The Complexities of Compliance

Compliance Presentation – 3rd & 5th Nov 2015

THE COMPLEXITIES OF THE COMPLEXITIES OF COMPLIANCECOMPLIANCE

Presentation byPresentation byStephan Stephan, District 1090 H&S Adviser

Ken Diccox, District 1090 Safeguarding AdviserTim Cowling, District 1090 Equality & Diversity Adviser

Compliance Presentation – 3rd & 5th Nov 2015

Domestics Welcome

Fire Evacuation

Toilets

Mobile phones

Break

Compliance Presentation – 3rd & 5th Nov 2015

Agenda

IntroductionsObject of Seminar

Compliance Policies & ResponsibilitiesEquality & Diversity

Safeguarding - Protection of Children & Vulnerable AdultsHealth & Safety

Risk AssessmentInsurance

RIBI & District 1090 WebsiteSummary

AOB

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCECOMPLIANCEHere we go, another lecture on Here we go, another lecture on political correctness gone mad!political correctness gone mad!

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCECOMPLIANCE

Child injured by firework at Rotary Child injured by firework at Rotary display.display.

Participant collapses on fun runParticipant collapses on fun run “ “You must be the speaker, dear. You must be the speaker, dear. Thankfully our club hasn’t made the Thankfully our club hasn’t made the

mistake of letting women in, let alone mistake of letting women in, let alone making them president.”making them president.”

“ “I don’t think you would enjoy our I don’t think you would enjoy our club. You wouldn’t be able to join in, club. You wouldn’t be able to join in,

being in a wheelchair”being in a wheelchair”

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCE COMPLIANCE ISIS ABOUT: ABOUT:

Upholding Rotary principles and Upholding Rotary principles and ethicsethics

Treating people decentlyTreating people decently Protecting YOUR clubProtecting YOUR club

Complying with the lawComplying with the law

It is It is notnot about preventing you about preventing you from running your events or from running your events or

providing Rotary serviceproviding Rotary service

Compliance Presentation – 3rd & 5th Nov 2015

RIBI Advisers

Compliance ResponsibilityCorporate Responsibility … Duty of Care

District AdvisersClub Advisers

General Council Secretary/CEO

Executive CommitteeHealth & Safety and Protection

CommitteeDistricts

(Governors)Clubs

(Presidents)

Compliance Presentation – 3rd & 5th Nov 2015

RIBI Commitments to:a. Promote & encourage safe practiceb. Provide information & advice c. Establish systems & procedures d. Develop & encourage Compliance communication e. Exchange ideas & promote best practice Rotary Clubs – Overall Responsibility to:> Plan, organise & deliver in a safe & legal manner

Compliance Presentation – 3rd & 5th Nov 2015

Equality & Equality & DiversityDiversity

Compliance Presentation – 3rd & 5th Nov 2015

SafeguardingSafeguarding ChildrenChildren Vulnerable Adults

Compliance Presentation – 3rd & 5th Nov 2015

Health & SafetyHealth & Safety

Compliance Presentation – 3rd & 5th Nov 2015

Nov 2013 & Jan 2015 UpdatesApprovedbyGeneralCouncilRIBI

Compliance Presentation – 3rd & 5th Nov 2015

Same safety standards apply to voluntary activities

Duty of Care on organisers & individually on helpers

Each club is responsible for H&S of its own activities:Club H&S system / processes / PolicyRisk assessments

Management and planning groupFor each event a single named person

responsible

RIBI Policy Principles

Compliance Presentation – 3rd & 5th Nov 2015

H&S blamed to

cancel lots of fun events

Victims:- Plastic duck races, village fetes, banning of conkers, firemen's poles, park benches & even Morris dancing

Compliance Presentation – 3rd & 5th Nov 2015

Continued:-Permission (e.g. of owner/Local Authority)

Licensing (music, dance, performance, drinking, betting, late night refreshment and food, sale of motor vehicles)

Stewards / marshalling

Coping with disability

Catering

Lighting failureLighting failure FireFire EvacuationEvacuation First AidFirst Aid

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCE – Health & SafetyCOMPLIANCE – Health & SafetyRisk Assessments

Compliance Presentation – 3rd & 5th Nov 2015 H&S management in Rotary is not an

option  - it is an obligation

RAs - carried out & recorded - perceived risk?

Divide risk assessment for big events into parts

Then: Carry out the risk control actions that

result from the risk assessments and write them down

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCE – Health & SafetyCOMPLIANCE – Health & SafetySix Stages of a Risk Assessment

1. What might cause harm (Hazard)? - visit location

2. Who might be harmed and how? 3. What chance someone might be harmed

(Risk)? 4. What precautions taken? Are they adequate?

5. Record findings / retain copies as evidence 6. Review RA as & when necessary - particularly after the event

Compliance Presentation – 3rd & 5th Nov 2015

Compliance Presentation – 3rd & 5th Nov 2015Rotary Club/District - Health and Safety Risk Assessment Form

Ref No: ____ Task/Function: _____________________________ Location: ___________________________________________ Risk Assessor: _______________________ Date: __________ Persons at Risk: _____ __________________________________

Risk Levels: - L = Low; M = Medium; H = High (Use L -M, or M -H to indicate intermediate risk levels, if necessary) (NB: Risk Levels in last column indicate anticipated scores after Action is taken)

Hazard

(What might c ause harm?)

Risk(s)

(What harm might be caused?)

Risk Level

Before Action L/M/H

Current Control Measures and/or

Action to Reduce/Eliminate Risk (Including action by whom and by when)

Risk Level After

Action L/M/H

Signed: _______________________________ Risk Assessor Signed: _____ _______________________ ____ Project Manager Date: ________________ Date: ________________ Review Date: ___________

Compliance Presentation – 3rd & 5th Nov 2015

Compliance Presentation – 3rd & 5th Nov 2015

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCE – Health & SafetyCOMPLIANCE – Health & SafetyRisk Assessments

• Make sure that they recorded and accessible on the day

• Keep them as short as possible, and to the point

• They need to be easily understood

• Need to cover Health and Safety, Protection and Environmental issues (& ideally commercial)

• Keep copies for future reference and repeat events

Compliance Presentation – 3rd & 5th Nov 2015

Traffic Management Plans - competencyMarshals are needed on roads:• MUST have Hi Vis jackets / tabards• Assist with emergency vehicle access• MUST NOT try to stop or control moving vehicles

Vehicle control• Marked routes, access and egress• Avoid causing congestion• Appropriate barriers & signage• Level crossing / swing bridges - need permission

Roads and Vehicles

Compliance Presentation – 3rd & 5th Nov 2015

Insurance

Compliance Presentation – 3rd & 5th Nov 2015

RIBI Insurance

Every Rotarian and volunteer working on a Rotary event or activity has insurance cover … which provides a safety net

BUT: Insurance is not a licence for unsafe activities

NB - Health & Safety rules should never be used to restrict or cancel events

Compliance Presentation – 3rd & 5th Nov 2015 Insurance & the Rotary Clubs

• Arranged by Bartlett Insurance Brokers• Applies to Rotarians & volunteers for Rotary Activities• Covers all traditional Rotary Activitieso Excludes:

o Fireworks Displays (unless by Specialists)o Equipment & Travel Insuranceo Cancellations & Abandonmentso Weather Insuranceo Prize Indemnity

Compliance Presentation – 3rd & 5th Nov 2015

Compliance Presentation – 3rd & 5th Nov 2015

Insurance Policies Public, Products & Employers’ Liability - death, injury & damage

£20m Public & Product liability for any one claim£10m Employer’s liability (includes £1m Stallholder liability)

Regalia & Money – Loss or damage to Regalia & money£1K to £5k maximum

Officers & Club Indemnity – wrongful acts of officers£500K per claim – max £2m

Legal Expenses – criminal prosecution£50K limit of Indemnity for defence

Libel & Slander – Club Publications£500K for damages costs & expenses

Personal Accident – Rotarians & Volunteers£7.5K to £125K for death and injuries / loss of limbs

Compliance Presentation – 3rd & 5th Nov 2015

Insurance & the Rotary Clubs Excludes:

o Aviation, hot air balloons & parachuteo Bungee Jumping & Abseilingo Marine & water-borne riskso Motor racingo Use of vehicles on & off public highwayso Any deliberate Acts or Omissiono Contract conditions by others imposing Rotary liability

Compliance Presentation – 3rd & 5th Nov 2015

Compliance Presentation – 3rd & 5th Nov 2015

Websites

Compliance Presentation – 3rd & 5th Nov 2015

RIBI / RGBI Website - http://www.rotarygbi.org

District 1090 Website - http://www.rotary1090.org

Health, Safety, Protection & Environment

Club websites linked, if RIBI templatePolicies, RA templates & ExamplesUpdates notified, if advised

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCECOMPLIANCE

Rotary International in Great Britain and Ireland Compliance Confirmation Form

The Rotary Club of ……………………. confirms that it has adopted the following RIBI Policies: Equality and Diversity Health and Safety Safeguarding – Children and Vulnerable

Adults

Compliance Presentation – 3rd & 5th Nov 2015

COMPLIANCECOMPLIANCE

Failure to complete and return the Compliance Form MAY invalidate your insurance if there is a claim

Failure to meet the standards of the various policies Failure to meet the standards of the various policies questions your club’s adherence to the Four Way questions your club’s adherence to the Four Way

Test and decent practiceTest and decent practice

If in doubt, ask yourself the question: “How would I If in doubt, ask yourself the question: “How would I expect to be treated in that situation?”expect to be treated in that situation?”

Compliance Presentation – 3rd & 5th Nov 2015

Thank You

Any Questions?Tim Cowling – E&D@rotary1090.org

Tel.01367 810281

Ken Diccox - Protection@rotary1090.orgTel. 01367 820467

Stephan Stephan - Safety@rotary1090.orgTel. 01628 783318 / 07475 771471