Section 8
RISK MANAGEMENT POLICY
1. INTRODUCTION
1.1 The Charity Commission strongly recommends that charities have a clear risk management policy and process, with a structured approach to risk management that is appropriate for the Charity’s size and complexity.
1.2 As a charity working with older people, the Puddenecks face both general risks to the successful conduct of our work and particular risks to and from individuals or groups of individuals. The assessment and management of these risks is necessary for the protection and welfare of trustees, members, volunteers and our guests.
1.3 The Charity must also stay aware of its responsibilities under relevant legislation. To that end, all the Charity’s policies and guidelines are reviewed on an annual basis to ensure they remain compliant with current legislation and best practice.
1.4 Risk management is everyone’s responsibility and, so far as is practicable trustees, members, volunteers and guests should all be made aware of risks and how to reduce those risks. A fundamental principle of our approach to risk management is therefore the identification of risk and steps to address and reduce that risk.
2. AREAS OF RISK
Not all risks are equal and they may vary between different objectives, however, in considering risk the following areas need to covered:
2.1 Finance: Including reduction of funding; uncontrolled expenditure; unforeseen contingencies e.g. litigation.
2.2 Operational: Including the use of premises and facilities; health and safety issues; accessibility; food hygiene; security (see Operating Guidelines)
2.3 Reputational: Threats to the Puddenecks reputation through the acts or omissions of trustees, volunteers or users; bad publicity; misrepresentation; poor quality service; the disclosure of unauthorised information.
2.4 Compliance: negligence towards members or volunteers or in the provision of services; breach of law/regulations etc.
2.5 Information: loss, contamination or misuse of information (see GDPR Policy)
2.6 Governance: Trustee committee lacks relevant skills or commitment to fulfil role; failure to comply with agreed policies, procedures and legislation.(see Governance Policy)
2.7 Capacity: not having sufficient members or volunteers to meet objectives.
2.8 Guests: their health status, level of support needed, possible lack of interest in events (see Safeguarding Policy).
3. MANAGEMENT OF RISK
The trustees will ensure that a viable risk management process is in place taking account of the following:
3.1 Assessment / Information Gathering:
• Is there a risk involved in the situation or proposed action?
• What is the nature of the risk?
• How likely is it that it will happen?
• If it does how serious will it be?
• What are the positive reasons for taking the risk?
• What can be done to reduce or eliminate the risk?
• How many people are needed to deal with the situation and are they available?
• What are the contingency plans if things go wrong?
The Puddenecks will use the Risk Assessment checklist and Risk Assessment form at Annexes A and B to identify the relevant risks associated with events and how they might be managed. An example of a completed form is at Annex C.
3.2 Judgement: Once the above has been considered an experienced trustee or group of trustees should be in a position to make a judgement about how to proceed. If there are doubts it may be of benefit to consult our insurers.
3.3 Decision: Once the decision is taken others who need to know should be informed and any contingency plans should be shared with them. Where necessary this should include our guests (eg explaining fire regulations when we are using a venue).
3.4 Evaluation: Even when all has gone well it is important to look at how things turned out and what factors may have affected the successful outcome. Information gained should be recorded and shared. When something has gone wrong it is essential to examine in detail what happened, to make recommendations for action to avoid something similar happening in future and to share these widely.
3.5 Insurance cover: the charity holds insurance that covers:
- Staff liability: while we do not employ staff this covers the charity against injury to members or volunteers while helping with activities
- Public and products liability (injury to the public, guests or damage to their property)
- Trustees and Directors Indemnity (costs and damages caused by a Trustee, member or volunteer due to a wrongful act such as failing to carry out a duty or a breach of trust but not reckless action)
- Legal costs or expenses agreed by Insurer
Personal property is excluded.
4. RECORD KEEPING
4.1 The importance of making a written or computer record of the above process in all cases of serious risk cannot be over-estimated. It may be necessary to prove later that risk was adequately considered. Much of this is detailed in the relevant section of the Constitution, but records will include:
- Risk Assessment forms being completed for all events and activities
- Trustee Committee and Sub-committee minutes and papers
- incident reports and log book
- Financial records
4.2 If the possibility of serious risk has been considered this should always be recorded.
4.3 Also, to provide the opportunity to improve risk management, the Committee will review the Register of Events at Annex D at each meeting to determine whether any issues identified at events require any changes in the policy or procedures.
4.4. In making and keeping records the requirements of the Data Protection and Freedom of Information Acts must be observed (see our GDPR policy). Guests have the right to request access to any information we hold about them.
5. INFORMATION SHARING
This is an essential part of managing and reducing risk. Information must be shared with the Trustee’s Committee so they are assured that the risk management process is working and so they can review and learn from the risk assessments that have been made. To that end, risk management will be a standing item on the Committee’s agenda.
6. RISK MANAGEMENT STATEMENT
As recommended by the Charity Commission the Annual Report will include a Risk Management Statement including:
- an acknowledgement of the trustees’ responsibility to identify, assess and manage risks
- an overview of our charity’s process for identifying risks
- an indication that major risks have been reviewed or assessed
- confirmation of the systems and processes set up to manage risks
Bryan Harrison
Last reviewed: January 2025
ANNEX A
Risk Assessment Checklist
- Venue
All venues to be used by the Puddenecks should be visited in advance to determine that:
- the venue is suitable for all our guests
- the facilities are adequate for their needs
- the venue have their own risk assessments in place and meet current standards for hire (and appropriate insurance)
- arrangements are in place to cover emergencies
- Type of event
- Does the event limit the guests that can be invited (numbers; level of support needed; access for disabilities)
- Does the event require any specific type of support
- Guests
- How many guests will there be and what is the agreed maximum number
- Are we confident that the event is suitable for all those guests to be invited. Do they have any mobility issues
- Are we aware of any particular health issues that may put guests at risk
- If an emergency occurs is it clear how this will be addressed
- Support arrangements
- Does the organiser have sufficient support to conduct the event safely
- Are first aiders available at the event
- Does the venue provide any support
- Have volunteers been briefed as to what is required of them
- Do volunteers have lanyards to help identify themselves to guests
- What happens if the event relies on a third party (eg an entertainer) who does not appear
- Data protection
- Is it intended to take photographs at the event and if so does this have the agreement of the guests either by written consent in advance or verbal agreement at the event
- If children are involved are all the necessary safeguarding arrangements in place
- Dietary requirements
- If a meal is to be provided are we aware of any particular dietary requirements of the guests
January 2025
THE PUDDENECKS CLUB
Help for the Elderly Registered Charity No 1039897
EVENT RISK ASSESSMENT (to be completed before the event)
| Event | Date: | |||
| Location | Organiser: (to complete assessment) | |||
| Numbers expected |
| Nature of hazard (anything that can cause harm) | Worst outcomes | Evaluation of risk High/Serious/low | Groups at risk (Guests; volunteers) | Control Measures (how to minimise risk) | To be actioned by: | Residual Risk rating after control measures |
Date: Signed by:
(Event Organiser)
Countersigned by:
(Chairman or Secretary)
EXAMPLE ONLY
Event Title: Jazz On The Green 2024 Organiser(s): Hadley Residents’ Association.
Date: 30th June 2024 Venue: Hadley Green – South / West side
| Hazard | Persons at risk | Risk factor | Control measures | Action to be taken | Residual rating |
| ANYTHING WHICH CAN CAUSE HARM | STAFF, PUBLIC, CONTRACTORS ETC. | CATASTROPHIC(3) SERIOUS (2) MINOR (1) OR INSIGNIFICANT (0) | WHAT YOU INTEND TO DO TO MINIMISE THE RISK | WHAT ACTION YOU WILL TAKE AT THE EVENT | LOW, MEDIUM OR HIGH AFTER CONTROL MEASURES AND ACTIONS |
| Vehicle movements | Crew and public | 3 | Car unloading marshalled by crew in hi vis gilet. Crew and band unloading only. Toilet delivery / collection to be manged by site manager. Catering and ice cream van to have banksmen to direct and park. No public parking | All vehicles will be removed from site before public arrive. With exception of 5, First Aid, Security, 2 x catering vehicles and backstage Jeep. | Low |
| Loading and unloading on site | Crew & Performers | 2 | Dedicated loading and unloading area. Personnel to use correct techniques and PPE where required. Crew instructed to wear appropriate footwear and clothing. | Dedicated crew to oversee. Lifting and working at height instructions provided in briefing. Gloves, hard hats and eye protection provided by HRA. | Low |
| Trips, falls, insect and animal etc. | All on site | 2 | Mark hazardous areas with tape and cones, Crew to wear suitable clothing. | Site manager to inspect all trip hazards to ensure they are mitigated or signed. First Aid Cover medical Services in attendance. First aid kit provided by HRA to be onsite at all times. | Medium |
| Ditches | All on site | 2 | Signs on bridges, ‘beware’ signs and cones around site. | Announcement to be made by MC | Low |
| Ground soft | All on site | 1 | Handle equipment to on site location from road. | Deploy more crew to help move equipment | Low |
| High winds | All on site | 3 | Staging and canopies to be weighted and pegged with extra long pegs supplied by HRA | Check fixings throughout the day. Deploy crew to dismantle if structures are unstable. | Low |
| Very High winds | All on site | 2 | Do not erect gazebos | Weather check at 9am in the morning | Low |
| Severe weather contingency or area water logged | All on site | 3 | Cancel event | Signs to be placed around event area and on advertising banner. | N/A |
| Staging (0.5m high) | Performers and public | 2 | This is a robust modular stage, purpose manufactured and has been used for all previous performances. It slots together in small sections and has sufficient strength and weight loading for this event. It will be levelled using blocks provided for this purpose. Install steps and balustrade, stage edge and steps defined with white tape. Put cordon around stage. Clearly mark the route from backstage to the stage for the performers. | Construction and derig to be overseen and signed off by the technical director. Instruct performers to access stage by steps only. MC to request that public do not crowd the stage or attempt to get on it. | Low |
| Lighting and loud speakers | All on site | 3 | Ensure all lighting and speaker stands are securely tethered and staked into the ground and all cables are not in reach of the attendees and clearly marked | Technical director to sign off positioning and erection. In the event of changing weather conditions to oversee lowering of stands to minimise the possibility of them falling over. | |
| Bunting site boundary erection on trees | Crew | 2 | Dedicated crew to erect, HRA to supply gloves, eye protection and hard hats. | Ensure PPE is used | Low |
| Cabling | All on site | 2 | All cables to be kept clear from public. Junction boxes and distribution boards to be placed under the stage and furniture. | Cable route to be clearly marked with Stakes/ Hazzard Tape, and Ramps provided for public crossing points (If Required) | Low |
| Generator | All on site | 2 | Generator will be parked 100m away from site. It will either be ‘Silent’ (30db at 3m) or ‘hushed’ all equipment provided by professional Film & TV sub- Contractor. Purpose built event generator, nominal noise, self-contained bio fuel, staffed and monitored at all times. It is only providing power to the stage area with one cable. | Generator Operator/ dedicated crew will monitor area throughout the day. CO2/ Powder Fire extinguishers located adjacent to set and bio fuel. | Low |
| Wheelchair Access | All on site | 2 | Wheelchair ‘no-step’ access throughout site | Ensure crew help is available | Low |
| Power supply on stage | Performers | 3 | All electrical connections to be in weather proofed casings, protected by Residual Circuit Device (RCD) Breakers. All | RCD’s to be tested prior to use. All electrical connections to be checked by the technical director. | Low |
| primary Mains distribution to be current PAT Tested and labelled. | |||||
| Fire Precautions | All on site | 3 | Site generator secure and away from access to public and supervised at all times. | Appropriate extinguishers checked and to be in place by generator, sound desk and stage. | Low |
| Lone working | Crew and performers | 3 | Avoid lone working where possible, inform other crew and team leader if lone working unavoidable | All Crew to bring mobile and contact details provided in briefing. Team leaders to effectively manage the crew in their areas of responsibility. | Low |
| Hazardous materials | All | 1 | Site survey prior to event | Remove and dispose of safely | Low |
| Chemical spillage (portaloos) | All on site | 1 | Portaloos are secured to ground, delivered and collected on day of event | Monitor throughout event | low |
| Ice cream van | All on site | 2 | Position on green by Hadley Green West entrance, away from public but easily accessible. Ensure no trip hazards near the van. Ensure they have provided fire extinguishers. | Team leader to manage positioning of van and ensure there are no hazards near by. Team Leader to inspect the products to ensure suitability before giving them permission to commence trade. | Low |
| Catering, (tea, coffee, cakes and sandwiches) No hot food or alcohol | All on site | 2 | Position on green by Hadley Green West entrance, away from public but easily accessible. Ensure no trip hazards near the stall. Ensure they have provided fire extinguishers. Hot drinks to be dispensed with cup holders. | Team leader to manage positioning of stall and ensure there are no hazards near by. Team Leader to inspect the products to ensure suitability before giving them permission to commence trade. Ensure there is burns ointment in First Aid kit. | |
| Rubbish | Local amenity | 2 | Refuse sacks to be provided by HRA. HRA to remove all bagged waste from site. | Announcement by MC requesting that all refuse be taken away by attendees. Crew to check and clear area of debris | Low |
| Anti-social behaviour | All on site | 1 | Have Certified Security personnel on site and advise stewards to report any incidents | Brief stewards and security on what constitutes anti-social behaviour and actions to be taken if present | Low |
| Ejection of individuals | All on site | 2 | Brief security on 3 warnings and you are out policy | MC and security to advise individuals their behaviour is unacceptable and another warning will constitute an ejection. Event director to authorise ejection | |
| Evacuation | All on site | 1 | Crew briefed to marshal public off the open site away from hazard | Event director to instruct and authorise | Low |
ANNEX D
REGISTER OF EVENTS FOR THE YEAR
The Committee will review the events undertaken in the previous period to identify what has gone well, what not so well, any comments from guests and any improvements that can be made.
| MONTH | EVENT | DATE | RISK ASSESSMENT IN PLACE | POST EVENT REVIEW |
| January | ||||
| February | ||||
| March | ||||
| April | ||||
| May | ||||
| June | ||||
| July | ||||
| August | ||||
| September | ||||
| October | ||||
| November | ||||
| December |
Bryan Harrison