1. General Policy Statement
It is the policy of Aughton & Ormskirk u3a to arrange meetings, events and activities in ways, and in environments, that are as safe as is reasonably practicable.
2. General Arrangements
Aughton & Ormskirk u3a will:
- ensure that premises provided for group activities are, so far as is reasonably practicable, safe, healthy and suitable for the activity;
- ensure that any equipment provided is safe;
- ensure that members at u3a meetings and events are made aware of the evacuation procedures in the event of a fire or other emergency situation;
- ensure that safe working practices are followed for non-venue groups (e.g. Walking).
Members should:
- take reasonable care of their own health and safety (e.g. take care when undertaking any manual handling, or avoid it);
- take reasonable care not to affect the health and safety of others by their actions or omissions;
- follow advice and instructions given by the Group Leader about minimising health and safety risks during the group’s activities;
- evacuate premises if conditions are considered to be an immediate hazard.
3. Health and Safety Roles
3.1 Management Committee
The Management Committee will:
- nominate a member of the management committee to take the lead on H&S matters;
- maintain copies of any completed Accident/Serious Incident forms for seven years;
- review the policy annually and update if required, especially in light of new information about H&S risks and new legal requirements;
- review the operation of the policy to ensure operational requirements are being adhered to;
- update operational requirements if/when required.
3.2 Group Support
Group Support will:
- check premises for suitability and safety (using the Premises Safety Checklist) before booking any premises that are new to u3a (or haven’t been booked in the last three years)*;
- issue completed checklist to the Management Committee’s Health & Safety representative (to be retained for 3 years);
- re-check premises at least every 3 years (using Premises Safety Checklist);
- liaise with the body that controls the premises and holds any statutory duties imposed by regulation, especially if there are any health and safety concerns;
- In conjunction with the Management Committee H&S representative, review working practice of non-venue groups (e.g. Walking, Cycling) every three years to ensure safe practices are followed;
- deal with any H&S issues arising in hired premises (involve Management committee H&S rep if necessary);
- ensure Group Leaders have access to first aid kits;
- ensure Group Leaders are made aware of their responsibilities.
* Notes relating to premises:
- The body that controls a venue may have statutory duties imposed by legislation. Checks by u3a are not intended to be a formal risk assessment required by any legislation.
- Checks will not be made at members’ private homes used for u3a activities or premises where the u3a activity is taking place at a venue designed for that activity e.g. golf at Hurlston Hall, badminton at Burscough Sports Centre.
3.3 Group Leaders
Group Leaders should:
- carry out informal checks prior to commencement of each group session (see the Informal Premises Safety Check sheet);
- regularly remind members of the evacuation procedures;
- ensure they have their first aid kit with them at each session;
- inform Group Support if there is a H&S issue at any of the hired premises (evacuate the premises immediately if the risk is serious);
- in the event of an accident or serious incident, complete both an Aughton & Ormskirk u3a Accident/Serious Incident form and the Accident Book belonging to the premises (preferably on the day of the incident);
- take care if carrying out activities on their own (e.g. make sure someone else knows where they are, carry a mobile phone, avoid using a ladder).
3.4 Finance and Resources Committee
The Finance and Resources Committee will:
- monitor/manage safety checks on u3a assets.
4. Adoption and Review
This policy was adopted on: 27th May 2025
Last review date: May 2026
Next review date: May 2027