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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Flood Management and Safety Policy

1. Purpose

The purpose of this policy is to ensure that {{org_field_name}} identifies, assesses and manages risks arising from flooding and is able to respond safely and effectively to any flood or flood warning which may affect the service.

{{org_field_name}} will take all reasonably practicable steps to protect the health, safety and well-being of individuals receiving care and support, staff, visitors and other persons who may be affected by flooding, while maintaining continuity of safe care and support wherever reasonably practicable.

This policy supports compliance with:

• the Regulation and Inspection of Social Care (Wales) Act 2016;
• the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, including requirements relating to safe care and support, staffing, premises, supplies, health and safety, medicines, records and statutory notifications;
• the Health and Safety at Work etc. Act 1974;
• the Management of Health and Safety at Work Regulations 1999; and
• applicable statutory guidance issued by the Welsh Ministers and regulatory requirements administered by Care Inspectorate Wales.

The service will maintain suitable arrangements for flood prevention, preparedness, emergency response, evacuation or relocation where necessary, continuity of essential care and post-incident recovery.

Where flooding prevents, or could prevent, {{org_field_name}} from continuing to provide the regulated service safely, the service provider will ensure that Care Inspectorate Wales is notified without delay in accordance with Regulation 60 and Schedule 3 of the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended.

2. Scope

This policy applies to all staff, residents, contractors, and visitors at {{org_field_name}}. It covers:

• Identification and assessment of flood risks.
• Preventative and protective measures to reduce flood impact.
• Emergency procedures in the event of a flood.
• Responsibilities of staff in flood prevention and response.
• Training and awareness to ensure effective flood management.
• Post-flood recovery and continuity planning.

3. Identifying and Assessing Flood Risks

Flood Risk Assessment

{{org_field_name}} will maintain a suitable and sufficient assessment of risks arising from flooding which may affect residents, staff, visitors, contractors, the premises or the safe delivery of care and support.

The flood risk assessment will consider, where relevant:

• the location of the premises and known local flood risks;
• rivers, streams, surface water, groundwater and drainage systems;
• previous flooding or water ingress affecting the premises or surrounding area;
• access and egress routes;
• the potential loss of electricity, heating, water, drainage, telecommunications or other essential utilities;
• the impact of flooding on medicines, medical equipment, mobility equipment, food, drinking water and other essential supplies;
• the effect of flooding on fire precautions and evacuation routes;
• the potential for sewage, contaminated water, chemicals or other hazardous substances to enter the premises;
• residents who may be particularly vulnerable because of reduced mobility, cognitive impairment, sensory impairment, medical conditions or reliance on specialist equipment;
• staffing requirements during an emergency;
• the availability and suitability of temporary relocation or alternative accommodation where evacuation becomes necessary; and
• risks arising during clean-up and recovery following flooding.

Where {{org_field_name}} employs five or more employees, the significant findings of the risk assessment and groups of employees identified as being particularly at risk will be recorded.

Review of the Flood Risk Assessment

The flood risk assessment will be reviewed:

• where there is reason to believe that it is no longer valid;
• following a significant change to the premises, service, resident dependency, drainage arrangements or flood risk;
• following any flood, significant water ingress, evacuation or near miss;
• when relevant information is received from Natural Resources Wales, the local authority, emergency services or another competent authority which materially changes the known risk; and
• as part of the organisation’s planned health and safety review arrangements.

Where a review identifies that existing control measures are insufficient, appropriate additional controls will be implemented according to the level of risk.

Flood Warnings and Monitoring

The service will:

• register for appropriate flood-warning services provided by Natural Resources Wales where these are available for the location;
• nominate appropriate staff to monitor relevant flood warnings and severe-weather information where flooding is reasonably foreseeable;
• ensure that arrangements are available for receiving and responding to warnings outside normal office hours; and
• ensure that relevant flood alerts or warnings are escalated promptly to the person responsible for managing the service.

Premises and Drainage Checks

The service will maintain arrangements for:

• checking and maintaining drains, gutters and external drainage channels;
• identifying low-lying or vulnerable areas;
• checking flood-defence equipment provided for the premises; and
• ensuring that defects or hazards identified through inspection or risk assessment are addressed according to the level of risk.

4. Preventative and Protective Measures

Building and Premises Measures

Where identified as necessary through risk assessment, {{org_field_name}} will implement appropriate measures to reduce the risk of flood water entering or affecting the premises.

These may include:

• suitable flood barriers or other flood-resistance measures;
• protection of vulnerable doors, air bricks, service ducts and other potential entry points;
• appropriate protection or relocation of vulnerable electrical, heating or other essential equipment;
• maintenance of drainage systems, pumps and sump systems; and
• keeping external drainage routes, gutters and channels free from avoidable obstruction.

Any flood protection measure must not create an unacceptable risk to residents, staff or visitors or compromise fire precautions, emergency escape arrangements or safe access and egress.

Essential Supplies and Continuity of Care

The service will maintain appropriate contingency arrangements for essential supplies required to provide safe care and support during an emergency.

Depending upon the needs of individuals using the service, these arrangements will include access to sufficient:

• drinking water;
• food suitable for residents’ assessed dietary requirements;
• medicines and medication-administration information;
• continence and personal care supplies;
• infection prevention and control supplies;
• blankets and other items required to maintain an appropriate temperature;
• emergency lighting and communication equipment; and
• other specialist or clinical supplies required by individuals.

Medicines must continue to be stored, handled, transported and administered safely during a flood emergency or relocation.

Essential information required to provide safe care, including current personal plans, medication information, emergency contact information and relevant risk assessments, must remain accessible to authorised staff during an evacuation or relocation, while continuing to be protected in accordance with confidentiality and data-protection requirements.

Residents Requiring Additional Assistance

The service will identify residents who may require additional assistance during flooding or evacuation.

Relevant information will be reflected in individual risk assessments and emergency evacuation arrangements and will take account of matters including:

• mobility;
• cognition;
• communication;
• sensory impairment;
• medical needs;
• dependency on electrical or medical equipment;
• behavioural or psychological needs; and
• the number and competence of staff required to provide safe assistance.

5. Emergency Procedures During a Flood

Activation of the Flood Response Plan

The person in charge of the service will activate the flood response arrangements where a flood warning, actual flooding or other information indicates that flooding may present a risk to residents or the safe operation of the service.

Actions will be proportionate to the circumstances and may include:

• monitoring the developing situation;
• deploying available flood protection measures;
• moving residents away from affected areas;
• moving medicines, care records, specialist equipment, food, water and other essential supplies to a safe location where this can be done safely;
• isolating affected utilities where instructed or where this can be completed safely by a competent person;
• restricting access to unsafe areas;
• increasing staffing where this is necessary to maintain safe care;
• contacting emergency services where there is an immediate risk to life or safety; and
• preparing for evacuation or relocation.

Staff must not enter flood water or undertake emergency actions which would place themselves or others at unreasonable risk.

Evacuation and Relocation

Where remaining at the premises would place residents at unacceptable risk, the person in charge will initiate the service’s emergency evacuation or relocation arrangements.

Evacuation decisions will take account of:

• the immediate risk to life and health;
• advice or instructions from emergency services;
• the needs and dependency of individual residents;
• the availability of suitable staff;
• safe evacuation routes;
• transport requirements;
• medicines and specialist equipment;
• essential care documentation;
• suitable alternative accommodation; and
• continuity of care and support.

Individual emergency evacuation arrangements will be followed for residents who require assistance.

Residents will not return to affected areas until the service is satisfied that the areas can be occupied safely.

Care Inspectorate Wales Notification

Where flooding prevents, or could prevent, {{org_field_name}} from continuing to provide the regulated service safely, the service provider must notify Care Inspectorate Wales without delay.

The notification will be made in the manner and form required by Care Inspectorate Wales and will provide sufficient information about the event, its impact on individuals and the actions taken or proposed by the service.

Where another event arising from the flood independently meets a statutory notification requirement, for example a serious injury, death, incident reported to the police or other notifiable event, the relevant notification requirements will also be followed.

Other Notifications and Communications

The service will ensure appropriate communication with:

• emergency services, where required;
• the relevant local authority and emergency-planning arrangements where assistance is required;
• residents;
• residents’ representatives;
• service commissioners;
• placing authorities, where applicable;
• relevant health professionals;
• staff; and
• other agencies involved in maintaining the safe care and support of residents.

Where flooding results in a change in an individual’s assessed needs and {{org_field_name}} is no longer able to meet those needs, even after reasonable adjustments have been considered, the service provider will immediately give written notification to:

• the individual;
• any representative;
• the service commissioner; and
• the placing authority, where applicable.

Recording

A contemporaneous record will be maintained of:

• flood warnings received;
• significant decisions made;
• actions taken;
• persons evacuated or relocated;
• agencies contacted;
• statutory notifications made;
• significant communications with residents or representatives;
• injuries, incidents or deterioration in individuals’ health;
• disruption to essential services; and
• the time at which areas of the premises were declared safe for reoccupation.

6. Staff Responsibilities in Flood Management

Service Provider

The service provider retains responsibility for ensuring that the regulated service complies with applicable statutory requirements.

The service provider will ensure that:

• adequate arrangements are in place to identify and manage flood-related risks;
• sufficient resources are available to implement necessary flood-control and emergency measures;
• appropriate continuity arrangements are maintained; and
• statutory notifications required under the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended, are made.

Delegation of operational tasks does not remove the service provider’s statutory responsibilities.

Responsible Individual

The Responsible Individual will maintain appropriate oversight of the service’s arrangements for managing flood risk and emergencies.

The Responsible Individual will ensure that:

• the service has effective systems for recording significant incidents and matters requiring notification;
• identified deficiencies which may compromise safe service delivery are escalated appropriately;
• significant events affecting the safety or continuity of the service are reported through the organisation’s governance arrangements; and
• the service’s policies and procedures remain appropriate and up to date.

Registered Manager or Person in Charge

The Registered Manager, or the person formally designated to manage the service in their absence, will:

• implement this policy;
• ensure flood risks are appropriately assessed and controlled;
• ensure emergency arrangements are available to staff;
• coordinate the response to a flood warning or flooding;
• ensure residents continue to receive safe care and support;
• liaise with the service provider and Responsible Individual;
• ensure that potential statutory notifications are identified immediately and escalated;
• coordinate communications with residents, representatives, commissioners and relevant authorities;
• ensure appropriate records are maintained; and
• lead the post-incident review.

Designated Flood Response Staff

Where staff have been assigned specific flood-response duties, they will:

• monitor relevant flood warnings;
• report warnings or changes in flood conditions without delay;
• implement agreed protective measures where safe to do so;
• assist with evacuation or relocation;
• maintain communication with the person in charge; and
• record actions taken as instructed.

All Staff

All staff must:

• follow the flood response and emergency procedures;
• place the immediate safety and well-being of residents above protection of property;
• assist residents in accordance with their assessed needs and emergency arrangements;
• report hazards, flooding or water ingress immediately;
• follow instructions given by the person in charge and emergency services;
• not enter flood water or unsafe areas unless specifically authorised and it is safe for them to do so;
• maintain residents’ dignity, privacy and continuity of care during evacuation or relocation; and
• accurately document actions or incidents for which they are responsible.

7. Staff Training and Awareness

Mandatory Flood Preparedness Training

• All staff undergo training on flood risk management, emergency procedures, and evacuation protocols.
• Annual refresher training provided to maintain preparedness.

Regular Flood Drills

• Scheduled simulations to test emergency response effectiveness.
• Evaluation of drill outcomes to improve response measures.

Resident Awareness Sessions

• Informing residents about flood risks and safety measures.
• Providing guidance on emergency actions they may need to take.

8. Post-Flood Recovery and Business Continuity

Safety Before Reoccupation

Residents, staff and visitors will not return to flood-affected areas until {{org_field_name}} is satisfied that the premises can be occupied safely.

Before reoccupation, appropriate checks will be undertaken according to the nature and extent of flooding and may include assessment of:

• structural safety;
• electrical installations;
• gas systems;
• water supplies;
• drainage and sewage systems;
• heating and hot water;
• lifts and mobility equipment;
• fire-detection, alarm and emergency systems;
• contamination;
• mould or damp;
• food safety;
• medicines storage;
• infection risks; and
• general environmental cleanliness.

Competent professional advice will be obtained where required.

Infection Prevention and Decontamination

Flood-contaminated areas, equipment and furnishings will be cleaned, disinfected, repaired or disposed of as appropriate before reuse.

The service will follow its infection prevention and control arrangements and obtain appropriate specialist advice where contamination by sewage, chemicals or other hazardous material is known or suspected.

Continuity of Care

During any period in which the premises cannot be fully occupied, the service will maintain arrangements to ensure residents continue to receive safe care and support.

This will include, where applicable:

• appropriate temporary accommodation;
• safe staffing arrangements;
• continuity of medicines;
• access to healthcare;
• specialist equipment;
• food and fluids;
• personal care supplies;
• infection prevention and control measures;
• access to current care information; and
• communication with residents, representatives, commissioners and placing authorities.

Where the service is no longer able to meet an individual’s assessed needs, the notification requirements contained in Section 5 of this policy must be followed.

Resident Review Following Flooding

Where flooding, evacuation or relocation has affected an individual’s health, well-being, mobility, behaviour, care needs or personal outcomes, their relevant assessments, risk assessments and personal plan will be reviewed and revised where necessary.

Post-Incident Review

Following significant flooding, evacuation or disruption, the Registered Manager will ensure a documented review is undertaken.

The review will consider:

• the cause and extent of the incident;
• effectiveness of the flood response;
• effectiveness of evacuation or relocation arrangements;
• staffing;
• communications;
• emergency supplies;
• medicines management;
• availability of essential records;
• equipment and utilities;
• actions taken by external agencies;
• any injuries, near misses or adverse outcomes;
• statutory notifications;
• lessons learned; and
• further preventative or corrective measures required.

Relevant risk assessments, emergency plans, business continuity arrangements and this policy will be updated where required.

9. Compliance and Monitoring

{{org_field_name}} will monitor compliance with this policy through its governance, health and safety, risk-management and quality-assurance arrangements.

Monitoring will include, where applicable:

• review of the flood risk assessment;
• checks of identified flood-control measures;
• review of emergency supplies;
• review of flood warning arrangements;
• monitoring of staff knowledge and competence;
• review of flood drills or emergency exercises undertaken by the service;
• review of actual flood incidents and near misses;
• monitoring completion of actions arising from risk assessments, incidents or audits; and
• confirmation that statutory notifications have been made where required.

Where deficiencies are identified, corrective action will be taken according to the level of risk.

The service provider will ensure that Care Inspectorate Wales is notified without delay of any flood-related event which prevents, or could prevent, the provider from continuing to provide the service safely, together with any other notification required by the Regulations.

The service will cooperate with Care Inspectorate Wales and other relevant statutory authorities and will provide records or information where lawfully required.

10. Related Legislation, Guidance and Policies

This policy should be read in conjunction with the following legislation and statutory requirements, as applicable:

• Regulation and Inspection of Social Care (Wales) Act 2016;
• Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017, as amended;
• Welsh Government statutory guidance for service providers and responsible individuals issued under section 29 of the Regulation and Inspection of Social Care (Wales) Act 2016;
• Health and Safety at Work etc. Act 1974; and
• Management of Health and Safety at Work Regulations 1999.

This policy should also be read in conjunction with the organisation’s relevant policies and procedures, including:

• CHW16 – Health and Safety at Work Policy;
• CHW35 – Risk Assessment and Management Policy;
• CHW39 – Emergency Planning and Incident Response Policy;
• CHW42 – Communication and Engagement with Service Users and Families Policy;
• Business Continuity arrangements;
• Medication Policy;
• Infection Prevention and Control Policy; and
• Evacuation or Emergency Relocation arrangements.

11. Policy Review

This policy will be reviewed at least annually and sooner where necessary.

An earlier review will be undertaken where:

• there has been a flood, significant water ingress, evacuation, relocation or relevant near miss;
• the flood risk assessment identifies a material change in risk;
• there is reason to believe that existing arrangements are no longer effective or appropriate;
• significant changes are made to the premises, service, staffing arrangements or resident dependency;
• relevant legislation, statutory guidance or regulatory requirements change;
• Natural Resources Wales, Care Inspectorate Wales, the local authority, emergency services or another competent authority provides information which requires the service to change its arrangements; or
• an audit, inspection or investigation identifies a required improvement.

Any changes to this policy will be communicated to relevant staff. Where a change affects staff responsibilities or emergency procedures, appropriate information, instruction or training will be provided.

The Registered Manager will ensure that superseded versions are appropriately controlled and that staff have access to the current approved version.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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