Rotary International District 1020
You can use this document to compose your Club Health & Safety Policy
Rotary International in Great Britain and Ireland
Rotary Club of
Health & Safety Policy
This Policy is based on the Policy adopted by District 1020 in 2010. It also relates to the RIBI booklet 'Health & Safety Policy for Clubs and Districts'. Copies of this booklet were sent to all Clubs. The booklet provides some very useful information including examples of the management of risk at various types of event.
The main principle of Health & Safety is to ensure that all reasonable steps are taken to prevent harm and this Policy provides the Club with the means to achieve this principle.
This document is mainly concerned with the management of risk in all Rotary activities. It will not prescribe what can or cannot be done; it is the duty of every one of us under Common Law duty of care to do everything possible to ensure that no harm is done to anyone. The document will assist Rotarians in assessing potential hazards, minimising them and recording that process. It will also assist Rotarians in recording any incidents or near misses which do occur and will provide a means of communicating information on risk management to other Clubs within the District and beyond.
The Rotary Club of has a responsibility to ensure that all members are aware of the need to plan and organise all its activities and events in a safe manner. This includes ensuring that all reasonable steps are taken to safeguard everyone involved in a Club activity or in the vicinity of that activity from risk.
The Club is committed to:
- Promoting and encouraging the development of safe practice through management and control of risk as the normal acceptable standard for all its events and activities.
- Providing all members with information, systems and procedures to enable them to manage risk.
- Encouraging communication in order to develop the exchange of ideas and to promote best practice within the Club.
Overall responsibility rests with the Club Council who have appointed a Club Health & Safety Advisor to advise them.
The Club Health & Safety Advisor will formulate and update policies and procedures for the management of risk within the Club. He will be a source of information to members. He will also collate and disseminate information on safety matters within the Club and liaise, as necessary, with the District Health & Safety Advisor
Responsibility for Club activities and events is with the Club President who ensures that risks affecting all Club activities and events are assessed and managed by the event organiser and their event team. The Club Health & Safety Advisor will assist with this process and keep a written record of all risk assessments and associated documents.
This document will be reviewed at least annually with effect from 1 July each year.
As stated above, the assessment and minimising of risk, along with recording these, is crucial to meeting the requirements of Health & Safety. The aim should never be to prevent an activity occurring but to ensure that it is carried out as safely as reasonably practicable.
Risk management can seem very complicated and bureaucratic but it is really a very simple process.
Although responsibility for premises in general rests with the proprietor, a written assessment of meeting places should be made. Action should be taken and recorded to minimise any identified hazards. This probably only needs to be done occasionally but note needs to be taken of any specific changes eg trailing cables should be located as safely as possible and covered if necessary.
A written assessment should be made of every activity before the event. The RIBI booklet gives guidance on certain events but does not replace the Club's own assessments. The assessment can be done in many ways but the use of the format in Appendix 1 is recommended. Any identified actions which will reduce risk must be carried out before the event.
In arranging an event, the owner of any premises being used should be asked to give written assurance to the event organiser that they will have a competent person available at the event. Written confirmation of insurance and premises risk assessment including fire risk should be provided at the time of booking. Any electrical equipment being used by Rotary should be Portable Appliance tested.
In this methodology, hazards are rated according to likelihood and potential consequence of occurrence as shown in Appendix1.
Recording of Incidents and Near Misses
In order to learn from occurrences and to have a reliable record of any incident, it is essential that all incidents and near misses are recorded on the Incident Recording Form in Appendix 2. Any incident or near miss must be recorded and graded by the Rotarian responsible for the activity with advice from the District or Club Health & Safety Advisor if deemed necessary by the Rotarian. Ways to prevent a recurrence must also be considered, graded and recorded. The process is as described in Appendix 1 for Risk Assessment.
The District Health & Safety Officer should be informed of any major incident as soon as reasonably possible.
A copy of each completed Incident Recording Form should be sent to the District Health & Safety Officer for collation and dissemination of anonymised information to other Clubs and, if appropriate, to RIBI.
Adopted by The Rotary Club of
Signed by Club President
Review date 1 July 2011.
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