Human Resources Policies
Fire and Evacuation
Fire and Evacuation - Roles and Responsibilities

Category: Health and Safety
Sub-Category: General

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Policy Statement

The Ontario Fire Code (Ontario Regulation 388/97, as amended) requires many City facilities to have an approved Fire Safety Plan. One key component of a fire safety plan is the appointment and training of supervisory staff who are responsible to carry out the fire safety plan.

This document, developed at the direction of the Occupational Health and Safety Coordinating Committee, establishes roles and responsibilities pertaining to evacuations and the appointment and training of supervisory staff including fire wardens under the fire safety plan.


Application

This document applies to all City of Toronto service areas and facilities, owned or leased. All City divisions and staff will implement the provisions of this document.

Definitions

Fire Safety Plan:
a detailed document designed to deal with all aspects of fire safety related to a specific building or property. The document is intended to be a reference manual outlining the fire safety practices to be routinely used. Fire Safety Plans shall be approved by the Chief Fire Official.
Fire Wardens:
are supervisory staff who are assigned specific duties under the fire plan usually restricted to facilitating the safe and orderly evacuation of their assigned area during a fire, drill or other emergency. They are not necessarily management.
Owner:
means any person, firm or corporation having control over any portion of the building or property under consideration and includes the persons in the building or property. In a City context an owner may be Facilities and Real Estate Division, a specific City division or a third party landlord.
Supervisory Staff:
means those occupants of a building who have some delegated responsibility for the fire safety of other occupants under the fire safety plan and include fire wardens.

Responsibilities

Owners are responsible for:
  • Developing and implementing an approved fire safety plan for the facilities for which they have responsibility
  • Ensuring that the fire safety plan is kept in the approved location in the building in the approved lock box
  • Reviewing the fire safety plan at least once every 12 months
  • Providing supervisory staff including fire wardens with written fire emergency procedures and duties as laid down in the fire safety plan
  • Establishing and maintaining a Fire Safety Committee as required by the Fire Safety Plan
  • Providing supervisory staff and fire wardens with any equipment necessary to carry out their assigned responsibilities
  • Providing training to members of the fire safety committee including supervisory staff and fire wardens
  • Conducting drills as required by the Ontario Fire Code
Divisions are responsible for:
  • Selecting/appointing an appropriate number of fire wardens for their area of responsibility
  • Ensuring supervisory staff and fire wardens are available on notification of a fire emergency to fulfill their obligations in the fire safety plan
  • Providing supervisory staff and fire wardens authority consistent with their assigned duties under the fire safety plan
  • Ensuring supervisory staff including fire wardens receive instructions in the fire emergency procedures as described in the fire safety plan before they are given any responsibility for fire safety
  • Providing a list of the names and locations of fire wardens to both the owner and the joint health and safety committee/health and safety representative
  • Posting a list of the names and locations of fire wardens
  • Providing all staff under their authority instructions pertaining to fire and evacuations procedures
  • Providing the owner and supervisory staff including fire wardens a current list of those individuals who may require assistance to evacuate
  • Ensuring that a specific plan is developed for individuals who may require assistance to evacuate
  • Conducting fire drills for supervisory staff in accordance with Part 2.8.3.2 (1) of the Ontario Fire Code (see Appendix A).
Fire Wardens are responsible for:
  • Being familiar with the requirements of the fire plan as they relate to their responsibilities
  • Carrying out their duties as indicated in the fire safety plan
  • Advising the Fire Safety Committee of any problems encountered during evacuations
  • Attending meetings and debriefings of the Fire Safety Committee
  • Attending and participating in training
Joint Health and Safety Committees/Health & Safety Representatives are responsible for:
  • Identifying inadequacies in the fire safety plan including the appointment and training of supervisory staff including fire wardens
The Occupational Health and Safety Coordinating Committee is responsible for:
  • Monitoring the level compliance with these roles and responsibilities
  • Reporting any significant compliance concerns, with recommendations to address these concerns, to the Senior Management Team

Appendix A

Subsection 2.8.2 Fire Safety Plan

Measures in a fire safety plan
  • 2.8.2.1. (1) A fire safety plan shall include

    • (a) the emergency procedures to be used in case of fire, including

      • (i) sounding the fire alarm,
      • (ii) notifying the fire department,
      • (iii) instructing occupants on procedures to be followed when the fire alarm sounds,
      • (iv) evacuating occupants, including special provisions for persons requiring assistance,
      • (v) the procedures for use of elevators, and
      • (vi) confining, controlling and extinguishing the fire,
    • (b) the appointment and organization of designated supervisory staff to carry out fire safety duties,
    • (c) the training of supervisory staff and instruction of other occupants in their responsibilities for fire safety,
    • (d) documents, including diagrams, showing the type, location and operation of the building fire emergency systems.
    • (e) the holding of fire drills,
    • (f) the control of fire hazards in the building,
    • (g) the maintenance of building facilities provided for the safety of occupants, and
    • (h) the provision of alternative measures for the safety of occupants during any shutdown of fire protection equipment and systems or part thereof.
  • (2) The fire safety plan shall be prepared, approved and implemented in buildings regulated by Article 2.8.1.1.
  • (3) The fire safety plan shall be kept in the building in an approved location.
  • (4) The fire safety plan shall be reviewed as often as necessary, but at intervals not greater than 12 months, to ensure that it takes account of changes in the use and other characteristics of the building.
  • (5) The approval specified in Sentence (2) does not apply to a hotel establishment with respect to which approval, as defined in Sentence 1.1.6.2.(5) of Ontario Regulation 388/97 (Fire Code) as it read on December 31, 2006, was granted for so long as such approval is valid.
Supervisory staff
  • 2.8.2.2. (1) There shall be sufficient supervisory staff available in care or detention occupancies to carry out the duties as required in the fire safety plan.
  • (2) In hotel establishments

    • (a) there shall be sufficient supervisory staff available to carry out the duties as required in the fire safety plan, and
    • (b) in buildings greater than 3 storeys in building height or having a total area greater than 4000 m2, supervisory staff shall be on duty whenever the building is occupied.
High buildings
  • 2.8.2.3. (1) The fire safety plan in buildings within the scope of Subsection 3.2.6. of Division B of the Building Code shall, in addition to the requirements of Sentence 2.8.2.1.(1), include

    • (a) the instruction of supervisory staff on the use of the voice communication system,
    • (b) the action to be taken by supervisory staff in initiating any smoke control or other fire emergency systems installed in a building in the event of fire until the fire department arrives,
    • (c) the procedures established to facilitate fire department access to the building and fire location within the building, and
    • (d) the instructions for the supervisory staff and fire department for the operation of the fire emergency systems.

2.8.2.4. A copy of the fire emergency procedures and other duties for supervisory staff as laid down in the fire safety plan shall be given to all supervisory staff.

Posting fire emergency procedures
  • 2.8.2.5. (1) At least one copy of the fire emergency procedures shall be prominently posted and maintained on each floor area.
  • (2) In addition to Sentence (1), in a hotel establishment

    • (a) one copy of the approved fire safety plan shall be posted in the main reception area, and
    • (b) a copy of the emergency procedures, location of exits and the fire safety rules shall be posted on the inside of the egress doors of each guest suite.
  • (3) Where a fire alarm system has been installed with no provisions to transmit a signal to the fire department, a legible notice, that is not easily removed, shall be affixed to the wall near each manual pull station with wording that the fire department is to be notified in the event of a fire emergency and including the emergency telephone number for the municipality or the telephone number of the fire department.
Subsection 2.8.3. Fire Drills
Procedures
  • 2.8.3.1. (1) The procedure for conducting fire drills described in Clause 2.8.2.1.(1)(e) shall be included in the fire safety plan, taking into consideration

    • (a) the building occupancy and its fire hazards,
    • (b) the safety features provided in the building,
    • (c) the desirable degree of participation of occupants other than supervisory staff,
    • (d) the number and degree of experience of participating supervisory staff, and
    • (e) the testing and operation of the emergency systems installed in buildings within the scope of Subsection 3.2.6. of Division B of the Building Code.
  • (2) The fire drill procedures required in Sentence (1) shall be prepared in consultation with the Chief Fire Official.
Frequency
  • 2.8.3.2. (1) Fire drills as described in Sentence 2.8.3.1.(1) shall be held at least once during each 12-month period for the supervisory staff, except that

    • (a) in day care centres, facilities regulated by or under the Developmental Services Act and care or detention occupancies, fire drills shall be held at least monthly,
    • (b) in schools attended by children, total evacuation fire drills shall be held three times in each of the fall and spring school terms, and
    • (c) in buildings within the scope of Subsection 3.2.6. of Division B of the Building Code, fire drills shall be held every three months.
  • (2) In addition to the requirements of Sentence (1), every employee in a hotel establishment shall take part in at least one fire drill during each 12-month period.
  • (3) Records of a fire drill required by this Article shall be kept for 12 months after the fire drill.


Authority


Endorsed by

  • Occupational Health and Safety Coordinating Committee (OHSCC)
  • November 26, 2008
  • OHSCC Reviewed: September 29, 2015 & April 26, 2016

Approved by

City Manager

Date Approved

February 2, 2009

Reviewed by OHSCC

April 26, 2016

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