Health & Safety > Essential Safety Measures Policy& Procedure
Authorised by Chief Executive Officer
Revised Date: 14 August 2024
Kyeema Support Services Inc. complies with the Building Act 1993 and the Building Regulations 2018 which states that building owners must maintain any essential safety measures installed within their buildings.
Essential Safety Measures (ESM) are defined as any measure required for the safety of persons using a building. They include fire safety equipment, forms of fire-resistant construction or safety strategies.
This document supports Kyeema to apply the NDIS Practice Standards & Quality Indicators, in particular: Core Module 2. Provider Governance and Operational Management - Risk Management, Emergency and Disaster Management
The standard: AS 1851-2012 Routine Serve of fire protection systems and equipment
Scope
Routine servicing of the Essential Safety Measures applies to all Kyeema sites.
Definitions
Routine Service Schedule:
A consolidated list of ESMs and their routine servicing requirements which are specified in an Occupancy Permit or for Pre-1st July 1994 buildings ESMs must be maintained in a state which enables the ESM to fulfill its purpose.
Essential Services Cabinet: This essential safety cabinet is to store emergency information with the site details containing a site map. Showing the location of hazardous chemicals and location of all firefighting equipment and copies of material safety data sheets for all chemicals stored on site.
Competent person
A person who has acquired through training, qualification, experience, or a combination of these, the knowledge and skill enabling them to correctly perform the required task.
Means of Egress
A means of egress is an unobstructed path to leave buildings, structures, and spaces. A means of egress is comprised of exit access, exit, and exit discharge.
Procedure
The routine service of fire protection systems, fire equipment and the annual report is outlined below.
Kyeema complies with the regulations across several sites by:
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1. Undertaking checks appropriate to the Building Class, using qualified practitioners for regular checks of active fire equipment 2. Maintaining an ESM folder where contractors can document ESM checks 3. Site OHS rep / manager maintain the routine service forms for each ESM and non-ESM item 4. The ESM folder is kept in the Essential Services Log Records cabinet at each site (see photo) or onsite 5. Completing an Annual Essential Safety Measures Report (AESMR), refer to Table 1. |
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Legal requirements
The Regulations require the building owner to maintain essential safety measures so that they operate satisfactorily. There are different obligations under the Regulations, which depend on when the building was built or when building work occurred on the building.
From 13th February 2025, all building owners must maintain essential fire safety measures and equipment in accordance with Australian Standards 1851-2012.
Refer to the compliance table that outlines the routine service frequency and service records obligations under AS 1851-2012.
•AS-1851-2012-FIRE-REFORMS-COMPLIANCE.pdf (strataplus.com.au)
The Annual Essential Safety Measures Report (AESMR) is to be completed within 28 days of the anniversary date of the site’s occupancy permit. For buildings prior to 1994, the anniversary date is the 13th of June 2009.
Table 1: Annual Essential Safety Measures Report (AESMR) SF-21 Completion Dates
|
Building Classification |
Occupancy Permit or routine servicing schedule date |
Annual AESMR completed within 28 days of anniversary date | |
|
50 Lalor St – Head Office |
9b |
15 July 2007 |
15th July |
|
50 Lalor St - New Bus Shed |
7a |
14 July 2014 |
14th July |
|
107 Hurd St - Ameeyk Respite House |
3 |
10th May 2013 |
10th May |
|
106 Palmer St – SDA |
3 |
11 July 2023 |
11th July |
|
108 Palmer St – SDA |
3 |
11 July 2023 |
11th July |
|
191 Wellington Rd - Seawinds Nursery |
6 |
Pre-1994-13th June 2009 |
13th June |
|
Shop 12/13 Pioneer Plaza – Support Coordination |
5 |
Pre-1994 -13th June 2009 |
13th June |
|
40 Waratah Crescent - PNH |
9b |
Pre-1994-13th June 2009 |
13th June |
ESM Routine Servicing Schedule
Each site has an Essential Safety Measures Folder Front Sheet. The front sheet lists the safety measure to be serviced, the relevant form number, inspection frequency and who is responsible. For example:
•Essential Safety Measures Folder Front Sheet - 50 Lalor St SF-24
Non-Essential Safety Measures
The routine service of the non-ESM items such as hoists, heaters and water filters are documented and filed in the ESM Folder.
Refer to:
•Routine Service All Sites (Non-ESM) Folder Front Sheet SF-49
Workplace Inspections
Visual checks regarding exit paths, existence of fire blankets etc may be completed at regular intervals, via the quarterly workplace inspections and the more frequent checks undertaken at accommodation services
•Workplace Inspection Procedure
Responsibilities
Building owner responsibilities
•Ensure that ESMs are maintained
•Prepare an Annual ESM Report
•Keep ESM Report for 10 years
•Keep ESM records (including repairs)
•Make ESM records available to Chief Officer within 24 hours
•Provide the Building Surveyor documents to enable Routine servicing Schedule to be issued
•Ensure ESMs are not removed except for routine servicing
•Provide routine servicing contractor/s with occupancy permit, routine servicing determination
Routine servicing contractor responsibilities
•Inspect, test and maintain ESMs
•Provide the owner with ESM records identifying the condition of each ESM, deficiencies to be addressed and any rectification completed
Building occupiers responsibilities
•Keep exits and paths of travel readily accessible, functional and clear of obstructions
•Provide access to private areas for the purposes of ESM inspections and routine servicing
Site OHS Rep / manager
•Inspect Paths of Egress SF-28
•Maintain ESM folder and update forms
Kyeema manager responsible for assets
•Organise inspections/testing of ESM’s and non-ESM’s
•Annual Essential Safety Measures Report SF-21
•Scan and file completed SF-21 (see file path below) and file hard copy in the ESM folder
Record Keeping
Annual Essential Safety Measures Report SF-21:
•K:\OH&S, Risk Registers, EPC & ESM\Essential Safety Measures
ESM Forms and Non-ESM forms (e.g. SF-25):
•K:\OH&S, Risk Registers & EPC & ESM\Essential Safety Measures\ESM Forms from Site Folders - Scanned
Folders at each site
•ESM Routine Service sheets and contractor inspection evidence
•Annual Essential Safety Measures Report SF-21
Related Policies, Procedures and Documents:
Essential Safety Measures Folder Front Sheet - 50 Lalor SF-24
Essential Safety Measures Folder Front Sheet - 106 & 108 Palmer St SF-43
Essential Safety Measures Folder Front Sheet - 107 Hurd St SF-53
Essential Safety Measures Folder Front Sheet - 40 Waratah Cres. SF-81
Essential Safety Measures Folder Front Sheet - Seawinds Nursery SF-44
Essential Safety Measures Folder Front Sheet - Shop 12 & 13 Pioneer Plaza SF-41
Routine Service (Non-ESM) - AED SF-48
ESM Routine Service - Building Fire Integrity SF-76
ESM Routine Service - Means of Egress SF-28
ESM Routine Service - Signs & Lighting SF-77
ESM Routine Service - Occupant Warning Systems SF-78
ESM Routine Service - Fire Fighting Services & Equipment SF-25
ESM Routine Service - Automatic Fire Detection & Alarm Systems SF-75
ESM Routine Service - Air Conditioning & Mechanical Ventilation Systems SF-26
Routine Service All Sites (Non-ESM) Folder Front Sheet SF-49
Routine Service (Non-ESM) - Fixed Hoists SF-60
Routine Service (Non-ESM) - Portable Hoist SF-67
Routine Service (Non-ESM) - Reverse Cycle Air Conditioner SF-27
Routine Service (Non-ESM) - Flued Gas Heater SF-59
Routine Service (Non-ESM) - Water Filter SF-29
Routine Service (Non-ESM) - Test & Tag SF-79
Routine Service (Non-ESM) - Thermostat Valve SF-82
Annual Essential Safety Measures Report (AESMR) SF-21
Workplace Inspections Procedure
Workplace Inspection Checklist - Accommodation Services SF-34
Workplace Inspection Checklist - SC / Windward / Woodbox / GF SF-05
Workplace Inspection Checklist - Lalor Street SF-07
Workplace Inspection Checklist - Seawinds SF-09
Workplace Inspection Checklist - Neighbourhood House SF-40
Relevant Legislation:
Victorian Building Authority
Building Regulations 2018
Schedule 8 - ESM p. 385
•https://content.legislation.vic.gov.au/sites/default/files/2024-06/18-38sra025-authorised.pdf
