Rotary District 1090 Seminar on Compliance. Presented by Stephan Stephan, Tim Cowling and Ken Diccox. May2016

1. Compliance Presentation – 19th
May 2016
THE COMPLEXITIES OFTHE COMPLEXITIES OF
COMPLIANCECOMPLIANCE
Presentation byPresentation by
Stephan Stephan, District 1090 H&S Adviser
Ken Diccox, District 1090 Safeguarding Adviser
Tim Cowling, District 1090 Equality & Diversity Adviser

2. Compliance Presentation – 19th
May 2016
Domestics
Welcome
Fire Evacuation
Toilets
Mobile phones
Break

3. Compliance Presentation – 19th
May 2016
Agenda
Introductions
Object of Seminar
Compliance Policies & Responsibilities
Equality & Diversity
Data Protection
Safeguarding - Protection of Children & Vulnerable Adults
Health & Safety
Risk Assessment
RIBI & District 1090 Website
Summary
AOB

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May 2016
COMPLIANCECOMPLIANCE
Here we go, another lecture on politicalHere we go, another lecture on political
correctness gone mad!correctness gone mad!

5. Compliance Presentation – 19th
May 2016
COMPLIANCECOMPLIANCE
∆ Child injured by firework at Rotary display.Child injured by firework at Rotary display.
∆ Participant collapses on fun runParticipant collapses on fun run
∆ ““You must be the speaker, dear. ThankfullyYou must be the speaker, dear. Thankfully
our club hasn’t made the mistake of lettingour club hasn’t made the mistake of letting
women in, let alone making them president.”women in, let alone making them president.”
∆ ““I don’t think you would enjoy our club. YouI don’t think you would enjoy our club. You
wouldn’t be able to join in, being in awouldn’t be able to join in, being in a
wheelchair”wheelchair”

6. Compliance Presentation – 19th
May 2016
COMPLIANCECOMPLIANCE ISIS ABOUT:ABOUT:
 Upholding Rotary principles and ethicsUpholding Rotary principles and ethics
 Treating people decentlyTreating people decently
 Protecting YOUR clubProtecting YOUR club
 Complying with the lawComplying with the law
 It isIt is notnot about preventing you from runningabout preventing you from running
your events or providing Rotary serviceyour events or providing Rotary service

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May 2016
General Council
Secretary/CEO
Executive Committee
Health & Safety and Protection
Committee
Districts
(Governors)
Clubs
(Presidents)
RIBI
Advisers
Compliance Responsibility
Corporate Responsibility … Duty of Care
District Advisers
Club Advisers

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May 2016
RIBI Commitments to:
a. Promote & encourage safe practice
b. Provide information & advice
c. Establish systems & procedures
d. Develop & encourage Compliance communication
e. Exchange ideas & promote best practice
Rotary Clubs – Overall Responsibility to:
> Plan, organise & deliver in a safe & legal manner

9. Compliance Presentation – 19th
May 2016
Tim Cowling

10. Compliance Presentation – 19th
May 2016
 Race Relations Act
 Equal Pay Act
 Sex Discrimination Act
 Trade Union and Labour Relations Act
 Disability Discrimination Act

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May 2016
 Race Relations Act - 1965
 Equal Pay Act - 1970
 Sex Discrimination Act - 1975
 Trade Union and Labour Relations Act -
1974
 Disability Discrimination Act -1994

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May 2016
Equality Act 2010 - Protected Characteristics

13. Compliance Presentation – 19th
May 2016
Equality Act 2010 - Protected Characteristics
 Age
 Race & Ethnic Origin
 Disability
 Gender Reassignment
 Gender
 Pregnancy / Maternity
 Marriage / Civil Partnership
 Religion / Religious Belief
 Sexual Orientation

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May 2016
Direct Discrimination
Discrimination because of a protected
characteristic

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May 2016
Indirect Discrimination
A policy that applies to everybody, but has a
disproportionate effect on people with a
particular characteristic.

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May 2016
Associative Discrimination
Discrimination against a person because they
are associated with someone with a
protected characteristic.

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May 2016
Harassment
Violating the dignity of an individual by
reference to a protected characteristic

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May 2016
If in doubt ask two questions:
◊ Does our action comply with the Four Way
Test?
◊ How would I expect to be treated in that
situation?

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May 2016
A positive approach makes your club:
 Compliant
 Friendly
 Welcoming
It may even attract new members!

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May 2016
Data Protection 1998Data Protection 1998
8 Principles8 Principles - Obtaining & Storing Personal dataObtaining & Storing Personal data
 Handled Fairly & LawfullyHandled Fairly & Lawfully
 PurposePurpose
 Personal Data only – identifiable living peoplePersonal Data only – identifiable living people
 Adequate & RelevantAdequate & Relevant
 Accurate & Up to DateAccurate & Up to Date
 Held no longer than neededHeld no longer than needed
 Processed in line with rights of the personProcessed in line with rights of the person
 Safe & Secure - Not sent outside EUSafe & Secure - Not sent outside EU
(exceptions covered by strict adherence to the Rotary Privacy Policy)(exceptions covered by strict adherence to the Rotary Privacy Policy)
www.ico.gov.ukwww.ico.gov.uk

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May 2016
Tim Cowling

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May 2016
Safeguarding in RotarySafeguarding in Rotary
 ChildrenChildren
 Vulnerable Adults
Ken Diccox

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May 2016
Purpose of the RIBI Safeguarding Policy
 To give guidance and support to enable Districts, Clubs
and individual Members to meet legislative
requirements.
 To ensure Districts, Clubs and Members are covered by
the RIBI Insurance Policy in all of their activities.
 To provide legal support and advice in the event of any
allegation or claim being made against a District, Club
or individual member.
IT IS NOT JUST A BUREAUCRATIC EXCERCISE

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May 2016
Safeguarding General Statement
Every Rotary Club should annually sign up to the RIBI
Safeguarding Policy with an entry into the Club Minutes, and
appoint a person responsible for safeguarding issues.
 The protection and safeguarding of children and adults who may be
vulnerable, is of paramount concern for every Rotarian.
 Any activity or project planned and carried out by a club MUST give
consideration to the safety and well being of any child or vulnerable adult
who is benefiting or participating in that event.
 Consideration must also be given as to whether any Rotarian or
Volunteer participating requires a DBS check. This should form part of
the Risk Assessment that must be carried out for all Rotary activities.

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May 2016
Disclosure and Barring Service
 A single Authority carrying out Criminal Record Checks and
Checking the Barred Lists (people who have been barred
from working with Children or Adults)
 Because Rotary is a voluntary organisation, we can apply
for a DBS check free-of-charge
 DBS filter spent, certain convictions, minor cautions,
reprimands and warnings from Criminal Records

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May 2016
Criteria for a DBS check
1. ‘REGULATED ACTIVITY’ RELATING TO CHILDREN
 Unsupervised Activities: teach, train, instruct, care for or
supervise children, or provide advice/guidance on well-
being, or drive a vehicle only for children, is a
REGULATED ACTIVITY when done regularly i.e. carried
out by the same person frequently (once a week or more
often), or on 4 or more days within a 30 day period, or
overnight between the hours of 2am and 6am.

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May 2016
Criteria for DBS check (continued)
 Or in a specified place: Schools, children’s homes and
hospitals, juvenile Detention Centre, adult care home.
(Unsupervised Activities – definition see above)
 Supervised Activity: If you are working directly to and under the
instruction of a person who is DBS checked, e.g. Teacher,
hospital worker etc., you are in a supervised activity which does
not require you to have a DBS clearance

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May 2016
‘Regulated Activity’ Relating to Adults
 The new definition of Regulated Activity relating to adults no
longer labels them as ‘Vulnerable.’ Instead, the definition
identifies activities which, if any adult requires them, lead to that
adult being considered vulnerable at that particular time. Also,
there are no frequency/time constraints applicable to adults.
 These are: Providing Health Care or Personal Care; providing
Social Care; assistance with cash, bills or shopping; conveying
an adult because of their age, illness or disability to a place
where they receive Health Care, Personal Care or Social Care.

29. Compliance Presentation – 19th
May 2016
Photography
 At a Rotary organised event the organiser has the right to
prohibit the taking of photographs by spectators and a
notice should be displayed to this effect.
 No photographs should be taken of a child or person doing
a vulnerable activity, on a one to one basis without another
parent/adult/Rotarian being present.
 The written permission of the parent/guardian should be
obtained in advance before photographs are taken of
children, and by the person responsible for an adult
deemed to be vulnerable.

30. Compliance Presentation – 19th
May 2016
Photographs (continued)
 Additional written permission should be obtained for
photographs to be published on a web-site, social media,
magazine or newspaper, and then only the child’s Christian
name is to be used.
 When an event is run in the public arena, photographs of a
general nature e.g. crowds of people and/or activities does
not present a problem. However, photos should not be
taken of children in sports clothes (bathing costumes in
particular) or in changing rooms. Common sense should
always prevail.

31. Compliance Presentation – 19th
May 2016
Procedure for DBS applications
 Provide details of Rotarians to be checked and the reason(s) for
so doing through the District Safeguarding Officer. You will receive
an application form and instructions for completion. Your Club
Protection Officer or an Officer of the Club will need to see your
passport and/or driving licence and certify those details on the
application form.
 When the applicant receives a Certificate of DBS Clearance, that
person can apply within 14 days for Continued Registration.
 This will obviate the need for further renewals in future.

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May 2016
Safeguarding and Rotary

33. Compliance Presentation – 19th
May 2016
Health & SafetyHealth & Safety
Helal (Stephan) Stephan

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May 2016
Nov 2013
& Jan
2015
Updates
Approved
by
General
Council
RIBI

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May 2016
Same safety standards apply to voluntary activities
Duty of Care on organisers & individually on helpers
Each club is responsible for H&S of its own activities:
Club H&S system / processes / Policy
Risk assessments
Management and planning group
For each event a single named person responsible
RI Policy Principles

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May 2016
H&S
blamed to cancel
lots of fun events
Victims:-
Plastic duck races, village fetes, banning of conkers,
firemen's poles, park benches & even Morris Dancing

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May 2016
Continued:-
Permission (e.g. of owner/Local Authority)
Licensing (music, dance, performance,
drinking, betting, late night refreshment and
food, sale of motor vehicles)
Stewards / marshalling
Coping with disability
Catering

Lighting failureLighting failure

FireFire

EvacuationEvacuation

First AidFirst Aid

38. Compliance Presentation – 19th
May 2016
COMPLIANCE – Health & SafetyCOMPLIANCE – Health & Safety
Risk Assessments

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May 2016
 H&S management in Rotary is not an option
- it is an obligation
 RAs - carried out & recorded
- perceived risk?
 Divide risk assessment for big events into parts
Then:
 Carry out the risk control actions that result from
the risk assessments and write them down

40. Compliance Presentation – 19th
May 2016
COMPLIANCE – Health & SafetyCOMPLIANCE – Health & Safety
Six Stages of a Risk Assessment
1. What might cause harm (Hazard)?
- visit location
2. Who might be harmed and how?
3. What chance someone might be harmed (Risk)?
4. What precautions taken? Are they adequate?
5. Record findings / retain copies as evidence
6. Review Risk Assesment as & when necessary
- particularly after the event

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May 2016
Rotary Club/District - Health and Safety Risk Assessment Form
Ref No: ____ Task/Function: _____________________________ Location: ___________________________________________
Risk Assessor: _______________________ Date: __________ Persons at Risk: _____ __________________________________
Risk Levels: - L = Low; M = Medium; H = High (Use L -M, or M -H to indicate intermediate risk levels, if necessary)
(NB: Risk Levels in last column indicate anticipated scores after Action is taken)
Hazard
(What might c ause
harm?)
Risk(s)
(What harm might be caused?)
Risk
Level
Before
Action
L/M/H
Current Control Measures and/or
Action to Reduce/Eliminate Risk
(Including action by whom and by when)
Risk
Level
After
Action
L/M/H
Signed: _______________________________ Risk Assessor Signed: _____ _______________________ ____ Project Manager
Date: ________________ Date: ________________ Review Date: ___________

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45. Compliance Presentation – 19th
May 2016
COMPLIANCE – Health & SafetyCOMPLIANCE – Health & Safety
Risk Assessments
- Make sure that they recorded and accessible on the day
- Keep them as short as possible, and to the point
- They need to be easily understood
- Need to cover Health and Safety, Safeguarding and
Environmental issues (& ideally commercial)
- Keep copies for future reference and repeat events

46. Compliance Presentation – 19th
May 2016
Traffic Management Plans - competency
Marshals are needed on roads:
MUST have Hi Vis jackets / tabards
Assist with emergency vehicle access
MUST NOT try to stop or control moving vehicles
Vehicle control
Marked routes, access and egress
Avoid causing congestion
Appropriate barriers & signage
Level crossing / swing bridges - need permission
Roads and Vehicles

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May 2016
Insurance

48. Compliance Presentation – 19th
May 2016
RI Insurance
 Every Rotarian and volunteer
working on a Rotary event or
activity has insurance cover
- which provides a safety net
BUT:
Insurance is not a licence
for unsafe activities
 NB - Health & Safety rules should never be used to
restrict or cancel events

49. Compliance Presentation – 19th
May 2016
Insurance Policies
1. Public, Products & Employers’ Liability - death, injury & damage
o £20m Public & Product liability for any one claim
o £10m Employer’s liability (includes £1m Stallholder liability)
2. Regalia & Money – Loss or damage to Regalia & money
o £1K to £5k maximum
3. Officers & Club Indemnity – wrongful acts of officers
o £500K per claim – max £2m
4. Legal Expenses – criminal prosecution
o £50K limit of Indemnity for defence
§ Libel & Slander – Club Publications
1. £500K for damages costs & expenses
1. Personal Accident – Rotarians & Volunteers
1. £7.5K to £125K for death and injuries / loss of limbs

50. Compliance Presentation – 19th
May 2016
Insurance & the Rotary Clubs
• Arranged by Bartlett Insurance Brokers
• Applies to Rotarians & volunteers for Rotary Activities
• Covers all traditional Rotary Activities
Excludes:
- Fireworks Displays (unless by Specialists)
- Equipment & Travel Insurance
- Cancellations & Abandonment
- Weather Insurance
- Prize Indemnity

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May 2016
Insurance & the Rotary Clubs
Excludes:
- Aviation, hot air balloons & parachute
- Bungee Jumping & Abseiling
- Marine & water-borne risks
- Motor racing
- Use of vehicles on & off public highways
- Any deliberate Acts or omission
- Contract conditions by others imposing Rotary liability

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May 2016

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54. Compliance Presentation – 19th
May 2016
Website

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May 2016
RIBI Website –
 http://www.rotarygbi.org/
District 1090 Website –
 http://www.rotary1090.org
Health, Safety, Protection &
Environment
Club websites linked, if RIBI template
Policies, RA templates & Examples
Updates notified, if advised

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May 2016
COMPLIANCECOMPLIANCE
Rotary International in Great Britain and Ireland
Compliance Confirmation Form
The Rotary Club of _ _ _ _ _ _ _confirms that it has
adopted the following RIBI Policies:
 Equality and Diversity
 Health and Safety
 Safeguarding – Children and Vulnerable Adults
 Data Protection

57. Compliance Presentation – 19th
May 2016

58. Compliance Presentation – 19th
May 2016
COMPLIANCECOMPLIANCE
Failure to complete and return the Compliance
Form MAY invalidate your insurance if there is a
claim
Failure to meet the standards of the variousFailure to meet the standards of the various
policies questions your club’s adherence to thepolicies questions your club’s adherence to the
Four Way Test and decent practiceFour Way Test and decent practice
If in doubt, ask yourself the question: “How wouldIf in doubt, ask yourself the question: “How would
I expect to be treated in that situation?”I expect to be treated in that situation?”

59. Compliance Presentation – 19th
May 2016
A positive & proactive approach
makes your club:
 Compliant
 Friendly
 Welcoming
It may even attract new members!

60. Compliance Presentation – 19th
May 2016
Thank You
Any Questions?
Tim Cowling – E&D@rotary1090.org
Tel.01367 810281
Ken Diccox - Protection@rotary1090.org
Tel. 01367 820467
Stephan Stephan - Safety@rotary1090.org
Tel. 01628 783318 / 07475 771471