Social Landlord Service: Fire Safety Policy

1. Policy statement

Great Yarmouth Borough Council (GYBC) is committed to ensuring the safety of residents, staff, contractors and visitors by managing fire risks within its housing stock. The Council will comply with all applicable statutory obligations, regulatory requirements and recognised good practice to minimise the risk of fire and its consequences. This policy establishes the framework for the prevention, detection and management of fire within Council homes that are owned and managed by the Council.

2. Scope of the policy

This policy applies to:

• all residential properties owned or managed by GYBC
• communal areas within blocks of flats
• sheltered housing schemes
• offices, plant rooms, and other non-domestic areas within residential buildings
• contractors and staff working in housing stock

The policy covers:

• fire risk assessments
• fire prevention measures
• fire detection and warning systems
• means of escape
• fire safety equipment
• resident engagement
• emergency planning
• compliance monitoring

3. Legal and regulatory framework

This policy operates within the framework of the following legislation and regulatory guidance:

• Regulatory Reform (Fire Safety) Order 2005
• Fire Safety Act 2021
• Fire Safety (England) Regulations 2022
• Building Safety Act 2022
• Social Housing (Regulation) Act 2023
• Housing Act 2004
• Smoke and Carbon Monoxide Alarm (England) Regulations 2015

The Council is required to:

• appoint suitably qualified and competent persons to carry out regular fire risk assessments in all premises as required by legislation
• maintain fire safety systems
• ensure safe evacuation arrangements
• provide fire safety information to residents
• ensure homes meet the Regulator's Safety and Quality standards

4. Policy objectives

The objectives of the Fire Safety Policy are to:

• prevent fires within residential properties
• protect residents, staff and visitors from harm
• ensure compliance with fire safety legislation
• reduce property damage and disruption
• promote resident awareness of fire safety
• ensure effective emergency response to related incidents

5. Responsibilities

5.1 Chief Executive & Executive Leadership Team

The executive leadership team will:

• ensure organisational compliance with fire safety legislation
• implement strategic fire safety management
• report significant fire safety risks to the Cabinet

5.2Responsible Person - Council Homes Director

In compliance with the Regulatory Reform (Fire Safety) Order 2005, the council will appoint a Responsible Person to:

• ensure fire risk assessments are completed
• implement appropriate fire safety measures
• maintain fire safety systems
• review and update fire safety arrangements

The Responsible Person must ensure general fire precautions are identified and maintained through risk assessments.

5.3 The Compliance Team

Responsibilities include:

• manage the fire risk assessment programme
• monitor fire safety compliance
• manage fire safety remedial works
• liaise with fire authorities
• maintain fire safety records

5.4 Staff and contractors

Staff and contractors must:

• follow fire safety procedures
• report hazards or defects
• assist residents with fire safety guidance where appropriate

5.5 Residents

Residents must:

• avoid storing combustible materials in communal areas
• maintain smoke alarms within their homes
• follow evacuation procedures
• report fire safety concerns promptly
• allow access for testing and maintenance, non-access to complete works will be managed under the no access policy

6. Fire Risk Assessments

Fire Risk Assessments (FRAs) form the foundation of fire safety management.

The Council will ensure that:

• all buildings with communal areas have a suitable and sufficient FRA
• assessments are conducted by competent persons
• risks are evaluated and appropriate controls identified
• action plans are created and tracked

FRAs will include:

• identification of fire hazards
• assessment of people at risk
• evaluation of existing fire safety measures
• recommendations for improvement and or remedial actions

FRAs will be reviewed:

• following significant building changes
• following fire incidents
• at regular intervals depending on the risk level as follows
  • sheltered housing blocks (Cat 2) and blocks with evacuation strategy Every 1 year
  • general needs accommodation and (Cat 1) Sheltered accommodation Every 3 years

7. Fire Prevention

The Council will implement preventative measures including:

• electrical safety inspections
• gas safety compliance
• control of combustible materials
• safe storage practices
• management of waste and recycling areas
• safe contractor working procedures

Communal areas must remain free of combustible materials and obstructions. GYBC will apply a zero tolerance approach to storage in escape routes where this presents fire risk.

8. Fire detection and warning systems

Appropriate fire detection systems will be installed based on building risk.

These may include:

• smoke alarms within homes
• communal fire alarm systems
• heat detectors
• automatic detection systems
• integrated monitoring systems

The Council will ensure systems are:

• installed to recognised standards
• inspected regularly
• maintained by competent contractors
• repaired promptly when faults occur

9. Means of escape

Buildings must provide safe escape routes.

The Council will ensure:

• escape routes remain unobstructed
• emergency lighting is installed where required
• escape signage is provided
• doors open easily in escape direction where necessary
• residents understand evacuation arrangements

Evacuation strategies may include:

• stay-put
• simultaneous evacuation
• phased evacuation

These strategies will be communicated clearly to residents at least every 12 months.

10. Fire doors and compartmentation

Fire doors and compartmentation are critical in preventing fire spread. The Council will ensure:

• fire doors are installed where required
• doors are self-closing and correctly fitted
• regular inspections are undertaken
• damaged doors are repaired or replaced

Residents must not interfere with fire safety features including:

• door closers
• fire stopping
• smoke seals

11. Fire safety systems and equipment

The Council will maintain the following where installed:

• fire alarm systems
• emergency lighting
• sprinkler systems
• dry risers and wet risers
• smoke ventilation systems
• fire extinguishers
• fire doors

Inspection and testing schedules will be maintained in accordance with recognised standards.

12. Resident engagement and communication

Residents play a key role in maintaining fire safety.

The Council will:

• provide fire safety information to residents
• explain evacuation strategies
• provide guidance on preventing fires
• inform residents of fire safety works
• provide channels for reporting concerns

The type of Information shared with residents may include:

• fire action notices
• resident safety leaflets
• online safety guidance
• community safety campaigns

13. Fire safety training

Training will be provided to all relevant staff. Training will ensure staff understand their roles in maintaining fire safety.

This may include:

• fire safety awareness
• fire warden training
• incident response training
• contractor safety requirements

14. Incident management and investigation

The Council will ensure that all fire incidents will be:

• reported promptly and Investigated
• recorded within the Council's incident reporting system

Investigations will aim to:

• identify root causes
• improve preventative measures
• implement lessons learned

Where necessary, incidents will be reported to relevant authorities.

15. Monitoring and assurance

The Council will monitor fire safety performance through:

• compliance audits
• FRA completion rates
• fire door inspection records
• maintenance compliance
• incident reporting
• internal and external inspections

Performance information will be reported to the Cabinet and the Executive Leadership Team.

16. Data management and record keeping

Accurate records are essential for demonstrating compliance. The organisation will maintain records and documentation relating to:

• fire risk assessments
• fire safety inspections
• maintenance records
• remedial works
• fire incidents
• resident communications

17. Continuous improvement

The Council is committed to continuously improving fire safety performance. Improvement will be supported through:

• learning from incidents
• feedback from residents
• regular policy review
• external audits
• benchmarking against best practice

18. Equality and accessibility

Fire safety arrangements must consider the needs of all residents. In providing its services, the Council will consider:

• vulnerable residents
• mobility impairments
• language barriers
• communication needs

Where appropriate, additional and tailored support measures will be provided.

19. Policy review

This policy will be reviewed:

• every two years
• following legislative changes
• following major fire incidents
• following regulatory updates

An earlier review may occur where necessary to ensure continued compliance and effectiveness.

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