Checklist - some things to consider
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Health and safety is an important aspect of a well-run club.
Ensuring that your club provides a safe and enjoyable environment for its members is straightforward. You just need a clear and commonsense approach.
Topics on this page
What is health and safety?
Health and safety is about the hazards that exist in your usual club environment. Are there fire exits? Are there enough toilets and hand washing facilities? Do you have a first aid kit and people trained in its use? What will you do in the event of an accident or civil defence emergency? Do you have contact numbers for your members’ next of kin to ensure so they can be contacted in the case of an illness or injury? These are all health and safety issues that need to consideration for the safety and enjoyment of club members.
However big or small, the club should have plans in place to deal with health and safety issues. How extensive these plans are will vary, depending on the size and structure of your club. But even if the club is small and uses a local community centre for its meetings, it’s still important that these issues are considered.
The club’s legal requirements change according to whether or not you employ paid staff. But in short, club management and members should consider the following guidelines to ensure that everyone remains healthy and safe while participating in club activities.
Developing a policy
Essentially, the club must comply with the Health and Safety in Employment Act 1992. The Act aims to prevent harm to all people at work, and to others who are in, or in the vicinity of, workplaces.
This means that employers and others (you and the club) must maintain safe working environments and implement sound health and safety practices.
If the club does not employ anyone, but depends on a group of volunteers, it is still important that reasonable steps are taken to ensure the health and safety of members, participants and volunteers.
An OSH inspector will review your premises, event, or venue and make recommendations for dealing with hazards. But they can’t enforce those recommendations unless you have paid employees.
An important way of ensuring that your club is up to scratch with the Act is to develop a health and safety policy - your club’s statement on how it will ensure the health and safety of anyone involved in its activities.
Appoint a health and safety coordinator to develop a policy for the club, and ensure that these are upheld. This includes hazard management, accident reporting, safety checklists, emergency procedures, and accident reporting.
Things to include in a health and safety policy
- The purpose of the policy, e.g. club members and officers need to take all practicable steps to ensure the safety of everyone on the premises.
- Procedures required to meet the policy. Include a checklist or register for the coordinator to regularly use to check for hazards around the building/fields/etc.
checklist or register (DOC, 34 Kb)
- Make sure that staff and volunteers know they must notify the co-ordinator of any hazards so that action can be taken to minimize the risk of an injury occurring.
- Outline ways to deal with hazards that can’t be managed immediately e.g. any hazards not dealt with immediately must be noted and discussed at the next committee meeting.
- Outline emergency evacuation procedures – what people should do in the event of an emergency such as a fire or earthquake. Emergency procedures should be displayed prominently,
- Outline an incident management procedure e.g. what to do in the event of an accident.
Sport NZ provides a comprehensive guide to health and safety legislation as it affects sport and recreation organisations in Supporting Sport: Health and Safety (PDF, 581 Kb)
Sample health and safety policy manual (DOC, 267 Kb). This covers many issues regarding health and safety in the workplace in addition to issues occurring in a club situation.
Appointing a co-ordinator
Your club should ensure that someone on the committee is given the role of health and safety co-ordinator. This does not have to be a separate position, but can be, if preferred.
It's the health and safety co-ordinator's role to ensure that the club’s health and safety policies are followed. This includes hazard management, accident reporting, safety checklists and emergency procedures.
We have provided a sample job description for a health and safety co-ordinator (DOC, 24 Kb) in the resources section.
One of the most effective ways to reduce accidents at the club is to identify potential hazards and implement a strategy on how to control them. A hazard is any activity, situation or substance that can cause harm. You can’t manage hazards at your club if you don’t know what they are. Create a hazard identification register (DOC, 34 Kb) (Word, 34 KB).
Regularly spend time going through a hazard identification checklist. This will enable you to deal with issues as they arise, make a plan for dealing with each hazard, and hopefully prevent future injuries.
We have provided a sample hazard identification register (DOC, 34 Kb) (Word, 34 KB) in the resources section.
Notify everyone at the clubrooms or venue of emergency procedures in the event of fire, earthquake or other major incident.
If the club does not own or rent it’s own premises, then these procedures should be readily available from the venue you are using. If the club meets in a private home, then it’s a good idea to inform everyone of exits are as well as toilets and other general information.
Contact your local Civil Defence centre and/or local council to establish the correct guidelines for action in the event of a Civil Defence emergency. There should be enough emergency food/water/blankets etc to be able to keep members safe should a major disaster occur while the club is meeting.
More information on planning for civil defence emergencies can be found in the front of your phonebook and yellow pages as well as on the Civil Defence website.
Accident recording, reporting and investigation
If the club employs staff, you are legally obliged to record and investigate all accidents that happen while at work.
You are also obliged to notify all accidents that involve serious harm to an employee to your nearest OSH office.
Even if you don’t employ paid staff, it’s still a good idea to record all accidents on a register to prevent future accidents of the same kind. We have provided a sample accident report form (DOC, 41 Kb) (Word, 41 KB) in the resources section.
Sport NZ has also produced a comprehensive guide to health and safety legislation as it affects sport and recreation organisations in Supporting Sport – Health and Safety (PDF, 581 Kb) (PDF, 581 KB).
This document outlines your legal responsibilities as an employer.
There are lots of first aid and safety courses available. Red Cross New Zealand or St John New Zealand both offer a variety of health and safety training courses around the country.
There are also commercial training courses available to help you find out more about health and safety in the workplace. Check your Yellow Pages or search on Google to find suitable courses near you.
Resources and more information
More information on preventing accidents, and procedures should an emergency occur can be found at:
Other resources you can use for your club include:
Supporting Sport – Health and Safety (PDF, 581 Kb)
Accident report form (DOC, 41 Kb)
First aid register (DOC, 28 Kb)
Health and safety coordinator job description (DOC, 24 Kb)
Hazard identification register (DOC, 35 Kb)