Domestic Hot & Cold Water Services Log Book

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Domestic Hot & Cold Water Services Log Book Please ensure that a copy of the current building s Risk Assessment along with the Schematic is kept with this log book.

1 Domestic Hot & Cold Water Services Log Book Please ensure that a copy of the current building s Risk Assessment along with the Schematic is kept with this log book. This log book is NOT issued as part of a contract agreement between this company and L8 Water Training Ltd. L8 Water Training Ltd are not responsible for any results recorded within this log book. The log book is a free business aid designed to assist a Responsible Person in achieving HSG274 Part 2 compliance and is issued without payment.

2 1. Attendance Register L8 Water Training Ltd CONTENTS 2. Management Pathway Structure 3. Building System Identification 4. Building Defects Log 5. Cold Water Storage Tank Inspection Log 6. Shower Head / Spray head cleaning & Descale log 7. Thermal Mixing Valve Servicing Records 8. Flushing Register 9. Monthly Sentinel Outlet Temperature Monitoring Results COLD WATER SERVICES 10. Monthly Sentinel Outlet Temperature Monitoring Results HOT WATER SERVICES 11. Water Heater/Calorifier Monthly Temperatures 12. Representative Outlets Monitoring Results COLD WATER SERVICES 13. Representative Outlets Monitoring Results HOT WATER SERVICES 14. Management Written Frequency of events Scheme For Reference: Appendix A - HSG274 Part 2 Checklist Appendix B - Action Levels to take on Out of Parameter Sample Results Appendix C - Emergency Procedures in the event of a Legionella Outbreak Appendix D - LCA Service Standards

3 1. Log Book Attendance Register Full Name Date Company Name Logbook Audit Signature

4 2. Management Pathway Site Name: Site Address Site Telephone No: Date of last Risk Assessment: Name Contact No. Address Statutory Duty Holder: Managerially Responsible Person Nominated Responsible Person and/or CONTRACTOR Personnel Responsible for Weekly Mechanical Maintenance / Monitoring: Note there may be more than one contractor responsible on site. CONTRACTOR Service Providers: Note there may be more than one specialist contractor responsible on site i.e. Water Treatment Company, Monitoring Companies etc.

5 3. Water System Identification System No. Location Title/ Site Ref. Type of System Plant / Equipment Summary and Locations Comments

6 Building name: 4. SYSTEMS DEFECTS LOG: Date DD/MM/YY Defect Identified Remedial Action Required Priority RATING Work Order NUMBER Completion Date Signature on Completion Position of Responsibility

7 5. Cold Water Storage Tank Inspections & 6 monthly temperature monitoring Log Date DD/MM/YY Asset ID No. Location: Actions Carried Out Temp or Inspect? Stored Temp Make-up Signature Date DD/MM/YY Defects Noted during inspection: Signature

8 6. (Quarterly) Shower Head, Drinking Fountain & Spray Apparatus Disinfection/Descale Log: Date DD/MM/YY Shower Head Chemical Used: Contact Time Asset Type: Shower Spray Tap Other Location Signature

9 7. Thermal Mixing Valve Servicing Log: Date DD/MM/YY Engineer NAME Location Room/Floor TMV Type Description of activity and remarks: Signature

10 8. Flushing Record Date Sink/WHB? Location TMV fitted? Description of activity and remarks Signature Please note that infrequently used outlets can change regularly in hotel/care home sectors so please update on a weekly basis

11 9. Monthly Outlet Sentinel temperature monitoring log Cold Water Location Floor/Level Area/Dept. Room No. Name Outlet Type Spray Tap Y/N CW Supply Source MCWS TEMP C BCWS or CWDS TEMP C Little Used Outlet Other Info Sentinel (N) to System Sentinel (F) to System

12 10. Monthly Outlet Sentinel temperature monitoring Hot Water Location Floor/Level Area/Dept. Room No. Name or Description Outlet Type Spray Tap Y/N HW Supply Source HWS TEMP C TMV TEMP C PRE TMV TEMP C Little Used Outle t Other Info Sentinel (N) to System Sentinel (F) to System

13 11. Water Heater Monthly Flow & Return Temperature Checks Asset Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater Water Heater JAN FEB MAR APRIL MAY JUNE JULY AUGUST SEPT OCT NOV DEC Asset ID No. Floor Location F R F R F R F R F R F R F R F R F R F R F R F R

14 12. Representative Outlet Monthly Register Cold Water Location Floor/Level Area/Dept. Room No. Name or Description Outlet Type Spray Tap Y/N CW Supply Source MCW TEMP C BCWS TEMP C Little Used Outlet Other Info/FAULTS NOTED/Poor flow?

15 13. Representative Outlet Monthly Register Hot Water Location Floor/Level Area/Dept. Room No. Name or Description Outlet Type Spray Tap Y/N HW Supply Source HWS TEMP C TMV TEMP C PRE TMV TEMP C Little Used Outlet Other Info/Faults/Poor flow?

16 14. Management of Water Systems Action: Responsibility: Frequency: Review Risk Assessment This is to ensure that the original assessment remains valid and that no changes have been made to the system, which would compromise its safety. If significant changes have been made to the water systems, the usage of the building, or if there has been an outbreak of Legionnaires disease, a new risk assessment is required. Two-yearly or following major structural alterations/change of owner. Review Legionella Risk Management Plan. This is to ensure that all the remedial actions have been carried out and that all recommended procedures have been implemented and remain effective. Yearly Review the Monitoring & Control strategies. This is to ensure that where control measures have deviated from the normal safe operating conditions, appropriate actions have been taken and recorded. Yearly Provide Legionella awareness training to all personnel responsible for the safe operation of the water systems. System operators should be trained to a suitable level to enable them to recognise potentially hazardous situations as they arise, and to be able to take appropriate remedial actions to restore the system to a safe operating condition Review yearly 6th monthly water analysis on drinking water Bi Annually Clean & Disinfect CWST By arrangement Legionella testing as required (recommended if outlet temperatures show continued deviation from safe limits or if other control strategies have failed). Annually or by recommendation

17 Appendix A HSG274 Part 2 Checklist System Ref HSG274 Part 2 Hot & Cold Water Systems - Table 2.1: Checklist for hot and cold water systems proposed information which can formulate a Written Scheme Service Action to take Frequency Assigned to Inspect calorifier internally and clean by draining the vessel and removing an inspection hatch or using a boroscope, The frequency of inspection and cleaning should be subject to the findings and increased or decreased based on conditions recorded. Annually, or as indicated by the rate of fouling Calorifiers Where there is no inspection hatch, purge any debris in the base of the calorifier to a suitable drain Collect the initial flush from the base of hot water heaters to inspect clarity, quantity of debris, and temperature Annually but may be increased as indicated by the risk assessment or as a result of inspection findings Check calorifier flow temperatures (thermostat settings should modulate as close to 60 C as practicable without going below 60 C) Check calorifier return temperatures (not below 50 C, ideally 55 C) Monthly For non-circulating systems: take temperatures at sentinel points (nearest outlet, furthest outlet and long branches to outlets) to confirm they are at a minimum of 50 C within 1 minute (55 C in healthcare premises). Monthly Hot water services For circulating systems: take temperatures at return legs of principal loops (sentinel points) to confirm they are at a minimum of 50 C (55 C in healthcare premises). Temperature measurements can be taken on the surface of pipes. Monthly For circulating systems: take temperatures at return legs of subordinate loops, temperature measurements can be taken on the surface of pipes, but where this is not Quarterly (ideally rolling monthly rota)

18 HSG274 Part 2 Hot & Cold Water Systems - Table 2.1: Checklist for hot and cold water systems proposed information which can formulate a Written Scheme System Ref Service Action to take Frequency Assigned to practicable the temperature of water from the last outlet on each loop may be measured and this should be greater than 50 C within 30 seconds of running (55 C in healthcare premises). If the temperature rise is slow it should be confirmed that the outlet is on a long leg and not that the flow & return has failed in that local area. All HWS systems: take temperatures at a representative selection of other points (intermediate outlets of single pipe systems and tertiary loops in circulating systems) to confirm they are at a minimum of 50 C (55 C in healthcare premises) to create a temperature profile of the whole system over a defined time period. At least 25% per annum or as defined by the risk assessment. Inspect cold water storage tanks and carry out remedial work where necessary. Annually Cold water tanks Check the tank water temperature remote from ball valve and the incoming mains temperature. Record the maximum temperatures of the stored and supply water recorded by fixed max/min thermometers where fitted. Annually (Summer) or as indicated by the temperature profiling Cold water services Check temperatures at sentinel taps (typically those nearest to and furthest from the cold tank, but may also include other key locations on long branches to zones or floor levels). These outlets should be below 20 C within two minutes of running the cold tap. To identify any local heat gain, which might not be apparent after one minute, observe the thermometer reading during flushing. Monthly Take temperatures at a representative selection of other points to confirm they are at a maximum of 20 C to create a temperature profile of the whole system over a defined time-period. Peak temperatures or any temperatures that are At least 25% per annum or as defined by the risk assessment

19 HSG274 Part 2 Hot & Cold Water Systems - Table 2.1: Checklist for hot and cold water systems proposed information which can formulate a Written Scheme System Ref Service Action to take Frequency Assigned to slow to fall should be an indicator of a localised problem. Check thermal insulation to ensure it is intact and consider weatherproofing where components are exposed to the outdoor environment. Annually Showers & Spray taps Dismantle, clean and descale removable parts, heads, inserts and hoses where fitted. Quarterly or as indicated by the rate of fouling POU filters Record the service start date and lifespan or end date and replace filters when exhausted. (0.2 μm membrane POU filters should be used primarily as a temporary control measure while a permanent safe engineering solution is developed, although long term use of such filters may be required in some cases eg in healthcare premises.) According to manufacturer s guideline Base Exchange Softeners Visually check the salt levels and top up salt, if required. Undertake a hardness check to confirm operation of the softener. Service and disinfect Weekly but depends on the size of the vessel and the rate of salt consumption Annually or as according to manufacturer s guideline Multiple use filters Backwash and regenerate as specified by the manufacturer According to manufacturer s guideline Infrequently used outlets Include infrequently used equipment within a water system (i.e. not used for a period equal to or greater than 7 days) on the flushing regime Flush the outlets until the temperature at the outlet stabilises and is comparable to supply water and purge to drain, or purge to drain immediately before use without the release Weekly, or as indicated by the risk assessment

20 HSG274 Part 2 Hot & Cold Water Systems - Table 2.1: Checklist for hot and cold water systems proposed information which can formulate a Written Scheme System Ref Service Action to take Frequency Assigned to of aerosols Regularly use the outlets to minimise the risk from microbial growth in the peripheral parts of the water system and sustain and log this procedure once started, as lapses can result in a critical increase in legionella at the outlet For high risk populations e.g. healthcare and care homes, more frequent flushing may be required as indicated by the risk assessment Before carrying out the above procedures, consideration should be given to removing infrequently used showers, taps and any associated equipment that uses water. If removed, any redundant supply pipework should be cut back as far as possible to a common supply (eg to the recirculating pipework or the pipework supplying a more frequently used upstream fitting) but preferably by removing the feeding T. Thermostatic Mixing Valves (TMV) Expansion Vessels Infrequently used outlets Risk assess whether the TMV fitting is required, and if not, then remove. Where needed, inspect, clean, descale and disinfect any strainers or filters associated with TMVs To maintain protection against scald risk, TMVs require regular routine maintenance carried out by competent persons in accordance with manufacturer s instructions. Where practicable, flush through and purge to drain. Consideration should be given to removing infrequently used showers, taps and any associated equipment that uses water. If removed, any redundant supply pipework should be cut back as far as possible to a common supply (e.g. to the recirculating pipework or the pipework supplying a more frequently used upstream fitting) but preferably by removing the feeding T Infrequently used equipment within a water Annually or on a frequency defined by the risk assessment, taking account of any manufacturers recommendations Monthly - six monthly based on the assessment of risk Showers and infrequently used outlets Weekly

21 HSG274 Part 2 Hot & Cold Water Systems - Table 2.1: Checklist for hot and cold water systems proposed information which can formulate a Written Scheme System Ref Service Action to take Frequency Assigned to system (i.e. not used for a period equal to or greater than seven days) should be included on the flushing regime. Flush the outlets until the temperature at the outlet stabilises and is comparable to supply water and purge to drain Regular flushing of the dental chairs is carried out. Regularly use the outlets to minimise the risk from microbial growth in the peripheral parts of the water system, sustain and log this procedure once started.

22 APPENDIX B Action levels following legionella sampling in hot and cold water systems Legionella bacteria (cfu/litre) More than 10 but less than 1000 Action required Either: (a) If only one or two samples are positive, system should be resampled. If a similar count is found again, a review of the control measures and risk assessment should be carried out to identify any remedial actions (b) If the majority of samples are positive, the system may be colonised, albeit at a low level, with legionella. Disinfection of the system should be considered but an immediate review of control measures and risk assessment should be carried out to identify any other remedial action required More than 1000 The system should be resampled and an immediate review of the control measures and risk assessment carried out to identify any remedial actions, including possible disinfection of the system

23 Appendix C Emergency Procedure in the Event of an Outbreak. The nominated person (Head of Facilities Management) will be informed of a suspected case of Legionnaires disease. If a case is suspected then the Health and Safety Advisor and Property Services Manager will normally work in association with the Public Health Laboratory Service and the local CCDC to search for the source of the causative organism. It is essential that systems are not drained or disinfected before samples have been taken. The Facilities Management Departments role is an important one identifying the various water systems within the building and, in particular, to the points from which samples can be taken. Easy access to these sampling points is essential. An investigating team will be established under the guidance of the Duty Holder, this will normally comprise of the staff listed in Appendix. The investigation will concentrate upon all potential sources of Legionella infection, including: the domestic hot and cold water distribution system showers or spray washing equipment drainage system and traps humidifiers in ventilation systems cooling coils in air-conditioning systems any other water based system To assist in such investigations, the Building Manager must be able to provide details of all associated equipment, including all documentation. He must assist by advising the investigating team on the extent of servicing on the site, and by locating taps and sample points. Information will also be required, such as whether there have been any local excavation or earthmoving works, alterations to water supply systems or drainage systems or any other factors which may have a bearing on the site. The team is responsible for identifying the cause of infection, and will advise on cleaning, disinfection, any modifications, and long-term control measures.

24 Course of Action in the Event of an Outbreak. In England and Wales, legionnaires disease is notifiable under the Health Protection (Notification) Regulations and in Scotland under the Public Health (Notification of Infectious Diseases) (Scotland) Regulations Under these Regulations, human diagnostic laboratories must notify Public Health England (PHE), Public Health Wales (PHW) or Health Protection Scotland (HPS) (see Further sources of advice ) of microbiologically confirmed cases of legionnaires disease. An outbreak is defined as two or more cases where the onset of illness is closely linked in time (weeks rather than months) and where there is epidemiological evidence of a common source of infection, with or without microbiological evidence. An incident/outbreak control team should always be convened to investigate outbreaks. It is the responsibility of the Proper Officer to declare an outbreak. The Proper Officer, appointed by the Local Authority, is usually a Consultant in Communicable Diseases Control (CCDC) in England and Wales, or the Consultant in Public Health Medicine (CPHM) in Scotland. If there are suspected cases of the disease, medical practitioners must notify the Proper Officer in the relevant local authority. Local Authorities will have jointly established incident plans to investigate major outbreaks of infectious diseases, including legionellosis, and it is the Proper Officer who activates these and invokes an Outbreak Committee, whose primary purpose is to protect public health and prevent further infection. HSE or local Environmental Health Officers may be involved in the investigation of outbreaks, their aim being to pursue compliance with health and safety legislation. The local authority, Proper Officer or EHO acting on their behalf will make a visit for public health reasons, often with the relevant officer from the enforcing authorities (ie HSE or the local authority) for health and safety reasons. Any infringements of relevant legislation may be subject to a formal investigation by the appropriate enforcing authority. There are published guidelines (by PHE, PHW and HPS) for the investigation and management of incidents, clusters, and outbreaks of Legionnaires disease in the community. These are, for England and Wales, Guidance on the Control and Prevention of Legionnaires Disease in England38 and for Scotland, Guidelines on Management of Legionella Incidents, Outbreaks and Clusters in the Community.39 If a water system is implicated in an outbreak of Legionnaires disease, emergency treatment of that system should be carried out as soon as possible. This will usually involve the processes detailed in paragraphs within the HSE document HSG274: Part 2 (Hot & Cold Water Systems). As part of the outbreak investigation and control, the following requests and recommendations may be made by the enforcing authority: (a) To shut down any processes which are capable of generating and disseminating airborne water droplets and keep them shut down until sampling procedures and any remedial cleaning or other works has been done. Final clearance to restart the system may be required. (b) To take water samples from the system before any emergency disinfection being undertaken. This will help the investigation of the cause of the illness. The investigating officers from the local authorities may take samples or require them to be taken. (c) To provide staff health records to discern whether there are any further undiagnosed cases of illness and to help prepare case histories of the people affected. (d) To co-operate fully in an investigation of any plant that may be suspected of being involved in the cause of the outbreak. This may involve for example

25 a. Tracing of all pipe work runs b. Detailed scrutiny of all operational records c. Statements from plant operatives and managers d. Statements from water treatment contractors or consultants Any infringements of relevant legislation may be suspect to a formal investigation by the appropriate enforcing authority. If a water system other is implicated in an outbreak of Legionnaire s Disease, emergency treatment of that system should be carried out as soon as possible.

26 Appendix D: Extracts from LCA - Service Standards

30 NOTES

Legionella Guidance. Property managers specialising in residential, apartment, block and estate management

Legionella Guidance. Property managers specialising in residential, apartment, block and estate management Legionella Guidance Legionnaires disease is a potentially fatal lung infection - pneumonia, that is caused by the legionella bacteria. It can be caught by breathing in small droplets of contaminated water.