Property Risk Control Report

Transcription

1 Religious Society of Friends (Quakers) NSW Regional Meeting Inc Head Office 119 Devonshire Street, Surry Hills, NSW, 2010 of Survey: 05/06/2018

2 Contents 1 SUMMARY OVERALL SUMMARY RECENT CHANGES PROPOSED CHANGES STATUS OF PREVIOUS RISK IMPROVEMENTS ADDITIONAL OBSERVATIONS RISK IMPROVEMENTS /01: Development and implementation of a risk management framework /02: Asbestos audit and register /03: Preventative maintenance schedules /04: Emergency evacuation drills and training /05: Installation of CCTV cameras /06: Installation of an intruder alarm system /07: Management of slip, trip and fall hazards /08: Formalisation of tenancy or hirer agreements FURTHER INFORMATION...10 Page 2 of June 2018

3 Insured Name: Business Description: Religious Society of Friends (Quakers) NSW Regional Meeting Inc Religious meetings and community services Main activities at surveyed location: Activities of religious organisations of survey: 05/06/2018 Type of survey: Audit/Survey report issued: 20/06/2018 Report prepared by: David Lubbe Discussions on-site with: Wies Schuiringa Anne-Maree Johnston Alison McConnell- Inbrioltis Company Information Office: Underwriter: Risk Manager: Clerk of NSWRM Clerk of Devonshire Building Warden Melbourne AWD AWD Diana Borgmeyer Policy Number: Page 3 of June 2018

4 1 Summary 1.1 Overall Summary Quakers in NSW are a spiritual community of friends. In NSW we have 12 meeting venues under the care of NSW Regional meeting, plus 4 other meetings in NSW under the care of Canberra Regional Meeting. Each local meeting runs its own affairs with regular Business Meetings in which all Members and Attenders are encouraged to participate. New South Wales has regular Regional Meeting (usually once a month in various locations) and we participate with Friends from around Australia in annual Yearly Meeting. Many of the organisations governance policies and procedures are available to members via the Quakers in Australia website at The Devonshire Street Meeting House is the second oldest Meeting House in use in Australia. The meeting house was built in 1903, and Wardens have served the Devonshire Street Local Meeting (DSLM) since The Meeting House was renovated in 1999, improved accommodation has been available for both the Wardens and travelling Friends. 119 Devonshire Street is Heritage listed on the Sydney Local Environmental Plan (l December 2012). There is currently work being conducted along Devonshire Street, for the Sydney Light Rail network, and there has been an impact on the Meeting House structure as a result of vibrations caused during the construction. A dilapidation report has been compiled by Rooney and Bye engineering consultants as a means of tracking the impact of the light rail construction on the building. Overall, the premises is well presented, and the Religious Society of Friends have developed and implemented a number of policies and procedures to manage their inherent risks. Ongoing participation is therefore supported. 1.2 Recent Changes Internal renotations to guest rooms and wardens quarters. 1.3 Proposed Changes None 1.4 Status of Previous Risk Improvements Not Applicable 1.5 Additional s None Page 4 of June 2018

5 2 Risk Improvements The following Risk Improvement measures have been identified to draw attention to matters that either must be acted upon to comply with the policy terms or can be improved upon to reduce the insured s risk of loss. Any completion date set against a Risk Improvement does not amend, override or suspend any policy term or condition, including any applicable conditions precedent. Risk improvements are prioritised according to the severity of the risk and the urgency of the risk improvement. Priority 1 Required An Underwriting requirement related to an unacceptable condition or practice, or a potential non-compliance with policy conditions or a non-compliance with regulatory requirements. Priority 2 Expected A critical management programme or a vital risk control measure needs to be improved and/or a major deficiency needs action to safeguard against a significant property and/or business interruption loss. Priority 3 Recommended A management programme or risk control measure could benefit from some improvement, or longer term planning is required to determine an action plan. Timeframe Priority 1 Risk Improvements: - to be initiated as soon as notified of deficiency (either verbally or in writing) and implemented by the expected completion date. Risk Solved to be notified of all actions undertaken. Any requests for an extension to the expected completion date to be supported with an intended action plan. Priority 2 and 3 Risk Improvements: - Implementation expected by the date indicated. Where risk improvements are not implemented, Risk Solved should be notified of the current status and intended actions by the date indicated. Page 5 of June 2018

6 2018/01: Development and implementation of a risk management framework Priority 1 - Required The international standard, ISO31000:2009 Risk Management document and companion handbook provide instructions and guidance on how your organisation can effectively manage the various forms of risk that you may face. It was noted that there are some management policies and procedures have not been formalised and/or fully implemented. We strongly recommend that you develop and implement a comprehensive Risk Management Framework. Which includes formalisation or the development and implementation, review and update of written policies and procedures for: Staff and volunteer recruitment, particularly for children/youth workers, including a criminal records check A code of conduct & behaviour expectations for all staff and volunteers Site inductions and mandatory training for staff and volunteers regarding policies and procedures, including record keeping of training completed. Contractor management Business continuity planning Hazard identification and risk assessments Management of chemicals and hazardous substances Emergency evacuation and related training Incident management, including reporting channels Workplace health and safety Preventative maintenance schedules and environmental inspections Asbestos audit and register Contractor management Resources and guidance documents for the implementation of this risk improvement are available from the Ansvar Risk website at and from Volunteering Australia Assistance with recruitment and HR policies and procedures can be done through Employsure - please quote your Ansvar policy number when requesting assistance. Page 6 of June 2018

7 2018/02: Asbestos audit and register Priority 1 - Required An Asbestos Safety Audit is a legislative requirement for Commercial properties constructed prior to 01/01/2004. It was noted that there is no asbestos register available for a premises where asbestos is likely to be present. It is strongly recommended that: An Asbestos Audit and/or Register must be completed and fully up-todate across any location your Organisation is responsible for. A copy of this register should be made freely available to any employees, volunteers or contractors who, in the course of their work, may come into contact with the asbestos. Appropriate labels and warning signs must be placed where the asbestos is located. Signs should conform to Australian Standard AS1319 Safety Signs in the occupational environment. Annual audits must be completed to ensure that there is no deterioration of the asbestos identified within the asbestos register. 2018/03: Preventative maintenance schedules Priority 1 - Required Preventative maintenance schedules provide assurance that any maintenance issues will be identified and rectified before they potentially result in major damage to your structures or equipment. It was noted that reactive maintenance is conducted at your site. It is recommended that a robust preventative maintenance schedule be developed and implemented / formalised. Features of this schedule might include: Routine self-inspections of the buildings and grounds to identify potential hazards/defects Routine tasks are scheduled and undertaken within a calendar based system e.g. painting, clearing of roof gutters and drains, replacement of floor coverings, servicing of fire safety equipment, servicing of exit equipment, checking playground equipment etc. Hazards/defects are recorded and identified and can be prioritised according to the risk posed and the resources available. An audit of the system and its effectiveness should be undertaken at least annually. Page 7 of June 2018

8 2018/04: Emergency evacuation drills and training Priority 1 - Required Emergency evacuation plans and training are critical in ensuring that all persons present at your location are accounted for in the event of an emergency, and that all relevant information is provided to the responding emergency services personnel. It is recommended that appropriate evacuation drills be held at least annually across your site so that all staff members, volunteers and visitors are aware of the correct procedures should an evacuation become necessary. All staff and key personnel should receive formal training for the effective use of the fire equipment provided on the site, as well as training on the evacuation procedures so they are able to carry out their designated tasks. 2018/05: Installation of CCTV cameras Priority 3 - Recommended CCTV systems have been proven to deter opportunistic crime. The recorded footage provides the opportunity to determine the events prior, during and after an incident has occurred. It also provides the capacity to analyse the cause of an incident and to implement solutions to minimise the potential for a similar incident to occur. It is recommended that a CCTV system, which stores recorded footage for at least 30 days and allows for remote viewing access, be installed in this facility. Page 8 of June 2018

9 2018/06: Installation of an intruder alarm system Priority 3 - Recommended Installing a security alarm and linking it to a 24/7 monitored control room provides certainty that following activation a predetermined response plan will be initiated and the investigation of the property will be undertaken, and when required, temporary securing of the premises will be completed. This response creates additional benefits. One of these is a deterrent factor for intruders spending long periods of time within the building. This reduces the amount of items that are likely to be taken. It also reduces the opportunity for excessive amounts of malicious damage being caused. It is recommended that the building(s) at the location be protected by an intruder alarm system, fully monitored by a remote security firm and installed in accordance with AS The system should be installed and maintained by a company which is also a member of the Australian Security Industry Association or similar association. 2018/07: Management of slip, trip and fall hazards Priority 1 - Required Steep, slippery and uneven pathways, steps and stairs can easily become a hazard for unsuspecting staff, volunteers or other visitors to your site(s) who may be so preoccupied they miss a hazard that would otherwise be noticed. We recommend that an audit of the location be carried out to identify any areas where there is the possibility that someone could slip, trip or fall. A good way to address the risk of injury is to provide adequate safety warning signs. Picture signs at high risk points are the most common method of reducing the likelihood of injury, and picture signs are easily understood by all. Common actions to address risk areas include: Smoothing of uneven surfaces Use of false flooring where stone surfaces cannot be permanently repaired Use non-slip surfaces on ramps and step edges Painting step and sloping edge surfaces so they are easily noticed upon approach. Page 9 of June 2018

10 2018/08: Formalisation of tenancy or hirer agreements Priority 2 - Expected It was noted that there are tenants and occasional hirers who utilise the premises for their own purposes. It is recommended that any tenant that utilises part of your site for to perform any duties whatsoever must provide you with a current Certificate of Currency for Public Liability and Professional Indemnity Insurance (where appropriate). Cover should be for no less than $10 million. It is further recommended that formal hirer agreements be drawn up and used by any person or organisation wanting to utilise part of your premises for a function or event. Hirers should be required to provide you with a current Certificate of Currency for Public Liability and Professional Indemnity Insurance (where appropriate). Cover should be for no less than $10 million. Page 10 of June 2018

11 3 Further Information Page 11 of June 2018