Facilities Management Handbook

1 Facilities Management HANDBOOKThis page intentionally left blankFACILITIES Management HANDBOOKFOURTH EDITIONFRANK BOOTYAMSTERDAM BOSTON HEIDELBERG LONDON NEW YORK OXFORD PARIS SAN DIEGO SAN FRANCISCO SINGAPORE TOKYO Butterworth-Heinemann is an imprint of Elsevier The world of Facilities Management has changed dramatically over the past 20 years. From relatively humble beginnings, the role of Facilities manager now encompasses a wide range of complex and challenging roles, often across entire Elsevier Facilities Management Handbook gives a complete overview of these roles, demonstrating that Facilities managers really are the stewards of the built environment.

2 This highly practical book, now in its fourth edition, provides all the relevant legal compliance, strategic policies and best practice information needed to ensure the safe, effi cient and cost-effective running of any Facilities function, and comes complete with checklists and sources of further information, offering easy-to-fi nd practical advice plus key chapters on the increasingly important subjects of risk Management and business continuity wide range of subjects covered in the Facilities Management Handbook includes: health and safety law for Facilities managers the law regarding employed, contract and casual workers property law for Facilities managers fi nancial Management transport policies outsourcing business continuity IT and communications workplace Facilities and space planning access and security maintenance and risk up-to-date, thorough and comprehensive Handbook will be your guide for the changing times LimitedLinacre HouseJordan Hill, Oxford OX2 8DP, is an imprint of ElsevierLinacre House, Jordan Hill, Oxford OX2 8DP, UK30 Corporate Drive, Suite 400, Burlington, MA 01803.

3 USAF irst edition 2009 Copyright 2009, Frank Booty. Published by Elsevier Ltd. All rights reservedThe right of Frank Booty to be identifi ed as the author of this work has beenasserted in accordance with the Copyright, Designs and Patents Act 1988No part of this publication may be reproduced, stored in a retrieval systemor transmitted in any form or by any means electronic, mechanical, photocopying,recording or otherwise without the prior written permission of the publisherPermissions may be sought directly from Elsevier s Science & Technology RightsDepartment in Oxford, UK: phone (+44) (0) 1865 843830; fax (+44) (0) 1865 853333;email: Alternatively you can submit your request online byvisiting the Elsevier web site at , and selectingObtaining permission to use Elsevier materialNoticeNo responsibility is assumed by the publisher for any injury and/or damage to personsor property as a matter of products liability, negligence or otherwise, or from any useor operation of any methods, products, instructions or ideas contained in the materialherein.

4 Because of rapid advances in the medical sciences, in particular, independentverifi cation of diagnoses and drug dosages should be madeBritish Library Cataloguing in Publication DataA catalogue record for this book is available from the British LibraryLibrary of Congress Cataloging-in-Publication DataA catalog record for this book is availabe from the Library of CongressISBN: 978-0-7506-8977-9 For information on all Butterworth-Heinemann publicationsvisit our web site at and bound in Great Britain09 10 10 9 8 7 6 5 4 3 2 1 This page intentionally left blankForeword xixAbout the Authors xxIntroduction xxiPart 1 Complying with the LawCHAPTER 1 Complying with Safety, Health, Fire and Environment LawEnforcement 4 The Health and Safety Commission and the Health and Safety Executive 4 Regulations 4 The Health and Safety at Work etc.

5 Act 1974 5 The Corporate Manslaughter and Corporate Homicide Act 2007 6 Leading Health and Safety at Work 8A successful health and safety policy 9 Primary regulations relating to health and safety 10 Risk Assessment 20 Spotting hazards 20 Who may be harmed? 20 Controlling the risks 21 Recording the fi ndings 21 Reviewing and revising 21 Suitable and suffi cient 21 Criminal Sanctions 22 Civil compensation 23 Promoting Occupational Health 24 Avoiding back pain 24 Preventing work-related upper limb disorders 25 Asbestos-related diseases 29 Reducing noise 33 Legionellosis 35 Accidents and incidents 38 Improving well-being 39 Violence 53 ContentsvTowards a Safe Workplace 54 Preventing slips and trips 54 Equipment

6 55 Vehicles (other than motor vehicles used on public roads) 56 Flexible Working 57 Homeworking 57 Hotdesking 57 Laptops 58 Homeworkers checklist 58 Driving 59 Mobile phones 60 Lone working 60 Construction Work and Building Management 61 Key health and safety issues in respect of construction activity 61 Construction (Design and Management ) Regulations 2007 (CDM)

7 61 The preconstruction information pack 66 The construction phase health and safety plan 69 The health and safety fi le 69 Design risk assessments 70 Managing refurbishment works 70 Building Management 71 Structure and access 71 Cleaning windows 72 Using ladders 72 Permit to work procedures/safe systems of work 74 The Building Regulations 75 Maintenance and repair 76 Managing contractors 76 Legal duty to contractors 78 Working at a height 80 Confi ned spaces 82 Control of Vibration at Work Regulations 2005 82 Fire Safety 83 Fire risk assessment 84 Means of escape 88vi ContentsFire notices 90 Fire equipment 90 Staff responsibilities 91 Competency in fi re safety 91 Disability Discrimination 92 The Disability Discrimination Act 1995 (DDA) 92 Catering Facilities 95 The Food Safety Act 1990 95 The Food Premises Registration Regulations 1991 (amended) 97 The Food Hygiene (England) Regulations 2006 97 Hazard analysis critical control point 99 Food safety.

8 Good practice standards 101 The Food Labelling Regulations 1996 103 The Weights and Measures Act 1985 103 Health and safety in catering units 103 Licensing 104 Environmental Protection and Liability 105 Climate Change Levy 105 Waste Management 106 Producer Responsibility Obligations (Packaging Waste) Regulations 1997 106 Waste Electrical and Electronic Equipment (WEEE) Regulations 108 Site Waste Management Plans Regulations 2008 109 Pollution 109 Statutory nuisances 110 Corporate Social Responsibility 112 Supply Chain Management 113 CHAPTER 2 Complying with the Law on Staff.

9 Casual and Contract WorkersFlexible Working for Employees 114 Reforms 114 Flexible working right of request 114 The 48-hour week 116 Rest periods 116 Annual leave 117 Nightworkers 117 Contents viiExceptions to the regulations 117 Road transport workers 119 Enforcement 119 Part-Time Workers 119 Comparable full-timers 119 Pro rata principle 120 Justifi cation 120 Remedies 120 Regulatory guidance 121 Leave for Parents and Carers 121 Maternity leave 121 Paternity leave 122 Adoption leave 122 Parental leave 122 Time off for dependants 123 Contract and Casual Workers 123 Fixed term contracts 123 Agency workers 124 Transfer of Undertakings (Protection of Employment) Regulations (TUPE)

10 125 Overview of the TUPE Regulations 126 Relevant transfers 126 Service provision changes 127 Exceptions 128 Transfers within public administrations 129 Employee Consultation 129 Other consultation rights 130 European Works Council 130 Redundancies and transfers 131 Selection for redundancy 132 Disability Discrimination 132 Reasonable adjustments 133 Public access 134 Building alterations 135 Complaints and compensation 136 Contract workers 137 Disability Rights Commission (now Equality and Human Rights Commission) 137viii ContentsUnfair Dismissal 138 Automatic unfair dismissal 138 Disciplinary and Grievance Hearings 139 Workplace Surveillance 140 Why monitor?