Risk Assessment

This guidance is in two parts: Part 1 - the risk assessment and Part 2 - fire risk assessment.

Part 1 - Risk Assessment - the five steps

The Rye Art Gallery (RAG) risk assessment process draws on the guidance issued by the Health and Safety Executive (HSE), which is based upon the "Five steps to risk assessment".

What is risk assessment?

A risk assessment is nothing more than a careful examination of what, in and around the Gallery could cause harm to people, so that the Trustees can consider whether they have taken enough precautions to prevent harm. The aim is to make sure that no one gets hurt or becomes ill. Accidents and ill health can ruin lives, and seriously and adversely affect RAG business. RAG, as a business is legally required to assess the risks in the workplace.
A key aspect of the assessment is to decide which hazards are significant, and whether enough precautions have been taken to ensure that any risks are small. The RAG assessment follows the “five steps” process:

STEP 1: Identify the hazards
STEP 2: Decide who might be harmed and how
STEP 3: Evaluate the risks and decide whether the existing precautions are adequate or whether more should be done
STEP 4: Record your findings
STEP 5: Review your assessment and revise it if necessary

Do not overcomplicate

In a gallery the hazards tend to be few and relatively simple. Checking them is common sense, but necessary. But remember – the Trustees remain responsible for seeing that risk assessments are adequately completed.
Hazard and Risk - it is important to distinguish between the two. Hazard means anything that can cause harm (e.g. chemicals, electricity, working from ladders, etc). Risk is the chance, high or low, that somebody will be harmed by the hazard.

STEP 1 - Look for the hazards
Potential hazards have been identified in all areas of the gallery. The assessment focuses on those “significant hazards which could result in serious harm or affect several people", rather than trivial ones. Both staff and volunteers have been asked for their views to establish any which may not be immediately obvious. Where applicable manufacturers’ instructions and data sheets have helped spot hazards and put risks in their true perspective. Fortunately with RAG, there are few incidents and emergencies from which to draw lessons.

STEP 2 - Decide who might be harmed, and how
The Trustees have taken the following categories into account: all staff , those on work experience, volunteers , particularly those who are elderly, to identify who might be most at risk.Occasional staff and others, including cleaners, visitors, contractors, maintenance workers, etc who may not be in the workplace all the time such as all categories of visitors.

STEP 3 - Evaluate the risks and decide whether existing precautions are adequate or more should be done
The Trustees have considered how likely it is that each hazard could cause harm, to determine whether or not the Trust needs to do more to reduce the risk. It is accepted that even after all precautions have been taken, some risk will remain. The Trustees have decided for each significant hazard whether this residual risk is high, medium or low.

First, the Trustees have to be confident that they have taken action for all matters that the law says we have to do. For example, there are legal requirements on prevention of access to dangerous parts of machinery. Then, they have to be satisfied that generally accepted industry standards are in place. But legally this may not be sufficient – the Trust must be prepared to innovate, because the law also says that you must do what is ’reasonably practicable’ to keep your workplace safe. The Trust’s aim is to make all risks small by taking all necessary precautions. As part of this process, they have drawn up an ’action list’ and give priority to any remaining risks which are high and/or those which could affect most people. In taking action, the Trustees have considered:
1. Can the hazard be eliminated altogether?
2. If not, how can I control the risks so that harm is unlikely?
In controlling risks, the Trust has applied the principles below, if possible in the following order:

- try a less risky option
- prevent access to the hazard (e.g. by guarding)
- organise work to reduce exposure to the hazard
- issue personal protective equipment
- provide welfare facilities (e.g. washing facilities for removal of contamination and first aid)

The Trustees have also considered that improving health and safety need not be expensive. For instance, placing a mirror on a dangerous blind corner to help prevent accidents, or putting some non-slip material on slippery steps, are inexpensive precautions considering the risks. Failure to take simple precautions can cost a business a lot more if an accident does happen.

More information about legal requirements and standards can be found in the HSE publications An Introduction to Health and Safety, Essentials of Health and Safety and Management of Health and Safety at Work: Approved Code of Practice.

STEP 4 - Record the findings
RAG has fewer than five employees and therefore by law is not required to write anything down, but the Trustees have decided to record a formal risk assessment because of the large numbers of public which have access to the buildings. The Trust is able to show that: a proper check has been made of those who might be affected; the Trust has dealt with all the obvious significant hazards, taking into account the number of people who could be involved; the precautions are reasonable,and the remaining risk is low; the Trust retains a written record of its assessment for future reference and to remind the Trust, as an employer, that it has to keep in view particular hazards and precautions. It also helps to show that RAG has done what the law requires.

STEP 5 - Review the assessment and revise as necessary
Risks do change and could lead to new hazards. As changes do occur then the assessment is revised to take account of any new hazard. The Trust considers that it is good practice to review assessments periodically to make sure that the precautions are still working effectively.

Part 1 - Risk assessment checklist

STEP 1 - Hazard

Look only for hazards which you could reasonably expect to result in significant harm under the conditions in your workplace. Use the following examples as a guide:
slipping/tripping hazards (eg poorly maintained floors or stairs)
fire (eg from flammable materials)
chemicals (eg battery acid)
moving parts of machinery (eg blades)
work at height (eg from mezzanine floors)
ejection of material (eg from plastic moulding)
pressure systems (eg steam boilers)
vehicles (eg fork-lift trucks)
electricity (eg poor wiring)
dust (eg from grinding) fumes (eg welding)
manual handling
noise
poor lighting
low temperature

STEP 2 - Who might be harmed?

There is no need to list individuals by name - just think about groups of people doing similar work or who may be affected, eg:
staff,
maintenance
personnel
contractors.
people sharing your workplace
operators
cleaners
members of the public

Pay particular attention to:
staff with disabilities
visitors
inexperienced
staff lone workers

STEP 3 - Is more needed to control the risk?
For the hazards listed, do the precautions already taken:
meet the standards set by a legal requirement?
comply with a recognised industry standard?
represent good practice?
reduce risk as far as reasonably practicable?
Has there been provided:
adequate information,
instruction or training?
adequate systems or procedures?
If so, then the risks are adequately controlled, but you need to indicate the precautions you have in place. (You may refer to procedures, company rules, etc.) Where the risk is not adequately controlled, indicate what more you need to do (the ’action list’)

STEP 5 - Review and revision

Dates for review of the assessment? On review check that the precautions for each hazard still adequately control the risk. If not indicate the action needed. Note the outcome. If necessary complete a new page for your risk assessment. Making changes in your workplace, e.g. when bringing in new machines substances Procedures may introduce significant new hazards. Look for them and follow the 5 steps.

Part 1 - Where work is required after an incident or accident - carry out a dynamic risk assessment:

EVALUATE THE SITUATION
• Consider questions such as:
• What information is available?
• What tasks need to be carried out?
• Identify the hazards
• Where are the risks associated with the identified hazards in this environment?
• Who is likely to be affected by the hazards: staff, volunteers, public, others?
• What resources are available e.g. experienced personnel, appliances and equipment, specialist advice?
TYPE OF WORK
• Consider the possible work and choose the most appropriate approach for the situation
• Are there agreed procedures?
• Are those involved competent to carry out the tasks that they have been allocated?

ACCESS THE WORK TO BE COMPLETED

Are the risks proportional to the benefits?
• If YES proceed with the tasks after ensuring that:
Goals, both individual and team, are understood.
Responsibilities have been clearly allocated
Safety measures and procedures are understood
• If NO continue as below

INTRODUCE ADDITIONAL CONTROL MEASURES

Reduce residual risks to an acceptable level, if possible, by introducing additional control measures, such as:
• Use of Specialist Equipment
• Use of Safety Staff
• Use of Specialist PPE
• Use of Signage

REVIEW ADDITIONAL CONTROL MEASURES
Where residual risks remain:
• Can they be effectively controlled?
• If the benefits outweigh the risk/s, proceed with the task
• If the risk/s outweigh the benefit/s DO NOT proceed with the task, but consider safe viable alternatives
• Use of Signage

Part 2 - The RAG Fire Risk Assessment

To Achieve a Risk Appropriate Standard of Fire Safety for Persons in the Gallery. These Regulations were amended on the 1st December 1999 in order to confirm the concept of the employer (RAG Trust Board) having unconditional responsibility for the safety of employees (Staff and Volunteers). This means that RAG, as a workplace, is subject to the requirements of a Fire Certificate (or Application) has legal obligations in respect of the Workplace Regulations. The Fire Precautions Workplace Legislation requires employers (Trustees) to:
• Carry out a Fire Risk Assessment
• Provide and maintain, to the extent that it is appropriate, determined by the Risk Assessment:
- Means for Detecting and Giving Warning in Case of Fire
- Means of Escape and Emergency Lighting
- Fire Safety Signs
- Firefighting Equipment
• Monitor and review the Risk Assessment and revise as appropriate
• Inform staff of their representatives of the risk
• Plan for an emergency
• Provide staff information and training
• Nominate persons to assist
Where the Employers do not have Control of all Parts of the Building. As the workplace is shared with other persons ( such as the Lower Easton Rooms) then the occupants of the upper floors (Hadens B&B) will be informed of any significant risks identified. The persons who have control (The Trustees) have a responsibility to make sure the Regulations are complied with, in the parts they control (Easton Rooms).

Objective of the Fire Risk Assessment

The Trustees ensure safety of staff, volunteers public, by:
• Identifying hazards and people at risk
• Removing or reducing the hazards
• Managing the remaining risks to acceptable levels by:
- Ensuring that all occupants are alerted and can leave the premises safely in the event of fire
- Reducing the probability of a fire starting
- Limiting the effects should a fire occur.
As the premises comply with building regulations and the use of the workplace is normal risk or lower, undertaking a risk assessment is a routine matter to achieve without significant expenditure. The Trustees will employ experts, who have the necessary experience or skills to review the risk assessment. However, the Trustees always remain responsible for the outcome.

Key Stages of Fire Risk Assessment

There are several methods of carrying out a fire risk assessment, the one described below is based on the method contained within "Fire Safety And Employers Guide" issued by the Home Office and the HSE. A systematic approach, considered in simple stages, is generally the best practical method. This may be undertaken as part of the general health and safety workplace risk assessment, or carried out separately.

Stage 1 - Identify Fire Hazards

For a fire to occur it needs sources of heat and fuel. If these hazards can be kept apart, removed or reduced, then the risks to people and your business is minimised. In order to do this you must first identify fire hazards in your workplace.
• Identify Any Combustibles
- These can be divided into two main groups, combustible fuels such as paper, wood, cardboard, etc and highly combustible fuels such as Thinners, Solvents, Polyurethane Foam, etc
• Identify Any Sources of Heat
- All workplaces will contain heat/ignition sources, some will be obvious such as cooking equipment or open flames (heating or process). Others may be less obvious such as heat from chemical processes or electrical equipment.
• Identify Any Unsafe Acts - Persons undertaking unsafe acts such as smoking next to combustible materials etc.
• Identify Any Unsafe Conditions

- These are hazards the may assist a fire to spread in your workplace, e.g. if there are large areas of hardboard or polystyrene tiles etc, or open stairs that can cause a fire to spread quickly, trapping people and involving the whole building. An ideal method of identifying and recording these hazards is by means of a simple single line plan.

Checklists may also be used.

Stage 2 - Identify Locations of Persons who are at Significant Risk Consider the risk to any people who may be present. In many instances and particularly for most small workplaces the risk(s) identified will not be significant, and specific measures for persons in this category will not be required. There will, however, be some occasions when certain people may be especially at risk from the fire, because of their specific role, disability, sleeping, location or the workplace activity. You need to consider matters carefully if:
• Persons are challenged, eg. physically, visually, mentally, etc.
• People are unable to react quickly.
• Persons are isolated.
You must consider all persons, ask questions in particular of visitors to your workplace, not all disabilities are obvious. You may need to put special provisions in place (see stage 3).

Stage 3 - Reduce the Risks, Evaluate the Risks and Determine if the Existing Arrangements are Adequate, or Need Improvement. If the building has been built and maintained in accordance with Building Regulations and is being put to its designed use, it is likely that the means of escape provisions will either be adequate, or you will be able to decide easily what is required in relation to the risk. Having identified the hazards you need to reduce the chance of a fire occurring and spreading, thereby minimising or removing the chance of harm to persons in the workplace by:
• Removing the hazard altogether
• Reducing the hazard to the point where there is little or no risk
• Replacing the existing hazard with a safer alternative
• Segregating the hazard from the workplace
• Developing A Prevention Policy and Culture
to ensure hazards do not occur in the workplace. This should be a dynamic assessment, involving preplanning if introducing new processes or working practices and appropriate control measures put in place

Evaluate the Risk

Classify each area as "high", "normal", or "low risk". If "high risk", you may need to repeat the above stages, otherwise additional compensatory measures will be required (see below).

Low Risk - Areas where there is minimal risk to persons lives, where the risk of fire occurring is low, or the potential for fire, heat and smoke spreading is negligible and people would have plenty of time to react to an alert of fire.

Normal Risk - Areas will account for nearly all parts of most workplaces. Where an outbreak of fire is likely to remain confined or spread slowly, with an effective fire warning allowing persons to escape to a place of safety.

High Risk - Areas where the available time needed to evacuate the area is reduced by the speed of development of a fire, e.g. highly flammable or explosive materials stored or used (other than small quantities under controlled conditions).

Where the reaction time to the fire alarm is slower because of the type of person present or the activity in the workplace, eg. the infirm and elderly on the premises.

Determine if the Existing Arrangements are Adequate of Need Improvement

Matters to consider are:
• Means for Detecting and Giving Warning in Case of Fire - Can it be heard by all occupants; does it need to be automatic in operation?
• Means of Escape - Are they adequate in size, number, location, well lit, unobstructed, safe to use, etc?
• Signs - for exits, fire routines, etc.
• Firefighting Equipment - Wall mounted by exits, suitable types for hazards present and sufficient in number?

Arrangements for warning all occupants in the event of a fire must be adequate and fail safe. Fire alarm systems, smoke detectors and alarms, hand bells or a single shout may be suitable depending on the size and complexity of the workplace. Arrangements should be made to ensure a telephone is available in a place of safety in order to call the Fire Service in the event of fire. Escape predominantly without the use of a key, should be possible from all parts of a workplace to a place of safety in fresh air normally within two and half minutes, if the premises are considered "high risk" this should be undertaken in much less time (consult "Fire Safety An Employers Guide" for details). A fire starting in any location should not go undetected and reach a size that could cause persons to become trapped. This is more likely to happen where there is only one way out of an area. Ideally, persons should be able to turn their back on a fire and walk in the opposite direction towards a fire exit. Many workplaces, however, will have areas from which there is no alternative way out, for part or all of the escape route, (i.e. most rooms have only one way out).
As the workplace is relatively small and the fire risk has been assessed as normal or low then there may be no need to have alternative ways out but where your escape is in one direction only, the dead end areas should be kept as short, as few, and as low risk as possible. The above guidelines are to be used with caution. You must look at each part of the workplace and decide how quickly persons would react to an alert of fire in each area. Adequate safety measures will be required if persons are identified as being at risk. Where these travel distances cannot be achieved, you will be required to provide extra fire safety precautions and you should contact your local Fire Safety Officer or a suitably qualified fire safety consultant (once you have completed your fire risk assessment). Where persons are at risk or an unacceptable hazard still exists, additional fire safety precautions will be required to compensate for this, or alternatively repeat previous stages to manage risk to an acceptable level. It is important that all fire safety provisions are maintained in good order.

Stage 4 - The Findings (always recommended, see Stage 5 Review)

The findings of the assessment and the actions (including maintenance) arising from it should be recorded. If there are five or more employees you must retain a record which may be in writing, or by electronic or other means. It should indicate:
• The date the assessment was made
• The hazards identified
• Any staff and other people especially at risk
• What action needs to be taken, and by when (Action Plan)
• The conclusions arising
Prepare the Emergency Plan - The aim of the plan is to ensure that in the event of fire everyone, including contractors and casual employees are sufficiently familiar with the action they should take, and that the workplace can be safely evacuated to a location where persons will not be in danger. The employer is responsible for preparing the plan, and in most small workplaces this should not be difficult. In smaller workplaces it may simply take the form of a Fire Action Notice.

Training - All staff will receive regular briefing on the process for reacting to fire, in particular evacuation procedures, fire extinguisher training, where appropriate, and any specialist duties assigned eg. calling the Fire Service, assisting disabled persons to safety etc. Escape routes should be walked regularly and an evacuation drill practised at least annually. Visitors and contractors should also be informed of relevant procedures, in particular evacuation and other matters such as permits to work etc.

Stage 5 - Monitor and Review on a Regular Basis
The fire risk assessment is not a one-off procedure. It should be continually monitored to ensure that the existing fire safety arrangements and risk assessment remains realistic. The assessment should be reviewed if there is a significant change in the occupancy, work activity, the materials used or stored when building works are proposed, young persons are employed, or when it is no longer thought to be valid an annual review should take place, irrespective of no changes.

Chair Trustees
July 2009