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. Next year, we plan to have an option of completing these on-line, which will make it easier and we can provide an individualized report for you. If you want a copy of information you sent to us (to check that you have followed through on identified actions), please contact Andrew Metcalfe.
Background to Audit
The Diocesan Council asked that all faith communities return a copy of a loss prevention checklist (attached below) by 30 June each year to help document that Faith Communities are auditing this on an annual basis.
Loss Prevention Checklists were mailed out to all faith communities with a request that they be returned by 31 June 2023, with 27 checklists returned from 21 Parishes/Churches/Deaconries/Districts.
Audit Observations
The audit did give a reminder to faith communities to address some issues that may not have been front of mind, with many actions being identified from issues noted in the checklist.
The most common gaps that were not necessarily being addressed (i.e. no evidence of a plan to rectify) were:
- No smoking/smoke free signage – a "quick win" to resolve, but many had no plans to put these in place.
- Electrical testing – switchboards and small appliances. There is a possibility that the expense of doing this may be a barrier, as well as concerns about what investigations may uncover. Small appliances can be monitored by responsible people present, but electrical switchboards can have more serious consequences e.g., catastrophic fire events. Non testing of these may lose insurance cover.
- Contingency plans – many communities did not have these in place or see them as necessary. However, they are important, especially for smaller faith communities who might find themselves in trouble if they lose one or two key people. We may also find that we are the only ones who can care for each other in an emergency (and can pass on information about vulnerable people to others). Faith communities may also be able to offer premises for wider community use in an local emergency.
- Security of valuable items and cash kept on premises – this appears to be a very common issue, with (apparent) little concern that it may pose a problem. There were also gaps in having a record of valuable items/features (Terriers).
- Maintenance of buildings and security – common issues were identified around gutters and overgrown vegetation. This can be hard for smaller, more elderly congregations to keep on top of.
- Hazardous materials – there was an impression in the returns that many of these kinds of materials are not locked away (as they are not seen to pose a hazard to existing congregation age profiles). This is an accident waiting to happen.
Thoughts On and Resources For Identified Gaps of Audit
Building Warrant of Fitness Clarification
Some were unsure about the section asking about Building Warrant of Fitness BWoF) requirements. A BWof WOF is only required if a compliance schedule is issued by a local authority that lists specified systems in place in a facility e.g., automatic fire sprinklers, fire alarms, lifts, air conditioning systems, and the performance standards for those systems. A Building Warrant of Fitness is an annual certificate that confirms the specified systems in the building have been inspected and maintained and are performing in accordance with the building consent. Invercargill City Council have a list of all the systems that need to be checked annually for a BWof, see https://icc.govt.nz/building/specified-systems/ . Other local authorities have similar requirements if these systems are in place. Most of our church buildings do not require a building warrant of fitness, but do contact your local authority if you are unsure if you need one.
Fire Extinguisher training
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:
- How To Use A Fire Extinguisher - Fire Protection Online
- Auckland University: https://www.auckland.ac.nz/en/health-safety-wellbeing/health-safety-topics/fire-safety/fighting-a-fire.html.
See also a resource on Fire Safety from Dunedin North Parish.
We recommended that all facilities without fire extinguishers who have people/areas exposed to naked flames purchase fire blanket(s).
Electrical Switchboard testing, small appliance testing and safety
Rather than this being in the “Too Hard” basket , there may be some ways to help this happen, or to mitigate some risk.
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.
We have developed signage for users of areas pointing out common hazards, including low level heaters. This General Notice template can be used to identify where your first aid box is, building exits, what to do in an emergency… and any potential hazards for smaller children or vulnerable adults. Faith communities do need to consider what they can remove, secure, or conceal in terms of any of these potential hazards.
There are a variety of organisations who provide electrical testing, we recommend faith communities arrange to have this done on an annual basis. For smaller communities (with fewer electrical items), this should not be too expensive and is worth investing in. See: https://www.testntel.co.nz/fieldservices or search for local providers in your area.
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 this in premises overnight, actively encourage people to give electronically and reduce the amount of cash received.
- Ensure you have Health and Safety as a standing item on your leadership group's agenda and regularly review your Health and Safety manuals.
Some new additions to the Health and Safety Manual resources:
- Contingency Plan templates - in Word and .pdf formats.
- General Safety Notice template - in Word and .pdf formats.
- Low Level Hot Device Safety notice - in Word and .pdf formats.
- Terrier templates - in Word and .pdf formats (also attached below).