is up to date, taking into account any changes to building occupancy or use.

Quarterly If a revision to the FRA is required, flag up to the Senior Premises Manager and Premises Co-ordinator and participate in the risk assessment process

Check that the fire control plan is readily available and has been kept up to date, reflecting any changes in the FRA, personnel etc.

Quarterly Report any discrepancies to the responsible manager for rectification. Ensure that the Senior Premises Manager and Premises Co-ordinator are made aware

Check that the fire/ emergency procedures are up to date and displayed at all designated points.


Check that all required date entries have been made in the fire precautions log book and that any certificates are in date and valid (e.g. annual servicing or emergency lighting tests).



4.3 Inspections and checks log sheet

The following are examples of log sheet. Sheets will need to be produced for each site containing the specific checks required. Support for this activity is available from the Facilities Management Team

4.4 Example Premises Coordinator inspections and checks log

sheet

Premises Co-ordinator inspections and checks log sheet Week number

Check Frequency Action 1 2 3 4 5 6 7 8 Check log sheet is complete and up to date Weekly Check Routine walk around check of the building Weekly Inspect Additional local Weekly Inspect Check any changes to asbestos survey Monthly Check Check any entries in the asbestos register Monthly Check Record meter readings Monthly Inspect Board meetings Monthly Inspect Additional local Monthly Inspect

Check Premises Log Book is fully up to date Quarterly Check Check any defects to outside equipment Quarterly Check Check for any breaches of security Quarterly Inspect Check entries in Legionella/Radon log books Quarterly Check Check the extract fan from the radon sump Quarterly Check Building certificates in date Quarterly Check Lifts and hoists Quarterly Check Additional local Quarterly Inspect

Powered pedestrian doors Bi-annually Check

Check the log for pattern of inspections Annually Check Check certificates are available. Annually Check Check that all certificates are in date. Annually Check Check the defects log is up to date Annually Check Ensure a Board Meeting has been held Annually Check


4.5 Example Site Warden inspections and checks log sheet

Site Warden inspections and checks log sheet Week number

Check Frequency Action 1 2 3 4 5 6 7 8 Test the fire alarm system Weekly Inspect Carry out a walk around check Weekly Inspect All staff briefed Monthly Check Have PEEP’s been actioned Monthly Check Remove PEEP’s no longer required Monthly Inspect Is fire fighting equipment in place Monthly Inspect Do all fire doors operate Monthly Inspect Test emergency lighting Monthly Inspect

Fire fighting equipment in date Quarterly Check Fire precautions log up to date Quarterly Check Fire risk assessment up to date Quarterly Check Fire control plan up to date Quarterly Check Up to date emergency procedures displayed Quarterly Inspect


4.6 Special or unusual risks The entirety of this log book should form an overall record of risk management for the building. However some buildings have particular issues. Record here any special or unusual risks associated with the building and relevant actions. Examples of issues include regular out of hours use, use by people or groups unfamiliar with the building, or particular parking arrangements.


5.0 Fault reporting procedures & defect log

5.1 Reporting faults In the event of any faults occurring, it is important that they are reported as quickly as possible, using the correct reporting procedures. Further information and support can be found on the Intranet. Reporting procedures vary according to where the fault has occurred: 5.2 Facilities Management faults Facilities Management faults relate to items that are not considered part of the fabric of the building. Examples include: window blinds, fixtures and fittings, furniture, cleaning, janitorial supplies. Facilities Management faults should be reported by e-mail to [email protected] 5.3 Environmental faults Environmental faults are those occurring in areas outside of the managed office estate. Examples include Public toilets, beaches, dog bins, litter bins, open space, parks, park benches, pitches, play areas, slipways, sports fields and street names. Environmental faults should be reported by e-mail to [email protected] (East) or [email protected] (West) 5.4 Property Maintenance faults Property maintenance faults constitute the majority of faults that are likely to be reported and cover anything that is related to managed Council premises, unless they are classified as Facilities Management or Environmental faults. There are different processes for reporting faults depending on the seriousness of the fault. For the purposes of reporting property maintenance faults, an emergency situation is defined as one where there is one or a combination of the following: • A danger to life or risk of serious injury • Interruption to building use or potential loss of service • Loss of refrigeration 5.5 Non emergency faults For any non emergency faults complete the online reporting form: property fault reporting form.


5.6 Emergency faults during office hours To report an urgent/emergency fault during office hours (08:30 – 16:30), telephone 0300 1234 100 After providing your contact details and the location of the fault you will be asked what type of fault you are reporting. It is important to provide accurate information so the request can be allocated to the correct team and/or surveyor/engineer; so please be sure to state the correct fault type: • Building fault - fabric related problems: walls, windows, wooden

cupboards, doors etc - solid things that physically make up buildings • Electrical fault - wiring, lighting, switches, lifts, fire alarms etc -

things that are operated by electricity (except kitchen equipment) or that operate electricity

• Farms fault - all faults occurring on farm property types • Mechanical fault - boilers, heating, water leaks, ventilation, air

conditioning, oil leak, gas leak, sewage pumps etc - anything that is not electrical or building

• Kitchen fault - faults related to kitchen equipment e.g. preparation equipment, cooking equipment, dishwashers, fridges, freezers, sinks, stainless steel work tops, ventilation canopies, waste disposal units and fly killers and also school food technology cookers (cookers only).

Note: Faults in the kitchen relating to the fabric of the building i.e. walls, floors, ceilings, electric, drains, wooden cupboards, gas outside of kitchen, vermin, windows, wall and ceiling fans should be logged as building/electrical/mechanical but not a kitchen fault. Provide as much detail as possible about the fault; following that you will be asked to provide the seriousness of the fault: • There is a danger to life or serious risk of injury • There is an interruption to building use and/or loss of service • Consequential damage to building or contents • Detrimental to the working environment/conditions Note: The majority of calls will not result in a danger to life or in loss of service but will be consequential damage or working conditions are affected. Once you have provided all the fault details please ensure you are given a reference number for any future enquiry (either over the telephone or via email). Important: when the fault has been repaired please email [email protected] quoting your reference number. 5.7 Emergency faults out of office hours To report a property maintenance fault out of office hours (16:30 – 08:30 weekdays, weekends and public holidays) Telephone: 07699 721092


This contact number will put you through to a pager company. Ask for the Cornwall Council emergency pager and provide your contact telephone number and some brief details of the emergency. This will be paged to the on-call contract manager who will contact you direct. Property Maintenance faults should be reported as follows: 5.8 Advice for Gas leaks For unstoppable gas leaks, contact Transco direct on 0800 111 999 In the event of an unstoppable gas leak; try isolating the gas metre valve and open all windows and external doors in affected areas – do not use a naked flame and do not operate any electrical equipment or appliances, including light switches and sockets. 5.9 Defects Log

All reported defects are to be recorded in the Defects log. It is important that all records are properly closed off once a defect has been satisfactorily resolved Use the next page as a master sheet to copy sheets as required for completion


Defects Log

Summary of defect/fault

Reporting reference number

Date reported

By whom

Closure actions

Date of closure


Section 2. Certificates and documentation The following pages have been provided as a guide to what will be contained in the maintenance and compliance section. It will need to be specifically tailored to each location and it is likely that this section will be contained in a separate folder. If this is the case, the Premises Log book must state where the section is retained.


6.1 Front cover

This folder contains legal documents regarding servicing and testing certificates

for…………………………………………………………………....

It is an offence to remove or deface any element

of this folder, under the Management of Health and Safety at Work Act.

For any queries please contact the Senior Contract Manager for either Mechanical & Electrical or Fabric, depending on the nature of the query.


6.2 Folder Review

Folder review (carried out on a monthly basis)

Name Signature Date of review


6.3 List of documents/certificates expected to be held in this section

1. Asbestos survey

2. Radon and on site sewerage systems

3. Electrical installation condition reports

4. PAT testing and lightning conductors

5. Fire alarm, emergency lighting and fire fighting equipment

6. Intruder detection system and CCTV

7. Fire Risk Assessments (FRAs)

8. Gas

9. Oil combustion, bunds, tanks and PPG2

10. HVAC

11. Legionella

12. Catering

13. Automatic doors

14. DDA

15. Stage and street lighting

16. Lifts, hoists and lifting equipment (LOLER)

17. Pressure vessels and LEV’s

18. IT, hazardous environments and lightning conductors

19. Zurich inspections and DEC/EPC

20. Recreational facilities, glazing, tree and condition surveys


Appendix 1. Example Premises Board Meeting Agenda

Agenda

Meeting title: Premises Board Meeting

Date:

Time:

Location:

Chaired by:

Members

Also attending

Apologies 1. Apologies 2. Matters arising 3. Occupancy changes 4. Premises Log Book: a) Cyclical checks b) Review of defects log and actions c) Document review d) Training and premises appointments e) New staff 5. Other records: a) Log books b) Risk assessments 6. Welfare issues: a) Temperature control b) Cleaning c) Other 7. Any other business.


Prepared by:

Property Services

February 2013

Draft Date Prepared By 1.0 January 2013 Michael Burke 1.1 February 2013 Adam Birchall

If you would like this information in another format please contact:

Cornwall Council County Hall Treyew Road Truro TR1 3AY

Telephone: 0300 1234 100

Email: [email protected]

www.cornwall.gov.uk

premises log book v1 1 - cornwall council · 3.4 cctv/panic alarm procedures ... 1.2 key on-site...

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