Southborough Town Council
Health and Safety
Policy & Arrangements
Document
August 2015
SOUTHBOROUGH TOWN COUNCIL
CONTENTS
Section 1Amendment Registerpage 3
Section 2Health & Safety Policy Statementpage 4
Section 3Management Structure for Healthpage 5
and Safety
Section 4General Health & Safety Rulespage10
Section 5Visitor Health & Safety Rulespage 14
Section 6Contractors General Health & page 15
Safety Information
Section 7Contractors Health & Safetypage 16
Information
Section 8Safe Working Procedurespage 17
Fire Instructions and Drills
Section 9RVH Conditions of Hirepage 18
Section 10RVH Hirers Health & Safety Rulespage 20
Section 11Guide to the Health & Safetypage 23
Management System
Section 12Health & Safety Procedurespage 25
SOUTHBOROUGH TOWN COUNCIL
Section 1 AMENDMENT REGISTER
Revision NoDateDescription
1March 2014Total Review
2August 2015Minor Revisions
SOUTHBOROUGH TOWN COUNCIL
Section 2 HEALTH AND SAFETY POLICY
STATEMENT
Southborough Town Council, in the form of its elected Councillors, recognise that an effective health and safety policy and its implementation can contribute to the Council’s performance, for instance by reducing injuries and ill health, protecting the environment and reducing unnecessary losses and liabilities. To this end, the Council considers health and safety objectives to be at least as important as other objectives.
The Council recognises that its employees are a key resource that must be protected and therefore is committed to:
- Pursuing progressive improvements in health and safety performance;
- The principle that legal requirements define the minimum level of achievement;
- The principle that the responsibility for controlling risks which could lead to injury, ill health or loss, lies with the management;
- Control workplace hazards, by assessing risks and establishing risk control measures which are suitable and sufficient
The Town Clerk has overall responsibility for policy formulation, implementation and development, and the elected Councillors of Southborough TownCouncil are committed to:
- Providing adequate financial and physical resources;
- Establishing systems to ensure the health and safety competence of all employees;
- The provision of any necessary expert health and safety advice;
- Maintaining effective systems of communication on health and safety matters
Employees have an important role in contributing to the effective management of health and safety and have responsibilities as follows;
- All employees have a duty to act responsibly and to do everything they can to prevent injury and ill health to themselves, fellow employees and others;
- Employees can make a strong contribution to policy implementation by participating in health and safety activities and planning, and working in accordance with health and safety rules.
This policy shall be reviewed annually, and made available to all relevant parties.
Signed:Position:
Name:Date:
SOUTHBOROUGH TOWN COUNCIL
Section3 MANAGEMENT STRUCTURE FOR
HEALTH AND SAFETY
3.1INTRODUCTION
All persons within Southborough Town Council, including the elected Councillors, must know what lines of communication and levels of responsibility exist to ensure that Health and Safety matters are dealt with efficiently.
The management structure below relates directly to Health and Safety and not necessarily to other management functions:
OVERALL RESPONSIBILITY:Brenda Wickens, Town Clerk
Tel: (01892) 529176
Mobile: 07921 055650
COUNCIL OFFICES:Brenda Wickens, Town Clerk
Tel: (01892) 529176
Mobile: 07921 055650
ROYAL VICTORIA HALL:Brenda Wickens, Town Clerk
Tel: (01892) 529176
Mobile: 07921 055650
CRUNDWELL ROAD COMMUNITY CENTRE:Tracy Kelly
Tel: 07889 608607
PENNINGTON GROUNDS:Brenda Wickens, Town Clerk
Tel: (01892) 529176
Mobile: 07921 055650
SOUTHBOROUGH CEMETERY:Malcolm Reynolds
Tel: 07739 943145
OTHER AREAS:Kevin Brand
Tel: 07739 943146
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SOUTHBOROUGH TOWN COUNCIL
3.2THE MANAGEMENT OF HEALTH AND SAFETY
This policy document provides general information on health and safety and also serves as an introduction to the health and safety management system of Southborough Town Council.
The management system is based on the HSE publication HSG 65 'Successful Health and Safety Management', which provides a basic structure as follows:
- Policy
- Organising
- Planning and Implementation
- Measuring Performance
- Audit and Performance Review
(Now updated to PLAN, DO, CHECK, ACT)
The range and content of the detailed health and safety management procedures listed in the database at the end of this manual are intended to follow this management model. A structured approach such as this helps to ensure that all necessary aspects of effectively managing health and safety are addressed.
3.3 RESPONSIBILITIES
The Health and Safety at Work Etc Act 1974 requires that the ultimate responsibility for Health and Safety in each workplace lies with the highestlevel of Management,within any organisation (often referred to as “those who hold the purse strings”)but in practice duties have to be designated and it is the delegation that forms the administration and control of the Policy.
Certain individuals have been allocated specific responsibilities and are required to monitor their areas of control and their performance and the activities of their subordinates to ensure that acceptable standards are maintained.
The following duties have been allocated in compliance with best practice as detailed in HSG 65 'Successful Health and Safety Management' and relevant legislation.
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SOUTHBOROUGH TOWN COUNCIL
RESPONSIBILITIES FOR HEALTH, SAFETY AND WELFARE WITHIN SOUTHBOROUGH TOWN COUNCIL
3.3.1THE TOWN CLERK
- Ensure the development and promulgation of a health and safety policy, and its regular review.
- Authorise the health and safety policy and all associated procedures and rules.
- Establish a strategy for implementing the policy and integrate this into general operational activities.
- Specify a structure for planning, measuring, reviewing and auditing health and safety policy, and for implementing policy and supporting plans.
- Agree plans, with the elected Councillors, for improvement and review progress to develop the health and safety management system.
- Arrange for risk assessments to be carried out by a competent person when required by current legislation.
- Attend and chair health and safety committee meetings.
- Identify any health and safety training needs of Council employees and ensure, with the elected Councillors, that these are met.
- Arrange for the provision of adequate and competent health and safety advice.
- Review all accidents/incidents causing injury, ill health and damage and ensure that these are reported to the enforcing authority where required.
- Ensure that all new employees receive appropriate induction training at the earliest opportunity.
- Periodically arrange that all parts of the Council are inspectedand ensure that risks to health and safety are being identified and controlled.
- Ensure that regular drills of emergency procedures are carried out and any actions identified through these are carried out.
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SOUTHBOROUGH TOWN COUNCIL
HEALTH AND SAFETY POLICY RESPONSIBILITIES
ALL MEMBERS OF STAFF
3.3.2 ALL MEMBERS OF STAFF OF SOUTHBOROUGH TOWN COUNCIL
Co-operate with the Council to enable it to comply with all health and safety legislative requirements and duties.
Work in a safe manner to avoid risk to both themselves and others who may be affected by their acts or omissions.
Use equipment provided for health and safety in a correct manner and never misuse such equipment.
Use equipment and carry out activities in compliance with training and instruction received.
Report any deficiencies in health and safety arrangements or their implementation to the Council.
Report all accidents, any significant hazards and any situations posing an imminent danger to the Council.
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SOUTHBOROUGH TOWN COUNCIL
HEALTH AND SAFETY POLICY RESPONSIBILITIES
3.3.3 ALL OTHER PERSONS WORKING ON OR VISITING TOWN COUNCIL
PROPERTY
(a)Shall observe the Southborough Town Council’s Health and Safety Policy at all times and any instructions given to them in writing or verbally by the member of staff responsible for the area in question
(b)Shall not work on Town Council property until relevant safety rules are read, understood and accepted.
(c)Shall not work on Town Council property until covered by Insurance against risk.
(d)Shall make themselves familiar with the emergency evacuation procedure in the event of fire.
(e)Contractors shall be asked for a copy of their own Safety Policy and for details of how the work will be carried out.
(f)Visitors to Town Council property should observe the safety rules laid down by the Town Council at all times.
(g)Hirers of the Royal Victoria Hall and the Community Centre must observe the safety rules laid down by the Town Council at all times and must at no time carry out practices that may compromise the health and safety of either Town Council employees or members of the public.
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Section 4 GENERAL HEALTH AND SAFETY RULES
These rules are important. Please read them carefully to ensure that you understand what is expected of you. If you do not understand please contact the Town Clerk.
WORKING PRACTICES
1.You must not operate any machine, plant or equipment unless you have been trained or authorised to do so.
2.You must make full and proper use of all machine guarding.
3.You must report to the Town Clerk immediately any fault, damage, defect or malfunction of any machinery, plant, equipment tools or guard.
4.You must not clean any moving machinery, plant or equipment unless authorised to do so, and must ensure it is suitably isolated before doing so.
5.You must not leave any machinery, plant or equipment in motion whilst unattended unless authorised to do so, or unless in the event of an emergency.
6.You must not make any repairs or carry out any maintenance work of any description unless trained and authorised to do so.
7.You must use all substances, chemicals, liquids etc in accordance with all written and verbal instructions, and be familiar with its properties.
8.You must return all substances, chemicals, liquids etc to their designated safe storage area when not in use.
NOTICES AND WRITTEN INSTRUCTIONS
1.You must comply with all hazard warning signs, notices and instructions displayed on all Town Council property.
WORKING CONDITIONS/ENVIRONMENT
1.You must make proper use of all safety equipment and facilities provided.
2.You must keep work areas clear and in a clean and tidy condition
3.You must clear up any spillage of liquids as soon as is practicable.
4.You must not pollute watercourses, sewers or drains with chemicals, oils or other hazardous substances.
PROTECTIVE CLOTHING AND EQUIPMENT
1.You must use all items of protective clothing and equipment provided, as instructed.
2.You must not misuse or wilfully damage any item of protective clothing or equipment provided.
3.You must store and maintain protective clothing and equipment in accordance with the Town Council’s instructions.
4.You must report any damage, loss, fault or unsuitability of protective clothing and equipment to the Town Clerk.
FIRE PRECAUTIONS(See also Section 8 Safe Working Procedures Fire
Instruction and Drills)
1.You must conform with all emergency procedures that relate to your workplace.
2.You must not obstruct any fire escape routes, fire equipment or fire doors.
3.You must report any use of fire equipment to the Town Clerk
ACCIDENTS
1.You must seek medical treatment for injuries you sustain, no matter how slight and ensure that appropriate records are entered in the Accident Book.
2.You must report all accidents and dangerous occurrences to the Town Clerk as soon as is practicable, as per the procedure for Reporting and Investigation of Accidents.
3.You must notify the Town Clerk of any incident in which damage is caused to property.
HEALTH
1.You must report to the Town Clerk any medical condition that could affect the safety of yourself or others.
2.You are expected to co-operate on the implementation of the medical and occupation health provision.
RULES COVERING GROSS MISCONDUCT
An employee will be liable to summary dismissal if he/she is found to have acted in any of the following ways:-
1.A serious or wilful breach of the safety rules
2.Unauthorised removal or interference with any guard or protective device.
3.Unauthorised operation of any item of machinery, plant or equipment.
4.Unauthorised removal of any item of first aid or fire equipment.
5.Wilful damage to, misuse of or interference with any item provided in the interest of Health and Safety or Welfare at work.
6.Unauthorised removal or defacing of any label, sign or warning device.
7.Misuse of hazardous substances.
8.Smoking in any designated “No Smoking” area
9.Smoking whilst handling flammable substances.
10.Horseplay or practical jokes which could cause accidents
11.Making false statements or in any way deliberately interfering with evidence following an accident or dangerous occurrences.
ALCOHOL AND DRUGS
- No employee is to drink alcohol or take illegal drugs during working hours.
- Employees should be aware that consuming a large quantity of alcoholic beverages the night before work could render the employee still unfit to work the following morning, and over the drink/drive limit.
- The Council reserves the right to take disciplinary action against any employee who appears to be intoxicated or under the influence of drugs whilst at work, and any employee who reports for work in such a state may be suspended without pay.
- In the case of prescription medicines, employees should check whether these will affect their fitness to work, and inform the Town Clerk should this be the case.
- Employees should bear in mind that the use of illegal drugs can be detected through biological testing several weeks after use.
- Should any employee have a problem with alcohol or drug misuse, the Council will offer assistance provided it is informed in good time, and the employee is willing to undertake any programme to remedy the problem.
- If any employee is suspected of being intoxicated or under the influence of illegal drugs, the Council reserves the right to require that employee to submit to further tests to confirm or quantify this, and employees will be expected to fully co-operate in such testing.
THIS LIST IS NOT EXHAUSTIVE
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Section 5 VISITOR HEALTH AND SAFETY RULES
ACTION ON DISCOVERING A FIRE
1.Raise the Alarm
2.Dial 999 to call the Fire & Rescue Service if it is safe to do so
3.Attack the fire if trained and it is safe to do so using the appliances provided
4.On hearing the fire alarm leave the building by the nearest safe exit route
5.Close all doors behind you, if safe to do so
6.Report to the assembly point
7.Do not re-enter the building for any reason until authorised to do so.
SECURITY
1.Nothing may be taken from the premises without permission. The Town Council reserves the right to request to search visitors bags, packages and vehicles.
ACCIDENTS
1.All accidents and/or injuries must be reported to the member of staff responsible for that area
SMOKING
1.Smoking is not permitted within Council premises, and it is a criminal offence to do so
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SOUTHBOROUGH TOWN COUNCIL
Section 6 CONTRACTORS GENERAL HEALTH AND
SAFETY INFORMATION
This information (which is part of Southborough Town Council’s Health and Safety Policy) applies to all contractors and others under their control, engaged to carry out specific work on Town Council property and forms part of the terms of the contract.
The Town Council will give contractors information on the location of asbestos in the Council buildings where this is known. It is the Town Council’s intention to secure a high standard of safety in all areas under its control. Therefore, the following conditions are an integral part of the contract.
Contractors shall:-
1.Familiarise themselves and their personnel with the work site and any hazards that may be encountered.
2.Conduct their activities in accordance with safe practices, taking precautions to protect the work site, all employees and others that may be affected by the activities.
3.Comply with the Town Council’s Health and Safety Rules and Health and Safety Policy.
4.Comply with all Health and Safety Laws applicable to the work being undertaken.
5.Provide their own personnel with suitable protective clothing at their (the contractors) expense.
6.Keep their employees within the agreed designated area for the work being undertaken and the access to it.
7.Engage on the Contract only such persons as are skilled, experienced and competent in the performance of their trade or tasks.
8.Not commence any work designated “High Risk” without the appropriate “Permit to Work” having been issued by your contact. (See overleaf)
9.If a contractor comes across something they believe is asbestos they must stop work and see their Council contact for further instructions.
10.Ensure their personnel submit to any security checks.
Contractors are not relieved of any of their duties and obligations under Statute or Common Law. Any breach of Health and Safety Rules or legal requirements may lead to the suspension, at the contractor’s own expense, or termination of the Contract.
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SOUTHBOROUGH TOWN COUNCIL
Section 7 CONTRACTORS HEALTH AND SAFETY
INFORMATION
Your Contact at Southborough Town Council is:………………………………………..
- All Contractors are responsible for making sure that persons under their control know the Fire Procedures for the premises and the location of fire appliances.
- Means of escape must not be obstructed.
- The person in charge of First Aid is:………………………………………….
- The First Aid Kit is located: ………………………………………….
- All accidents must be reported to the above contact.
- The following activities are deemed to be “High Risk” and are subject to a Permit to Work before operations commence
- HOT WORK
- DEMOLITION
- EXCAVATION
- ASBESTOS (Only to be carried out by a Contractor licensed by the HSE)
- CONFINED SPACES
- ELECTRICAL WORK ABOVE 240 volt
- OVERHEAD WORK and other work as specified
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