PERSONAL SAFETY AND LONE WORKING GUIDELINES FOR COUNCILLORS

Transcription

1 PERSONAL SAFETY AND LONE WORKING GUIDELINES FOR COUNCILLORS Secnd versin 25 July 2011

2 1. Intrductin 2. Hme visits 2.1 Persnal safety advice 2.2 What t d if a serius situatin ccurs 2.3 Callers t cuncillrs private hmes 2.4 Accessing the Cuncil s Ptentially Vilent Persns Register 3. Ward surgeries 3.1 Persnal safety advice 4. Persnal safety issues in ther situatins 4.1 Attendance at meetings 4.2 Parking and general car safety 5. Reprting incidents 6. Financial cmpensatin and insurance Appendix 1 Vilence and aggressin incident reprting frm (VR1) PERSONAL SAFETY AND Page 2 f 12

3 1. Intrductin One f the primary rles f a ward cuncillr is t remain accessible t their lcal cmmunities and cnstituents. While circumstances may vary, individual cuncillrs have t decide whether assisting cnstituents will invlve them in lne wrking situatins such as hme visits that culd place them at risk f harm. Cuncillrs shuld therefre always make an assessment f the level f risk and what arrangements are in place fr their safety. This apprach applies equally t ther situatins where persnal safety is a factr, such as when hlding ward surgeries. This dcument aims t prvide cuncillrs with a cncise, easy t access set f guidelines abut hw t assess and manage risk when in lne wrking situatins. These guidelines als utline the practive safety measures that can be taken shuld cuncillrs find themselves in situatins where they have cncerns fr their safety. Many cuncillrs will nt experience any prblems during their term(s) f ffice, but a little time given t preparatin and planning can reduce the already small risk even further. These guidelines recmmend that the attached vilence and aggressin frm is cmpleted and passed t the Demcratic and Member Supprt Manager (tel r judith.shre@plymuth.gv.uk ), shuld an incident f cncern ccur. The Cuncil has develped and implemented crprate health & safety perfrmance standards n lne wrking and management f vilence and aggressin fr emplyees, which will als be f relevance t cuncillrs. These plices can be viewed at the Dcument Library The Health and Safety Executive defines lne wrkers as thse wh wrk by themselves withut clse r direct supervisin. PERSONAL SAFETY AND Page 3 f 12

4 2. Hme visits 2.1 Persnal safety advice Cuncillrs will smetimes visit residents in their hmes, especially if the persn is knwn t them. A hme visit is als mre likely t be undertaken if the resident is elderly r disabled, and mbility r ther issues makes hlding a meeting elsewhere mre prblematic. Befre arranging a lne hme visit, hwever, cuncillrs shuld always cnsider alternative ptins. Can cntact be made by telephne r ? Can a meeting be arranged in a public place such as a cmmunity centre r café? Can the resident attend a ward surgery (if apprpriate)? Can a ward clleague, Plice Cmmunity Supprt Officer r anther persn accmpany yu? If a hme visit is undertaken, the fllwing general persnal safety issues shuld be cnsidered and planned befrehand. If apprpriate, cntact the Cuncil s cautinary cntacts database (see 2.4). Arrange the visit during nrmal wrking hurs, if pssible. Make sure there will be a recrd f yur whereabuts. This might include making a call n yur mbile phne during the hme visit, telling the resident that there is such a recrd r that yu are expected elsewhere at a specific time. In additin it wuld be advisable t let clleagues r family knw when yu expect t finish. During a hme visit, the fllwing specific persnal safety issues shuld be fllwed. Park yur car s that it can be driven away easily. Park in a well lit area near ther vehicles, if pssible. Stay alert when appraching the prperty, and lk arund the garden fr bvius dangers such as dgs/prwlers, etc. After kncking/ringing, stand back and t the side f the dr. If yu have t lk thrugh a letter bx, d nt lk directly in; try t bserve frm the side. D nt stand n the edge f the steps. Be aware f ptential weapns, fr example, milk bttles and dustbins lids Ask fr any dgs r ther pets t be secured, where apprpriate. Nte the way in and ut, type f catch/lck n the dr and hw t perate it shuld the need arise. Assess the situatin and md f the resident. PERSONAL SAFETY AND Page 4 f 12

5 If in any dubt r if yu feel threatened, d nt enter. Make an excuse and leave. Nte any ther peple in the prperty and their md. Only sit dwn when the resident des. Where pssible, sit in an upright chair (easier t stand up frm and/r use as a defensive barrier). If yu have t sit in an armchair r settee, sit n the edge near the arm. This will allw yu t stand up mre easily. Keep the exit dr n yur side f the rm. Be aware f any alternative escape rutes Nte any bjects/items that culd be used as a weapn. If the situatin changes and yu feel threatened, make an excuse and leave. Back ut rather than turning yur back n the resident. 2.2 What t d if a serius situatin ccurs The clear advice t a cuncillr wh feels at risk frm physical vilence at any time during a hme visit is always t vacate the premises immediately and reprt the incident. It may be that a situatin arises where racist r ther ffensive remarks are made. Cuncillrs are advised t indicate firmly t the cnstituent that this is nt acceptable. If it cntinues, the cuncillr shuld infrm the cnstituent that it will nt be pssible t cntinue the interview. If a cuncillr is unable t leave immediately when a serius situatin ccurs, the fllwing steps shuld be taken, as apprpriate. Place defensive barriers between yurself and the assailant. Cntinue talking t the resident as lng as pssible, reassuring them that yu mean them n harm. Use reasnable frce t prtect yurself if abslutely necessary but nly as a means f last resrt. (If the nly cnsideratin in a particular situatin is yur wn safety, escape shuld always be the first ptin.) Set ff yur persnal attack alarm, if yu have ne, r scream/shut t attract the attentin f thers. 2.3 Callers t cuncillrs private hmes Mst cuncillrs will seek t separate ut their public and private lives, and are unlikely t encurage unwanted callers at their wn hmes. Residents are nrmally advised t cntact cuncillrs by telephne r , while letters can either be addressed care f the Cuncil Huse, if necessary, r t the hme address. Cntact details fr cuncillrs can be fund n the Cuncil s website. PERSONAL SAFETY AND Page 5 f 12

6 Making appintments r drp-in arrangements fr residents t see cuncillrs at their private hmes des ccur, usually when the persn is well knwn t the cuncillr cncerned. The relevant steps utlined in 2.1 shuld be fllwed. 2.4 Accessing the Cuncil s Ptentially Vilent Persns Register At present the Cuncil des nt have ne crprate database that cuncillrs can cntact t prvide infrmatin abut ptentially vilent persns prir t undertaking a hme visit. Cuncillrs will be advised when this resurce becmes available and hw the register can be accessed. 3. Ward surgeries 3.1 Persnal safety advice Arrangements abut surgeries will f necessity vary frm cuncillr t cuncillr, and frm ward t ward. Where they are held, the likelihd is that the premises used will nt always achieve the twin criteria f being accessible t residents while als meeting every aspect f best safety practice. Hwever, the fllwing suggestins will help t make a ward surgery safer and mre effective. D nt hld ward surgeries alne in an therwise empty building. Using libraries during pening hurs, fr example, r ther Cuncil premises will nrmally ensure that there are ther peple abut. Ideally there shuld be a separate and cmfrtable waiting area fr cnstituents, but if this is nt pssible then thse waiting shuld be seated as far away as pssible frm thse being seen. Check that yur mbile is wrking and that yu have a signal, as there may be receptin blind spts. The rm where the surgery itself is held shuld ideally have easy access t a land line a swift means f escape in an emergency n heavy items that culd be used as weapns a dr that is nt lckable frm the inside seating that is best set ut at an angle f 45 degrees (sitting directly ppsite may be viewed as cnfrntatinal) a clear view f the receptin r public area a visin panel in the dr an alarm linked t receptin a clear and agreed prcedure fr dealing with a call fr assistance PERSONAL SAFETY AND Page 6 f 12

7 It may be that a situatin arises where racist r ther ffensive remarks are made. Cuncillrs are advised t indicate firmly t the cnstituent that this is nt acceptable. If it cntinues, the cuncillr shuld infrm the cnstituent that the interview will be brught t an immediate end, and (s)he will be asked t leave. 4. Persnal safety issues in ther situatins 4.1 Attendance at meetings Cuncillrs ften have t attend evening meetings which may finish after dark. (If travelling by car, please see the advice in sectin 4.2.) It is pssible that, depending n the nature and utcmes f a particular meeting, members f the public may leave feeling angry r upset. In these circumstances, cuncillrs may wish t ask t be accmpanied t their car r nearest bus stp by clleagues r fficers wh als attended the meeting. If a taxi has been called, cuncillrs shuld always wait in well lit areas, preferably inside the building r clse t the main entrance. 4.2 Parking and general car safety Try nt t park in dark, deserted streets r islated car parks. Park, where pssible, under street lighting. Always reverse int a parking pace s that yu can be ready t leave quickly if necessary. Always lck yur vehicle when entering and leaving it. D nt leave valuables, briefcase/paperwrk, etc, n display in the vehicle. If yu have t use a multi-strey car park, try t park n the grund flr away frm stairs and lifts. Have the crrect change ready fr the machine. (Remember yu can ften drive yur car right up t the ticket machine t get yur exit ticket.) Dn t linger lnger than necessary and stay alert at all times. Always carry a trch with yu. Have yur car keys in yur hand s yu can get straight int the vehicle. Lk arund yur vehicle as yu apprach in case smene is cruching dwn. Lk inside befre entering yur vehicle t ensure n ne is hiding there (even if the drs were lcked). If yu are fllwed in yur vehicle, d nt get ut. Ensure that it is lcked, flash yur lights and sund the hrn t attract attentin. Ensure that yur vehicle has sufficient fuel fr the jurney. PERSONAL SAFETY AND Page 7 f 12

8 5. Reprting incidents Depending n the severity f the incident, the cuncillr invlved shuld cntact the plice. Even if an incident is nt cnsidered serius enugh t invlve the plice, it shuld always be reprted, preferably using the attached vilence and aggressin incident reprting frm (VR1). The cmpleted frm shuld then be passed t the Demcratic and Member Supprt Manager fr any further actin. Remember that by taking apprpriate actin, yu may help t prevent a similar incident reccurring. 6. Financial cmpensatin and insurance In the event f an injury, financial cmpensatin arrangements such as thse prvided by the Criminal Injuries Cmpensatin Bard may be available. Fr mre infrmatin, please cntact the Health and Safety Team, Human Resurces, n r healthandsafety@plymuth.gv.uk Plymuth City Cuncil prvides Persnal Accident (Assault) Insurance arrangements which applies t bth emplyees and cuncillrs. Fr mre infrmatin, please cntact the Risk Management Team. PERSONAL SAFETY AND Page 8 f 12

9 PLYMOUTH CITY COUNCIL Appendix 1 VIOLENCE & AGGRESSION INCIDENT REPORT FORM This frm shuld be used t reprt all incidents f vilence and aggressin cnnected with wrk activities. All reprted incidents will be investigated. The frm shuld be signed by a respnsible manager Assistant Directr (Demcracy and Gvernance), Demcratic and Members Supprt Manager, and the Directr f Crprate Supprt - wh will ensure apprpriate remedial actin is cmpleted as necessary. Sectin A & B shuld be cmpleted by the cuncillr if pssible and remaining sectins by respnsible managers. Cuncillrs may arrange fr a cpy t be prvided t their Safety Representative. Sectin A: Cuncillr Details Surname Ceased Wrk? (Please Circle) Yes Frenames N Sectin B; Incident Details Date & Time: Lcatin: Wrk being undertaken: Please Circle a categry belw - Physical vilence - Verbal Abuse - Threats - intimidating Behaviur- Other (please describe) Date & time cuncillr ceased wrk: Descriptin f Events: (Attach witness statements/additinal infrmatin if available) Details f Injuries/Damage: Aggressrs Details: Name Address (if knwn) PERSONAL SAFETY AND Page 9 f 12

10 Physical Descriptin f Aggressr if name and address are nt knwn: Witness Details: Please list all witnesses belw. Name Address & Cntact telephne Number Jb Title D yu wish t receive cunselling? Please Circle Yes N Were the Plice Infrmed? Please Circle Yes N Plice Identificatin number. Crime Reprt Number... Date & Time.. Sectin C: Investigatin: Investigatin Findings: Management Supprt Actin: Entry Made n PVP Register (Please Circle) Yes/ N Feedback infrmatin given t cuncillr (Please detail) PERSONAL SAFETY AND Page 10 f 12

11 A Cpy f this reprt has been handed t the cuncillr Yes/ N Cuncillr s Signature..Time & Date.. Respnsible Manager Signature Time & Date. Respnsible Manager Name & Jb Title (Please Print) PERSONAL SAFETY AND Page 11 f 12

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