Managing Safety for Astronomical Societies
| 1.1 | Introduction |
| 1.2 | While astronomy is a safe hobby, this document is intended to give guidance to members of the committees of member societies in the application of modern Health and Safety practices to the activities carried out by astronomical societies. In recent years the public have become more likely to resort to litigation following accidents, and while following these guidelines will not guarantee safety, evidence that the committee have a pro-active safety policy will help in the event of an accident. Following these guidelines should also help prevent material loss to societies and will thus help the Trustees of societies that are registered charities discharge their obligations to manage the activities of the charities properly. |
| 1.3 | This document is divided into two major sections: accident prevention and emergency preparedness to mitigate any accident or incident that may occur. |
| 1.4 | It is recognised that societies may not have experts in all the numerous activities involved in running an astronomical society; some ideas of what you should look out for have been provided in Section 4.9.1 Hints for the Safety Tour. |
| 1.5 | Societies that own or lease premises such as observatories, clubhouses or planetariums have more responsibilities, but those societies who meet in premises owned by others should still consider the need to ensure the safety of any equipment that they, or visiting lecturers, may bring such as slide projectors or telescopes. It is advisable to carry out occasional Safety Tours, even if you do not own the premises. Some of the hazards may result from the way you use the equipment and others may have to be referred to the building managers for resolution. |
| 1.6 | The contents of this leaflet originate from a lecture given by John Murrell of the Croydon Astronomical Society to the SAGAS (Southern Area Group of Astronomical Societies) and supersedes the earlier FAS booklet on Hazards and Safety for Astronomical Societies published in 1998. |
| 1.7 | If you have any suggestions for additional items that should be included in this booklet please contact the author John Murrell, e:mail < johnmurrell@compuserve.com > or the FAS. |
| 2.1 | Assistance with Safety Management |
| 2.2 | There are a number of publications available from both the Health and Safety Executive and in larger public libraries. There is no specific guidance for astronomical societies or clubs but some information for small businesses is relevant. If you have premises with a workshop or carry out other maintenance activities then look for some of the guidance for small manufacturing businesses. |
| 2.3 | Have a look at the following: < http://www.hse.gov.uk/pubns/etis12.htm > Application to the HSW (Health and Safety at Work Act), for private clubs. This contains some useful information on the application of the law. |
| 2.4 | One useful book is 'Successful Health and Safety Management' published by the Health and Safety Executive HS(G)65 ISBN 0717612767 price around £12.50. |
| 2.5 | Additional sources of information: Safety Management Web-Sites Health and Safety Executive < http://www.open.gov.uk/hse/hsehome.htm > Professional Societies - The Royal Society for the Prevention of Accidents < http://www.rospa.co.uk/ > have some useful information. |
| 3.1 | Insurance |
| The FAS operates a Public Liability Policy that societies who are members of the FAS may join. Further details of this scheme are available from either the FAS Secretary or Membership Secretary. One should remember that having insurance does not replace the duty of care. | |
| 4.1 | Safety Management |
| While the committee are jointly liable under law a member of the committee should have responsibility for Health and Safety in their ' job description '. Responsibilities are not to carry out all the Safety Tours and manage the incident register themselves but are to ensure that they are carried out and recorded in the minutes of the committee meetings. | |
| 4.2 | Documenting How you Manage Safety |
| Health and Safety should have a place on the agenda of each committee meeting. Even if there are no actions required you should record that the incident register has been reviewed and the results of any Safety Tours that have been completed recorded with any actions completed and outstanding noted. | |
| 4.3 | Defective Equipment & Maintenance Management |
| Proper & timely maintenance of the societies' facilities will not only help reduce the risk of an accident but will allow members to get more enjoyment from facilities that work correctly. Failed equipment should be noted in a 'Defective Equipment' log book and if appropriate, labels placed on the equipment to prevent it being used. When repaired, the equipment should be signed as fit for use by the person who repaired it. | |
| 4.4.1 | Repairs of Equipment & Building New Equipment |
| 4.4.2 | Those carrying out repairs to equipment or building new equipment should be suitably experienced, and adequate facilities should be available to carry out any work that may pose a risk either to the person repairing the equipment or to the end users. |
| 4.4.3 | Domestic DIY activities are widely recognised as a major source of both injuries and death. |
| 4.4.4 | Work in an observatory may be more hazardous due to a combination of several people working in close proximity, short cuts due to the proper tools or equipment not being available, people not being familiar with the environment or experienced in the work they are undertaking. |
| 4.4.5 | It is important that an adequate supply of critical safety spare parts are available. |
| 4.4.6 | For instance there should be a supply of the correct size of plug fuses available so members are not encouraged to replace a fuse with one of a higher rating if this is the only one available. |
| 4.5.1 | The Safety Triangle |
| 4.5.2 | Studies of accident statistics have shown that for every major accident that results in death or major injury, there are many more minor accidents that, in slightly different circumstances, would result in a major accident. |
| 4.5.3 | These studies also show that for each minor accident there are many near misses that, while resulting in no injury, in slightly different circumstances would result in an injury. |
| 4.5.4 | The relationship between the number of incidents at each level depends on the study but is typically in the range 10 to 25. This relationship is normally shown in safety literature as the safety triangle. |
| 4.5.5 | This is only a probabilistic relationship, it does not imply that the first 10 - 25 events that occur will all be near misses, the first could result in a major or minor injury, it is just less likely. |
| 4.5.6 | Complacency must also be guarded against if you have had a large number of near misses or minor injuries, the major accident is always lurking in the shadows. |
| 4.6.1 | Monitoring Accidents & Near Misses |
| 4.6.2 | From the safety triangle we can see that if we can reduce the number of near misses we can reduce the risk of a major accident. |
| 4.6.3 | The normal method of reducing near misses is to record all the events that happen and then implement safe practices that will eliminate the near misses. |
| 4.6.4 | These are recorded in an Incident Register or Log. |
| 4.6.5 | For this system to work it is important that all near misses are recorded. |
| 4.6.6 | Measures need to be put in place by the committee to ensure that all members understand why we are recording near misses and how to record them. |
| 4.6.7 | The minutes of your committee meetings should record that any near misses have been reviewed and actions taken if appropriate. |
| 4.6.8 | Verbal warnings to 'be more careful' are not as effective as warning signs, but the most effective measure is elimination of the hazard in the first place. |
| 4.6.9 | There is an opportunity for societies to share information on hazards they have observed or incidents that have occurred either through local groups such as SAGAS or through the FAS. |
| 4.7.1 | Safety Tours |
| 4.7.2 | While controlling, and if possible eliminating, the hazards that lead to near misses provides a method of control, it is essentially reactive in that the incident must occur before action is taken to prevent future occurrences. One method of reducing risk is to take a pro-active approach in identifying any hazardous situations before any near misses occur. One method of doing this is to carry out a directed tour of the facility in an attempt to identify any hazards that may be present. This is commonly known as a Safety Tour. |
| 4.7.3 | The only equipment required to carry out a Safety Tour are your eyes and the 2lbs (or 1kg) of Grey Matter we all carry around in our head. It is very important to be objective; it is very easy to ignore the tripping hazard that everyone knows is there - what happens when a visitor arrives in the dark ? |
| 4.7.4 | When carrying out the tour you need to use your imagination to think of ' What if ' scenarios. You also need to consider the environment from the perspective of tall adults as well as small children. |
| 4.7.5 | Safety Tours may be carried out by one or more people, but it is usually best to restrict the number to two or three so they do not get distracted. The people carrying out each tour should be changed each time and they should be briefed by the committee member who has responsibility for Health and Safety. |
| 4.7.6 | If you wish, invite someone from another society - they may be more objective than your members and may possess skills that do not exist in your society. It is important that you don't rush the task - if you have only a limited time to do the tour, concentrate on those areas where you have most experience, the other areas should be picked up on other tours. |
| 4.7.7 | In some areas, particularly gas appliances, there are legal requirements for inspections and these may have to be undertaken by qualified people. |
| 4.7.8 | Any hazards identified from the Safety Tour should be recorded in the societies' management meeting together with the actions taken to mitigate against them and the date the actions were completed. |
| 4.8.1 | Special Risks for Astronomical Societies |
| 4.8.2 | While astronomy is in general a safe hobby there are some risks that are enhanced as we do it in the dark ! |
| 4.8.3 | We should also consider damp conditions which increase the risks from electricity. |
| 4.8.4 | Many observing sites are away from habitation and darkness increases most risks. |
| 4.8.5 | We must not forget the special risks that arise from solar observing as well. |
| 4.9.1 | Hints for the Safety Tour The following are some ideas of what to look out for, they are not exhaustive but should provoke some thoughts. Using a check list as part of the Safety Tour is not recommended as this tends to limit your ability to think of the 'What If' situations. Read the following list before you start the tour if you need a few hints, once you develop your observational skills and start thinking about ' What If ' situations you should not need many more hints. Check lists may be useful to record that routine maintenance has been done. |
| 4.9.2 | Trips & Falls - Can steps & kerbs be seen in the dark ? White Paint may help. - Are there any holes - edges - ditches that one can fall into and over in the dark ? - How safe are any ladders or steps that you may use to access the eyepiece on your telescope ? - What effect will the loss of night vision after viewing the moon have ? - Safety of ladders and steps used for maintenance (are members aware of safe usage of ladders ?) - Trailing cables ? How about cables for computers, overhead or slide projectors ? - How about trailing cables to telescopes in the dark ? - Is there adequate lighting during observing sessions ? Particularly when the public visitors are present who may not be familiar with the site. - Does moving the observatory dome disorientate visitors ? - Do balustrades meet British Standards ? Can crawling children fall through or climb on them ? - Are walking surfaces slippery when wet or frosty ? |
| 4.9.3 | Cuts & Bruises - Are there any sharp edges or corners that could be walked into in the dark ? Don't forget trees, clothe lines and clothes driers, also barbed wire in fences. - Getting up after picking an object up from the floor could bring you into contact with parts of the equipment or structure that you would not normally be near ? Don't forget to look at children's heights as well. - Are there any trapping hazards from exposed moving parts ? - Do you have safe disposal facilities for sharp items such as broken glass ? - Are the correct tools for maintenance work available ? Using the wrong, badly fitting or damaged tools are the cause of lots of cuts when they slip. - Do files have correctly fitted handles ? - Is personal protective equipment available when power tools are used ? - Is any broken glass on the site cleared up in case people kneel on it in the dark ? - Is there any wood with nails in that could penetrate a person's shoe and foot if they stood on it ? |
| 4.9.4 | Electricity - Are power cables checked for damage ? - Are any 2 core extension cables marked and only used for equipment that is double insulated ? - Are correct fuses fitted ? - Are the cord grips effective ? - Equipment used in damp conditions caries a high risk - do you have RCCBs (Residual Current Circuit Breaker) on supplies for equipment used outside ? - You might consider them worthwhile inside as well, as most observatories can get quite damp. - If the RCCB trips do you lose all the lighting ? - Do you have RCCBs fitted on equipment that is used in other vulnerable areas ? - Are mains voltage electrical supplies from invertors or generators earthed ? - Are spare fuses of different ratings available both at your observing site and lecture facility ? - Do you have supplemental lighting to allow people to get out if there is a mains power failure ? - Are fluorescent lights protected against breakage ? - If broken there may be live parts and dangerous chemicals released. - Are members who carry out repairs or modifications suitably qualified or experienced ? - Are members who may fit plugs colour blind ? - Are they aware of the dangers and precautions that need to be taken when working on high voltage equipment such as computer monitors or TVs ? - Electricity should be turned off when changing light bulbs - can you still see what you are doing ? |
| 4.9.5 | Chemicals - Are dangerous chemicals labelled correctly ? - Are they locked up ? - Are they in correct bottles - no poisons in lemonade or milk bottles ? - Domestic chemicals such as bleach are dangerous as well. - Wet cement or concrete can cause alkaline skin burns do members wear gloves when using cement ? |
| 4.9.6 | Lighting - Is there emergency lighting if the mains fails ? - Is the night time lighting in the observatory sufficient to avoid any hazards ? - Are torches available if there is an emergency ? |
| 4.9.7 | Radiation - Are proper filters and covers available for any telescopes that are used for solar observing ? - Are the covers / filters secure ? - Are all the finders covered ? - Do members do any arc welding - if so is the correct PPE (Personal Protective Equipment) available ? |
| 4.9.8 | Burns & Scalds - Are kettles out of the reach of children ? - Can they pull the lead ? - Are light bulbs that can be touched enclosed ? - Do you have a safe way of lighting barbeques ? - How do you keep children away from barbeques and fires ? |
| 4.9.9 | Manual Handling - Are members aware of the proper methods of lifting heavy equipment ? - Are sufficient members or lifting equipment available when moving heavy items ? |
| 4.9.10 | Dust - Dust is produced when working materials such as MDF (Medium Density Fibre Board) some wood and glass. - Reinforced plastics can be dangerous - are suitable dust masks available and used ? - Is there any asbestos if you are working in the building ? |
| 4.9.11 | Fire Precautions - Are fire extinguishers available ? - Are they suitable for the types of fire that may happen ? - Do members know what sort of fire extinguisher is suitable for each type of fire ? - Have they been serviced and are they in date ? - Are there emergency exits and are they kept clear and unlocked ? - Is there a fire blanket in the kitchen ? - Are heaters clear of inflammable materials ? - Are there fireproof ashtrays for smokers and are they always used ? - Is equipment switched off when you leave ? - Would smoke detectors give warning of fires ? - Do you have flammable liquids such as petrol or methylated spirits is it stored and used safely ? - Gas cylinders can be very dangerous in a fire. - Are gas heaters maintained ? |
| 4.9.12 | First Aid - Do you have a first aid box ? - When did you last check the contents ? - Is it in date ? - Have you any members trained in First Aid ? - Do you know who they are ? - If someone was to suffer from hypothermia after that all night meteor watch, would you recognise the symptoms and know what action to take ? |
| 4.9.13 | Cars & Minibuses - Have you considered the risks of cars moving with no lights at your observing site at night ? - If you hire a minibus to go on a visit do you check the insurance and that the driver has a licence and experience on that sort of vehicle ? |
| 4.9.14 | General - Who is in charge - is there a nominated 'Duty Officer' ? - Is there a list of all those on site ? - Are emergency instructions posted ? - Is the logbook to record near misses available and do members know when, how and why it should be filled in ? - Do you dispose of hazardous waste such as batteries and surplus chemicals in a safe way ? - Do you insist that parents and visitors keep their children under control ? - Who supplies PPE (Personal Protective Equipment) members or the society ? |
| 5.1 | Children |
| 5.2 | It is advised that parents or guardians with children under age 16 years given written consent allowing the named child/children to participate in events within the astronomical society, including public and private. This consent needs to be regularly updated, ie: on renewal of annual subscriptions, and for individual events organised. The parent or guardian may have to accompany a child to and from the event/meeting and make arrangements to deliver and collect. For a child/children who attends a society meeting or event, with consent by their parent or guardian, the organiser or committee members' are then responsible for the safe and well being of that child. Individual copy of any agreement relating to children under 16-years, should be held within the societies' records, signed by at least two committee persons. It may cause offence to photograph (single-photo) any child under age 16-years for the purpose of advertising the society: any group photos and single photos, written permission is required first from parent or guardian. |
| 6.1 | Emergency Preparedness |
| 6.1.2 | If there is an emergency people are inclined to panic and may freeze and not act appropriately. One of the ways of helping prevent panic is to think through possible emergencies beforehand and write simple bullet pointed lists that will help those in charge remain calm and retain control of the situation. During the Safety Tour you can ask the person in charge to talk through what they would do in likely emergencies - this is almost as good as having a practice emergency - at least for the person you talk to. |
| 6.1.3 | The most likely emergencies are either a person falling ill, an accident leading to injury or a fire. The actions required will depend on how serious the event is but the following are some suggestions of what may help if there is an emergency. |
| 6.1.4 | Who calls the emergency services if they are required ? - The person in charge, the senior committee member, if you assume someone will, no one may. - Do you have to notify anyone else - school caretaker etc ? - Where is the nearest phone ? - Is the number of this phone clearly marked on it ? - Where is the second nearest phone ? - What is the exact address of the site where you meet including its postcode so you can give this to the emergency services ? - If you use a mobile phone to call, do you have the site address written down ? - If the site is large or obscure do you need to send someone to meet the emergency services at the entrance ? - Where do you isolate the electrical supply in an emergency ? - Do you know where the nearest hospital with an accident and emergency department is and how to get there ? - Do you know where the first aid box is ? - Do you know what the fire alarm sounds like ? - Where is the assembly point if there is a fire alarm ? - Do you have a list of all members and visitors who are on site so that you can tell the fire brigade if they are all out of the building ? - Do you have an emergency torch. |
| 7.1 | Abbreviations |
| 7.2 | Abbreviation and Definition - FAS Federation of Astronomical Societies - PPE Personal Protective Equipment - items such as goggles, dust masks, gloves and overalls. - RCCB Residual Current Circuit Breaker - a device to provide protection against mains voltage electric shocks. It should be noted that this only provides protection against live to earth faults not live to neutral faults so it is still possible to receive a fatal electric shock if you touch the live & neutral wires at the same time. - MDF Medium Density Fibre Board - HSW Health and Safety at Work Act |
| 8.1 | Information |
| 8.2 | This booklet replaces the edition produced in 1998 by the FAS. |
| 8.3 | The FAS Council express their thanks to John Murrell on his work in updating this booklet. |
| 8.4 | Co-ordination and sub editing by Dave Doc Sutton - Worthing Astronomical Society. |
| 8.5 | © Federation Of Astronomical Societies - February 2001 |
| 8.6 | © John Murrell (Croydon Astronomical Society) - February 2001 |
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