Health & Safety and Risk Assessments Policy

Health & Safety and Risk Assessments Policy

Version 3

Contents

Page                Subject                       

   1                   Introduction

   2                   Fire Procedure

   2                   Fire Safety

   3                   First Aid

   4                   Safeguarding

   4                   Miscellaneous Risks

   5                   Insurance

   6                   Landlord Gas and Electrical Safety Certificates

   7                   Activity Risk Assessments

   7                               Events in the Chapel

   7                               Events in the Upper Room

   8                               Groups from outside the Church (supplementary conditions)

   9                   Appendix A – Fire Procedure

  10                  Appendix B – The ‘Responsible Person(s)’

  11                  Appendix C – Poster – Emergency 999 Calls

  12                  Appendix D – The duty to manage asbestos

  13                  Appendix E – Accessibility Audit for the Chapel

 

Introduction

This policy will be reviewed on a regular basis (maximum period of 24 months)

 

This document was last revised in August 2023, was agreed by the Trustees at their August 2023 meeting, and was accepted by the Church Members at their September 2023 meeting.

 

The ‘Responsible Person(s) – see Appendix B for more details – will be:

  • The Chair of the Trustees (currently Roy Porter)
  • Two Trustees (currently Herbert Moorhouse and Andrew Kay)

 

The Pastor (currently Alan Marsden) will be included in the circulation of any relevant communications between or by the ‘Responsible Person(s)’

 

Any queries and/or suggestions about the policy should be addressed to Andrew (Andy) Kay (Deacon/Trustee).

 

The Responsible Persons will be considered, for the wider purposes of this policy, to be the Policy Leads.

 

It is expected that the ‘Activity Risk Assessments’ will be read - and applied – by the Leaders of the relevant groups.

 

A copy of the policy will be maintained on the Church website. A hard copy may be requested via the Church Secretary.

 

Fire Procedure

The Fire Procedure (see Appendix A) will be reviewed and accepted as part and parcel of the review and acceptance of this policy. (It was previously reviewed and adopted as a separate item).

 

It will be displayed prominently around the Church premises and will be included on the Church website.

 

Fire Safety

This section is based on the Regulatory Reform (Fire Safety) Order 2005, otherwise known as the Fire Safety Order.

 

Its purpose is to identify the expected outcomes from the Fire Risk Assessment.

 

Risk

Assessment

Fire Risk Assessment

The Responsible Persons will ensure that a Fire Risk Assessment is carried out on a regular two-yearly basis (or, in the case of the Manse, on a change of tenancy). The document will be filed by the Church Secretary.

The first Fire Risk Assessment was carried out on 30 June 2021.

 

Awareness of the Fire Procedure
  • Fire Procedure to be reviewed every two years by the Trustees and then availability made known at the Church Members’ Meeting immediately after the AGM.
  • It is displayed on the Church Noticeboard and by the door at the top of the Chapel.
  • It will be available on the church website.

                    

Prevention of Fire
  • All portable electrical equipment is to be PAT Tested regularly. (Minimum every two years). Records of the tests are to be securely filed by the Church Secretary.
  • All electrical equipment is to be switched off at the socket after use. Group Leader to ensure that this is done.
  • Where candles are used, ensure that they are not burnt near flower arrangements and similar combustible materials.
  • Portable heaters should be used carefully, avoiding use in/near exit areas.
  • Ensure that the electrical wiring is tested and inspected frequently.
  • Aim to keep at a minimum the amount of flammable and combustible material that is stored on the premises, especially in those easily forgotten spaces and store areas.
  • Avoid storing flammable rubbish outside the premises.

 

Escaping from the building in the event of fire
  • There are four fire exits; all have white/green Fire Exit signs above them.
  • Fire Exits are checked before each meeting to ensure they are unlocked and unobstructed.
  • All fire doors are to be unlocked and any obstructions cleared before the building is in use.
  • Fire Assembly signs, directing people to the grassed area - in the graveyard at the side of the car parking area on Long Lover Lane - have been erected at key locations.
  • A ‘Fire Assembly Point’ sign has been attached to the outside wall by the grassed area to indicate where assembly should take place.

 

Fire Marshals/Wardens
  • The Responsible Persons will continuously review the needs of the Church with regard to training, guidance and certification of Fire Marshals and Fire Wardens.
  • Deacons and Group Leaders will be provided with a booklet providing details of guidance/training; they are tasked with assisting elderly or vulnerable persons to exit the building, and to check that everyone has been evacuated.
  • This will be available in tandem with the issue of this version of this policy. A copy of the booklet may be obtained via the Church Secretary.

 

Fighting fires (if safe to do so)
  • Six fire extinguishers are located in the building - three in the main chapel, one downstairs on the side of the archway between the two rooms, one in the kitchen and one in the Upper Room.
  • A Fire Blanket is located in both the upstairs and downstairs kitchens.
  • The Responsible Persons will continuously review the needs of the Church with regard to training and guidance relating to the use of fire extinguishers.
  • Deacons and Group Leaders will be provided – via the booklet described above - with adequate guidance/training.

 

Fire Extinguisher Inspection

 
  • BS5306 stipulates that a fire extinguisher should be serviced once each year by a qualified professional.  A record of tests, maintenance and servicing needs to be kept to show that this has been done. Each bottle has a time of check. The paperwork will be filed by the Church Secretary.

 

Testing of emergency lighting
  • Testing will be carried out on a monthly basis.
  • Instructions about how to carry out testing will be available in a folder in the file rack in the vestry.
  • The testing programme/record will also be maintained in that folder.

 

Premises Inspection by the Fire Brigade
  • Current Regulations do not contain a requirement that the premises should be inspected by the Fire Brigade. (The emphasis is now placed on the Church’s responsibilities).

 

 


First Aid

Risk

Assessment

Prevention of Accidents:
  • Deacons/Leaders to ensure hazards are removed or minimised before each meeting, eg objects on the floor, spilt liquids, sharp objects.

 

First Aid
  • Three First Aid Kits are located in the chapel (in the vestry, the kitchen and the downstairs room) and are currently checked annually by the Pastor for expiration and contents. 

 

 

Recording of Accidents
  • An Accident Book is located in the file rack in the vestry; it should be used to record any accidents which occur on the Church premises.
  • Details of the accident should be recorded on a page from the Accident Book and the page should then be passed to the Church Secretary to be filed securely.
  • The Responsible Persons will carry out an annual review of the accidents reported, and will make appropriate arrangements for avoidance of similar accidents where appropriate.

 

First Aiders     
  • Training to be organised and reviewed every three years by the Responsible Persons.
  • The Church Secretary will maintain a list of trained personnel,
  • Signage naming the First Aiders will be maintained in the main chapel and upstairs room. 

 

 

Safeguarding

Risk

Assessment

Safeguarding Policy
  • See the separate document, ‘Safeguarding Policy – Version 3’.
  • The policy will be reviewed regularly (maximum every 24 months).
  • All persons whose role within the Church may involve a Safeguarding aspect are required to read and sign their acceptance of the policy.
  • An A4 summary poster has been placed on the Church Noticeboard and in the main chapel.

 

Knowing what Safeguarding is
  • The summary – and any relevant changes recently made - will be explained at each Church Members’ Meeting immediately following the AGM.
  • The policy and poster will be available on the Church website; hard copies may be requested from the Church Secretary.

 

Protecting Children and Vulnerable Adults
  • All children’s workers are to have enhanced DBS certificates
  • The Safer Recruitment Policy 2021 (see separate document) forms part of our Safeguarding standards.
  • The Safe Use of Images Policy 2021 (see separate document) forms part of our Safeguarding standards.

 

Recording Serious Incidents
  • As identified in the Safeguarding Policy, Serious Incidents must be reported to the Pastor or another Safeguarding Lead.
  • A Serious Incidents folder, containing guidance, is located in the file rack in the vestry; it should be used to record any Serious Incidents.
  • The details will then be passed to the Church Secretary to be filed securely.
  •  The Safeguarding Leads will carry out an annual review of Serious Incidents that have been recorded that year, and – where relevant – will take any necessary actions to avoid any recurrence of such incidents.

 


Miscellaneous Risk

Risk

Assessment

Key Holders
  • To comply with insurance purposes – and all other purposes relating to access to the premises – the Church Secretary will maintain a list of key holders.
  • The list will be reviewed regularly by the Trustees.. Where appropriate, the return of keys may be requested.

 

Power cuts
  • There are battery powered lights in the chapel and upper room which are operated from the recording desk.
  • The leader(s) of the event that is taking place will take the decision about whether or not to vacate the premises.
  • The previous version of this policy stated that ‘A stock of candles and holders to be kept in the chapel’. These are currently stored in the cupboard under the stairs.

 

Snow/Ice
  • Grit/sand and a shovel are available in the store room under the chapel. Currently, James Taylor, who looks after the graveyard, clears them for Sunday morning services.
  • Areas to be cleared and gritted:
    • Chapel courtyard
    • Path from courtyard to ramp on Newby Lane
    • Footpath by courtyard on Long Lover Lane
    • Path and steps from car park to Upper Room

 

Food and Drink

In accordance with the Food Safety and Hygiene (England) Regulation 2013 we have met the legal requirement to register with the Ribble Valley Borough Council Environmental Health Service.  On August 12th 2021 we were issued with an "Awaiting Rating" food hygiene status.  In due course, we will have a visit from Environmental Health by appointment and we will then get our food safety rating  (hopefully 5*).

Currently, Susan Bradshaw is our Lead for food-related issues, a responsibility which is shared with Gemma Bond and Sue Cunliffe. Agreed certification will be provided to the Church Secretary for filing/reference,

 

 

Insurance     Current Policy Number: RC01002105

                                                         

Type and Coverage:

  • Employers’ Liability
  • Public Liability
  • Products Liability
  • Personal Accident
  • Legal
  • Trustees’ Liability

 

Landlord Gas and Electrical Safety Certificates

CP12 – Gas Safety Certificate

We do not have any appliances or resources of these types. This section of the Policy is, therefore, included for possible future use.

 

UK landlords with gas appliances and fittings – including central heating, boilers and flues – must conduct an annual safety check conducted by a Gas Safe engineer.

 

All permanent and portable gas appliances and flues in the property require an annual gas safety check.

 

Any gas appliance that we own and provide for the tenant's use is included in our legal duties

 

If a tenant has their own gas appliance that we have not provided, we are responsible for parts of the associated installation and pipework, but not for the appliance.

 

Note: This is separate from any maintenance requirements.

 

The engineer will check any gas appliances in the building, including heaters, cookers and boilers. They will check for gas tightness, pressure, ventilation and safety cut outs, as well as making sure all flues are safe and free from blockages.

 

If any appliances fail the gas safety check, we will need to have the issue fixed before our CP12 certificate can be issued. If an appliance is dangerous, the engineer will ‘condemn’ it by placing a warning sticker on the appliance and disconnecting the gas supply. This appliance will need to be removed and replaced.

 

If everything passes the inspection, the engineer will provide the CP12 immediately. If no-one is at the property during the inspection, they may send it to us in the post.

 

We must provide a gas safe certificate copy to our tenants within 28 days of the inspection.

 

EICR – Electrical Installation Condition Report

 Landlords of privately rented accommodation must:

  • Ensure national standards for electrical safety are met. These are set out in the 18th edition of the ‘Wiring Regulations’, which are published as British Standard 7671.
  • Ensure the electrical installations in their rented properties are inspected and tested by a qualified and competent person at least every 5 years.
  • Obtain a report from the person conducting the inspection and test which gives the results and sets a date for the next inspection and test.
  • Supply a copy of this report to the existing tenant within 28 days of the inspection and test.
  • Supply a copy of this report to a new tenant before they occupy the premises.
  • Supply a copy of this report to any prospective tenant within 28 days of receiving a request for the report.
  • Supply the local authority with a copy of this report within 7 days of receiving a request for a copy.
  • Retain a copy of the report to give to the inspector and tester who will undertake the next inspection and test.
  • Where the report shows that remedial or further investigative work is necessary, complete this work within 28 days or any shorter period if specified as necessary in the report.
  • Supply written confirmation of the completion of the remedial works from the electrician to the tenant and the local authority within 28 days of completion of the works.

 

 

Activity Risk Assessments

Events in the Chapel

Lead Person(s): Deacons supported by Pastor

Risk

Assessment

Fire Exits
  • Ensure that all doors (including the Upper Room) are unlocked before the event.
  • Ensure that the doors are locked at the end of the event

 

Hazards on walkways, etc
  • Ensure that any such hazards are removed.

Evening or dark weather
  • Ensure that the outside lights are on before darkness falls.
  • Ensure that the stairs, lower room and downstairs kitchen are lit.
  • Ensure that the lights are switched off after the meeting.

 

Toilet sanitation
  • Ensure that soap/handwash and paper towels are available in all the toilets.

Robbery/theft/burglary of offerings
  • No money to be left on the premises
  • Money to be counted and removed quickly and discreetly

 

Safety on the Chapel steps and stairs
  • Assist any elderly/frail visitors as needs direct

Transport Home
  • Offer transport home to anyone without it

 

Physical intrusion or attack on meeting attendees
  • Pastor and Deacon(s) to attempt to escort intruder/attacker outside and close the door behind them.
  • If successful, other Deacons to then either lock the doors, or evacuate the building via other exits as they so judge.
  • If ‘escort’ action is not possible, Deacons to evacuate the building via other exits.
  • Police to be called immediately.

 

 

Events in the Upper Room

Lead Person: Alan Marsden supported by Deacons, Group Leader, or Trustee Chair

Risk

Assessment

Fire Exits
  • Ensure that all doors (including the Chapel) are unlocked before the event.
  • Ensure that the doors are locked at the end of the event

 

Hazards on walkways, etc
  • Ensure that any such hazards are removed.

 

Evening or dark weather
  • Ensure that the outside lights are on before darkness falls.
  • Ensure that the stairs, lower room and downstairs kitchen are lit.
  • Ensure that the lights are switched off after the meeting.

 

Phone for emergencies
  • Ensure that a mobile phone is available for this purpose

 

 

DBS Accredited Person
  • Ensure that the group has a DBS-accredited person in attendance. The meeting must not proceed if one is not in attendance.

 

Toilet sanitation
  • Ensure that soap/handwash and paper towels are available in all the toilets.

 

Use of sharp equipment, eg needles, scissors
  • Group Leader to ensure these are used safely
  • Also, to ensure they are stored safely afterwards.

 

Robbery/theft/burglary of offerings (Craft Group, Saturday Fellowship, Sunday Lunches, etc)
  • No money to be left on the premises
  • Money to be removed quickly and discreetly by the Group Leader

Safety on the Chapel steps and stairs
  • Assist any elderly/frail visitors as needs direct

Transport Home
  • Offer transport home to anyone without it

 

Physical intrusion or attack on meeting attendees
  • Pastor, Deacon(s), and/or Group Leader (depending on attendance) to attempt to escort intruder/attacker outside and close the door behind them.
  • If successful, other key holders to then either lock the doors, or evacuate the building via other exits as they so judge.
  • If ‘escort’ action is not possible, Deacons or Group Leader to evacuate the building via other exits.
  • Police to be called immediately.

 

                                        

Groups from outside the Church (supplementary conditions)

Risk

Assessment

Safeguarding
  • Provide Group Leader with a copy of the latest Safeguarding Policy

 

Health & Safety and Risk Assessments
  • Provide Group Leader with a copy of the latest Health & Safety and Risk Assessment Policy

 

Obtain signed ‘Leader’s Declaration’; this will cover the listed commitments

 
  • I shall make sure that those assisting me are aware of their responsibilities.
  • I agree to abide by the sections that apply to my group and relate to the use of the Church premises
  • I agree that any equipment brought onto the premises is safe to use.
  • I will notify the Church of any change in leadership.
  • I will notify the Church of any incidents that put the safeguarding of the attenders of the group or their leaders at risk.
  • I will ensure that appropriate insurance is held to cover the activities being held on the Church premises.
  • I will ensure I have an up-to-date rental agreement with the Church, if applicable.

 

 

 

 

Appendix A

 

Salem Congregational Chapel, Martin Top

 FIRE PROCEDURE –

WHAT TO DO IN THE EVENT OF A FIRE                                                                           

 

If a fire is detected or suspected:

 

Exit the building

 

Leave by the clearly marked Fire Exits. If the nearest one is blocked use an alternative route.

 

Fire exits are located in the following places:

 

2 x main Chapel Entrances, Upper Room, Lower Room

 

Church/Group Leaders need to be aware of the location of the exits. Leaders are especially responsible for ensuring that children, the elderly and people with limited mobility, sight or hearing vacate safely. Do not wait to collect coats or valuables. People are not replaceable.

 

Tackling Fire

 

The most important thing is to leave the building safely.

 

A decision to tackle the fire – or not - will normally be the responsibility of the relevant Leader(s); it is expected that common sense should prevail.

 

As a general rule, only use a fire extinguisher if all exits are blocked.

 

Fire Extinguisher equipment is clearly available in the Chapel building.

 

Call the Fire Brigade

 

Ideally, use a mobile phone; dial 999 and ask for the Fire Brigade

 

The address of the church is:

 

Salem Chapel, Martin Top, Long Lover Lane, Rimington, Clitheroe BB7 4EG

 

An ‘Emergency 999 Calls’ poster containing the address can be found in the outside noticeboard.

 

Do not re-enter the building. Do not go back for any reason. Await the Fire Brigade.

 

Meeting Point

 

The meeting point is:

 

The grassed area of the graveyard which is accessed via the gate to the left of the car parking area on Long Lover Lane.

 

Leaders and attendees should liaise to ensure that everyone has been accounted for.

 

This procedure was adopted by the church on 12 April 2021

 

 

APPENDIX B – The ‘Responsible Person(s)’

The Regulatory Reform (Fire Safety) Order 2005 consolidated and rationalised previous fire safety legislation and reduced the number of enforcing authorities dealing with general fire safety matters.

The Order requires that the responsible person (the person having control of the building, or a degree of control) takes reasonable steps to reduce the risk from fire and makes sure people can safely escape if there is a fire.

 

Note: It is acceptable for more than one person to share the responsibilities of the ‘Responsible person’

 

The Order defines the ‘responsible person’ as the person who has control of the premises (as occupier or otherwise) in connection with the carrying on by him of an undertaking (for profit or not).

 

Their duties of the responsible person are set out in articles 8 to 22 of the Order, and include:

 

 

APPENDIX C

EMERGENCY

999 CALLS

Our location is:

Salem Chapel,

Martin Top,

Long Lover Lane,

Rimington,

Clitheroe

BB7 4EG

 

 

APPENDIX D – The duty to manage asbestos

Legislation

The Health and Safety Executive’s website states that the duty to manage asbestos is directed at those who manage non-domestic premises: in our case, this is the Trustees, in particular the Responsible Persons.

The revised ACOP L143 'Managing and working with asbestos' document contains updated information about the requirements to manage asbestos under Regulation 4 of CAR 2012. The information was previously available in the ACOP L127 'The management of asbestos in non-domestic premises' which has now been withdrawn.

What is the duty?

. The duty to manage asbestos is contained in Regulation 4 of the ‘Control of Asbestos Regulations 2012’. It requires the person who has the duty (ie the 'dutyholder') to:

a)    take reasonable steps to find out if there are materials containing asbestos in non-domestic premises, and if so, its amount, where it is and what condition it is in

b)    presume materials contain asbestos unless there is strong evidence that they do not

c)     make, and keep up-to-date, a record of the location and condition of the asbestos-containing materials - or materials which are presumed to contain asbestos

d)    assess the risk of anyone being exposed to fibres from the materials identified

e)    prepare a plan that sets out in detail how the risks from these materials will be managed

f)      take the necessary steps to put the plan into action

g)    periodically review and monitor the plan and the arrangements to act on it so that the plan remains relevant and up-to-date

h)    provide information on the location and condition of the materials to anyone who is liable to work on or disturb them

 

Who has the duty?

The dutyholder is the owner of the non-domestic premises or the person or organisation that has clear responsibility for the maintenance or repair of non-domestic premises, for example through an explicit agreement such as a tenancy agreement or contract.

The extent of the duty will depend on the nature of that agreement. In our case, the tenancy agreement for the Manse assigns that duty to the Trustees

Our current situation

An asbestos survey was completed on 7 May 2021, and all instances of possible asbestos were identified as inert, meaning that we currently do not have to maintain an asbestos register or have a plan to manage such materials.

The report satisfies items (a), (b), and (c) in the list above. Items (d), (e), (f) and (g) are currently not relevant.

With regard to item (h), it is important that, though no asbestos was found, not all areas were able to be accessed and so anyone carrying out work on the building should have the report made available to them for reference.

Authors of the Report

 CMC Asbestos Surveys Limited

1, Woodside, Wheatley Lane Road. Fence, BB12 9EP

 

 

APPENDIX E – Accessibility Audit for the Chapel

 

The term ‘the Chapel’ at Martin Top refers to two linked structures – the main chapel building and the connected schoolroom (also known as the Upper Room).

 

Access to the main chapel building is via a gated flat courtyard; the building has two wide doors, both of which lead to twin swing doors; when required, the swing doors are able to be fastened open.

 

Inside the building, the pews are tiered, so one is almost immediately faced with stepped levels up by the pews. For people who use walking aids, the stepped levels have enough space to be negotiated, but possibly with some difficulty, depending on the aid being used..

 

Realistically, however, the tiering means that wheelchair access is almost impossible to achieve. If a circumstance occurs where wheelchair access is of importance, and advance warning can be given, it may be possible for it to be arranged for the front pews to be closed and for the wheelchair to be located in front of them; this would, however, still necessitate the wheelchair being lifted up one small step.

 

Access to the Upper Room, however, provides adequate access for wheelchair users and people with severe walking difficulties. The approach is via gates at the side of the small parking area about 50 yards up Long Lover Lane. As well as stepped access to the path, there is a ramp which may be used for wheelchair or other access.

 

The services are transmitted to the Upper Room, with sound and vision.

 

There is also access from the Upper Room to the main chapel building, but this requires the downward use of a short (four steps) staircase.