Request 101004055358

1. A copy of the most recent Fire Risk Assessment for Keith Grammar School in place prior to the recent fire.
2. A copy of the most recent recorded review of that Fire Risk Assessment undertaken prior to the fire, where this is a separate document.
3. The date on which the Fire Risk Assessment was originally undertaken and the dates of any subsequent formal reviews or revisions.
4. Copies of any action plan, significant findings, recommendations or remedial actions arising from the most recent Fire Risk Assessment and/or subsequent review.
5. The status immediately prior to the fire of any outstanding fire safety actions identified through the Fire Risk Assessment or its reviews, including, where recorded, the target date for completion.
6. Confirmation of the job title or department responsible for undertaking and/or reviewing the Fire Risk Assessment. I am not requesting the personal details of individual employees where disclosure would be inappropriate.
7. Confirmation of whether Moray Council currently employs dedicated Fire Safety Advisers responsible for carrying out or reviewing fire risk assessments across its property estate, or whether these responsibilities form part of the wider duties of Health and Safety Officers or another department.

I understand that the recent fire has now been attributed to a tumble dryer located within the Home Economics department. In light of this information, a number of additional matters are relevant to my original request.

8. The appliance and its suitability:

a) The make, model, approximate age and purchase/installation date of the tumble dryer identified as the source of the fire.

b) Confirmation of whether the appliance was a domestic or commercial model.

c) Any records held concerning the assessment or consideration of the appliance's suitability for the nature, frequency and duty of its use within a non-domestic educational environment.

d) Copies of any manufacturer's operating, safety, cleaning, servicing and maintenance instructions held by the Council for the appliance.

e) Confirmation of whether the appliance was recorded on an appropriate Council or school asset/equipment register.

f) Details of any product recall, manufacturer safety notice, safety modification or other relevant notification concerning the make and model, together with any action recorded by the Council.

9. Inspection, servicing and maintenance:

a) Copies of inspection, servicing, preventative maintenance and electrical inspection/testing records relating to the tumble dryer prior to the fire.

b) Details and records of any previous defects, repairs, overheating, unusual smells, electrical issues, tripping of protective devices or other concerns reported in relation to the appliance.

c) The servicing and preventative maintenance schedule applicable to the appliance and the basis upon which the frequency was determined.

d) Relevant records concerning the fixed electrical installation/circuit supplying the appliance, including applicable inspection or testing records.

10. Cleaning and housekeeping

a) Details of the cleaning regime applicable to the tumble dryer, particularly the removal of lint/fluff from filters and any other areas requiring routine cleaning.

b) Copies of any records, checklists or other documentation demonstrating when such cleaning was undertaken.

c) Confirmation of the role or job title responsible for undertaking and/or checking the cleaning arrangements.

d) Details of any housekeeping requirements concerning combustible materials, laundry or other items being stored on, against or in close proximity to the tumble dryer.

e) Confirmation of the type of tumble dryer, for example vented, condenser or heat-pump, and, where applicable, details of any inspection and cleaning regime for associated ventilation/exhaust ducting.

11. Staff information, instruction and training

a) Copies of any training, instruction, information or competency records relating to staff authorised or expected to operate, clean or undertake routine checks of the tumble dryer.

b) Details of the information or instruction provided to relevant staff regarding safe operation of the appliance, cleaning of lint/fluff filters, recognition and reporting of faults, overheating or other warning signs, action to be taken where a defect was identified; and switching off or electrical isolation following use and before the premises were left unattended.

c) Confirmation of whether relevant staff were provided with, or had access to, the manufacturer's operating and safety instructions.

d) Confirmation of the role or job title responsible for ensuring that relevant employees received appropriate information, instruction and/or training. I am not seeking the personal details of individual employees.

12 Use of the appliance and shutdown arrangements:

a) If recorded, the date and approximate time the tumble dryer was last operated prior to the fire.

b) If recorded, confirmation of whether the appliance contained any laundry or other material when it was last used.

c) If recorded, confirmation of whether the appliance remained connected to and/or energised by the electrical supply when the school was closed.

d) Copies of any end-of-day and/or end-of-week shutdown procedures applicable to electrical equipment within the Home Economics department.

e) Confirmation of whether staff were required to switch off or electrically isolate non-essential electrical appliances, including tumble dryers, before the department or school was left unattended.

f) Copies of any checklists, instructions, procedures or other records used to demonstrate that such shutdown arrangements had been completed.

g) Confirmation of the role or job title responsible for implementing and/or checking these arrangements.

13. Fire Risk Assessment and review:

a) Confirmation of whether the fire risk associated with tumble dryers, laundry equipment or comparable heat-producing electrical appliances within the Home Economics department was specifically considered within the Fire Risk Assessment or subsequent reviews.

b) Copies of any significant findings, recommendations or actions arising from the Fire Risk Assessment or subsequent reviews relating to the Home Economics department; electrical appliances, tumble dryers or laundry equipment

c) equipment inspection and maintenance; housekeeping and combustible materials;

d) staff information, instruction or training;

e) fault reporting; and switching off or isolation of equipment when the premises were unoccupied.

f) Details of any outstanding actions relating to the above and their recorded status immediately prior to the fire.

g) The date on which the Home Economics department was last physically inspected as part of a Fire Risk Assessment or formal Fire Risk Assessment review, if recorded.

h) Confirmation of whether the tumble dryer concerned was present when the Fire Risk Assessment was undertaken. If it was subsequently introduced or replaced, please provide any records demonstrating whether that change resulted in consideration or review of the relevant fire risks.

14. Fire detection, alarm and protection measures. I am also interested in how the school's fire protection arrangements performed once the fire occurred. I would therefore be grateful for:

a) Details of the automatic fire detection provided within the Home Economics room/area at the time of the fire, including the type of detector(s) installed.

b) Relevant inspection, testing and maintenance records for the fire detection and alarm system prior to the incident.

c) Confirmation of whether the school's fire alarm system was remotely monitored or connected to an alarm receiving centre or other remote monitoring arrangement when the  premises were unoccupied.

d) If recorded, the time at which the fire alarm system first detected or indicated the incident and the time at which any remote signal was transmitted or received.

e) Copies of any records concerning defects or outstanding remedial actions affecting fire detection or alarm equipment relevant to the Home Economics area prior to the incident.

f) Any information or reports held concerning the performance of fire doors, fire-resisting construction and compartmentation in or around the area of fire origin.

g) Details of any known compartmentation or fire-door defects relevant to the area that remained outstanding immediately prior to the fire.

h) Any report or assessment held by the Council concerning how the fire spread from its area of origin and the performance of the building's active and passive fire protection measures during the incident.

15. Previous incidents and management monitoring

a) Details of any previous fire, overheating event, near miss, fire alarm activation or electrical incident associated with the Home Economics department or its equipment during the five years preceding the fire, insofar as records are held.

b) Copies of any relevant audits, inspections or monitoring records demonstrating how compliance with appliance cleaning, maintenance, staff training and shutdown procedures was checked prior to the incident.

16. Council-wide arrangements. Given that tumble dryers and similar electrical appliances are commonplace and are likely to be present across a range of Council premises, I would also be grateful for:

a) Copies of any Moray Council-wide policy, procedure or guidance governing the selection, procurement, use, inspection, electrical testing, servicing, preventative maintenance, cleaning and isolation of tumble dryers or similar appliances across the Council's non-domestic property estate.

b) Copies of any Council-wide policy or guidance concerning staff information, instruction and training for employees using such equipment.

c) Details of any Council-wide arrangements for identifying manufacturer recalls or safety notices affecting electrical appliances within Council premises.

d) Confirmation of the department or function responsible for overseeing these arrangements across Moray Council's non-domestic estate.

17. Post-fire investigation and lessons learned. When available, I would also be grateful for a copy of any Council post-incident investigation, root-cause analysis, internal review or lessons-learned report arising from the Keith Grammar School fire, subject of course to any applicable exemptions. When held by the Council and available for disclosure, copies of any findings, recommendations or correspondence arising from the Scottish Fire and Rescue Service's post-fire investigation which relate to fire safety management or fire protection at the premises. Details of any actions already identified or subsequently identified by Moray Council following the incident which are intended to be applied not only at Keith Grammar School but across other schools or the Council's wider non-domestic property estate.