Covid-19 Risk Assessment and Risk Management Planning. “Covid Secure

In fulfilling its statutory obligation to provide a safe environment for both staff and customers during the COVID-19 pandemic, South Downs Leisure has undertaken a full risk assessment of its facility operations across the Worthing Borough. The main sites covered being Splashpoint Leisure Centre, Worthing Leisure Centre, Field Place Manor House & Barns and Davison Leisure Centre. Each Centre has produced its own assessment to account for their unique activities and site differences.


The risk assessments considered the facilities that will be in operation, the activities being undertaken, and also the staff and customers attending. Once the risks were identified, the assessments looked at how they can be controlled in line with guidance offered by Central Government, Public Health England, leading industry organisations (including CIMSPA and CLUK) and the various sports’ National Governing Bodies.


A summary of the actions that have been taken to minimise the risks to both staff and the general public of COVID-19 and can be found 
here. Should you have any queries or questions, please contact enquiries@southdownsleisure.co.uk and we will be happy to try to assist.

SDL Covid Secure Risk Assessment

HYGIENE & CLEANING

The risk to staff and customers from being infected with COVID‐19 through touching surfaces contaminated with the virus by a previous contact has been recognised within the risk assessment. These risks fall into a number of activities. In order to minimise this risk, a number of controls have been implemented. They are:

High Contact Areas

  • Via a visual audit of each facility, the likely high contact areas have been identified. A cleaning schedule has been established for each of these surfaces, detailing their regular thorough cleaning.
  • Appropriate cleaning products have been identified for the safe cleaning of these surfaces which have suitable efficiency against the COVID‐19 virus. Manufacturer’s instructions are followed to ensure that the cleaning process remains safe and effective.
  • All our staff will clean and have access to Personal Protective Equipment (PPE) appropriate to both the products being used as well as the activity where social contact may be a risk.
  • Staff are properly trained in the use of the cleaning products being issued to improve efficiency of cleaning as well as reducing the waste of cleaning products which may be in short supply.
  • Bins within the facilities will be sufficient and emptied on a regular basis.
  • Some doors on entrance and exit routes throughout the facilities will be kept open to reduce the number of common contact points.

Hand Hygiene

  • Handwashing facilities are readily available within the toilet areas at each site.
  • Soap in these facilities is checked regularly to ensure there is always sufficient available for hand sanitising.
  • Additional sanitising stations have been installed at various points throughout the sites.
  • These stations are filled with suitable hand sanitiser effective against the COVID‐19 virus.
  • The sanitising stations are checked regularly to ensure they remain full.
  • Appropriate signage is displayed at relevant locations, identifying the importance of good personal hygiene and outlining efficient hand cleaning methods.

Cash Handling

  • SDL will ask that cash payments are minimised, and debit or credit card will be the preferred method of payment.
  • Online booking services have been extended (including a requirement to book a space to attend a general gym session) in order to improve the management and flow of customers.

Sports Equipment

  • No sharing of PPE is allowed, including work gloves, visors (such as those used by Splashpoint staff) or masks where these are required.
  • All shared equipment is to be cleaned between use where touch points are identified. Staff and customers are to undertake this task.
  • Contact areas of all equipment are to be cleaned thoroughly on a daily basis and when such equipment is transferred between staff members. Examples include keyboards, mops and brooms and shared office essentials.
  • Card payment machines will be sanitised between customer uses to avoid cross contamination.
  • Use of SDL equipment by customers and general hire will be controlled with a sanitising process taking place between each use. All users will however be asked to bring their own equipment where possible.

Post & Deliveries

  • Where possible, post and deliveries will be left in a designated drop‐off point by deliverer or courier.
  • Where post requires immediate handling, proper hand hygiene controls will be observed with the handler washing their hands immediately after dealing with the post.
  • Only essential deliveries will be accepted.
  • Where possible, correspondence with customers, suppliers, contractors and other contacts will be undertaken by electronic means.

Cleaning & Sanitising Products

  • Appropriate products for all cleaning tasks have been identified including suitable alternatives should preferred products not be available.
  • A bulk stock of chemicals has been ordered across the group and where required stack can be transferred between sites for use in comparable situations.
  • Potential delays in delivery due to product shortage have also been considered in setting these re‐order levels.
  • Products may be over ordered where to maintain supply.
  • Staff will be trained in the proper use of products to improve efficiency of cleaning and to minimise waste.

SOCIAL DISTANCING

  • In taking the decision to re‐open, consideration has been given to how social distancing will be maintained during the operation of each facility.
  • A review of the facility layout has been undertaken to identify any pinch points and controls developed to minimise the risk to staff and public.
  • The controls were identified in the risk assessment and a customer flow policy has been put in place at each Centre allowing the safe and most effective entrance and exit of each building.
  • The aim is observe the correct static social distancing at all times. At the time of writing this risk assessment it was 2m, but this may reduce in due course. Where 2m is not possible, additional mitigating controls will be in place.
  • Where activities require a higher speed of movement such as high impact Exercise to Music, this may be increased to a 3m distance. Again and as above, this may be subject to change over time.
  • Most activities must be booked in advance of attendance.
  • Customers will be advised not to enter each facility from car park until 10 minutes before their activity start time. If they arrive earlier, then they will be encouraged to return to their cars and to observe social distancing whilst waiting.
  • A one‐way queueing system and circulation of the building has been implemented at all sites to avoid customer contact at pinch points.
  • ‘Sneeze screens’ have been installed at customer service points.
  • Clear signage has been installed to detail the use of a queueing system and the need for customers to observe social distancing.
  • Customer numbers will be limited for each activity and this will reflect the room sizes, the type of activity being undertaken and the circulation of fresh air. These numbers will be assessed by senior SDL and adjusted should it be required based on customer feedback and any changes in social distancing legislation. The lesser value of 100 sq foot per person (of usable building space including staff) and 20 litres/ per second/ per person will be the initial guidance figure for building occupancy.
  • In order to reduce the risk of customers gathering the following steps have been taken:
  • Tables and chairs have been removed from some communal areas and in activity rooms and studios
  • Vending machines have been relocated to allow safer, distanced access.
  • No public access will be allowed in areas not being used in phase 1 of re-opening. No entry signs will be installed, and some areas may remain locked.

Toilets

  • The urinal area within the Male Toilets will be restricted and customers will be encouraged to use cubicles only.
  • Alternate hand wash basins have been taken out of use to allow for greater distance between users.
  • General access to the toilets will be restricted to a minimal “one-in-one-out” system.

Personal Protective Equipment

  • Where staff cannot maintain social distance during facility operations, or where they feel it necessary, appropriate PPE will be provided.
  • The use of gloves and face masks are not seen to be as important in preventing the spread of the virus in a leisure environment as regular hand washing and sanitising. Regular touching of the masks and using gloves without washing can be seen to increase the risk rather than reduce it.

Customer Behaviour

  • Clear signage is in place, detailing the need for customers to observe social distancing at all times whilst using the facilities.
  • Staff numbers and rotas allow for increase supervision of social distancing and additional customer assistance.
  • Staff will challenge customer behaviour contravening social distancing guidance and persistent contravention by any customer will result in the customer being asked to leave the facility and potentially removing their ongoing booking privileges.

Permissible Activities

  • All activities offered within each SDL facility are considered to be in line with current government guidance and that of the relevant National Governing Body (NGB).
  • No activities deemed to offer greater risk due to impaired social distancing or precluded by guidance are to be undertaken. This will be reviewed on an ongoing basis as government legislation changes over time.

 

HIGH RISK STAFF & CUSTOMERS

  • The risk assessment considers those staff and customers attending the facility who may by recognised as part of a vulnerable group. For example, this could be due to their age or by having an underlying medical condition that would make them more susceptible to the virus or be more seriously affected should they contract it.  

Staff

  • Where a staff member has received a shielding letter from the NHS, they are not allowed to work until instructed otherwise by a qualified medical practitioner.
  • Where a member of staff is considered vulnerable due to their age or underlying medical condition, they can return, but must undertake only low risk operations and maintain social distancing at all times.
  • High risk staff at work are not allowed to undertake activities which require them to work within 2m of another person regardless of the use of PPE.
  • High risk staff will be informed of those activities they are not permitted to undertake as part of their return training and re-induction. This will form part of their induction to “working during a pandemic”.

Customers

  • Where it is known a user has been issued with a shielding letter, they should not be allowed to use the facilities for their own safety.
  • Where vulnerable users are known to staff and their condition raises concerns that they may have received a shielding letter, staff should challenge this.
  • Where a member of staff suspects a user may fall into a vulnerable user group, they should reinforce the need for the customer to observe social distancing at all times whilst using the facility.

 

PROVISION OF FIRST AID

  • It is still a statutory requirement for any employer to provide first aid cover for its employees.
  • The Trust also has a duty of care to its customers to with regards to their safety, with an implied requirement to provide first aid for facility users.
  • The risk assessment considers how these requirements can by undertaken minimising the risk of COVID‐19 to both the injured party and the person carrying out the first aid.
  • Attention is drawn to the requirement of any Covid-19 incident to be reported under RIDDOR.

General First Aid

  • SDL trained staff will continue to administer first aid in accordance with the prevailing legislation.
  • Staff will receive basic training in the precautions to take with regards to the potential risk of COVID‐19.
  • Staff are advised to wear surgical gloves and a face mask when carrying out treatment.
  • All PPE should be disposed of safely and immediately after carrying out first aid.
  • Where possible, minor first aid should be carried out by the injured person using supplies from an appropriate first aid kit, with a first aider coaching them as required.
  • Any re‐usable equipment should be thoroughly cleaned immediately prior to and after use to eliminate the risk of cross contamination between casualties.
  • Where it is not possible for the injured person to carry out the first aid on themselves, and the injured person is conscious, they should be asked to wear a face mask while the first aider carries out treatment.
  • Where the casualty is not conscious and first aid is required, then the casualty’s mouth and nose should be lightly covered with a cloth or towel whilst first aid is carried out.
  • Where covering the mouth and nose of an unconscious casualty is not possible e.g. when dealing with a facial injury, then the first aider should wear a face shield.

CPR

  • If CPR is necessary for an adult, it will be carried out in line with UK Resuscitation Council guidance with regards to actions to be taken if it is not known whether casualty has COVID‐19. This suggests lightly covering the mouth and nose of the casualty with a cloth or towel and only carrying out chest compressions with no rescue breaths.
  • Where the casualty is a child or infant the cause of cardiac arrest is unlikely to be a cardiac problem and is more likely to be a respiratory one, making ventilations crucial to the child’s chances of survival. It is accepted that doing rescue breaths will increase the risk of transmitting the COVID‐19 virus, either to the rescuer or the child/infant. However, this risk is small compared to the risk of taking no action as this will result in certain cardiac arrest and the death of the child.
  • Any rescue breaths should be only be given using a suitable pocket mask or barrier with a filter adequate to protect against viral transfer.

 

EMPLOYEE OR CUSTOMER WITH SUSPECTED COVID‐19

  • It is considered unlikely that a person, whether a member of staff or a customer, will attend site while knowingly suffering from COVID‐19, so the controls are aimed at those who are suspected of having the symptoms. However, the actions taken will be the same if a member of staff or public admit suffering from the illness.  

Staff

  • Any employee who reports that they have COVID‐19 symptoms or has been tested positive for the virus is told to remain at home self‐isolating for at least 7 days or until the symptoms cease.
  • Any employee who in the same household as some who has COVID‐19 symptoms or has tested positive for the virus is told to remain at home self‐isolating for at least 14 days or until the symptoms cease.
  • Any employee displaying the symptoms of COVID‐19 should be sent home immediately and told to self‐isolate there for at least 7 days, or until the symptoms cease.
  • Where an employee with COVID‐19 symptoms has attended work, any area they have worked in or occupied should be cleaned in line with government guidance COVID‐19: cleaning in non‐ healthcare settings.

Customer

  • If a customer reports that they are suffering from the symptoms of COVID‐19 they should be isolated away from other customers and staff. Their condition should be assessed, as well as their ability to return home safely.
  • If their condition is too severe, or they have no practical means of finding transport without using public transport, then an ambulance should be called.
  • If a customer is displaying COVID‐19 symptoms, they should be challenged by a member of staff, observing proper social distancing guidelines. Even if the customer denies having the symptoms, but continues to display them, they should be treated as if they have and asked to leave.
  • Once a person suspected of having COVID‐19 has left the building any area they have occupied should be cleaned in line with government guidance COVID‐19: “Cleaning in non‐healthcare settings”.

 

MANAGEMENT OF CONTRACTORS

  • It is highly likely that as part of the process of preparing the facilities for re-opening during the COVID‐19 SDL will require the services of specialist contractors.
  • Also, as the requirement for social distancing controls will be in place for a potentially protracted period following facility opening, then it is inevitable that contractors will be required to undertake work on site.
  • Contractors remain responsible for their own safety, the safety of their employees and anyone else who may be affected by their work. As such they need to consider the additional risks posed by COVID‐19.
  • Contractors may be requested to provide updated RAMS during this period depending on the work to be undertaken.

Social Distancing  

  • The requirement for social distancing should be included in any risk assessments and method statements submitted by contractors.
  • A nominated site contact will meet contractors prior to commencement of the works, who will outline any restrictions to work areas or methods.
  • All social distancing controls to be put in place will be agreed with the site contact prior to the commencement of works.
  • Work will not be permitted to start until the site contact is happy that all social distancing issues have been addressed and appropriate controls put in place by the contractor.
  • Persistent contravention of social distancing rules or mitigating controls in place where social distancing cannot be achieved during the work process, will result in the work being halted until approved controls are put in place and adhered to.
  • The site contact will periodically check the progress of contractors, observing appropriate social distancing, ensuring that all controls remain adequate.
  • Where the nature of the work dictates that normal social distancing controls cannot practically be put in place, detailed mitigating controls should be included in the risk assessment and method statements submitted by the contractor prior to the work commencing.
  • Any mitigating controls should be suitable and recognised within industry standards.
  • The site contact should agree mitigating controls in advance of work commencing.
  • Where possible all work which precludes the use of normal social distancing guidance should be undertaken out of hours to minimise the risk to others of the work being carried out.

Work Equipment 

  • Any equipment brought to site by contractors which may be left in public areas should be clean and free from contamination.
  • Contractors’ risk assessments and method statements should detail controls in place to minimise the risk of contamination through sharing of equipment.
  • Contractors should supply all the equipment required for the task they are undertaking.
  • If work lasts for more than 1 visit, all equipment should be removed from site or secured away from public areas.

 

COMMUNICATION

  • For the controls listed in this document to be effective, they must be adequately communicated to both staff and customers. A range of communication tools have been used to ensure the widest spread of the required information including email, website and the various social media platforms.

Staff

  • Staff will be inducted in the changes to standard operating procedures with regards to minimising the risks presented by COVID‐19, including social distancing, bookings, programme changes, hand sanitising and revised cleaning procedures.
  • First aiders will be updated on the changes to first aid provision, including guidance from UK Resuscitation Council.
  • The swim team at Splashpoint will appraised of the changes highlighted by Swim England and the RLSS.
  • The CEO of SDL is producing a number of instructional videos and conference team meetings to facilitate the cascading of information.

Customers and key user groups

  • Site managers will contact all stakeholders to inform them throughout the lead up to re-opening and as changes to the provision of services take place.

 

RISK ASSESSMENT REVIEW

  • As part of SDL’s response to the COVID‐19 pandemic the risk assessment will be reviewed:
  • When further guidance on the operation of leisure facilities becomes available.
  • Where an incident occurs that is covered by the risk assessment
  • On a monthly basis during throughout the pandemic at Senior Management Team meetings
  • Any amendments to the risk assessment will be reflected in an update of this document, and published via the Trust’s website.