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Allotments Stockport (formerly SMAGA)

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Guidance for Committees on Risk Assessment / Machinery

Loan

Rev 2 2014Reviewed June 2014


INDEX

SECTION 1 – INTRODUCTION

SECTION 2 – Risk Assessment – a guide in plain English

SECTION 3 – Assessing the Risk

SECTION 4 – Risk Assessments Pro forma & Master blank copy

SECTION 5 – Rules on Machine Use and signatory sheet

SECTION 6 – Further Guidance


SECTION 1 INTRODUCTION

The following guidance is to assist committee members of allotments and societies associated / affiliated with Allotments Stockport (formerly SMAGA) in ensuring that they are aware of their responsibilities in regard to the health and safety of the tenants and plotholders as well as visitors to their sites.

Many myths abound in relation to health and safety and the so called ‘claims culture’. Most of these myths are just idle talk, urban legend and discussions in the media designed to cause a stir. In reality the committee and the plotholders all have a duty to protect themselves and others (illegally on site or otherwise) under common law from harm, but this is tempered with the caveat of this being in the realms of ‘reasonably practicable’.

So always remember to take a (safe) step back and ask yourself in relation to safety – ‘is or are the proposed safety control requirements for this task ‘reasonable to the everyday person in the street’ – is it what they would expect? – if the answer is ‘Yes’ then you are OK, if not try to change whatever is making it unreasonable, if you can’t then the task is still to risky and stop!

So in a world where common sense is lacking or not applied – this is all that is really required. Re apply common sense – just make sure that the message is communicated to those doing the task or using the equipment.

Safety on site is something that needs not be a headache or prevent anyone from carrying out tasks – it is the level of risk and harm as well as the hazards that need identifying and then these controlling. This defines the areas that need to be looked at.

If you can eliminate as much of the potential for harm as possible then what is left must be controlled, this is usually via a risk assessment.

Hold on …. is this the dreaded document that takes ages to compile and then stops you from doing what you wanted in the first place?

Well the plain answer is NO! – risk assessments are just that - the use of them mostly by ill judged and ill prepared people, is what causes the problems. The following information and prepared documents should help dispel the myth that we all need diplomas in safety to act as committee members.

So before you read on remember this manual is guidance only – you as a committee need to spend only a small amount of time looking at your site and what goes on and ensuring that that it is done safely – not much to ask – most people do not want to end up injured or hurt, so safety really is just ….common sense.


SECTION 2Risk Assessment – a guide in plain English!

A quick definition….

(adapted from HSE Guidance,)

‘A risk assessment is a careful examination of what in your allotments could cause harm to people so that you can weigh up whether you taken enough precautions or should do more to prevent harm. The aim is to prevent illness or injury

The important things you need to decide are whether a hazard is significant and whether you have covered it by satisfactory precautions so that the risk is small’

As an example electricity can kill, but in an average house this risk is remote provided that the ‘live’ components are insulated and metal casings properly earthed.

HAZARD & RISK – Don’t let them put you off –……

A Hazard is anything that can cause harm (machinery, working on a ladder , broken glass, uneven flagstones etc)

Risk is the chance that, either high or low, someone will be hurt by that hazard.

Straight forward enough – you do it subconsciously all the time – take crossing the road for instance, there is a hazard and a risk, but you balance it up (and yes some get it wrong) but the vast majority get it RIGHT!


SECTION 3Assessing the Risk

Step 1

Look for the Hazards – broken glass, structures in need of repair, loan of strimmer, wells, uneven footpaths, materials storage etc

Walk around the site and look again at it all. Focus on the points that will give rise to harm, especially on a site inspection. Concentrate of the ones likely to hurt several people or injure children (who are less likely to understand the dangers present)

Talk to the plot holders, they may see things or know of concerns you are not even aware of.

Step 2

Decide who could be harmed and how – tenants, children, visitors, illegal ‘visitors’

Remember-

The old and infirm

Children

Those with learning disabilities

And unfortunately illegal entrants to the site

Step 3

Weigh up the risks and decide whether the existing rules and precautions are adequate (you may need to implement site rules regarding storage of materials, pathway maintenance and building condition for example) and decide if more needs to be done and by who, include a timescale and persons responsible (either the tenant, the committee or the council).

You will never totally remove all the hazards on site – that would be impossible so………

Think about how likely it is that a remaining hazard could actually cause some harm and assign it a low, medium or high risk factor.

Your overall aim is to make risks LOW as possible so it is unlikely to happen.


If there are a lot of risks then draw up a list to enable you as a committee to focus on what needs doing and prioritise it…concentrate on the most dangerous first.

Especially those affecting vulnerable people, the most persons or most likely to cause serious harm to someone.

Ask yourself….

1) Can we get rid of the hazard altogether?2) If not how can we control the risks so that harm is unlikely?3) What timescales are we looking at and who is responsible for doing the

remedial action?

Step 4.

Record your findings – whether it is a letter of improvement notice to the tenant or a full blown risk assessment on one of the forms in this booklet or ones from the council or NSALG – records are everything!

Remember that in correspondence to the tenant that you must explain clearly the problem, who could be affected and give a reasonable but not excessive timescale for the problem to be resolved – and enforce it as a committee.

In the actual words of the Health and Safety Executive – ‘Don’t be overcomplicated’

Most of the hazards are few and simple. The initial stages will be the one you dread but if addressed promptly and removed, then the hazards retreat and the controls stop them appearing again.

All you need to prove (and it is not so onerous) is that the committee made a proper check – which you can do as part of your site reviews or when you buy or hire a new piece of equipment. That you recorded the significant findings and then passed this information to those who needed it (the person hiring the strimmer for example) or actioned it (the letter of improvement to the tenant over the unguarded well)

Timescales, remember them do not just file this on a shelf in the site hut – record actions with a timescale / deadline or reference them on separate documents (you may wish to incorporate these action into the minutes under a Health and Safety Section in the agenda) but set realistic timescales to remove issues – this does not mean ignoring them and reference if it’s the committee or landlords responsibility – and again record correspondence with the landlords representative (in this case the Allotment officer / Dept)


This record should show the precautions were reasonable and the remaining risk was low.

Step 5

Review your assessments and remedial actions regularly as necessary or as things change– the strimmer hire assessment for example will only really change if you sell it or get a new model , the paths and roadways will only change once the original problems (if any) are removed or repaired. So in a nut shell review if there is a significant change.

The Next Step………..

This is to record the findings, not as complicated as it sounds. The documents appended should be self explanatory and easy to apply, that is the way they were designed – get persons who the assessment affects to sign the rear of the sheet and date it so that your record is always there and to hand.

You can check easily that Mrs A has received the information on the strimmer assessment by just turning it over and looking – also read parts to them, do not take for granted that people actually read the information – they don’t.

Explain safety important sections, like wearing the visor or wearing proper footwear when using a rotovator etc – and if they refuse the visor or wear flip flops then refuse to lend them the gear – after all its in everyone’s best interest to do it safely!!!

As with all safety – that is it – don’t ‘over complicate’ be reasonable, it initially does seem a long uphill task but your committee is already most likely assessing risks but not recording them, so the following forms and guidance just enables you to do it in a more manageable way – so carry on and get yourself a folder to put them in.

To summarise –Committees need to assess their site and a strong committee with good rules can do this by simply ensuring simple things like plot housekeeping is maintained and that the council are informed of gaps in fences (they may not react yet – but when someone gets injured breaking in then at least the liability cannot be pointed at the committee) , in relation to power tools get that particular assessment signed for by the person using the tool.

Have the rules signed once at the first issue of a power tool to a tenant and then use the appended information to record site wide elements – one folder, two signatures and a safe.

REMEMBER..….. RECORD IT ……RETAIN IT………ACT ON IT & PROVE IT!!!


SECTION 4

RISK

ASSESSMENTS


ALLOTMENT SOCIETY RISK ASSESSMENT RECORDACTIVITY: . DATE of ASSESEMENT: / / .

ALL PERSONS USING THIS EQUIPMENT MUST SIGN THE REAR OF THIS ASSESSMENT AND FOLLOW THE GUIDANCE IT CONTAINS WITHOUT EXCEPTION


HAZARD HARMFUL CONSEQUENCES RISK RATING (before extra controls)

REQUIRED CONTROL MEASURES RESIDUAL RISK

Risk Rating: H = High, M = Medium, L = Low


ALLOTMENT SOCIETY RISK ASSESSMENT RECORDACTIVITY: PETROL MOWER USE DATE of ASSESEMENT: / / .





PETROL

BLADES / CUTTING EDGES

MOWER ITSELF / USER / OTHERS

ENVIRONMENT

IGNITION OF FUEL WHEN FILLING

CUTS , AMPUTATION , SERIOUS INJURY

LACK OF KNOWLEDGE OF MACHINE CAPABILITES

STONES. DEBRIS / INCLINES/ DITCHES

H

H

H

M

Only to be filled by authorised person. Spills to be wiped away. Engine allowed to cool before filling. Fuel in one area remove machine at least 2 meters away before starting.

All guards to be in place and secure and in good order – if not do not use and secure.

All blockages and entanglements on blades only cleared once engine switched off and person must wear gloves. Suitable footwear must be worn – for example boots – not sandals or trainers

Show the user the start and stop procedures including any emergency stop functions. Ensure the person is comfortable with the information and how to use the item safely. Keep all other people away from the working area.

Ask the user to check area prior to using the machine to eliminate risk associated with the terrain it is to be used for such checks to include removing wire, string, rope, debris, stones etc

L

L

L

L



ALLOTMENT SOCIETY RISK ASSESSMENT RECORDACTIVITY: ROTOVATOR USE DATE of ASSESEMENT: / / .





PETROL

BLADES / CUTTING EDGES

MACHINE ITSELF / USER

ENVIRONMENT





H

H

H

M




Show the user the start and stop procedures including any emergency stop functions. Ensure the person is comfortable with the information and how to use the item safely. Keep others away from working area at all times


L

L

L

L



ALLOTMENT SOCIETY RISK ASSESSMENT RECORDACTIVITY: STRIMMER USE PART 1 of 1 DATE of ASSESEMENT: / / .





PETROL

LINE / CUTTING EDGES

MACHINE ITSELF / USER

ENVIRONMENT





H

H

H

M




Show the user the start and stop procedures including any emergency stop functions. Ensure the person is comfortable with the information and how to use the item safely.


L

L

L

L



ALLOTMENT SOCIETY RISK ASSESSMENT RECORDACTIVITY: STRIMMER USE PART 2 of 2 DATE of ASSESEMENT: / / .




ENGINE NOISE

FLYING DEBRIS

OTHERS IN VICINITY

HEARING DAMAGE

EYE DAMAGE

PERSONAL INJURY

M

H

H

Control exposure by issuing ear defenders / plugs or rotate who uses the strimmer for shorter periods.

The use of a visor or goggles is mandatory with this type of equipment and illustrated as such on the machine. Normal sunglasses / glasses are not suitable neither are safety glasses as debris can enter via the side.

The user must ensure that all persons in the near vicinity are kept away from the area being worked also that children are not permitted near the machine. If persons are close them the user must personally assess the risks to them as they are responsible for the safety of others whilst in charge of the strimmer

L

L

L



RISK ASSESSMENT RECEIPT – TO BE SIGNED BEFORE A MACHINE IS ISSUED FOR THE FIRST TIMENAME (PRINT) PLOT NO DATE SIGNATURE TO ACCEPT CONTENT OF RISK

ASSESSMENT


SECTION 5

THE RULES ON MACHINE USETo be read to every person when they first hire a piece of machinery from the committee and recorded on the

appended form.1) You are in charge of the machinery / tools - follow the risk assessment

and instructions given failure to do so could lead to injury.

2) You are responsible for the safety of yourself and others in the area near you whilst using it.

3) NO CHILD OR PERSON UNDER THE AGE OF 16 IS PERMITED TO USE COMMITTEE / SOCIETY POWER TOOLS OR EQUIPMENT UNLESS SUBJECT TO A RISK ASSESSMENT BY THE COMMITTEE.

4) No one is to refuel any equipment unless authorised to do so.

5) You are not authorised to adapt or change the use or manner in which the tool was designed to be used.

6) You are not to undertake any repairs and report any defects or damage immediately – this is so the machine can either be repaired or taken out of service.

7) Failure to obey the risk assessment and committee / society rules can lead to permission to use items being removed.


THE RULES ON MACHINE USERECEIPT OF RULES FORM

This does not remove the requirement to sign the appropriate risk assessment form

PRINT NAME SIGNED DATE


Section 6 Further Guidance

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