PCYC Risk & Safety Handbook€¦ · This handbook brings together policy and the key aspects of compliance within PCYC in regard to safety and risk management. PCYC has an obligation

Page 1 of 46

PCYC Risk & Safety

Handbook

Page 2 of 46

Introduction

This handbook brings together policy and the key aspects of compliance within PCYC in

regard to safety and risk management.

PCYC has an obligation to operate according to the laws and regulations of the

community. The Board sets strategy for mission and sets down policies to support

mission and ensure compliance with such laws and regulations. The Board puts in place

specific policy to govern the management of risks that arise in the work we undertake.

Club Managers carry the local responsibility to ensure operational compliance and risk

management. This handbook is designed to inform and assist Manager’s in discharging

this responsibility.

The handbook includes

Policy on risk and safety

A diagram summarising the risk audit framework

Rulings on the rating of certain areas of risk

A system of compliance recognition and non-compliance sanctions.

A schedule of compliance self-audits

Managers should acquaint themselves with and regularly revisit the key policies and

forms in place within PCYC. Up-to-date versions are available on the PCYC Intranet.

Chris Gardiner

Chief Executive Officer

June 2010

Page 3 of 46

Risk in PCYC

Key issues that generate risk for PCYC include:

The nature of the sporting and recreational activities we provide – for example injury in an activity such as boxing, or anti-social behavior by participants at a band night

The fact that most of our members are children and young people with particular vulnerabilities

The focus on young ‘offenders’ and ‘youth at risk’ by Police Officers working through PCYC, raising issues of risk to these young people, other participants and the reputation of the organization

The scale of the organization and the age of some our facilities – PCYC provides activities in 59 facilities across NSW, employs hundreds of staff and has over 1 million persons participate in activities each year

The scale of fundraising and fee for service activities involving the handling of cash

The delivery of a number of activities and programs in partnership with other organizations

The commitment to involving volunteers in the delivery and management of activities

Page 4 of 46

Safety in PCYC

Occupational health and safety is a shared responsibility in PCYC. The key elements of

responsibility include:

Attending safety training

Following risk and safety policies and directions

Using appropriate protective equipment and clothing

Reporting hazards, incidents and faults/problems in equipment or facilities

For Managers, acting to address hazards when they are identified

Participating in rehabilitation/return to work plans

PCYC has established an OH&S Consultative Committee to enable consultation and

information sharing. The Committee consists of CEO and Commander representatives

and Police and Civilian representatives from each PCYC Zone and State Office.The

Committee members are elected for 2 year terms and meet each three months.

The Committee may review and make recommendations on policy and procedures with

regard to OH&S; assist in providing OH&S information and training to staff; receive,

consider, investigate and make recommendations on reports from staff members; and

report matters that are unresolved by PCYC to WorkCover

Club Managers must undertake OH&S checks as part of a monthly self-assessment, as

provided in the self-assessment checklist. Zone Commanders, General Managers, and

the Safety Manager may undertake Club or State Office OH&S checks at their

discretion.

OH&S concerns should be raised with the relevant manager in the first instance, then

with the OH&S Committee or CEO if not resolved.

Page 5 of 46

Managing Risk & Safety

Staff should act with care in their work and have regard to three questions for all

activities: what could go wrong in this activity, event, or room; how serious is the risk;

and what risk plan will we put in place?

All activity participants, including activities by venue hirers, must be PCYC Club

Members (with exceptions provided in the Membership policy).

Official PCYC posters must be clearly displayed in key Club foyers, hallways and rooms

Each PCYC activity – whether in a Club or off-site – should have a risk plan in place

using the PCYC risk plan form available on the PCYC intranet. Each facility should have

a risk plan in place with regard to rooms, equipment and grounds.

The Club Manager or co-ordinator is responsible for ensuring risk plans are in place and

being implemented for each PCYC activity. The Youth Case Manager is responsible for

risk plans for Police case management and programs. Venue Hirers are responsible for

their own risk plans for their activities (and the Manager may ask for copies of these

plans if concerns arise as to the conduct of these licensed activities).

An activity risk plan must be checked and initialled on each PCYC activity occasion.

Facility risk plans covering rooms and equipment must be in place and must be updated

based on matters arising in the monthly assessment or after major upgrades or

equipment installation.

Each Club or site must have a ‘risk register’ that identifies all risk and includes

recordable incidents (see below).

Only activities which are included in the ‘Approved Activities’ list on the PCYC Intranet

are allowed to be run at a PCYC Club (including for venue hirers). Where a Manager

wishes to commence a new activity, he/she must submit a risk plan and obtain approval

prior to commencement from the General Manager Member Services.

Where an activity involves instruction or training or requires qualified staff, the Manager

must ensure that persons have relevant and up-to-date qualifications before the activity

commences, and must retain copies of such qualifications.

Page 6 of 46

Where activities involve collaboration with other organisations, including government

departments or agencies, a collaboration form must be obtained from the PCYC Intranet

and used to identify risk and responsibilities.

Each new staff member, police officer and volunteer must be provided with Club

orientation regarding safety and risk at the club, and regarding use of checklists for their

activity. Each Club must ensure that State Office safety training is provided annually at

the Club.

A person qualified in first aid must be on site at all times, and the Manager is

responsible for ensuring that the first aid kit is properly equipped and accessible at all

times.

Important additional policies you need to read and understand include

Child & Member/User Protection

Emergencies, Fire & First Aid

Incidents

The Manager must undertake or ensure that a monthly self-assessment of safety and

compliance is undertaken using the checklist in this document, and that matters

identified in the checklist are actioned in the following month.

Where a Club Manager is to be absent, he/she must ensure that the person acting as

Manager or person in charge is familiar with this handbook.

If you have a question about risk and safety, you should contact the Safety Manager at

State Office for information and advice.

Page 7 of 46

Hazardous Materials

Each PCYC facility has been the subject of a hazardous materials assessment. Each

Club Manager must maintain on file a copy of the Club’s Hazardous Material Survey.

A copy is available from the PCYC Property Manager and will be included in electronic

property maintenance systems.

Each Club must identify (by name and location) all chemicals, fuels, cleaning products,

oils, gardening products, pool chemicals, and insecticides kept within the Club’s

facilities and maintain on file and up-to-date a set of ‘material safety data sheets’ for

each element .

In terms of materials identified as containing asbestos:

Do not water-blast or scrub with a stiff broom or brush.

Do not cut, drill, nail, screw, sand or scrape etc.

Do not disturb in any other way.

Damage to asbestos could include:

Hail or major storm damage to asbestos roof sheeting.

Visible cracks and breakages and damages to asbestos products.

Drilling, cutting, sanding, scraping, sawing, nailing etc of any asbestos products.

Any type of removal or alteration of asbestos products.

A check on the status of those materials/areas identified in the Hazardous Materials

Survey must be part of the monthly safety check undertaken by the Club Manager and

is included in the standard checklist.

A full copy of the Hazardous Materials Survey must be made available to any person

who is to undertake maintenance or building works in the facilities.

Where building materials containing hazardous materials are disturbed through damage

from use, accident or storms:

Evidence of ‘disturbance’ will include broken sheeting, debris, significant new

leaks

Assessment or inspection of damage must be visual only and should not involve

any entry to possibly contaminated areas or any attempt to enter the inner ceiling

Page 8 of 46

or onto the roof: reasonable concern that materials may have been disturbed

must lead to contact with the Property and Safety Managers

The area must be closed immediately (including the whole Club as necessary) by

the staff member in charge at the time and staff, volunteers and users evacuated

and directed to not enter nor allow entry to the area;

The Property Manager (0422007976) and Safety Manager (0421611281) must

be contacted by phone and any advice they provide followed;

Qualified contractors must be contacted by the Property Manager to undertake

an assessment and to repair and clean the area. A standard PCYC Service

Agreement must be used to contract the work and be completed prior to actual

commencement of the work. The Property Manager must contact Workcover to

report the incident. Where the property Manager is not available, these contacts

must be arranged by the Safety Manager;

Where the Property Manager and Safety Manager are not available within a 2

hour period after the disturbance, the Club Manager or person in charge must

contact Workcover and licensed asbestos contractor;

An incident report must be completed (via PCYC intranet, or submitted by fax if

paper based) by the Club Manager or , if not available, the staff person in charge

at the time;

Confirmation must be received from the contractors of contact with Workcover

and approval to undertake clearance of materials. Where this is in doubt, work

must be stopped and the Property Manager consulted;

Closed areas must only be re-entered and opened after formal clearance from

the contractor.

The incident report that is provided must include details:

Identifying the area and/or materials disturbed;

Page 9 of 46

Identifying staff, police officers, volunteers and Club users who may have been

exposed as a result of the disturbance (including details as to when they were in

the presence of the disturbed materials and the nature of any interaction – eg,

conducted the work that disturbed the material, were directly exposed to the

disturbed material, were in the vicinity of the disturbed material);

Outlining the actions taken to manage the incident;

Any disturbance of hazardous materials – no matter how small – must be the subject of

an incident report.

Where it is believed that staff or users have been exposed to hazardous materials as a

result of an incident, a ‘critical incident’, the Property Manager and/or Safety Manager

must immediately advise the CEO who will convene a critical incident working party to

review the incident and decide appropriate action.

Persons who have been or may have been exposed to asbestos materials may be

provided with access to a health assessment, and a register of persons potentially or

actually exposed to asbestos will be maintained by State Office.

The Property Manager must provide a report to the CEO on completion of actions in

response to the incident no later than 10 working days after the incident occurs.

The Club Manager should confirm upon reading this section that the contact details of at

least two local qualified contractors are on file at the Club to allow early contact with a

contractor as needed.

The sign titled ‘Hazardous Materials at this Club’ must be clearly displayed in the

general office area of each Club. Copies are available from the PCYC Intranet and the

Property Manager.

Page 10 of 46

Managing Compliance at Club level

Effective management of compliance at Club level involves the following:

Manager familiarity with policies and procedures – the manager should at

commencement and regularly thereafter review key policies and procedures

Internal Training – the Manager should schedule briefings with staff members

and with the Club committee and volunteers and with licensed club venue hirers

to train stakeholders on policy and procedure

Modelling – the Manager should show each new staff member, instructor and

volunteer how to conduct or complete a risk function – for example, using an

activity risk checklist at the start of a session, or completing and processing a

membership form - when they first commence to ensure understanding and

consistency

Discipline in procedures and paperwork – the Manager should ensure that daily

procedures and paperwork tasks is maintained, including in the use of the

information management system outlined below

Self-Assessment Days – the Manager must schedule time on the last Monday of

each month to undertake self-assessment in a specified compliance area

Pre-audit preparation – once advised of a proposed audit, the manager should

review files and data to facilitate the audit and to be able to explain areas of

possible non-compliance and action being taken

To ensure consistency across clubs and assist Managers with audits, information

management at a Club must include a filing system that exactly aligns with the PCYC

Risk Audit Framework in the diagram included in this handbook. That is, the filing

system should have sections under Member Risk, OH&S Risk, Financial Risk,

Governance Risk and Asset Risk, with the subsections matching those in diagram. An

Audit inspection should be able to access each such file and be able to examine all

relevant documents and data required in that section.

An updated monthly checklist is attached. This replaces the previous OH&S checklist.

Page 11 of 46

Members’ Risk

Staff/Volunteer Screening

(Police, WWC Checks)

Instructor Accreditation

Activity Risk Checklists

Gym & Weights Forms

Roster Coverage

OH&S Risks

Monthly Checklist

Fire Plan & Drills

Fire Safety Statement

Fire Evacuation Signs

Hazmat Report & Poster

Material Safety Data Sheets

Chemical/Fuel Storage

Vehicle Log Books

Club Lock-Down Forms

Grounds & Cleanliness

Safety Training

PCYC Risk

Audit

Framework

PCYC Risk Policy

Governance Risks

Membership Forms

Venue Licenses & Safety Checklists

Service Agreements

Housie Compliance

Raffle Ticket Register

Sign-in Processes

Kidzcare

Committee Meetings

Manager-Police Meetings

Official Posters

Induction Checklists

Staff IDs & Uniform

Asset Risks

Asset & Gifts Registers

Equipment Maintenance Records

Key Register

Priority Works Progress

Financial Risks

Daily POS Processes

MYOB

Banking

Reconciliations

Petty Cash Processes

Petrol Card Usage

Debtors/Creditors

Leave Liability

Purchases/Disbursement Processes

Accountable Books

Page 12 of 46

The Audit Process

At least once per year, the PCYC Manager, Risk, Compliance & Governance, will visit

each Club to undertake an internal audit.

The process of an internal audit is as follows:

- The Club will receive notification 5 working days ahead of a proposed standard

audit visit. The Manager must be in attendance during the audit. Any request for

a change in the date communicated by the auditor must be made to the CEO

- The audit will commence with a visual inspection of the Club

- The auditor will ask to be provided access to the Club files and undertake a

review of documents and records

- The auditor will ask for access to the Point of Sale system for a review of data

- The auditor may ask to interview privately any member of staff

- The auditor may ask the Manager for information or an explanation at any point

- A draft report will be completed and presented to the Manager, who will advise

on proposed actions and a timetable for these actions. The manager can provide

comments in the report and should clarify any questions of concerns at the time

of the audit.

- The audit relates only to the matters identified in the section of this document

titled ‘Risk Management Audit Areas’ (page 18 and following). Where the auditor

identifies other matters he considers pose a risk to club members, staff, or users,

such risks will be identified for consideration by the Club Manager in the first

instance for local action and by the CEO in terms of policy recommendations and

adjustment, but will not be identified as non-compliance

- The final audit report will be forwarded to the General Manager Finance &

Administration, General Manager Club Operations, and the CEO, with data also

included in the next report to the Board. The manager must formally advise on

actions to address concerns within 4 weeks of an audit.

- If a manager wishes to appeal an audit finding they should do so in writing to the

General Manager Club Operations within 14 days of the audit.

Page 13 of 46

The audit process usually involves a sample review of data. Where non-compliance is

identified, a larger sample of data or records is sought to determine levels of non-

compliance.

Where there is concern about the outcome of an audit, or there has been a report of

possible maladministration or non-compliance, the CEO may direct the Manager, Risk,

Compliance & Governance to undertake an audit visit to a Club without notice. PCYC’s

external auditors may also be provided access to a Club as part of their audit processes

in January to march each year.

The Zone Commander, Zone Sergeant, Safety Manager, Property Manager and

General Manager Club Operations may undertake an OH&S inspection at a Club at

anytime. Where they identify an immediate risk to safety, a direction may be given for

immediate action to be taken. Any such decision, and/or any lower level safety concern

will be communicated to the CEO for further action

To ensure that Clubs allocate time for self-assessment and checks between audit visits,

Club Managers must allocate time on the last Monday of each month to undertake a

check of a particular area of compliance, as indicated in the table below. Where a

Manager will be absent or on leave, the acting Manager (or person nominated) must be

briefed to ensure the check is undertaken, or the check rescheduled for the week before

or after.

It is important that a new manager takes the entry audit process seriously. That process

allows the incoming manager to familiarise him/herself with key areas of Manager

responsibility. The Manager also accepts responsibility for compliance for his/her Club

from that point forward. Completion of the entry audit should be taken as a serious

process and any concerns raised immediately with the General Manager Club

Operations.

To assist Managers with the audit process, a sample revised audit form to be used for

internal audits is attached, along with a brief guide to the issues of compliance covered

in each area of the form.

As indicated on page 7, Managers should familiarise their staff with the audit process,

and staff, volunteers and venue users should be familiar with the relevant form, guide

and process.

Page 14 of 46

A final reminder – venue users are required to accept PCYC policy settings. The Club

Manager is responsible for ensuring venue user compliance. An internal audit may

identify non-compliance by a venue user for which the Manager will be accountable. It is

important, therefore, that Managers take time to discuss basic requirements with venue

hirers (eg, instructor accreditation, screening, insurances, participants being members,

first aid coverage, assistance with lock-up) and provide suitable orientation.

Page 15 of 46

Monthly self-assessment schedule

Month/date Monthly Specific

25January

Club Self-Assessment Form

Venue Licenses Kidzcare

Activity Risk Plans Instructor Accreditation

22 February


Membership Forms Gym Agreements

29 March


Service Contracts

26 April


Staff/Volunteer files

31 May


POS Participant Data Lock-up forms

28 June


Meeting minutes First Aid Roster

26 July


Venue Licenses Activity Risk Plans


30 August


Asset register Materialistic Donations

27 September


Property Report Hazardous Material Check

25 October


Membership Forms Gym Agreements

29 November


Vehicle Logs Driver register

20 December


Key register POS Participant Data

Fire

Page 16 of 46

Ratings, Recognition & Penalties

An audit report presents incidents of non-compliance in 4 ratings: low, moderate, high

and extreme.

To recognise achievement by Clubs in the area of compliance, two new Awards will be

established and from 2010 onwards, awarded by the CEO:

Risk Management Excellence Award (Nil non-compliance findings during Audit)

- plaque and $5,000 grant to Club

Risk Management Achievement Award (Nil moderate or above non-compliance findings

during Audit)

- plaque and $1,000 grant to Club

A number of areas of compliance have been assessed as presenting particular risk to

members and users, and to the organisation. Ratings and actions have been

determined in the following areas of non-compliance:

Rating of non-compliance ‘high’, $500 club penalty, first and final warning to

Manager:

- Commencement of employee or volunteer without completion of screening

processes or without authorisation in writing

- Conduct of a non-approved activity

- Involvement of a person as instructor without appropriate accreditation

- Fire Safety Plan not completed/implemented in past 12 months (fire statement

from local Council, fire training by State Office, fire drill conducted)

- Failure to complete monthly Club self-assessment checklist on more than one

occasion

- Fire exit blocked or locked

- Multiple incidents of non-sign-in or sign-out of Kidzcare participants

- Regular incidents over a period of weeks of non-member involvement in activities

(unless in activities covered by exception provisions in policy, eg, housie)

Page 17 of 46

- Regular incidents over a period of weeks of non-compliance in Club end of

operations lock-up procedures

- 25%+ non-compliance of 100 sample in any one of the following: membership

forms, licenses, gym agreements or activity checklists non-compliant

- Regular incidents over a period of weeks of non-compliance with cash banking

requirement

- Pre-signature of a blank cheque

- Failure to display ‘Hazardous materials at this Club’ poster and/or ability to locate

Club copy of the Hazardous materials assessment for the Club

- Multiple incidents of absence of person certified in first aid in staff coverage

A ‘high’ non-compliance rating may also mean loss of entitlement to any bonus for that

year for the Manager.

The Monthly Club Self-Assessment provides a good opportunity to assess overall

compliance and to identify new risks. Managers may be asked to explain

inconsistencies between audit findings and what has been signed off in monthly self-

assessments.

Where high risk items are identified by the auditor the General Manager, Club

Operations will be informed on the day of the audit and will subsequently put the finding

to the Club Manager for an explanation. If not satisfied that the explanation is

reasonable a performance management process will commence including the issue of a

warning letter.

Sample Compliance Audit Report

Club (Manager):

Audit date:

AUDIT REPORT

Last audit (Manager):

Period Covered:

The risk issues have been discussed and clarified with the Club Manager and the Audit Proposed Action is the agreed response.

MEMBER’S

RISK

HIGH RISK issues Audit Proposed Action Manager comment, signature &

completion date

Screening

Accreditation

Activity

checklists

Gym forms

Roster

MEMBER’S

RISK

MODERATE RISK issues Audit Proposed Action Manager comment, signature &

completion date

Screening

Accreditation

Activity

checklists

Gym forms

Roster

OH&S HIGH RISK issues Audit Proposed Action Manager comment, signature &

completion date

Monthly Checklist

Fire statement,

plan & evacuate

Hazmat

MSDS & storage

MV Log & petrol

usage

Lock down

Ground/ facility

Safety Training

OH&S MODERATE RISK issues Audit Proposed Action Manager comment, signature &

completion date

Monthly Checklist

Fire statement,

plan & evacuate

Hazmat

MSDS & storage

MV Log & petrol

usage

Lock down

Ground/ facility

Safety Training

FINANCIAL RISK HIGH RISK issues Audit Proposed Action Manager comment, signature &

completion date

POS, MYOB,

Reconciliation &

Banking

Debtors/

Creditors

Leave Liability

Purchases

Accountable

books

FINANCIAL RISK MODERATE RISK issues Audit Proposed Action Manager comment, signature &

completion date

POS, MYOB,

Reconciliation &

Banking

Debtors/

Creditors

Leave Liability

Purchases

Accountable

books

ASSET RISK HIGH RISK issues Audit Proposed Action Manager comment signature &

completion date

Asset/Gift

Registers

Equipment

Key register

Priority Works

ASSET RISK MODERATE RISK issues Audit Proposed Action Manager comment, signature &

completion date

Asset/Gift

Registers

Equipment

Key register

Priority Works

GOVERNANCE

RISK

HIGH RISK issues Audit Proposed Action Manager comment, signature &

completion date

Membership

Licence

Housie & Raffle

Kidzcare

Police/Manager

Official posters

Staff Induction, ID

& Uniform

GOVERNANCE

RISK

MODERATE RISK issues Audit Proposed Action Manager comment, signature &

completion date

Membership

Licence

Housie & Raffle

Kidzcare

Police/Manager

Official posters

Staff Induction, ID

& Uniform

LOW RISK Issues Detail of Issues Audit Proposed Action Manager comment, signature &

completion date

Other Risk Issues & Recommendations

Risk Recommendation

Risk Management Audit Areas

Where information below contradicts a policy document, the policy document is authoritative. Only matters specified in

policy documents, bulletins, this and other official documents are subject to non-compliance findings

Members’ Risk

Screening: all staff and volunteers (and volunteers includes work for the dole participants or similar work placements) and

venue hirers (where required under their license) must complete prohibited person declarations and working with children

and Police check consent forms. No staff member, volunteer or venue hirer can commence work or activities before the

screening process is complete. Completion of the screening process means written or email approval from State Office in

the case where a Police check has been forwarded with the Youth Command for further approval. Managers must retain

copies of the paperwork, including evidence of approval.

Accreditation: all instructors must have formal accreditation. The minimum accreditation will either be a Level 1 coaching

license issued by the relevant national peak body or an equivalent TAFE qualification with units relating to the specific

activity. Copies of accreditation documentation must be on file, and Managers are responsible for ensuring the

accreditation is up to date

Activity Checklists: Only activities approved by PCYC may operate in PCYC (available on ‘approved activity list’ on

intranet). Every activity must be the subject of a risk assessment and checklist. ‘Every PCYC activity’ includes off site

activities, passive activities such as drop in spaces, services such as crèche services, canteen services, venue hire

activities and Police programs. The activity check use must be in use and signed off for each occasion of use. Where a

venue user or Police officer is responsible for the activity, it is the Manager’s responsibility to check that use and obtain

copies of the completed checklist

Gym Forms: PCYC has a specific gym declaration form that must be completed by any person using a PCYC gym. An

alternative to the form is the PCYC Fitness declaration in the PCYC Fitness membership form

Roster Coverage: The Manager is responsible for ensuring adequate roster coverage. Adequacy will be determined by

the risk assessment for activities underway from time to time during the roster. At all times, a person with first aid

qualifications must on duty. The audit process may involve a check of staff to user ratios and a check of staff, volunteer or

venue user first aid qualifications. The roster should be done fortnightly and be on display.

OH&S Risk

Monthly checklist: a check of OH&S across the club facilities and activities must be completed on a monthly basis using

the approved monthly checklist available on the intranet (copy of version current as at time of this release attached). The

Manager is responsible for the accuracy of the check and sign-off.

Fire Plan & Drills: the Manager must have a fire and evacuation plan for the Club. That plan will include a copy of an

official evacuation sign (issued by the Safety Manager) and dates each year for safety training at the club and the conduct

of at least one fire drill. The Manager must be able to provide evidence of the training and the conduct of the drill,

including attendance sheets

Fire Safety Statement: each club must have an up-to-date annual fire statement issued by its local Council. Evidence of

completion of any actions required by Council as part of the issuing of the statement must also be provided

Fire Evacuation Signs: official PCYC fire evacuation signs (red in colour) must be on display in each room and area of the

facility. These signs are available through the Safety Manager at State Office. Informal fire evacuation diagrams are not

acceptable. Use of formal diagrams previously created by organisations such as Wormald in addition to PCYC signs must

be approved by the Safety Manager

Hazmat Report & Signs: each Club must have on file the Hazardous Materials Assessment report undertaken for the Club

in 2008. Each Club must have on display the official PCYC poster ‘Hazardous Materials at this Club’. Clubs with asbestos

materials in their roofing or at ‘moderate’ risk level must also have warning signs at roof level and relevant locations,

available through the Property Manager at State Office

Material Safety Data Sheets: data sheets must be held and be accessible for all chemicals (including cleaning materials)

stored at the Club. Such data sheets are normally available from suppliers. If a Club uses a contract cleaner, the Manager

is still responsible for ensuring data sheets are in place. Managers should seek advice from the Safety Manager if they

have queries

Chemical/Fuel Storage: all chemicals and fuel should be stored in a defined storage area which is locked. The storage

space should be managed to ensure safety and ventilation within that space.

Vehicle Log Books: each vehicle should have a log book and there should be evidence it is used. Clubs with buses have

particular obligations regarding record keeping and log books – please refer to the policy to understand requirements.

Club Lock-Down Forms: it is the responsibility of the Manager to ensure that two people lock-down the club at the end of

operations and sign-off on a lock-down (lock-up) sheet. Persons involved may include a Police Officer, a volunteer, a

venue hirer, or an adult member. The point of this policy is to ensure that no person is left at a club by themselves and

that the person in charge at closure has an additional adult with them when they leave

Grounds and Cleanliness: the external grounds owned or managed by should be maintained and not pose safety risks.

Internally, the club should be maintained at a professional level of presentation and cleanliness.

Governance Risk

Membership Forms: only official membership and renewal forms are to be used (and not photocopies). Forms must be

fully completed, including with sign-off by parents/guardians for young members. Photo ID must now be sighted and

confirmed on the form.

Venue Licenses & Safety Checklists: no person or organisation should be using PCYC facilities without a PCYC license.

Full license documentation to be obtained and kept for audit includes evidence of required insurances, copies of

accreditation, and screening documentation (not necessary for large organisations such as schools or church groups).

Insurance and accreditation documents should be current. Licenses should be completed fully

Service Agreements: no work is to be undertaken on PCYC facilities or equipment without a formal PCYC service

agreement. Managers may consider having standing service agreements with local tradespersons to allow for call-outs

from time to time. Service Agreements must be completed fully, and relevant documentation (eg, copies of trade licenses)

must be on file and a copy uploaded into Mainpac.

Housie Compliance: there are strict regulations for the operation of Housie, and Managers must be aware of these

regulations and ensure they are implemented, including by contractors. In particular, regulations relating to prizes must be

strictly met. Risk plans must be in place and consistently used, including with regard to safety issues relating to cash and

banking. Managers with queries regarding Housie should contact the General Manager Finance and Corporate Services

Raffle Ticket Register: registers must be maintained and up-to-date for PCYC raffles and Club raffles. There are strict

regulations for the operation of local raffles by Clubs, and Managers should contact the General Manager Finance and

Corporate Services if they have queries in this regard

Sign-in Processes: all users must be members, including those in activities run by venue hirers. They must all swipe in

using membership cards. Where they are accessing an activity off-site, or accessing an activity when the Club office is not

operating (or difficult to monitor), they should use attendance sheets. The exception to membership includes drop-in

space attendees, housie, and one-off events such as dances or venue hire functions. Managers will have to explain

evidence from POS of non-members using the club and why it should not be deemed a breach of policy

Kidzcare: there is a comprehensive set of policies and procedures for Kidzcare activities, and the Club’s Kidzcare may be

subject to a detailed audit against those policies. In the first instance, attention will be paid to the sign-in and sign-out of

children, to membership processes, and to fee debts

Committee Meetings: the club committee is an important part of the volunteering, governance and community

engagement aspects of the club. Minutes of meetings will be audited to ensure that meetings are held regularly, and the

AGM process will be subject to the audit (eg, notice, attendance & quorum, elections). The Manager is responsible for

ensuring regular meetings. Where a Committee is not functioning in terms of attendance or cancelled meetings, the

Manager must contact the General Manager Club Operations

Manager-Police Meetings: Managers must meet with their Youth case managers every two weeks. Minutes of meetings

must be available to confirm such meetings are being held. Where meetings cannot be held due for any reasons an email

should be sent to the Zone Commander as record of this.

Official Posters: PCYC has distributed a number of key official posters and frames. Replacements posters are available

through State Office. A full set of such posters must be prominently displayed at the Club

Induction checklists: new staff are provided an induction checklist. Managers are responsible for ensuring thorough

induction against that checklist and for retention of the competed checklist for audit purposes

Staff IDs and Uniforms: it is a requirement that staff wear their official ID at all times whilst on duty. Uniforms are also now

provided under the PCYC Enterprise Agreement.

Financial Risk

Daily POS: Procedures must be in place to ensure accurate Point of Sale usage. The Manager must ensure staff training,

and monitor usage to ensure accuracy. Hand-over procedures for change of shift need to be in place, and staff should be

clear as to end of operations POS processes

MYOB: Accounts should be accurate and up-to-date. Regular training is provided, and the General Manager Finance and

Corporate Services is available to provide advice and further training to ensure Managers understand MYOB and deliver

accurate financial reporting

Banking: There is limit to the amount of cash to be held at a Club, and requirements for regular banking. The Manager is

responsible for ensuring rostering allows banking to be undertaken regularly

Reconciliations: Daily and monthly reconciliations must be undertaken, and actions identified for discrepancies. Managers

are responsible for the completion and accuracy of reconciliations

Petty Cash: Petty cash should be managed carefully to ensure all receipts are maintained, limits are respected, and petty

cash is not used to cover shortfalls in the cash register. Cash boxes or use of draws to hold cash for small purchases, for

example of drinks, must not be used.

Petrol Card Usage: Club to match fuel purchases to monthly fuel statements and odometer readings on fuel purchases to

motor vehicle log book. The monthly statements and the log book will be audited and Managers will need to explain all

discrepancies.

Debtors/Creditors: Managers are responsible for ensuring the Club is being paid what is owed in a timely manner and the

30, 60, and 90+ day debtors will be noted

Leave Liability: Staff should take leave in the year it accrues. Managers should plan at the start of each year to ensure

leave is taken, and forms are properly submitted

Purchases/Disbursement: A purchase order or evidence of formal approval must be on file for every purchase or

disbursement respectively.

Accountable Books: There are a number of records/books that must be maintained and are subject to audit, including

cheque books and purchase order books

Asset Risk

Asset & Gift Registers: asset and gift registers are in place at each Club. It is the responsibility of the Manager to ensure

that new equipment and all gifts are registered, including equipment that is purchased through grants for programs under

the control of Police Officers.

Equipment Maintenance records: all equipment must be maintained fit for purpose. Files should contain purchase

documents, usage guides, warranties, and records of maintenance undertaken.

Key register: it is crucial that key distribution is kept to a minimum, and that the Manager knows who at any time has a key

to an area of the Club. Each key distributed should be signed for, and signed out on departure. Where a Club has a

security system, individual access codes must be provided to each person with an ability to open and close the club.

Priority Works Progress: Each Club has a report outlining priority works and longer term projected capital works required.

The audit will include a review of progress against the identified priority works. Annual budgeting should provide for works

identified in the Club report.

Club Self-Assessment

Date: ______________

1. Fire Safety

Yes

No

Comment & Action Taken

1.1. Fire Statement from Council is current and any

required actions completed

1.2. All exit signs are visible & in working order

1.3. All fire exit doors, stairwells and external landings

are clear of obstructions and any rubbish or

materials, free of internal locks/bolts, have

working closers and easily open & close

1.4. Escape latch on external fencing (if fencing is in

place outside fire exit) is in working order

1.5. PCYC Club evacuation diagrams are displayed in

all rooms and passageways

1.6. Fire alarm (if in place) and emergency

announcement system (wired or hand-held

‘hailer’) is in working order

1.7. Fire extinguishers and hoses are in working order

(and tagged within last 6 months) and hoses

wound up

2. Hazardous Materials & Substances Yes No Comment & Action Taken

2.1. Copy of Club Hazardous Materials Assessment is

on file

2.2. Hazardous Materials Poster is on display for all

staff and volunteers

2.3. Asbestos warning stickers are in place for all

areas identified in Assessment as ‘moderate’

2.4. Visual inspection of areas identified in

Assessment as containing asbestos (excluding

roof & internal ceiling, but including outside

areas, eg downpipes, eaves, sheds ) indicates no

loose materials

2.5. All chemicals, fuel and gas bottles are labelled and

safely stored in supplier or appropriate

containers in secure area

2.6. Material Safety Data Sheets are on file for each

chemical in storage

2.7. There is an up-to-date register of chemicals, fuel

and other dangerous goods being stored at the

club

3. Kitchen

Yes

No


3.1. The kitchen is secured from public access

3.2. A fire blanket is present on a wall in the kitchen

3.3. A fire extinguisher (dry powder or CO2) is on a wall

in the kitchen and in working order

3.4. The kitchen pantry or store cupboards only store

food and not chemicals

3.5. Cooking appliances, fixtures, utensils and areas

(including BBQs) are clean and in working order

3.6. No food items are out-of-date

4. Electrical

Yes

No


4.1. All electrical boards/cupboards are locked and

free of goods, materials, rubbish

4.2. All lights are working and undamaged

4.3. All power switches are undamaged and working

4.4. There has been no instances of circuit/power trips

in the last month (ie, power breaks, stoppages)

4.5. All electrical items are new with tags or have been

tagged in the last, year and are in working order

4.6. Double adaptors are not being used

4.7. There are no extension leads across floors,

through doorways or through windows

5. Amenities, Common Areas

Yes

No


5.1. All toilets, urinals & showers are in working order

5.2. Showers have individual cubicles with lockable

doors or have been disconnected and capped

5.3. Individual toilet roll and soap dispensers are in

place for cubicles and basins

5.4. All latches to cubicles are in working order

5.5. Graffiti has been removed

5.6. Holes in cubicle partitions have been repaired

5.7. Feminine hygiene devices are in place and

regularly serviced

5.8. Corridors and common areas are clear of rubbish,

equipment and materials

5.9. Canteen & café areas have clean floors and table

surfaces

5.10. Rubbish and recycle bins are stored neatly

and away from fire exits

6. Facility Maintenance (part 1)

Yes

No


6.1. Property works, including maintenance works was

the subject of consultation with the Property

Manager and has been entered into MAINPAC

6.2. Windows and mirrors are not broken, cracked or

missing and windows are in working order

6.3. Glass panels from floor and 2metres or more in

height have safety strips or decals

6.4. All floor surfaces, coverings, landings are free of

potential trip hazards and are slip-resistant

6.5. Steps and landings have non-skid edges or

definition (aluminium strips, carborundum tape,

step threads, or painted edges)

6.6. Sports courts have had surfaces serviced in last

12 months and have signage regarding suitable

footwear

6.7. Handrails & balustrades are stable

6.8. Building and wall fixtures, sheeting etc are secure

and damage repaired

6.9. Ventilation and air conditioning systems are in

good working order

7. Facility Maintenance (part 2)

Yes

No


7.1. Plant, maintenance, storage and cleaner’s rooms

are secure and tidy and labelled

7.2. External grounds are tidy

7.3. Potholes in the entrance or car-park have been

filled

7.4. External gas bottles or air-conditioning units are

secure and in good order

7.5. There are no trip hazards on pathways into or

around the club

7.6. External fencing is stable, has no holes and has

no protrusions (eg, wire)

7.7. Security systems (including CCTV) are in working

order

7.8. If works are under way in the club, contractors

have secured the space and have safety signage

up, and has provided a safe work method

statement with the service agreement (and has

viewed Hazardous Materials Report)

7.9. Warning signs for wet surfaces are available for

use when needed

8. Activities, and Activity Spaces & Equipment

Yes

No


8.1. Every club activity (including passive recreation

and venue hire activities) has a risk plan in place

and being used consistently

8.2. All activity equipment has been the subject of a

check and is in working order

8.3. Warranty and Service records for equipment is on

file

8.4. Activity rooms are tidy and equipment safely set-

up and/or stored

8.5. Wall mounted gym and boxing equipment has

been checked and fixtures are secure

8.6. Sign-in paperwork is in place and consistently

completed by instructors/supervisors for all

activities off-site or when the office is not

operational

9. Kidzcare

Yes

No


9.1. Participants are all members

9.2. Sign-in and sign-out processes are being

completed each session

9.3. Individual participant files are up-to-date and

easily accessible

9.4. Activity risk plans are in place and used

consistently for each activity (including passive

recreation time)

9.5. A staff member with child care qualifications is on

duty for each session

9.6. Fees and child care benefit data is up-to-date

9.7. Any parent with fees owing has received a notice

or has had their child’s participation suspended

9.8. Child care benefit claim statement was promptly

submitted and funding received

9.9. Children’s medication schedules have been

reviewed and action plans are being implemented

9.10. A qualified first aider is rostered for all off

site activities

10. Compliance (part 1)

Yes

No


10.1. Current Venue Hire License, with required

paperwork, in place for each venue hire

10.2. Membership processes – full completion of

forms, transfer of data to POS, scanning upon

arrival – are up-to-date and consistent

10.3. All staff and volunteers have complete

paperwork, including screening approval and

completed induction forms

10.4. Staff are wearing IDs and uniforms

10.5. Full set of official PCYC posters are on

display and well-maintained

10.6. Housie rules and regulations have been

met on each session

10.7. Each vehicle has been recently serviced

and has up-to-date registration

10.8. Vehicle and driver log-books are up-to-

date and used consistently

10.9. First aid kit is stocked and signage is in

place for first aid point

11. Compliance (part 2)

Yes

No


11.1. Daily POS terminal reading reconciled to

MYOB export report, to MYOB cash receipt

journal, and to banking

11.2. Payment vouchers are being initialled by

both signatories to confirm GST deduction and

stamped PAID when processed

11.3. MYOB bank reconciliation, accounts

receivable, aged listing and accounts payable

aged listing have been reviewed and outstanding

entries cleared

11.4. Grant transactions have been correctly

coded and income recognised and reconciled

11.5. Grant acquittals and reports due this

month have been submitted

11.6. Facility Lock-Down Forms are being

completed daily and are on file

Please circle below the area(s) of monthly detailed self-audit undertaken this month (in addition to the standard items above):

Membership Forms Venue licences Activity Risk Plans Kidzcare Service Contracts

Staff/volunteer paperwork Gym agreements POS Membership data Lock-up Forms Fire Safety

Meeting Minutes First Aid Roster Asset Register Materialistic Donations Key Register

Priority Property Works Hazardous Materials/Substances Vehicle Logs & Driver Registration


The date of the last fire drill was: ________________________

The date of the last Committee Meeting was: __________________________

The date of the last Manager-Youth Case Manager meeting: ___________________________

I confirm that the information recorded in this Club assessment is accurate and the result of the monthly self-audit undertaken on the date

below:

Manager/Acting Manager Signature: _____________________________________ Date: _______________________________________

Documents

PCYC Risk & Safety Handbook€¦ · This handbook brings together policy and the key aspects of compliance within PCYC in regard to safety and risk management. PCYC has an obligation