Legionella Management within Local Government Presented by : Judi Sloman

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Legionella Management within Local
GovernmentPresented by Judi Sloman
Facilities Manager - LegionellaMonday
7 February 2005
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Topics to be covered

• Croydons 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

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Topics to be covered

• 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

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Croydon Council Management Chart Team Members
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Croydons 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)

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Types of property Im responsible for

• 226 Public Buildings
• 8 Elderly Peoples Homes
• 7 Pools and Sports Facilities
• 12 Libraries
• 40 Parks Pavilions
• 7 Civic Office buildings
• 46 Day, Community Resource Centres
• 9 Education Centres (CETs)
• 45 Social Services including childrens units,
  group homes
• 52 Leased Buildings including Scout Camps!

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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
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Croydon Council Legionella Contractor
Partnership
Croydon Council
Legionella Contractor
Corporate Legionella Officer
Contract Monitoring Managers
Mechanical Surveyor (part time)
Monitoring Engineers
Mechanical Engineers
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Areas of Contractor Responsibility

• Risk Assessment
• Risk Assessment Review
• Technical Support
• Monthly Monitoring
• Remedial Works
• Cleaning of Showers and Outlets
• Servicing of TMVs
• Cleaning and Disinfecting of Cold Water Storage
  Tanks
• Water Sampling
• Weekly flushing

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Contractor Implementation Approach
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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
  Councils portfolio

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Process Map for Monthly Monitoring
Monthly Monitoring Sheets
Read through and log on spreadsheet
Red - High
Blue - Adjustment
Green - Low
Yellow Medium
Visit site?
Decide on action
Issue works order to rectify
Add to agenda to discuss
Check work has been completed
File sheet
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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

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Priority Corrective Action form
Client Name Client Name London Borough of Croydon London Borough of Croydon London Borough of Croydon
Client Contact Client Contact Mr John Williams l8_at_interservefm.co.uk Mr John Williams l8_at_interservefm.co.uk Mr John Williams l8_at_interservefm.co.uk
Contact Address Contact Address Property Services Division Taberner House Park Lane Croydon CR9 1JR Property Services Division Taberner House Park Lane Croydon CR9 1JR Property Services Division Taberner House Park Lane Croydon CR9 1JR
Telephone Number Telephone Number 0208 686 4433 0208 686 4433 0208 686 4433
Fax Number Fax Number 0208 8760 5728 0208 8760 5728 0208 8760 5728
Site Name Address Site Name Address Phil Edwards Centre Phil Edwards Centre Phil Edwards Centre
Site Reference Site Reference 70571 / 195 70571 / 195 70571 / 195
Details of Correction Action Required Details of Correction Action Required Details of Correction Action Required Details of Correction Action Required Details of Correction Action Required
Following the recent monthly monitoring at the above site, please find below our site observations and recommendations. Following the recent monthly monitoring at the above site, please find below our site observations and recommendations. Following the recent monthly monitoring at the above site, please find below our site observations and recommendations. Following the recent monthly monitoring at the above site, please find below our site observations and recommendations. Following the recent monthly monitoring at the above site, please find below our site observations and recommendations.
Observation Observation Observation Observation Observation
The circulation of the hot water on the 1st floor WC is at 44º. Calorifier temperature is at 55º The circulation of the hot water on the 1st floor WC is at 44º. Calorifier temperature is at 55º The circulation of the hot water on the 1st floor WC is at 44º. Calorifier temperature is at 55º The circulation of the hot water on the 1st floor WC is at 44º. Calorifier temperature is at 55º The circulation of the hot water on the 1st floor WC is at 44º. Calorifier temperature is at 55º
Recommendations Recommendations Recommendations Recommendations 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. 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. 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. 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. 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 Richard Moorcroft Manager Steve Kosloff
Signature Signature
Date 27th September 2007 27th September 2007 Date 27th September 2007
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PCA Log Sheet
Date of PCA Site Name Comment Date action / authorised Contractor Order 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
03/07/2007 Highbury Community Sports Centre MSWH01 disconnected. 09/07/2007 Interserve 38021 Aug-07
03/07/2007 Norbury Park Pavilion Instruction to Interserve to attend to HWC01, temp at 30oC 26/07/2007 Interserve 38020 Aug-07
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Works Order Log
Order No. Site Name Works Requested/Authorised Contractor Price if given Quotation/invoice no. if given Date Order Issued Invoice received
JMS01 Rowdown Pavilion Isolate 3no electrical supplies to the cylinders then drain down Hertel 450.00   19 March 2007 Yes
JMS02 Samuel Coleridge Taylor Centre Urgent C D after Richard noted on annual check Hertel     19 March 2007 Yes
JMS03 Wayside CETS Centre Fit new CWST - corroded badly (identified during annual inspection) to be fitted 4/4/07 Hertel 1,212.33 AB638450 20 March 2007 Yes
JMS04 Shiloh 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/22031 22 March 2007 Yes
JMS06 British 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/20591 07 February 2007 Yes
JMS08 Monks Hill Sports Centre Urgent remedial works Hertel 2,392.17   03 April 2007 Yes
JMS09 Monks Hill Sports Centre Descale ALL outlets Hertel 250.00 AB638469 03 April 2007 Yes
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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/PCAs we discuss if there are any
  issues resolving the reds and how we can work
  through them.

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Secure Customer Web site
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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 dont
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 Councils responsibility then that
will be seen as reasonably practicable.
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My Top Tip No. 2

• Have regular meetings.

Although you liaise regularly with your
Contractor, I feel its essential that a properly
structured meeting takes place and is recorded.
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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 Councils server, this then
builds up a history of events and works done.
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Questions