Health and Safety Annual Audit Results 2024
We have a summary of results from our annual audit and a prompt for faith community leadership groups on what you need to check.
Thanks to all who completed and returned the audit forms. This year we had an option of completing this on paper and on-line, and we have sent out an individualized report for those who did this. Next year we will ask Archdeacons to make sure all faith communities have access to the audit and can complete it. Attached below is the content of this article for Wardnes/Clergy to take to Vestry-Chapter-Archdeaconry -Church Committee meetings.
Background to Audit
The Diocesan Council asked that all faith communities return a copy of the loss prevention checklist by 30 June each year to help document that Faith Communities are auditing this on an annual basis.
A "Loss Prevention Checklists" document supplied by the Anglican Insurance Board was used for the first and second audit, with this most recent one having further information to help clarify queries raised by the first one. They have been kept separate from Annual Returns as the request for them always comes at a busy time of the year.
An article via South Calling was emailed out to all Wardens with a request to complete this audit before the end of June 2024. Printable copies of the audit form were included in the article, as well as a link to a electronic survey. This year, the return of forms was disappointing, with one being returned by post (and entered the electronic survey format) with only seven other faith communities completing this electronically. This does mean that any conclusions from the information supplied are hard to generalise more widely, but it does indicate what issues from last time may (or may not) have been tackled.
Audit Observations
The audit continued to remind faith communities to address some issues that may not have been front of mind, and (again) some remedial actions were identified. Below is a summary of findings.
Overall, responses indicated that properties are kept clean and tidy, external maintenance is being attended to, including monitoring/removing any graffiti. It always heartening to visit properties and seeing they are generally well cared for (apart from some delayed maintenance such as external painting). Cleaning schedules are in place, trip hazards are being monitored and Information Technology related matters are (mostly) in hand.
The most common gaps that were not necessarily being addressed (i.e. no evidence of a plan to rectify) in various locations in 2023 and 2024 were:
No smoking – smoke free signage and fire extinguisher training. A quick win to resolve, but many had no plans to put these in place. In the 2024 audit, 3/8 were without no-smoking signage, with one response saying that signage was unnecessary as no-one in the congregation smokes. Only 2/8 places had given training in the use of fire extinguishers, with 3/8 extinguishers not being serviced over the past 12 months. Only 3/8 had an updated fire evacuation plan and an annual practice evacuation.
Electrical testing and low-level heater protection – switchboards and small appliances. There is a possibility that the expense of doing this may be a barrier, as well as what investigations may uncover re remediation work. Small appliances can be monitored by responsible people present, but electrical switchboards can have more serious consequences e.g., catastrophic fire events. It may be a cause for insurance to not cover such events. In the 2024 audit, this continues to be of concern with only 2/8 saying that switchboard and wiring has been inspected in the past 12 months, and only 1/8 saying that portable appliances had been tested in the past 12 months. Two respondents are rectifying the first concern, with another considering it. Others indicated they took measures such as unplugging appliances when unattended, and another saying they didn’t feel the expense was justified as the building (and electricity) on turned on for 11 times during the year. An improvement from this survey was an indication that low level heaters were being considered more and signage being considered to identify these as potentially hazardous.
Contingency plans– many (smaller) communities did not have these in place or see them as necessary, despite the observation that they may find they are the only ones who can care for each other in an emergency (and can pass on information about vulnerable people to others) as well as having the potential to offer premises for wider community use. In 2024, there continued to be a better uptake of contingency plans (5/8), but most comments seemed to relate to emergency evacuation or other crisis responses, rather than the full range of issues identified in the contingency plan template, for example, what would happen if a key person in your faith community died of became incapacitated... and you had difficulty doing vital tasks? One respondent indicated they were going to complete a contingency plan using the template provided (click here).
Security of valuable items, keys and cash kept on premises. In 2024 this continued to be an issue, including the lack of updated Terriers i.e. only 3/5. More concerning, 3/8 premises are still holding cash overnight. Some continue to have keys that are too readily accessible with 3/8 having keys hidden on the property.
Maintenance of buildings and security – common issues around gutters and overgrown vegetation. This can be hard for smaller, more elderly congregations to keep on top of. In 2024, only 3/8 had a planned maintenance programme, but more regular checking of gutters/downpipes seemed to be taking place. 6/8 had completed a general maintenance inspection over the last 12 months. Ony 3/5 could confirm that rubbish and wheelie bins were cleaned our regularly, securely locked and located at least 5 m away from any building.
Hazardous materials – there was an impression in the returns that a lot of these kinds of materials not locked away (as they are not seen to pose a hazard to existing congregation age profiles). This is an accident waiting to happen. In 2024 5/8 respondents had hazardous substances kept in a secure location, with one implementing a new locked cupboard and another identifying nothing hazardous was kept on site. This was an improvement (in this small survey sample) from 2023 figures.
Use of external contractors – In 2024 there was no systems identified by anyone to ensure that all contractors have Public Liability insurance or that their work was checked using the Diocese of Dunedin Contractors agreement paperwork. This is of particular concern as it exposes Faith Community leadership to liability in their roles of PCBUs (Person Conducting a Business or Undertaking) under Health and Safety legislation. At the very least, contractors need to be asked to share their health and safety plan for any work undertaken.
Thoughts On and Resources For Identified Gaps of Audit
Fire Extinguisher training
As mentioned last year, this can be challenging for some faith communities to carry out but is important so that provision of these is effective if needed. This training is provided by organisations such as:
· Wormald https://www.wormald.co.nz/fire-training ;
· Fire Security Services https://www.firesecurity.co.nz/training and
· Chubb Fire and Security: https://chubbfs.com/nz-en/fire/emergency-plans-and-training/fire-safety-training/fire-extinguisher-training/
There are also some websites with short videos that could be used in some settings:
Auckland University: See the following website: https://www.auckland.ac.nz/en/health-safety-wellbeing/health-safety-topics/fire-safety/fighting-a-fire.html
Tip: Why not play one of the above videos at your vestry or committee meeting? This can count as a training session for you.
We recommended that all facilities without fire extinguishers who have people/areas exposed to naked flames purchase fire blanket(s), with a prompt/reminder for this is made in the next survey. These can be purchased on-line for approximately $40.
Electrical Switchboard testing, small appliance testing and safety
Again, rather than this being in the “Too Hard” basket , there may be some ways to help this happen, or to mitigate some risk. Last audit we suggested that one way would be to ensure that appliances are not used unsupervised i.e., left unattended in a room, and that their plugs are removed from an electrical outlet when not in use. If appliances are not being regularly used, they should be removed. In 2024 some respondents indicated they were doing this.
We have developed a template for signage that point out common hazards, including low level heaters. This is part of a general notice that identifies where first aid box is, building exits, what to do in an emergency… and any potential hazards for smaller children
Faith communities need to continue to consider what they can remove, secure, or conceal in terms of any of these potential hazards.
Some Key Reminders for Faith Communities
Ensure you have smoke free premises/no smoking signage - please contact Andrew Metcalfe if you need some help organising signs you can place in your premises. See https://www.smokefree.org.nz/smokefree-resources/smokefree-signage
Do you have any unprotected low-level heating? Provide warning signage (example attached below) and make sure areas where these are operating are not left unattended.
Schedule regular (annual) checks for electrical switchboards and small appliances. We recommend having thermal imaging for switchboard which is one way to see if there is anything remis, e.g. https://www.electricaltesting.co.nz/thermal-imaging and https://www.testntel.co.nz/fieldservices
If you have fire extinguishers, arrange training for key people on their use, or provide fire blanket(s) as a minimum for any areas where there are naked flames (see above for resources on this).
Ensure any hazardous substances (including cleaning supplies) are securely stored away (unless brought in and removed by people doing cleaning).
Identify and arrange any essential maintenance to be completed (including gutters, downpipes and vegetation close to buildings).
Review your cash handling and storage arrangements - don't leave any cash in church premises overnight, actively encourage people to give electronically and reduce the amount of cash received. If you need some help with problem solving around this, please contact Andrew Metcalfe.
Ensure you have Health and Safety as a standing item on your leadership group's agenda and regularly review your Health and Safety manuals. If you would like a paper copy of the Diocesan Health and Safety manual, contact Andrew Metcalfe.
A reminder of Health and Safety Manual resources:
Low Level Hot Device Safety notice - in Word and .pdf formats.
Terrier templates - in Word and .pdf formats (also attached below).