Manchester and Warrington Area Meeting of the Religious Society of Friends (Quakers)
POLICY ON LEGACIES AND GRANTS
POLICY ON LEGACIES AND GRANTS
Legacies
Hardshaw East Monthly Meeting is the charity and the constituent PMs are limited to holding up to £2000 petty cash in their bank accounts because of Charity rules. Min 8 (28/04/1999)
Legacies income is held in the Monthly Meeting accounts for the use of the individual PMs depending on the wording of the will.
If the legacy is unrestricted then the PM decides how the money is spent subject to the approval of Monthly Meeting on amounts in excess of £500.
Before the request goes before Monthly Meeting for approval the advice of MMMC officers should be sought via the Executive Officer as to whether there are any legal or technical reasons against the way in which the PM proposes to spend the money.
Grants Hardshaw East Monthly Meeting is the charity and the constituent PMs are limited to holding up to £2,000 petty cash in their bank accounts because of Charity rules. Min ?
Grant income is held in the Monthly Meeting accounts for the use of the individual PMs depending on the wording from the Grant Governing body.
The following minute was passed by DPM management committee 28/04/1999:
We agree that PMs should not hold amounts of money in excess of about £2000 within their own accounts. Legacies should be paid into DPM and can be earmarked for a particular purpose. Roger Hensman will write a short article for the newsletter suggesting the appropriate wording for legacies.
Manchester and Warrington Area Meeting of the Religious Society of Friends (Quakers)
STATEMENT OF FINANCIAL POLICIES
STATEMENT OF FINANCIAL POLICIES
Preamble
Hardshaw East Monthly Meeting of the Religious Society of Friends (Quaker) is a Religious Charity Excepted from Registration under SI 1996 No 180 and SI 2001 No 260 and is the primary meeting for church affairs for members of the Religious Society of Friends worshipping at meeting houses in Ashton-on-Mersey, Eccles, Manchester, Warrington and Wythenshawe.
With its trading subsidiary Quaker Trading (Manchester & Warrington) Limited and constituent Preparative Meetings, the Monthly Meeting generates and holds substantial sums of money. Financial reserves are necessary to safeguard the financing of our Quaker work, oversight of our members and attenders, the maintenance of our meeting houses, employment of staff and proper conduct of our trading activities. The basis upon which we hold reserves is more fully set out in the Reserves Policy below.
Investment of surplus income is a means of accumulating and protecting capital reserves. Our investment decisions should reflect our faith and testimonies as Quakers as set out in -Quaker Faith and Practice'. We are mindful in particular of the following extract from 'Quaker Faith and Practice' 20.56: "The guiding principle which Friends should keep in mind in making an income, whether by work or by investment, should be the good of others and of the community at large, and not simply of themselves or their own family. Friends should, even at the risk of loss, strive to he strictly honest and truthful in their dealings; should refuse to manufacture or deal in commodities that are hurtful, and should be vigilant against obtaining an undue profit at the cost of the community. If Friends are investing, thought should be given, not only to security and the rate of interest, but to the conditions under which the income is produced and the effect which the investment may have on the welfare of all, through social or environmental impact at home or elsewhere."
Our Investment Policy is more fully set out below and, as recommended by the Charity Commission, is specifically intended to give guidance to the persons to whom our investment management has been delegated. It seeks (so far as is possible within current charity legislation) to ensure that our investments are ethical and take account of our concerns as expressed in 'Quaker Faith and Practice' We also recognize that any use of our money other than 'investment' in the strict sense should be governed by the same principles.
We are concerned that Charity Commission guidance on 'ethical investment' does not allow us to challenge the 'maximum profit' ethic of the prevailing financial system, which we believe may he unsustainable and impact negatively on the well being of the community' as a whole.. However. we note that they do allow social or programme related investment (in which financial returns may be limited) as a method of carrying out the objects of the charity.
We will review our Investment and Reserves Policy annually to ensure it meets our current needs. It is our aim to maintain reserves each year at the level specified in that years Reserves Policy.
Should our actual reserves fall short of the required level at the year-end, then any excess of income over expenditure in that year will be added to our reserves.
Should our actual reserves reach or exceed the required level at the year-end, then we will re-invest only sufficient excess income to generate the level of reserve required by the following year's Reserve Policy. Remaining excess income, if any, will be available for a programme of 'social investment' in accordance with our charitable objectives (that do not have 'maximising financial return' as a criterion). To the extent the invested reserves comprise investments on the stock market, excess capital shall be made available only if our professional advisers confirm that there is no foreseeable likelihood of the capital investments reducing in value.
With its trading subsidiary Quaker Trading (Manchester & Warrington) Limited and constituent Preparative Meetings, the Monthly Meeting generates and holds substantial sums of money. Financial reserves are necessary to safeguard the financing of our Quaker work, oversight of our members and attenders, the maintenance of our meeting houses, employment of staff and proper conduct of our trading activities. The basis upon which we hold reserves is more fully set out in the Reserves Policy below.
Investment of surplus income is a means of accumulating and protecting capital reserves. Our investment decisions should reflect our faith and testimonies as Quakers as set out in -
Our Investment Policy is more fully set out below and, as recommended by the Charity Commission, is specifically intended to give guidance to the persons to whom our investment management has been delegated. It seeks (so far as is possible within current charity legislation) to ensure that our investments are ethical and take account of our concerns as expressed in 'Quaker Faith and Practice' We also recognize that any use of our money other than 'investment' in the strict sense should be governed by the same principles.
We are concerned that Charity Commission guidance on 'ethical investment' does not allow us to challenge the 'maximum profit' ethic of the prevailing financial system, which we believe may he unsustainable and impact negatively on the well being of the community' as a whole.. However. we note that they do allow social or programme related investment (in which financial returns may be limited) as a method of carrying out the objects of the charity.
We will review our Investment and Reserves Policy annually to ensure it meets our current needs. It is our aim to maintain reserves each year at the level specified in that years Reserves Policy.
Should our actual reserves fall short of the required level at the year-
Should our actual reserves reach or exceed the required level at the year-
Reserves Policy
The Monthly Meeting holds reserves to enable it to meet its ongoing financial commitments, including the payment of staff, financing of Quaker work, providing oversight for members and attenders and maintaining our meeting houses.
We believe that we should hold a sum calculated to cover twelve months expenditure on Quaker activities and the payment of salaries and other outgoings connected with the day to day running of our meeting houses and have designated £175,000 to cover this.
We anticipate that the major call on our reserves will be the repair and refurbishment of our five meeting houses. We currently have an extensive programme of outstanding work requiring substantial capital expenditure and experience has shown that we also need a contingency fund for unanticipated work in the future. The Quaker advisory committee on property (in their Handbook on the care of Quaker meeting houses) have suggested that Quaker meetings nationally, should set aside around 1% per annum of the current insurance value of each meeting house into a building reserve. At this time, we ultimately aim to retain a building reserve, designated for the capital refurbishment of our properties, of 14% of the current insurance values. At current valuations this building reserve requirement is £750,000.
Our total required reserve for this year is thus £175,000 (twelve months running costs) plus £750,000 (building reserve) i.e. £925,000.
Our current. cash backed unrestricted reserves fall short of this figure. However, it is our policy that individual meetings should be financially self-sufficient from lettings and contribution income and that they should budget each year to contribute a sum to developing our common building reserve.
The Monthly Meeting holds reserves to enable it to meet its ongoing financial commitments, including the payment of staff, financing of Quaker work, providing oversight for members and attenders and maintaining our meeting houses.
We believe that we should hold a sum calculated to cover twelve months expenditure on Quaker activities and the payment of salaries and other outgoings connected with the day to day running of our meeting houses and have designated £175,000 to cover this.
We anticipate that the major call on our reserves will be the repair and refurbishment of our five meeting houses. We currently have an extensive programme of outstanding work requiring substantial capital expenditure and experience has shown that we also need a contingency fund for unanticipated work in the future. The Quaker advisory committee on property (in their Handbook on the care of Quaker meeting houses) have suggested that Quaker meetings nationally, should set aside around 1% per annum of the current insurance value of each meeting house into a building reserve. At this time, we ultimately aim to retain a building reserve, designated for the capital refurbishment of our properties, of 14% of the current insurance values. At current valuations this building reserve requirement is £750,000.
Our total required reserve for this year is thus £175,000 (twelve months running costs) plus £750,000 (building reserve) i.e. £925,000.
Our current. cash backed unrestricted reserves fall short of this figure. However, it is our policy that individual meetings should be financially self-
Investment Policy
1) The objective of our investment is long term growth to maintain and develop our reserves in accordance with our Reserves Policy.
2) Our investment decisions should take account of our social, environmental and ethical concerns. In particular:
1) The objective of our investment is long term growth to maintain and develop our reserves in accordance with our Reserves Policy.
2) Our investment decisions should take account of our social, environmental and ethical concerns. In particular:
All Quaker bodies within the monthly meeting should use Banks whose policies reflect most closely our Testimonies.
We will not invest in companies or organizations which are directly involved in: the manufacture distribution or promotion of: arms, military equipment or instruments of torture; nuclear power; pornography; or the patenting of life forms.
We will not invest in companies or organizations which are significantly involved in tobacco, alcohol, or gambling.
We will only invest in the undermentioned areas, if the companies or organisations concerned can show that they recognize the sensitivity of issues involved and that they have taken steps to mitigate the impact of their activity: animal testing for medical purposes; activities which involve environmental degradation; genetic manipulation.
We actively seek to invest in companies with a positive approach to Friends Concerns and Testimonies. These will include the following amongst others: good employment practices - including union recognition and no excessive 'boardroom pay'; the regular undertaking of a social and environmental audit; respect for human rights; promotion of fair trade and a sensitive approach to overseas development; the development of sustainable economic processes e.g. recycling, renewable energy and non-poluting transport.
3) We recognize the need to exercise prudence in the investment of charitable funds. There should he a wide spread of investments to avoid exposing any of our capital to excessinve risk and our investments should be divided between low risk stocks, growth stocks and less high risk gilts and unit trusts.
4) We recognize the need to comply with relevant charity legislation and obtain specialist financial advice to enable us to put our ethical investment policy into practice.
4) We recognize the need to comply with relevant charity legislation and obtain specialist financial advice to enable us to put our ethical investment policy into practice.
Manchester and Warrington Area Meeting of the Religious Society of Friends (Quakers)
POLICY STATEMENT ON TRANSPORT
POLICY STATEMENT ON TRANSPORT
Monthly Meeting recognises that Friends have a responsibility to the earth and all creation, and that the sharp increase in use of fossil fuels is contributing to the degradation of the environment. Increasing car usage in society is an important factor in this. Other costs to society of heavy use of motor cars include: increased congestion; unacceptable levels of injury and deaths in road accidents; recent sharp rises in cases of asthma and related diseases; increased use of open spaces for roads and for car parking; restrictions on freedom of movement, particularly for children.
We believe in principle that a reduced level of vehicle use in society is to be encouraged as a matter of urgency, including Friends' individual and corporate journeys. We recognise that Friends like others are dependent on cars in their daily lives to a greater or lesser extent, but note that the extent of dependence is a variable we can ourselves influence. We encourage Friends individually and corporately to reflect prayerfully on this.
Air travel makes the biggest environmental impact per mile travelled of all forms of transport. We acknowledge the important value of overseas travel for Friends, for example in enabling us to meet and interact with people from a range of cultures and backgrounds. However, do we consider the full implications of travelling overseas by air ?
Recommendations
We feel there are several measures M.M. could take to promote reduced car use and try to limit the damage we cause.
1) Travel to Quaker Meetings
We believe in principle that a reduced level of vehicle use in society is to be encouraged as a matter of urgency, including Friends' individual and corporate journeys. We recognise that Friends like others are dependent on cars in their daily lives to a greater or lesser extent, but note that the extent of dependence is a variable we can ourselves influence. We encourage Friends individually and corporately to reflect prayerfully on this.
Air travel makes the biggest environmental impact per mile travelled of all forms of transport. We acknowledge the important value of overseas travel for Friends, for example in enabling us to meet and interact with people from a range of cultures and backgrounds. However, do we consider the full implications of travelling overseas by air ?
Recommendations
We feel there are several measures M.M. could take to promote reduced car use and try to limit the damage we cause.
1) Travel to Quaker Meetings
We ask P.M.s to provide clear information about travel to/from our Meeting Houses by public transport and bicycle
Encourage car-sharing or group travel to events such as M,M., General Meeting or Glenthorne,
Encourage Friends travelling on M.M.'s behalf to use public transport where possible.
Provide facilities for cyclists at all our Meeting Houses, such as adequate cycle parking, cycle maps and, where appropriate, shower facilities.
Encourage Friends, when choosing which Meeting to attend, to consider among other factors the environmental costs of travelling.
2) Alternatives to Travelling
a) Consider use by Friends of technologies which enable us to avoid travelling, such as phone and video conferencing in appropriate situations.
3) Car Parking
a) Consider use by Friends of technologies which enable us to avoid travelling, such as phone and video conferencing in appropriate situations.
3) Car Parking
Raise awareness of the relationship between use of our land for car parking and other ways of using it which are more environmentally beneficial.
Consider the possibility of charging Friends and others for use of our car parks other than for Meeting for Worship and Quaker Committees, in some small recognition of the social and environmental cost of our individual car use.
4) Promotion of Public Transport
Aim to raise awareness among Friends and other users of our premises of current public transport provision.
Consider developing a role in campaigning for improved local public transport services.
5) Tree Planting
Consider following the example of Hebden Bridge Friends in facilitating the planting of trees to "offset" the carbon emissions arising from our travel.
November 2001
POLICY STATEMENT ON OPEN SPACES
Monthly Meeting recognises that our Meeting House grounds can he an expression of our spiritual life, providing a. quiet presence in their respective communities. }'hey can be a place for outreach, witnessing to a creative concern for the environment anti offering an opportunity for refreshment and renewal. Thcv can be an example for Friends and others in the way they manage open spaces for which they are personally responsible.
Recommendations
1) Maintenance and development of Meeting House gardens, grounds and burial ground
This should be provided with an adequate budget, reviewed regularly and carried out in an environmentally friendly manner:
Recommendations
1) Maintenance and development of Meeting House gardens, grounds and burial ground
This should be provided with an adequate budget, reviewed regularly and carried out in an environmentally friendly manner:
Recycle rainwater
Compost vegetable waste
Minimise use of chemical fertilisers, weedkillers and pesticides
Aim to provide a habitat for wildlife and to promote biodiversity
2} Connecting with the local community
This can be a challenge, as the desire to share and use our resource for everyone's benefit has to be balanced against the risk of vandalism:
This can be a challenge, as the desire to share and use our resource for everyone's benefit has to be balanced against the risk of vandalism:
Ensure that signboards are carefully sited and well-maintained
Provide access for the public and outdoor seating where possible
Provide bins for cigarette ends and other rubbish
Consider informing he local community about the Meeting House and its grounds, e.g. by making an information pack for schools, or putting information on our website
Network with local groups which share our environmental concerns: support and encourage local community initiatives such as the Red Rose forest
DRAFT POLICY STATEMENT ON RECYCLING
Revised following comments from Management Committee
Central to our Quaker testimonies is a proper care for the environment in which we live. We are aware that currently in society large amounts of waste are generated and unnecessary production undertaken - for reasons of convenience, saving money, or the whims of fashion. The prime concern should be the social and environmental impact of such production. We believe that the acquisitive and wasteful society in which we live is not in keeping with our beliefs and principles, and we believe steps should be taken by us all, as individuals and as a society, to change this situation.
The Monthly Meeting aims to reduce the amount it consumes, re-use where appropriate and recycle its waste wherever possible. We endeavour to be frugal with our purchases and maintain our buildings and equipment carefully to avoid unnecessary decay and the need for early replacement. We try to reuse equipment, containers, etc and avoid disposable products as far as possible. We currently arrange for the recycling of most waste generated within our Meeting Houses and from our Meeting House gardens and the Burial Ground. We support moves in wider society to increase levels of recycling and campaign against the culture of consumption at any environmental cost. However, we recognise that there are still areas where we may need to develop this witness further.
Recommendations
Central to our Quaker testimonies is a proper care for the environment in which we live. We are aware that currently in society large amounts of waste are generated and unnecessary production undertaken -
The Monthly Meeting aims to reduce the amount it consumes, re-
Recommendations
We ask Premises Committees to note the need to avoid the use of disposable plates, cups and cutlery wherever possible.
We ask Friends generally to try their best to ensure that compostable waste at all our Meeting Houses is recycled.
We believe that we should share with each other and with our user groups the importance of this policy as a matter of witness. In that spirit we ask Premises Committees to consider ways to publicise our Recycling Policy to Friends and other users of our Meeting Houses. We suggest that this includes signing where different kinds of recyclable waste should be placed.
SEAG November 2005
DRAFT POLICY ON SUPPLIES
Agreed Mon 14 Mar 2005
Quaker testimony to peace, to simplicity, to justice and to the earth / creation pervade our lives and influence the apparently mundane matter of Friends' use of supplies for their meetings and activities. Supplies are diverse and the choices that best express Quaker testimony will vary between products. The attached list is a brainstorm of the supplies Friends may use, categorised into Cleaning, Stationery, Catering and Other. This will not apply to all Friends or meetings nor is it exhaustive. The issues involved in every purchase can appear complicated, although decisions about supplies do not need to be made repeatedly. Ethical Consumer (available at the Mount Street library) has useful reviews about many products which summarise concerns about manufacture, sourcing and environmental impact and lists best buys, and attached is a document summarising recent Ethical Consumer articles.
General principles
Simplicity
Are the supplies necessary? Can the activity be made simpler; can existing resources be used?
Peace and Justice
Many products are owned by organisations whose activities are not in accord with Friends' testimony. Supplies may be bought from a smaller, local establishment or a larger, national (or multinational) company. The benefit of supporting local traders in sustaining local communities and keeping cash in the local economy may outweigh the convenience and cost considerations of using larger suppliers. Local, Organic, Animal Friendly and Fairly Traded (LOAF) is a set of principles which may help in choosing food supplies and ingredient, such as sugar (fairly traded), eggs and milk (local, organic and animal friendly). Most meetings now use Fairly Traded tea, coffee and biscuits. This is an opportunity to demonstrate Friends' testimony to justice.
The Earth
Cleaning materials contain chemicals, which may be more toxic or less biodegradable. Other cleaning supplies including bin bags, toilet paper and cloths can be made from recycled (or reused) materials and can be more or less biodegradable.
Stationery supplies include paper in various forms. Paper can be used less and can be reused. Paper supplies can be recycled, sourced from sustainable forests and manufactured with less use of bleach.
Reusable cups, plates and cutlery avoid environmental costs of making and burying disposable items. Garden supplies may have an effect on the environment. Seeds, plants and flowers may be sourced locally and produced organically.
Other supplies e.g. lightbulbs (low energy), batteries (rechargeable) follow similar principles.
Recommendations
We ask Friends to consider their use of supplies in their Meetings and activities. Does the choice of supplies demonstrate Friends testimony to Simplicity, Peace, Justice and the Earth?
Buy from smaller, local providers and use products from ethical manufacturers.
Use LOAF principles to guide purchasing of catering supplies.
Purchase cleaning supplies in moderation, using products with the least environmental impact. Ecover make the most widely available recommended products (see Ethical Consumer for other brands).
Use the choice of supply as an opportunity for Witness, for example promote Friends use of Fairly Traded catering supplies, LOAP principles and recycled stationery.
Use recycled paper & stationery and re-use paper where possible. (Have clearly signed re-cycle bins for used paper).
Use washable crockery rather than disposable as much as possible. Use local and organic gardening products.
We recommend Monthly Meeting/Management Committee investigate the possibility of centrally purchasing all supplies; this may be more manageable and cost effective as well as permitting greater witness to the above principles.
We recommend Mount Street Premises Committee investigate buying prepared food for events / room users from a local provider, which is prepared to follow the above principles
Attached to this policy are:
Quaker testimony to peace, to simplicity, to justice and to the earth / creation pervade our lives and influence the apparently mundane matter of Friends' use of supplies for their meetings and activities. Supplies are diverse and the choices that best express Quaker testimony will vary between products. The attached list is a brainstorm of the supplies Friends may use, categorised into Cleaning, Stationery, Catering and Other. This will not apply to all Friends or meetings nor is it exhaustive. The issues involved in every purchase can appear complicated, although decisions about supplies do not need to be made repeatedly. Ethical Consumer (available at the Mount Street library) has useful reviews about many products which summarise concerns about manufacture, sourcing and environmental impact and lists best buys, and attached is a document summarising recent Ethical Consumer articles.
General principles
Simplicity
Are the supplies necessary? Can the activity be made simpler; can existing resources be used?
Peace and Justice
Many products are owned by organisations whose activities are not in accord with Friends' testimony. Supplies may be bought from a smaller, local establishment or a larger, national (or multinational) company. The benefit of supporting local traders in sustaining local communities and keeping cash in the local economy may outweigh the convenience and cost considerations of using larger suppliers. Local, Organic, Animal Friendly and Fairly Traded (LOAF) is a set of principles which may help in choosing food supplies and ingredient, such as sugar (fairly traded), eggs and milk (local, organic and animal friendly). Most meetings now use Fairly Traded tea, coffee and biscuits. This is an opportunity to demonstrate Friends' testimony to justice.
The Earth
Cleaning materials contain chemicals, which may be more toxic or less biodegradable. Other cleaning supplies including bin bags, toilet paper and cloths can be made from recycled (or reused) materials and can be more or less biodegradable.
Stationery supplies include paper in various forms. Paper can be used less and can be reused. Paper supplies can be recycled, sourced from sustainable forests and manufactured with less use of bleach.
Reusable cups, plates and cutlery avoid environmental costs of making and burying disposable items. Garden supplies may have an effect on the environment. Seeds, plants and flowers may be sourced locally and produced organically.
Other supplies e.g. lightbulbs (low energy), batteries (rechargeable) follow similar principles.
Recommendations
We ask Friends to consider their use of supplies in their Meetings and activities. Does the choice of supplies demonstrate Friends testimony to Simplicity, Peace, Justice and the Earth?
Buy from smaller, local providers and use products from ethical manufacturers.
Use LOAF principles to guide purchasing of catering supplies.
Purchase cleaning supplies in moderation, using products with the least environmental impact. Ecover make the most widely available recommended products (see Ethical Consumer for other brands).
Use the choice of supply as an opportunity for Witness, for example promote Friends use of Fairly Traded catering supplies, LOAP principles and recycled stationery.
Use recycled paper & stationery and re-
Use washable crockery rather than disposable as much as possible. Use local and organic gardening products.
We recommend Monthly Meeting/Management Committee investigate the possibility of centrally purchasing all supplies; this may be more manageable and cost effective as well as permitting greater witness to the above principles.
We recommend Mount Street Premises Committee investigate buying prepared food for events / room users from a local provider, which is prepared to follow the above principles
Attached to this policy are:
List of Supplies used which could have social or environmental issues related.
Summary of relevant articles in Ethical Consumer.
Summary of Articles in Ethical Consumer, held at Mount St. library
All articles discuss criteria (e.g. environmental; social) for selecting Best Buys. Older articles may have out-
Edition Topic Comments
July 05 Cars Lists environmental and overall Best Buys. Discusses criteria.
Sun & Wind Many home electricity schemes. Grants available.
Go carbon neutral Many armchair activities make a difference. Includes FoE top tips.
Green Energy Ecotricity; Good Energy; Green Energy
Lightbulbs Discusses low energy bulbs and Best Buys.
May 05 Banks Coop
Butter/Marge Yeo Valley butter; Biona marge.
Mar 05 Wood see Greenpeace guides www.greenpeace.org.uk
Computer Monitor Belinea/Medion ?? flatscreen
Jan 05 Fridges/Freezers Discusses criteria; if new A+/++ energy rating; lists Best Buys.
Loo Cleaner Bio-D (available at Unicorn) then Ecover
Construction Article
Nov 04 Floor Covering Various including laminates, cork, hardwood, rugs - suppliers
Tools Rent or borrow. Best buy Draper-power/hand; Makita-power; Stanley-hand.
Sugar Best buy: Equal Exchange; Traidcraft; Coop FT own brand.
Jul 04 Garden supplies B & Q
Dishwashers See website for up-to-date best buy
Apr 04 Printers Current Best Buy Brother-TCO models
Washing up liquid Bio-D then Ecover
Feb 04 Furniture B & Q FSC certified.
Dec 03 Supermarkets Coop, Budgens, Sainsburys (may be out of date?)
Aug 03 Computers Evesham; Mesh; Viglen
Soap Bio D; ?; Body shop
Jun 03 Herbal Tea Clipper; Equal Exchange; Essential
Gas Supply Discusses, may be out-of-date
Apr 03 Washing Machines Discusses criteria (energy, water, reliability). Best buys out of date
Dec 02 Building Insurance Discusses - may be out of date
RESIDENTIAL RENTS: GUIDELINES FOR WARDENS AND PREMISES COMMITTEES
It is the responsibility of the local W&P Committee to decide the level at which rent is charged.
Commercial Valuations are needed to provide a reference when deciding residential rents.
Commercial valuations should be done:
Each time the property is let to a new tenant.
As part of the Quinquennial report.
Every two years if a orb have not been applied.
A PM letting through an agent would have to pay agency fees of between 10% & 14%. out of the rent charged.
A PM letting to tenants who are associated with Quakers could, at the W&P discretion, decide that the services of an agency are not needed and pass the % saved on to the tenant.
A commercially realistic increase in rent annually would normally be expected.
SOCIAL JUSTICE AND ECOLOGICAL ASPECTS OF OUR CORPORATE LIFE
Meeting of representatives of Social Justice Group & Management Committee with other Friends & Attenders from Hardshaw East Monthly Meeting
Friends Meeting House, Mount St Manchester June 14th, 2000 Role of Management Committee Responsibility
The Management Committee is responsible to Monthly Meeting for matters of finance, premises and employment. In the execution of this business it seeks to put into action the Quaker witness to ethical investment, energy conservation, respect for the environment and fair employment.
Composition
The Committee consists of three representatives from each of the Premises Committees of the five Preparative Meetings, which together constitute the Monthly Meeting. The clerk is selected from this group but ceases to represent a particular Premises Committee on appointment. All wardens are eligible to attend the open business.
The Monthly Meeting Management Committee was formed directly from the Manchester District Preparative Meeting (DPM) Management Committee in Feb 2000, when DPM was assimilated into Monthly Meeting. Its responsibilities for finance, premises and employment were already well established. In 1997 these expanded to include Warrington Meeting in addition to the Meetings at Ashton, Eccles, Mount St and Wythenshawe. Former DPM accounts are being merged with Monthly Meeting accounts.
Ethical Investment
The five meeting houses collectively represent a big asset but also a big liability. Maintenance and necessary development costs amount to tens of thousands of pounds per annum and it is important that we maintain adequate reserves, Management Committee has investments in unit trusts currently valued at more than E200,000; these have been selected for freedom from involvement in companies unacceptable to Friends. Reports from these trusts are studied by the Treasurer & Collections Treasurer who are confident there is no involvement with armaments or gambling; any involvement with alcohol/tobacco products is less than 5%. Investors do not control the management of unit trusts and regular review is needed to ensure that the selection of companies remains acceptable.
There are also positive aspects to the selection of "ethical investments"; employment practices, attitudes towards local communities, conservation of natural resources, pollution control and the political & social conditions of countries in which companies trade are all relevant. These issues are to be discussed at the July meeting of Management Committee, when it is hoped that unit trust managers will have provided up-
In all aspects of monitoring the ethical acceptability of our investments we rely on the special knowledge and expertise of particular Friends.
Another source of income, which has become more important since the improvement of Mount St premises, is room letting. Commercial organisations are charged at commercial rates but more favourable terms are offered to charities, local community and campaigning groups. The setting of new letting rates for the coming year is the responsibility of the local PM Premises Committee.
Energy conservation
Major energy expenditure is on gas principally for central heating. The annual bill has been halved in those meeting houses where antiquated systems have been replaced. Further improvement has resulted from the installation of 7 day programmers so that premises are heated only on those days when rooms are in use. Heat loss has been reduced by fitting double glazed units in some meeting houses and roof insulation at Mount St. The overall effect has been a 20% reduction in the gas bill between 1997 & 1999. Apart from the financial saving this also represents conservation of fossil fuel. Differences between the various meeting houses (excluding Mount St) are now small and further improvements in efficiency are likely to show only modest gains.
Low heat output bulbs are being fitted particularly for lights which are left on for long periods. All Mount St lights are now of this type. This is not an automatic choice however and local Premises Committees decide whether or not to preserve older light fitments with traditional bulbs, when the design is in harmony with the architectural setting; energy conservation is not the only consideration.
Respect for the environment
Premises Committees have been encouraged to study the series of pamphlets entitled "The Witness of Our Buildings" and to judge which guidelines to adopt. There is widespread support for the conservation of water for example and serious consideration has been given to the installation of low capacity WC tanks. This was done in the recent refurbishment at Mount St and will happen gradually in other meeting houses as defective units need to be replaced.
Recycling of waste aluminium, glass & paper is encouraged and wardens have set up collection points in meeting houses. Some select cleaning agents which are biodegradable and try to minimise the use of detergents. There are other recommendations in the "Witness" pamphlets, which are debatable, such as a return to linseed oil based paints and original turpentine thinners. Premises Committees do not currently stipulate these materials when seeking estimates from decorators. Similarly enthusiasm for composting closets has been noticeably lacking.
In gardening we are encouraged to preserve wild life habitat. In most of our meeting houses, however, the problem is to sustain an acceptable minimum level of garden maintenance. During the spring and early summer wardens and a few helpers struggle to keep pace with higher hedges, taller grass and ever more dense undergrowth; there is lot of cover for small creatures. The invasion of paths, drives and parking places by grass and weeds requires some resort to herbicides unless we are prepared to pay more gardeners or recruit more volunteer labourers.
There is a conflict between the provision of nesting sites and the protection of premises from damage by creeper, for example. Some of our meeting houses now have creeper encroaching on roof edges and surfaces. To allow unhindered growth will mean expensive future repairs. There are therefore practical limits to the protection of wild life habitat.
Fair employment
We currently employ two resident wardens, two non-
At the very least we must honour employment law but at a recent Day Conference organised by Friends Wardenship Committee, it was made clear that this is a complex and rapidly changing area. It is still unclear, for example, whether it is acceptable for an employee, who lives on site because of his/her work, to receive the whole or part of the income in the form of free accommodation. This used to be the norm for our wardens and we still have one resident warden in this position. Several other religious groups also await the resolution of this issue.
All our staff have an agreed number of hours of work per week. Regular days off and annual holiday entitlement are also defined. One of our responsibilities as Friends is to ensure that our wardens are not expected to work longer hours or extra days without re-
Salaried staff are currently paid at levels comparable to those in operation at Woodbrooke & Friends House. Hourly rates range from 14.50 to 16.50 according to responsibility and the complexity of the work. Evening receptionists are paid at the lower rate and assistant wardens, who have a greater range of responsibilities including the updating of computer accounts, receive the higher rate. Wardens in our peripheral meeting houses are generally in the middle of this range. All are well above the national minimum wage. The appropriate annual increase for each warden is chosen by the local Premises Committee. The guideline from Management Committee is the published Increase in National Average Earnings (currently about 5%) rather than the Retail Price Index. In deciding whether this can be recommended, the Premises Committee is constrained by the balance between income & expenditure at local level.
At all times Premises Committees and Management Committee seek to operate fair conditions of employment on behalf of Monthly Meeting. The issues which arise are often complex, however; their happy resolution sometimes requires lengthy discussion, patience and good humour.
Conclusion
Management Committee and local Premises Committees are regularly involved in decisions, which test our commitment to social justice & our awareness of ecology in the practical aspects of our corporate life.
FUNDING OF MAINTENANCE AND REPAIR
As requested in minute 15/2004 we have considered what is our `custom and practise' with regard to the funding of maintenance and repair and capital expenditure. We believe that it is important part of our processes that Friends should be aware of our agreed structure and practice and we have
been concerned to set out as comprehensively as possible our understanding of these issues.
It was clear from the discussion paper that Friends had rejected the idea of a unified structure in which all maintenance and repair would have been dealt with on a common basis and the intention was that local Friends would be responsible for the financing & running of their meeting houses. "The important principle is that local Friends would be taking responsibility for managing their meeting house and staff' and their income and expenditure". MM reserves were to be regarded in a similar way to BYM Meeting Houses Fund' and PM's would apply to MM Management Committee for "grants or loans to cover the cost of non-
In practice all our meetings have undertaken and paid for standard items of maintenance, which have included interior and exterior decoration, plumbing, joinery and electrical repairs, small building works, gardening and tree surgery. Non standard items of maintenance or repair would be things such as unforeseeable and sudden failure of a boiler, or major items such as roof replacements that were clearly beyond the resources of individual PM's within a given financial year.
We do not believe that it was ever our intention that MM should pay for all the repairs identified in the Architect's quinquennial review. This would not be good practice as it could lead to maintenance being left for MM to deal with on a five year cycle with a consequent detrimental effect on our buildings and increase in the ultimate cost of repair. Many items of maintenance identified in the quinquennial might be dealt with from a PM's maintenance budget over a period of time For those items that are urgent and clearly beyond it's own resources, the PM would apply for a loan or grant from MM to carry out the work.
It was clearly envisaged that PM's would draw from the reserves as necessary, but would also contribute to building up the reserves and would budget to contribute money to MM each year. The target for such contributions has been 1 % of the meeting house value; which is the amount that Quaker advisory committee on Property recommend that Friends set aside annually for the care of their properties. Whilst Friends have recognized that it may not be possible for individual PM's to meet this target, it has been our practice that taking into account all income (including contributions) they should try to generate some surplus, or at least break even in a particular year. Where a PM cannot break even they will need to apply to Management Committee for funding from Monthly Meeting funds.
Management Committee has a responsibility to carefully evaluate any request to finance maintenance & repairs or to subsidise PM operating costs from Monthly Meeting funds and if any such application fell outside our normal parameters, Management Committee would have an obligation to work with Friends in that meeting to help them to manage their resources in the most effective way.
Finally, we note that our last review of our structures and practice was 7 years ago. There have been many changes since and we feel that it would be good practice for Management Committee to appoint a group of Friends to hold a formal review of our current structure and organization.
EQUAL OPPORTUNITIES STATEMENT
Friends believe in the fundamental equality of all humankind and that of God in everybody. From the very beginning of the Society, Friends have witnessed to this belief in their social concerns and in the life of their Meetings.
We are an equal opportunities employer. We aim to ensure that no job applicant or employee receives less favourable treatment on the grounds of race, colour, nationality, ethnic or national origins, sex, sexual orientation, marital status or disability, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable.
All employees have the right to be treated with respect. Bullying or harassment of any kind, including racial or sexual harassment, will not be tolerated.
PAPER ON AIR TRAVEL PREPARED FOR MONTHLY MEETING BY SOCIAL AND ENVIRONMENTAL ADVISORY GROUP
A. A brief summary of some of the facts
Air Travel is the fastest growing contribution to global warming: between 1990 and 2000 aviation emissions grew by 50%. By 2030 it could account for 25% of all the UK's contribution to global warming.
If the UK maintains its target of a 60% reduction in CO2 the growth of air travel would mean that by 2050 all the allowable emissions and more would be taken up by aviation, leaving none for any other activity at all. (" Fly to your heart's content, but disconnect your electricity and gas supply, lock your car in the garage, bicycle to the airport"[Brendon Sewill])
The Government's policy is, as it used to be for roads, predict and provide. The expectation is that there will be a rise in air passengers from 200 million in 2000 to 476 million in 2030. ((Equivalent to 4 new Heathrows or 8 new Gatwicks). Heathrow, if a fifth terminal is built will take 1 % of the whole area of London.
Air freight is projected to rise even more steeply. Such freight is 100 times more polluting than trains and 200 times more than boats.
The damaging impact of air travel is not merely the amount of carbon emissions caused, but the fact that they are emitted at high altitude where they create a cloud or smog blanket which keeps heat in.
It is also responsible for a disproportionate share in the destruction of the Ozone layer - by 2015 it may account for 50% of it.
Air Travel is not included in the Kyoto Agreement (Partly because it is difficult to assess who is responsible for what emissions in terms of nation states.)
While greenhouse gas emissions from British industry fell in the UK between 1990 and 2003 but the air transport emissions in the same period were up by 85%.
Air travel is expanding very fast to a large extent because it is virtually tax free. There is no fuel duty Aviation fuel costs 18p a litre in 2001 compared with 80 p a litre for motorists. There is no VAT. There is only a small Air Passenger Duty.
This is partly because of the international agreement (1944 Chicago Convention) which requires everyone to sign up to a proposal. Nevertheless there is a wide measure of support for a fuel or ticket tax at the level of the EU and especially countries such as France.
The subsidy that UK aviation receives through this regime of non-taxation is in the order of 9 billion pounds. There was general agreement at the 1992 Rio Earth Summit that the costs of goods and services sold should reflect not only the cost of production but also the cost of the damage to the environment. On average this is in the range of £60 to £125 for each single flight.
Air travel is also excluded from the Emissions Trading Scheme
Air travel is still overwhelmingly the privilege of the better-off Those in the top three social classes take four times as many flights on average as those in the bottom three. So taxation on air travel would be relatively progressive.
B. An indication of the spiritual challenge the facts face us with
The starting point for reflection is surely the likelihood of our actions harming others, as concern to minimise this - in the name of love - is at the heart of our spirituality.
The facts seem to indicate that projected rapid increases in air travel and air transport will undermine efforts to reduce global warming and increase the likelihood of all manner of afflictions on future generations of human beings, not to speak of the rest of the natural world. The pleasure may be ours, but the pain is likely to be that of our children and grand children. The question for Friends is surely this: "how far does love permit me to fly?"
If air travel doesn't figure in our understanding of spirituality or worship we need to remember the indispensable Quaker understanding that the whole of life is sacramental. In flying or not flying we are revealing our understanding of the nature of God/ the divine/ the spiritual life.
Air travel is also an iconic version of the consumerism which so dominates modern life. It seems untouchable, because it is the arch embodiment of the dream of the new, the other, the rare and exotic. It is bound up with prestige and wealth. As much as any other area of our lives it promises the fulfilment of desire. It embodies the globalisation of our desires. In such ways air travel confronts our Quaker testimony to simplicity. That testimony suggests that we are wisest not to rush after all the experiences and all the goods that we might be able to acquire. How far are we the creatures of the consumerism of these times, and how far are we informed by the deep spiritual roots of that testimony which helps to free us from enslavement to such desires.
What is your understanding of the spiritual challenge involved in decisions as to whether or not to travel by plane buy goods transported by plane?
Have you made decisions about your holidays on the basis of your faith?
C. Some suggestions as to how Friends might consider the concern
1 . Lunch and discussion after Meeting
Perhaps a non air-freighted theme for the lunch
Perhaps sharing experience in a worship sharing mode in small groups - "what is my experience of air travel and how does it relate to my spirituality?"
Individual reflection on how the issue will be addressed in one's personal life Plenary session looking at the opportunities for wider political action materials for letter writing; cards for filling in and sending off.
2. Similar but in an evening Discussion Group
3. Ask Social Justice for someone to introduce the issue.
D. Some suggestions for practical and political action that might seem right following from reflection on the issue.
1. Personal Action
Have you chosen local holidays to avoid air travel? If not, what prevents you from doing so?
Have you travelled to continental Europe by train to minimise your air miles? If not, what prevents you from doing so?
Do you seek to avoid buying goods that are air freighted whenever possible? If not, what prevents you from doing so?
Have you considered off setting the global warming gases produced by flights you have taken?
If you have, are you aware that there is concern over the quality and efficacy ref many schemes and aware that the main priority has to be the reduction of miles flown?
2. Political Action
There are a number of issues that Friends might like to raise with MPs, Euro MPs, Government Ministers and EU Commissioners, or in the media.
a. Taxation of air travel and transport
The Air Passenger Duty has just been increased. Nonetheless Air Travellers do not pay anything like the total cost of the damage they cause. Moreover, air travel is relatively far cheaper than it should be if people are to be encouraged to switch to rail. There are a range of different schemes for increasing the taxation of air travel; some require international agreement; others could be introduced regionally, for example by the EU. Because of the technicalities of different modes of taxation etc most Friends may be best to make a general point that air travellers should cover the true cost which includes the damage caused to the planet.
b. Restriction of short haul flights and reduction of growth planned for airports
The predict and provide response of Government to the growth in the market for air travel is incompatible with a serious response to the crisis of global warming.
It makes most sense to restrict the growth of short haul flights by limiting the slots airlines have at airports, and encouraging such journeys to be undertaken by rail or not taken at all. This might be best done by Regional agreements through the EU. So EU Commissioner, MEPs, Government Ministers and MPs could be approached on this issue.
c. Lobby for international action on the grounds of the damage done to the least powerful people in
A. A brief summary of some of the facts
Air Travel is the fastest growing contribution to global warming: between 1990 and 2000 aviation emissions grew by 50%. By 2030 it could account for 25% of all the UK's contribution to global warming.
If the UK maintains its target of a 60% reduction in CO2 the growth of air travel would mean that by 2050 all the allowable emissions and more would be taken up by aviation, leaving none for any other activity at all. (" Fly to your heart's content, but disconnect your electricity and gas supply, lock your car in the garage, bicycle to the airport"[Brendon Sewill])
The Government's policy is, as it used to be for roads, predict and provide. The expectation is that there will be a rise in air passengers from 200 million in 2000 to 476 million in 2030. ((Equivalent to 4 new Heathrows or 8 new Gatwicks). Heathrow, if a fifth terminal is built will take 1 % of the whole area of London.
Air freight is projected to rise even more steeply. Such freight is 100 times more polluting than trains and 200 times more than boats.
The damaging impact of air travel is not merely the amount of carbon emissions caused, but the fact that they are emitted at high altitude where they create a cloud or smog blanket which keeps heat in.
It is also responsible for a disproportionate share in the destruction of the Ozone layer -
Air Travel is not included in the Kyoto Agreement (Partly because it is difficult to assess who is responsible for what emissions in terms of nation states.)
While greenhouse gas emissions from British industry fell in the UK between 1990 and 2003 but the air transport emissions in the same period were up by 85%.
Air travel is expanding very fast to a large extent because it is virtually tax free. There is no fuel duty Aviation fuel costs 18p a litre in 2001 compared with 80 p a litre for motorists. There is no VAT. There is only a small Air Passenger Duty.
This is partly because of the international agreement (1944 Chicago Convention) which requires everyone to sign up to a proposal. Nevertheless there is a wide measure of support for a fuel or ticket tax at the level of the EU and especially countries such as France.
The subsidy that UK aviation receives through this regime of non-
Air travel is also excluded from the Emissions Trading Scheme
Air travel is still overwhelmingly the privilege of the better-
B. An indication of the spiritual challenge the facts face us with
The starting point for reflection is surely the likelihood of our actions harming others, as concern to minimise this -
The facts seem to indicate that projected rapid increases in air travel and air transport will undermine efforts to reduce global warming and increase the likelihood of all manner of afflictions on future generations of human beings, not to speak of the rest of the natural world. The pleasure may be ours, but the pain is likely to be that of our children and grand children. The question for Friends is surely this: "how far does love permit me to fly?"
If air travel doesn't figure in our understanding of spirituality or worship we need to remember the indispensable Quaker understanding that the whole of life is sacramental. In flying or not flying we are revealing our understanding of the nature of God/ the divine/ the spiritual life.
Air travel is also an iconic version of the consumerism which so dominates modern life. It seems untouchable, because it is the arch embodiment of the dream of the new, the other, the rare and exotic. It is bound up with prestige and wealth. As much as any other area of our lives it promises the fulfilment of desire. It embodies the globalisation of our desires. In such ways air travel confronts our Quaker testimony to simplicity. That testimony suggests that we are wisest not to rush after all the experiences and all the goods that we might be able to acquire. How far are we the creatures of the consumerism of these times, and how far are we informed by the deep spiritual roots of that testimony which helps to free us from enslavement to such desires.
What is your understanding of the spiritual challenge involved in decisions as to whether or not to travel by plane buy goods transported by plane?
Have you made decisions about your holidays on the basis of your faith?
C. Some suggestions as to how Friends might consider the concern
1 . Lunch and discussion after Meeting
Perhaps a non air-
Perhaps sharing experience in a worship sharing mode in small groups -
Individual reflection on how the issue will be addressed in one's personal life Plenary session looking at the opportunities for wider political action materials for letter writing; cards for filling in and sending off.
2. Similar but in an evening Discussion Group
3. Ask Social Justice for someone to introduce the issue.
D. Some suggestions for practical and political action that might seem right following from reflection on the issue.
1. Personal Action
Have you chosen local holidays to avoid air travel? If not, what prevents you from doing so?
Have you travelled to continental Europe by train to minimise your air miles? If not, what prevents you from doing so?
Do you seek to avoid buying goods that are air freighted whenever possible? If not, what prevents you from doing so?
Have you considered off setting the global warming gases produced by flights you have taken?
If you have, are you aware that there is concern over the quality and efficacy ref many schemes and aware that the main priority has to be the reduction of miles flown?
2. Political Action
There are a number of issues that Friends might like to raise with MPs, Euro MPs, Government Ministers and EU Commissioners, or in the media.
a. Taxation of air travel and transport
The Air Passenger Duty has just been increased. Nonetheless Air Travellers do not pay anything like the total cost of the damage they cause. Moreover, air travel is relatively far cheaper than it should be if people are to be encouraged to switch to rail. There are a range of different schemes for increasing the taxation of air travel; some require international agreement; others could be introduced regionally, for example by the EU. Because of the technicalities of different modes of taxation etc most Friends may be best to make a general point that air travellers should cover the true cost which includes the damage caused to the planet.
b. Restriction of short haul flights and reduction of growth planned for airports
The predict and provide response of Government to the growth in the market for air travel is incompatible with a serious response to the crisis of global warming.
It makes most sense to restrict the growth of short haul flights by limiting the slots airlines have at airports, and encouraging such journeys to be undertaken by rail or not taken at all. This might be best done by Regional agreements through the EU. So EU Commissioner, MEPs, Government Ministers and MPs could be approached on this issue.
c. Lobby for international action on the grounds of the damage done to the least powerful people in
This page contains the latest versions of various policies formally adopted by Hardshaw East Monthly Meeting. Use the links on the left below to find the policy you need.
Use the up arrows to get back to the top of the page. 
Manchester and Warrington Area Meeting of the Religious Society of Friends (Quakers)
1. POLICY STATEMENT
1.1 Hardshaw East Monthly Meeting (HEMM) takes very seriously the health, safety and welfare of all its staff. It recognises that some staff are required to work by themselves for
significant periods of time without close or direct supervision in its Meeting Houses. The purpose of this policy is to enable HEMM to meet its obligation to protect these staff so far as is reasonably practicable from the risks of lone working.
2. SCOPE
2.1 This policy applies to all staff including temporary staff. It forms an integral part of HEMM's Health and Safety Policy. The policy applies to all situations involving lone working arising in connection with the duties and activities of our staff.
3. DEFINITION OF A LONE WORKER
3.1 HEMM defines lone workers as:
'Staff whose working activities involve situations where they are without any kind of close or direct supervision. Employees whose activities involve a large percentage of their working time operating in situations without the benefit of interaction with other workers.
Lone work is not the chance occurrence of finding oneself on one's own, for example, when somebody arrives first in the office or leaves last, or where an individual has to go unaccompanied to another part of the workplace. Lone work is specifically intended to be unaccompanied work, or work without immediate access to another person for assistance.
4. POLICY AIMS
4.1 This policy aims to:
- Increase staff awareness of safety issues relating to lone working;
- make sure that the risk of working alone is assessed in a systematic and ongoing way, and that safe systems and methods of work are put in place to reduce the risk so far as is reasonably practicable;
- make sure that appropriate training is available to staff in all areas, that equips them to recognise risk and provides practical advice on safety when working alone;
- make sure that appropriate support is available to staff who have to work alone;
- encourage full reporting and recording of all adverse incidents relating to lone working; and
- reduce the number of incidents and injuries to staff related to lone working.
5. RESPONSIBILITIES
5.1 Lone working environments present a unique health and safety problem. Although there is no specific legal guidance on working alone, under the Health and Safety at Work Act
1974, and the Management of Health and Safety Regulations 1992, we must organise and control the health and safety of lone workers.
5.2 The Executive Officer (or her designated Deputy) is responsible for:
- making sure that there are arrangements for identifying, evaluating and managing risk associated with lone working;
- providing resources for putting the policy into practice; and
- making sure that there are arrangements for monitoring incidents linked to lone working and that the Monthly Meeting Management Committee regularly reviews the effectiveness of the policy;
- making sure that all staff are aware of the policy;
- making sure that risk assessments are carried out and reviewed regularly;
- putting procedures and safe systems of work into practice which are designed to eliminate or reduce the risks associated with working alone;
- making sure that staff groups and individuals identified as being at risk are given appropriate information, instruction and training, including training at induction, updates and refresher training as necessary;
- making sure that appropriate support is given to staff involved in any incident; and
- managing the effectiveness of preventative measures through an effective system of reporting, investigating and recording incidents.
5.2 All staff are responsible for:
- taking reasonable care of themselves and other people who may be affected by their actions
- cooperating by following rules and procedures designed for safe working;
- reporting all incidents that may affect the health and safety of themselves or others and asking for guidance as appropriate;
- taking part in training designed to meet the requirements of the policy; and
- reporting any dangers they identify or any concerns they might have in respect of working alone.
6. ASSESSING THE RISK
6.1.1 Lone workers should not face any more risks than other staff within the organisation.
Setting up safe working arrangements for lone workers is no different to organising
the safety of other staff, so we must all follow the general principles of risk assessment.
If a risk assessment shows that it is not possible for the work to be done safely
by a lone worker, other arrangements must be put in place. Risk assessment should
take account of both normal work and foreseeable emergencies such as fire, illness
and accidents. The risk assessment process is summarised below, separated into five
distinct stages and action points to support effective assessment of the risks involved
in lone working.
Process
Action Point
1
Identifying lone workers
Establish and identify lone workers for each work area.
2
Identifying associated hazards
Isolate the range of dangers associated with whole work areas of work and/or work processes. Review a generic risk assessment to make sure you have included these issues.
3
Assessing the degree of risk for,Review the generic risk assessments and generic or individual situations
Review the generic risk assessments and complete individual or local risk assessments if necessary. then prioritise the level of associated risk.
4
Putting control measures in Assess how effective the existing control in place, and developing safe measures are and update them if systems of work
Assess how effective the existing control measures are and update them if appropriate. Develop local procedures or action plans if necessary.
5
Evaluating and review
Evaluate an record how effective the control measures are. Review when the assessments of controls are no longer required.
6.2
Risk assessments must be carried out in all areas of work where working alone
poses an actual or potential risk to staff. The risk assessment will involve identifying
all potential dangers and the risks associated with specific work tasks or activities.
It should identify who will be affected and how, and the control measures which are
needed to get rid of or reduce the risk to the lowest level reasonably possible.
Risk assessment should be carried out by competent people and should be recorded
and shared with relevant others. Factors to consider when carrying out the risk assessment
include the following:
• Does the workplace present a special risk to the lone worker?
•
Can the risks of the job be adequately controlled by one person?
• s the person medically
fit and suitable to work alone?
• What training is needed to make sure the staff member
is competent in safety matters?
• Have staff received the training which is necessary
to allow them to work alone?
• How will the person be supervised?
• Is there a risk
of violence?
• Are people of a particular gender especially at risk if they work alone?
•
Are new or inexperienced staff especially at risk if they work alone?
• Are younger
workers especially at risk if they work alone?
• What happens if a person becomes
ill, has an accident, or if there is an emergency?
• Are there systems in place for
contacting and tracing those who work alone?
6.3 Details of the risk assessment should be recorded and should include:
• the extent
and nature of the risks;
• factors that contribute to the risk including job content
and specific tasks and activities; and
• the safe systems of work to be followed to
eliminate or reduce the risk.
Information from the risk assessment should be passed
to staff. Risk assessments should be reviewed and updated each year (or sooner should
circumstances change).
7. MANAGING RISK
7.1 The risk which lone workers face should be reduced to the lowest level that is
reasonably practicable. Issues to consider in developing safe systems of work include:
•
joint working with others for high-
• improvements to security arrangements
in buildings;
• security lighting in parking areas;
• using checking-
• using personal protective equipment or mobile phones and personal alarms.
7.2 Arrangements for managing risk should include:
• guidance for lone workers on
assessing risk;
• details of when to stop and get advice; and
• the procedures to be
followed in the event of an incident or emergency. All staff must be familiar with
these procedures.
8. STAFF TRAINING
8.1 HEMM will provide training where required to allow lone working. The training
will be based on the needs identified through local risk assessment.
9. REPORTING
& RECORDING
9.1 Staff should report all incidents (including near misses) to their line manager
at the earliest opportunity. These should be reported on an incident form and the
line manager should investigate all reports. In order to monitor the implementation
and effectiveness of this policy and incident reports should be reviewed regularly.
10.
MONITORING &REVIEWING
10.1 HE Monthly Meeting Management Committee will monitor and review this policy
to make sure that it is achieving the aims of the policy. The review processes will
include:
• collecting and monitoring all reported incidents;
• every year, reviewing
this area of the MM Risk Management Policy;
• and every year, reviewing progress in
reducing risk and incidents and, if necessary, making
• recommendations for improvement
for the forthcoming year.
APPENDIX 1
Summary flowchart for making sure lone workers are safe
|
Risk assessment carried out by: |
Date completed: |
Review date: |
|
Description of work activity or danger: Potential violence when carrying out community of home visits |
People exposed to risk:
|
|
Department: |
Location: |
Appendix 2 – Sample risk assessment for domiciliary visits
|
Main risks and issues of concern |
Tick if this applies |
Assess whether the degree of risk is high, medium or low. |
|
Do staff carry out visits in high- |
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|
|
Do staff carry out visits in isolated rural areas? |
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|
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Do staff visit unfamiliar clients or relatives? |
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Do staff visit a high- |
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Do staff carry out visits during unsocial hours? |
|
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Do you use staff who are new or inexperienced in community work? |
|
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Do you use staff who are easily identifiable as healthcare workers (for example those who wear uniforms)? |
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Do staff carry valuables or drugs? |
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Others (please give details) |
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Existing control measures tick if these are in place | |||
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Do you provide accompanied visits when there are concerns about safety? |
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Have you issued personal attack alarms? |
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Do you assess new clients in a health centre or clinic? |
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Do staff use mobile phones? |
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Do you include potential or known risk factors in referral documents and care plans? |
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Do staff have information and training on basic personal safety? |
|
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Do you share risk information with other professionals and agencies? |
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Are staff trained in strategies for preventing and managing violence? |
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Are there systems for monitoring staff whereabouts and movements and for regularly reporting to base? |
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Do staff carry forms for reporting incidents or near misses and appreciate the need for this procedure? |
|
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Others (please give details) |
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Others (please give details) |
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|
Appendix 3 – Sample risk assessment for working alone in buildings | ||
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Description of work activity or danger: Working alone in building |
People exposed to risk:
| |
|
Department: |
Location: | |
|
Risk assessment carried out by: |
Date completed: |
Review date: |
|
Are existing control measures adequate? |
Yes |
No |
|
If “No” , what modifications or additional actions are necessary? | ||
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1. |
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|
2. |
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3. |
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4. |
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|
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Main risks and issues of concern |
Tick if this applies |
Assess whether the degree of risk is high, medium or low. |
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Do staff work alone? |
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Do staff work outwith normal office hours? |
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Do staff meet with clients or patients in isolated locations? |
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Is there enough security provision? |
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Is there poor access to the building? |
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Is there a lack of first aid if staff become ill or injured? |
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Do staff activities involve working in confined spaces? |
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Do staff activities involve handling dangerous substances? |
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Others (please give details) |
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Existing control measures tick if these are in place | |||
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Do you provide joint working for high risk activities (in other words, in confined spaces and with dangerous substances)? |
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Do you carry out regular supervisor or colleague checks during activities? |
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Do you use close- |
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Do you use two- |
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Do you use entrance security systems (for example, digilocks or swipe cards)? |
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Do staff have information and training on basic personal safety? |
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Is there security lighting around access points and parking areas? |
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Are staff trained in strategies for preventing and managing violence? |
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Have you installed panic buttons, linked to staffed locations? |
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Do staff have access to forms for reporting incidents or near misses and appreciate the need for this procedure? |
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Do you use reporting checking- |
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Others (please give details) |
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Others (please give details) |
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Others (please give details) |
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Are existing control measures adequate? |
Yes |
No
|
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If “No” , what modifications or additional actions are necessary? | ||
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1.
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