gritting procedure - leicestershire partnership nhs trust … · page 6 of 16 gritting procedure...

Key Words: Gritting

Version: V1

Adopted by: Quality Assurance Committee

Date adopted: 22 January 2013

Name of originator/author:

Estates and Facilities

Name of responsible committee:

Health and Safety Committee

Date issued for publication:

December 2012

Review date: June 2014

Expiry date: December 2014

Target audience: All Staff

Type of Policy (tick appropriate box)

Clinical

Non Clinical √

NHSLA Risk Management Standards if applicable:

State Relevant CQC Standards:

10

Gritting Procedure

CONTRIBUTION LIST

Key individuals involved in developing the document

Name Designation

Estates and Facilities Team

Samantha Roost Health and Safety Advisor

Circulated to the following individuals for comments

Name Designation

Members of Health and Safety Committee

Agreeing Committee

Members of the Divisional Health, Safety and Security Action Groups

Sub-groups of the Agreeing Committee

Contents

Version Control 4

Definitions that apply to this policy 5

Equality Statement 6

1 Introduction 6

2 Policy Statement 6

3 Responsibilities 3.1 Estates and Facilities Services 7 3.2 Grounds and Garden Contractor 7 3.3 Appropriate Person 7 3.4 Estates and Facilities 7 3.5 Staff 8 4 Inclement Weather Procedure 8 5 Site Procedures 8 6 Personal Protective Equipment (PPE) 9 7 Equipment 9 8 Signage 9 9 Monitoring and Review 10 Appendices Appendix A Gritting Procedure within LPT 11 Appendix B Adverse Weather Log 13 Appendix C Safe System of Work to be Implemented 15 Appendix D Site Gritting Information 16

of 16 Gritting Procedure November 2012

Version Control and Summary of Changes

Version number

Date

Comments (description change and amendments)

1

January 2012 Harmonisation of former procedures

All LPT Policies can be provided in large print or Braille formats, if requested, and an interpreting service is available to individuals of different nationalities who require them. Did you print this document yourself? Please be advised that the Trust discourages the retention of hard copies of policies and can only guarantee that the policy on the Trust website is the most up-to-date version. For further information contact:

Estates and Facilities 0116 225 3770


Definitions that apply to this Policy

All procedural documents should have a definition of terms to ensure staff have clarity of purpose (refer to Policy for Policies for assistance)

Gritting Applying treatment to a surface

Appropriate Person

Identified person on site who has received the necessary information, instruction and training. NB: Please note not all sites have an Appropriate Person.

Contractor Organisation employed to undertake the work

Inclement Weather

Ground frost, ice or snow

Due Regard Having due regard for advancing equality involves: • Removing or minimising disadvantages suffered by people due to

their protected characteristics. • Taking steps to meet the needs of people from protected groups

where these are different from the needs of other people. • Encouraging people from protected groups to participate in public

life or in other activities where their participation is disproportionately low.


Equality Statement Leicestershire Partnership NHS Trust (LPT) aims to design and implement policy documents that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. It takes into account the provisions of the Equality Act 2010 and advances equal opportunities for all. This document has been assessed to ensure that no one receives less favourable treatment on the protected characteristics of their age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex (gender) or sexual orientation. In carrying out its functions, LPT must have due regard to the different needs of different protected equality groups in their area. This applies to all the activities for which LPT is responsible, including policy development, review and implementation. 1. Introduction

It is recognised that LPT has a duty to clear obstructions such as those arising from the accumulation of snow and to take reasonable steps to prevent the formation of ice, or to deal with ice promptly after it did form in order to maintain safe access and egress to all LPT premise, in line with current legislation. The common duty of care owed in conjunction with the Occupiers Liability Act 1995 and also the Health & Safety at Work etc Act 1974 in relation to Workplace Health, Safety and Welfare regulations 1992, regulation 12 - Condition of Floors and Traffic Routes. Specifically with regards to the ACOP “Arrangements should be made to minimise risks from snow and ice. This may involve gritting, snow clearing and closure of some routes, particularly outside stairs, ladders, walkways on roofs and any other identified risk area(s)”. LPT have a Grounds and Gardens Contract which includes the provision of a gritting service which extends to most sites. LPT will be able to demonstrate through this procedure that all has been done as far as reasonably practicable to avoid injury to staff/patients/visitors/contactors through slips/trips and fall in adverse weather conditions. It would be prudent to acknowledge that following implementation of local procedures the trained, competent person required to complete initial gritting of designated areas would still be at risk of a slip, trip or fall. Whilst this staff member is carrying out their duties LPT would be vicariously liable for this person’s actions. However, for the safety of the majority, this risk should be an accepted risk.

2. Policy Statement

LPT is committed to demonstrate that all was done as far as reasonably practicable to avoid injury to staff, patients, visitors, contractors through slips, trips and falls in adverse weather conditions within LPT premise.


3. Responsibilities

3.1 Estates and Facilities Services

Estates and Facilities are ultimately responsible for ensuring a thorough and safe gritting service is provided, which includes the appropriate management of any sub-contractors engaged to perform gritting duties. Where staff are engaged to perform adhoc gritting duties a risk assessment will be undertaken to ensure that appropriate controls are put in place prior to the staff member performing these duties.

3.2 Grounds and Gardens Contractor

In the event of inclement weather i.e. ground frost, ice or snow the grounds contractor will through their extensive weather monitoring systems inform Estates and Facilities of the likely need to grit. Where Estates and Facilities deem that gritting may be necessary and the grounds contractor has not informed Estates and Facilities of their intent to grit,. Estates and Facilities will contact the grounds contractor with an instruction to undertake a gritting service. All gritting will commence at the earliest opportunity.

3.3 Appropriate Person to Carryout Initial Gritting

Where an Appropriate Person to undertake initial gritting has been identified as necessary due to the inability for the grounds contractor to attend sites in an appropriate manner the Appropriate Person based on site will:

Be up to date on manual handling training and that this is documented;

Be trained in the use of the equipment to complete gritting task and to be deemed competent to do so;

Be aware of the areas to be gritted within their remit;

Be aware of their obligation to wear the provided personnel protective equipment.

3.4 Estates and Facilities

To support the safe access and egress from sites Estates and Facilities will:

Provide and place appropriate signage in an obvious position to warn staff, patients, visitors, contractors of the slippery surface and impending dangers;

Comply with the safe system of work. (appendix C);


Complete the adverse weather log recording the time of completion of gritting in the designated areas (appendix B);

Observe the stock levels of grit and notify their manager when stocks become low;

Take reasonable care of themselves whilst carrying out their duties in inclement weather.

3.5 Staff Where No Appropriate Person has been identified

In the absence of an Appropriate Person, any member of staff encountering a situation where the spreading of grit will prevent injury or harm, staff are encouraged to take immediate steps to use the self-help (grit bins) strategically placed on sites to ensure safe access and egress to premises. PPE as identified within the gritting products manufacturers Safety Data Sheet should be available for use. All staff would be supported by the Trust for any proactive action they take.

4. Inclement Weather Procedure In the event of inclement weather i.e. ground frost, ice or snow in the first instance: -

The grounds contractor will notify Estates and Facilities of the intention to grit, where this has not been done Estates and Facilities will instruct the grounds provider to grit areas;

Gritting should commence to allocated areas as soon as the temperature is forecast to fall below 0 degrees centigrade and at the earliest opportunity so far as is reasonably practicable;

Localised Estates and Facilities staff will evaluate the need for site based gritting, should the grounds provider not attend site in a reasonable timeframe;

Appropriate signage should be placed in an obvious eye view position to warn of the slippery surface and impending dangers to staff/patients/visitors/contractors;

The appropriate person should complete the adverse weather log (see appendix B).

5. Site Procedures

Each premises will have its own site based gritting procedure which is based on a risk assessment that has been undertaken which identifies areas for gritting on a priority basis, prior to grounds contractor attending site. The grounds contractor will attend sites based on the priority order agreed at Appendix A. Each site will be gritted based on the pre-agreed priority order, which will look to the treatment of pedestrian routes – footways and


pavements before car parks. These will include at the very least clearance or gritting of: -

Entrance to the hospital/clinic/surgery

A 1.5-metre width pathway from the highway path to the entrance of the facility;

Steep slopes within the site, where a foreseeable risk may be created due to its incline;

Where resources are available minimal levels of gritting shall be carried out to car parks;

To assist with gritting, appropriate stores will be kept at sites in order that initial / emergency gritting may be undertaken, should the grounds contractor be unable to attend site in an appropriate timeframe.

6. Personnel Protective Equipment (PPE)

Where staff are designated as the Appropriate Person to undertake site based gritting PPE as identified within the gritting products manufacturers Safety Data Sheet should be available for use. This may include:

Toe-tector wellington boots;

Gloves;

Goggles;

Reflective outdoor waterproof coat;

Hat (if requested).

7. Equipment Where staff are designated as the Appropriate Person to undertake site based gritting they should be provided with the following equipment: -

Suitable spreading kit, this may in the cases of larger sites include the provision of gritting spreaders;

Gritting containers should be accessible, lockable and safe;

Keys to grit containers to be secured as per site procedure

Bags of grit to be of an acceptable weight and stored in an appropriate environment to protect against theft or spoil.

All grit bins and associated equipment on LPT owned sites will be checked and refilled where necessary in mid October each year (PPM).

8. Signage When gritting is being undertaken the grounds contractor will ensure that appropriate signage is available to notify all that gritting is in progress. Signage information will include, but not limited to:

Gritting in process;

Beware of ice;

Slippery Surface (where appropriate)

Wet floor signs (where appropriate)


Where the use of gritting vehicles is used, then all motorised vehicles will display a flashing amber warning light and will travel at minimum speeds throughout the site to ensure an even coverage and to ensure that all areas are gritted in a safe manner.

9. Monitoring and Review This procedure has been developed in line with current regulations and guidance from both the Trusts Solicitors and the current best practice undertaken by other public sector partners. The procedure will be monitored and reviewed through the Health and Safety Committee.


Appendix A

Gritting Procedure within LPT A Contractor provides our grounds and gardens maintenance and the gritting procedure is applied as part of this contract and is detailed below:- 1) The Contractor will monitor the weather forecast on a daily basis from October

to March using the Met Office website. If the Met Office forecast temperatures of 0 (zero) degrees the contractor will grit the site as per the priority list as shown.

2) Gritting will be carried out pre-emptively by monitoring the Met Office

forecasts. Pre-emptive gritting will be carried out between 8.00 am – 4.00 pm, Monday – Friday.

3) To ensure sites on the priority list are gritted prior to snowfall, night-time or

daytime, dependent on when the snow is forecast, a midnight start to be implemented if snow is forecast as being more than 5cm.

4) Due to time constraints and priority demands, areas defined as secondary

routes may not be treated in the initial visit. Secondary routes include paths, entrances and areas which are not the main routes and entrances into the building, but are deemed to be less critical than the primary routes.

5) Grit bins to be located on key sites and appropriately filled.


Priority Lists

Team Site Order

North Melton Mowbray

North Ashby Hospital

North Coalville Community Hospital

North Whitwick Health Centre

North Loughborough Community Hospital

North Hinckley & Bosworth Community hospital

North Hinckley & District Hospital

North Hinckley Health Centre

North Orchard Resource Centre

Team Site Order

South Evington Centre

South Gwendolen House

South Rutland Memorial Hospital

South Feilding Palmer Hospital

South Market Harborough and District Hospital

South St Lukes Hospital

South Kibworth Health Centre

South Narborough Health Centre

South Stewart House

South Lakeside House

South Fosse House

South OSL House

Team Site Order

Central New Parks Health Centre

Central Leicester Frith/Glenfield Hospital Sites

Central Valentine Centre

Central Beaumont Leys Health Centre

Central Rushey Mead Health Centre

Central Oakham House

Central Francis Dixon Lodge

Central Jasmine Centre

Central Towers (George Hine House & Daisy Peake)

Central The Willows

Central Uppingham Road Health Centre

Central Westcotes Health Centre

Central Westcotes House & Tanglewood

Central Winstanley Drive Health Centre

Central St Peter’s Health Centre

Central Prince Philip House


Central Paget House

Central Rothesay

Central Switherland House

Central Springfield Road Health Centre

Central Humberstone Medical Centre (ad-hoc)

Central Merlyn Vaz (ad-hoc)

Central Merridale Health Centre (ad-hoc)

Team Site Order

Central P Shepshed Health Centre

Central P Walk in Centre Loughborough

Central P Barrow Health Centre

Central P Charnwood Mill, Barrow on Soar

CentralP Dental Access

Central P Pasley Road Health Centre

Central P Hedges medical Practice

Central P Oadby Health Centre

Central P The Cedar Centre

Central P South Wigston Health Centre

Central P Overton House, Blaby


Appendix B – Adverse Weather Log

DATE TIME GRITTING

COMPLETED

PRINT

NAME

SIGNATURE


Appendix C - Safe System of Work to be implemented Lifting and Carrying Employees have a duty of care to take reasonable care of their own Health & Safety and that of others who may be affected by their acts or omissions at work. To this end, employees should correctly use all work items and procedures provided, in accordance with their training and the instructions they receive. Activity Opening a bag of grit and transferring the grit into a grit spreader and distributing grit to areas that require gritting i.e. pavement - this is a lifting, pushing and carrying activity. Hazards Identified

Potential to cause a musculoskeletal injury by failure to observe correct techniques to lift and carry.

Spillage of grit contents.

Potential slip, trip, fall factor due to adverse weather conditions

Thermal discomfort - cold Safe System of Work Lifting grit bag to empty contents into grit spreader Observe correct lifting technique, when lifting grit bag to empty contents into grit spreader which is as follows:-

Feet, slightly apart and firmly on the floor.

Knees bent

Back straight

Measured lift, keep close to the trunk

If close approach to the grit bag is not possible slide it towards you before trying to lift

Lift smoothly, keeping control of the grit bag

Do not twist the trunk when turning to the side

Do not over reach or over stretch

Transfer the contents of the bag into the grit spreader

Manoeuvre grit spreader and distribute grit to ground PPE The following PPE should be provided as a minimum for the undertaking of gritting by Appropriate Person:

Thermal lined, toe-tector Wellington boots;

Safety goggles;

Reflective outdoor waterproof coat;

Thermal gloves;

Thermal hat (if requested).


Appendix D

Site: ___________________________________________________ Person Responsible for Gritting: Contractor: Yes / No*

If yes, details: _______________________________________ Appropriate Person: Yes / No*

If yes, details: _______________________________________ Staff Self-help: Yes / No* Total Number of Grit Bins: _____________________________ Location of Grit Bins:

*delete as appropriate

gritting procedure - leicestershire partnership nhs trust … · page 6 of 16 gritting procedure...

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