Fire Plan

FIRE SAFETY MANAGEMENT PLAN - The Mount. 72 Paris Street. Exeter. Ex1 2JY


Venaspace believes that ensuring the health and safety of staff, visitors, service users and all relevant persons is essential to our success.

We are committed to:
  1. Preventing accidents and work related ill health.
  2. Complying with statutory requirements
  3. Assessing and controlling the risks that arise from our work activities.
  4. Providing a safe and healthy working and learning environment.
  5. Ensuring safe working methods and providing safe working equipment.
  6. Providing effective information, instruction and training.
  7. Consulting withLicencees, Staff;and their representatives on health and safety matters relating to Venaspace properties.
  8. Monitoring and reviewing our systems and prevention measures to ensure their effectiveness.
  9. Setting targets and objectives to develop a culture of continuous improvement.
  10. Ensuring adequate welfare facilities exist throughout the premises
  11. Ensuring adequate resources are made available for health and safety issues, so far as is reasonably practicable.
A Fire Safety Management System will be created to ensure the above commitments can be met.Employees throughout the premises must play their part in the creation of a safe and healthy working environment for all.

  1. Fire is a hazard in any part of the premises. Its consequences include the threat to the lives or health and safety of relevant persons, damage to or loss of property and severe interruption to normal business activities or opportunities.
  2. Managing the risk of fire demands fire safety precautions based on a combination of appropriate prevention and protection measures depending upon building use and occupancy, the inherent fire risks and the legal obligations laid on Venaspace as the owner or ‘responsible person’.
  3. This fire safety management and fire emergency plan applies to all premises which are to any extent under the control of  Venaspace as the employer, owner or principal occupier. Its requirements extend to all persons at those premises includingLicencees and staff;visitors and contractors whether permanently or temporarily engaged.
  4. Where premises are jointly occupied or shares control of premises with other employers then the arrangements for fire safety and maintenance will be coordinated, communicated and documented. In these premises the fire safety arrangements and procedures of the principal or host occupier shall apply or local variations agreed by all relevant parties and relevant persons.
  5. This fire safety management and fire emergency plan applies to all other staff working in premises employed by any other employer. In this respect other staff will comply with these relevant fire safety arrangements and policy.
  6. Venaspace will, so far as is reasonably practicable, and in accordance with legal obligations and standards, in respect of every premises to:


2.1 As part of a holistic fire safety management system, in addition to the management action outlined below, considerations of passive and active fire precautions are essential.

2.2 Passive fire precautions are concerned with the physical conditions in premises which are designed to facilitate containment of fire by design, construction and layout, effective communication and safe evacuation. In particular the:
-materials specification, design, construction and inspection of buildings, fire doors and escape routes taking into account the needs of pupils, service users, people with disabilities, contractors, the public, etc;
-appropriate safe and secure location of building services e.g. gas and electricity;
-provision of clear fire safety signage for escape routes and final exits in conformity with the Health and Safety (Safety Signs and Signals) Regulations 1996 and Disability Discrimination Act 1995;
-provision of prominently located fire action notices (e.g. by fire alarm manual break glass points) to inform people of the action to be taken in the event of fire; and
-education and training of staff in fire safety arrangements, in particular evacuation procedures and drills.

2.3 Active fire precautions are those features of the fire safety management system that detect and operate in the event of a fire, including fire alarm systems, emergency lighting systems and fire fighting equipment. In particular:
-the installation, maintenance, inspection and weekly testing of fire alarms;
-the appropriate design, location, operation, monthly inspection and annual testing of adequate (emergency) lighting systems for fire escape routes;
-the provision, use, appropriate type and location, and annual maintenance of portable fire extinguishers.
-A quarterly / six monthly / annual premises fire safety inspection will be carried.

2.4 The fire safety arrangements will be based on HSG 65Successful Health and Safety Managementand the Fire Safety Management Plan Strategy (see Appendix 1). The main strands of the strategy involves: -
-Effective planning, organisation, control, monitoring and review of protective and preventative measures
-Fire safety risk assessments and building audits
-Fire safety systems and maintenance
-Fire warden and staff training
-Fire evacuation drills
-Building design, alterations and commissioning


3.1 Fire risk assessments are a requirement of the Regulatory Reform (Fire Safety)
Order and are a structured approach to determining the risk of fire occurring in a premises or from a work activity, and identifying the precautions necessary to eliminate, reduce or manage the risk. The outcome of the risk assessment must be incorporated in the fire emergency plan (see Section 7).
3.2 Fire Risk Assessments must be carried and reviewed regularly out (recommended to be annually) or when there is any building alteration or change of occupation and use of the premises, or following a fire incident/emergency, etc.
3.3 The risk evaluation and appropriate control measures to be taken into account will include those practical fire safety arrangements outlined above. The methodology adopted will be:
High Risk = Work to be completed within 4 to 8 weeks
Medium Risk = Work to be completed within 6 months
Low Risk = Work to be completed within 1 year

3.4 Risk assessments must take into account those who could be affected, e.g. numbers involved, their location, physical and mental capabilities and employees of organizations with whom a workplace is shared. The significant findings of the fire safety risk assessment will be made known to all other responsible persons as appropriate.
3.5 Where appropriate, an individual Personal Emergency Evacuation Plan (PEEP) must be developed for staff, pupils or service users who have known disabilities that will impact on their ability to evacuate the particular premises.
3.6 Maintenance of fire safety systems falls under the umbrella of the Fire Maintenance Contract. The provisions of the contract ensure maintenance on fire systems and equipment is carried out in compliance with theRegulatory Reform (Fire Safety) Order 2005 and ApprovedCodes of Practise and other associated legislation. The contract will ensure that Fire Maintenance Contractors are fully inducted for safe work practices and are fully qualified to carry out maintenance on fire safety systems and will include: -
3.7 The fire safety maintenance programme will follow the guidelines suggested in HM Government Fire Safety Risk Assessment guidance and can be found in Appendix 2.
3.8 Fire evacuation exercises will be carried out each term / 3 monthly 6 monthly /annuallywithin individual premises. The purpose of these exercises is to educate premises occupants in the correct manner of evacuating a building in the event of an emergency situation and to meet legal obligations. All evacuations will be conducted by the Fire Wardens under the guidance of a Fire Safety Officer. Pre and post de-briefing sessions will accompany each evacuation drill.
3.9 Provisions will be made for the safe evacuation of disabled people.
3.10 Fire evacuation of a building will be in accordance with established procedures in the fire emergency plan (Section 7). In the event of a fire alarm outside of normal business hours, building occupants are to evacuate the building. All staff, visitors and contractors will be made aware of the fire procedures.
3.11 All building design work shall comply with relevant codes and standards. New building works and refurbishment projects that include fire safety equipment and systems will be sanctioned prior to any work being carried out by Venaspace Senior Management Team ons.
3.12 Testing of building passive and active fire evacuation systems are to be conducted by the Building/Building/Community Managerat agreed appropriate times during normal hours and in line with current British or European test standards. All building fire wardens will be trained in the use of the evacuation system and operate from pro-forma instructions based on Section 7.
3.13 Fire wardens will report any faults or problems to the Building /Communitywho will forward the details to the relevant supplier or the Senior Management Team as appropriate.
3.14 A fire safety log book will be kept to record the details of all tests on passive and active preventative and protective measures, as well as training and fire drills.


4.1 Specific named individual responsibility for overall responsibility for Fire Safety, maintenance, Emergency Plans and Staff Training can be found in Appendix 5
4.2 The Director Of Operationswill:
-ensure that this Policy and/or any departmental fire safety policies/codes of practice that complement this Policy are in place, properly implemented and reviewed.
-ensure that a Responsible Person is appointed for all of their premises to oversee and implement fire safety arrangements, and ensure that they are competent and appropriately trained to undertake their duties;
-ensure that arrangements are in place for the completion of fire risk assessments, including, where appropriate, technical surveys in respect of fire protection;
-ensure that fire, security, and health and safety arrangements at each premises are complementary.
4.3 Licensees with responsibility for premises or parts of premises will:
-ensure that fire risk assessments are carried out for all their workplaces, and for specific activities such as hot working involving welding, cutting, work with bitumen, etc;
-ensure, in conjunction with the outcome of the fire risk assessment that the optimum number and type of fire extinguishers are installed in appropriate locations;
-ensure that fire alarm and detection systems, emergency lighting and fire extinguishers are appropriately located and properly maintained;
-ensure that a robust and effective emergency plan is in place at each location to safely evacuate all persons, whether employees, visitors or service users. This emergency plan must take into account people with mobility, sensory or learning impairments, including those with temporary impairments, which will affect their ability to use stairs or otherwise evacuate premises promptly. The plan must be internally deliverable and not reliant on the Fire and Rescue Service to complete the evacuation;
-arrange for the emergency plan to be issued to their employees, visitors, etc. to inform them what to do in the event of fire, particularly safe evacuation;
-arrange for a competent responsible person (Building/Building/Community Manager ) to be nominated to oversee and implement fire safety arrangements at their workplace(s) on their behalf;
-ensure that if there is any doubt about the provision of new or replacement fire extinguishers;
-ensure that staff are appropriately trained in fire safety procedures to reflect the requirements of the fire risk assessment;
-ensure that a copy of the current fire risk assessment for their premises is readily accessible, its provisions complied with;
-ensure that fire risk assessments are reviewed at least annually or whenever there is any building alteration, change of occupation or use of the premises or following an incident involving fire;
-ensure that effective arrangements are in place for contacting the emergency services;
-ensure that the Fire and Rescue Service are aware of any significant hazards associated with the premises e.g. oxygen cylinders, storage of petrol, etc;
-confirm that their quarterly premises fire safety inspections address fire safety arrangements; and
4.4 The Competent Person (who must be competent to carry out this role) must:
-assist and support with the preparation and review (at least annually) of fire safety risk assessments;
-ensure compliance with the outcomes of the Fire Risk Assessment and that the necessary control measures are implemented;
-prepare and review the emergency plan issued to all Licencees and staff;
-ensure information on fire safety arrangements is available to service users and visitors;
-ensure all staff and, where appropriate, contractors are instructed in the emergency plan.
-arrange and review fire drills at a frequency of not less than six months;
-specify and rehearse the arrangements for assisting visitors, disabled people or those with temporary physical impairments to safely evacuate the premises. Where appropriate, a PEEP must be developed;
-ensure Fire Alarms are regularly tested at the recommended frequency e.g. weekly;
-monitor that fire alarm systems, detection devices, emergency lighting and fire extinguishers are appropriately and regularly maintained;
-keep the fire log book or equivalent up to date;
-ensure that fire action notices (displayed as a minimum at fire alarm call points) and fire signage are appropriate and kept up to date;
-ensure all escape routes are kept clear of obstructions and that access to fire extinguishers and fire alarms is not impeded;
-ensure that the annual testing of portable electrical equipment and periodic testing (5 yearly) of the fixed electrical installations has been carried out, and
-ensure that quarterly fire safety inspections of the premises are carried out and that these address fire safety arrangements.
4.5 Licences and Staff must:
-ensure they are familiar with the emergency plan for their workplace and co–operate by participating in fire evacuation/drill procedures and by observing practical fire safety arrangements;
-know, and co-operate with, the responsible person for their workplace;
-report to their manager or supervisor any concerns about fire safety;
-be familiar with all escape routes;
-not wedge fire doors open, nor block or obstruct them;
-be aware of the action to be taken on discovering a fire, hearing a fire alarm, for raising the alarm (including the location of fire alarm call points) and calling the fire and rescue service;
-promptly evacuate the premises, in accordance with the emergency plan, to a place of safety without putting themselves and others at risk, and NOT attempt to extinguish a fire unless they have been specifically trained; and
-comply with the No Smoking legislation.


5.1 The following Key Performance Indicators will be used to monitor the effectiveness of the Fire Safety Management Plan: -
  1. Number of fires recorded annually / number of fire related incidents.
  2. achieving set schedules and time frames (evacuation drills and building audits).
  3. Measuring the number of Fire Service call outs against cause.
  4. Number and nature of enforcement, alterations or prohibition notices from statutory authorities.
  5. Quarterly / six monthly/ annual premises inspection and meetings to ensure actions and progress are made.
  6. Annual audit of all fire systems by the chief executive / managing director.

Building/Community Managerand reported to Senior Management Team at Venaspace to ascertain compliance.
6.2 Active reviews will take place quarterly prior to any likely accident or event
6.3 Reactive reviews will take place following a fire safety event occurring
6.4 A review will also be undertaken following a fire, changes to the premises construction and facilities, new procedures, new equipment, new materials and changes in staff numbers and roles.

7. Fire Emergency Plan

All aspects of the plan will consider out of hours occupation and identify where there would be differences e.g. personnel; locked doors; different escape routes etc.

7.1 Training and Training Provision

Identify any training needed and how it will be provided. This should include the following: -
7.2 Information Distribution

Licensees are responsible for ensuring employees and visitors are aware of escape routes.
There are clear signs around the building which show the Emergency Exit Route and Fire Action Notices.

7.3 What People / Staff Should Do If They Discover a Fire
7.4 What People / Staff Should Do If They Hear the Fire Alarm

If you also have responsibilities for assisting persons with Personal Evacuation Plans respond as identified in the Plan. If not then:-
7.5 Contacting the Emergency Services

Detail: -

7.6 Identify Processes, Machines or Power That Must Be Shut Down

There are no identified hot work equipment, science labs, welding or cookery items identified as high risk. This is the responsibility of the Building or Building/Community Manager .

7.7 Specific Arrangements for Any High-Risk Areas

There are no identified High Risk Areas (gas boiler/chemical storage/generators)

7.8 Emergency ServicesLiaison Procedures
7.8.1 Specific Information for the Emergency Services

Emergency services will be notified of the type of emergency, location of the fire, any missing persons, and potential flammable/high risk areas upon arrival at the property by either the Building/Community Manager or PResponsible person

7.8.2 Location of information

Information on fire evacuation routes and maps of the building are found at the main entrance to The Mount.

7.8.3 Accounting for Personnel

Upon evacuation of the building and congregation at the Fire Assembly Point, licensees will be responsible for accounting for all employees and visitors and reporting to the Building/Community Manager. The the Building/Community Manager will be responsible for reporting to the emergency services Situation Manager. If someone is reported as missing, this should be reported to the Emergency Services at the first instance by the Building/Community Manager.

7.9 Escape Routes

A map isincluded for ease of reference to call points and emergency exits.

7.10 Assembly Points

A map showing the Fire Assembly Point is clearly shown in the map included. This is the evacuation point for all persons visiting/working at The Mount. This is defined as the pavement and grass verge area by the Honiton Inn/Pollard Flat Development/ Flat Block to left of The Mount.

7.11 Identify Persons Especially at Risk

Contractors or lone workers at The Mount are at risk but should not be restricted from the alarm sound in any area of the building. All workmen/visitors must report to the Building/Community Manageror notify the licensee of their presence in the building.

7.12 Visitors and / or Contractors

The the Building/Community Manager or Licensee hosting the visitor should ensure that they are made aware of fire evacuation procedures for the premises. In the event of a fire evacuation, the person hosting the visitor(s) is responsible for escorting them to the fire assembly point.
Contractors should also be logged in and out of premises via the the Building/Community Manager. Unless they are to be constantly supervised by staff or nominated personnel, they should also be given information about the site's fire evacuation procedures that they should then follow in the event of a fire evacuation.

7.15 Overall Control

The Fire Wardens take overall control of the evacuation which incudes liaising with the emergency services and ensuring there are no missing persons (obtaining information from licensees of the building). They should also initiate any additional response in relation to the care of people with special needs.
Fire Marshalls are responsible for assisting in an emergency situation and help account for all persons in the premises.

7.16 Fire Marshalsand Fire Wardens

Fire Warden Responsibilities
Fire Marshall Responsibilities
7.17 Fire Fighting

Building/Community Manager is trained to use the fire extinguishers in the building.

7.18 Fire Control Panel

The Fire Panel will be checked by the Building/Community Manager/ nominated responsible person who will identify the area the alarm has been triggered and assess the risk before next steps.
Information will be recorded in a case where the alarm turns out to be false.
In case of emergency, the information will be passed to the emergency services.
The Building/Community Manager and nominated responsible person are trained and responsible for resetting the alarm on a false alarm occasion once it has been established why the alarm has been triggered.

7.19 Contingency Plans

The building lift is strictly prohibited for use in an emergency.
If fire alarm system fails, the person discovering the fire must begin alerting others of a fire by shouting “FIRE EVACUATE”

7.20 Re-Entering the Building

The Building/Community Manager and nominated responsible person must control those who have evacuated and ensure no re-entry to the building unless instructed.
The Building/Community Manager and nominated responsible person will provide instructions for when the building is safe to re-enter.

Assembly point - pavement and grass verge area by the Honiton Inn/Pollard Flat Development/ Flat Block to left of The Mount