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guidance notes CHURCH – HEALTH AND SAFETY

Version 5

Contents

Introduction 3

Self-assessment form – How safe is your church and church hall? 4

Tower tours 15

General precautions 17

Churchyard safety 20

Working at height and the safe use of ladders 22

Interpretation of the Construction (Design and Management) Regulation 2015 29

Building works/repairs 31

The Control of Asbestos Regulations 2012 33

Conditions of use applying to change – ringing bells 37

Sale of second-hand goods 39

Preparation and sale of food and drink on church premises 43

Personal safety 48

Environmental protection 52

Reporting and recording accidents and first aid 56

Manual handling 59

Training 60

Sources of information 62

Attachments

Personal safety risk assessment form

Accident and witness report form

Fire risk assessment form

General risk assessment form

Up to date guidance notes on a range of important topics are available on our dedicatedweb site for church customers at www.ecclesiastical.com/churchmatters/churchguidance.For any additional advice or help please contact your local Insurance Consultant andSurveyor or call our church customer services team on 0345 777 3322.

Whilst Ecclesiastical Insurance Group PLC hasused reasonable endeavours to ensure that theinformation in this publication is correct at thetime of publication, please note: (a) theinformation is not intended to constitute adefinitive or complete statement of the law onany subject, nor is any part of it intended toconstitute legal advice for any specific situation;(b) the information may over the course of timebecome incorrect or out of date; and (c)Ecclesiastical Insurance Group PLC cannotaccept any responsibility for action taken as aresult of information provided in thispublication. You should take specific advicewhen dealing with specific situations. Theinformation provided in this publication is

general and educational in nature and may notreflect all recent legal developments and maynot apply to the specific facts of individualcircumstances.

You assume sole responsibility for the use ofthis document and should obtain specialistadvice in relation to its use in specificcircumstances. Accordingly, EcclesiasticalInsurance Group PLC and its subsidiaries shallnot be liable for any losses, damages, chargesor expenses, whether direct, indirect, orconsequential and howsoever arising, that yousuffer or incur as a result of or in connectionwith your use or reliance on the informationprovided in this document except for thosewhich cannot be excluded by law.

CHURCH – HEALTH AND SAFETY GUIDANCE NOTES 3

Tower toursA minimum of twostewards should escortparties.

pg15

Working at height andthe safe use of laddersEvery year many peopleare injured, sometimesfatally, from using ladders.

pg22

AsbestosThe duty to manageasbestos applies to allplaces of worship.

pg 33

Keeping a church safe is no easy matter. You have to be sure youhave done everything you can to minimise the risks to your church,workers and visitors, and that everyone knows what to do ifanything goes wrong. That’s why Ecclesiastical has produced arange of helpful guides on how to keep things running safely andsmoothly. Written by insurance experts, the guides give you step-by-step practical support to help you and your church.

You can find further guidance on our dedicated web site for ourchurch customers atwww.ecclesiastical.com/churchmatters/churchguidance. For furtherinformation contact your local Insurance Consultant and Surveyoror call us on

0345 777 3322Monday to Friday. 8am to 6pm (excluding bank holidays).

We may monitor or record calls to improve our service.

You can email us at [email protected]

Or Visitwww.ecclesiastical.com/churchmatters

About Ecclesiastical

Ecclesiastical was established in 1887 to protect the AnglicanChurch and we’re still committed to doing this today. Ecclesiasticaldonates all available profits to our owners, Allchurches TrustLimited, a registered charity, enabling the Trust to continue tosupport the church and other charitable institutions.

Note: Ecclesiastical provides these guidance notes without additionalcharge to Ecclesiastical Church Insurance policyholders.

This advice is provided to you as best practice guidance fromEcclesiastical Insurance. Please check your policy documents fordetails of any conditions specific to your policy.

Free guides full of practical adviceand information

4 GUIDANCE NOTES CHURCH – HEALTH AND SAFETY

Self-assessment form

For example, if a cleaner, caretaker,organist or other voluntary or paid memberof the church staff is injured and unable to carry out their normal duties, it may beextremely difficult to find a replacement at short notice.

As well as the possibility that the injuredperson may make a claim against thechurch for damages in a civil action,criminal prosecutions may be broughtagainst individuals as well as the Parochial Church Council or Trustees under health and safety law wherepenalties may be as high as a £20,000 fine and two years’ imprisonment.

The Incumbent, Churchwardens and othermembers of the Parochial Church Councilhave a duty of care to ensure the safety ofanyone who may visit the church, hall orchurchyard for any purpose. This includespaid employees, voluntary workers, regularmembers of the congregation, visitors andcontractors who may be working on thebuildings or in the churchyard.

This questionnaire is designed to help youpinpoint any potentially hazardous areas sothat the necessary action may be taken toeliminate or reduce as far as possible anyrisk of accident.

Additional information regarding anyrelevant legislation or reference sources is included where appropriate.

If you answer ‘NO’ to any of the questions,there is a risk that an accident couldhappen and difficulties could occur indealing with a claim which might be madeagainst you, so some action on your part is necessary.

Having carried out initial assessments it isimportant to monitor your health and safetyprocedures to take account of changingcircumstances. This should be a continuingprocess but at least annually you should gothrough this questionnaire and take anyaction necessary.

How safe are your church and church hall? Every year, a number of accidents occur

in churches, church halls, churchyards and grounds. Not only does this cause pain

and suffering to those people who are injured, it can often result in serious

disruption to the smooth running of the church and its various activities.


1 Do you have a written Health and Safety policy?

Health and safety legislation applies to all places of religious worship. The Healthand Safety at Work etc, Act 1974 requires every employer with five or more employeesto ‘prepare and bring to the notice of their employees a written statement of theirgeneral policy with respect to the health and safety at work of their employees andthe organisation and arrangements for carrying out that policy’. There will be somelarge churches where the Parochial Church Council actually employs five or morepeople and in these cases there is no doubt that a written health and safety policystatement is required. Employers with less than five employees are exempt from therequirement for a written health and safety policy. However, the Health and SafetyExecutive now regards volunteers as employees and persons who make use ofvolunteers as employers. The same level of training, information and protection mustbe given to both volunteers and employees. In the light of this it is good practice tohave a written policy that sets out your organisation and procedures for health andsafety, even if you employ less than five people.

It is the duty of every employee, including part-time employees such as organists,cleaners and caretakers, to take reasonable care for their own safety and that ofother persons who may be affected by their acts or omissions. The personresponsible for enforcing the requirements of the legislation is the EnvironmentalHealth Officer of the Local Authority.

A health and safety policy for churches is available from Ecclesiastical.

2 Have you carried out a risk assessment as required by the Managementof Health and Safety at Work Regulations 1999 as amended?

These regulations require every employer to make ‘a suitable and sufficientassessment of the risks to the health and safety of his employees to which they areexposed whilst they are at work; and the risks to the health and safety of personsnot in his employment arising out of or in connection with the conduct by him of hisundertaking’. Self-employed persons including clergy, must make an assessment ofthe risks to their own health and safety and also to the health and safety of personsnot in their employment.

Where five or more people are employed a written record must be made of thesignificant findings of the assessment.

We would advise that it is good practice for all churches to carry out riskassessments and to record the significant findings.

5 Steps to Risk Assessment – INDG 163 REV 2 HSE Free Leaflet

The Ecclesiastical health and safety policy includes guidance for churches oncarrying out risk assessments.

Yes No

Yes No


Yes No

Yes No

3 Are floor surfaces and floor coverings in good condition and properly maintained?

Slipping, tripping and falling are a major cause of injuries. You must ensure thatthere are no unexpected changes in floor level, and that floor surfaces are notsunken, cracked or damaged. Particular attention should be given to stone flags,ceramic and clay tiles and wood blocks.

Loose floor coverings, such as mats and rugs, should be avoided. Carpets must notbe worn and must be securely fixed down.

Preventing slips and trips at work – INDG 225 (rev2) HSE Free leaflet

4 Is the churchyard, including paths, steps, ramps, driveways, trees,boundary walls, gravestones and monuments, in good order and properly maintained?

Paths and driveways must be free from potholes and steps must be in good condition.They must be properly drained to prevent collection of rainwater and the growth ofalgae. Where paths are regularly used at night they must be adequately lit. Steps andsteep paths must be fitted with handrails.

Boundary walls and gates must be kept in good repair. Trees must be regularlyinspected by a qualified tree surgeon and any necessary remedial work carried out. Inaddition to the risk of falling branches, an assessment must be made of the risk ofdamage to neighbouring property caused by the effect of tree roots removing moisturefrom the surrounding soil.

Although gravestones are the responsibility of the family of the deceased, the church is responsible where the family cannot be traced and also has a general liability for thesafety of the churchyard. Gravestones, tombs and monuments must be maintained in a safe condition.

Where churchyards are still in use for burials, care must be taken to ensure that gravesleft open immediately prior to burials are properly shored up to prevent collapse andare safely covered over.

Where churches are formally closed, responsibility for all aspects passes to the LocalAuthority or Parish Council, as appropriate, although the PCC should report any areasof concern.

The Churchyards Handbook – ISBN -13: 9780715143018 – Available from allChristian bookshops and Church House Bookshop, 31 Great Smith Street, LondonSW1P 3BN. Tel 020 7898 1300 Website www.chbookshop.co.uk


Yes No

Yes No

Yes No

Yes No5 Are all stairways in good condition and adequately lit?

All stairways in towers or those which give access to organ lofts, galleries, boilerrooms or basements, must be in good condition and be adequately lit. Handrailsmust also be fitted. Particular attention must be paid to stone spiral staircases intowers where the edges of the steps are often worn. A rope handrail should be fitted as a minimum.

6 Do you allow members of the public to climb the tower or visit other high levels and if so do you have written procedures which arealways followed?

Careful consideration must be given before allowing members of the public to climbthe tower or visit other high levels in the church. An assessment must be carried outlooking into all aspects of the proposed route and detailed guidelines drawn up.

See Tower tours section on page 15.

7 Have assessments been carried out of areas where there is a risk of falls from a height and the appropriate measures taken?

Some churches contain areas where there is a risk of falls from a height such asstaircases to former rood screens which have now been removed and where there islow parapeting or castellations along the tops of external walls. Consideration willneed to be given to the need to install permanent rails or barriers or safety latchwaysfor use with safety harnesses. The fixing of anchor points for ladders may besufficient where access is only occasionally required for maintenance purposes, suchas the changing of light bulbs or the cleaning of gutters. In other circumstances, theinstallation of latchways or fixed anchor points and the use of safety harnesses orthe use of tower scaffolds or mobile elevated work platforms may be necessary.

8 Has an assessment been made of the risks to the health and safety ofbellringers and other persons entering the ringing room and bell chamber?

Under normal circumstances bells should be left in the ‘down’ position other thanwhen being rung.

Consideration must also be given to the means of escape in the event of anemergency, the evacuation of an injured person, providing a safe means of heating,the provision of fire extinguishers, the provision of emergency lighting and thenotification of safety procedures to visiting bellringers.

See Conditions of use applying to change – ringing bells on page 37.


9 Have you carried out an assessment of all substances hazardous tohealth, and put in place control measures where necessary as requiredby the Control of Substances Hazardous to Health Regulations 2002(COSHH) (as amended)?

The Control of Substances Hazardous to Health Regulations 2002 requires that ‘an employer shall not carry on any work which is liable to expose any employees toany substance hazardous to health, unless he has made a suitable and sufficientassessment of the risks created by that work to the health of those employees, andof the steps that need to be taken to meet the requirements of these regulations’.

Substances most likely to be found in churches are petrol, pesticides, insecticides,weedkillers, fertilisers and liquid petroleum gases. Substances marked as harmful,irritant, corrosive, toxic, very toxic, flammable, highly flammable, extremely flammable,explosive, oxidising or dangerous for the environment.

All hazardous substances must be stored and used in accordance with themanufacturers’ instructions. Consideration should be given to replacing dangeroussubstances with less-hazardous alternatives.

An assessment would need to be made before the removal of pigeon droppingswhich are often found in large quantities in towers and which can cause thedisease psittacosis. This needs to be treated as a hazardous substance andspecialist advice obtained.

10 Has a Competent Person carried out an assessment and survey, ifnecessary, to determine the location and condition of any asbestos andprepared a management plan to enable asbestos to either remain safelyon the premises or to be removed in accordance with regulation 4 of theControl of Asbestos Regulations 2012?

A written record (Register) must be maintained, detailing location, condition, type andform of asbestos present.

Some churches may still have asbestos used for insulation, lagging, fire protection or in wall and roof linings. Asbestos is often found in organ blower motor housings. If any removal of asbestos materials is required, this work can only be carried out bycontractors licensed by the HSE for asbestos removal.

Managing and working with Asbestos Control of Asbestos Regulations 2012 – ISBN9780 7176 6618 8.

Yes No

Yes No


Yes No

11 Are all electrical systems including wiring, switchgear and any fixedmachinery such as organ blower motors and all portable electricalappliances in good condition and properly maintained as required by the Electricity at Work Regulations 1989?

The Electricity at Work Regulations 1989 require that all electrical systems shall beof such design, construction and installation as to prevent danger.

The Church Buildings Council recommends that fixed installations should beinspected and tested at five-yearly intervals.

Portable electrical appliances need to be examined at regular intervals with thefrequency of such examinations being set by experience. This will probably need tobe at least annually, with equipment which is subject to heavy usage, such asvacuum cleaners, needing to be examined more frequently.

External lighting including floodlighting and associated wiring must be installed toIET Regulations (BS 7671). Temporary wiring is not acceptable.

HSE Guide Maintaining Portable Electrical Equipment:HSG 107 (3rd Edition) – ISBN 9780 7176 6606 5

HSR25 Memorandum of Guidance on the Electricity at Work Regulations 1989 –ISBN 9 7807 1766 2289

Requirements for electrical installations. IET Wiring Regulations. 17th Edition.BS 7671 – ISBN 978 086341 844 0

12 Do you have formal safety procedures in place if your church is used forpublic performances and for major services at Christmas and Easter?

If your church is regularly used for large concerts and services, a written procedureshould be in place detailing such matters as the number of stewards required andtheir duties. The procedures should include a detailed evacuation plan. Considerationwill need to be given to the installation of an automatic fire alarm system, the use ofthe public address system for the giving of instructions in the event of an emergency,the installation of emergency lighting, and the training of stewards and other staff orvolunteers in the use of firefighting equipment.

Yes No


Yes No

13 Do you have regular inspections of lifting equipment?

Many churches have large, heavy ornate font covers which are raised and loweredby a system of pulleys and counterweights. Similar mechanisms are also used toraise and lower candelabra and sanctuary lamps. Other lifting equipment in thebuilding may include passenger lifts and hoists. The Lifting Operations and LiftingEquipment Regulations 1998 require such items to be inspected by a competentperson at prescribed statutory intervals. An Engineering Insurance Companysurveyor would be a competent person.

Safe use of Lifting Equipment. Lifting Operations and Lifting Equipment Regulations1998. HSE – L113 – (Second Edition) ISBN: 978 0 7176 6586 0

INDG290 (rev3) Lifting Equipment at Work A Brief Guide to the Law

14 Has an assessment been carried out to ensure there is no risk of injuryfrom glass in doors and windows?

The Workplace (Health, Safety and Welfare) Regulations 1992 Approved Code ofPractice requires that safety glazing is used in all windows below waist height and in(or next to) doors below shoulder height or elsewhere if there is a likelihood of injury.Safety glass includes toughened or laminated glass. Alternatively barriers may beused to prevent persons falling through vulnerable windows. Church halls built duringthe 1960s and 1970s may well include low-level windows and doors which will needto be upgraded to comply with the regulations.

Workplace Health Safety and Welfare HSE L24 – ISBN: 9780717665839

INDG244 (rev2) Workplace health, safety and welfare – ISBN: 9780717622467

15 Is all plant and machinery in good condition and regularly maintained andare all tools and other items of equipment such as ladders, scaffoldingtowers and staging routinely checked and repaired?

The Provision and Use of Work Equipment Regulations 1998 require assessmentsto be carried out to ensure that all work equipment is suitable for the purpose and isadequately maintained. People using the equipment must be given adequateinstructions, information and training.

Suitable inspections need to be carried out by a suitably qualified person if workequipment is likely to become unsafe due to the environment, damage or wear.

Boilers should be regularly serviced. Gas boilers should be checked annually by aGas Safe Registered installer, oil systems by an OFTEC registered engineer.Lawnmowers and other items of churchyard maintenance equipment must beregularly checked and serviced. Young persons must not be allowed to operate anymachinery without proper instruction and supervision. Personal protective equipment,such as visors for use with strimmers, must be available and be maintained.

Safe Use of Work Equipment HSE L22 – ISBN 978 0 7176 6619 5

INDG291 (rev1) Providing and using work equipment safely. A brief guide.

Yes No

Yes No


16 Has an assessment been carried out into any manual handling operations?

In many churches, there is a constant moving of chairs, staging, pianos and so on tocater for different layouts and services.

The Manual Handling Operations Regulations 1992 (as amended) requireassessments to be carried out of all manual handling operations. If possible manualhandling should be avoided altogether. Where this is not possible, training should begiven and the risk must be reduced as far as possible by the use of mechanical aidsand manual handling kept to an absolute minimum.

Manual Handling HSE L23 – ISBN 0 7176 2823 X 9780717628230

INDG143 (rev3) Manual handling at work – A brief guide

17 Has an assessment been carried out on any catering undertaken to ensurecompliance with food hygiene regulations?

Catering in churches can range from a one-off event, such as the annual fête, to the regular provision of meals on a daily basis. The Food Standards Agency hasproduced detailed guidance on the requirements of food hygiene legislation that canbe freely downloaded from their website, www.food.gov.uk. Premises which are usedoccasionally for food preparation must follow the guidelines for temporary premises.Where food is prepared on a regular basis the General Requirements will need to befollowed and you may need to register with the Environmental Health Department ofthe Local Authority.

Food Safety Act 1990 - A guide for food businesses

18 Do you have systems in place for the recording of accidents and thereporting of injuries, diseases and dangerous occurrences?

The HSE Accident Book – ISBN 9780 7176 6458 0 satisfies the regulations aboutkeeping records of accidents to people at work. The Reporting of Injuries, Diseasesand Dangerous Occurrences Regulations 2013 (RIDDOR) requires employers andpeople in control of premises to report certain types of injury, occupational ill healthand dangerous occurrences to their enforcing authority. For places of public worshipthis is the Local Environmental Health Department. Records of accidents tomembers of staff, volunteers and visitors must be kept.

If possible you should obtain written statements from any witnesses and record theirnames and addresses. In the case of back, neck and other serious injuries theinjured person should be required to visit their General Practitioner as soon aspossible.

Reporting accidents and incidents at work – A brief guide to the Reporting of Injuries,Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) – HSE INDG453 – ISBN 9780 7176 65747

Yes No

Yes No

Yes No


Yes No

19 Do you have procedures in place for the vetting of persons working withchildren and vulnerable adults?

It is most important that adequate safeguards are taken in the selection of personswishing to work with children and vulnerable adults. Anyone with a history of childabuse must not be allowed to come into contact with young people.

The House of Bishops has produced a policy on Child Protection and your Diocesewill have a Child Protection policy which you should adopt. The Diocesan ChildProtection Officer will be able to advise you and explain the Diocesan ChildProtection policy.

The guidelines in the Home Office code of practice for keeping children safe fromharm should be followed.

20 Do you have procedures in place for fêtes and other outdoor activities?

There are various hazards involved with such things as bouncy castles, fireworks and charity walks. Certain events such as abseiling down towers will requirespecialist advice.

Ecclesiastical publishes guidance notes on Church functions with sections relatingto a number of activities. These include:

n the use of inflatable bouncy castlesn the organisation of bonfire and firework displays n the organisation of charity walks.

21 Do you have an individual with responsibility for health and safety matters?

We would suggest that every Parochial Church Council appoints a member withspecific responsibility for health and safety. This person should lead a small sub-committee, who should be given the responsibility of carrying out the variousassessments outlined above and reporting back to the full PCC.

It should be remembered that a Faculty will be needed for most alterations to thefabric of the building.

Yes No

Yes No


22 Have you carried out an assessment of your buildings to ensure they canbe used by persons with disabilities?

The Equality Act 2010 requires that all disabled persons are able to use a buildingand have access to the services provided within it.

Service providers, which includes churches, have to make ‘reasonable adjustments’for disabled people and to provide reasonable means of avoiding physical featuresthat make it impossible or unreasonably difficult for disabled people to use its services.

It should also be remembered that a Faculty will be required for most alterationsmade to the fabric of the building.

Services, Public Functions and Associations: Statutory Code of Practice from theEquality and Human Rights Commission

23 Have you carried out a fire risk assessment?

It is a requirement of the Regulatory Reform (Fire Safety) Order 2005, that youundertake a fire risk assessment and that a responsible person oversees fire safety.

To comply with regulations you must:

n assess the fire risks in the church. If you have five or more employees you mustrecord the findings of the risk assessment, although we would stronglyrecommend recording irrespective of the number of employees

n check that a fire can be detected in a reasonable time and that people can be warned

n check that people who may be in the building can get out safely

n provide reasonable firefighting equipment

n check that those in the building know what to do if there is a fire

n check and maintain your fire safety equipment

n check what effect a fire would have on your neighbours.

If you have already taken sensible and appropriate fire safety measures, little or nofurther action may be necessary.

Further guidance is available from www.gov.uk/workplace-fire-safety-yourresponsibilities

Free advice is also available from your local fire brigade who are responsible forenforcing the regulations. The telephone number for non-emergency calls can befound in your local telephone directory.

Yes No

Yes No

In most cases before your tower tour can be put intooperation a visit by an Ecclesiastical Insurance Consultant and Surveyor will be necessary.


Although these notes provide generalguidance for parishes, a visit by anEcclesiastical Insurance Consultant andSurveyor will be necessary in most cases.

General

The maximum number on a towertour at any one time should be setfollowing a risk assessment takinginto account the size of the tower, the control of movement within thetower and the number of stewardsavailable. The ease with whichpersons can safely evacuate thetower in case of emergency mustalso be taken into account. As ageneral guide, the maximum numberon a tower tour at any one timeshould not exceed 15, including thestewards. For small towers withdifficult access the risk assessmentmay result in a lower maximumnumber being allowed. A highermaximum number may be permittedin a large tower with good access but,in any event, the maximum number ofpersons in the tower at any one timeshould not exceed 25.

No children under the age of eightyears should be allowed on such atour and all children under the age of 16 years should be accompaniedby an adult.

All large items of baggage etc. shouldbe left at ground level and eachvisitor should have ‘both hands free’.

A minimum of two stewards shouldescort parties (with one at the frontand one at the rear) throughout thetour and should be provided with ameans of communication with theground (both internally and externally)in order to summon help in the eventof any emergency. Stewards shouldbe able bodied and be aged at least18 years.

A new tour should not commenceuntil all visitors on the previous tourhave descended to the ground andhave been accounted for.

Notices should be displayedhighlighting the difficulty of the climb(if appropriate), possibly by the use ofphotographs. It should also highlightwhether or not the climb is suitablefor those who are elderly, infirm,disabled, pregnant, suffer from heartor respiratory disorders or from anyother medical condition which couldbe affected by the climb. The noticeshould make it clear that suitableclothing and footwear should beworn. Stewards should draw theattention of visitors to the notice,before the ascent is undertaken.

Smoking must be prohibited.

Handrails should be provided onstaircases, or in any areas wherethere is a danger, however slight, ofvisitors falling or losing their footing.

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Tower tours We would not usually expect parishes to admit ordinary members of the public

to church towers or other high levels etc. However, should tower tours be

undertaken, the undernoted points should be considered by parishes before

embarking upon such activities.

A new tour should notcommence until all visitors on the previous tour havedescended and beenaccounted for.


Adequate lighting of the bulkheadvariety should be provided along theentire route.

Access points to other high levelareas, eg roofs, roof spaces etc. alongthe route should be secured by lockeddoors. Access to any areas containingdangerous machinery should besecured in a similar manner.

Access to bell and ringing chambersmay be permitted but only if the bellsare left in the ‘down’ position. It mustbe ensured that the clock mechanismis enclosed should the tourencompass this area.

See section on the Conditions of useapplying to change – ringing bells.

Access to the tower roof should onlybe permitted during fine weather andnot during heavy rain, sleet, snow,strong winds or temperatures of lessthan 0ºC.

Access to the tower must be by safemeans and ladders, hatches etc.should be avoided. Doorways shouldbe sufficiently wide to admit oneperson at a time, with ease. At the topof the tower it should be ensured thatparapets have a minimum height of1.1 metres (existing parapets mayrequire improvement, with theaddition of hand rails etc. to make up this height).

Access onto sloping tower roofsshould not be permitted.

Where parapeting is pierced, anygaps should be no wider than150mm. Larger gaps may need to befitted with additional bars to reducetheir width.

Duckboards should be providedaround parapet gutters to preventdamage to the roof surface. Theseshould be well maintained andtreated with fungicide, as necessary,to prevent the build up of algae.

Should a spire be present, then thereshould be a minimum width ofwalkway around the spire of at least600mm and with duckboardsprovided as above.

Tours to other high level areas shouldbe restricted to specialist groupssuch as architects, architecturalstudents and contractors.

If the tour should encompasscrossings at high level such asclerestories, triforia, roof spaces etc.,then suitable walkways, with handrailsto a height of not less than 1.1 metres,must be provided, together with toe-boards and intermediate rails.

If areas with restricted headroom arevisited, warning notices should beclearly displayed and foam rubberpads fixed to any low beams, ceilingedges, projections etc.

Should a charge be levied inconnection with the tour, this mayhave implications as regards thesecurity of cash and loss of moneyinsurance. If in doubt, parishes should contact Ecclesiastical. Your Ecclesiastical policy will coverthe legal liability of parishes for injuryto members of the public incurredfollowing accidents during tower tours.

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If the family cannot be tracedand an injury results from agravestone, the church maybe held responsible.

As insurers, we gain a dramatic, if expensive,insight into some common causes of lossand it may be useful to Church Authoritiesfor us to list some points of maintenanceand management, which may help to avoidan unnecessary loss of heritage orunfortunate injury to a church official,parishioner or visitor.

Slips, trips and falls

Slips, trips and falls are a major cause ofinjuries to volunteers, church members andvisitors alike.

Hazards are present not just in the churchitself but in church halls, churchyards andcar parks - in fact anywhere where peopleare likely to walk.

While most injuries are minor, seriousinjuries can require hospital treatment orlead to permanent disability. We haveproduced a checklist which is available onour website, highlighting some of the mostcommon hazards and the control measuresthat can be put in place to reduce oreliminate the risk. Some of the itemsincluded are detailed below or in thefollowing pages.

Footpaths

Regular maintenance is required to ensurethese remain free from moss, algae, leaves,holes, loose materials, tree roots andobstructions and are reasonably level.Ramps and steps need particular attentionwith hand rails and/or lighting provided, if hazardous. Bear in mind the difficulty the frail, elderly and disabled may have innegotiating access to and from the church.

Gravestones and tombs

Although the maintenance of gravestonesand tombs is the responsibility of thedeceased’s family, the church may beresponsible for any injury if the familycannot be traced. It is, therefore, importantthat all gravestones and tombs areregularly inspected to ensure public safety.Please refer to the separate section onchurchyard safety.

Steps, stairs and ladders

Bell tower steps, steps down to boilerrooms and access ladders should all beinspected at least annually and any defectsremedied. Uneven and worn treads are apositive danger to the unwary and whilstthe indentations created by footsteps overmany centuries may give a sense of history,they do nothing for safety. External stepsdown to boiler rooms should not beneglected and these require frequent andcareful attention to remove moss, algae,leaves and other debris. They should beprotected at the top by railings and alockable gate, be fitted with a handrail and if used during the hours of darknessbe well lit.

Litter picking

Great care needs to be taken when clearinglitter, rubbish and other debris from thechurchyard. Protective clothing includingheavy-duty gloves and shoes or boots withprotective soles need to be worn.Hypodermic needles, drugs-related litterand hazardous materials must be collectedand removed by the Local Authority.

General precautions Often simple precautions and preventative measures involving little in the way

of expenditure can substantially reduce the risk of damage to or loss of property

and injury to persons.


Trees

Trees are a frequent cause of seriousdamage in a variety of ways. During windyconditions they may fall onto or lash againstthe building, and rocking of the roots cancause collapse of boundary walls. Leavesand twigs block gutters and undergrounddrains. Roots removing moisture from clay,soils can lead to shrinkage of the claycausing foundations to move and walls tocrack. Branches falling onto visitors,neighbouring property or cars are afrequent source of claims.

Regular inspections of trees, at least every six months, should be consideredessential and at least every five years by a tree surgeon.

Boundary walls, fences and lych gate

Walk the boundary of your churchyard atleast two or three times per year. Check for leaning pillars, posts, and sections ofwall and ensure that the structure and roof covering of any lych gate are sound.Early attention to defects may preventcostly repairs later on.

Drainage

Any water penetrating the walls of thechurch via the roof or from below ground islikely to cause extensive damage throughrot to timbers, etc. Gutters, downpipes androof valleys need routine clearance at leastevery six months. Special arrangementsshould be in place for clearance of snowand ice from valleys and the tower roofduring wintry conditions. Ensure that watershed from the buildings drains away fromthe foundations.

Walls and roof coverings

Visual inspections of the external wallsand roof coverings should be carried outat frequent intervals to discover anydefects requiring attention at an earlystage. Look out particularly for loose ordefective pinnacles, parapets, roof crossesand slipped or missing slates. Inspectionsshould be made after every period ofstormy weather.

Floors and floor coverings

Most accidents in churches arise from slips,trips and falls. It is most important that allfloor surfaces are inspected regularly andany defective areas made safe immediatelyand repairs carried out as quickly as possible.Defective floors include unfixed, broken andloose tiles and paving stones. Rotten andloose floorboards and pew platforms areanother hazard. Trips and falls are alsocaused by worn, frayed, loose or unfixedrugs, mats and carpets, and by trailingelectric leads and cables. All unfixed floorcoverings should be removed or fixed down.

Flammable liquids and polishes

A number of major fires have been causedby vapours given off by polishes within aconfined space igniting spontaneously or bya spark from electrical switches. In nocircumstances should polish, polish rags orother flammable liquids be stored anywherenear electrical switches and preferably theyshould be kept in minimum quantities withina metal cabinet in a well-ventilated area.

Paraffin or petrol for lawn mowers must notbe stored within the church.

In no circumstances should flammable liquids or polishes be stored anywhere near electrical switches.

Despite all reasonable precautions, lossesof varying magnitude may still occur.Sensible forward planning can, however,minimise such losses and some thoughtshould be given to loss reduction measures.These could include:

n preparation of a list of local tradesmen –plumber, roofing contractor, generalbuilder – who can be called upon toassist at short notice

n provision of, or note of where tarpaulinscan be located to cover holes in the roofor to protect contents removed outsidethe church

n produce a notice for hanging on thevestry wall to show the position of the water mains stop tap, electricalswitches etc.

n locate and ensure that water suppliesfor fire extinguishment are accessible –including the nearest fire hydrant

n adequately record details of the churchvaluables, portable furniture and stainedglass. Security marking, engraving etc.plus a good description may help thePolice recover stolen property.


Trees

Many churchyards contain a large number oftrees. Although healthy trees may fall inextreme weather, diseased or dead trees aremuch more likely to fall, causing damage tothe church or neighbouring buildings andpresenting a possibility of injury. The roots oftrees can also encroach upon thefoundations of neighbouring buildingscausing subsidence or blockage of drains.

All trees within the churchyard should beinspected every six months by a competentperson for signs of disease or too closeproximity to the church or neighbouringbuildings. A record should be kept of theinspection and any subsequent work. This record will ensure that the inspection is carried out and could prove useful indefending any legal claim against the parish.

Any required lopping, pruning or fellingshould be carried out without delay. Wheretrees have previously been pollarded, thispractice should be continued at appropriateintervals. Where trees are the subject of aTree Preservation Order, the Local Authorityshould be consulted prior to any work beingcarried out.

Whilst it is accepted that experienced,competent members of the church cancarry out minor work, any major felling,pruning or working at height must only becarried out by a professional contractor.Only persons suitably qualified andequipped with the appropriate safetyequipment should operate chainsaws.

Any trees on neighbouring land which couldbe a hazard to the church should be visuallyinspected during the annual inspection and,if any give cause for concern, a lettershould be written requesting the landownerto take appropriate remedial action. A copyof the letter should be retained.

Churchyard maintenance

Equipment used to maintain churchyards is often more powerful than that useddomestically. A number of injuries arecaused each year that could be avoided by taking simple precautions.

All garden machinery should be inspectedand serviced regularly and any defectsremedied immediately. Appropriate safetyequipment should be used which canrange from substantial footwear whenusing mowing machinery to ear defenders,safety goggles or visors, gloves andfootwear for using trimmers and hedgecutters. The manufacturers’ instructionsshould always be followed regarding useand the provision of safety equipment.

Hand tools should be inspected for defectssuch as damaged blades and loosehandles, and should be kept sharp andclean. Gloves reduce a person’s ability todetect when a tool is slipping and shouldtherefore not be worn when using wooden-handled, sharp-edged tools suchas billhooks and slashers.

Churchyard safety There are many hazards associated with churchyards. These notes are intended to

provide guidance in order to reduce the likelihood of injury or damage to property.

Paths should be reasonablylevel and free of anythingthat might cause someone to trip or slip.


Particular care needs to be exercised whenclearing rubbish from around the church.Broken glass and discarded hypodermicneedles may be concealed in long grass.Heavy-duty gloves and other protectiveclothing must be worn and children shouldnot be involved in ‘litter picks’.

All persons involved in churchyardmaintenance should be trained in the use oftools and machinery. When work is beingcarried out at least two persons should bepresent. Any use of ladders should becarefully considered and ladders securedappropriately. Persons under 18 years ofage should not use machinery.

Grass cutting

A principal cause of accidents inchurchyards is persons tripping over kerbsor graves that have become obscured bylong grass. There is effectively no defencein such circumstances to a claim that thechurch authorities have failed in their dutyunder The Occupiers’ Liability Acts toensure that visitors are reasonably safe forthe purposes they were permitted to be inthe churchyard.

If there is a risk of persons tripping overkerbs or graves then the grass must be kept to such a height that the kerb or graveis clearly visible. Regular grass cutting istherefore essential.

Gravestones and tombs

Over a period of time monuments suffer theravages of frost and water and may becomeunsafe. Serious injuries and even fatalitieshave occurred when apparently securelymounted stones have fallen over.

Maintenance of gravestones and tombs isthe responsibility of the deceased’s family.However, where the family no longer tendsthe grave or cannot be traced, responsibilityfor any injury may rest with the church.

All gravestones, tombs and vaults should beinspected at least annually. The inspectionneed not be carried out by experts.

A churchwarden, churchyard officer (if appointed) or other PCC member mayundertake the work. Each stone should bephysically handled to check for loosemountings, disintegrating mortar or unduespalling caused by age or frost, thusrendering the stonework unsafe.

The prime function of the survey is publicsafety. Stones in a dangerous state shouldbe carefully laid on the ground and, whereappropriate, the family contacted to adviseof the action taken, repair costs not beingthe responsibility of the church.

Any re-ordering of the churchyard orextensive work on individual tombs willnecessitate a Faculty, although a number ofDioceses now have blanket Faculties forthe making safe of hazardous gravestones.

A note of the survey should be recorded inthe Parochial Church Council minutes,stating the date and names of thepersonnel undertaking the survey, that allstones were inspected, together with arecord of the number of stones actually laidor other action taken. Such action would bean important feature in the defence of anylegal claim against the church.

Visitors

Paths should be reasonably level and freefrom anything that may cause someone totrip or slip. Boundary walls and railingsshould be stable and in a good state ofrepair. Any temporary hazardous areas suchas open graves or parts of buildingsundergoing repair should be adequatelyroped off and suitable warning signserected. Any permanent hazardous areassuch as crypts or boiler houses should belocked or fenced as appropriate.

Remember that you owe a duty of care totrespassers and in particular to childrenwho may see the churchyard as an excitingplace to play.


The Work at Height Regulations 2005subsequently amended by the Work atHeight (Amendment) Regulations 2007apply in England, Wales and Scotland toemployers, persons under their control andto the self-employed.

It is important to remember that the Healthand Safety Executive regard it as goodpractice to provide volunteers with the samelevel of protection as if they were employees.

There is no Approved Code of Practice(ACOP) but the HSE have issued a BriefGuide, Ref: INDG401 (rev2) which can bedownloaded free from the Internet(www.hse.gov.uk).

Definition of ‘work at height’

The regulations define ‘work at height’ as: (a) work in any place, including a place

at or below ground level where, ifmeasures required by these regulationswere not taken, a person could fall adistance liable to cause personal injury

(b) moving around the workplace, except by a staircase in a permanent workplacewhere, if measures required by theseregulations were not taken, a personcould fall a distance liable to causepersonal injury.

All work at height activities should be risk assessed, in accordance with theManagement of Health and Safety at Work Regulations 1999, to identify andevaluate the hazards and risks. Risks needto be eliminated or suitable controlmeasures introduced.

The Work at Height Regulations set out thefollowing key action points:

Organisation and planning

Regulation 4 requires that every employerensures that work at height is properlyplanned, appropriately supervised andcarried out in a manner which, so far asis reasonably practicable, is safe.Organisation and planning of work atheight should also include planning foremergencies and rescue, and ensure workat height is not undertaken during adverseweather conditions.

Competence

Regulation 5 requires that every employershall ensure that no person engages in anyactivity, including organisation, planning andsupervision, in relation to work at height orequipment for use in such work, unless he is competent to do so or, if being trained, is being supervised by a competent person.

Avoidance of risks from working

at height

Regulation 6 requires that every employershall ensure that work is not carried out at height where it is reasonablypracticable to carry out the work safelyotherwise than at height.

Where work is carried out at height, everyemployer shall take suitable and sufficientmeasures to prevent, so far as is reasonablypracticable, any person falling a distanceliable to cause personal injury.

Working at height and the safe use of laddersAccording to statistics from the Health and Safety Executive during the year

2013/14, 29% of people who lost their lives at work, did so following a fall from

height. There are also thousands of major injuries every year.

Ladders should be set atan angle of 75º, that is one unit of measure outfrom the wall, or supportfor every four units ofmeasure up.

Falling from a height is the major cause of workplacefatalities with around 35 people dying each year.


Selection of work equipment for

working at height

Regulation 7 requires that employers givepriority to collective protection measuresover personal protection measures. Theymust also take account of the distance andconsequences of a potential fall and theneed for easy and timely evacuation andrescue in an emergency.

Requirements for particular

work equipment

Regulation 8 covers requirements forparticular work equipment includingguardrails, toe-boards and barriers, workingplatforms, nets and airbags, personal fallprotection systems and ladders. Schedulescovering these requirements are included in the regulations.

Fragile surfaces

Regulation 9 states that no person at workshall pass across or near, or work on, from or near, a fragile surface where it isreasonably practicable to carry out worksafely and under appropriate ergonomicconditions without his doing so.

Employers must ensure, so far as isreasonably practicable, that suitable andsufficient platforms, coverings, guardrails orsimilar means of support or protection areprovided and used so that any foreseeableloading is supported by such supports orborne by such protection.

If a risk of falling remains, employers musttake suitable and sufficient measures tominimise the distance and consequence of a fall.

Prominent warning notices should be fixedon the approach to any fragile surface.

Inspection of places of work at height

Regulation 13 requires that, so far as isreasonably practicable, employers inspectthe surface, and every parapet, permanentrail or other such fall protection measure ofevery place of work at height prior to its use.

Use of ladders

Every year many people are injured, somefatally, while using ladders. More than halfthe accidents occur because ladders arenot securely placed and fixed.

A ladder is a means of access, not a safeworking platform.

Schedule 6 to the regulations is effectivelya checklist to ensure the safe use ofladders and states that a ladder should only be used for work at height if a riskassessment shows that more suitableequipment, such as a tower scaffold ormobile elevated work platform, is notjustified because of the short duration ofthe work or features at the site whichpreclude the use of such equipment. The HSE have indicated that ‘short duration’ means anything up to 30 minutes.

Schedule 6

Requirements for ladders

Every employer shall ensure that aladder is used for work at height onlyif a risk assessment under Regulation3 of the Management Regulationshas demonstrated that the use ofmore suitable work equipment is notjustified because of the low risk and:(a) the short duration of use, or(b) existing features on site which

he cannot alter.

Any surface upon which a ladderrests shall be stable, firm, ofsufficient strength and of suitablecomposition, to safely support theladder so that its rungs or stopsremain horizontal, and any loadingintended to be placed on it.

A ladder shall be so positioned as to ensure its stability during use.

A suspended ladder shall beattached in a secure manner and sothat, with the exception of a flexibleladder, it cannot be displaced andswinging is prevented.

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A portable ladder shall be preventedfrom slipping during use by:(a) securing the stiles at or near

their upper or lower ends(b) an effective anti-slip or other

effective stability device, or(c) any other arrangement of

equivalent effectiveness.

A ladder used for access shall belong enough to protrude sufficientlyabove the place of landing to whichit provides access, unless othermeasures have been taken to ensurea firm handhold.

No interlocking or extension laddershall be used, unless its sectionsare prevented from moving relativeto each other while in use.

A mobile ladder shall be preventedfrom moving before it is stepped on.

Where a ladder or run of laddersrises a vertical distance of ninemetres or more above its base,there shall, where reasonablypracticable, be provided at suitableintervals sufficient safe landingareas or rest platforms.

Every ladder shall be used in such a way that:(a) a secure handhold and secure

support are always available to the user, and

(b) the user can maintain a safehandhold when carrying a loadunless, in the case of a stepladder, the maintenance of ahandhold is not practicable whena load is carried, and a riskassessment under Regulation 3 ofthe Management Regulations hasdemonstrated that the use of astepladder is justified because of:(i) the low risk, and(ii) the short duration of use.

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Ladder standards

Only ladders which meet the appropriateBritish or European standards should beused. BS 1129 applies to wooden ladders,BS 2037 applies to metal ladders and BS EN 131 applies to both.

Choice of ladder

Ensure the ladder is suitable for the job, is of the correct construction material andthe appropriate length. Ladders should not be painted as this can hide defects.For electrical work only use ladders of anon-conductive material. Allow one metreof ladder length above the highest rungyou use. Never stand on the top threerungs.

Stepladders

Stepladders are suitable for small jobs ofshort duration where it is not possible to resta ladder against a wall or other support.They should only be used for minormaintenance at low levels. The stepladdershould have an ‘A’ frame with a smallworking platform at the top which can beused to hold tools and materials. Theplatform should never be used to stand on.There must be a mechanism to prevent thelegs from spreading out and a safety catchto prevent the joint opening. They must beplaced on firm, level ground. The height ofthe steps should not exceed three times thewidth of the base.

Routine checks

Before use, the ladder should be checkedto ensure that the general condition issound and that it is clean and dry, freefrom wet paint, oil, mud or other slipperysubstances. In addition checks should bemade to ensure that there are:

n no cracksn no rungs missing, bent or loosen no stiles (outside uprights) damaged

or bentn no warping or splitting of wooden laddersn no corrosion of metal ladders

n no sharp edges (metal) or splinters (wood)n foot pads, caps and other rubber fittings

are in place and sound.

Safe positioning

The ladder should be placed on a firm, level,dry surface. Where this is not possible, forexample working on grass, the feet shouldbe tied to stakes in the ground to stopslipping and a large, flat board placedunderneath the feet to prevent them sinkinginto the ground. The ladder should only beset against structures capable of supportingthe load that will be imposed upon them.Ensure the ladder cannot be knocked overby passing traffic. Exclusion zones may benecessary to ensure unauthorised peopledo not pass underneath the ladder.

The ladder should be set at an angle of 75º, that is one unit of measure out fromthe wall, or support for every four units ofmeasure up.

Safe use

When using a ladder the following shouldbe considered:

n keep your body facing the ladder at alltimes, centred between the stiles

n don’t reach too far forwards or sidewaysor stand with one foot on the ladder andone on something else

n do not over stretch. Climb down theladder and move it however time-consuming this might be

n keep both hands free to hold the ladderas much as possible. If you need tocarry tools, use a shoulder bag, beltholster or belt hooks. Use a rung hookfor hanging a paint pot

n hold on to the ladder with one handwhen working

n wear strong, flat shoes or boots with dry soles and a good grip

n do not wear sandals, slip-ons or havebare feet

n do not use a ladder in strong winds or if it is raining


n only use a ladder if you feel completelyconfident

n don’t use a ladder near overhead power lines.

Fixed ladders

The use of fixed ladders as a means ofaccess between floors should only beconsidered where a conventional staircasecannot be accommodated and their use isconsidered safe, based on risk assessment.

Ladders should be maintained in a goodstate of repair and securely fixed in position.Rungs should be firmly secured in ahorizontal position and provide a goodfoothold. They should extend at least 1.1 metres above any floor accessed by the ladder. Where ladders pass throughfloors, the size of the opening should be as small as practical, fenced and a gateprovided where necessary to prevent falls.

Where possible, safety hoops or apermanently fixed fall arrest system shouldbe fitted to the ladder, as determinedappropriate from risk assessment.

Routine maintenance

Ladders should carry an identificationnumber and a maintenance log should bekept. As well as an inspection every timeprior to use, an inspection and maintenanceschedule should be employed to ensureevery ladder is thoroughly inspected on a regular basis, depending on theenvironment where it is used and storedand the frequency of use. If any defects arefound, the ladder should be withdrawn fromuse, suitably labelled and segregated forrepair or safe disposal. Cords, chains andropes should be checked and replaced ifdefective, and pulleys should be lubricatedregularly. Missing or defective pads orsleeves should be replaced.

All ladders should be cleaned regularlybefore being stored. Climbing or grippingsurfaces should be free of oil, grease, mud or other slippery substances. Timber laddersmay be coated with a transparent non-conductive finish such as varnish, shellac or a clear preservative but not any opaquecovering such as paint. Aluminiumequipment should be given an adequateprotective coating when it is subject toacids, alkalis or corrosive substances.

Storage

Storage areas should be easily accessible.Ladders should be stored in conditionssimilar to those in which they will be used,protected from direct exposure to theelements and well ventilated. Storage racksshould give protection against damage, withsufficient support to prevent excessivesagging. Materials should not be stored ontop of ladders. Ladders should be chainedand locked to prevent unauthorised use.

The object of the CDM Regulations is to reduce thenumber of injuries in the construction industry byestablishing a culture of loss prevention.


Over 40 people were killed as a result ofconstruction work during 2013/4. Theobject of the CDM Regulations is toestablish a culture of loss prevention in theconstruction industry.

The regulations came into effect from April2015 and place legal responsibilities onanyone having construction work completedon non-domestic premises, referred to asthe ‘client’. Compliance with the regulationswill help ensure the construction work iswell organised and managed safely.

The guidance on the legal requirements inThe Construction (Design andManagement) Regulations 2015summarises the role of the client as follows:

n Make suitable arrangements formanaging a project. This includesmaking sure: - other dutyholders are appointed; - sufficient time and resources are

allocated; n Making sure

- relevant information is prepared andprovided to other dutyholders;

- the principal designer and principalcontractor carry out their duties;

- welfare facilities are provided.

A project is notifiable to the HSE if theconstruction phase will be longer than 30 days or 500 person days of constructionwork, and have more than 20 workers onsite simultaneously at any point in theproject.

Clients must appoint principal designersand principal contractors as soon aspracticable and before the start of theconstruction phase, so they have enough

time to carry out their duties to plan andmanage the pre-construction andconstruction phases respectively.

The Principal Designer

These are designers appointed by the clientin projects involving more than onecontractor. They can be an organisation oran individual with sufficient knowledge,experience and ability to carry out the role.Their duties are to:

n Plan, manage, monitor and coordinatehealth and safety in the pre-constructionphase of a project. This includes: - identifying, eliminating or controlling

foreseeable risks; - ensuring designers carry out their

duties; - regularly update, review and revise the

health and safety file for the project;n Prepare and provide relevant information

to other dutyholders; n Liaise with the principal contractor to

help in the planning, management,monitoring and coordination of theconstruction phase.

Principal contractors

These are contractors appointed by the clientto coordinate the construction phase of aproject where it involves more than onecontractor. Their duties are to:

n Plan, manage, monitor and coordinate theconstruction phase of a project. Thisincludes: - liaising with the client and principal

designer; - preparing the construction phase plan; - organising cooperation between

contractors and coordinating their work.

Interpretation of the Construction (Design & Management) Regulations 2015 These regulations commonly known as the CDM Regulations are intended to

protect the health and safety of people working in construction and others who may

be affected by their activities. This section is intended to provide a brief synopsis.

The CDM Regulations applyto ‘construction work’. Thisincludes restoration work toyour church.


n Ensuring that: - suitable site inductions are provided; - reasonable steps are taken to prevent

unauthorised access; - workers are consulted and engaged in

securing their health and safety; and - welfare facilities are provided.

Contractors

Contractors are those who do the actualconstruction work and can be either anindividual or a company. Their duties are to:

n Plan, manage and monitor constructionwork under their control so that it iscarried out without risks to health andsafety;

n For projects involving more than onecontractor, coordinate their activities withothers in the project team – in particular,comply with directions given to them bythe principal designer or principalcontractor;

n For single-contractor projects, prepare aconstruction phase plan.

Paperwork

The regulations require the following two documents:

n health and safety file – this containsinformation regarding the health andsafety issues of all aspects of the designand is in effect a manual for thecompleted project to help you managehealth and safety matters arising fromfuture maintenance, repair and demolitionwork to the building. The file is preparedby the Principal Designer and given toyou at the end of the project

n the Construction Phase Plan – this relatesto health and safety issues duringconstruction and execution of the project.It is developed by the principal contractor.


Plans/specifications should be drawnup of the works to be carried out inconjunction with the Architect. Thespecification should make referenceto site/building security, eg ladders tobe removed, boarding for scaffoldingwhen necessary.

A Faculty for the work should beapplied for.

Details of the work should be sent to Ecclesiastical for confirmation ofinsurance for Faculty application.

Questionnaires issued by Ecclesiasticalneed to be completed and returned so advice can be given regardingcover required under the terms of the contract. In some cases a higherpolicy excess may be necessary whilstthe works are in operation.

A Hot work permit will be sent withthe questionnaires. Where hot work isbeing carried out during a contract, it isimperative that the procedures outlinedin the permit be implemented and thepermit completed. This documentshould be passed to the Architect.

If additional cover is requiredEcclesiastical will advise of terms and premium involved, and issue the appropriate cover note.

The works are normally carried outover a fixed period of time. If thisperiod is likely to be exceeded thenEcclesiastical must be informed soextensions of cover can be arranged.

Depending on the nature and extentof work, consideration should begiven to requesting a resurvey byEcclesiastical once the works havebeen completed so that a revisedscheme of insurance can beprepared, taking into account thealterations that have been made.

The PCC should ensure that theycomply with the provisions of theConstruction (Design & Management)Regulations 2015.

It is strongly recommended that onlycontractors who agree to follow theLead Sheet Association standardsand who are experienced in workingwith lead, be asked to undertake any work involving the repair orinstallation of lead.

Lead Sheet AssociationTel 01622 872432Websitewww.leadsheetassociation.org.uk

Lead Contractors AssociationTel 01342 317888Website www.lca.gb.com

Electrical supply installations, bothtemporary and permanent, should be installed in accordance with the ‘Regulations for ElectricalInstallations’ issued by the Institutionof Engineering and Technology (IET), Current Edition, plus any formalamendments, under British StandardBS 7671.

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Building works/repairsThe following points should be considered by the Parochial Church Council when

setting out on a programme of works:

Details of the work should besent to Ecclesiastical forconfirmation of insurance forFaculty application.


All gas supplies should be installed by a Gas Safe Registered gas fitter.Gas supplies to appliances should be by fixed piping or armouredflexible tubing. Gas cylinders shouldbe located outside buildings, secured and protected fromunauthorised interference.

You must ensure that contractorshave adequate Public Liability andEmployers’ Liability insurance andthat their policy covers your interest if claims are made against the PCC.Public Liability insurance should befor at least £5,000,000. You shouldobtain a copy of the policy scheduleor have written confirmation fromtheir insurers or their intermediary,setting out the period of insurance,indemnity limit and principle clauses.

Whilst you may not be directlyresponsible for health and safetyarising from the activities ofcontractors you may well be heldliable if things go wrong. As well aschecking the contractors’ insurancesas noted above you should check thatthe following are in place:

n a health and safety plann first aid facilitiesn site signage warning of the various

hazards and precautions necessaryn a proper signing in procedure for

persons going on siten prevention of access for the

general public and children bymeans of adequate hoardings,fences and locked gates

n that any road closures orrestrictions to pavements havereceived the necessary LocalAuthority approval.

For major works (usually where thecontract value exceeds £1,000,000)Ecclesiastical will require that thecontract is subject to the Joint Codeof Practice on the Fire Prevention onConstruction Sites, jointly publishedby the Construction Federation andThe Fire Protection Association.

Copies are available fromThe Fire Protection AssociationLondon RoadMoreton in MarshGloucestershire GL56 0RH.

or can be downloaded from the FireProtection Association websiteWebsite www.thefpa.co.uk

Note

If you have any doubts regarding worksor alterations to be carried out, pleasecontact Ecclesiastical who will be happy to give advice.

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The Control of Asbestos Regulations 2012 The Control of Asbestos Regulations 2012 came into force on 6 April 2012,

covering the control of asbestos at work and asbestos licensing.

Under Regulation 4, if you are responsiblefor managing the maintenance and repair of a building you have a ‘duty to manage’any asbestos in the building.

Regulation 4 applies to all non-domesticpremises including places of worship.

Persons at greatest risk are those who have been involved in the building trade,particularly those whose work involvesdrilling, sawing or cutting into the fabric of premises, such as plumbers, electricians,carpenters, shopfitters and anyoneundertaking routine maintenance work.

There are three main types of asbestos stillfound in premises. These are commonlycalled ‘blue asbestos’ (crocidolite), ‘brownasbestos’ (amosite) and ‘white asbestos’(chrysotile). All of these are hazardous,although blue and brown asbestos are morehazardous than white. It is impossible toidentify the different types accurately bysight. More often than not, the material willhave been painted or mixed with anothercomponent. To identify accurately the typeof asbestos, it is necessary to carry outlaboratory analysis on a sample.

Asbestos and asbestos-based products have been used as fire breaks in ceilingvoids, fire protection around structuralsteelwork, thermal insulation for pipes andboilers, wall and ceiling panels, partitions,soffit boards, roofing and wall cladding,gutters, rainwater pipes and water tanks,textured coatings and vinyl or thermoplasticfloor tiles.

Duty holders under the regulations must carry out:

n a suitable and sufficient assessment to establish if there is asbestos in thepremises, its quantity and whatcondition it is in

n presume that materials containasbestos, unless there is strongevidence that they do not

n make and keep up to date a record of the location and condition of asbestos-containing materials (ACMs)or presumed ACMs in the premises

n assess the risk of the likelihood ofanyone being exposed to fibres fromthese materials

n prepare a plan that sets out in detail howto manage the risk from this material

n the measures to be specified in the planfor managing the risk must includemonitoring the condition of any asbestosand ensuring that any asbestos isproperly maintained or, where necessary,safely removed

n take the necessary steps to put the planinto action

n review and monitor the plan and thearrangements made to put it in place

n provide information on the location andcondition of the material to anyone whois liable to work on or disturb it, andmake it available to the emergencyservices.

Persons at greatest risk arethose in the building trade,particularly those whose work involves drilling,sawing or cutting.


There are three main types of asbestos still found onpremises. These are ‘blue’, ‘brown’ and ‘white’ asbestos,the latter being the least hazardous.


The duty holder may appoint a competentperson to carry out all or part of the work to meet the requirements of Regulation 4,but final responsibility for complying withthe duty remains with the duty holder.

The duty holder must establish whether or not asbestos is present in the building,and this can be achieved by the following methods:

n looking at building plans and any otherrelevant information, such as builders’invoices, which may indicate if and whereasbestos was used in the construction orrefurbishment of the premises

n carrying out a thorough inspection of thepremises, both inside and out, to identifymaterials that are, or may be, asbestos

n consulting with architects, employees orsafety representatives who may be ableto provide more information.

If there are any doubts about any of thematerials in the premises then thepresumption must be made that it contains asbestos.

The only materials where it is safe topresume that they do not contain asbestosare glass, timber, metal and stone.

Asbestos surveys can be undertaken at twodifferent levels, referred to as managementsurveys, and refurbishment and demolitionsurveys.

Management surveys

Undertaken to manage the risk from ACMsduring the normal occupation and use of abuilding. This type of survey may involvesome minor intrusive work for sampling andanalysis purposes but can also involvepresuming the presence or absence ofACMs. The survey should also include anassessment of the condition of any ACMsor presumed ACMs to help prioritise thesubsequent asbestos management plan.

Refurbishment and Demolition surveys

Undertaken when a building, or part of abuilding, is going to be refurbished ordemolished. This type of survey should becompleted prior to any work beingundertaken which disturbs the fabric of thebuilding if a previous ‘management survey’of the area was not intrusive. This type ofsurvey is fully intrusive and may involvedestructive inspection to gain access to allareas of a building. This type of survey mustbe completed before any refurbishment ordemolition work is undertaken to locate anddescribe ACMs in areas where this type ofwork is being undertaken. This type ofsurvey should only be undertaken inunoccupied areas of a building to minimisethe risks to others.

It is possible to commission a combination ofsurvey types for different areas of a building.

Regulation 5 requires duty holders toidentify, by analysis or otherwise, the type of asbestos involved in any work whichexposes or is liable to expose individuals to asbestos.

A competent person must be employed toundertake a survey of the premises toidentify ACMs. The survey should be carriedout in accordance with the HSE Guidance‘Asbestos: The survey guide’.

HSE recommends the use of organisationsaccredited by UKAS to ISO/IEC 17020 tocarry out asbestos surveys. Duty holdersare responsible for ensuring they employcompetent surveyors.

Currently there is no single accreditationscheme for independent surveyors but theymust be required to demonstrate that theyhold ‘personnel’ certification from a UKASapproved Certification Body to ISO/IEC17024 standard or that they have achievedthe required level of competence throughan alternative approved route.


Only contractors who are approved andlicensed by the Health and SafetyExecutive are allowed to remove and, inmost cases work on, asbestos. Some tasks,by non-licensed contractors, are permittedbut from April 2012 some of this workbecame notifiable to HSE (notifiable non-licensed work – NNLW). Records of thework must also be kept and from April2015, medical examinations of peopledoing the work will be required.

Only people who have received adequatetraining are permitted to carry out workinvolving asbestos.

The duty holder should ensure that theperson undertaking the survey has theappropriate liability insurance by obtaining a sight of the policy or other evidence.

UKAS operate accreditation schemes forlaboratories and surveyors undertakingasbestos survey and testing. Details areavailable from UKAS on their websitewww.ukas.com

A former scheme ABICS (AsbestosBuilders Inspection Certification Scheme),was discontinued in October 2010 and isno longer available.

If it is decided to leave ACMs that are ingood condition in place, a note needs to bemade of where they are located on anasbestos register.

ACMs can be labelled with asbestoswarning signs, although this is notmandatory. If asbestos is not labelled, theduty holder must ensure that those whomight work on the material know about itslocation. A Permit to Work system willensure that anyone working on the premisesis alerted to the presence of asbestos.

Where it is not possible to safely manageasbestos left in place it must be removed bya contractor licensed by the HSE.


From a health and safety perspective it is extremely hazardous for bells to be left‘up’ particularly if fire fighters or othersneed to enter the tower or if unauthorisedpersons, including children, interfere withthe ropes. Where local circumstancesrequire bells to be left in the ‘up’ positionthese notes are to provide guidance tobellringers in implementing safe practices.The notes indicate a general safe case thatshould be interpreted to meet each uniquelocal situation.

General

Bells should be left in the ‘down’ positionwhen not in use during the working weekbetween 7am Monday and 6pm Friday withPublic Holidays excepted.

Outside this period, if bells are left in the‘up’ position then the ropes must be hoistedtowards the ceiling on a ‘spider’ and lockedin position. Notices warning that the bellsare ‘up’ and that the ropes must not betouched should be displayed in the ringingchamber. The access door to the bellchamber must be kept locked, a dangernotice exhibited and a single key kept inthe control of the Ringing Master or deputy.If access is required to the bell chamberduring the weekend, whilst the bells are ‘up’,then this must be under the control of theRinging Master or deputy.

Adult ringers

The resident Ringing Master, or otherperson responsible for tower safety, musttake reasonable steps to ensure that theyare satisfied that all adult ringers (thoseaged 18 years and over) including visitingringers are competent, in good health, andof suitable height and build. ‘Competent’means that ringers have sufficientexperience in the opinion of the RingingMaster, or be in the process of beingtrained in bell ringing. The Ringing Mastermust warn visiting ringers of the particularcircumstances attached to the tower.

Junior ringers

Junior ringers must be at least eight yearsold. Written consent must be obtained froma parent or guardian for each child to ringor to be taught to ring. Children must be ingood health, and of suitable height, buildand temperament. Children must besuitably experienced or be in the processof being taught to ring. It should be at thediscretion of the Ringing Master as towhether or not a child is suitable. At leastone responsible adult other than theRinging Master (eg the parent of one ofthe children present, or an experiencedadult ringer) must be present whenchildren are in the bell tower. A recordshould be maintained of each juniorringer’s instruction and training, and theirlevel of competence.

Conditions of use applying to change –ringing bells As a general rule, bells should always be left in the ‘down’ position other than for

ringing. This is accepted good practice and provides new ringers with practice in

‘ringing up’ and ‘ringing down’. It also reduces corrosion to the clapper bolt caused

by moisture collecting in the bells.

As a general rule, bells shouldalways be left in the ‘down’position other than for ringing.


Special conditions concerning heavy

rings of bells

Rings of bells where the tenor weighs 20cwtor more may additionally be left in the ‘up’position during the working week, providingthat the following conditions are met.

The bell-frame must be secured against anyperson being able to come into contact withthe bells without the authority of theRinging Master. This may be done bycaging in the bell-frame, fencing anywalkway or securing any door adjacent tothe bell-frame with materials sufficientlyrobust to prevent access.

A single controlled door in the cage orscreen shall be provided with a single key,which shall remain in the control of theRinging Master or deputy whilst the bellsare up. Where no access route to anotherpart of the building passes through the bellchamber, the access door to the bellchamber itself may be considered thecontrolled door.

Turning the clappers of bells up ‘wrong’

Where it is necessary to turn the clapper ofa bell to the ‘right’ side after ringing bells‘up’ then the following must be observed:

(a) the procedure for turning the clappermust be specified in detail andapproved by Ecclesiastical. A copy shall be displayed prominently in theringing chamber

(b) only the Ringing Master or other trained deputy shall be allowed to carry out the procedure.

Bell maintenance

All maintenance should be undertaken withthe bells ‘down’ either by, or under thedirection of the Steeple Keeper. A secondperson should be present with the SteepleKeeper during maintenance operations toassist and take action in the event of anemergency. Lone working should beavoided. However, where this is notpossible, a Steeple Keeper working aloneamongst the bells must take steps toadvise another responsible person of their

proposed activity and timescale. They mustundertake to advise the responsible personat a prescribed time of the completion ofthe task. Failing receipt of such advice, theresponsible person must take immediatesteps to ascertain the safety of the SteepleKeeper. Unauthorised access to the ringingchamber must be prohibited whilst work is being undertaken on the bells and/orbell frame.

Definitions

n Ringing MasterOtherwise Tower Captains orConductor, being the person withdelegated powers from the Incumbent,PCC or alternative authority, withresponsibility for the ringing of the bellsand safety within the tower.

n Steeple KeeperThe person with delegated responsibilityfor the general maintenance of the bells.

n Spider Rope and pulley system with hook uponwhich the ropes can be hung and drawnup towards the ceiling.

n Ringing roomRoom or area from which the bells are rung.

n Bell chamberThe area of the tower in which the bell-frame is located.

n ‘Up’ positionThe bell mouth upwards and the bell at rest supported by the stay and slider mechanism in readiness for ‘full circle’ ringing.

n ‘Down’ positionThe bell mouth downwards and at rest.

n ‘Wrong’ positionHaving rung the bell ‘up’ the clapper isresting against the higher side of thebell mouth (the ‘wrong’ side) and beforeringing can commence the clapper hasto be moved over to the lower side.

Sale of second-hand goods Each year many dangerous items (particularly electrical items) are ‘generously

donated’ to organisations with the end-users often being the most vulnerable

members of society.

Ensure that any upholsteredfurniture offered for salecomplies with the regulationson fire safety.

Whilst these items are given with the bestof intentions, the end result could be injuryor possibly death. These guidance notes aredesigned to help you avoid accepting themost hazardous items and to ensure thesafety of those who purchase from you.

Sale or supply as a main business

If you sell or supply second-hand goods youshould follow the guidelines noted below.

Furniture and soft furnishings

The Furniture and Furnishings (Fire) (Safety)Regulations 1988 (as amended) govern thesale and supply of new and second-handfurniture and furnishings. The law applies toretailers, second-hand shops and charityshops as well as auctioneers.

The regulations apply to upholstereddomestic furniture, including settees, chairs,bed bases, mattresses, headboards, stools,dining chairs, sofa beds and gardenfurniture suitable for indoor use. Nurseryitems such as prams, pushchairs, playpens,cots and carrycots are also included.Cushions and pillows are controlled as wellas loose covers for upholstered furniture.

Any furniture manufactured and sold since1990 should comply with the regulations.Any upholstered furniture made before1950 is totally exempt, even if it has beenre-upholstered. You should be able to tellthat furniture complies with the Regulationsas a ‘permanent’ label should be attached tothe item. This is normally headed

‘CARELESSNESS CAUSES FIRE’ and thenstates that the item complies with theFurniture and Furnishings (Fire) (Safety)Regulations 1988. It also explains in detailthat the various components comply withthe relevant ignitability tests.

Beds and mattresses do not have to havethe permanent label, but usually havesome indications that the regulations havebeen met, such as a blue BS 7177 labelclaiming compliance and showing the date of manufacture.

As a guide, furniture and furnishingsmanufactured between 1950 and 1990should not be accepted for sale.

Electrical appliances

Heating appliances and electric blanketsshould never be accepted. There is asubstantial risk of these items being faulty and possible serious injuries or death resulting.

Other electrical items may be accepted forsale provided that you have them inspectedand tested by a competent person, such asa suitably qualified and experiencedelectrician, preferably a member of theNational Inspection Council for ElectricalInstallation Contracting (NICEIC), theElectrical Contractors’ Association (ECA) orthe National Association of ProfessionalInspectors and Testers (NAPIT), before thegoods leave your control. A register shouldbe kept of all items inspected, including


Heating appliances and electric blankets should not beaccepted. There is a substantial risk of these items beingfaulty and possible serious injuries or death resulting.


date of inspection, description and anyserial numbers, and the item should betagged to show that it has been inspected.

Gas appliances

These items may be accepted for saleprovided that you have them inspected andtested by a competent person, such as agas installer registered with the Gas SafeRegister, and a record is kept of all itemsinspected, including date of inspection,description and any serial numbers, and theitem should be tagged to show that it hasbeen inspected.

Toys

New toys must comply with the Toys(Safety) Regulations 2011. Toys that aresecond-hand need not comply with thesame regulations but rather they arecovered by the General Product SafetyRegulations 2005. They do not need to belabelled with the CE mark or the address ofthe manufacturer or distributor, but theymust still be safe. Special warnings andinstructions are required for both second-hand and new toys.

Electrically operated toys (other thanbattery toys), must be inspected prior tosale by a qualified and experienced personin the same way as for other electricalitems and details recorded as noted above.Any other toy must be inspected prior tosale by a suitably trained and experiencedperson to ensure it complies with all therelevant regulations.

Toy Safety Tips

n Young children can choke on smallitems so avoid toys like marbles oranything with small detachable partsfor children under three years old

n Avoid toys with long strings and strapsfor infants

n Check that a child's fingers won't getcaught in any moving parts

Further guidance can be obtained fromyour local Trading Standards Officer.

Children’s clothing

In order to prevent injury and possiblestrangulation in children, the Children’sClothing (Hood Cords) Regulations 1976prohibit the sale or possession of a child’souter garment with a hood, where a hoodcord is fitted. This includes second-handclothing. The regulations apply to raincoats,overcoats, anoraks and other garmentssuitable for outerwear, and includestracksuit tops.

To see if the regulations apply, fasten thegarment and lay it out as flat as possible. If the chest measures less than 44cm(approx 17.5 inches) then the garmentmust not be fitted with a hood cord.

All clothing should be checked to see that itis clean and safe for someone else to wear.

Occasional sales of goods at fêtes

and jumble sales

You should try and follow the guidelinesgiven above as far as possible, but weaccept that it is not practical to arrange a professional inspection of electrical andgas equipment. The best thing is to refuse donations of electrical and heating appliances.

For toys and other items, use commonsense. A responsible person should beappointed to check through the items prior to sale to eliminate any which seem dangerous by virtue of their nature or condition.

Everyone involved with food handling must have receivedtraining in basic food hygiene.


Legislation

Provided certain basic precautions arefollowed there is no reason whatsoever whychurches should not be involved with thepreparation and sale of food.

This may range from the one-off annualevent, such as the church fête, a weeklycoffee morning or lunch, or a full scalecatering operation providing a large numberof meals on a daily basis. Differentconsiderations apply depending on thescale of the operation, and these areoutlined below.

What the law says

The Food Safety Act and General FoodRegulations 2004 make it an offence foranyone to sell or process for sale, foodwhich is:

n harmful to healthn contaminated to such an extent that it

would be unreasonable to expect it tobe eaten

n falsely described, advertised or presentedn not what the customer can reasonably

expect.

Unsafe food must be withdrawn from saleor recalled from consumers if it has alreadybeen sold.

Product specific regulations

There are a large number of specificregulations relating to various foodstuffssuch as dairy products, eggs, poultry and shellfish.

Premises which are only used

occasionally for food preparation

The Food Safety and Hygiene (England)

Regulations 2013 require that premiseswhich are used occasionally for foodpreparation, and moveable or temporarypremises such as marquees, follow the guidance fortemporary premises. The Food StandardsAgency Guidance ‘Food Hygiene –A Guide for Business’ advises that:

n temporary premises must be positioned,designed, constructed, kept clean andmaintained in good repair and conditionto avoid, as far as reasonablypracticable, the risk of contamination,particularly from animals and pests

n appropriate facilities must be provided tomaintain adequate personal hygiene,including hygienic hand washing, toilet,and, where necessary, changing facilities

n food preparation surfaces must be well maintained and easy to clean and disinfect

n adequate facilities must be provided forcleaning and disinfection of workutensils and equipment

n there must be an adequate supply of hot and/or cold water, includingdrinking water

n there must be adequate arrangementsfor the storage and disposal of waste

n there must be adequate arrangementsfor the storage of food at suitabletemperatures and the monitoring ofthose temperatures

n food must be placed in a way thatavoids contamination, so far as isreasonably practicable

n if you wash or clean food there must be adequate facilities to do thishygienically.

Preparation and sale of food and drink onchurch premises Following the introduction of recent legislation, there has been a great deal of

confusion over the position of churches with regard to the provision and sale

of food, particularly where this has been produced by voluntary helpers.

Provided certain basicprecautions are followedthere is no reason whychurches should not beinvolved with the preparationand sale of food.


Premises used for regular

preparation of food

Where premises are used for the regularpreparation of food, Food StandardsAgency guidelines include the followinggeneral requirements:

n you must keep your premises clean andmaintained in good repair and condition

n the layout, design, construction, site andsize of your premises must:- allow adequate maintenance, cleaning

and/or disinfection- avoid or minimise air-borne

contamination- provide enough working space for you

to carry out all tasks hygienically- protect against the build-up of dirt,

contact with toxic materials, sheddingof particles, including protectionagainst contamination and, inparticular, pest control

- provide, where necessary, suitableconditions for handling and storingfood while keeping it at appropriatetemperatures, designed to allow thosetemperatures to be monitored, andwhere necessary, recorded

- cleaning chemicals and disinfectantmust not be stored in areas wherefood is handled

- floors must be maintained in a goodcondition and be easy to clean and,where necessary, disinfect

- walls must be maintained in a soundcondition and be easy to clean and,where necessary, disinfect

- ceilings and overhead fixtures must bewell maintained

- any openings to the outside, includingwindows and doors, must be fitted,where necessary, with insect-proofscreens that can be easily removed for cleaning, or where there is a risk of contamination, kept closed during food preparation

- food preparation and handling surfacesmust be well maintained and easy toclean and disinfect

- adequate facilities must be providedfor cleaning, disinfection and storing of utensils and equipment

- adequate facilities must be provided,where necessary, for washing food

- vehicles and containers used totransport foods must be kept cleanand well maintained

- all items, fittings and equipment thatcome into contact with food must beregularly cleaned to avoid contamination

- food waste must be removed fromrooms where food is present at theearliest opportunity and disposed of inappropriate waste containers. Wastemust be disposed of in a hygienic andenvironmentally friendly manner

- raw materials and ingredients must beappropriately stored to prevent harmfuldeterioration and/or contamination

- food must not be stored attemperatures that may cause a risk tohealth. In most circumstances preparedfoods must be held at either HOT (at orabove 63ºC) or CHILLED (at or below8ºC). It is recommended that fridgesand chilled display equipment are set at 5ºC or below to ensure chilled foodis kept at 8ºC or below.

Personal hygiene

Every person working in a food handlingarea must maintain a high level of personalcleanliness. Suitable clothing must be worn,hair should be covered using a hat orhairnet whilst preparing food, and jewellery(except wedding rings) should not be worn.People suffering from, or suspected ofcarrying a disease transmittable by food, or with open wounds, skin infections, sores,or with diarrhoea must not handle food orenter a food handling area.

The Food Hygiene Regulations 2013

These regulations set out the basic hygienerequirements for catering businesses,including premises and personal hygienerequirements. Under these regulations

Everyone involved in foodhandling must have receivedtraining in basic food hygiene.

Food preparation surfacesmust be well maintained andeasy to clean and disinfect.


catering businesses must have written ‘foodsafety management procedures’ in place tomanage food safety hazards within thebusiness. The procedures should beproportionate to the size of the business andorganisations undertaking very simple foodprocesses may not need to develop safetymanagement procedures, at the discretionof the local authority, but still need to followgood hygiene practice.

These regulations also require cateringbusinesses to be registered, or approved, bytheir local authority. However, the occasionalpreparation of food by individuals or groupsfor gatherings or sale at charitable events,are excluded from the regulations.

Food hygiene training

Staff who handle food must either besupervised and instructed, or trained, in theprinciples of food hygiene to an appropriatelevel for the catering operation underconsideration, to enable them to do so safely.

Food allergies

When someone eats a food they areallergic to, the body suffers a food allergicreaction, when the immune systemmistakenly believes the food consumed is aharmful substance and creates antibodiesto that food. The body is then sensitized tothat particular food and the next time it iseaten this triggers an acute allergic reactioninvolving the release of histamine andchemicals into the body. Physical symptomsof an allergic reaction include swelling ofthe body, including the mouth and throat,leading to respiratory difficulty, vomiting anda change in skin colour.

Approximately 10 people die each yearfrom an allergic reaction to food.

To prevent food allergic reactions amanagement system should be establishedto avoid/minimise the risk of anyonecoming into contact with identified foods towhich they will suffer an allergic reaction,and the emergency arrangements to be

carried out in the event of accidentalexposure to such foods.

If someone with a food allergy asks if a meal contains certain food you shouldcheck the ingredients and let them decide if they can eat it. Never guess!

Churches providing meals to regularcustomers, should complete riskassessments to identify anyone with life-threatening allergies, leading to theintroduction of suitable control measures toeliminate or minimise the risk of an allergicreaction occurring.

People working with individuals identified tobe at risk of suffering food allergic reactionsmust be informed and trained in the controlmeasures that need to be followed and theemergency measures to be implemented inthe event of allergic reactions.

Risk assessment, identified controls andemergency arrangements should extend to include any off-site activities, such as day trips.

Control measures to be considered as partof risk assessment in respect of anyonesuffering with food allergies may include:

Use of identification postersincorporating a photograph of theperson, their name, the foods towhich they are allergic, the possiblesymptoms of an allergic reaction andthe emergency measures to beimplemented if this is suspected, egthe administration of epinephrine(adrenaline) and immediate transferto hospital. If identification posters ofchildren are to be used parentalconsent for the child concernedshould be obtained.

The provision of epinephrine in knownlocations, which are easily accessible.Where epinephrine is to beadministered to children, signedparental consent should be obtained.

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The provision of individual Epi-Pens,or other suitable injection devices for each identified person, labelledwith their personal details and anyexpiry date.

Appropriate first aid training for staff,to include training in theadministration of epinephrine.

The sharing of food, cutlery andcrockery must be prohibited.

Hands should be washed immediatelybefore and after eating food.

A stringent cleaning regime in respectof food surfaces to reduce the risk ofcross contamination.

Measures to avoid cross-contaminationof food during its preparation andhandling.

The clear identification of ingredientsto all foods brought into the premises,undertaken to identify where there isa risk of anyone coming into contactwith allergens.

The prohibition of food being broughtinto the premises by anyone, other thanwhen specifically authorised havingdetermined the food ingredients.

The use of a coloured plate systemwhereby anyone with a particularfood allergy eats off a specifiedcoloured plate, which food handlersare trained must not contain any ofthe food to which they are allergic,and which must be handledseparately to other foods to avoidcross-contamination.

Portable hot water boilers

The use of portable hot water boilers withinkitchens is considered extremely hazardous.We suggest that boilers of this type arelocated in a cradle or strapped to the wallwhenever in use, and that a method tocapture spills is in place.

To significantly reduce the risk of accidentsfrom steam and spilt water that can scaldstaff, volunteers and visitors we stronglyrecommend that a fixed, plumbed-in unit is installed.

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A management system mustbe established to avoid therisk of anyone coming intocontact with foods to whichthey are allergic.

Ensure that all entrances to the church and hall,including paths and car parks, are well lit.


Personal safetyIt is a sad fact of modern life that even when in church, we cannot be sure that we

are entirely safe. The purpose of this section is not to alarm but to give some simple

advice as to what can be done to minimise the risks to your own safety and that of

others in the church environment.

Practices that have been followed for manyyears without incident may no longer besafe and the fact that nothing has gonewrong in the past is no reason to becomplacent. Now is the time to examine theway you do things and make any changesthat are necessary.

You can do this by carrying out simple riskassessments. First of all, you need toidentify what are the hazards.

These are situations where there is thepotential for someone to be harmed. Then you must establish what is the risk.This is the actual likelihood of someonebeing harmed, taking into account themeasures you have in place to limit theconsequences. These measures are calledcontrols. Examples of control measures arethe carrying of a personal attack alarm orensuring that there are always two peopleon duty in the church at any one time.

You may find that you have no controls inplace at all or that they are insufficient toprevent someone from being at risk. If thisis the case, you must decide what additionalcontrol measures are necessary to reducethe risk and ensure they are implemented.

The best way of going about this is torecord your findings. This means listing the hazards you have identified, noting the risks and any existing controls andthen noting what additional controls are necessary to ensure personal safety.Finally, you should record how these new measures are to be implemented.

Where risks to personal safetymight arise

People in church

People in the church hall

People at home

People walking or travelling between any of the above

People in church

The greatest risk arises when people are on their own. This risk is increased whenpeople are carrying cash or there is cash or other valuables on the premises. You will therefore need to look at thefollowing situations:

(i) Are there any occasions when peopleare in the church on their own? For example, you may have a ‘churchsitter’ rota but it works on the basis ofonly one person being there at a time.Additional controls that could beconsidered are always having twopeople on duty at any one time orproviding some form of communication.This could be a mobile telephone, two-way radio or personal attack alarmconnected to an alarm system. You willneed to consider, however, who isavailable to respond to an alarm call.

1 The greatest risk to personalsafety arises when peopleare on their own.


(ii) When is cash collected? Collections fromSunday services may be held in a safeand then taken to the bank during theweek. How many people are presentwhen the safe is opened and what arethe arrangements for taking the cash tothe bank? If more than one person isinvolved with cash transits, one personcan act as driver so that it is possible tostop directly outside the bank while theother goes inside. One person can act asa ‘lookout’ to ensure the route is safe. It is important that times and routes forthe transfer of cash are varied. Assaultson persons carrying cash often occurbecause a pattern can be established as to when it is going to happen.Ecclesiastical may stipulate the numbers of persons who are required to accompany cash transits above certain amounts.

(iii) Are there any cash collection pointswhere people are vulnerable? You willneed to consider areas such as shops,bookstalls, refectories, crypts, treasuries,etc., where someone is positioned tocollect entrance money or takings fromsales. How remote are these areas from the rest of the building where thereare likely to be other people around? Do they have any form ofcommunication or personal attackalarm? How well lit are these areas?One possible control measure is to selltickets from a secure central point sothat persons at remote locations are notconcerned with collecting cash. Areaswhich are in darkness or are poorly lit

provide a much greater opportunity forattacks than those which are well lit andare therefore clearly visible by others.

(iv) Are there any other opportunities forattacks or assaults to take place? You may organise tours to towers orroof spaces. There should always be at least two persons in charge of toursand you should always have somemeans of communication with theground. The rule that you only allowprebooked tours will considerablyreduce the risk of persons demanding to be shown around straightaway.

(v) Are there any other areas where it ispossible for threats to personal safety to occur? Church porches or otherconcealed spaces are often used byyoung people and drug addicts asmeeting places. This can be veryintimidating for anyone coming to openup the church. You should do all you canto avoid the possibility that someone isput at risk. The fitting of locked gates tothe front of open porches and ensuringall areas are well lit can reduce thepractice of people congregating aroundthe church. If you are in an area wherethere is a real possibility of people beingthreatened by challenging behaviourthen obtain specialist help from the localCrime Reduction Officer, who can becontacted via your local Police Station,so that church members have thecorrect training.

Try to ensure that persons at remote locations are notcollecting cash.


People in the church hall

Here again, the greatest risk arises whenpeople are on their own. This is oftendifficult to avoid, particularly if the hall hasto be opened up in the evening for lettingsor church events. Avoid the collection ofcash at events held in the hall and havesome means of communication in the hallsuch as a separate telephone. Ensure thatall entrances to the hall, including paths andcar parks, and particularly around theentrance door and final exit door, are welllit. Car parks should be overlooked ifpossible and be free from excessivevegetation growth where people can beconcealed. Consider carefully the sort ofactivities for which you allow the hall to beused. Private parties and discos can oftenattract the wrong sort of attention. Ensurethat you have adequate supervision andstewarding for all activities.

People at home

The challenges presented to the clergyarising from callers to the vicarage orrectory are already well covered in thepublication ‘Knocking at Heaven’s Door’.However, there may be occasions whenpeople call at the home of any churchmember. It has been quite common in manychurches to have a ‘Key Card’ near theentrance advising where the key may beobtained if the church is locked. Theaddresses given are often remote and thekey-holders often elderly.

We would suggest that if possible thechurch should be left open with thevaluables locked away. However, if youwish to lock the church and make the keyavailable we would suggest that this isfrom a local shop, Post Office or garagewhich may well be protected by closedcircuit television. You must not give detailsof parishioners’ names and addresseswhere keys can be obtained. You cannotbe certain that everyone asking for the

keys is of honest intent and publishingnames and addresses could put people atrisk. To help those who wish to look at thechurch, show times in the church porch oron the notice board when the church willbe open and someone will be present.

People in difficulty or distress rightly look tothe church for help. However, this can oftenbe difficult for lay people to deal withadequately if they have not received thecorrect training. If a set of commonguidelines are established to deal withthese situations and they are known andfollowed by all parishioners, this canconsiderably reduce the possibility ofindividuals being put at risk.

For example, you may decide to have apolicy that you do not give cash to casualcallers but have vouchers available that canbe used in a local shop or café.

Have information sheets available that canbe given to callers detailing local shelters,social services, emergency social workersand other voluntary organisations.

Arrange ‘another appointment’. Decide onfixed times and places where members ofthe clergy or others with specialist skills willbe available to help people in need. Havethese details on a card that can be handedto callers. If possible, keep a log of callerswith brief details of name and reason forthe call.

Parishioners should never allow callersindoors unless they are well known to them,and they should not attempt to becomeinvolved in counselling unless they aretrained to do so. You have no idea of thebackground or psychiatric condition of theperson at your door. If you have a porch,keep the door to the house locked andconduct any discussions in the porch.

Consideration must also be given to layworkers visiting other people’s homes in theparish. If you do not know them well andhave any cause for concern, It may be

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advisable not to visit alone. Always letsomeone know where you are going and at what time you expect to return. Carryinga mobile phone is a sensible precaution.

Travelling between home and church

The same rules apply regarding personalsafety as at other times. When walking, keepto busy, well-lit routes and avoid alleyways,subways and shortcuts through back lanesor wooded areas. Carry a personal attackalarm. When driving, keep car doors lockedand valuables out of sight. However,churches are often located in remote ruralareas or inner city areas. In both cases,ensure that church doorways and paths arewell lit and, if driving, that you park as closeto the church as possible.

If you are travelling alone, tell someone where you are going and what time youexpect to arrive.

Self-defence

Do not play the hero. Do not attempt tohold on to cash if you are threatened. If you are asked to hand over cash thenhand it over. Only sound an alarm if you feel it is safe to do so. If you have not been trained in conciliation techniques, do not get involved in an argument. Avoid confrontation. Do not get involved in a physical situation. Do not try toapprehend anyone even if you have hadtraining in self-defence techniques. If youhave had such training, only use it as a lastresort to defend yourself. Your aim shouldbe to defuse a potentially violent situationand reduce the risk of injury to yourself andother people. As soon as possible, contactthe Police and leave apprehension to them.

Conclusion

The key to personal safety is to avoidsituations where a threat to your safetycould occur. Carry out a risk assessment of your church and church hall and identifythose at risk. Establish procedures andintroduce control methods to reduce thepossibility of risks to personal safety asmuch as possible. The key elements are:

n ensure people are not left on their own, particularly when handling cash

n ensure there is a method of raising thealarm in the event of an emergency

n ensure all areas of the building, bothinside and outside, are well lit and that there are no places where peoplecan loiter

n have set procedures and informationavailable for dealing with people looking for help.

A Personal safety risk pro-forma is attached.

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By-products of combustion emitted into theenvironment from vehicles, business anddwellings are now causing concerns overissues such as ozone depletion and globalwarming, and millions of tonnes of wasteare being deposited in landfill sites at anever-increasing rate.

In order to address these concerns the UK has developed its own environmentalstrategy. The principle legislation enforcingthis strategy is the Environmental ProtectionAct 1990, which sets out a 3 point plan:

n prevent the generation of waste and itsrelease into the environment by optimisingmachinery design and trade processes

n if prevention is not feasible, minimise theamount of waste generated and itsrelease into the environment

n render the waste generated harmless.

A lot of organisations have now developedenvironment management strategies, havingassessed the impact of their business onthe environment. In addition to protectingthe environment, an effective environmentmanagement strategy can also helpimprove an organisation’s operationalefficiency, resulting in savings, and attractnew business opportunities, as well ascompliance with the legislation.

The Environmental Protection Act 1990 isunderpinned by various regulations including:

The Control of Pollution (Oil Storage)

(England) Regulations 2001

The Control of Pollution (Oil Storage)(England) Regulations 2001 only apply toEngland and similar regulations apply inScotland. However, good practice suggests

that everyone should follow theseregulations. Even if they don't apply to you, you still have a duty to avoid causingpollution and could be prosecuted forfailure to do so. The Oil StorageRegulations aim to ensure you store oilsafely and minimise the risk of pollution.

The Control of Pollution (Oil Storage)(England) Regulations apply to all oil storeslocated outside and above ground, except forwaste mineral oil stores.

The Environment Agency advises that 25% of all pollution incidents involve thespillage of oil every year. Most incidentsare caused by oil leakage from tanksduring storage or delivery.

The regulations require owners of oil tanksto provide a secondary containment facility,such as a bund or drip tray, to prevent oilescaping into the water environment.

The regulations apply to virtually allpremises where more than 200 litres of oilare stored above ground at an industrial,commercial or institutional site, or morethan 3,500 litres at a domestic site.

The regulations cover all types of oilincluding petrol, diesel, vegetable, syntheticand mineral oil.

The regulations also apply to drums over200 litres and to mobile bowsers. Bowsersthat are not self-bunded will need to be keptin a bunded area or drip tray when not in use.

For single drums, a drip tray with a capacityof 25% is acceptable.

Double-skinned tanks do not automaticallycomply with the regulations. This is becausethe sight gauge and other pipework are

Environmental protectionNot only is the environment at risk from our actions, but our buildings and businesses

are at ever greater threat from the elements. Whilst we must do all we can to prevent

environmental pollution at a local, national and global level we also need to ensure

that we adapt our buildings and protect them from the impacts of climate change.

The regulations requireowners of oil tanks to providea secondary containmentfacility such as a bund or drip tray.


outside the double skin. If the inner tank,sight gauge and pipework are completelycontained within a totally enclosed unit thenit may comply with the regulations.

The Environment Agency advises that detailsshould be obtained from the manufacturerand referred to them for approval.

The Environment Agency is responsible forenforcing the regulations and will provideadvice and guidance to help withcompliance. Failure to comply could resultin the issue of an improvement notice.Failure to comply with an improvementnotice is a criminal offence, which mayresult in prosecution.

The Waste Electrical and Electronic

Equipment Regulations 2013

In the UK we throw away around 2 milliontonnes of electrical and electronic wasteevery year. These regulations apply to mostelectrical and electronic equipment in use,some of which contain hazardoussubstances, such as lead and mercury. In most circumstances, if you generate,handle or dispose of electrical and/orelectronic waste you should follow theseregulations. The regulations aim to:

n reduce waste generated from electricaland electronic equipment

The standards required by the regulationsare as follows:

n Tanks, drums or other containers mustbe strong enough to hold the oil withoutleaking or bursting

n If possible, the oil container must bepositioned away from any vehicle trafficto avoid damage by collision

n A bund or drip tray must be provided tocatch any oil leaking from the containeror its ancillary pipework and equipment

n The bund must be sufficient to contain110% of the maximum content of theoil container

n Where oil is stored in more than onecontainer, the bund should be capableof storing 110% of the largest tank or25% of the total storage capacity,whichever is the greater

n The bund, base and walls must beimpermeable to water and oil and mustbe checked regularly for leaks

n Any valve, filter, sight gauge, vent pipe or other ancillary equipment must be kept within the bund when not in use

n No drainage valve may be fitted to the bund for the purposes of drainingout rainwater

n Above-ground pipework should beproperly supported

n Underground pipework should beprotected from physical damage andhave adequate leakage protection

n If mechanical joints must be used, they should be readily accessible for inspection


n promote the recycling andenvironmentally safe disposal of wasteelectrical and electronic equipment

n promote the separate collection of wasteelectrical and electronic equipment

n assign responsibilities to the producersof electrical and electronic equipment inrespect of its environmental impact.

The Hazardous Waste (England and

Wales) Regulations 2005 and The Lists

of Wastes (England) Regulations 2005

These regulations define hazardous waste,but essentially it can be regarded as anywaste that may be harmful to human healthor the environment, e.g. asbestos, healthcarewaste, chemical wastes and solvents.

Organisations producing hazardous wastewill usually need to notify their premises tothe Regulator, the Environment Agency forEngland and Wales, so that they canperiodically inspect the premises to ensurehazardous waste is being properly handled.However, there are some exceptions andpremises that produce less than 500kg ofhazardous waste per annum will not needto notify the Regulator.

The Environment Agency can be notified inwriting, by phone, e-mail or online. Furtherinformation can be obtained from theirwebsite www.environment-agency.gov.uk. A fee is payable for notification.

Under the regulations consignment notices must usually be completed prior to the disposal of hazardous waste from a premises. In addition waste carriers used to transport hazardous waste shouldbe registered with the Environment Agencyand hazardous waste should only be sent to ‘permit’ waste management facilities.

Records on the movement of hazardouswaste must be retained for at least 3 yearsfrom the date on which the waste wastransferred to another person or disposedof within the premises. Records must besecurely stored and readily retrievable at alltimes. If you cease to occupy the premiseswithin the three-year period the

Environment Agency must be informed,who will agree a new location for keepingthe records.

Separate legislation governs the control ofwaste in Northern Ireland, the HazardousWaste Regulations (N.I.) 2005; however,this broadly mirrors the legislation applyingin England and Wales. In Scotland, wastethat may be harmful to human health or theenvironment is known as ‘special waste’ and is regulated by the Special WasteAmendment (Scotland) Regulations 2004.However, as with Northern Ireland, theseregulations broadly mirror the regulationsapplying to England and Wales since theyhave been used to implement the sameEuropean Hazardous Waste Directive.

Climate change

It is now generally accepted that we areexperiencing a period of climate change andwe do not have to look far to find examplesof record weather events, both in the UKand abroad. As insurers we see the effectsof climate change at first hand and themisery and devastation it causes to bothindividuals and businesses. As well as thedamage to buildings themselves we see thedisruption to businesses which may havetaken years to establish.

Within the last few years we haveexperienced flash flooding across Yorkshireand the north east and parts of the SomersetLevels were submerged for prolongedperiods. Localised summer 'torrential' rainfallevents across the country, often in the orderof 100mm of rain in one hour are now acommon event. This causes water run-offproblems, with water running throughbuildings regardless of the presence ofwatercourses. Drains are often unable tocope, with consequent backing up andoverflow of toilets and sewers. Severe wind-storms are also occurring with greaterfrequency. Similar events will continue tohappen in the future and almost certainlywith increasing regularity.

In the event of suffering a water damageloss, you should contact our Claims


Department as soon as possible since thiscan minimise disruption and help toreduce the costs of the claim.

We are unable to change the nature andlocation of these events but individualsand organisations can take basicprecautions by managing their trees toreduce potential damage to buildings andmaking sure that roofs, gutters and drainsare properly maintained.

The importance of maintaining naturalventilation within a building should not be underestimated. Research has shownthat natural ventilation has a considerable effect in reducing moisture content within a building thus reducing the effect ofmoisture ingress. A properly maintainedwall, paying particular attention to themaintenance of mortar joints and leadflashings, should perform well in keeping moisture out even with a high level of rainfall.

Adequate internal ventilation should beensured, gutters and downpipes should beof sufficient size and surrounding drainiageworks should be such that water can be removed without walls becoming totally saturated.

Provided walls are well constructed andmaintained they should keep moisture outof a building under the conditions predictedfor the future. It is not so much thematerials themselves we need to concernourselves with, but rather the mechanismsin place for the removal and dispersal ofwater following bursts of torrential rain.

It is not just attention to the buildingsthemselves which is of concern but theneed to have contingency plans already in place to deal with a disaster when ithappens. Those with responsibility formanaging buildings should have worked outin advance by preparing a disaster recoveryplan how to deal with a severe weatherevent causing flood, storm or other damageso that the effects of this on the structurecan be minimised and the work that goeson in the building can continue.

Remember that seriousinterruption to churchactivities can be caused by disasters other than fire,such as storm damage,floods or terrorism.


One monitoring tool is the assessment of accidents and dangerous occurrencesrecorded over a period of time. To be ableto carry out this assessment, all accidentsand potentially dangerous occurrencesneed to be properly investigated andrecorded. Armed with this information, thechurch authorities are in a position to take corrective action where necessary. The recording of all accidents is alsoessential in the event of civil litigation.

Legislation

There is also a statutory requirement toreport certain types of accident, dangerousoccurrences and disease to the enforcingauthorities as required by the Reporting ofInjuries, Diseases and DangerousOccurrences Regulations 2013 (RIDDOR).

Investigation

The investigation of accidents anddangerous occurrences should be carriedout as soon as possible after the event.Staff must be trained to react accordingly.The longer the passage of time after theevent, the more information is lost andwitnesses' memories are less accurate.

In addition to the completion of thestatutory accident book the followingshould also be investigated and recorded:

n activity being performedn contributory factorsn injured person’s work experiencen witness names and detailsn witness statementsn preventative measures taken.

The status of the person involved in theaccident is important and must be clearlystated on the investigation report form.

The principal categories are as follows:(a) employees(b) volunteers(c) visitors(d) general public(e) contractors/other organisation's

employees(f) young persons (under 18).

Witnesses

It is essential that names and addresses andany other relevant details of any witnessesare recorded and statements obtained assoon as possible after the event. Statementsmust be confined to facts only and noassumptions must be made.

Care must be taken that witnesses selecteddid actually witness the event. People maycome forward to volunteer themselves aswitnesses but who did not actually see theevent, only the aftermath, and who havegiven evidence based on assumptions.

Reporting

As required by the Reporting of Injuries,Diseases and Dangerous OccurrencesRegulations, serious injuries as defined bythe regulations and injuries which involvethe injured person in absence from work formore than seven days must be reported tothe enforcing authorities. So must diseasesand certain dangerous occurrences asdefined by the regulations. Work relateddeaths must also be reported.

Reporting and recording accidents and first aidNo matter what type of premises you have, and irrespective of the nature of your

activities, first aid facilities should be provided for employees, volunteers and visitors

in the event of illness or injury whilst on your premises. Some of these incidents will

need to be reported.

It is essential that statementsare obtained as soon aspossible after the event.


There are three requirements for reporting, as follows:

Serious injuries or dangerousoccurrences (as defined by theregulations) must be reportedimmediately. This must be followed by a report in writing within ten dayson official form F2508

Accidents involving the injured person losing more than sevenconsecutive days’ work (excludingthe day of the accident but includingany days which would not have beenworking days) but which do not fallinto the above category, must bereported in writing within fifteendays on form F2508

Reportable diseases, as defined by theregulations, must be reported in writingto the enforcing authority on formF2508A. This will be required only if the employer receives a writtendiagnosis of the disease made by a doctor and the person concerned is involved with a work activity asspecified in the regulations. Reportablediseases include certain poisonings,infections such as legionellosis andhepatitis, and other conditions such as certain musculo-skeletal disorders.

Accident reportingGo to www.hse.gov.uk/riddor and completethe appropriate online report form. The formwill then be submitted directly to theRIDDOR database. You will receive a copyfor your records.

All incidents can be reported online but atelephone service remains for reporting fataland major injuries only. Call the IncidentContact Centre on 0345 300 9923(opening hours Monday to Friday 8.30 amto 5 pm).

RecordingFull details of all accidents, diseases anddangerous occurrences should be recordedusing the Data Protection compliant HSEAccident Book. This is necessary for

monitoring purposes and is also arequirement of RIDDOR, as well as theSocial Security (Claims and Payments)Regulations 1979 and Social SecurityAdministration Act 1992.

An Accident and witness report pro-formais attached. This is not a substitute for thestatutory accident book and should be used in addition.

First aidThe type of facilities required depends on a variety of factors. Issues to consider are:

n nature of activities undertaken (high or low risk)

n number of people involvedn distribution of those peoplen location of nearest doctor and

ambulance stationn accessibility in the event of an emergency.

First aid arrangementsThe minimum first aid provision in anypremises is:

- a suitably stocked first aid box; and - an appointed person to take charge of

first aid.

All staff and volunteers should be aware ofthe arrangements for administering first aidand the location of any first aid kits and room.This is particularly important if your activitiesare potentially hazardous or are carried outaway from your normal premises.

First aid kitsFirst aid kits should be identified by a whitecross on a green background. They shouldcontain sufficient quantities of the requiredmaterials and be replenished as soon aspossible after use. The items should includeonly those which the nominated first aiderhas been trained to use and must beappropriate for the circumstances of use.

There is no mandatory list of items thatshould be included in a first aid container.The Health and Safety Executive (HSE) inthe Approved Code of Practice to TheHealth and Safety (First Aid) Regulations1981 say that as a guide, where no specialrisk arises in the workplace, a minimum

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stock of first aid items would normally be:

n A leaflet giving general advice on first aid (eg HSE leaflet Basic Advice onFirst Aid at work)

n 20 individually wrapped sterile dressings(assorted sizes), appropriate to the type ofwork (dressings may be of a detectabletype for food handlers)

n 2 sterile eye pads

n 6 safety pins

n 6 medium-sized individually wrappedsterile, unmedicated wound dressings –approximately 12cmx12cm

n 2 large sterile individually wrappedunmedicated wound dressings –approximately 18cmx18cm

n 1 pair of disposable gloves

n Individually wrapped wipes

The Code of Practice says that tablets and medications should not be kept.

First aid kits should be stored in an areawhere conditions will not readily contributeto their deterioration and be checked on a regular basis.

First aid training

All first aiders should be trained andcertificates of competence obtained.Certificates are valid for three years.Training should include specialised training on hazards specific to the activities undertaken. The HSErecommends that first aiders shouldundergo annual refresher training.

Emergency first aid at work

This one day course is ideal for smallerpremises that present few health and safety risks, where a nominated orappointed person is required to take chargein the event of an illness or accident.

The role of the emergency first aider is tomanage the first aid arrangements,including looking after first aid equipmentand facilities, and calling the emergencyservices when required.

First aid at work (HSE approved course)

This three-day course covers the practicalskills needed by nominated first aiders. Inaddition to the above, the course coversitems such as heart attacks, burns andscalds, fractures, eye injuries and severeallergic reaction.

First aid co-ordination

Where first aiders are not available,appointed persons may be nominated totake charge of the co-ordination of activitiesin the event of an emergency occurring.

Appointed persons are only responsible for summoning trained personnel orprofessional assistance and should notadminister first aid treatment other thanemergency treatment, and then only whenspecifically trained.

Records

Records of first aid treatment should bemaintained and should contain the following information:

n name and address of person treatedn occupationn date of entryn date and time of incidentn place and circumstance of incidentn details of injury and treatment givenn signature and address of person

making entry.


The implementation of a rigorous manualhandling policy will benefit everyone and will lead to a reduction in the number ofdays off by staff and the need to employtemporary workers.

Legislation

The Manual Handling OperationsRegulations 1992 (as amended) wereintroduced in order to reduce the risks frommanual handling. Wherever possible,hazardous manual handling should beeliminated altogether, and where this is notpossible, suitable and sufficientassessments need to be undertaken. Theregulations require employees to make useof appropriate equipment provided for themin accordance with their training and theinstructions their employer has given them.

The regulations do not prohibit all manualhandling and a balance needs to be struck toensure that staff are not required to performtasks that put them at unreasonable risk.

Risk assessment

A risk assessment must be undertaken for each task and this must be available to all staff, including temporary staff. The assessment needs to consider the task,the load, the working environment and theindividual’s capabilities. The controlmeasures detailed under the assessmentsmust show the number of staff andequipment needed.

A Manual handling procedures pro-forma isavailable on request.

The assessment must be regularly reviewed,signed and dated by the reviewer.

Handling equipment

The risk must be reduced wherever possibleby the use of hoists, lifts, trollies and otherdevices for transferring loads. Staff must betrained in the use of equipment. Allequipment must be regularly maintained.Lifts and hoists used for transporting peoplemust be thoroughly examined every sixmonths, and all other pieces of equipmentannually, by a competent person such as aninsurance engineer in accordance with theterms of the Lifting Operations and LiftingEquipment Regulations 1998 (LOLER).

Training

It is of paramount importance that all staffare properly trained in handling techniquesand that comprehensive records of trainingare maintained. Training must be competencybased. This means that the trainee mustdemonstrate to the satisfaction of the trainerthat they have understood the training givenand can actually demonstrate in practice thecorrect technique. The training record mustbe signed and dated by the trainer to theeffect that the trainee has successfullydemonstrated the correct technique, and thetrainee must also sign and date the trainingrecord confirming that they have fullyunderstood the training given. A Trainingrecord pro-forma is available on request.

Manual handling training providers

It is essential that manual handling trainingis provided by a recognised supplier.

Manual handling In 2013/14, musculo-skeletal disorders accounted for more than 40% of all work-

related illnesses. Workplace manual handling operations play a significant

contributory part in the development of such conditions.

Wherever possible hazardousmanual handling should beeliminated altogether.


Most accidents, when investigated, show lackof adequate training to be a contributoryfactor. Lack of, or inadequate training, is oneof the most common allegations made bylitigants in liability claims. Properly trainedstaff can, therefore, not only preventaccidents but also prevent liability claims.

There is a legal duty under the Health andSafety at Work etc. Act 1974 on employersto provide such information, instruction,training and supervision as is necessary toensure, so far as is reasonably practicable,the health and safety at work of employees.

Training aims

To ensure staff are trained to a levelof competency necessary to carry outtheir job as efficiently and safely aspossible. Training should consider theneeds of all staff, up to and includingsenior management

To ensure that staff are trained innew working practices or revisedworking practices as these areintroduced or revised

To ensure that new staff or temporarystaff receive adequate inductiontraining on health and safety issues

To provide refresher training as andwhen necessary, so as to maintain a satisfactory level of competencyand health and safety awareness

No task should be attempted untiladequate training has been given andstaff have demonstrated asatisfactory level of competency.

Assessing training needs

Where skilled staff are taken on, anassessment should still be made of their qualifications to determine whethertheir knowledge and training is up to date or whether specific refresher trainingis necessary.

A risk assessment should also be carried out to identify health and safetytraining needs.

This should specifically include manualhandling, emergency procedures, how tocope with violence, fire and evacuationprocedures, etc. A risk assessment of staffneeds should also be carried out where theyare returning to work after a long absence,or where a change of equipment is made ora new working procedure introduced.

It is a statutory requirement under theManagement of Health and Safety at WorkRegulations 1999 that employers shall, inentrusting tasks to an employee, take intoaccount that employee’s capabilities asregards health and safety, and must ensurethat employees are provided with adequatehealth and safety training.

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Training Training of staff, including volunteers, is essential in any organisation in an attempt to

reduce human errors and failures. It is necessary, not only from the point of view of

improving the quality of work performance, but also to reduce the risk of accidents

and injury to the staff themselves and to others who may be affected by their actions.

Training must be competencybased and written recordsmaintained.


Training format

All training, including induction training,should be given on a formal basis. Trainingschedules should be drawn up, with thetraining progressing through easilyassimilated stages. The trainee should betested at the end of each stage and shouldnot pass on to the next stage until thepreceding one is completed satisfactorily.

A register should be kept for each trainingsession. This should show the printed nameof the delegates, should be signed by thedelegate at the start of the session and anynon-attendees should be noted with anyreasons for non-attendance if given. Wheretrainees have missed the sessioncompletely or arrived more than half anhour late, this should be noted and thedelegate required to attend the nextsession. The register should be attached toa course summary with details of what hasbeen covered and kept as part of thetraining records.

At the conclusion of the course, the trainer should sign and date the trainingprogramme as having been completed to a satisfactory standard. The traineeshould also sign as having received andunderstood the training. A Training recordpro-forma is available on request.

It is recommended that at least one personon the management staff be givenresponsibility for training. This person neednot be the actual trainer, but should beresponsible for assessing training needs,drawing up training programmes, arrangingtraining through outside agencies where

required, monitoring training andmaintaining training records.

Manual handling training

It is of paramount importance that all staffare properly trained in handling techniquesand that comprehensive records of trainingare maintained. Training must becompetency based. This means that thetrainee must demonstrate to thesatisfaction of the trainer that they haveunderstood the training given and canactually demonstrate in practice the correcttechnique. The training record must besigned and dated by the trainer to theeffect that the trainee has successfullydemonstrated the correct technique, andthe trainee must also sign and date thetraining record confirming that they havefully understood the training given.

Training must be delivered by someone whois deemed competent in the subject.

The Manual Handling OperationsRegulations 1992 were introduced in orderto reduce the risks from manual handling.Wherever possible, manual handling shouldbe eliminated altogether, and where this isnot possible, suitable and sufficientassessments need to be undertaken. Theregulations require staff to make use ofappropriate equipment provided for them inaccordance with their training and theinstructions they have been given.

It is important to remember that manualhandling assessments are required formoving people as well as objects. Theassessment must be regularly reviewed.


The Health and Safety Executive www.hse.gov.uk

Royal Society for the Prevention of Accidents RoSPA House, 28 Calthorpe Road, Edgbaston,Birmingham B15 1RPTel 0121 248 2000Email [email protected] www.rospa.com

The Fire Protection Association London Road, Moreton-in-MarshGloucestershire, GL56 0RHTel 01608 812500 Fax 01608 812501Email [email protected] www.thefpa.co.uk

Food Standards Agency Aviation House, 125 KingswayLondon, WC2B 6NHTel 020 7276 8829 www.food.gov.ukemail: [email protected]

Environment AgencyNational Customer Contact CentrePO Box 544, Rotherham, S60 1BYTel 03708 506506email: [email protected]

Communities and Local Government 2 Marsham StreetLondon SW1P 4DFTel 0303 444 0000www.gov.uk/government/organisations/department-for-communities-and-local-government

Sources of information

Personal safety risk assessment form

Details of organisation

1 Name of organisation Assessment undertaken by

2 Address

Postcode

3 Date Review date

4 Area assessed

Use the following table to carry out your own risk assessment.

Under Additional controls you should note the additional measures that are needed to reduce the risk toan acceptable level and record when they have been implemented.

Risk details

Hazards/risks/persons affected

Existing controls Additional controls

Carry out a risk assessment of your premises and identify those at risk. Establish procedures and introduce control measures to reduce the possibility of risks to personal safety as much as possible.

The key elements are:

n Ensure people are not left on their own, particularly when handling cash

n Ensure there is a method of raising the alarm in the event of an emergency

n Ensure all areas of the building, both inside and outside, are well lit and that there are no places where people can loiter.

Have set procedures and information available for dealing with people looking for help.

Example

Unlocking hall for eveningfunctions – caretaker

Caretaker unlocks hall on her own

Additional lighting outside halldoor. Provide caretaker withpersonal attack alarm

Risk details (continued)

Hazards/risks/persons affected

Existing controls Additional controls

THIS FORM MAY BE COPIED

Ecclesiastical Insurance Office plc (EIO) Reg. No. 24869. Registered in England at Beaufort House, Brunswick Road, Gloucester, GL1 1JZ, UK. EIO is authorised by the PrudentialRegulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority.

Beaufort House, Brunswick Road,Gloucester GL1 1JZ

Accident and witness report form This form should be used for the recording of all accidents, injuries and dangerous occurrences whether or not they need to be reported under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013 and should be completed in addition to the Statutory Accident book.

The form should be completed as soon as possible after the occurrence. All details should then be checked by a senior employee. To comply with the Data Protection Act 1998 personal details must be kept confidential.

If there were any witnesses to the accident, they should complete witness statements as soon as possible after the occurrence.


1 Name of organisation

2 Address of organisation

Postcode Telephone

3 Full name of person injured

4 Home address

Postcode Telephone

5 Date of birth

6 Tick appropriate box

Employee Resident Visitor Other (please give details below)

7 Date of occurrence Time of occurrence

8 Place of occurrence

Description of accident

1 Full description of the accident circumstances, including a description of any apparatus or equipment involved

2 Full description of any injuries suffered and treatment given

Employment details

If the injured person was an employee this section is to be completed by the employee’s Manager or Senior employee.

1 State nature of injured person’s employment

2 Was (s)he on or off duty at the time?

3 If on duty did (s)he continue to work or go off duty after the occurrence?

4 If (s)he went off duty at what time and for how long?

5 I/we confirm that as far as I am/we are aware the above details including the description of the accident are true and complete.

Signed (on behalf of the organisation) Print name

Position Date

Any apparatus or equipment involved must be retained for inspection. See overleaf for signed statements.

Statement by witness 1

Signed Print name

Date

Home address

Postcode


Signed Print name

Date

Home address

Postcode


Signed Print name

Date

Home address

Postcode

To comply with the Data Protection Act 1998 (DPA) personal details must be kept confidential.These forms must be stored securely when completed.

Note: this form is not a substitute for the Statutory Accident book record BI 510 and should be completed in addition.




Fire risk assessment form



2 Address

Postcode

3 Date Review date

4 Area assessed

Under Additional controls you should note the additional measures that are needed to reduce the risk to an acceptable level and record when they have been implemented.

Fire risk details

Hazards/risks/persons Note existing situation

1 What are the fire risks?Note details of any flammable liquids, combustiblematerials, ignition sources and persons at risk

2 Can a fire be detected in a reasonabletime and people be warned? Note details of any automatic fire detection systemor other means by which fire can be detected

Additional controls Note here the additional measures that are needed to reduce the risk to an acceptable level and recordwhen they have been implemented

Fire risk details (continued)

Hazards/risks/persons Note existing situation

Additional controls Note here the additional measures that are needed to reduce the risk to an acceptable level and recordwhen they have been implemented

3 Can people in the building get out safely? Note details of fire exit doors, escape routes,emergency lighting and signage

4 Is there adequate firefighting equipment? Note details of existing fire extinguishers, hose reels, etc.

5 Do people know what to do if there is a fire?Note details of any written evacuation procedures

6 Is a regular check made that firefightingequipment is in place, are people trainedin its use, is it regularly maintained?Note details of existing procedures for checkingand maintaining firefighting equipment and training

7 What effect would a fire have on ourneighbours?Note risks of spreading fire and evacuation onneighbouring premises



Risk details

General risk assessment form



2 Address

Postcode

3 Date Review date

4 Area assessed

Under additional controls you should note the additional measures that are needed to reduce the riskto an acceptable level and record when they have been implemented.

Hazards/risks/ Existing controls Likelihood Severity Risk Additionalpersons affected (L) (S) rating controls

(L x S)

Likelihood Severity Risk Rating1 = Low (seldom) 1 = Low (minor cuts and bruises) 1 – 2 = low priority

2 = Medium (frequently) 2 = Medium (serious injury or 3 – 4 = medium priorityincapacitated for 3 days or more)

3 = High (certain or near certain) 3 = High (fatality or a number 6 – 9 = high priorityof persons seriously injured)

Risk details (continued)

Hazards/risks/ Existing controls Likelihood Severity Risk Additionalpersons affected L S rating controls

L x S





Notes

Contact us

For further information contact yourlocal insurance Consultant and Surveyoror call us on0345 777 3322Monday to Friday 8am to 6pm (excluding Bank Holidays). We may monitor or record calls to improve our service.

You can email us [email protected]

Or visit www.ecclesiastical.com/churchmatters

Other useful contacts

Ecclesiastical Financial AdvisoryServices: 0800 107 0190www.ecclesiastical.com/getadvice

Ecclesiastical home insurance:0800 917 3345www.ecclesiastical.com/churchworker


PD2259 5 08/15


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