Allianz Engineering Inspection Services Ltd Risk ... · Review the Fire Risk Assessment regularly and particularly when significant changes arise or other circumstances which may

Allianz Engineering Inspection Services Ltd

Risk Managementfor Pubs

Selected ways to better protectyour premises, employees,families and customers

Fire and Explosion 2

Crime 12

Weather Related Risks 20

Health & Safety 21

Environmental Pollution 34

Further Information 36

ContentsRisk Management for Pubs

ImportantInformation

Please note that this guide has been producedby Allianz to provide an overview on riskmanagement for the licensed trade.

As will be appreciated, it is not and cannot bedefinitive. No assumption should be made that,by implementing any of the risk improvementscontained in this guide, an individual ororganisation will be compliant with theirobligations at law. If they are in any doubt as towhat their obligations are, then they shouldtake independent advice.

No legal responsibility is accepted by Allianz forany error or omission or misleading statementcontained in this guide.

Risk Management for Pubs

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IntroductionIt is hard enough to operate a successful business in today’s world without thecomplications that accidents and other unwanted incidents can lead to.

Although they have their differences, restaurants,public houses, social clubs and similar premises, sharemany common hazards. Risk management involvestheir identification, and evaluation, followed by theintroduction of elimination or control measures, withsubsequent audit and review of these.

We hope that by using this guide, it will help you toidentify some of the hazards that your business mayface, enabling you to put into place suitable controls orotherwise take action to avoid the hazards by the mosteconomic means.

Not all losses are insured and research shows thatuninsured losses by way of time lost, loss of goodwilland disruption can be significant.

Basic risk management techniques can therefore beinvaluable. You will probably have already put intoplace some measures to control the physical risks. Inthis booklet we have included a selection of possibleimprovements for you to consider which, ifappropriate, may help you take further steps in yourjourney towards establishing an even safer business.


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Fire and ExplosionA fire can, not only put lives at risk, but also have a devastating effect on a business. It isbelieved that at least half of all fires in nonresidential premises are caused by children,vandals or malicious persons.

The nature of the area in which premises arelocated can vary from isolated rural positions tocity centres. Some inns have designatedbedrooms in which guests can smoke andcustomers may smoke outside close to buildings.Cooking is a common feature in this trade sector.These are just a few of the factors which can leadto a greater risk of fire.

This section includes guidance on the following:• Fire Risk Assessment• External Storage and the Arson Risk• Electrical Hazards• Smoking• Heating• Kitchens and Cooking Areas• Fire Alarms and Fire Detection Systems• Thatched Roofs• Disaster Recovery Planning

Fire Risk AssessmentLegislation requires you to have had a fire riskassessment of your premises completed by, or withthe help of a competent person. This assessmentneeds to be recorded. By this assessment you will needto have identified those measures necessary to reducethe risk of death and injury to any employees,members and other persons on the premises, inparticular persons with disabilities, the young, elderly,infirm or other vulnerable groups. Reducing the risk of fire, for life safety purposes, will also be of benefit to the business.

Make sure that you are aware of, and comply with,where applicable, the fire safety legislation applicableto the country that your premises are located in e.g.Regulatory Reform (Fire Safety) Order for England andWales, Fire (Scotland) Act and the Fire Safety(Scotland) Regulations 2006 for Scotland, etc.

Action taken: Yes No N/A

Ensure that you have appointed a competent person toundertake, or help you prepare a fire risk assessment,as required under legislation and that it has beenrecorded, in detail.


Ensure that the fire risk assessment is both suitableand sufficient and includes the potential fire andexplosion risks, dangerous substances, likely firespread, what appropriate fire control and protectionmeasures are needed e.g. fire-fighting equipment, firealarm and fire detection systems, escape routes,signage, emergency lighting, emergency andevacuation procedures, training etc.



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Check that your fire risk assessment and fireprecautions, cover not only the everyday storage ofthings which may increase the fire risk, or help a fire tospread more rapidly e.g. LPG gas cylinders, oilincluding cooking oil etc, but also those which mayoccur only occasionally or are seasonal e.g. Christmaslights and decorations, barbecues, etc.


It is mandatory that emergency lighting is installed atall premises where artificial lighting is installed.Emergency lighting is provided to assist occupants toreadily escape in the event of an emergencyevacuation when there is power failure.

Inspections need to be carried out on a daily andmonthly basis by on-site staff and six-monthly by acompetent contractor or specialist.


If there is more than one “responsible person” with firesafety responsibilities for the building that you occupy,either because you share it, or the building is owned byanother party etc, make sure that you liaise regardingthe significant points identified by your fire riskassessments, and the preventive and protectivemeasures necessary to provide an appropriate level of fire safety in the building.


Provide your employees with the information they arelegally entitled to e.g. details of the risks, to them,which have been identified by the fire risk assessment,the preventive and protective measures arranged andthe names of the competent persons involved with firesafety including those involved with emergencies andevacuation procedures, etc.


Similarly make sure that other relevant persons such asany self-employed persons, or contractors/contractorsemployees who work at your premises, are providedwith relevant information of this type.


Review the Fire Risk Assessment regularly andparticularly when significant changes arise or othercircumstances which may make it out of date. Recordthe new assessment.


Ensure that any additional fire precautions that eitherthe initial assessment, or any subsequentreassessment reveal to be needed are implementedwithout delay.


Where the premises includes sleepingaccommodation, ensure that a suitable fire detectionand warning system, designed, installed, tested andmaintained to BS 5839, incorporating automatic firedetection, sounders and manually operated call points(break glass boxes), is provided. The BS 5839 designcategory used should be determined by a competentperson in conjunction with the fire risk assessment forthe premises.


Make sure that the fire extinguishing appliancesneeded i.e. as identified by the fire risk assessment oras required under any existing statutory or regulatorylicence or certificate, have been provided and arelocated at the places or fire points specified.



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Fire Risk Assessment (continued)Ensure that employees have received appropriatetraining by a competent person on fire safety mattersincluding types and safe proper use of fireextinguishers.


Any equipment provided for fire safety, this includesfire detection, alarm systems, emergency lighting andfire extinguishers, has to be properly maintained,inspected and tested to the appropriate BritishStandard.


Daily and weekly checks on equipment provided forfire safety should be undertaken. You should alsocheck that emergency arrangements are in place andyou should regularly practice fire drills.


External Storage and the Arson RiskAs already mentioned above it is believed that at leasthalf of all fires in non-residential premises are causedby children, vandals or malicious persons. Waste bins,skips, rubbish and similar combustible goods leftoutside are particularly prone to ignition. If close to thebuilding when lit a fire can quickly spread inside.

Keep the amount of loose easily moveablecombustible goods in the grounds to the smallestamount possible, particularly when the premises areunattended. Use secure buildings or containers for thestorage of such goods if possible.


Don’t allow rubbish or litter to be burnt, either on abonfire or in an incinerator.


Electrical HazardsElectrical faults, incorrectly installed electricalinstallations and poorly maintained electricalappliances are believed to be a major cause of fire innon-residential premises. Ensuring that electricalinstallations are properly installed by a competentperson and maintained along with portable electricalappliances should reduce your risk of suffering a fire.

Please refer to the advice on “Electricity” under theHealth & Safety section of this Risk Management Guidefor action points.



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SmokingSmoking is now illegal in most buildings which areworkplaces or to which the public have access. Personswho manage premises have obligations under thislegislation. Employees also need to be trained. Makesure that you are familiar with the regulations for thecountry that your premises are in, and that thenecessary signs are displayed at all entrances, andelsewhere if required.

Take care to ensure that any smoking shelters outsideare both safely located and sufficiently open-sided thatthey are legal. Before installing new signs, bins,smoking shelters, awnings etc. outside review your firerisk assessment, so that it considers the proposals, andcheck with the local authority, that what you want todo, will be acceptable.

Check that you have the correct type of smoking bansigns at each entrance to the premises. Use tamperresistant fittings. Check regularly to make sure thatsigns have not been removed, damaged or defaced.


Check that any existing smoking shelters aresufficiently open sided to be legal. Do not take intoaccount covers, awnings, doors, windows or otherthings that can be closed when calculating the area ofpermanent ventilation openings provided. If you arenot sure then check with your local authority.


Ensure that shelters are situated away from vents anddo not obstruct windows or doors. A non- combustiblesuitable receptacle should be provided for smokingmaterials. Any patio heaters should be regularlychecked and maintained. The area should be checkedand tidied on a daily basis and heaters and electricalsupply turned off at close of trade.


Existing and new employees should be provided withtraining on smoking ban legislation, and safeprocedures for dealing with persons who are smoking.Training recorded and signed for.


For designated guest bedrooms which are not “smoke-free” make sure that ashtrays in that room are emptieddaily into a suitable lidded metal container for removalfrom the premises, and not mixed in with otherrubbish.


HeatingIn order to minimise the risk of fire it is important toensure that any heating appliances are of a safe andsuitable type for the building and the environment inwhich they are to be used; also that they are in goodworking order.

Ensure that heating appliances have been installed inaccordance with the manufacturers instructions.


Ensure, where appropriate, that heating appliances arebeing serviced and maintained in accordance with themanufacturers instructions.


Avoid, where possible, the use of portable or mobileheating appliances. Where these are used ensure thatyour insurance broker or agent is aware of the fact.



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Heating (continued)

Do not allow goods to be stored on or against boilers.Ensure that boiler cupboards are kept clear of storage.Protect heaters in storage areas by suitable guard railsor protective cages.


Do not permit storage on top of wall mounted heaterssuch as electric night storage heaters or electricconvector heaters. Where such storage is likely,consider fitting either sloping non combustible guardsover the heaters or suitable shelves at a safe heightabove them.


Ensure that heaters including any flue or fume pipes are not located or used close to combustiblematerials. Make sure that any heaters which have hotsurfaces are suitably guarded in areas where childrenmay be present.


Ensure, in conjunction with your heating engineers,that any oil fired heating appliances, which aresupplied from a storage tank, are fitted with a suitablefire valve on the supply pipe between the tank and theboiler/heating appliance.


Ensure that boilers, warm air space heaters, and similarlarge heating appliances, are the subject of a serviceand maintenance agreement with appropriate heatingengineers.


Provide a suitable non-combustible fire guard for anyopen fire places which are still in use. Make sure thatthey are used at all times when the room is to be leftunattended (if the fire has been alight) and at the endof the day. Have chimneys professionally swept at leastannually, twice per year if logs or wood are burned onthe fire regularly.


Ensure that any LPG fuelled “patio” heaters are onlyused outdoors, by trained persons, in accordance withthe manufacturers instructions and the procedures setout in the relevant L.P.Gas Association TechnicalMemorandum (No. 64). Make sure that they are notused close to umbrellas or under an awning, unless themanufacturers instructions permit this, taking care tomaintain any necessary clearances.


Where you are planning to use LPG patio heaters, use amodel which incorporates a tilt safety shut-off devicewhich will cut off the supply of gas if the heater leansor tips over.


Do not allow patio heaters to be moved when alight.Include this in employee training.


Have gas appliances, including LPG fuelled heaters,inspected and serviced, at least annually by a suitableCORGI registered firm.



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Kitchens and Cooking AreasFires caused during cooking are another major causeof fire in non-residential premises. Employee trainingalong with proper maintenance of equipment andcleaning of areas where grease and fat depositsaccumulate will help to reduce the risk of a fire.

Ensure that items such as cooker hoods, grease trapsand filters are cleaned weekly, and the associatedductwork and fans cleaned at least once every sixmonths by a specialist contractor. Retain a copy of the cleaning certificate.


Ensure that correctly calibrated thermostat andoverriding high temperature limit control are fitted todeep fat frying equipment.


Make sure that there is a safe accessible place in whichthe electrical and gas supply to the kitchen can beturned off in the event of a fire and that people whouse the kitchen know where this is.


Fire fighting equipment should, at least, include a fireblanket (to BS EN1869) and suitable fire extinguishers,including one suitable for Class F (Cooking Oil & FatFires) where you have a deep fat fryer.


If the cooking or kitchen area is of a significant size andincludes commercial cooking and frying equipmentthen consider further improving fire protection by theinstallation within the cooking and frying ranges plusany associated extraction ducting of a suitableautomatic fire extinguishing system such as oneapproved under the Loss Prevention Council LPS 1223 scheme.


Where appropriate make sure that equipment,including safety thermal cut outs, is kept in goodcondition and is cleaned and serviced in accordancewith the manufacturers’ instructions.



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Fire Alarms and Fire DetectionSystemsFire alarms can be of different types. At their simplestthey are activated manually by a person and provide an audible warning of fire within the building. Somehave, in selected areas, smoke and/or heat detectorsdesigned to set off the alarm automatically but stillprovide a warning sound only within the building. The person who completed your fire risk assessmentshould have decided whether or not any of yourbuildings which do not have a fire alarm (to BS 5839)need one, even if it is only an audible bell or siren type.At their best fire alarms with automatic detection alsosend an alarm signal to a 24 hour manned alarmmonitoring centre. Many premises have the firedetection equipment in place but, unlike their intruder alarms, lack the connection to signallingequipment which will alert the centre of a fire whenthe premises are unattended.

If your fire alarm includes smoke or heat detectors butonly provides a warning within your building checkwith your fire alarm maintenance company as towhether the control equipment in place is suitable forremote alarm signalling.


Check that the signalling equipment used, for fire alarmsignals to an alarm monitoring centre, is of a constantlymonitored type e.g. BT Redcare or Redcare GSM.


Ensure that any alarm monitoring centre you intend to use is acceptable to your local fire brigade. This will usually mean one which conforms to BS5979.Centres may also be LPCB approved. You local firebrigade will often publish such policy details on theirwebsite.


Ensure that your fire alarm is covered by amaintenance and inspection contract. Ideally the firmyou use will be either LPCB approved under theLPS1014 certification scheme, or approved under theBAFE modular scheme SP203. Note: In many firebrigade areas maintenance of the fire alarm by such a firm may be one of the conditions of their responseto a fire signal from a remote monitoring centre. Yourfire alarm maintenance company should be able toadvise you on this.


Ensure that you test your fire alarm weekly and keep arecord of this. If you are unsure how to test the alarmproperly (in accordance with BS 5839) speak to thefirm who maintains it for you.


If your fire alarm maintenance firm is not able to ableto provide such remote monitoring then if yourintruder alarm is remotely monitored it may bepossible to utilise its signalling equipment. Yourintruder alarm company will be able to tell you if this is possible.



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Thatched RoofsWhilst a thatched roof can be an attractive feature fora building, thatch is highly combustible and onceignited can be extremely difficult to extinguish. It isbelieved that 80–90% of fires in thatched propertiesare caused by heat transference through the chimneystack. Chimney stacks of single brick skin thickness areparticularly vulnerable to this. The heat in the chimneycan be much hotter from some uses than others e.g.solid fuel, multi-fuel and wood burning stoves; and themore modern versions of these, being more efficient,can produce even higher temperatures. So in additionto general fire precautions, which are relevant to allthatched buildings, there is a particular need to ensurethat any chimney and flue arrangements are suitableand safe for the type of fires and stoves involved.

Ensure that the top of chimney stacks are at least 1.8metres above the highest point of the thatch. If you areconsidering having the height of an existing stackraised seek specialist advice first, so as to avoid theextra weight adversely affecting the roof or other partsof the structure, e.g. from a member of The NationalAssociation of Chimney Engineers (NACE) Tel: 01526322555 or website www.nace.org.uk. Note: Although many organisations no longerrecommend the use of spark arrestors on the chimneysof thatched buildings if you intend to retain any, as partof the work, see the guidance below, on cleaning.


Have your chimney along with linings checked by aspecialist company (e.g. a member of The NationalAssociation of Chimney Engineers (NACE) Tel: 01526322555 or website www.nace.org.uk.) to ensure thatthe brick / stone work, mortar, flashing and liningmaterial is in sound condition, particularly where thestack passes through the thatch. Ensure that chimneysserving any solid fuel, multi-fuel or wood burningstoves have an insulated flue lining along the entirelength of the chimney, and that it is of a suitable typefor the chimney involved and any fires, stoves, boilersor heating appliances connected to it. Have thechimney and linings etc. rechecked, after a chimneyfire, before using it again.


Have the chimney swept along it’s entire length atleast twice a year by a competent person, before andafter the main burning season (i.e. Winter). Increasethe sweeping to quarterly where spark arrestors arefitted to chimneys where wood burning stoves are inuse. Competent persons will include members of TheNational Association of Chimney Sweeps (NACS) Tel:01785 811732 or website www.chimneyworks.co.uk.and The National Association of Chimney Engineers(NACE) Tel: 01526 322555 or websitewww.nace.org.uk.


Avoid burning wet or unseasoned wood. Use drywood, at least two years old, which has been storedunder cover.


Due to their heat, do not install external light fittingsparticularly high wattage security lights within onemetre of the thatch.



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Thatched Roofs (continued)Due to the way in which they can eat into electricalwiring, have suitable safe and effective measures inplace to prevent and control vermin within thebuilding.


Where your electrical supply is via overhead cablesmake sure that the cables, and any associatedconnections are not close to, or in contact with, thethatch. If this is the case contact your electricitysupplier to have this made safer.


As one of the ways of reducing the risk of a lightningstrike, have TV aerials and satellite dishes etc. fitted on a freestanding pole at least 6 metres from thethatched building, with cables fixed to brick /stonework away from the thatch. Where this is notpossible fit the equipment on a gable or gable endchimney with the cable running down the wall,avoiding contact with the thatch.


Avoid having “hot work” carried out, on your premises,by contractors or your own employees, i.e. work whichcreates sparks, flames and heat, such as welding, brazing,soldering, grinding etc. Water pipes in roof or loft spacesshould use compression or push-fit connections. Where“hot work” is unavoidable then operate a formal hotwork permit system which sets out, in advance, all of thefire precautions necessary for the work involved.


Make sure that access hatches into roof or loft spacesare of at least 30 minutes fire resistance.


Avoid storing combustible materials in any roof or loftspaces. Keep such spaces clear of old redundantthatch, straw dust and similar materials.


Do not permit smoking in any roof or loft space, orwhen working on or close to the thatch.


Avoid bonfires, barbecues or the use of fireworks closeto the building. Where these are unavoidable makesure you check the wind direction and strength first;have a hose pipe long enough to provide a jet of wateron any point of the roof connected outside. In very dryconditions, consider dampening the outside of theroof first.



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Consider having a ‘sparge’ pipe installed within thethatch, which could deliver a water spray along theroof ridge and have an outlet at ground level for thefire brigade to connect into. Seek advice from yourlocal fire brigade before proceeding.


Use the quick release type of wire thatch netting, toallow quick removal of the thatch as part of the firefighting operation.


As part of any re-thatching have proprietary fireresistant boards fitted e.g. beneath the thatch, andbetween the chimney stack and thatch; also considerthe application of a suitable (i.e. one that will notadversely affect the life of the thatch) fire retardantsolution to the interior / exterior of the thatch.


During any re-thatching work have all chimneymasonry inspected to ensure any open or defectivejoints are filled and flashings are in good repair.


Disaster Recovery PlanningWe all know the motto “Be Prepared”. The betterprepared that you are for the type of incidents whichmay occur to interrupt the normal activities of yourbusiness the better able you may be to cope with themand continue to serve your customers and members.This type of plan is a useful tool to help reduce not onlythe potential for a loss but also, the subsequent impacton a business, if a serious incident should occur.

If you can consider preparing a Disaster Recovery Plansometimes referred to as a Business Continuity Plan. Atthe very least keep off site a list of telephone numbersand addresses of organisations, firms or contractorswho may be useful to you in the event of an emergencyand preferably those who are able to respond 24 hoursper day.


If you use computers as part of your businessoperation make sure that you make back-up copies ofthe data regularly and have these removed to a safesuitable and secure location well away from thebuilding in which the computers are housed. Ideallythis would done each working day but should not inany case be less frequently than monthly.



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Crime

With changing patterns in crime the type ofsecurity that you have at your premises and inparticular to the exterior of your buildings, whichyou have relied upon in the past may not besufficient in the future to provide the desired levelof deterrent to vandals, and intruders.

The “Secured by Design” scheme website(www.securedbydesign.com) includes a securityadvice leaflet aimed at licensed premises.Although intended mainly for new andrefurbished premises, the leaflet contains usefulinformation which will be helpful to you, whenyou review your security arrangements.

This section includes guidance on the following:• Physical Security • Door Supervisors• Vehicle Access • Intruder Alarms • User Codes • Protecting attractive items • Key Security• Safes and Cash Handling• C.C.T.V.

Physical SecurityCheck to see if your buildings have vulnerable externalglazing which is not protected by substantial meanse.g. lockable security grilles or shutters and whichmight be improved.


If you are considering fitting security grilles or shuttersto protect external glazing then ensure that the typeyou propose to use will not prevent means of escape inthe event of a fire. If you are unsure check with theperson who undertook your fire risk assessment oryour local fire brigade fire safety office before ordering.


If you are obtaining quotations for grilles and shuttersconsider using a product which has been tested andapproved under the LPCB LPS 1175 scheme (see the“Red Book” at www.brecertification.co.uk.). Don’tforget that some grilles or shutters may requireplanning permission before being fitted particularlyexternally fitted ones.


For easily accessible opening windows which are notprotected by security bars, grilles, shutters etc, makesure that they are fitted with good quality key operatedwindow locks. Note: This action point does not apply towindows which may have previously been designatedas part of a fire escape route.



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Avoid the use of external wooden doors which arehollow as these can be easily smashed open, even ifgood locks and/or bolts are fitted. Instead use eitherLPCB LPS 1175 approved metal doors or solid corewooden doors at least 44mm thick clad outside with1.6mm steel sheet coach-bolted at minimum 300mmcentres around its edges. Note: make sure the hingesare strong enough to accept the additional weight.


On outward opening external wooden doors fit thesmall steel peg known as “hinge bolts” on the edge(hinge side) of the door approximately 400mm fromthe top and bottom.


For external fire exit (escape) doors ensure that thesecan be opened easily without the use of a key and areonly secured with a single safe and suitable form ofrelease device such as a panic latch, a panic bolt, or apush pad. Such hardware is available in very strongversions to help your security without compromisingsafety. If you have trouble identifying suitable productsthen please let us know.


For external wooden doors which are NOT fire exit orescape route doors ensure, where suitable, that theseare either fitted with a lock designed to meet BS 3621or a padlock and locking bar to BS EN 12320 CENSecurity Grade 5 (or higher).


Have the premises searched for concealed persons, aspart of the “end of day” routine checks and securing ofthe premises. Make sure that you have appointed asufficient number of trained responsible competentpersons for the purpose, ideally at least two.


Door SupervisorsWhere you have provided or intend to provide doorsupervisors at your premises then is it is important foryou to understand not only what the law now saysabout licensing, who may carry out this work, but alsowhat it says about the licensing required by personswho employ and/or manage them. Licensing is beingintroduced within the UK over a period of time, it isimportant to be aware of what the legal situation is,within the UK country, that you operate in. Full detailscan be obtained from the Security Industry Authority(SIA).Further information can be found on theSIA website. www.the-sia.org.

Ensure, that in UK countries where SIA licensing for DoorSupervisors is in force, that all persons who need to holdan SIA issued Door Supervisors Licence have one.


For any of your employees, managers, or directors,who manage, supervise, or have responsibility for DoorSupervisors and do not, at present, hold theappropriate SIA license, check with the SIA whetherthey need one.



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Vehicle AccessAll too often premises which have large car parkingareas or open grounds have “unwelcome visitors”perhaps in the form of travellers, vandals dumping andsetting fire to stolen cars or fly tippers. Controlling theease with which unauthorised vehicles can enter thegrounds of your property may reduce these risks.

If your premises have a car park into which any size orheight of vehicle can easily enter then considerpractical means by which you might safely restrictvehicle access to authorised vehicles only.


For enclosed car parks without gates consider whetheryou would be able to provide a gate or other type ofvehicle barrier which could be closed and locked whenthe premises are unattended.


If not already provided consider whether you couldprovide a substantial metal “goal post” type barrierwhich would prevent vehicles above a certain heightfrom entering. The top “cross bar” would need to beprominently marked and have the maximum safevehicle height marked on it.


Where the cross bar at the top of any height barriercan be opened e.g. to admit delivery vehicles ensurethat any padlocks used to lock it are good quality e.g. toBS EN 12320 CEN Security Grade 4 (or higher).


The parking facilities you provide for your employeesand customers should give safe access to and from the premises.

You should ensure that there is adequate room forturning vehicles to reduce the likelihood of vehicledamage and the need to back out onto a main road.Ensure that parking areas are adequately signed and litand any potholes are filled. Barriers should be erectedas appropriate to prevent vehicle, pedestrian orproperty damage. You should provide easy access fordisabled persons between the parking area and thebuilding entrance. Delivery vehicles should not createa hazard to people using the car park. A winter plan,e.g. gritting, may be needed to minimise risk fromsnow and ice.



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Intruder AlarmsIt is an unfortunate fact of life that commercialpremises often suffer from burglary and vandalism. An intruder alarm is not a substitute for good physicalsecurity but is one way of reducing your risk. Apart fromits deterrent factor it is useful for limiting the amount oftime that intruders will feel “comfortable” whilst insideyour premises.

It is believed that the majority of fires at commercialpremises may now be started by children or vandals.Having a intruder alarm installed may, along with other precautions, help to reduce your chances ofsuffering a fire.

If you have an intruder alarm of a type which just“makes a noise” i.e. a bell or siren type alarm, then youmay not be aware that the police are not under anyobligation to investigate when it goes off. To qualify fora police response you will need an alarm which ismaintained by a company that is recognised by a UKASaccredited inspection body (i.e. NSI or SSAIB) andwhich is provided with remote signalling to an alarmreceiving centre.

If your main buildings are not protected by intruderalarms then have one installed and maintained by acompany that is recognised by a UKAS accreditedinspection body i.e. NSI or SSAIB. Ensure that the alarmconforms to EN 50131-1 and scheme PD 6662:2004.


Before you order a burglar alarm send your insuranceadviser a copy of the system design proposal to ensurethat it will be acceptable.


If you are uncertain what type of warning andsignalling devices are connected to any existingintruder alarms then ask the company who maintainthe alarm for you to provide you with details.


If you have an audible type intruder alarm at presentbut would like to have it improved to provide remotesignalling to an alarm receiving centre then, if they arean NSI or SSAIB approved firm ask the company whomaintain the alarm for you to provide you with aquotation for the various options available in your area.


If you are having your alarm improved to provideremote signalling to an alarm receiving centre (ARC)i.e. for police response purposes then the ARC will haveto follow police rules which set out when they can becalled. Ensure, before ordering, that the intruder alarmcompany have explained these rules to you and inparticular what is meant by a “confirmed alarm.”


Where you are having remote signalling installed andyou chosen to have a “sequentially confirmed” type ofintruder alarm ensure that you have, with the help of thealarm company, reviewed the location of existing alarmdetection devices so that activation of a second“confirming” detection device operates as quickly as youwish. It is often necessary to install some additiondetection devices when changing to a confirmed type of alarm.



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Intruder Alarms (continued)For remotely monitored alarms it may be possible forthe alarm company to install “personal attack buttons”in strategic concealed locations, to enable you to makea silent alarm signal, in the event of a hold-up, or othersimilar attack. Ask the alarm company whether thiswould be possible and your area’s police force policypermits this.


Before you order any changes or improvements toyour intruder alarm systems check with your insurancebroker or agent that the proposed alterations are goingto be acceptable.


User CodesIf your intruder alarm is of a type where you have toenter a code number in order to set or unset it and allthe persons who operate the alarm use the same codenumber then it may be possible to improve security.Most modern intruder alarms of this type will provide anumber of user codes allowing each authorisedperson to have their own unique code number. Wherethe alarm has a “memory log”, for a stated number ofevents you will then usually be able to tell who has, orhas not recently set or unset the alarm, and when. Thiscan be useful information in the event of unexplaineddisappearances, false alarms etc. Your intruder alarmcompany will be able to tell you how many users codesare available and whether the system includes amemory log.

If you have an intruder alarm where all of the personswho operate it use the same number to turn it on andoff then you can ask your intruder alarm company ifthe system you have is capable of providing more thanone user code.


If your alarm system is able to provide a number ofuser codes then make sure that any “management”code i.e. the code which is able to change how thealarm is configured is only given to an appropriatetrustworthy person. Your alarm company will be ableto tell you what facility your alarm has for restrictingthe access given to individual users e.g. which parts ofthe alarm they can turn off.


Where the number of authorised alarm users exceedsthe maximum number of codes that the alarm systemcan provide consider allocating users codes accordingto job or other convenient grouping which will makeidentifying any misuse of the alarm easier. Wherepersons who are not employees use the alarm, e.g.cleaning contractor, security key-holding company orsimilar, always allocate them their own user code.


Where your premises include a function room whichmay be let out don’t allow persons who are not normallykey-holders and alarm users to open up or close thepremises. Make sure that this is done by a person whois an authorised key-holder and alarm user.



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Protecting attractive itemsDepending upon the size and nature of your premisesyou will probably have a variety of items which wouldbe attractive to a thief e.g. bar stock, cigarettes, someoffice equipment as well as cash in tills, safes, andgaming and amusement machines. Taking care inwhat you keep, where and how you secure it may helpto reduce the risk.

Where you are unable to provide a strong safe andsuitable storeroom in which to keep theft attractivestock items such as spirits, cigarette etc. considerproviding fixed lockable steel security cabinets forthese.


Key SecurityAs much as you trust your employees if you don’t lookafter the keys to your premises then you will be at riskof someone dishonest taking advantage of that fact.Usually this will be an opportunist but sometimes it willbe part of a planned crime by someone associatedwith your premises. Providing the means to protectyour keys and encouraging key-holders to take care ofkeys at all times will help reduce the risk.

Carry out an audit of the important keys to yourpremises. Ensure that keys are either kept on theperson of authorised holders or are locked inside asuitable safe or fixed metal key cabinet. The strongerthe cabinet the better the keys will be protected.


Don’t allow key cabinets or safes to be left open andunlocked.


Restrict who has access to safes and key cabinets.


Remove keys to safes or key cabinets from thebusiness/club premises at the close of business.


If the locks to your external doors are of the type whichhave a barrel or cylinder rather than a keyhole thenthere are makes of these which are of unique designmaking the keys harder to copy. Check how easy it isget a duplicate key cut. If it is easy then ask a localMaster Locksmith for details of suitable lock cylinderswhich are harder to copy and offer a permit to copysystem.



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Safes and Cash HandlingMost businesses wish to restrict who has access totheir safe and cash takings. The number and type ofsafes that you have will have a bearing on yoursecurity. An old safe may not provide you with some ofthe useful features that a modern one carefullyselected to suit your needs can.

If you have a safe where cash can only be put into it byopening the safe door then consider buying a safe ofthe “deposit” type i.e. a safe which has a small openingin its body through which cash can be “posted” insideby persons who do not have a key.


If there are persons resident on the premises who holdkeys to the main cash safe consider if it is suitable andof sufficient size having a time lock fitted to the safe, oranti hold-up coffer which has a time lock fitted insideit, to reduce the risk of an “after hours” robbery/hold-up. A deterrent sign which indicates that cash isprotected by security devices to prevent opening overwhich staff have no control would normally then bedisplayed.


For bar areas where employees may need to gainaccess to a small amount of cash e.g. for float purposesconsider providing a separate safe for that use.


When buying a new safe consider first models whichhave been tested and approved by the Loss PreventionCouncil (LPC) (see the LPCB “Red Book” on their websiteat www.brecertification.co.uk.


If the new safe that you are considering is not LPCBapproved then check to see it has been tested andgraded to the European Standard EN1143-1 by arecognised independent testing organisation. Thehigher the grade number (0–6) the more resistant toforced opening the safe should be.


When choosing a new safe and calculating how muchcash might be kept in it allow for peak periods andfuture growth before deciding on a model.


Before ordering a new safe check with your insurancebroker or agent to ensure that the make and modelproposed will be acceptable.


Don’t allow keys to safes or combination numbers tobe left on the premises when they are closed andunattended.


Don’t allow safes to be left open and unlocked.


Secure strategic areas, such as offices where safes arelocated or cash is handled, by use of safe suitableaccess control locks. Make sure first that any new lockswill not impede escape in the event of a fire – have thischecked by the person who completed your fire riskassessment.



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Have new “above floor” safes bolted to a suitableconcrete floor, safe for the weight involved. Ensure thatany existing safes which have a bolt hole in their basehave been bolted down.


C.C.T.V.In licensed premises it is often vandalism generallycaused by drunken customers which causes the most problems.

Before obtaining quotations for a c.c.t.v. system you will need first to decide it’s primary role e.g. tomonitor entrance or other area movements, identifyvandals as an aid to a prosecution, or as a means of“out of hours” detection so that police can be called.The role that you decide upon will dictate theequipment that will be needed and allow you to betterbrief the quoting companies.


If you are seeking a c.c.t.v. system which can providehigh quality recordings suitable for use in aprosecution then it is best to seek up-to-date advicefrom your local police crime prevention officer. He orshe should be able to provide you with details of theprocedures involved and type of equipment needed.


For external c.c.t.v. cameras don’t forget that the typeof lights that you have outside can play an importantpart in the quality of the pictures provided andrecordings made. Ensure that the c.c.t.v. quotationsyou are considering take this into account.


Where you are considering a remotely monitoredc.c.t.v. system, i.e. one designed to send pictures to amonitoring centre if a detector is activated, make sureit is installed to BS Code of Practice BS8418:2003 anduse a company accredited by NSI/NACOSS or SSAIB forthe installation of c.c.t.v systems. Ensure that thesystem, as installed will be eligible for the issue of aunique reference number from the appropriate policeauthority.

Action taken: Yes n No n N/A n

Check with the Information Commissioner's Office(website address www.ico.gov.co.uk. ) to see if theData Protection Act will apply to your c.c.t.v. system.

Action taken: Yes n No n N/A

Before ordering an expensive c.c.t.v. system provideyour insurance broker or agent with the details toensure that it will be acceptable and that you havereceived relevant advice.


Ensure that any c.c.t.v. image recording equipment islocated within a suitable secure area undermanagement control.



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Weather Related RisksAs climate change becomes more noticeable thenpremises will increasingly be affected by severeweather events. Although we cannot change theweather, making sure that buildings are wellmaintained will go some way to reduce the risk of damage.

Have your roofs, gutters and drains inspected, checkedfor defects, and cleaned at least annually. Where thereare trees close by it may be necessary to check thegutters more often. Before work commences ensurethat you are aware, and comply with, the requirementsof the Work at Height Regulations (WAHR). Ensurethat all necessary safety precautions for working atheight are in place before the inspection commences.


You should establish the likelihood of your premisesbeing affected by a flood and plan accordingly. TheEnvironment Agency have published advice and floodplain maps on their websitewww.environment-agency.gov.uk.


For central heating systems check to see if itincorporates a “frost-stat” designed to override thetime clock in the event of very low temperatures.


Ensure that water storage tanks in roof spaces andother concealed areas, and the pipes leading to themare adequately insulated to reduce the risk of freezing.


Check that cold water storage tanks, heating systemexpansion tanks and toilet cisterns are of a type whichwill overflow to the open, the pan, or a suitable drain ifthey become too full.



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Health and SafetyIt is very important that, not only are your premisesa safe place for customers, members, visitors,employees, volunteers and helpers but that youunderstand, and comply with all of the obligationsthat you have under the current fire, environmentaland Health and Safety related acts and regulations.

This section includes guidance on the following:• Health and Safety Policy Statement• Health and Safety Risk Assessments• Legionnaires Disease• Electricity• Gases • Asbestos• Lifts and Lifting Equipment• Manual Handling• Slips and Trips • Pressure Systems and Equipment • Hygiene and Food and Drink Handling• Information, Training & Record Keeping• First Aid • Hazardous substances• Safety outdoors• Personal Protective Equipment (PPE)

Health and Safety PolicyStatementIf you are an employer then your health and safetypolicy statement is the means by which you explain toyour employees, the arrangements for dealing withhealth and safety in business and where responsibilitieslie. Don’t forget that whether or not you are anemployer you also have a duty to operate your businessin such a way that does not unreasonably expose non-employees to risks to their health or safety.

If you have five or more employees ensure that youhave prepared a written Health and Safety PolicyStatement and provided a copy to all of youremployees.


Health and Safety Risk AssessmentsIf you are an employer then you have a legal obligationto have health and safety risk assessments completed.By this process you will identify and characterise allsignificant and foreseeable health and safety hazardswhich can be eliminated, and for those which cannot,analyse and evaluate the risks and devise suitable andappropriate control measures to reduce the risk, as faras is reasonably practicable. Remember whether ornot you are an employer you still have a legalobligation to ensure that your premises are safe forpeople to use. Risk assessments should include bothemployees and non-employees i.e. all persons whomay be affected by the activities of the business.

You should ensure that these assessments payparticular attention to the young, elderly, infirm, andpersons with disabilities, and other vulnerable personsincluding those whose first language is not English asyou have a special legal duty of care towards them.Think also about all work-related activities which youremployees may be involved in or which they (and thepublic) may be exposed to, including those which may


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Health and Safety RiskAssessments (continued)only be undertaken occasionally or irregularly e.g.special events, functions, etc. Don’t forget hazards suchas the risk of violence to employees, noise levels, etc. sothat you can introduce controls to reduce the risk.

If you are an employer ensure, as required undercurrent Health and Safety legislation that you have hadcompleted, by a competent person, all of the necessaryhealth and safety risk assessments.


When looking at activities which need to be assesseddon’t forget work which takes your employees awayfrom your premises, e.g. deliveries orders, catering, cashcarrying etc, potential hazards outside in your grounds aswell as inside your buildings and things which arise onlyoccasionally as these can often be the most hazardouse.g. work at height, tree surgery, use of pesticides orother chemicals etc, firework displays, barbecues etc.


The Health and Safety Executive (HSE) publish anumber of general as well as regulation and hazardspecific “Approved Codes of Practice”. You shouldobtain copies of the relevant ones and consider theguidance in them before undertaking the riskassessments and deciding upon control measures.


Ensure that the significant points identified by yourhealth and safety risk assessments have been recorded.


Ensure that affected employees are made aware of thesignificant points identified by your health and safetyrisk assessments and of the control measures relevantto them.


Legionnaires DiseaseWater systems including wet cooling systems, storagetanks and showers within the premises may be apotential source of organisms that could give rise to arisk of legionellosis including Legionnaires Disease andneed to be included in the risk assessments.

You should ensure that your Health and Safety riskassessments include all relevant water systems withinthe premises and where necessary implement controlmeasures to reduce the risk of Legionnaires disease.


ElectricityUnlike other hazards which can be seen, felt or heard,there is no advance warning of danger from electricityand electricity can kill. Every year around 14 people dieafter being electrocuted. In over a third of fatalincidents no one was working directly on electricalequipment.

Employers, and those responsible for buildings, have aduty to ensure electrical safety for their employees andother users of the building or electrical equipmentprovided. Particular care is necessary in this tradesector, due to the number of “wet” areas which areusually present. The risks can be reduced if carefulplanning is undertaken, and suitable safety devicesincorporated, when the premises are fitted out.


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General advice can be obtained from the Health andSafety Executive (HSE) via their website atwww.hse.gov.uk and from the National InspectionCouncil for Electrical Installation Contracting (NICEIC)Tel: 020 7564 2323 or on the internet atwww.niceic.org.uk

Reduce the risk of fire and electrocution by ensuringthat the electrical installations at your premises areregularly inspected and tested, by a competentelectrician in accordance with BS7671: Requirementsfor Electrical Installations.


Where possible, and suitable, use extra low voltageelectrical equipment for illuminated bar area displays,and similar items.


You need to ensure that mains operated electricalappliances including extension leads are periodicallyinspected and tested, by a suitably trained competentperson, to make sure that they are safe to use.


Where possible, protect electrical equipment by aresidual current device (RCD), ideally by means of asuitable one incorporated into the electricalinstallation switchboard or, where not provided, incircuits and socket outlets serving beer cellars, kitchensand similar “wet” areas. Check that pumps, cables and similar items are located at a suitable height abovethe floor .


For premises where entertainers (including membersof the public for karaoke nights) may perform ensurethat the electrical equipment they use is suitablyprotected by a residual current device (RCD). Checkthat this and other safety precautions follow relevantHSE guidance – see HSE free leaflet INDG247 ElectricalSafety for Entertainers.


In order to be able to prove due diligence, keepdetailed records of inspections and tests which havebeen carried out.


GasesIn addition to the normal domestic “mains” gas(and/or Liquefied Petroleum Gas (LPG) e.g. in themore remote areas or for outdoor use) licensedpremises will usually use other gases which have theirown particular hazards to assess and control e.g. gasesused in the beer “cellar” area, such as Carbon Dioxide,Nitrogen, or mixtures of gases in pressurised cylindersor from generators, One hazard is the risk of a leak (ofgas) causing the amount of oxygen in the cellar todrop below that required to support life.

In older premises where the beer “cellar” is belowground level the risks, from a leak, can be much higher,particularly where ventilation is poor. The risks from allgases and gas appliances used should be the subject ofa risk assessment, and take into account Health andSafety Executive guidance and the British Beer and PubAssociation (BBPA) Code of Practice “Guidance forLicensees on Carbon Dioxide in Cellars”.

For gas appliances, particularly in tenanted flats andother residential areas including employeeaccommodation it is vital to make sure, by inspectionand servicing, that these are in safe condition, to reducethe risk of death from carbon monoxide poisoning.


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Gases (continued)Have all gas appliances inspected and tested at leastannually by a CORGI registered engineer.


For gas appliances provided in residential parts of thepremises have a CORGI registered engineer carry outthe usual mandatory “landlord’s safety check” annually(see the Gas Safety (Installation & Use) Regulations)including for gas appliances in employeeaccommodation.


Consider providing suitable carbon monoxide detectorsin employee accommodation areas and otherresidential parts of the premises, for which you areresponsible.


Ensure that pressurised gas cylinders are suitablysecured e.g. held in an upright position by safetychains.


Make sure that you are aware of what constitutes a“confined space” i.e. for the purposes of riskassessment and the Confined Spaces Regulations.Ensure you are aware of the requirements of the latter,and comply with them if they apply to your premises.


As far as possible, ensure that any basement areaswhere beer cellars are located, are well ventilated.Where gas monitoring equipment is being consideredfor a basement or beer “cellar” area because of therisks involved from a leak seek advice from acompetent specialist before choosing a particulardetector(s) as in some cases detection of both oxygen deficiency and carbon dioxide enrichmentmay be necessary.


AsbestosAs part of your obligations under current legislation,one of the hazards you need to have considered isasbestos. It has been widely used in the past, and canbe very dangerous, particularly if in poor condition ordisturbed. This should have been part of your healthand safety risk assessments. If you are responsible forthe repair and/or maintenance of the buildings, thenyou will also have duties to carry out under the Controlof Asbestos Regulations.

You must find out if, at your premises, there arematerials which contain asbestos. Unless there isstrong evidence that they do not, then you mustpresume that asbestos exists. In general terms theduty is to manage the risk. Asbestos bearing materialsneed to be identified, the risk from them assessed,then eliminated or reduced and controlled to thelowest practical level of risk, in order to make thepremises safe.

Make sure that the dutyholder, under the regulations,has had completed the required risk assessment, todetermine whether or not asbestos is, or is liable to be,present in the premises



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If you are not responsible for the maintenance and/orrepair of your buildings, check that the person or firmwho are the dutyholders have carried out an asbestossurvey. Obtain a copy and find out what controlmeasures (if any) are being taken.


Ensure that any asbestos survey, of the building(s), is,or has been, carried out by a competent person.


Make and keep up-to-date a record of the location andcondition of the asbestos containing materials (ACMs)or presumed ACMs.


Assess the risk of anyone being exposed to asbestosfibres, from the materials identified, and prepare a planwhich sets out, in detail, how the risks from thesematerials will be managed.


Provide information on the location and condition ofACMs to anyone who is liable to work on or near them,or disturb them, and prepare the plan into action.


Notify the relevant enforcing authority before anywork commences which involves asbestos – see theHSE website www.hse.gov.uk. for furtherinformation on this.


Make sure that employees are given all relevantinformation e.g. the significant findings of the riskassessment, the precautions which are being taken toeliminate of reduce the risk and the precautions whichmust be observed.


Lifts and Lifting EquipmentMake sure that all lifting equipment including barrelhoists, passenger lifts, wheel chair lifts, escalators,window cleaners cradles or hoists and anchor points,elevating work platforms that you may use formaintenance and decorating etc. are regularlyserviced, maintained as necessary and thoroughlyexamined by a competent person. The frequency withwhich examinations need to be made will dependupon the determination of the competent person andwhether the equipment is covered by the LiftingOperations and Lifting Equipment Regulations(LOLER). The determination should also have regard topublished HSE guidance.

Make sure that you understand and comply with,where applicable, the requirements of the LiftingOperations and Lifting Equipment Regulations(LOLER).


Ensure that lifts and lifting equipment is marked withits safe working load, and regularly serviced andmaintained.



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Lifts and Lifting Equipment (continued)Ensure also that lifts and lifting equipment are thesubject of a thorough examination and inspection by a competent person i.e. for the purpose of compliancewith LOLER. The frequency with which examinationsneed to be made e.g. annual or six-monthly reports of thorough examination will depend upon thedetermination of the competent person having regard to LOLER.


Don’t forget to also include the use and operation oflifts and lifting equipment under your health andsafety risk assessments particularly for workequipment safety and guarding purposes under thePUWER regulations, supported by safe system of workdocuments, as necessary.


Manual HandlingAs with many other hazards the one of Manual Handlingshould be one that you have covered in your riskassessments. Many business operators believe, wrongly,that all they have to do is to give their employees a littletraining on how to lift something safely, and that issufficient. Unfortunately this is incorrect. An employer’sduties under the Manual Handling OperationsRegulations are much wider. In broad terms theregulations follow the usual hierarchy of eliminating oravoiding the hazard where possible, and where this isnot reasonably practicable taking measures to reduceand control the risk; supported of course by training. Soalthough training is important there are other stepswhich need to be taken first. Your risk assessmentshould first have looked at what steps could be taken toeliminate manual handling tasks, then, where notavoidable, what measures such as lifting and handlingaids might be used to reduce the injury risk to theemployee. The Health and Safety Executive have variousleaflets and publications on this subject.

Ensure that you are aware of, and comply with, where applicable, the Manual Handling OperationsRegulations.


Make sure that you have completed a suitable andsufficient risk assessment, for all manual handlingtasks. Ensure that you have provided suitable liftingand handling aids to reduce the risk in relation to suchtasks which cannot be avoided. Take particular care inrelation to the consideration of activities such as beercellar deliveries, moving kegs, crates, tables and chairsboth inside and outside the premises.


Check that you have provided suitable oven gloves foruse in the kitchen area for moving hot items orcarrying them to tables.


Avoid carrying large quantities of hot liquids. Allow hotoil to cool before draining.



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Slips and TripsRestaurants, Pubs and Social Clubs all provide manyareas in which there may be a risk of a customer oremployee tripping or slipping over. You should havecovered this in your risk assessments especially forareas which often have wet or greasy floors e.g. cellars,kitchens , toilets etc. You need to have suitable safetymeasures including signs for these areas andelsewhere wherever floors are being washed orpolished.

These “routine” slip hazards apart, some olderpremises can have other perhaps more significanthazards e.g. cellar delivery flaps in the pavementoutside, cellar access flaps behind the bar etc. It isimportant to ensure that you have adequate safetymeasures in place to prevent employees or membersof the public falling down through such openings.Note: for the risk of falls and falling including fallingobjects you need to be aware of the Work at HeightRegulations (WAHR), for which the Health and SafetyExecutive have various leaflets and publications.

Ensure that your health and safety risk assessmentsinclude the hazards of slips/trips, falls, and fallingobjects taking into account the WAHR Regulations,with control measures as necessary. Make sure thatyou have included areas such as cellar flaps, narrowand/or steep stairs down into cellars etc.


Make sure that you have suitable safety measures inplace to protect persons from falling down open cellarflaps whether internal or external, includingsupervision as necessary.


Pressure systems and equipment Pressurised equipment can, if it fails whilst in use,seriously injure or kill people and cause seriousdamage to property. There are a number ofregulations which apply to pressure equipment andpressure systems of which you need to be aware, sothat you can meet your obligations. Regularmaintenance and safe use by trained persons isimportant, but there is also a need to operate a writtenscheme of examination by a competent person forinstalled or mobile pressure systems, includingpressure vessel(s), their associated pipework andprotective devices, which contain steam or gases andfluids which may exert a pressure greater than 0.5 barabove atmospheric pressure.

Regulations (e.g. the Pressure Equipment Regulationsand Pressure Systems Safety Regulations) relating tosuch systems and equipment are complicated ascan be the different types of equipment used incatering, behind bars and in cellars etc. and you shouldseek advice from a competent person or firm toestablish exactly what items you have which need tobe covered by a written scheme of examination, sothat none get overlooked.

Establish, with the help of a competent person, thepressure vessels, systems and equipment, which needto be covered by a covered by a written scheme ofexamination drawn up by a competent person. Forthese make sure that such a system is operated andthe examinations are carried out at the frequencydetermined by the competent person having regard toall relevant regulations.


Make sure that pressure systems and equipment arethe subject of proper routine maintenance, by trainedpersons competent for the purpose.



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Hygiene in Food and DrinkHandling Areas You need to have a food safety management systembased on the principles of HACCP. Not only do you nowneed make sure that the food you provide is safe to eat,but also need to be able to show by written recordswhat you do to ensure this and to meet your foodsafety and hygiene obligations.

HACCP (Hazard Analysis Critical Control Point) is asystem of food safety management which focuses onidentifying the ‘critical points’ in a process where foodsafety problems or ‘hazards’ could arise and puttingsteps in place to prevent things going wrong. Keepingrecords is an important part of a HACCP system.

If your business is involved in the handling orpreparation of food check the Food Standards Agencywebsite www.foodstandards.gov.uk to ensure thatyou are aware of and comply with your legalobligations relating to hygiene and food safety.

Following Food Standards Agency guidance ensure thatyou have a suitable recorded HACCP system in place,especially for cross-contamination, cleaning, chilling,cooking and the management of safe methods.


Ensure that you keep detailed records on all relevantmatters including how food is stored, checked e.g.undertaking and recording temperature testing, shelflife checks, employee training and supervision,cleaning and maintenance schedules, opening andclosing checks etc, in order to be able to be able toprove due diligence.


Ensure that employees involved in food handling havereceived suitable and sufficient food safety andhygiene training, relevant to their job.


Check that your suppliers and caterers have a recordedand supervised food management safety system andtrained staff; that they regularly check and recorddelivery times, temperature and quality checks.


Ensure that contractors and service providers arecompetent and reputable and meet appropriateindustry standards supported by certification or qualitymanagement systems.


Using Food Standards Agency guidance, make surethat you have a safe, suitable and effective method ofpreventing and controlling pests and vermin, operatedby a competent pest contractor.


Train your employees to recognise the signs whichindicate a pest or vermin infestation and support thisby regular recorded checks of the premises.


Have safe suitable recorded plans prepared for theactions, which should be taken, if an infestation isdiscovered or suspected. Include persons andauthorities to be notified, washing and disinfectionprocedures, disposal of food which may have beentouched by pests or vermin etc.



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Information, Training and RecordkeepingLegal obligations relating to health and safety areconstantly changing. In addition new and revisedguidance documents are constantly being published. Itis important for employers and others who haveresponsibility for premises to ensure that they keepup-to-date with these changes in order not only tosatisfy their duty of care but also to fulfil their legalobligations.

Successful health and safety management shouldinvolve a genuine two-way dialogue betweenmanagement and employees. The Health and SafetyExecutive (HSE) free publication “Consultingemployees on health and safety: A guide to the law”(INDG232) provides advice on this subject.

As an employer it is also important that you are be ableto demonstrate the measures that you have taken todischarge your legal obligations. Maintaining accuraterecords supported by signed acknowledgement ofreceipt, by employees an important part of this.

Ensure that you have provided your employees withsufficient training so that they can do their job safely.


Support training by the use of “safe system of work”documents i.e. written safe operating procedures orjob safety instructions which detail how potentiallyhazardous tasks should be carried out i.e. in order thatthey can do the job safely, also detail things whichmust not be done, to ensure safety.


Ensure that employee health and safety training issupported by a suitable and appropriate means ofensuring its effectiveness e.g. by observation,questionnaires or competency tests.


Make sure that all employees sign a receipt for allhealth and safety information, instruction, and trainingthey receive; also keep a copy of training certificatesissued by recognised training organisations.


Record the issue of personal protective equipment(PPE). Ensure that all employees sign a receipt for PPEissued to them. Keep this acknowledgement receiptand provide a copy to the employee.


The Health and Safety Executive (HSE) publish freeadvice leaflets on a number of different topics, as wellmore detailed priced publications. These include somerelating to catering areas and cooking equipment. Youshould obtain a copy of the relevant leaflets andensure that the advice they contain is incorporatedinto your employee training.


Ensure that you have provided a suitable accident bookin a form approved by the Information Commissioner(for the Data Protection Act) e.g. the HSE accidentbook (BI510).



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Information, Training and Recordkeeping (continued)In addition to the accident book you also need to beaware of the requirements of the “Reporting ofInjuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)”.


For your displayed Health and Safety Law postersensure that you have completed the blank spaces onthe poster. You are required to provide the addressesindicated on it to your employees under the Healthand Safety (Information for Employees) Regulations.


Employees need to be made aware of all health andsafety information relevant to them including a copy ofthe health and safety policy statement required wherethere are 5 or more employees, safe system of workdocuments, the significant findings established by thenecessary risk assessments and the associated controlmeasures, etc.


First AidIf you are an employer then you have a responsibilityfor the health of your employees in so far as it relates totheir work activities and work environment. The Healthand Safety Executive (HSE) free publications “First aidat work” (INDG214), “Basic advice on first aid at work”(INDG215) together with the HSE priced publicationL74 “First aid at work, Health and Safety (First Aid)Regulations, 1981 Approved Code of Practice andguidance” give advice on this subject.

Ensure that you have provided adequate equipmentand facilities to enable first aid to be rendered to youremployees. You need to assess what level ofequipment and facilities including the number ofpersons trained as first aiders are needed.


The Health and Safety (First-Aid) Regulations 1981 donot oblige employers to provide first aid for membersof the public but the HSE strongly recommends thatemployers include the public and others on theirpremises when making their assessment of first aid needs.


Hazardous substances If you permit substances which may be hazardous tohealth to be used or stored, because their use cannotreasonably be avoided, then you should already havecompleted a suitable and sufficient risk assessment andensured that the exposure of persons to those is eitherprevented or where this is not reasonably practicable,adequately controlled. Hazardous substances can oftenbe found, being used, in everyday tasks such as cleaning,maintenance etc.

Ensure that you are aware of, and have complied with,where applicable, the requirements of the Control ofSubstances Hazardous to Health Regulations (COSHH).


Where hazardous substances are to be used on yoursite, by a contractor or self-employed person ensurethat they have also completed suitable and sufficientrisk assessments for those, and have adequatemeasures arranged to control the risks.



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Where hazardous substances may be stored on yoursite ensure that the storage area is suitable, markedwith appropriate signs, has adequate provisions tocontain a leak, by bund, catch-pit or leak retainingpallet etc. and is away from away from drains, watercourses or the like.


Ensure that suitable personal protective equipmentidentified by the risk assessment is provided to anyperson who may handle or use hazardous substancesi.e. where their use cannot be avoided e.g. bysubstituting safer suitable materials.


Ensure that only trained persons handle hazardoussubstances.


Safety outdoorsIt is important to remember that health and safetyresponsibilities do not just apply within a building butalso in outdoor areas which form part of yourpremises, and activities which your business mayundertake elsewhere, or take your employees awayfrom the building.

When completing your risk assessments don’t forgetthings such as outside cellar delivery flaps which maybe left open on the pavement, play equipment, bouncycastles and other inflatables, as well as occasionalevents such as fireworks parties, barbecues etc, whichhave significant hazards for you to deal with, as well asnatural hazards within your grounds such as rivers,streams, ponds etc.

Don’t forget that the regulations relating to fireworksincluding use, displays, permitted dates etc varies fromcountry to country with the UK. See Department ofTrade & Industry, Scottish Executive and Civil AviationAuthority guidance. You may, of course, also operate atother people’s premises (e.g. as a caterer) where youwill also need to work safely. This type of activity isoutside the scope of this leaflet.

If you have trees within the grounds of your premisesthen ensure that their size and condition does notpresent a risk to people or property. Considerintroducing a regular and at least annual programmeof tree inspection by a suitable and competentarboriculturalist, to ensure as best possible their safecondition. Details of any existing tree preservationorders and general advice may be obtained from yourlocal authority’s Arboricultural Officer and theArboricultural Association.


One of the commonest forms of accidents is the trip or slip. Broken paving slabs, potholes inpoorly lit car parking areas, worn carpets, wet floorsand other similar hazards can all lead to an accident.Ensure that the health and safety risk assessments thatyou complete include one for trip and slip hazards.


Make sure that your planned maintenanceprogramme includes periodic checks for defects whichmay present trip hazards e.g. pot holes in the car park,broken paving slabs etc.



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Safety outdoors (continued)External tables and seating should be checked daily forcondition and stability and kept clean of bird droppingsand any other contaminants.


Make sure that you have suitable safety measures inplace to protect persons from falling down open cellarflaps (whether internal or external, including suitablebarrier and supervision as necessary.


Injuries and sometimes deaths, often of children, areoccasionally caused by collapsing boundary andsimilar walls with inadequate foundations or lack orproper support. Make sure that such walls are in goodsound and safe condition.


Ensure that the lighting provided outside the buildingsis adequate to ensure that employees,customers/members and visitors can move aroundsafely during periods of darkness.


During the winter months consider keeping a supply of salt in bins for use outside on icy footpaths andsimilar areas.


Using the latest Health & Safety Executive guidanceinclude gates and/or vehicle barriers in your riskassessments. Ensure that gates and car park barriersare (a) provided with high visibility markings andsuitable provisions to allow them to be secured, forsafety purposes, when either open or closed; (b)properly maintained.


Ensure that items such as LPG gas tanks, gas meters, oiltanks, gas pipes, overhead electric cables, structuralsupports, insubstantial walls and the like, where closeto roads or other areas where vehicles may be presentare prominently marked and/or have suitable barriersto prevent them being damaged by impact from a vehicle.


Make sure that your risk assessments cover externalplay areas including associated fencing and gatesprovided for children. Take into account relevantpublished guidance, including from the Royal Society for the Prevention of Accidents (ROSPA) e.g. in their Information Sheets and Code of Practice(for play safety).


Check that play equipment, and associated impactabsorbing surfaces have been manufactured, locatedand installed in accordance with the appropriatestandards e.g. BS EN 1176 and BS EN1177. Assess, foradequacy, the type, and distance of impact absorbingsurfaces, from the play equipment – see ROSPAguidance.



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Ensure that suitable signs with pictograms aredisplayed to make sure that the limitations onpermitted users (e.g. by age/height/weight etc.) ofplay equipment is clear. See ROSPA guidance onwordings for signs.


Where possible exclude dogs from children’s playareas. Ensure that any employee involved in thecleaning of the play equipment area has been givensuitable training, including a safe system of workdocument which covers safety measures relevant tothe discovery and removal of faeces, discardedneedles, broken glass, and other hazardous objects.


Have play equipment checked daily by a trainedperson, i.e. before use, to ensure no obvious damage,faults or undue wear; and inspected annually by acompetent person. Keep records of these checks andinspections, plus all maintenance and repairs. SeeROSPA Information Sheets on this subject.


Before hiring a “bouncy castle” or similar inflatableitem of play equipment make sure that the hirecompany is a member of one of the relevantassociations, conforms to the PIPA scheme, has publicliability insurance (speak to your insurance advisorabout this aspect), and will able to provided full safetyinstructions.


Ensure that the inflatable has been checked, by thehire company, before delivery, and has one of theunique numbered PIPA scheme (annual) test tags onit. Check on the PIPA website that the tag was issuedwithin the last year. If you have purchased theinflatable make similar arrangements for it (i.e. allparts including the air blower, fan motor, anchoragepoints, fabric etc.) to be examined annually by acompetent person e.g. a PIPA scheme registered playequipment inspector.


Confirm with the hire company or supplier what theoperating safety limits are for the inflatable involvede.g. recommended age, height and weightmaximums, and maximum number of personspermitted on it as any one time, type, and location ofsafety mats outside the entrance (and elsewhere ifrequired), for at least 1.2 metres.


Personal Protective Equipment(PPE)You need to consider the provision PPE to youremployees. This may include oven gloves; protectivegloves when handling casks and crates, broken glassalong with goggles and protective clothing whenhandling any hazardous substances. Protectivefootwear should be provided and worn by personsundertaking manual handling activities or groundsmaintenance.



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Environmental PollutionPollution incidents caused by business activitiescan arise in various ways. The penalties imposedcan be severe. Controlling possible pollutants andarranging to dispose of them legally should formpart of your environmental policy.

This section includes guidance on the following:• Oil tanks• Hazardous substances• Waste materials

Oil tanksLeaks from oil tanks whether accidental or maliciouscan lead to serious pollution incidents. It is importantthat oil tanks have a suitable means of containing anyleaks from them, and that such containment meetsthe requirements of relevant regulations (see below).Do not assume that just because an oil tank isdescribed as “double skinned”,” twin walled”,“integrally bunded” or “bunded” that it complies withthe regulations. Each tank needs to be checked forcompliance. Guidance is provided on the EnvironmentAgency and Scottish Environment Protection Agencywebsites. So if you have an oil tank make sure that youdo not become a “polluter that has to pay”.

Ensure that you are aware of, and comply with, whereapplicable, the relevant regulations which apply to oilstorage e.g. in England the Control of Pollution (Oil Storage)(England) Regulations apply. In Scotland it is The Water Environment (Oil Storage) (Scotland) Regulations 2006.


If you have oil fired heating ensure that any oil storagetanks including any associated tank outlets, filters,valves, drains, sight gauges, vent pipes, and otherancillary equipment are located within a suitableimpervious secondary containment or over a suitableimpervious catch-pit of 110% capacity, which fullymeet the requirements of the regulations.


Supervise deliveries of heating oil, to reduce the risk ofa tank being overfilled.


Hazardous substancesIf you are lucky enough to have extensive grounds orgardens around your premises, then you may, likemany others, use a contractor to maintain them. Manyof the products they may use have the potential tocause a pollution incident if spilled, allowed to leak, oreven simply by being mixed in with the water used towash off their equipment at the end of the job. You willof course have your own materials to assess e.g. oil(e.g. heating oil, cooking oil etc.), Being aware of whatpotential pollutants are used/stored on your site, andproviding appropriate control measures can go alongway to reducing the chance of a pollution incident.

Where substances, which are or may be a pollutant,are to be used on your site, by a contractor or self-employed person ensure that they have alsocompleted suitable and sufficient risk assessments forthose, and have adequate measures arranged tocontrol the risks, particularly in the event of a leak orspill, or cleaning.



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Where substances, which are or may be a pollutant,are stored on your site ensure that the storage area issuitable, marked with appropriate signs, has adequateand appropriate provisions to contain by bund, catch-pit or leak retaining pallet etc. a leak from a drum orcontainer and is away from away from drains, watercourses or the like. For oil storage see previous section.


Keep accurate site drainage plans for your properties.Colour code surface water gullies and manhole coversblue for surface water, red for foul, in accordance withEnvironment Agency/SEPA guidance.


Waste materialsThere is an ever growing list of materials, some quitemundane, which when disposed of are now categorisedas “hazardous waste” e.g. in England, Wales & N.I. asdefined under the new Hazardous Waste Regulations(2005) where businesses must register with theEnvironment Agency and arrange for separate licensedcollection. There are also health risks which need to beconsidered with some waste materials.

Ensure you are aware what materials constitutehazardous waste. If you may have any of these todispose of check to see if you need to register with theappropriate Environment Agency office beforearranging for a licensed collection.


Where you are providing or permitting waste skipsallow only enclosed types to reduce the risk ofpollutants overflowing out of a rain filled open one,into drains.


There are known health risks associated with thestorage and handling of green waste materials. Ensurethat your health and safety risk assessments includethis hazard so that suitable and sufficient controlmeasures and safe system of work procedures can bedevised. See HSE information sheet “Green WasteCollection – health issues”.



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Further InformationIf having considered the advice contained in thisleaflet there are aspects about which you areuncertain or would like further advice on thenplease ask your insurance advisor to contact us.You will also find below details of a number ofwebsites which we think you may find useful:

Fire Safety BAFEwww.bafe.org.uk

British Flue & Chimney Manufacturers Associationwww.feta.co.uk

Communities & Local Government Department www.communities.gov.uk

Electrical Contractors Associationwww.eca.co.uk

Fire Protection Associationwww.thefpa.co.uk

Loss Prevention Certification Boardwww.brecertfication.co.uk

National Association of Chimney Engineers www.nace.org.uk

National Association of Chimney Sweeps www.chimneyworks.co.uk

National Society of Master Thatchers www.nsmtltd.co.uk

NICEIC www.niceic.org.uk

OFTECwww.oftec.co.uk

Thatch Advisory Servicewww.thatchingadvisoryservices.co.uk

Thatch Owners Group www.thatched-group.com/index

The Arson Prevention Bureauwww.arsonpreventionbureau.org.uk

Crime Information Commissioner's Office www.informationcommissioner.gov.uk

LPCB www.brecertfication.co.uk

NSI www.nsi.org.uk

MLAwww.locksmiths.co.uk

Sold Secure Schemewww.soldsecure.com

SSAIB www.ssaib.org

Weather Related Risks Environment Agency www.environment-agency.gov.uk

Arboricultural Associationwww.trees.org.uk

Health & SafetyAssociation of Licensed Multiple Retailerswww.almr.org.uk

Association of Play Industries www.api-play.org

British Beer & Pub Associationwww.beerandpub.com

British Compressed Gases Associationwww.bcga.co.uk

CORGIwww.trustcorgi.com

DTI www.dti.gov.uk

Civil Aviation Authority (CAA) www.caa.co.uk

ECA www.eca.co.uk

Food Standards Agency food.gov.uk

Health & Safety Executive www.hse.gov.uk

LPGas Associationwww.lpga.co.uk

NICEIC www.niceic.org.uk

Pesticides Directoratewww.pesticides.gov.uk

PIPA (Pertexa Inflatable Play Accreditation) www.pipa.org.uk

ROSPAwww.rospa.com

Smoke Free England www.smokefreeengland.co.uk

Smoking Ban Wales www.smokingbanwales.co.uk/english

Space to Breathe for Northern Ireland www.spacetobreathe.org.uk

Clearing the Air Scotlandwww.clearingtheairscotland.com

Workplace Health Connect Servicewww.workplacehealthconnect.co.uk

(in Scotland – Safe & Healthy Working Service)www.healthscotland.com

Environmental PollutionDepartment for Environment, Food & Rural Affairs(DEFRA)www.defra.gov.uk

The Environment Agencywww.environment-agency.gov.uk

Scottish Environment Protection Agencywww.sepa.org.uk

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ACE2

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