Risk Management Guide

The following control measures have been identified to manage everyday risks in the building.
When hiring space, it is necessary for you to carry out your own risk assessment to manage any risks arising from the activities you are delivering.
Fire  

• If you discover a fire, raise the alarm and call the emergency services. 

• Signage outlining procedure displayed around building 

• Fire Exits Clearly marked with signage

• The Fire alarms tested weekly 

Fire Evacuation procedure:

• The Fire Exits are the garden, front and rear door of the building

• If the fire alarm sounds please instruct your participants to leave the space you are using, calmly and swiftly and direct them to the nearest fire exit. Do NOT use the lift!

• Any building users with limited mobility should be escorted/ supported to the refuge points on the first and second floors. Ensure fire doors are firmly closed and await the arrival of emergency services.  

• The fire assembly point is the car park of the Health Centre adjacent to the garden.

• We would advise group facilitators to make these fire procedures clear to their participants prior to the session
  
  Occupancy:
  At all times you must ensure that occupancy does not exceed the maximum occupancy given for your activity in the booked space. Table as below:
                                                              Usage/purpose        Max occupancy
  Ground Floor                                  General assembly   120
  Ground Floor Meeting Area    Seated activity          40
  Ground Floor Surplus Shop    General assembly   10
  Ground Floor total                        Not to exceed          170
  1st Floor Activity Room             General assembly    59
  1st Floor Boardroom                  Seated activity      15     
  1st Floor Office                             Seated activity       6
  1st Floor Co-Working                 Seated activity     15
  1st Floor Act2Cam Office        Office                         8
  1st Floor total                                Not to exceed          103
  2nd Floor Kitchen Works          Seated activity       21
  2nd Floor Counselling Rm        Seated activity          6
  2nd Floor Common Rm             General assembly    6
  DePaul Office                                Office                          
  WBBL Office                                   Office                         5
  2nd floor Communal                   Seated activity      15
  2nd Floor total                               Not to exceed         59
   

Community Building
The building is an open community building. Young/vulnerable people should be accompanied at all times when in communal areas of the building. At certain times the building will be unsupervised. Specific instructions will be given as to how to manage entry to and exit from the building when unsupervised.  

Trailing wires- trips and falls.
All appliances with wires should be positioned around outside of room where wires are not trailing. Tape must be used to secure wires to floor where trailing is unavoidable.
Parents to supervise children at all times.

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Slip Hazards 

Equipment checked to prevent leaks. Spillages are dealt with correctly. Signage to be used. Parents to supervise children at all times.

Flasks and Urns - scalding
Briefing on safe use to be given to building users who will be using urns or flasks for their sessions. All children are to be accompanied by an adult and are their responsibility. Small children to be constantly supervised by their guardians and kept away from the tea points.

 

Use of sharp objects

All staff are trained to handle knives and stored correctly when not in use. Risks should be made aware. First aid boxes are accessible and on hand throughout shift or session.

Lifting, moving and handling furniture, equipment or other items
Use safe handling techniques when lifting, moving and carrying. Use TILE assessment before lifting and moving. (Task, individual, load, environment/ equipment)
Ensure there is adequate space to move safely.  Use trolley and lift where possible.  Be aware of your own capabilities/ limitations. Do not undertake tasks alone when more than one person is required. e.g.  Fixed tables should be moved by 2 people.   

Automatic Door Closing
Doors are set to avoid kids to exit freely. Signage is used. Please supervise kids at all times. Doors are serviced regularly.

Use of lift.

• The lift undergoes 3 monthly safety checks and 6 monthly LOLER inspection.

• The lift must not be used by unsupervised children.

• The lift must not be used by lone workers in building.

• For lift emergencies (ie. breakdown) the emergency button and telephone helpline are on the wall of lift. Any faults must be reported immediately. Emergencies can also be escalated to emergency services via 999.
   

Accidents or ‘near miss’ Incidents
Any accidents or near miss incidents should be reported to the Whitley Bay Big Local representative as soon as possible after taking place. If no representative is on site please email david.carnaffan@whitleybaybiglocal.org.  The incident will be recorded in an accident book, stored in main office, and any compliance with RIDDOR requirements assessed and carried out.

COSSH- cleaning products.
Most cleaning materials will be stored in the kitchen stores and only used by designated staff / volunteers / session leaders / contractors when appropriate. Some antibacterial sprays and blue roll are accessible in all areas of the building to allow for frequent cleaning of high touch surfaces.  All session leaders are required to clean down all areas and surfaces used by their session participants before and after each session.
All session leaders are required to ensure that their groups participants do not use cleaning products inappropriately. Check labels before use and store correctly 

Access to building and locking up out of hours
On certain occasions, particularly in evenings and at weekends, the building will be unsupervised. On these occasions we will provide special instructions to ensure that you can access the building and leave it securely locked.

Unauthorised Access and Threat of Violence

Session leaders, volunteers and staff are aware of policies. Front desk is manned at all times. Safety doors are in place. Panic buttons are in place at front desk and cafe in event of distress to alert office staff. All building users to be aware of evacuation procedures. Fire alarm raised if serious threat and report immediately. 

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Safeguarding

All staff and volunteers to be trained on safeguarding procedures and all building users to have read the policies. Report to designated safeguarding lead, David. If not on site, report to Mim to escalate. 

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First Aid Incidents

In the event of a first aid incident, alert first aiders on side, David, Mim and Hannah

Use of the garden
Before using the garden please ensure that there are no hazards from litter/ fallen branches/ animal faeces. 

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Craft Materials

All group leaders must carry out own risk assessment for groups. Any accidents must be reported immediately. Children must be accompanied by an adult.