Accommodation Services Fire Safety Compliance Procedure

Health & Safety > Accommodation Services Fire Safety Compliance Procedure

Authorised by Chief Executive Officer

Date: 14 October 2024

Procedure

This procedure explains how Short-Term Accommodation (STA) at 107 Hurd Street Portland and Specialised Disability Accommodation (SDA) houses at 106/108 Palmer St Portland will comply with fire safety procedures.

This procedure supports Kyeema to apply the NDIS Standard 2: Emergency & Disaster Management and Standard 5: Specialised Disability Accommodation.

The Emergency Planning Committee (EPC) is the body responsible for ensuring the effectiveness of the emergency arrangements in place.

Scope

All workers, visitors, contractors and participants at accommodation locations are supported to understand fire safety procedures.

Related legislation and policy

Building Act 1993

Consumer Affairs Victoria (CAV) lease agreement

Building Code of Australia (BCA)

Disability Service Safeguards Act 2018

Disability Amendment Act 2019

NDIS (SDA) Rules 2018

Residential Tenancies Act 1997 Part 12A

Residential Tenancies Amendment Act 2018

Occupational Health and Safety Act 2004

Fire and emergency preparedness and response procedures and training framework 2018

Planning

Consumer Affairs Victoria (CAV) is the Victorian SDA tenancies regulator, under the Residential Tenancies Act. The quality and safety of SDA is regulated by the NDIS Commission.

Definitions

Specialist Disability Accommodation (SDA) is a range of housing designed for people with extreme functional impairment or very high needs.

Short Term Accommodation (STA), including respite, is support for when you need to live out of home for a short period.

Emergency Control Organization (ECO) (basically anyone expected to direct and/or control the situation and/or implement the emergency response procedures)

Procedure

Table 1 shows the frequency of required maintenance and skills, who is responsible, and the form used to record the necessary fire safety requirements.

Table 2 outlines where to file the completed form for record keeping purposes. The completed forms are to be scanned to the relevant file path for evidence, internal audits and the completion of the Annual ESM Report.

Table 1: The required skills & maintenance activities to be done on a regular basis at Residential Respite and SDA buildings

Further explanation of Table 1

Essential Safety Measures (ESM) - Physical Fire Safety Inspection is conducted in-house and by an external company and the site OHS Rep. The following documents must be completed:

•      Essential Safety Measures Folder Front Sheet - 106 & 108 Palmer St SF-43

•      Essential Safety Measures Folder Front Sheet - 107 Hurd St SF-53

•      Annual Essential Safety Measures Report (AESMR) SF-21

•      Routine Service All Sites (Non-ESM) Folder Front Sheet SF-49

The essential safety measure forms are kept in the ESM folder at each house.

Workplace Inspections

•      Workspace Inspection Checklist – Accommodation Services SF-34 (quarterly)

Fire & Emergency Response Procedures Manual

The manual details all Fire & Emergency Responses and requirements for accommodation services. The manual is kept at 107 Hurd Street and 106/108 Palmer St. This manual also includes an Emergency Procedures Flip chart.

•      Fire & Emergency Response Procedures Manual HL-15

The Kyeema Emergency Response Plan provides details of how Kyeema Support Services Inc. will prepare for and respond to a disaster or emergency.

•      Emergency Response Plan SF-62

Emergency Response Training is conducted to enable workers to maintain fire safety skills. Several skills maintenance activities are required by all workers on a regular basis (see Table 1).

All new workers are required to complete fire training before commencing in the STA/respite and SDA houses and with Transport Accident Commission (TAC) participants.

•      Fire Safety Response E Learning Module

Fire Safety & Emergency Response Orientation Checklist

•      Complete the orientation checklist on the first shift at a new location. Fire Safety and Emergency Response Orientation Checklist HL-04

•      STA/Respite Emergency Evacuation Plan, SDA 106 Palmer Emergency Evacuation Plan, SDA 108 Palmer Emergency Evacuation Plan: K:\OH&S, Risk registers & EPC\Emergency Floor Plans

Evacuation Drill – Quarterly

The purpose of the quarterly fire drills is so that each worker and resident can participate in a fire drill. The idea is that each worker and resident undertake a fire drill at least every 6 months.

The Fire & Evacuation Exercise Record Sheet HL-11 form is used when workers and participants are participating in Fire Evacuation Drills in the Residential and SDA buildings. This form records the names of workers on duty and participants present.  The form is used for both training and risk assessment. Participants are observed as to their reactions and responses under fire drill procedures. Workers are observed as to their responses to fire training procedures.

Evacuation Drill - Every three years STA and SDA Houses conduct an evacuation exercise involving emergency services. 

•      Fire & Evacuation Exercise Record Sheet HL-11

•      STA/Respite Emergency Evacuation Plan, SDA 106 Palmer Emergency Evacuation Plan, SDA 108 Palmer Emergency Evacuation Plan: K:\OH&S, Risk registers & EPC\Emergency Floor Plans 

Fire & Safety Equipment Check – Weekly

      The weekly checklists are to verify that the fire safety equipment does not have any obvious damage that may prevent it from functioning appropriately in an emergency. Each worker to complete at least one ‘weekly fire safety equipment check’ every 12 months in each house that they work in.

Tick or mark the appropriate box as you check each item.  Should the item being checked appear to be damaged or you are unsure that its condition appears normal, mark the “action required” box and report the item to the Supervisor on the designated emergency on-call number.

•      Respite Fire Safety Equipment Weekly Checklist HL-07

•      Palmer Fire Safety Equipment Weekly Checklist HL-09

•      Accommodation Evacuation Bag Checklist HL-08

External Company Essential Safety Measures (ESM) Smoke Alarm & Sprinkler Checks - Monthly

The evidence for the monthly checks by Airmaster is filed at 106 Palmer St. This document services the three houses - Ameeyk, 106 and 108 Palmer St.

For each house, complete the relevant ESM form noting the monthly routine inspection has been completed. The relevant form is in the ESM folder at each house.

Participant Fire Safety Risk Assessment

All participants have a fire risk assessment completed prior to accessing Residential and SDA accommodation.

•      Participant Fire Safety Risk Assessment HL-06

•      Emergency evacuation information is noted on CCF-40 Participant Information Form.

Smoke Alarm with no Alarm Signalling Equipment (ASE) Activation

There are two panels located with accompanying guidelines HL-24 & HL-25 at 106 Palmer St.

1.  Fault Alarm

In the case of a FAULT alarm (HR-24), there are only Green or Yellow lights and NO RED lights illuminated. In this instance it is safe to press the Silence Buzzer. By doing this, only the alarm will be stopped, but the system will still be active and continue to monitor for smoke and fire. Should there be an ensuing fire, the system will activate the fire alarm as normal.

•      What to do if the fire alarm goes off HL-24

2.  Fire Alarm

A FIRE alarm will cause a series of RED alarm lights to be illuminated. Staff are instructed DO NOT Touch the fire panel. In this instance, the location of the fire will be displayed on the fire panel. Staff are instructed to identify the location of the fire and to phone 000 immediately. Evacuation procedures would then be followed.

•      What to do if red lights are on fire panel indicating some or fire HL-25

Fire Alarm System at Hurd and Palmer Streets

Hurd and Plamer Streets have their fire alarm systems connected to each other. The main FIP (Fire Indicator Panel) panel is located at 106 Palmer Street in the Carer’s Room at the back of the house. There is a gate installed in the fence behind 106 Palmer so the Fire Brigade can easily access all three houses. The sliding door of the Carer’s Room in 106 Palmer (Y) is the closest access to the gate and the external door of the Carer's Room in 107 Hurd (X) is closest to the gate.

The Fire system was installed by Leemark Fire Protection (there is 12 months warranty commencing May 2023) and is serviced by Airmaster Corporation T/As Celsius. The system is monitored by ADT Fire Monitoring. When the alarm goes off an alert is sent to ADT which automatically transmits the alarm to the Fire Brigade. ADT Fire monitoring will also send an SMS to On-call and the Corporate Services managers mobile and e-mail.

The system is tested once a month by a Celsius authorised technician. They will send an email to the Corporate Services manager to notify of the date and time. At least one staff member needs to meet the technician on site to assist with the testing.

Phone numbers: Celsius 1300 761 636, ADT Fire Monitoring 1300 723 036

Code Red Fire Days

•      Code Red Fire Days are days that are designated by the Victorian authorities as having the potential for catastrophic fires

•      Kyeema Support Service Inc. policy states that on Code Red Fire Days all Kyeema Services will close and signs will be placed at all Kyeema sites to indicate this

•      Respite may be an exception to this in some situations as outlined below

•      Respite House Carers of participants who live in rural areas may request that their family member may remain in respite due to fire risk. This will be addressed as needed when situation arises

•      Participants who are unable to return home for any reason will be supported by Kyeema’s respite service

•      It is the responsibility of the house coordinator/supervisor/On-call person to contact people

For more information refer to the Code Red Fire Days Procedure on the QMS

An Evacuation Management Plan is found in the Participant Information Form CCF-40. The plan should be prepared and documented for each resident and easily accessible for all workers on duty. If there is a change to the evacuation characteristics of a user of the house, the Evacuation Management Plan is to be updated, and workers made aware of the changes.

Emergency Control Organisation (ECO)

The ECO is the formal term for the staffing structure in the house that provides the response to an emergency. This may consist of as few as one person if there is only one on duty.

In Kyeema’s houses, the ECO comprises:

•         The staff member on duty at the time. This person is titled the Building Warden. If more than one person is on duty, the most senior staff member who has been trained in fire emergency response is nominated as the Building Warden. If two staff are present with the same seniority, one is to assume the role of Building Warden, at the commencement of the shift;

•         The House Supervisor, who may not be on site but may be available when called. This person will assist the Building Warden in the event of an emergency.

Building Warden (most senior trained staff) Role in an Emergency

In the event of an emergency or alarm, the Building Warden is to:

•      Assume control of the situation regardless of workplace seniority of others present

•      Allocate resources as required to ensure safety

•      Commence evacuation if appropriate in the circumstances

•      Assist, as necessary, in the removal of residents/participants

•      Ensure the relevant emergency service is notified

•      If it safe to do so, check that all areas have been cleared

•      Ensure a headcount is completed of all residents/participants, staff and visitors

•      Provide a situation report to emergency services

Emergency Management Communication

The Emergency Information noticeboard is in a location accessible to all workers/participants.

The following information shall always be on the notice board:

•      Check the emergency phone numbers are there, including On Call

•      Emergency Response Plan (current year) SF-62

•      Name/s of Emergency Warden

•      Fire Drill/Evacuation Poster SF-37

•      Emergency Procedures Flip Chart www.safetymaps.com.au

•      Emergency Evacuation Plans K:\OH&S, Risk registers & EPC\Emergency Floor Plans

No other notices shall be placed on the “Emergency Information” notice board

The OH&S Representative shall be responsible for ensuring information is displayed and is current. The accuracy of notices shall be checked as part of the quarterly workplace inspection and recorded in the inspection report.

•      Noticeboard Contents all Worksites SF-18

Reporting responsibilities

Responsibility for the implementation of this procedure belongs to the CEO, all managers, team leaders, on-call workers and support workers.

In conjunction with members of the Emergency Planning Committee (EPC), the On-call Manager and/or Building Warden will document details of each emergency incident and follow up action.

Responsibilities

The required skills & maintenance activities to be done on a regular basis at Residential Respite and SDA buildings – refer to Table 1

Completed forms are filed accordingly – refer to Table 2

Assets manager

Organise inspections/testing of ESM’s and non-ESM’s.

House supervisor & training officer

Induction and orientation forms to be emailed to training for upload to Sentrient. Sentrient can generate reports showing the completion of training, house orientation and induction, ensuring compliance.

Record keeping

Table 2: Form Number & Record Keeping File Path

Hard copies

Fire safety equipment maintenance check and maintenance certificates to be filed in the Essential Service log records book for 7 years

Completed participant forms to be stored at Lalor St office, STA/Respite house office and the SDA houses.

Monthly smoke alarm & sprinkler check by external company Airmaster - hard copy kept in folder 106 Palmer St

Ameeyk House archived records

•      Archive K:\Ameeyk House\Fire\Ameeyk Worker Compliance Fire Safety & Emergency Training.xlsx

Complaints

Complaints about the quality or safety of NDIS supports and services can be made to the NDIS Commission 1800 035544

Complaints about the NDIA or participant plans continue to be made to the NDIA or Commonwealth Ombudsman.

Kyeema service issue complaints follow the Complaints Procedure.

Training & Awareness

Sentrient: Fire Safety Response E Learning Module for workers at Ameeyk and Palmer houses

Informative posters for workers:

•      What to do if fire alarm goes off HL-24

•      What to do if red lights are on fire panel HL-25

Related Policies, Procedures and Documents:

Emergency Contact List - Ameeyk HL-01

Fire Safety & Emergency Response Orientation Checklist HL-04

Participant Fire Safety Risk Assessment HL-06

Respite Fire Safety Equipment Weekly Checklist HL-07

Palmer Fire Safety Equipment Weekly Checklist HL-09

Accommodation - Evacuation Bag Weekly Checklist HL-08

Fire & Evacuation Exercise Record Sheet HL-11

Induction Checklist for Ameeyk House Worksite HL-12

What to do if Fire Alarm Goes Off HL-24

What to do if Red Lights are on Fire Panel HL-25

Induction Checklist for Palmer Street Houses Worksite HL-32

Emergency Contact List - 106 Palmer St HL-33

Emergency Contact List - 108 Palmer St HL-34

Fire & Emergency Response Procedures Manual HL-15

Emergency Planning Committee (EPC) Annual Self Review SF-12

Noticeboard Contents All Worksites SF-18

Code Red Fire Days Procedure

Emergency Planning Committee - Terms of Reference

Evacuation Pack Check Procedure

Emergency Response Plan SF-62

Evacuation Pack First Aid Contents Checklist SF-50

Workplace Inspection Checklist - Accommodation Services SF-34

Participant Information Form CCF-40

Essential Safety Measures Folder Front Sheet - 106 & 108 Palmer St SF-43

Essential Safety Measures Folder Front Sheet - 107 Hurd St SF-53

Routine Service All Sites (Non-ESM) Folder Front Sheet SF-49

Routine Service (Non-ESM) - Thermostat Valve SF-82

Ameeyk House Evacuation Plan KCF-20

Palmer Street Evacuation Plan KCF-23

Essential Safety Measures Policy and Procedure