Health and Safety Policy

Section

Revised

Trussell template adapted. 

Statement of intent signed.

Responsibilities assigned.

Arrangements for Health & Safety

Trustees

Chris Leech

Chris@craigavonfoodabnk.org.uk

07866605027

The Trustees have personal responsibility for the health, safety and welfare of all those acting under their direction or control including visitors at all sites where the charity operates.  The Trustees are also responsible for directing the preparation and review of health and safety policy.

Fire Warden(s)

Paul Swaffield

paul@craigavonfoodbank.org.uk

07778559352

Jim Freeburn

jim@craigavonfoodbank.org.uk

07767401213

Emma Beggs

Emma@craigavonfoodbank.org.uk

07702630141

The person(s) responsible for fire safety in the premises being used by the food bank. Their responsibilities (as defined by HSE) are as follows:

• carry out a fire risk assessment of the premises and review it regularly
• tell Representatives about the risks you’ve identified
• put in place, and maintain, appropriate fire safety measures
• plan for an emergency
• provide staff information, fire safety instruction and training

Health and Safety Advisor

Diane Guiney

diane@craigavonfoodbank.org.uk

07787506473

The identification of risks and completion of risk assessments, preparation of operational procedures, development of safe working practices, the provision of health and safety information and training.

Project Manager

Diane Guiney

diane@craigavonfoodbank.org.uk

07787506473

Daily supervision of safe working, carrying out risk assessments and developing safe procedures, and the reporting of incidents.

First Aider(s)

Paul Swaffield

paul@craigavonfoodbank.org.uk

07778559352

Julie Swaffield

julie@craigavonfoodbank.org.uk

07901975293

Specific responsibilities are covered in Arrangements for Health and Safety, Risk Assessments (including mitigations) and the Operational Procedures (refer to Appendix A).

Representatives (including staff and volunteers)

Jim Freeburn

jim@craigavonfoodbank.org.uk

07767401213

Paul Swaffield

paul@craigavonfoodbank.org.uk

07778559352

Emma Beggs

Emma@craigavonfoodbank.org.uk

07702630141

Diane Guiney

diane@craigavonfoodbank.org.uk

07787506473

Representatives have a duty to take reasonable care for their own safety and that of others who may be affected by their actions or omissions. All are to be familiar with the 

provisions dealing with emergencies, fire precautions, first aid, evacuation and safe working.

They have a duty to comply with the food bank health and safety policy statement and operational procedures, and not to misuse or recklessly interfere with anything provided. Failure to do so may result in disciplinary action, if an employee including dismissal where appropriate or will be asked to leave the role if a volunteer. 

They are required to report anything they suspect may represent a safety hazard to their Line Manager.

Those with disabilities or conditions, whether permanent or temporary, which they suspect may represent a potential risk should inform their Line Manager so that safe procedures can be put in place by the Project Manager in a timely manner.

The responsibility for visitors (including members of the public/clients/contractors) rests with the person that invited them, and they should be escorted whenever practical and reasonable.

Visitors should be given such fire, evacuation and safety information, instruction or training as may be necessary or appropriate. 

Visitors also have a duty to comply with the food bank health and safety policy and procedures, and not to misuse or recklessly interfere with anything provided.

There should be a record of visitors to the food bank building or premises so they can be accounted for in case of fire, which can be found at the weighing-in area.

P1 Emergency First Aid

It is the responsibility of the Project Manager to maintain adequately stocked first aid boxes. These are located in both warehouses at the kitchen area and in the office on the file cabinet. All personnel are to familiarise themselves as to their location and the list of First Aid qualified personnel.

The Project Manager will arrange for a first aid risk assessment to be carried out and based on this assessment, training for a number of personnel to provide adequate cover for the building. A published list of qualified personnel and their location will be placed at reception.

In the event of an incident requiring first aid the person first on the scene should:

• Call for help
• Assist the first aid qualified person/person in charge of first aid arrangement as required.
• Call for an ambulance as necessary
• Report to any manager present.

The first person providing first aid should:

• Carry out first aid until help arrives
• Advise ambulance staff what happened and what treatment was given

The Line Manager present should record the incident in the accident book. Report the accident in accordance with RIDDOR and make a report to the Trustees and Project Manager.

P2 Clothing and Personal Protective Equipment (PPE)

The food bank will provide Representatives with all clothing and Personal Protective Equipment (PPE) necessary for them to carry out their role. Representatives are to use the clothing and PPE provided and report any deficiencies promptly to the Warehouse Manager. No personal PPE can be brought into the food bank without the approval of the Warehouse Manager and mandatory safety checks being carried out. Provision and use of equipment (other than PPE) provided by the food bank is covered by Procedure.

Reference hyperlinks: HSE Personal protective equipment (PPE) at work regulations from 06-Apr-22 and HSE Personal Protective Equipment (PPE) at Work

P3 Working Environment (including buildings)

General

The food bank will ensure that workplaces are:

• Ventilated;
• Kept at a suitable temperature;
• Adequately lit;
• Clean and free from waste materials;
• Safe, suitable and sufficient welfare facilities are provided.

Reference hyperlink: HSE Workplace health, safety and welfare, A short guide for managers

Fire Safety

The food bank has carried out a full check of the buildings occupied and ensured that they are compliant with current fire safety requirements (Fire Precautions Workplace Regulations). Fire safety and evacuation procedures must be rigorously implemented with particular attention to the prevention of fire and the provision of safe evacuation routes which must be kept clear at all times.

The food bank has carried out a fire safety risk assessment and undertakes to keep it up to date. Reference hyperlinks: GOV.UK Fire safety in the workplace and HSE Introduction to fire safety.

Our Fire Safety Risk Assessment can be found here.

Evacuation plans will take into account those that are handicapped or have limited mobility and may take longer to get out of the building.

Slips and Trips

The food bank is aware that most trips are caused by obstructions in walkways. The rest are caused by uneven surfaces. The food bank therefore undertakes to keep walkways clear and maintain surfaces trafficked by pedestrians to mitigate the risk. Reference hyperlink: HSE Slips and trips

Statutory Checks

The food bank undertakes to work with the landlord to ensure that appropriate statutory checks have and continue to be undertaken regarding such items listed below in all buildings occupied.

• Legionella testing of the water systems
• Asbestos register and management system
• Electrical wiring inspections (carried out every 5 years)
• Lightning protection
• Powered door entry systems
• Boilers

Corridors and working spaces must be kept clear of rubbish, equipment, cables or any other item that might constrain evacuation routes or present a tripping or other hazard.

Construction Work

Where construction work of any type is to be undertaken on the property then the food bank should refer to the Construction (Design and Management) Regulations as to what their duties are regarding the construction, cleaning and maintaining the building or work with owner/landlord to ensure duties are followed: HSE Summary of duties under Construction (Design and Management) Regulations 2015 (CDM 2015) and HSE Commercial clients: roles and responsibilities

P4 Display Screen Equipment (DSE)

The food bank will protect those Representatives who use Display Screen Equipment (DSE) daily, for continuous periods of an hour or more in accordance with The Health and Safety (Display Screen Equipment) Regulations. In order to do this, the food bank will follow the Health and Safety Executive (HSE) Guidance for Employers Working safely with display screen equipment including:

• Carrying out a DSE workstation assessment;
• Reducing risks, making sure Representatives take a break from DSE work and do something different;
• Providing an eye test if a Representative asks for one;
• Providing training and information for Representatives.

This procedure applies to mobile Representatives and those working at a fixed workstation, at home, or hot-desking.

P5 Access for People with Disabilities

The food bank, in conjunction with the building owners should provide access to (and evacuation from) the building for those with disabilities.  Disabled toilets for wheelchair users and others with restricted capabilities should be provided where appropriate, reasonable and if possible, within the building premises. Representatives with specific disabilities requiring special support will be individually assessed and appropriate reasonable provision made.

P6 Lone Working

Representatives should not be left working alone. Where this is unavoidable the following procedures should be employed:

• Have a personal safety policy in place
• Another member of Representative or Trustee must be available on the phone and informed who is working alone, and how long they will be working alone.
• The person working alone must have a phone to hand, remain behind locked doors and not allow anyone unknown to them personally to enter the building.
• When they leave, or at the planned leaving time, contact the Representative or Trustee to confirm they have left and have an escalation plan in place if the person working alone does not make contact at the appropriate time.
• If there is any risk of danger, phone the police and then advise your colleague.
• Where there are 2 people working in widely separated parts of the building, keep in regular contact.

P7 Violent and Aggressive Behaviour

Health and Safety Executive (HSE) Guidance defines work-related violence as ‘Any incident in which a person is abused, threatened or assaulted in circumstances relating to their work.’

The food bank follows the HSE Guidance for Employers Violence and aggression at work - Overview - HSE including:

• Assessing the risks
• Control measures to prevent violence
• Reporting and learning from incidents

Where necessary Representatives are trained how to deal with aggressive and abusive behaviour.

P8 Working with Children, Young People Under 18 and Adults with Care and Support Needs

You can find our Safeguarding Policy here. 

Every effort should be made that vulnerable people are not placed at risk or pose a risk to others. Supported Representatives must never be left to work alone, but properly supervised at all times. Wherever possible, vulnerable staff are not to be left alone with one other person for protracted periods of time.

Representatives are only permitted to bring their children to work in exceptional circumstances. In this case they are required to supervise them personally at all times and ensure that their behaviour does not put themselves or others at risk.

Children and young people may only volunteer for specific activities in support of the food bank appropriate to their age and experience whilst supervised by an appropriate adult or food bank staff (with the agreement of parents or guardians).

A record is to be kept of their attendance and activity, who is supervising them, and whether appropriate training was carried out. A child should never be left alone with an adult without the specific agreement of the appropriate adult.

The types of acceptable volunteering are:

• Simple administrative tasks including sending letters and filing etc.
• Helping the appropriate adult on supermarket collection days, sorting food into boxes and handing out leaflets.
• Food sorting, packing emergency food boxes or other tasks appropriate for young people volunteering for social work with the Duke of Edinburgh Award Scheme, Scout or Guide Movements or other recognised school/social groups, only when accompanied by a parent or nominated responsible adult.

P9 New and Expectant Mothers

The food bank is to comply with current regulations in respect of new or expectant mothers, providing maternity leave, conditions of work, and work procedures that are both reasonable and practical for the health and safety of mother and child. In particular:

• An individual risk assessment is to be carried out and procedures or work patterns or hours reasonably adjusted to provide for safe working.
• Lifting food boxes or other heavy items by new or expectant mothers is prohibited.
• The risk assessments already in place should take into consideration those that are new or expectant mothers, and they should be reviewed if a staff member or volunteer informs the food bank that they are pregnant.

P10 Waste Disposal

All waste is to be disposed of in appropriate containers (cardboard, paper, cloth, food and rubbish). Cardboard, paper, and general rubbish is to be bagged and disposed of weekly through the council services.

Food waste must be disposed of into containers that can be sealed shut, are made of appropriately robust material, are kept in good condition, and are easy to clean and disinfect. Final disposal of food waste must be in accordance with local authority rules.

P11 Smoking (including vaping)

The food bank operates a No-Smoking policy throughout the premises. Proper receptacles for the disposal of cigarettes are to be placed outside the outside doors and regularly emptied.

P12 Alcohol or Substance Abuse

Alcohol, drugs and certain other substances (including medication) may have a detrimental effect on an individual’s health and safety at work and may place other employees at risk. Representatives must NOT consume such substances whilst at work or beforehand if the effects may have a detrimental effect on them at work.

If you have been prescribed medication which has a detrimental effect on you, you must discuss this with your line manager so a decision can be made whether you may attend work, and what work you can safely carry out.

Employees who know they have an alcohol, drug or related problem should voluntarily seek help, diagnosis and treatment. They may discuss their problem in confidence with their line manager who can advise on where to get help. 

National organisations which can help are:

• Alcoholics Anonymous - 0845 769 7555
• Narcotics Anonymous - 0300 999 1212
• Local GP 028 3833 4400

P13 Work-related Stress

Although some stress at work may be unavoidable, the food bank will take all reasonable measures to prevent all work or task related psychiatric illness or stress.

Representatives are encouraged to be open about issues relating to stress so that the food bank can take steps to reduce the risk of stress related illness, by, for example, adjusting certain conditions or workload or task load, and ensuring that all staff and volunteers receive support in the where necessary. 

The Health and Safety Executive (HSE) webpage Stress and mental health at work should be consulted for further information. 

P14 Violence, Harassment and Bullying

All reasonable security precautions have been and will continue to be taken to prevent the risk of violence against food bank Representatives. The food bank welcomes suggestions to improve security and protection and will implement these where reasonable and practicable.

The food bank does not accept violence, bullying or harassment of its representatives under any circumstance. Disciplinary action, for employees, will be taken against any representatives responsible for such acts. Volunteers will be asked to leave the food bank. Anyone subjected to this is encouraged to report it to the Project Manager or Operations Manager at the earliest opportunity. 

All complaints will be taken seriously, and the food bank will investigate these matters fully, promptly and objectively in accordance with the food bank Complaints Policy. 

You can find our Complaints Policy here. 

Disciplinary action for employees, including immediate dismissal, shall be taken against offending representatives if merited and volunteers will be removed from their role. As far as is reasonably practical, the nature of complaint and identities of those involved will be kept confidential.

The Health and Safety Executive (HSE) webpage Violence and aggression at work should be consulted for further information. 

P15 Equipment

The food bank will provide all equipment necessary for staff and volunteers to carry out the tasks given to them. No private equipment may be brought in and used without the express permission of the Project Manager, who will then ensure the equipment is safe to use and people are trained properly in its use.

All equipment held by the food bank (including shelving and mobile step ladders) will be registered or logged, maintained in a safe condition and in good repair. Where applicable, equipment is to be regularly checked for safety in accordance with current regulations, and records kept. 

Staff and volunteers are not to use equipment they have not been trained to use. Equipment is to be used only for its due purpose and used correctly. Careless or incorrect use can result in personal injury and/or damage to the equipment.

Representatives are required to report any defects in the equipment, safety device or protective equipment they are issued with to their Warehouse Manager and not to use any defective equipment. They will also put notices on faulty equipment to state that it should not be used, or the notice removed. Once the defects have been reported, the Warehouse Manager will enact the changes to repair or replace faulty equipment.

P16 Manual Handling and Lifting

The food bank follows Health and Safety Executive (HSE) Guidance  Manual handling at work, A brief guide 

To reduce the risk associated with manual handling the food bank follows the hierarchy of measures to be followed as set out in the Manual Handling Regulations:

• avoid hazardous manual handling operations, ‘so far as reasonably practicable’ (This means balancing the level of risk against the measures needed to control the real risk in terms of money, time or trouble. However, you do not need to take action if it would be grossly disproportionate to the level of risk.);
• assess the risk of injury to workers from any hazardous manual handling that can’t be avoided;
• reduce the risk of injury to workers from hazardous manual handling to as low as reasonably practicable.

Representatives who are potentially involved in manual handling are provided with relevant job specific training.

Manual handling posters are prominently displayed in relevant locations in food bank premises.

Particular care is taken when loading or unloading vans or cars to ensure additional strain is not caused when lifting items on or off the van floor or bottom of the boot respectively.

P17 Working at Height

Loading or removing food from store shelving is the only activity routinely involving working at height. The following procedures apply to all staff and volunteers in the food bank:

• The mobile step ladder only must be used to load or remove food boxes from shelves. The steps must be checked before use.
• All warehouse staff and volunteers must be trained in these procedures.
• Only Representatives under supervision may use the purpose-built mobile step ladder with safety rail to stack and remove food boxes. This is a 2-person job, one on the steps, the other passes boxes up/down.
• Boxes are to be limited to one layer of tins or a maximum estimated weight of 10kg for all individuals.
• Industrial shelving used for the storage of food must be securely fixed by an approved contractor and marked and loaded with the safe working load.

Other occasions where a ladder is needed, the following procedures apply:

• Only ladders registered and checked by food bank staff and volunteers are to be used. A record of safety checks must be kept.
• Before use the ladder is to be checked for safety in accordance with the leaflet secured by the ladder storage location. The ladder must be undamaged and have serviceable rubber footings.
• Ladders and step ladders are to be placed on a Ladder Register and inspected on a 6-monthly basis by a competent person.
• The ladder is to be returned to the storage area after use.
• To prevent the ladder slipping it must be placed securely at a 75-degree angle (bottom to be 25cms away for every 1m in height).
• No ladder longer than 3 metres may be used unless fixed securely or held firmly by a second person.
• Overreaching and the carrying of loads should be avoided.
• If a fluorescent light in the food bank needs changing, then a working at height risk assessment is to be carried out and the appropriate equipment hired with Representatives trained in its use to undertake the task.

P18 Use of Vehicles

The food bank vehicles are only to be driven by qualified permanent employees or temporarily authorised volunteers on details agreed by the food bank Project Manager, Operations Manager or Warehouse Manager only.

Drivers must be over the age of 25, hold a full driving licence with no more than 6 penalty points, and have at least 3 years driving experience. A copy of the driving licence is to be given to the appropriate coordinator or manager as a record prior to using the vehicle. Temporary authorisation is to be recorded in the van driver’s log and signed by one of those listed at paragraph 4.14.6 below only.

Driving licences should be rechecked on a 6-monthly basis or yearly at a minimum. 

The vehicle is to be maintained by the food bank in accordance with the Manufacturer’s Instructions, and full records kept. The Warehouse Manager is to carry out the daily/weekly driver’s checks stipulated in the handbook, ensure the vehicle is kept clean and in a roadworthy condition, and arrange for its servicing and MOT testing. Insurance is the legal responsibility of the vehicle owner.

Drivers are not to drive under the influence of drugs (including prescribed medications if they have an effect on the driver’s capabilities) or alcohol, or if they have consumed alcohol within 8 hours of commencing driving. Drivers are to exercise due caution and common sense when driving, and fully comply with legal and Road Safety obligations.

A daily vehicle check should be completed before the start of your journeys, but at a minimum it should be checked once a week. 

The Drivers Logbook must be completed fully prior to and on completion of each journey. 

Drivers unfamiliar with the van must first be given a period of familiarisation by the appropriate team member. 

Van drivers are to ensure that loads are properly secured so as to prevent damage or an accident when opening the doors.

Use of Private Cars

If a Representative uses their own car for foodbank purposes, they must ensure that their insurance provides business cover. Proof of adequate insurance, tax, ownership of a full driving licence and a current MOT certificate must be produced for inspection by the Project Manager, Operations Manager or Warehouse Manager upon renewal and at any time when so requested.

Smoking in Vehicles

Vehicles used for foodbank work are covered by smoking in the workplace legislation. During working hours, a personal vehicle used for business purposes also becomes a workplace. Representatives should: 

• Not smoke in the car during working/volunteering hours;
• Never allow colleagues to smoke in the van/car during work hours (even if all the occupants are smokers);
• Be aware the legislation covers second-hand smoke – that is ‘old’ smoke produced prior to work hours.

Handheld Devices

Handheld mobile phones or other mobile devices should not be used to make or receive calls or send messages whilst driving. Whilst driving, all such devices should be turned off or put into ‘flight’ mode and messages picked up later.

P19 Pedestrian Vehicle Separation

Vans, cars and in some instances lorries deliver food to, and collect food from food banks. Food is also collected from supermarkets and warehouses and other locations. The food bank is aware that:

• Every workplace must be safe for the people and vehicles using it.
• Workplace traffic routes must be suitable for the people and vehicles using them.
• Where vehicles and pedestrians share a traffic route, there must be enough separation between them.

In order to provide a safe workplace the food bank will follow the Health and Safety Executive (HSE) Guidance for Employers Workplace transport, Site Safety and Separating pedestrians and vehicles

P20 Electrical Safety

Anyone using electricity or electrical equipment must be aware of the danger of electrocution, shock, burns, fire and explosion. All precautions must be taken to reduce such risks. The food bank has devised, as is reasonable, safe systems for working with electrical equipment.

Fixed wiring electrical systems are to be checked every 5 years by a local electrician. This should be organised by the food bank if the premises are owned or by the landlord. No food bank representatives are permitted to interfere with or attempt to maintain or repair fixed electrical systems. 

Representatives are to report any fault or defect in fixed or portable electrical equipment to their Line Manager, who should then isolate the equipment until it is repaired. Representatives must not replace fuses as the cause of failure may not have been identified. They will also put notices on faulty equipment to state that it should not be used, or the notice removed.

All portable or moveable electrical equipment is to be registered and checked for electrical safety annually.  Records are to be kept showing serial numbers, location and date of last check, and equipment should be labelled accordingly. Out of date equipment should not be used.

Electrical overload should be avoided: in principle only one item should be connected to one plug or extension cable. Multiple extensions should not be used if the possible combined power requirement exceeds 3kw. In addition, care must be taken in using extension cables to avoid a tripping hazard, and ensure they are properly routed away from heat sources or sharp edges.

Representatives can contribute to safe working by:

• Using equipment only as described in the manufacturer’s instructions and with due regard to the safety of themselves and others. Seek training when appropriate.
• Never use electrical equipment with wet hands and keep liquids (especially hot beverages) clear of electrical equipment.
• Reporting faults promptly to the Line Manager.
• Looking out for faults or potential risks as follows:
• Damage to insulation on cables
• Damage to plug
• Exposed wires or loose connections
• Overheating
• Overloaded plugs on extension cables

P21 Electricity Related Injury

In the event of a person suffering an electric shock it is important to:

• Turn off the power and (if possible) isolate the supply. Do not touch the person until this is done. Where this is not feasible use a non-conducting object such a wooden broom handle to remove the live cable/item from the person.
• Call either a fully trained First Aider, or the person responsible for getting medical assistance. Allow that person to take charge in the case of injury.
• Seek medical help immediately if the victim is unconscious.
• Cool minor burns with water and cover with a clean dry cloth or dressing.
• Report the incident to the Project Manager.

P22 Control of Substances Hazardous to Health (COSHH)

Some substances in use at the food bank may cause injury or damage to health if spilt or used inappropriately. In a food bank circumstance, this will primarily relate to items like bleach or cleaning products that can irritate the skin and eyes or cause harm if ingested. In principle:

• All substances must have a safety data sheet provided by the manufacturer/supplier from which a COSHH assessment can be carried out. This is normally provided by the manufacture of the product when requested from their website.
• All substances hazardous to health must be stored securely and made only available for use by those who use them for the task for which they were obtained.
• A risk assessment should be undertaken to identify any hazards, even in items like general cleaning products and household goods. A template risk assessment can be found here.
• Representatives using these substances must be made aware of the correct use of the substances, risk they present, and the immediate treatment if inadvertently put at risk due to spillage or inappropriate use.
• Incidents involving COSHH substances must be reported to the Project Manager.

P23 Emergency Food

Food collected by the food bank is for the provision of emergency food for people in crisis. It is vital that the food collected, stored and distributed is in a condition fit for consumption by the public. To this end:

• The food bank is registered as a Food Business Operator (FBO) Food business registration - GOV.UK (www.gov.uk)
• Each item of food collected is to be checked to ensure it is undamaged and within its consume by date prior to storage, and procedures put in place to ensure that damaged or out-of-date food is not given out.
• Food must be stored in a temperate, dry and rodent or pest free environment, approved by the District Council Environmental Health Advisor.
• The warehouse is to be kept clean and tidy.
• Representatives must be given clear instruction as to the level of hygiene required for handling the range of food products donated and undertake the appropriate training where necessary. 

P24 Rodent and Pest Control

The following procedures are put in place to prevent rodents and other pests becoming a health hazard:

• The food bank warehouse must be rodent and pest secure as far as is practicable and reasonable. Doors, windows, and walls to the outside must be free from holes or gaps which would allow access to rodents and other pests like birds or flies.
• Food must be stored off the floor.
• Food packaging must be unbroken and where spillage occurs it must be cleared up quickly and not left to attract rodent or pests. Any sign of rodents or pests is to be reported to Warehouse Manager.

P25 Management and Handling of Cash

The visibility and accessibility of cash poses a risk of possibly violent theft, so the following steps are to be taken to minimise this risk:

• Staff should not resist theft if there is a risk of violence.
• Cash should be kept in a lockable box or till and removed to the safe overnight prior to banking.
• Only small floats should be kept in till or cash boxes.
• Cash to bank runs should be done by 2 people if the amount exceeds £100.00 in cash. Different routes, time of day and Representatives involved should be considered to prevent potential theft.
• Individuals should refer to the Personal Safety Policy if they are to handle cash on their own. 

P26 Fire Precautions and Procedures

Fire Precautions

All Representatives and visitors to the building are required to familiarise themselves with the position of fire alarms, telephones, escape routes and firefighting equipment nearest to them.

All visitors are to be escorted whilst in the building and be booked in and out within a reception area so that a record is available should evacuation be necessary.

Fire alarms, detectors and extinguishers are to be inspected/serviced in accordance with the manufacturers recommendations and records retained.

Emergency routes and exits are to be well signed, illuminated where necessary, and exit routes kept clear at all times.

Representatives are to be given annual familiarisation training in the use of fire extinguishers.

The fire evacuation plan will be exercised at least once every calendar year, reviewed by the Project Manager and a report written. All Representatives must comply with fire evacuation procedures on hearing the fire alarm. Failure to do so will result in disciplinary action for staff or removal from the role for volunteers.

Where the food bank has more than five staff members then a written fire risk assessment should be produced covering how a fire is discovered, fighting the fire and evacuation. This should be produced in conjunction with the owner/landlord of the building where applicable. 

In the Event of Fire

Any person discovering a fire is to raise the alarm by shouting “fire, fire, fire”, activate the nearest alarm, and call for the Fire Brigade by dialling 999 or 112. 

Representatives should only tackle fires if they have been trained in the use of fire extinguishers or fire blankets as appropriate and they can do so without putting themselves or others in danger.

All personnel should ensure all others in their area are alert to the fire and should evacuate the building by the shortest possible route, only closing doors or windows if time permits, and assemble at the designated assembly point in the main meeting area outside, like a car park. Personnel should not delay evacuation in order to collect personal belongings.

On evacuation a staff member or key volunteer should take the record of personnel in the building to the assembly point and call the roll to establish whether everyone is safely out of the building. If not, they should inform the fire brigade that there are people left in the building, and their identity.

All personnel evacuated are to remain at the assembly point until released by the Project Manager, Operations Manager, Warehouse Manager or fire brigade.

Fire Extinguishers

All modern fire extinguishers are red, but they are labelled to show what type they are and what type of fire to use them on. The correct type of fire extinguisher only should be used to deal with a fire as follows:

Fire Blankets]

Fire blankets will be provided in a working kitchen environment (where they are normally used to extinguish fires started by fat, oil or grease). They are hung on display close to their point of use and where possible on a fire exit route. Representatives using the kitchen will be trained in their use.

P27 Bomb Alert or Other Terrorist Alert

The risk of a terrorist attack is rare. The following guidance is given to reduce the risk of panic or injury:

• In the event of a terrorist attack in a crowded place, you should follow the process of RUN, HIDE, TELL. You can find further information on this process here and on the UK Government’s website.
• If anyone should receive a terrorist threat over the phone they should try to establish the nature of the threat, where, and when. Try and establish the gender, age, any identifying markers like an accent, background noise (e.g. pub/traffic) of the caller and report these details to the police either via 999 or 112.
• DO NOT PANIC but raise the alarm through a Representative.
• Only evacuate the building if the threat is specific to the building. If so evacuate calmly to a place of safety like a car park and await further instructions.
• Make sure you have a clear escape route and your exits are clearly marked and not blocked.
• Have a plan in place to provide additional assistance to help those with disabilities or limited mobility.