Ahead of LAMMA ’18 - which will feature a Farm Safety Zone - Oliver Dale, Managing Director of Safety Revolution, takes a look at this important issue.
Health and Safety is the shared responsibility of all. Communication and coordination is imperative to ensure that risk is adequately managed on multi-occupancy or shared sites.
On multi-occupancy sites, it is important that all businesses, residential and commercial tenants, agents and any others that may be present on site, communicate and coordinate with each other. This not only ensures that hazards do not go overlooked, it is also serves to confirm that everyone knows who is responsible for what and where.
To achieve this goal, evidence of suitable arrangements and compliance documentation should be provided and reviewed periodically to maintain adequate control of risks.
Such documentation should include:
- A suitable tenancy agreement which details the responsibilities and duties of the tenant and the landlord
- Each business should provide evidence of suitable insurance cover
- Each business should have a Health & Safety policy in place which should outline their duties and responsibilities to those that may be affected by their work activities
- Suitable and sufficient Risk Assessments should be available for significant risks
- Where there are common or shared areas and where activities of one business may present a risk to another there is a legal duty for the provision of such information to those that may be affected, for cooperate where necessary and to take reasonable measures to minimise the risk
- The Fire Safety Order 2005 requires adequate consultation between shared occupants so that significant findings of Fire Risk Assessments and emergency procedures are shared to coordinate a common approach in the event of a fire
- An annual tenants meeting should be held to provide information of shared risk and a record of attendance kept
- Each tenant should provide the significant findings of their Risk Assessment and Fire Risk Assessment
- Each tenant should provide information of substances and materials stored, activities being carried out in buildings in particular high risk activities such as hot works
- A common approach to fire risk management and emergency evacuation should be determined and documented
- Where activities of one business could affect that of others suitable controls and communication should be determined and documented
- The emergency procedure for the site should be coordinated, documented and understood by all occupants to include raising the alarm to other occupants, emergency service access arrangements and assembly points
- Where there is a risk to neighbours the control measures that have been determined should be communicated and the information refreshed periodically
- Where there are significant changes such as a change of activities or a new occupancy then a tenants meeting should be arranged as required
As the landlord, you should ensure that any documentation received from the tenants is reviewed by a competent person acting for you and capable of feeding back to tenants where there are gaps in their systems. Those gaps may represent risk to you, your business and your other tenants; your competent person should work with your tenants constructively to plug those gaps.
Safety Revolution is hosting and sponsoring the Farm Safety Zone at LAMMA Show 17th and 18th January 2018. The Zone will have a range of speakers from the industry, including CLA East Regional Director Ben Underwood, discussing topics relevant to your business.