HEALTH & SAFETY POLICY 2007

 

HEALTH SAFETY & WELFARE POLICY

 

Background

 

KIRDFORD PARISH COUNCIL adopted in 2011 a Health and Safety Policy to protect all of its employees, visitors, contractors and users of premises, and to encourage safe working practices. This document explains the Policy and the systems that have been set up, within the organisation, to make sure that the Policy is working.

Please read this document carefully, and make sure you understand it. If you want to discuss safety matters generally, or have a particular problem, you should contact the Parish Clerk.

 

STATEMENT OF HEALTH, SAFETY AND WELFARE POLICY

 

DECLARATION

 

The MEMBERS OF KIRDFORD PARISH COUNCIL hereby give notice of their acceptance of responsibility as an employer and landowner to pursue a policy which ensures, so far as is reasonably practicable, the health, safety and welfare of all employees, contractors, visitors and users of premises, and others who may be affected by the Council’s activities, and declare their intention to meet the requirements of the Health and Safety at Work etc. Act 1974, The Management of Health and Safety at Work Regulations 1992, the Occupiers Liability Act 1984 and all other relevant statutory provisions.

Kirdford Parish Council will continue to ensure that it’s policy, legal obligations and experience are applied effectively throughout the Parish of Kirdford where the Council has legal obligations.

The Council recognises that accident prevention is an essential element of good work practice and that its pursuit benefits the efficiency of the Parish’s operations, as well as the welfare of its employees. It is recognised that effective prevention of injury and damage requires commitment at every level.

 

OBJECTIVES

 

The Members of Kirdford Parish Council’s objectives in this respect are to:-

1. Provide and maintain workplaces which are without risk to the Health and Safety of any employee, contractor, visitor, or user of premises;

2. Provide a working environment of a standard which will ensure the Health and Safety of its employees and other persons who are likely to be affected by the Council’s activities;

3. Assess the risks to the Health and Safety of employees and of anyone else who could be affected by it’s work activities, record the significant findings of such assessments and make them available to employees, contractors and users of premises. The compilation and implementation of practical codes of safety and health practice and conduct will be based on these risk assessments;

4. Provide, where appropriate, equipment, tools and plant which are safe and without undue risk to health;

5. Institute procedures for the reporting of defective equipment or other hazardous conditions, and for the rectification of such defects;

6. Make proper arrangements for the safe use, handling and storage of all articles and substances used by the Council,

7. Promote the instruction and training of employees in matters of Health and Safety, so as to enable them to recognise and avoid hazards at work,

8. Inform employees, contractors, visitors and users of premises of the risks associated with its work activities by means of notice and instructions, and to clearly describe the work methods necessary to minimise the likelihood of injury or of adverse effects on health,

9. Provide and maintain, where appropriate, safety equipment and protective clothing and ensure that employees are informed of their obligation in respect of its use;

10. Provide First Aid equipment, facilities and training, and to make sure such other emergency provisions as are necessary to ensure the Health and Safety of all employees, visitors and others allowed access to the Council’s premises;

11. Institute a procedure for the recording of all accidents and instances of ill health occurring as a result of the Council’s activities and ensure that such incidents are investigated;

12. Provide satisfactory welfare and amenity facilities and make such arrangements as may be necessary to ensure the welfare of employees whilst at work;

13. Advise all employees, contractors and users of premises of their obligations in Health and Safety matters, and of the penalties for acting in such a way as to endanger the Safety or Health of themselves or others;

14. Establish an organisation with responsibility for making this Policy effective. This includes nomination of a Health & Safety Sub-Committee who shall have direct responsibility for the general oversight of Health & Safety within the Parish Council. Councillors appointed to the Health & Safety Sub-Committee to be able to appoint the Clerk, and other Members of the Parish Council, to act on their behalf in carrying out relevant instructions.

15. Ensure that accident prevention within Kirdford Parish Council is an integral part of operational management and is supported by a competent advisory service;

16. Ensure the proper direction and control of all persons other than employees allowed access to the Council’s premises and also ensure they are not put at risk by the Council’s work activities;

17. Control the use of contractors on the Council’s premises, and ensure that contractors work to safety rules at least of the same standard as those laid down through this policy;

18. Arrange for Health & Safety Inspections of all premises and other areas at regular intervals, with reporting of findings and recommendations to the Members of the Council;

19. Maintain arrangements with employees for joint consultation and participation in matters relating to their Health and Safety;

20. Keep the Health and Safety Policy Statement under constant review and make improvements, additions and amendments that from time to time may be deemed necessary or desirable.

 

ORGANISATION AND RESPONSIBILITIES

 

1. The Full Council will:-

(a) Receive reports from the Health & Safety Sub-Committee;

(b) Consider overall trends and issues likely to effect the Council;

(c) Monitor the Health and Safety performance of the Council and compliance with legislation;

(d) Promote a positive Health and Safety culture within the Council;

(e) Ensure that adequate resources are available to discharge the Council’s Health and Safety commitments;

(f) Where necessary, give assistance to the Parish Clerk, and/or other officer in carrying out inspections in the interests of effective Health and Safety management.

(g) Undertake in conjunction with the Clerk and/or other officers safety inspections, investigation of accidents, incidents, near misses, and other dangerous occurrences and forward reports of legally notifiable cases of disease to the appropriate authority.

2. The Parish Clerk, on behalf of the Council, is to co-ordinate the implementation of the Health, Safety and Welfare Policy. The Clerk will, together with the Health & Safety Sub-Committee:-

(a) Advise on planning and development of Health and Safety training to meet the Parish Council’s requirements.

(b) Advise on prevention of injury or ill health to personnel and damage to plant/equipment.

(c) Advise on legal requirements affecting Health, Safety and Welfare, and implementation of the Council Health, Safety and Welfare Policy.

(d) In conjunction with nominated Councillors, carry out routine site inspections on all Council sites, reporting on failures to meet the standards set and situations where Council employees are put at risk from inadequate health & Safety facilities (using the appropriate reporting form).

(e) Maintain a central record containing such Statutes, Approved Codes of Practice, Guidance Notes, Certificates, Risk Assessment Reports, Terms of Reference, Accident Reports and Investigations as are relevant.

(f) Foster at the work place an understanding that injury prevention and damage control are an integral part of Council business and operational efficiency.

(g) Make arrangements for carrying out suitable and sufficient risk assessments in relation to work activities to eliminate control risk to the health and safety of employees.

(h) Ensure that all staff are fully aware of, and instructed in their responsibility as imposed by, Regulations, Codes of Practice and Council procedures, and take steps so far as is reasonably practicable to ensure that they are properly implemented.

(i) Delegate such Health and Safety tasks to other officers of the Council as appropriate.

(j) Ensure that all works carried out on Council premises and all plant, machinery and equipment where relevant complies with statutory requirements and approved or agreed standards.

(k) Ensure that where the Council have supplied labour to erect or install equipment of any nature, the erection or installation is of a high standard and complies with the Codes of Practice and current Regulations.

(l) Ensure that staff are conversant with the Council’s accident or damage reporting procedures and the Reporting of Injuries, Diseases and Dangerous Occurrences as specified by Regulations. Also, ensure that the cause of any accident and or, dangerous occurrence is thoroughly investigated and that effective follow up action ensues.

(m) Provide adequate First Aid supplies and facilities in accordance with current Regulations, and ensure that a responsible person is appointed to take control of the situation.

(n) Ensure that statutory notices as required are displayed and that all statutory registers are provided and used.

(o) Ensure that periodic statutory tests, inspections and where applicable maintenance of premises are carried out and the appropriate records kept.

(p) Ensure that adequate fire precautions and appliances are in place and that, in the event of an emergency, staff are conversant with the fire drill to ensure that the building/premises are vacated as quickly as possible.

(q) Make available and enforce the use where necessary of safety equipment and protective clothing, in accordance with current Regulations and Council instructions.

(r) Ensure that all staff are competent to carry out their duties safely having received adequate information, instruction and training and where necessary that they hold a valid certificate of competence.

(s) Ensure that all employees under your control are properly supervised and have been instructed and trained with regards to specific Regulations and the relevant system of work and adequate training records kept.

(t) Ensure that regular consultation with the workforce takes place.

3. All employees are to take reasonable care of their own safety and that of any one else who may be affected by their work activities, and are required to cooperate with Kirdford Parish Council in the fulfilment of its duties with regard to health, safety and welfare at Work. Each employee, therefore, will be responsible for:-

(a) Making themselves familiar with and conforming to relevant Health and Safety instructions at all times.

(b) Not interfering with or misusing anything provided in the interest of health, safety and welfare.

(c) Reporting to the Parish Clerk incidents that have led to, or may lead to, injury or damage.

(d) Assisting as required in the investigation of accidents or incidents.

(e) Wearing the appropriate protective equipment where required.

 

TRAINING

 

The Parish Clerk is responsible for ensuring that all members of staff are given the appropriate information, instruction and training to enable the activities of the Council to be carried out safely.

 

ALL OTHER ORGANISATIONS

 

In addition to the personal responsibilities that your organisation has it will also be your responsibility to ensure that –

1. All members under your control are fully aware of and instructed where necessary in their responsibility as imposed by Regulations, Codes of Practice and Council procedures, and take steps, so far as is reasonably practicable, to ensure that they are property implemented.

2. Adequate risk assessments are carried out to check proposed working methods, including those of sub-contractors, with site management before work commences, ensuring that safe systems of work have been established and communicated to all concerned.

3. In conjunction with the Parish Clerk arrange regular Safety Meetings for Committee Members and employees in order to draw to their attention any changes in legislation.

4. Within your organisation that you foster where necessary an understanding that prevention of occupational injury and illness, and damage control, are an integral part of business and operational efficiency, as well as being a moral and legal obligation.

5. Should any remedial/building works take place within your area of responsibility then all necessary protective clothing and equipment must be issued and used, after the appropriate training has been carried out.

6. You, your staff, clients and members of the public are conversant with the Council’s accident or damage reporting procedures and the Reporting of Injuries, Diseases and Dangerous Occurrences as specified by Regulations. Ensure that the cause of any accident and/or dangerous occurrence is to be thoroughly investigated and that effective follow up actions ensues.

7. Adequate First Aid supplies and facilities are available in accordance with current Regulations, and a responsible person appointed to take control of the situation.

8. Statutory notices are displayed and that all Statutory Registers are provided and used.

9. Periodic statutory tests, inspections and where applicable maintenance of premises are carried out and the appropriate records kept.

10. Current fire precautions and appliances are in existence and that, in the event of an emergency, you and your committee/management are conversant with the fire drill to ensure that the building/premises are vacated as quickly as possible.

11. You co-operate with the Parish Council or it’s representative, ie, the Parish Clerk, to ensure that any defects or faults within your area of responsibility are rectified immediately.

12. You have available and issue where necessary safety equipment and protective clothing, in accordance with current Regulations and Council instructions.

13. All staff are competent to carry out their duties safely having received adequate information, instruction and training and are where necessary certificated as to their competence.

14. All employees under your control are properly supervised and have been instructed and trained with regards to specific Regulations and the relevant system of work and adequate training records kept.

15. Due care and attention is paid when handling, loading and unloading and stacking equipment to ensure that Council procedures and suitable risk assessments are complied with, and that safe working conditions apply.

 

CONTRACT WORKERS

 

It is the Council’s policy that when contractors are used, they will represent the Company in the same way as direct labour and are required to work to the Council’s policy.

Arrangements are made to ensure that they are acquainted with, and adhere to, the Council’s Safety Policy, and any other procedure or special instructions which may be in force relevant to specific operations.

A copy of the Safety Policy and other relevant information is given to the sub-contractor upon acceptance of terms and conditions of the contract agreement.

Discussions as necessary will take place by the Clerk to ensure complete understanding of our procedures to specific work methods.

Adequate supervision will be necessary to complement the provision of information, instruction and training if required ensuring that the Council’s Policy is strictly adhered to.

The Council’s approved accident reporting form shall be used for the reporting of all accidents whether to property, employee or general public there to be no exceptions.

Further to the above it is a requirement to report all accidents, however minor. Serious accidents or major incidents should be reported immediately to the Parish Clerk by telephone.

Should a contractor use a sub-contractor for any works it is a requirement under the Health & Safety at Work etc. Act 1974 for sub-contractors to conduct their work activities in such a way as to ensure that other persons are not exposed to risks to their health and/or safety.

A completed Risk Assessment for the task in hand should be forwarded to the Clerk to the Councils office prior to commencement of any works.

All contractors to provide details of their Health & Safety policy.

All contractors to provide a copy of their current insurance. Those contractors working adjacent to Highways etc should have a minimum of £10M Public Indemnity cover.

 

ACCIDENT REPORTING

 

When an accident/incident occurs, action must be taken. Injuries must receive prompt attention, and any immediate danger should be alleviated.

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR) and the Social Security Act 1975 require organisations to record accidents/incidents and also to investigate and report to the nearest office of the Health and Safety Executive (HSE) accidents which result in the following:-

(a) FATALITIES;

(b) SPECIFIED MAJOR INJURIES (see RIDDOR leaflet);

(c) EMPLOYEES BEING ABSENT FROM WORK FOR MORE THAN 3 DAYS;

(d) REPORTABLE INDUSTRIAL DISEASES; (See RIDDOR leaflet)

The organisation is also required to investigate and report any Dangerous Occurrences (see RIDDOR leaflet).

 

EMPLOYEES RESPONSIBILITIES

 

It is the duty of all Staff who have an accident/incident or witness an accident/incident to another employee, visitor or member of the public to ensure that everything possible is done to minimise damage, particularly injury to persons.

Therefore:-

(a) Obtain First Aid treatment for the injured person,

(b) Ensure that the accident/incident is reported to the Parish Clerk,

(c) Record the accident/incident by filling in the Accident Book and completing a copy of the Council’s Incident Report Form.

(d) Ensure that the appropriate “Return to Work” form is completed together with a copy of your doctors confirmation that you are “fit for work”.

 

EMPLOYERS RESPONSIBILITIES

 

The Parish Clerk is to:-

(a) Establish whether the circumstances or the result of the accident/incident are immediately reportable under RIDDOR as a Major Injury or as a Dangerous Occurrence;

(b) Investigate the accident/incident and ensure that all necessary steps have been taken to prevent any immediate further injury or damage to property;

(c) Ensure that an entry in the Accident Book has been made;

(d) Take what steps are necessary to remedy the cause of the accident/incident to prevent a reoccurrence;

(e) Ensure that if an injured employee is absent from work, or unable to carry out their normal work for more than 3 days (not including the day of the accident) Form F2508 is completed and sent to the nearest office of the Health and SafetyExecutive (HSE) within 10 days of the accident.

 

FIRST AID

 

The Health and Safety (First Aid) Regulations 1981 place a general duty on employers to make, or ensure that there is made, adequate First Aid provision for their employees if they are injured or become ill at work.

The Health & Safety Executive (HSE) has issued an Approved Code of Practice (ACOP) to accompany these Regulations.

The ACOP requires employers to assess hazards in the workplace and make appropriate provision based upon that Assessment. In the working environment these First Aid provisions should take into account employees, visitors, and users of premises.

An organisation, in accordance with the requirements of the First Aid Approved Code of Practice, will need to provide suitable and sufficient First Aiders or Appointed Persons at all of it’s premises, ensuring that adequate First Aid cover is always maintained and available.

A First Aider is a person who holds a current First Aid Certificate approved the HSE. The most familiar approved qualifications are those provided through courses organised by the Red Cross and St John’s Ambulance Brigade.

An Appointed Person is someone authorised to take charge of the situation if there is an injury or illness (and generally would have received emergency First Aid training).

The names of all such persons should be displayed at strategic points and also on or beside any First Aid box.

 

FIRST AID BOXES

 

First Aid boxes should contain a sufficient quality of suitable First Aid materials and nothing else.

First Aid Boxes should be designed to protect the contents from damp and dust and should be clearly marked with a white cross on a green background.

First Aid boxes which form part of an establishment’s First Aid provision should only contain those items which First Aiders have been trained to use.

First Aiders and Appointed Persons are responsible for ensuring that First Aid boxes contain the correct type and quantity of First Aid materials.

It must be emphasised that First Aid boxes should NOT contain drugs of any kind including Aspirin or similar painkillers, and such medicines should NOT be issued by First Aiders to staff, or any other person treated, as there is a danger of adverse reaction in some cases. This extends to antiseptic creams or liquids, lotions etc. which may aggravate injuries in some cases.

First Aid boxes should be available in all locations and each First Aider should also be supplied with a suitable First Aid Box.

Recommended type and quantities of items for First Aid boxes:-

 


 

 

Number of Staff and Visitors

ITEM

1-5

6-10

11-50

51-100

101-150

Guidance card:

 

1

1

1

1

1

Individually wrapped sterile adhesive dressings:

10

20

40

40

40

Sterile eye pads, with attachments:

 

1

2

4

6

8

Triangular bandages:

 

1

2

4

6

8

Sterile coverings for serious wounds (where applicable):

1

2

4

6

8

Safety pins:

 

6

6

12

12

12

Medium sterile unmedicated dressings:

 

3

6

8

10

12

Large sterile unmedicated dressings:

 

1

2

4

6

10

Extra large sterile unmedicated dressings:

1

2

4

6

8

 

FIRE PROCEDURE & INSTRUCTIONS

 

In the presence of FIRE, panic and the urge to get away are natural reactions. Information about the action to take, and practice in that action, are essential to ensure the optimum response in the event of a fire.

Practice fire drills should take place at regular intervals in appropriate locations, they should be logged and the time taken to evacuate recorded.

Copies of notices for each area of responsibility giving simple guidance on what to do in the event of FIRE should be displayed in all workplaces and premises where persons could be at risk from fire.

 

ACTION ON HEARING THE ALARM

 

(a) EVACUATE THE BUILDING by the nearest available exit, ensuring all persons under your control leave with you.

(b) DO NOT collect personal belongings (e.g. coats and bags)

(c) DO NOT run or panic – there is no need. Move swiftly but calmly.

(d) CLOSE THE DOOR if you are the last person to leave a room.

(e) PROCEED to your designated assembly point.

(f) DO NOT RE-ENTER or allow other persons to enter the building until told to do so by a person in authority.

IF YOU SHOULD DISCOVER A FIRE

(a) OPERATE THE ALARM from the nearest call point.

(b) ENSURE ALL PERSONS under your control EVACUATE the building.

(c) IF ANY ONLY IF you judge the use of a nearby extinguisher by you likely to be effective, USE IT.

DO NOT TAKE PERSONAL RISKS

If it is not safe to use an extinguisher, LEAVE IMMEDIATELY following the procedure set out above.

(d) REPORT the whereabouts of the FIRE to the person in charge of your ASSEMBLY POINT.

ALL MEMBERS OF STAFF:-

Make sure YOU know the locations of the fire exits and fire fighting equipment within the building. In an emergency the prime responsibility for YOU is getting yourself and persons under your immediate control out of the building.

As soon as the fire alarm has been sounded, a call must go out to the Fire Service either by the person raising the alarm, or by way of other persons given this duty.

Members of staff should be trained in the use of basic fire fighting equipment, e.g. fire extinguishers and hose reels.

 

CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH)

 

WHAT IS A SUBSTANCE HAZARDOUS TO HEALTH?

Within your working environment, there are numerous substances which fall into the category “Hazardous to Health”, e.g. CLEANING MATERIALS, WEEDKILLER, SOLVENTS, FIXATIVES, TONER, ‘TIPPEX’, etc. These products will be labelled as dangerous in several ways, i.e. VERY TOXIC, TOXIC, HARMFUL, IRRITANT or CORROSIVE in line with the Chemicals (Hazard Information and Packaging) Regulations 1994, and are labelled as such by an orange square with a black symbol in it, with one of the words listed above written underneath.

WHAT DOES COSHH REQUIRE?

Assess the risk to health arising from work and what precautions are needed.

Introduce appropriate measures to prevent or control the risk.

Ensure that control measures are used and that equipment is properly maintained and procedures observed.

Inform, instruct and train employees about the risks and the precautions to be taken.

ASSESSMENT

You need to know what the risk is and the extent of the risk, before deciding what, if anything, you need to do about it.

The assessment must be a systematic review:-

What substances are present and in what form?

What harmful effects are possible?

Where and how are the substances actually used?

What harmful substances are given off as a by-product of use?

Who could be affected, to what extent and for how long?

Under what circumstances?

How likely is it that exposure will happen?

HAZARD DATA SHEETS

All relevant information on substances used at work must be obtained from suppliers.

This information, along with your assessment findings, should be formulated onto a HAZARD DATA SHEET, clearly showing the safe system of use and all the necessary protective measures to ensure safe use of the substance.

This data must be made available to all employees likely to use or come into contact with the substance.

 

ELECTRICITY AT WORK

 

The Electricity at Work Regulations came into force on lst April 1990, and laid down broad guidelines about safety of electrical systems and electrical equipment.

The Regulations apply to and are enforceable in respect of all places of work where electricity is used.

The main duty of employers is to ensure that the systems for distribution of electricity are constructed and maintained so as to prevent danger.

Within most working environments, large numbers of portable electrical equipment are in use at any given time, e.g. PCs, printers, photocopiers, kettles, drills, heaters, power tools, extension leads and kitchen equipment etc. All of these will be plugged into the fixed installation electrical system.

FIXED ELECTRICAL INSTALLATIONS

When a system is first installed, the Electrical Supply Authority require a “Certificate of Compliance” before it can be connected to the Mains Supply. This is a certificate issued by a qualified electrician, stating that certain tests have been carried out, and that the System is in a fit state to be connected.

A copy of this Certificate should be available for all of the buiIdings which the Council uses.

After this initial Certification the Fixed Wiring should need comparatively little attention. Re-testing at least every 5 YEARS should be sufficient unless any assessments show otherwise. Copies of the Re-Test Certificate should be attached to the electrical equipment register/inventory.

PORTABLE ELECTRICAL EQUIPMENT

When an appliance is purchased, it will have been tested to ascertain that it is suitable for the purpose for which it was made, as indicated by a BSI “Kite” or BEAB Approved Mark on the equipment. So long as the equipment is to be used for the job it was designed, initially very little needs to be done.

A register of portable electrical appliances (all items with a plug) should be set up. All existing and any new equipment should be individually marked with an identification number and entered into the register. All such equipment should be regularly checked by a competent person and a record of such checks should be kept.

Electrical equipment which has not been so checked and recorded should UNDER NO CIRCUMSTANCES be connected to the Council’s electrical supply circuitry. Similarly, contractors, performing artists, etc. should provide for inspection up to date documentary proof of the electrical integrity of their electrical equipment. Staff should be instructed that their own personal electrical equipment should not be connected to the Council’s electrical supply without express permission having first been given and the equipment tested and recorded as it would have been had it been the Council’s property.

 

NO SMOKING POLICY

 

1.0 Introduction

Tobacco smoke has now been shown to cause serious damage to the health of both smokers and non-smokers.

Section 2(2)e of the Health and Safety at Work Act (1974) places a duty on employers to provide a working environment for employees that is: quote new legislation

  • Safe
  • without risk to health; and
  • adequate as regards facilities and arrangements for their welfare at work

 

The requirements of the Management of Health and Safety at Work Regulations 1999 and the Workplace (Health, Safety and Welfare) Regulations 1992 place stringent requirements on employers to assess risks and ensure that non-smokers are protected from the dangers of tobacco smoke in work and other areas of responsibility, so far as is reasonably practical. In order to comply with the Health Act 2006 this policy has been developed therefore to protect all employees, service users, customer and visitors from exposure to second-hand smoke.

As tobacco smoke has now been shown to be a threat to the health of individuals and the following policy has been adopted concerning smoking in any premises/building/shelter or enclosed space in the ownership of Kirdford Parish Council.

2.0 General Principles

This policy seeks to guarantee the right of any member of staff, visitor or member of the public to work in air free from tobacco smoke, whilst taking account of the needs of those who continue to wish to smoke, despite the evidence of research findings.

The policy applies to all staff, members of the public, Members of the Parish Council, Contractors, agency workers, partnership organisations and casual visitors to the Council premises in the ownership of Kirdford Parish Council. The policy applies to all Council facilities, owned or leased, regardless of location.

3.0 Council Areas

Smoking is not permitted in any of the Council’s premises. Anyone wishing to smoke must do so outside Council owned premises.

As there is evidence to show that tobacco smoke can cause serious damage to the health of both smokers and non-smokers staff. Visitors or members of the public who wish to smoke must stand well clear of the entrance to Council premises to allow non-smoker clear access to the premises.

4.0 Counselling Service for those Who Wish to Stop Smoking

It should be noted that this policy is not concerned with whether or not anyone smokes but with where they smoke when they are within the Council’s premises. However, it is recognised that smoking will affect people who work in the Council. It is also acknowledged that the policy may be an incentive to smokers to give up smoking. Staff are advised to seek assistance from their General Practitioner.

5.0 Assistance

The Council recognise that smoking is a primary health concern and therefore people who smoke may desire help or treatment. Employees are encouraged to seek help or treatment voluntarily either through their General Practitioner, or through resources of the employee’s own choosing.

The NHS offers a range of free services to help smokers give up. Visit gosmokefree.co.uk or call the NHS Smoking Helpline on 0800 169 0 169 for details. Alternatively you can text ‘GIVE UP’ and your full postcode to 88088 to find your local NHS Stop Smoking Service.

Staff should note that this policy now forms an integral part of the Council’s Health and Safety Policy.

6.0 Compliance

The Council believe that in the long-term risks to employees’ health will be minimized by maintaining a comfortable and safe working environment. Smokers are therefore required to comply with the policy requirements. Where an employee refused to comply with the requirements of this policy then disciplinary action may be considered.

A breach of the Council’s No Smoking Policy will be considered gross misconduct and may lead disciplinary action and possible criminal prosecution being taken against the individual concerned (for both staff and member of the public) up to and including dismissal or expulsion.

Appropriate signs will be posted at all entrances and throughout the workplace of Council owned premises. Copies of this policy shall be distributed to all employees, potential hirers of council facilities and member of the public. This Policy will also be displayed on the Council’s web site and Parish notice boards.

There should be no discrimination against anyone exercising the rights afforded by this policy. The success of this policy will depend on the thoughtfulness, consideration and co-operation of smokers and non-smokers. All employees share in the responsibility for adhering to and enforcing this policy in order to ensure that A TOTAL NO SMOKING POLICY WITHIN PARISH COUNCIL OWNED PREMISES IS ADHERED TO.

7.0 Visitors

All visitors to any premises in the ownership of the Parish Council are expected to abide by the terms of this policy.

Visitors will be made aware of the policy by means of adequate sign posting and formal advice.

8.0 Effective Date

In light of the medical evidence and current Legislation the effective date of this policy will be 1st November, 2011.

9.0 Implementation

Overall responsibility for policy implementation and review rests with the Parish Clerk. However all staff are obliged to adhered and support the implementation of the policy. The person named above shall inform all existing employees, consultants and contractors of the policy and their role in the implementation and monitoring of the policy. They will also give all new personnel a copy of the policy on recruitment/induction.

 

THE MANAGEMENT OF HEALTH & SAFETY AT WORK REGULATIONS 1992

 

THESE regulations provide a general framework of Regulations and Codes of Practice for the Management of Health & Safety at Work which are wide-ranging and overlap with many pieces of existing legislation.

Because of that broad range it is difficult to summarise, but aspects covered included:-

Risk assessments;

Health & Safety arrangements;

Health surveillance;

Health & Safety assistance;

Procedures for serious and imminent Danger;

Information for employees;

Co-operation and co-ordination;

Persons working for others, and self-employed persons;

Capabilities and training;

Employees duties;

Temporary workers;

Aging workforce

The Parish Clerk will need to:-

(i) Ensure that the appropriate risk assessments are carried out and recorded where necessary;

(ii) Implement, monitor and review preventative and protective measures;

(iii) Ensure that emergency procedures are in place and are formally recorded;

(iv) Ensure that the appropriate information, instruction and training is provided

All Employees have a duty to:-

(i) Take reasonable care for their own and others Health and safety.

(ii) Use all work items in accordance with training and advice;

(iii) Co-operate with their employer with regard to Health and Safety matters;

(iv) Report accidents and dangerous incidents;

(v) Notify their employer of any shortcomings in Health and Safety arrangements

(vi) Report any breaches in the Councils “No Smoking” Policy

 

THE WORKPLACE (HEALTH, SAFETY AND WELFARE) REGULATIONS 1992

 

These regulations apply to almost all workplaces;

The Parish Clerk will need to ensure that:-

  • Workplaces and work equipment are maintained and cleaned;
  • Workplaces are “suitably and sufficiently” ventilated and lit, and a reasonable temperature maintained;
  • Employees have “sufficient” workspace and workstations are “suitable” for them;
  • Floors, staircases and escalators are safe;
  • Persons are protected against falls (or falling objects);
  • Windows and doors are safe (safety glass where necessary) and safe to open (and clean);
  • Pedestrians are protected from vehicles;
  • “Suitable and Sufficient” sanitary conveniences and washing facilities (including showers where required) are provided;
  • Wholesome drinking water is provided;
  • Accommodation for outdoor clothing is provided (including changing rooms where necessary);
  • Suitable facilities are provided for staff to rest, especially for any person at work who is a pregnant woman, nursing mother;
  • Arrangements are in place to monitor legionella and asbestos if evident in any local workplace/building.

 

All Employees have a duty to:-

  • Act in such a way as not to jeopardise their own, other employees or any other person’s health, safety or welfare.

 

 

THE HEALTH AND SAFETY (DISPLAY SCREEN EQUIPMENT) REGULATIONS 1992

 

These Regulations deal with the Health & Safety requirements when working with Display Screen Equipment (DSE). They are intended to protect staff who habitually use DSE as a significant part of their work. They are concerned not only with the effect that display screens may have on eyesight, but also the prevention of muscle and joint problems due to poor job and workplace design, and the physical and mental stress caused by prolonged continuous use.

This may mean, if the workstation assessment finds it necessary, the provision of new chairs, footstools, document holders etc, or the revision of work patterns and assurance that any new DSE equipment is suitable.

The Parish Clerk will need to make arrangements to:-

  • Assess workstations and reduce risks to Health & Safety;
  • Ensure that workstations meet minimum requirements;
  • Plan work to ensure breaks or changes of activity occur during prolonged use;
  • Arrange for eye tests if requested by staff who qualify and if necessary provide corrective glasses needed specifically and solely for use with DSE;
  • Provide information and training for DSE users;

 

ALL OF THE ABOVE SHOULD BE CARRIED OUT IN ACCORDANCE WITH THE CODE OF PRACTICE HELD CENTRALLY.

All Employees have a duty to:-

  • Inform their employer of any medical condition that may effect, or be affected by, their use of DSE;
  • Ensure that workstations and DSE are suitably adjusted so as to minimise Health and Safety risks.

 

 

THE PERSONAL PROTECTIVE EQUIPMENT AT WORK REGULATIONS 1992

 

The Management of Health and Safety at Work Regulations 1992 require employers to identify and assess the risks to Health and Safety present in the workplace, so enabling the most appropriate means of reducing those risks to an acceptable level to be determined. There is in effect a hierarchy of control measures, and PPE should always be regarded as the “last resort” to protect against risks; engineering controls and safe systems of work should always be considered first.

However in some circumstances PPE will still be needed to control the risk adequately, and these Regulations will then take effect.

The Parish Clerk will need to:-

  • Assess the need for PPE;
  • Select the most suitable PPE;
  • Provide, maintain and store PPE correctly, and replace it as necessary;
  • Ensure that information, instruction and training is given;
  • Ensure proper use and the reporting of loss or defect of PPE;

 

All Employees have a duty to:-

  • Ensure that they use, maintain and store PPE in accordance with any instructions or training which they have received.

 

 

THE MANUAL HANDLING OPERATIONS REGULATIONS 1992

 

The Regulations apply to any means of transporting or supporting a load (including the lifting, pushing, pulling, carrying or moving thereof) by hand or by bodily force.

The term ‘load’ includes any person or animal.

They require a process of:-

(a) Avoiding the need to lift and carry wherever possible;

(b) Assessing those operations which are unavoidable;

(c) Reducing the risk of injury.

There are NO SPECIFIC REQUIREMENTS such as weight limits, but an informal assessment will indicate which activities will need a more thorough assessment to be undertaken.

Ways of reducing risk could include:-

(i) Improving the environment;

(ii) Providing information on safe lifting techniques;

(iii) Considering individual capabilities;

(iv) Using mechanical aids.

The Parish Clerk needs to:-

(a) Identify all staff who are involved in manual handling operations;

(b) Carry out an informal assessment to identify all those activities which involve a potential risk and therefore require formal assessment.

Most everyday manual handling operations will not involve risk and therefore will require no further assessment unless there is a significant change in the operation.

All Employees have a duty to:-

(a) Make use of all appropriate equipment provided for them, in accordance with the training and instructions which their employer may have given them. Such equipment will include machinery and other aids provided for the safe handling of loads.

(b) Follow appropriate safe systems of work laid down by their employer for the handling of loads.

 

THE PROVISION AND USE OF WORK EQUIPMENT REGULATIONS 1992

 

Work equipment means any machinery, appliance, apparatus or tool and any assembly of components which, in order to achieve a common end, are arranged and controlled so that they function as a whole, eg. Lawn mower, portable drill, hand saw, soldering iron, hammer, socket set and computer.

The Parish Clerk must ensure that:-

  • Work equipment is suitable;
  • Equipment is maintained in an efficient state of good repair;
  • Suitable information, instruction and training is provided in respect of the safe use of work equipment;
  • Suitable and adequate guarding of all dangerous parts of machinery, and that these are maintained in efficient working order and good repair;
  • Work equipment is provided with, where appropriate, starting and stopping controls and emergency stop controls;
  • Controls on equipment that are easily identified as to what each control does and on which equipment it has effect;
  • Capability of isolating the equipment from it’s source of energy;
  • Stability of work equipment;
  • Adequate lighting is provided at any place where a person uses work equipment
  • Marking of warnings on work equipment are clearly visible and unambiguous, easily perceived and easily understood.

 

All Employees have a duty to:-

(i) Use correctly all work items provided by their employer in accordance with the training and instructions they receive to enable them to use the items safely;

(ii) Not interfere with or misuse anything provided for their health, safety and welfare.

 


 

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