This presentation covered compliance policies and responsibilities in Rotary, including equality and diversity, safeguarding of children and vulnerable adults, health and safety, risk assessment, insurance, and district and club websites. It emphasized that compliance ensures clubs uphold Rotary principles, treat people decently, protect clubs, and comply with the law. It reviewed policies, responsibilities of various roles, and requirements for events like conducting risk assessments, having proper insurance, and confirming compliance through annual forms.

1. Compliance Presentation – 3rd
& 5th
Nov 2015
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 – 3rd
& 5th
Nov 2015
Domestics
Welcome
Fire Evacuation
Toilets
Mobile phones
Break

3. Compliance Presentation – 3rd
& 5th
Nov 2015
Agenda
Introductions
Object of Seminar
Compliance Policies & Responsibilities
Equality & Diversity
Safeguarding - Protection of Children & Vulnerable Adults
Health & Safety
Risk Assessment
Insurance
RIBI & District 1090 Website
Summary
AOB

4. Compliance Presentation – 3rd
& 5th
Nov 2015
COMPLIANCECOMPLIANCE
Here we go, another lecture on politicalHere we go, another lecture on political
correctness gone mad!correctness gone mad!

5. Compliance Presentation – 3rd
& 5th
Nov 2015
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 – 3rd
& 5th
Nov 2015
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 fromabout preventing you from
running your events or providing Rotaryrunning your events or providing Rotary
serviceservice

7. Compliance Presentation – 3rd
& 5th
Nov 2015
RIBI
Advisers
Compliance Responsibility
Corporate Responsibility … Duty of Care
District Advisers
Club Advisers
General Council
Secretary/CEO
Executive Committee
Health & Safety and Protection
Committee
Districts
(Governors)
Clubs
(Presidents)

8. Compliance Presentation – 3rd
& 5th
Nov 2015
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 – 3rd
& 5th
Nov 2015
Equality & DiversityEquality & Diversity

10. Compliance Presentation – 3rd
& 5th
Nov 2015
SafeguardingSafeguarding
 ChildrenChildren
 Vulnerable Adults

11. Compliance Presentation – 3rd
& 5th
Nov 2015
Health & SafetyHealth & Safety

12. Compliance Presentation – 3rd
& 5th
Nov 2015
Nov 2013 &
Jan 2015
Updates
Approved
by
General
Council
RIBI

13. Compliance Presentation – 3rd
& 5th
Nov 2015
 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
RIBI Policy Principles

14. Compliance Presentation – 3rd
& 5th
Nov 2015
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

15. Compliance Presentation – 3rd
& 5th
Nov 2015
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

16. Compliance Presentation – 3rd
& 5th
Nov 2015
COMPLIANCE – Health & SafetyCOMPLIANCE – Health & Safety
Risk Assessments

17. Compliance Presentation – 3rd
& 5th
Nov 2015
 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

18. Compliance Presentation – 3rd
& 5th
Nov 2015
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 RA as & when necessary
- particularly after the event

19. Compliance Presentation – 3rd
& 5th
Nov 2015

20. Compliance Presentation – 3rd
& 5th
Nov 2015
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: ___________

21. Compliance Presentation – 3rd
& 5th
Nov 2015

22. Compliance Presentation – 3rd
& 5th
Nov 2015

23. Compliance Presentation – 3rd
& 5th
Nov 2015
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, Protection and
Environmental issues (& ideally commercial)
• Keep copies for future reference and repeat events

24. Compliance Presentation – 3rd
& 5th
Nov 2015
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

25. Compliance Presentation – 3rd
& 5th
Nov 2015
Insurance

26. Compliance Presentation – 3rd
& 5th
Nov 2015
RIBI 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

27. Compliance Presentation – 3rd
& 5th
Nov 2015
Insurance & the Rotary Clubs
• Arranged by Bartlett Insurance Brokers
• Applies to Rotarians & volunteers for Rotary
Activities
• Covers all traditional Rotary Activities
o Excludes:
o Fireworks Displays (unless by Specialists)
o Equipment & Travel Insurance
o Cancellations & Abandonments
o Weather Insurance
o Prize Indemnity

28. Compliance Presentation – 3rd
& 5th
Nov 2015

29. Compliance Presentation – 3rd
& 5th
Nov 2015
Insurance Policies
 Public, Products & Employers’ Liability - death, injury & damage
£20m Public & Product liability for any one claim
£10m Employer’s liability (includes £1m Stallholder liability)
 Regalia & Money – Loss or damage to Regalia & money
£1K to £5k maximum
 Officers & Club Indemnity – wrongful acts of officers
£500K per claim – max £2m
 Legal Expenses – criminal prosecution
£50K limit of Indemnity for defence
 Libel & Slander – Club Publications
£500K for damages costs & expenses
 Personal Accident – Rotarians & Volunteers
£7.5K to £125K for death and injuries / loss of limbs

30. Compliance Presentation – 3rd
& 5th
Nov 2015
Insurance & the Rotary Clubs
Excludes:
o Aviation, hot air balloons & parachute
o Bungee Jumping & Abseiling
o Marine & water-borne risks
o Motor racing
o Use of vehicles on & off public highways
o Any deliberate Acts or Omission
o Contract conditions by others imposing Rotary liability

31. Compliance Presentation – 3rd
& 5th
Nov 2015

32. Compliance Presentation – 3rd
& 5th
Nov 2015
Websites

33. Compliance Presentation – 3rd
& 5th
Nov 2015
RIBI / RGBI 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

34. Compliance Presentation – 3rd
& 5th
Nov 2015
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

35. Compliance Presentation – 3rd
& 5th
Nov 2015
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 various policiesFailure to meet the standards of the various policies
questions your club’s adherence to the Four Wayquestions your club’s adherence to the Four Way
Test and decent practiceTest and decent practice
If in doubt, ask yourself the question: “How would IIf in doubt, ask yourself the question: “How would I
expect to be treated in that situation?”expect to be treated in that situation?”

36. Compliance Presentation – 3rd
& 5th
Nov 2015
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