Legionella Management within Local Government

Presented by :Judi Sloman – Facilities Manager - Legionella

Monday 7 February 2005

Topics to be covered

• Croydon’s legionella history• Types of property managed• Procurement• Contractor support and how that fits into

Croydon Council• Contractor areas of responsibility and

how they implement them

• Legionella Monitoring regimes• How we log that information• Traffic Light System• Priority Corrective Action Forms• Works Order Log• Monthly Progress Meetings• Secure Customer Website• Questions

Topics to be covered

Liz JohnstonCentral Health & Safety Manager

Will TuckleyDirector of Policy & Corporate Services

Ken AshleyIndependent Legionella Consultant

Legionella Partner

John Williams

Mechanical Engineer

Judi SlomanCorporate Legionella Officer

Richard HookInterim Hard FM Manager

Tony MiddletonHead of Asset & Facilities Management

Nathan ElveryDirector of Finance & Resources

Other Directors of Departments

Jon RouseChief Executive

Croydon Council Management Chart & Team Members

Croydon’s Legionella History to date

• Started around 15 years ago• Legionella was included within other job

descriptions i.e. Mechanical Surveyor role• Departments evolved• Designated person now solely managing

legionella• Mechanical Surveyors assisting with trouble

shooting and auditing• Partnership with Legionella Contractor• Independent Legionella Consultant• Facilities Management company (consistent

management of risk, use group email)

Types of property I’m responsible for

226 Public Buildings : • 8 Elderly People’s Homes

• 7 Pools and Sports Facilities

• 12 Libraries

• 40 Parks Pavilions

• 7 Civic Office buildings

• 46 Day, Community & Resource Centres

• 9 Education Centres (CET’s)

• 45 Social Services including children’s units, group homes

• 52 Leased Buildings including Scout Camps!

Procurement Process

• Tendering process

• Not lowest price

• Not second lowest price

• They were third lowest price

But provided the BEST VALUE

Provide quality risk assessments, Web based facility, operatives solely dedicated to Croydon, urgent response when needed, train & advise site managers

Croydon Council & Legionella Contractor Partnership

Corporate Legionella

Officer

Contract Monitoring Managers

Monitoring Engineers

Mechanical Engineers

Mechanical Surveyor (part time)

Croydon Council

Legionella Contractor

Areas of Contractor Responsibility

• Risk Assessment• Risk Assessment Review• Technical Support• Monthly Monitoring• Remedial Works• Cleaning of Showers and Outlets• Servicing of TMV’s• Cleaning and Disinfecting of Cold Water

Storage Tanks• Water Sampling• Weekly flushing

Contractor Implementation Approach

Implement ManagementSystem

ImplementPrecautions

Implement MonitoringRegime

Re-EvaluateRisk Assessments

Every 2 years

Evaluate SchemeEvery 6 Months

Produce Written Scheme Produce Action Plan

ConductRisk Assessment

PrioritiseRisk Assessment

DesktopLegionella Exercise

Risk Assessments

• Carried out every two years or after extensive alterations

• Bespoke to each building and lists specific management systems

• Provides a ‘shopping list’ of works needed

• Anything from labeling, removing deadlegs to replacing CWS tanks

• Important to act on recommendations

• On going as properties come and go from the Council’s portfolio

Process Map for Monthly MonitoringMonthly Monitoring Sheets

Red - High Blue - AdjustmentGreen - Low Yellow – Medium

Read through and log on spreadsheet

Visit site?

Decide on action

Issue works order to rectify

Add to agenda to discuss

Check work has been completedFile sheet

Legionella Monitoring Spreadsheet

• This gives a ‘snap shot’ of all the annual monitoring regimes and the dates they were carried out.

• Includes site contacts as comments within address cell.

• Includes notes, i.e, site drained down for Winter, pavilion being rebuilt and will come back onto monitoring regime

• Your Contractor is your eyes and ears

Legionella Monitoring Sheet - correct on 12th June 2007

Yellow : New risk assessements

Notes

Blue : Judi obtaining access details

Red : Risk assessements needed a.s.a.p.

Purple : New sites that have been added to the list

Sites to be taken off of the monitoring regime

Site monitored weekly

Addiscombe Boys & Girls Club, Stroud Green Way, Addiscombe, Croydon, CR0 7BE Medium Y 19-Sep-2005 July-06 January-07Ashburton Park, Lower Addiscombe Road, Addiscombe, Croydon Very High Y 30-Nov-2004 July-05 January-07Brigstock Manor OPH, 129 Brigstock Road, Thornton Heath, Croydon, CR7 7JS Medium Y 20-Jun-2006 July-06 December-06Cheriton House OPH, 20 Chipstead Avenue, Thornton Heath, Croydon, CR7 7DG Medium Y 14-Jun-2006 July-06 December-06Cherry Orchard Centre, 171 St. James's Road, Croydon, CR0 2BY High Y 14-Jun-2006 June-06 March-07Coombe Lodge Pavilion & Playing Fields, Melville Road, Croydon, Surrey High Y 14-Dec-2006 July-05 December-06Coombe Wood Stables, Coombe Wood, Conduit Lane, Croydon Medium Y 14-Jun-2005 July-06 February-06Cornerstone House, 14 Willis Road, Croydon, CR0 2XX High Y 28-Apr-2005 July-05 January-07Coulsdon Library, Brighton Road, Coulsdon, CR5 2NH Medium Y 24-Oct-2006 July-06 December-06Coulsdon Memorial Recreation Ground, Marlpitt Lane, Coulsdon, Surrey CR5 High Y 3-Oct-2006 December-04 February-06Coulsdon Youth & Social Centre, Chipstead Valley Road, Coulsdon, CR5 3BE High Y 14-Jun-2006 July-06 Jan-06Croydon Playcare, Grenaby Avenue, Croydon, CR0 2EG High Y 20-Oct-2004 July-05 January-07Duppas Recreation Ground, Cooper Road, Croydon Very High Y 27-Sep-2006 July-05 December-05Glazier House, 53 Birdhurst Road, South Croydon, CR0 4EF High Y 13-Jun-2006 June-05 January-07Highbury Community & Sports Centre, Highbury Road (off County Road) Croydon, CR7 8BP High Y 26-Apr-2005 July-05 December-06Homefield House OPH/Day Centre, 57 Homefield Road, Old Coulsdon, Surrey, CR5 1ET High Y 22-Oct-2003 July-06 February-06Lennard Road - 24, West Croydon, CR0 2UL Medium Y 25-Apr-2006 July-06 January-07Lennard Road - 28, West Croydon, CR0 2UL Medium Y 25-Apr-2006 July-06 January-07Moving On, South London House, 267-279 High Street, Croydon, CR0 1QH YNew Addington Community Centre, Central Parade, New Addington, CR0 0JB Very High Y 27-Apr-2005 July-06 March-07New Addington Pool, Central Parade, New Addington, CR0 0JB High Y 7-Mar-2007 July-06 January-07

Samuel Coleridge Taylor Centre, 194 Selhurst Road, London SE25 6XX Medium Y appointment made July-05 March-07

SITE ADDRESSRISK

ASSESSMENT RESULT

MONITOR MONTHLY

DATE OF RISK ASSESSMENT

SIX MONTHS MONITORING

ANNUAL MONITORING

Legionella Monitoring Sheet - correct on 12th June 2007

Yellow : New risk assessements

Notes RED : highBlue : Judi obtaining access details YELLOW : mediumRed : Risk assessements needed a.s.a.p. GREEN : lowPurple : New sites that have been added to the list BLUE : adjustmentSites to be taken off of the monitoring regime

Site monitored weekly

Addiscombe Boys & Girls Club, Stroud Green Way, Addiscombe, Croydon, CR0 7BE May-07 Green 29-Sep-2006 22-Jan-2007 Mar-07Ashburton Park, Lower Addiscombe Road, Addiscombe, Croydon May-07 Blue 2-May-2007 22-Jan-2007 Feb-06Brigstock Manor OPH, 129 Brigstock Road, Thornton Heath, Croydon, CR7 7JS May-07 Yellow 16-Oct-2006 30-Jan-2006 May-07Cheriton House OPH, 20 Chipstead Avenue, Thornton Heath, Croydon, CR7 7DG May-07 Blue 23-Aug-2006 30-Jan-2006 Jun-06Cherry Orchard Centre, 171 St. James's Road, Croydon, CR0 2BY May-07 Yellow 14-Dec-2006 19-Mar-2007 Mar-07Coombe Lodge Pavilion & Playing Fields, Melville Road, Croydon, Surrey May-07 Red 22/2/07 5-Jul-2006 27-Feb-2006 Jul-06Coombe Wood Stables, Coombe Wood, Conduit Lane, Croydon May-07 Blue 7-Feb-2006Cornerstone House, 14 Willis Road, Croydon, CR0 2XX April-07 Red 24-Jan-2007 Feb-06Coulsdon Library, Brighton Road, Coulsdon, CR5 2NH May-07 Green 12-Jul-2005 20-Feb-2006 Feb-06Coulsdon Memorial Recreation Ground, Marlpitt Lane, Coulsdon, Surrey CR5 May-07 Green 26-Jul-2004 Feb-06Coulsdon Youth & Social Centre, Chipstead Valley Road, Coulsdon, CR5 3BE May-07 Blue 15-May-2005 15-Feb-2006 Feb-06Croydon Playcare, Grenaby Avenue, Croydon, CR0 2EG May-07 Yellow 27-May-2004 22-Jan-2007 Feb-06Duppas Recreation Ground, Cooper Road, Croydon May-07 Green 27-Jun-2006 25-Jan-2006 Jul-06Glazier House, 53 Birdhurst Road, South Croydon, CR0 4EF May-07 Yellow 19-Sep-2006 22-Jan-2007 Feb-06Highbury Community & Sports Centre, Highbury Road (off County Road) Croydon, CR7 8BP May-07 Blue 05.12.06 6-Feb-2006Homefield House OPH/Day Centre, 57 Homefield Road, Old Coulsdon, Surrey, CR5 1ET May-07 Yellow 21-Aug-2006 27-Feb-2006 May-07Lennard Road - 24, West Croydon, CR0 2UL May-07 Yellow 22-Aug-2006 16-Jan-2006 Jul-06Lennard Road - 28, West Croydon, CR0 2UL May-07 Green 22-Aug-2006 20-Feb-2006 Feb-06Moving On, South London House, 267-279 High Street, Croydon, CR0 1QH May-07 BlueNew Addington Community Centre, Central Parade, New Addington, CR0 0JB March-07 Red 19-Oct-2005 27-Mar-2007 Feb-06New Addington Pool, Central Parade, New Addington, CR0 0JB April-07 Red 26/3/07 11-Jul-2005 Feb-06

Samuel Coleridge Taylor Centre, 194 Selhurst Road, London SE25 6XX May-07 Blue 1-Mar-2005 13-Mar-2007

SITE ADDRESSLAST

MONITORINGCOLOUR

CODEPCA

ISSUEDCLEAN &

DISINFECTIONWATER

ANALYSISTMV

SERVICING

Priority Corrective Action formClient Name: London Borough of Croydon

Client Contact: Mr John Williams – l8@interservefm.co.uk

Contact Address:

Property Services DivisionTaberner HousePark LaneCroydonCR9 1JR

Telephone Number: 0208 686 4433

Fax Number: 0208 8760 5728

Site Name & Address Phil Edwards Centre

Site Reference: 70571 / 195

Details of Correction Action Required

Following the recent monthly monitoring at the above site, please find below our site observations and recommendations.

Observation

The circulation of the hot water on the 1st floor WC is at 44º. Calorifier temperature is at 55º

Recommendations

The calorifier needs adjusting so it reaches the recommend temperature of 60º, this will hopefully bring the hot water temperature up to 50º. We were unable to adjust the calorifier as it is done by a comprised system.

Originator Richard Moorcroft Manager Steve Kosloff

Signature Signature

Date 27th September 2007 Date 27th September 2007

PCA Log Sheet

Date of PCA

Site Name CommentDate action / authorised

ContractorOrder

No.

Date Completed/Resolved

07/06/2007 Ashburton Playing Fields

We recommend that the hot water cylinder is investigated and the tank drained down and cleaned and disinfected.

Tank works authorised 19/07/07 Hertel   Completed

08/06/2007 Stanley Halls

The Hot water Cylinder 01 in the concert hall kitchen entrance is not working - being completed 23/07/07 Jul-07 Hertel

KR25625 23/07/2007

03/07/2007 CACFO

The MWH01 is not reaching temperature and he has tried to adjust the thermostat but it cannot be adjusted further.

15/03/07& 02/07/2007 Interserve 38022 Aug-07

03/07/2007Highbury Community & Sports Centre MSWH01 disconnected. 09/07/2007 Interserve 38021 Aug-07

03/07/2007 Norbury Park PavilionInstruction to Interserve to attend to HWC01, temp at 30oC 26/07/2007 Interserve 38020 Aug-07

Works Order Log

Order No.

Site Name Works Requested/AuthorisedContract

orPrice if given

Quotation/invoice

no. if given

Date Order Issued

Invoice received

JMS01 Rowdown PavilionIsolate 3no electrical supplies to the cylinders & then drain down Hertel £450.00  

19 March 2007 Yes

JMS02Samuel Coleridge Taylor Centre Urgent C & D after Richard noted on annual check Hertel    

19 March 2007 Yes

JMS03 Wayside CETS CentreFit new CWST - corroded badly (identified during annual inspection) to be fitted 4/4/07 Hertel £1,212.33 AB638450

20 March 2007 Yes

JMS04Shiloh Church - r/o 194 Selhurst Road Install 1no heating sadia P.O.U. heater in gents WC Hertel £758.52

999012853

20 March 2007 Yes

JMS05 Timebridge Centre Install 1no Stanton R45 water heater & run new elec supply Hertel £2,393.00 KR/2203122 March

2007 Yes

JMS06British Legion, Alwyn Close New CWST01 with lid Hertel £564.45 AB631401

26 March 2007 Yes

JMS07 Calleydown Crescent Alter height of CWST, install POU heater Hertel £2,652.98 WL/2059107 February

2007 Yes

JMS08Monks Hill Sports Centre Urgent remedial works Hertel £2,392.17   03 April 2007 Yes

JMS09Monks Hill Sports Centre Descale ALL outlets Hertel £250.00 AB638469 03 April 2007 Yes

Monthly Monitoring Meetings

• Areas of Concern – listing specific sites, on going work, etc.

• Risk Assessments – rolling programme, any updates, sites on or off contract.

• Remedial Works – how the risk assessment remedial programme is going, completion dates.

• Monitoring Sheets – if there are any outstanding.• Red Spots/PCA’s – we discuss if there are any

issues resolving the ‘reds’ and how we can work through them.

Secure Customer Web site

My Top Tip No. 1

Write to each Director with a list of the sites you

manage at least once a year, preferably twice.

The site list is the fundamental part of the contract.

In the eyes of the law just because you don’t know a property exists does not exonerate you of blame should an outbreak occur, but if you have actively sought to find out what other properties are within the Council’s responsibility then that will be seen as ‘reasonably practicable’.

My Top Tip No. 2

Have regular meetings.

Although you liaise regularly with your Contractor, I feel it’s essential that a properly structured meeting takes place and is recorded.

My Top Tip No. 3

Put instructions in writing.

Even if you are speaking to your Contractor on a regular basis and ask or mention that something is done or needs doing, always back it up with an email. This your record of instruction. I file the email under the site name within my file structure on the Council’s server, this then builds up a history of events and works done.

Questions