Workplace Health and Safety
'Let us not love with words or speech, but with actions and in truth' (1 John 3:18).
We have a duty of care to provide a safe and healthy environment for everyone who walks onto our property, through the doors of our buildings, or attends and participates in any event that we organise.
The primary reason for workplace health and safety is to keep you and others safe.
The church council or governance body of your congregation or parish is considered to be a 'person conducting a business or undertaking' (PCBU). This is a broad term used throughout work health and safety legislation to describe all forms of modern working arrangements, commonly referred to as businesses.
A person who performs work for a PCBU is considered a worker. Government legislation considers every person who ‘works’ in your organisation to be a ‘worker’, regardless of whether they are a paid employee or a volunteer. We need to exercise the same level of care with everyone.
We also have a duty of care to provide a safe and healthy environment for everyone who walks onto our property, through the doors of our buildings, or attends and participates in any event that we organise.
Workplace health and safety (WHS) should be an agenda item for every church council or church/parish leadership meeting. Some congregations have a WHS calendar to help them ensure they consider everything they need to over the course of a year. You can download the ‘Example WHS Calendar for Congregations’ and ‘Manse Property Maintenance Schedule’ on the left.
It is important to stay informed about current WHS legislation and be aware of where to find relevant, up-to-date information.
Australia
Safe Work Australia is the national policy body responsible for developing and evaluating the model WHS laws, which are comprised of the model WHS Act, the model WHS Regulations and the model Codes of Practice. It also provides a guide to the model WHS Regulations.
Comcare administers the Commonwealth Work Health and Safety Act 2011 and Work Health and Safety Regulations 2011 and is the national regulator for work health and safety. Its site gives you access to both the regulations and the codes of practice under the act. Find out more
The model WHS laws have been developed for implementation by all jurisdictions (the Commonwealth, states and territories). However, these laws do not apply in a jurisdiction unless the jurisdiction has separately implemented them as its own WHS laws. Therefore, you will need to check your state or territory laws and regulations.
These sites provide state and territory legislation, codes of practice, information and resources:
Australian Capital Territory: www.worksafe.act.gov.au
New South Wales: www.safework.nsw.gov.au
Northern Territory: worksafe.nt.gov.au
Queensland: www.worksafe.qld.gov.au
South Australia: www.safework.sa.gov.au
Tasmania: www.worksafe.tas.gov.au
Victoria: www.worksafe.vic.gov.au
Western Australia: www.worksafe.wa.gov.au
Guides and resources
Safe Work Australia ‘The Essential Guide to Work Health and Safety for Volunteers’
Safe Work Australia ‘Managing Health and Safety’ information and resources
New Zealand
WorkSafe is New Zealand's primary workplace health and safety regulator: https://worksafe.govt.nz
WorkSafe NZ Managing Health and Safety information and resources: www.worksafe.govt.nz/managing-health-and-safety
Policies and procedures provide us with practical guidance to help us to care for and protect everyone. Our policies and procedures reflect the LCA’s core values and help us to reflect God's love to one another and all who come into contact with us.
LCA policies and procedures can be found on the LCA website Policies webpage. Many of these policies and procedures are relevant to the WHS area.
A specific LCA Work Health and Safety Policy is currently in progress.
SA–NT District Health and Safety Policy can be found on the SA–NT District website.
The Safe Work SA ‘Simple Steps to Safety’ is an easy-to-use, downloadable guide that congregations and parishes could use as a model.
Physical safety
To create a physically safe environment for your pastor, staff, volunteers, members and visitors, it is important to consider a whole range of areas.
These areas include office set up and ergonomics, ongoing monitoring and maintenance of your building and premises, disabled access, first aid, emergency procedures, and chemical storage.
It is also vital to have plans and procedures in place for emergencies, fire and bushfire safety, and extreme heat and cold.
An important area to consider is the office or workstation set-up for pastors and employees, if you have them. Whether they are working from the church or home, the workspace must be appropriate and should be checked regularly. For more information on working from home, refer to the 'Working from Home' section. See an example Office Risk Assessment in the downloadable resources to the left.
Factors that must be taken into account for a suitable office or workstation include:
- environmental conditions such as lighting, ventilation, temperature and noise
- correct set-up and use of computer, monitor, keyboard, mouse, etc
- adequate work desk or surface
- chair height and adjustability
- trip or slip hazards
- clear and unobstructed walkways
- emergency exits and signage
- telephone access
- internet access
- security
- access to and backup of electronic files
- electrical safety, including faulty cords, overloaded power boards and surge protectors
- secure filing cabinets and safe storage
- amenities such as toilets, tea and coffee facilities and kitchens.
The most common office injuries are caused by slips, trips and falls. Statistics show that office workers are 2 to 2.5 times more likely to suffer an injury from a fall than non-office workers. The most common causes of office falls include:
- slipping on wet floors
- reaching for something while sitting in an unstable chair
- tripping over loose carpeting, electrical cords, an open file drawer, or objects in walkways
- using a chair instead of a ladder
- poor lighting/visibility.
Another commonplace area of office workplace hazard is muscle strain, back and neck injuries from poor office ergonomics and posture, such as:
- repetitive movements increase pressure on nerves and irritate tendons
- sitting in awkward positions
- straining the neck to look at a computer screen that is too high or too low
- static postures and lack of breaks and stretching.
Resources
Working from Home Checklist, Setting Up Your Workstation infographic and information sheets: www.safeworkaustralia.gov.au/doc/working-home-checklist
Free Ergonomic Workstation Setup, Office Stretches and Manual Handling posters available from https://corporateworkhealth.com.au/free-ergonomic-manual-handling-ohs-posters/
Office work safety basics: https://www.worksafe.vic.gov.au/office-work-safety-basics
Office Hazards Identification Checklist and Office Safety Checklist: https://www.ohsrep.org.au/checklists_for_offices
Momentum Safety and Ergonomics video ‘Everything You Need to Know About Office Ergonomics’: https://momentumsafety.com.au/everything-you-need-to-know-about-office-ergonomics/
It is the responsibility of the church council or governance body to ensure that their premises, both buildings and grounds, are safe places to work and gather. This also includes the manse if you own one.
Inspections
The most effective way to achieve this is to ensure that regular and systematic inspections of the premises are conducted and appropriate actions are taken to manage risks, maintain and improve safety as a result.
Remember to document these in the minutes of the church council or governance body by clearly stating:
- the date the inspection was carried out
- any action points arising from the inspection
- priority if multiple actions are required
- actions undertaken
- date completed.
If you are using a rental property, notify the property owner or manager of anything that is unsafe and needs to be addressed. This should also be recorded in the minutes along with copies of any emails or letters.
An ‘Equipment And Premises Audit’ (CSE3-CE), as well as a ‘Checklist For Buildings And Equipment’ (CSE3-CB), is available in the Safety Management Online (SMO) resources. Your Safe Church Coordinator can provide you with a copy of these useful resources.
Signage
Australian Standards AS 1319:1994 and NZ Standards ISO 7010:2011 outline specific requirements for the design and use of safety signs intended for use in the occupational environment to regulate and control safety-related behaviour, prevent accidents, warn of hazards and provide emergency information, including fire protection information.
It is important to display appropriate signage if the physical safety of people in your building or on your premises may be compromised or at risk, such as warning or danger signs like ‘Caution: wet floor’ or ‘Trip hazard’. See the list of downloadable safety signs to the left.
It is also useful to display a sign showing who to contact and what to do if emergency repairs or maintenance are required. See the ‘Emergency repairs and maintenance’ sign in the list of downloadable signs to your left.
Resources
Safe Work Australia Code Of Practice Managing the Work Environment and Facilities
Momentum Safety and Ergonomics video: ‘How to Ensure Your Work Environment Doesn’t Have Hazards
The LCA is committed to bringing love to life and being a welcoming church for all. We want to ensure access, inclusion and safe participation for people with disabilities and varying degrees of mobility.
In 1992, the Disability Discrimination Act (DDA) in Australia made it mandatory for all establishments and service providers that are open to the public to take reasonable steps to provide access for people with disabilities.
A series of Disability Standards and Guidelines supplements the act. These provide more detail on rights and responsibilities regarding equal access and opportunity for people with disability. Standards are legally binding regulations set by the Attorney-General under the DDA. Guidelines (or ‘Advisory Notes’) are issued by the Commission to help people and organisations understand their rights and comply with their responsibilities under the DDA and accompanying standards.
Considerations for making your church premises accessible
- Provide designated car parking spots close to the building entrance.
- Ensure walking paths are as flat as possible and free of trip hazards.
- Ensure walkways and aisles are wide enough for wheelchairs and people using mobility aids such as walkers or crutches.
- Install the appropriate ramps where there are steps.
- Install disabled toilets.
- Ensure door widths allow for wheelchairs (a minimum of 850mm) and people using mobility aids such as walkers or crutches.
- Use visual aids such as tactile indicators near steps and stairways.
- An induction loop system could be installed for the hard of hearing.
- Have large print hymnbooks, service orders, notices, bulletins, etc. Ensure the font is an adequate size to project onto a screen.
- Provide adequate signage and directional signage for people with disability.
- Create wheelchair spaces in your main seating areas.
- Ensure the safe positioning or storage of walkers and other mobility aids during services and events.
- Establish procedures for the distribution of communion to people with disability or limited mobility.
- Ensure you have procedures in place for evacuating people with disability during emergencies.
Tips for maintaining accessible premises
- Do not lock accessible bathrooms while the premises are in use. Ensure accessible facilities can be reached via a continuous accessible path of travel.
- Do not use accessible bathrooms as storage areas.
- Avoid constructing temporary displays or storage areas that obstruct aisles or walkways. Ensure there are continuous accessible paths of travel around and within the premises.
- Maintain a continuous, accessible path of travel from designated parking spaces to the premises.
- Ensure that door handles, counter heights and lift buttons are within reach of a person using a wheelchair.
- Maintain adequate lighting levels throughout the premises.
- Do not allow surfaces to become dangerously worn or slippery.
Resources
Free printable wheelchair signs clipart-library.com
LCA list of ideas for ‘Worship with the Ageing’
Australian Human Rights Commission disability standards resources
Disability (Access to Premises – Buildings) Standards 2010
Standards NZ – design for access and mobility: buildings and associated facilities
Many congregations and parishes hire out their church and hall facilities to outside groups for meetings, functions and events, which can bring in some extra income. This can include one-off events, such as weddings or parties, or regular ongoing hire by a local community group.
It is essential to establish policies and guidelines about the purpose of the hire, building security, health and safety instructions, cleaning and insurance. It’s also vital to have documentation in place to protect the church from liability claims or costs from property damage.
A facility-hire policy document should be created to explain the terms and conditions for using the facility. When a group or individual requests to hire the facility, a hiring agreement form could be completed. This form should outline the required dates, purpose of use, type of event, number of attendees and required resources. The form should also provide a list of all the terms and conditions for facility use. Some churches include a cleaning and/or damage bond.
Include who the hirer’s responsible person will be and their contact details, as well as the name and details of the contact person for your congregation or parish and who to contact in case of an emergency.
The LCA South Australia – Northern Territory District has developed a template Facility Hire Agreement that congregations are welcome to use and adapt to tailor to their specific needs. You can find it on their website.
If you would like an editable copy of this template, contact the SA–NT District Office.
Terms and conditions of use
When hiring out your church facilities, consider the following when determining your terms and conditions of use:
- cost, deposits, payment deadlines and cancellation policy
- rules regarding alcohol consumption and smoking on the premises
- safe and appropriate use of equipment, including technical, audiovisual, cooking facilities and kitchens
- things that should not be touched or used on the premises, e.g. playgroup equipment
- what is or is not permissible when putting up decorations
- access to the premises, keys and security
- restricting access to some parts of the building
- behaviour, noise levels and supervision of children
- guidelines for cleaning after the event, including rubbish removal, and/or charges for cleaning
- securing the building and ensuring that all lights are turned off after the event
- guidelines for ensuring the facility is returned to the same condition it was provided in, and all equipment brought in is removed
- charges for damage to the property as a result of the event
- health and safety and fire regulations
- emergency procedure and contacts.
Insurance
The LCA Insurance website states that when a non-Lutheran group wants to hire or use your facilities, for example, a Girl Guides group, dancing group or sporting club, these groups must provide evidence of a current Public Liability policy of no less than $10,000,000. This is known as a Certificate of Currency. A Certificate of Currency ensures that the hirer is covered in case of incidents of injury or harm, and that the church is released from liability in such an event.
In cases of smaller outside users who do not hold insurance, it may be necessary to request that they sign an indemnity form to release the congregation from liability.
Notation must also be included in documentation sent to users to cover these contingencies. Users should be encouraged to endorse their liability policies to include your interests.
Hirer's liability is provided by your church’s public liability policy to individuals using your facilities for one-off events like a wedding or birthday party. Please note the user does not have to be a member or associate of the insured.
For further information or to contact them, see the LCA Insurance website.
Manse rental
If congregations and parishes want to rent out their manse, it is recommended that the rental arrangements be managed by a real estate company that will have registered property managers. The advantages of having your property professionally managed are that the agent is responsible for:
- rental payments by tenants
- property inspections
- the beginning and ending of rental agreements
- screening of potential tenants.
This ensures that everything is done lawfully, properly and in a timely fashion. It also takes the burden off your treasurer and governance body. Your congregation or parish will still be responsible for maintenance and repairs of the property as the property owner.
Remember to inform your insurer that a church property is being rented to an external user.
All workplaces are required to have a first aid kit that meets their needs and risks. Churches would be considered low-risk workplaces, so a basic workplace first aid kit should suffice. It is also recommended to have a portable first aid kit for off-site activities.
- First aid kits should be kept in a prominent and easily accessible location that is signed. (See the downloadable safety signs to the left for a ‘First aid kit’ sign.)
- They should be checked annually, and out-of-date items should be discarded and replaced. Have an inventory or checklist near your first aid kit so that you can sign off when it is checked and undated. See ‘First Aid Kit Checklist’.
- Incident report forms should also be available so that they can be used and completed when an incident occurs. An incident report form can be obtained from the Safety Management Online (SMO) resources. Your Safe Church Coordinator can provide you with this. Completed forms should be given to your coordinator.
- Records should be kept of any treatment given. See the First Aid Treatment Record resource on the left.
Workplaces need to have people trained in first aid. Find out who has current first aid training in your congregation or who is willing to be trained, and ask them if they would be prepared to be a 'first aider in charge’ if needed. Maintain a record of their names.
You will need to have a 'first aider in charge’ at congregation or parish events and activities, both onsite and offsite. A job description can be downloaded from the Professional Standards SMO resources.
Contact and medical information are required for children participating in your church programs. It is also good practice to have contact information on file for other vulnerable people in your congregation in the event of an emergency (e.g. older members). Refer to the First Aid Information Form on the left.
A Free Resuscitation Chart can be found at https://fireandsafetyaustralia.com.au/product/free-resuscitation-chart
Resources
Safe Work Australia information on first aid in the workplace, including a downloadable Model Code of Practice:
- www.safeworkaustralia.gov.au/safety-topic/managing-health-and-safety/first-aid
- www.safeworkaustralia.gov.au/doc/model-code-practice-first-aid-workplace
WorkSafe NZ information and resources on first aid in the workplace: www.worksafe.govt.nz/managing-health-and-safety/businesses/general-requirements-for-workplaces/first-aid
Hazardous chemicals are substances, mixtures and articles that can pose a health or physical hazard to people. They may be solids, liquids or gases.
Examples of hazardous chemicals that churches may have on their property include:
- cleaning products
- printer and photocopier toner
- paints and solvents
- insecticides, pesticides, herbicides and poisons
- gas cylinders
- fuel
- flammable liquids.
The first step is to identify any hazardous chemicals onsite and ensure they are clearly and appropriately labelled. For instance, legislation introduced in 2021 requires that all LPG bottles be clearly labelled with a warning sign indicating the serious hazards and risk to health when inhaled.
Establish and maintain a Hazardous Chemicals Register. Safe Work Australia has a register template, available at www.safeworkaustralia.gov.au/doc/hazardous-chemicals-register-template
Ensure that you complete a risk assessment for all hazardous chemicals and develop a risk management plan. See our Risk Management webpage for further information and resources.
Even when not in use, hazardous chemicals can still pose a risk, so they must be stored safely and correctly and locked away with appropriate signage, such as ‘Warning: hazardous substances’ and ‘Hazardous substances – first aid and emergency contact’ signs. Children should not be able to access them.
See the ‘Hazardous substances’ poster in the list of downloadable safety signs to the left.
A downloadable ‘Danger: hazardous chemicals’ warning sign can be found at https://museprintables.com/download/sign/hazardous-chemicals-danger
Keep up to date with work health and safety codes of practice and legislation.
Resources
Do your employees, volunteers and members know what to do in an emergency, and have they practised their response in an emergency drill?
It is important to have clearly visible emergency information signs displayed, including emergency contact numbers and directions to emergency-related facilities such as exits, fire and safety equipment or first aid facilities. See the ‘Emergency Information’ and ‘Emergency Exit’ signs in the list of downloadable signs to your left.
Different emergencies will require various types of responses, including evacuation and invacuation/lockdown.
Evacuation is the safe and orderly removal of all people from a building or premises, usually due to a fire or other incident within the building. Remain at a safe distance from the building in the evacuation assembly area until the all clear is given.
Emergency exits must be clearly signed with illuminated exit signs and kept free from any obstructions at all times.
Clear evacuation plan signs at least A4 size should be displayed in your building. An evacuation sign or diagram is a tool that can save lives. It shows the floor plan of a facility and provides emergency and evacuation information to advise people of:
- where they are in a facility, as indicated by the 'You are here' and how to escape an emergency via the nearest safe exit
- where fire equipment, such as fire extinguishers, hose reels, and fire blankets, is located
- where the first aid kit is located
- where the assembly area is located in relation to the facility and the pathway from the facility to the assembly area.
For a fire and evacuation sign and diagram (landscape template), see: www.qfes.qld.gov.au/planning-and-compliance/forms-and-templates (under ‘Building owners/occupiers’).
Invacuation/lockdown is used if moving outside would increase the risk or danger to people, such as a snake on the property, a bomb threat nearby or toxic fumes in the air. People inside the building are alerted about the emergency and are moved to the most sheltered and secure areas within the building. These areas should be away from external windows and other exposed areas. Exterior doors should be able to be locked if there is a security threat. Remain there until the all clear is given.
Resources
LCA Public Responses to Incidents Policy 05.03
Fire safety is important, as a range of factors can cause fires to break out in buildings, including faulty wiring, cooking and kitchen accidents and unattended candles. Churches and halls are considered commercial buildings, and there are strict laws about fire safety.
- You must have fire extinguishers, and these need to be regularly tested and tagged. Do staff and key volunteers know how to use them? Fire blankets are also required.
- Fire extinguishers, hoses and blankets need to be clearly signed and marked on your emergency evacuation plan. (See the downloadable safety signs on the left for fire extinguisher and fire hose posters.)
- Ensure that you have smoke detectors, whether hard-wired or battery-operated, and regularly check that they are functioning or if the batteries need to be replaced.
- Ensure your heating system is checked and cleaned if necessary, and any personal heaters are tested and tagged.
- Manses must also be checked for fire safety.
(See the Emergencies section for further information regarding exits and an emergency evacuation plan.)
Bushfire safety must be considered, as bushfires are a common hazard of the Australian summer. We have experienced some extreme bushfire seasons in recent years, and churches are not exempt from damage. Churches and manses, particularly those in high bushfire risk areas, should be bushfire-ready.
- Prepare a bushfire survival plan that outlines the steps your staff and volunteers need to take to ensure their safety. Include your local contacts/avenues for reliable information.
- Understand the fire danger ratings and be familiar with the meaning of different bushfire alert levels. This will help you decide when to use your bushfire survival plan.
- Identify neighbourhood or bushfire safer places close to your property. Note their location in the bushfire survival plan. These are refuges of last resort in the event the survival plan cannot be implemented. Consult the local fire service for a list of those in your area.
- Clean up outside, and keep outdoor combustibles to a minimum. Ensure dry foliage, such as fallen leaves, is cleared away, particularly from roofs and gutters. Trees overhanging buildings should be cut back where permitted.
- The safest option in a bushfire is to leave early. Don't wait until it’s too late.
Resources:
'Fire Safety Awareness in the Workplace'
‘Bushfire Safety For Workers’ free online learning module
Bushfire safety and survival for businesses and organisations in SA
Work should be carried out in an environment where the temperature range is comfortable for workers and suits the tasks they carry out. Air temperatures that are too high or too low can contribute to fatigue and heat- or cold-related illnesses.
The optimum comfort for sedentary work is between 20 and 26 degrees Celsius, depending on the time of year and clothing worn.
Workers carrying out work in extreme heat or cold must be able to carry out work without a risk to their health and safety, so far as is reasonably practicable.
Extreme heat
In Australia, heatwaves are not uncommon. Working in extreme heat is both a health and safety hazard. Working in hot conditions, either indoors or outdoors, can lead to various adverse health effects ranging from discomfort to serious illness.
If the body has to work too hard to keep cool, it starts to overheat, and a worker begins to suffer from heat-related illness, including fainting, heat rash, heat cramps, heat exhaustion, and heat stroke. Working in heat can also cause headaches, dehydration, reduce concentration and can even change the way your medications work.
When working outside, there is also a risk of exposure to ultraviolet radiation from the sun, even when it’s cloudy. Sun exposure can cause permanent and irreversible damage to the skin.
Workplaces must have measures in place to prevent heat- and sun-related illness and injury, including:
- working indoors (where possible)
- providing adequate cooling and ventilation to indoor work areas
- providing drinking water and encouraging workers to stay hydrated
- postponing outside work or scheduling it for the cooler parts of the day
- taking frequent rests out of the sun
- providing shade, shelter and sunscreen
- requiring that outside workers wear hats, sun-protective clothing and sunglasses.
Extreme cold
If the body has to work too hard to stay warm, it causes shivering, numbness, fatigue, loss of coordination and difficulty in thinking clearly. Prolonged exposure to cold can result in hypothermia, a serious condition that requires immediate medical attention.
Workplaces must have measures in place to manage the risks to health and safety caused by exposure to extreme cold, including:
- working indoors (where possible)
- providing adequate heating to indoor work areas
- providing warm beverages
- postponing outside work
- taking frequent short breaks in a warm, dry place to warm up
- providing shelter and protection
- requiring that outside workers wear warm and waterproof clothing.
Resources
Safe Work Australia:
- Model Code of Practice: Managing the work environment and facilities
- Working in heat
- Heat and UV
- Working outside: bad weather, sun, heat, cold, air pollution and bushfires
WorkSafe NZ:
Asbestos was once widely used in Australia in more than 3,000 different products, including fibro, flue pipes, drains, roofs and gutters in buildings. A total ban on asbestos came into effect in Australia on 31 December 2003 and in New Zealand in 2016. It is illegal to produce, use or import asbestos from another country.
Asbestos becomes a health risk when its fibres are released into the air and breathed in. Breathing in asbestos fibres can cause asbestosis, lung cancer and mesothelioma.
If you have a building (e.g. church, hall, manse) constructed or renovated before 1990, it likely has some form of asbestos-containing materials (ACMs).
If you are unsure whether asbestos is present in your buildings, an asbestos survey is recommended to help you identify the following:
- if asbestos is present
- the condition the asbestos is in
- how to manage the asbestos risk.
To find a licensed asbestos assessor, you can call or visit the website of the workplace health and safety regulator in your state or territory. The asbestos assessor will ensure that all buildings and facilities are inspected. For contact information, see: www.safeworkaustralia.gov.au/law-and-regulation/whs-regulators-and-workers-compensation-authorities-contact-information
If asbestos is found, they will ensure that these locations are identified on a site map, approved signage is placed appropriately in buildings where asbestos has been located, and a system of warning/notice is activated for all people who are engaged to work on the buildings and premises, such as contractors and working bees. They will also activate an ongoing inspection schedule of the buildings and facilities.
People must not handle asbestos unless they have been trained and hold a current and appropriate license for the type of work being done.
See an Asbestos Register template in the downloadable resources to the left and the downloadable signs list for a ‘Caution: may contain asbestos’ sign.
Resources
Further information and resources on asbestos and the risk management of asbestos
Model Code of Practice: How to manage and control asbestos in the workplace
Personal safety
Workplace health and safety is not just about the physical environment of the church; your personal safety is important too, as is the personal safety of every other person in your church environment. Churches have a duty of care to consider, respect, support and care for each individual and to create an environment where personal safety is promoted and fostered.
This includes work hygiene, psychological safety, bullying and harassment, as well as personal protective equipment.
Risk assessments must be conducted before all activities and events organised by your church, not just those involving children.
Risk assessments are an important tool to help you minimise incidents and accidents and keep people safe. This includes working bees, barbeques, fetes or fairs, progressive teas, outdoor carols, etc (see Risk Management for further information and resources).
Psychological safety is 'a team climate characterised by interpersonal trust and mutual respect in which people can learn and become their full contributing selves' (Amy Edmondson, Harvard Business School professor).
It’s important because humiliation, blame and criticism create churches where the pastor, staff and volunteers are filled with fear. This kind of psychologically unsafe environment doesn’t bring out the best in people.
When you have psychological safety in the workplace, people feel comfortable being themselves and bringing all the gifts, talents and experience they can offer to the table.
Studies on psychological safety point to the wide-ranging benefits of addressing this matter, including increased confidence, creativity, trust and productivity. A 2017 Gallup report found that if organisations increase psychological safety, it makes employees more engaged in their work and can lead to a 12 per cent increase in productivity. This would no doubt also apply to volunteers.
Some other common psychological hazards that might create stress for pastors, staff or volunteers and threaten psychological safety include:
- long or unusual hours
- absence of feedback and appreciation
- poor or inadequate training and supervision
- work you don’t know how to do
- work that lacks variety
- unfair treatment, e.g. discrimination, bullying and harassment (see next tab on bullying and harassment)
- lack of communication
- poor or unsuitable work areas or equipment
- inadequate self-care or life balance (see Health and Wellbeing).
The LCA offers a Church Worker and Family Wellness and Support Program for pastors and employees of the LCA and their immediate families (living at the same address). For more information, click on the link to the left.
Resources
Amy Edmondson TedTalk on ‘Building a psychologically safe workplace’ TEDxHGSE (YouTube)
Seminar on ‘Psychological health and safety in the workplace’: Dr Peta Miller discusses Safe Work Australia’s national guide (YouTube)
Comcare provides information and resources on psychosocial hazards, including the National Model Code of Practice: https://www.comcare.gov.au/safe-healthy-work/prevent-harm/psychosocial-hazards
The People At Work website provides useful resources and training in Psychological Safety: www.peopleatwork.gov.au/webcopy/resources
Australian Human Rights Commission provides information and statistics: https://humanrights.gov.au/our-work/1-mental-health-workplace
The R U OK website provides resources for asking ‘Are You OK?’ at work and building a psychologically safe workplace culture: www.ruok.org.au/work
Worksafe NZ workplace mental health information and resources: www.worksafe.govt.nz/topic-and-industry/work-related-health/mental-health
NZ Mental Health Foundation resources for workplaces, including free online training: https://mentalhealth.org.nz/workplaces
State-specific resources
SafeWork NSW Code of Practice on 'Managing psychosocial hazards at work’: www.safework.nsw.gov.au/resource-library/list-of-all-codes-of-practice/codes-of-practice/managing-psychosocial-hazards-at-work
WHS Queensland ‘Preventing and managing risks to work-related psychological health’: www.worksafe.qld.gov.au/__data/assets/pdf_file/0015/52431/managing-work-related-stress1.pdf
SafeWork SA ‘Psychological Hazards: www.safework.sa.gov.au/workplaces/psychosocial-hazards
WorkSafe Victoria guide: www.worksafe.vic.gov.au/work-related-stress-guide-employers
Commerce WA: ‘Mentally healthy workplaces codes of practice’: www.commerce.wa.gov.au/worksafe/mentally-healthy-workplaces-codes-practice
Bullying and harassment can happen in any kind of workplace, including a church. Churches have a responsibility to provide a safe workplace, which means one that's free of bullying and harassment for pastors, staff, leaders and volunteers. As Christians, we are called to a higher standard in this regard, as our actions are a powerful witness to the gospel.
The LCA is committed to the prevention of physical, psychological, sexual or spiritual harassment or abuse or the perception of harassment or abuse in the life of the church. The church considers any form of harassment or abuse to be unacceptable, and it will not be tolerated under any circumstances. See the LCA Prevention of Harm, Harassment and Abuse Policy at www.lca.org.au/policies
Bullying and harassment are repeated and unreasonable behaviours directed towards a worker or group of workers that offend, humiliate, intimidate or undermine the person, so that it creates a risk to health and safety. It can be overt, covert or subtle. Bullying and harassment are often part of a pattern of behaviour, which alone may be relatively minor but cumulatively can have serious psychological and physical effects on a person.
Taking steps to prevent it from occurring, confronting the issue if it does happen, and responding quickly are the best ways to deal with it.
Some types of workplace bullying and harassment include:
- aggressive or threatening behaviour
- sexual harassment, such as making unwelcome advances, requests or unwelcome conduct
- offensive, belittling or hurtful comments
- spreading rumours, gossip or innuendo
- harassment via social media, text or phone calls
- teasing and being made fun of, or practical jokes
- pressuring to behave inappropriately
- unreasonable work demands.
What isn't workplace bullying?
Reasonable performance management carried out reasonably is not bullying. An employer can manage the quality of a person’s work, direct and control the way work is carried out, make decisions about poor performance and take disciplinary action if needed.
Prevention of bullying and harassment
Under legislation, employers have a ‘positive duty’ to take a proactive approach to prevent a harmful or hostile work environment. This is much more than hoping and praying that it won’t happen. Persons conducting a business or undertaking have a duty to eliminate or minimise the risk of bullying, harassment and sexual harassment at the workplace. Church leadership must consider them as workplace health and safety concerns, then plan how these issues will be dealt with and how the risks will be managed and minimised. They must be active in promoting and fostering safe, respectful and inclusive workplaces, as opposed to merely having a short-term ‘reactive’ response when issues arise.
Here are some practical steps you can take to prevent workplace bullying and harassment:
- Develop and implement bullying and harassment policies.
- Create a positive, supportive and respectful workplace culture.
- Establish a safe physical and online work environment.
- Provide information and training on preventing bullying and all forms of harassment.
- Establish good and open lines of communication and engagement.
- Regularly check in with or talk to your workers, both staff and volunteers.
- Implement safe work procedures.
- Address disrespectful, unwanted or offensive behaviour early.
- Encourage church workers to report any bullying or harassment.
- Implement a procedure for dealing with complaints.
- Respond quickly to reports of bullying and harassment.
- Confront any issues that arise, and take appropriate action.
Leading by example
Your leaders establish the tone and culture of your workplace and should be role models of respectful behaviour. They set the example in their attitude towards and support of the prevention of bullying and harassment in all its forms. Leaders must understand the impact that their words, actions and behaviours have. In other words, the ‘leadership shadow’ that they cast. See the Respectful Workplace website for more information.
There are three important dimensions of leadership to focus on:
- Lead yourself – leaders are accountable for their own actions.
- Lead your people – leaders are accountable for those they lead and influence.
- Lead your organisation – leaders are accountable for shaping culture.
Consider how you can foster and encourage a safe, respectful and inclusive workplace in all three dimensions.
Resources
Fair Work information on bullying, sexual harassment and discrimination: www.fairwork.gov.au/employment-conditions/bullying-sexual-harassment-and-discrimination-at-work
The Positive Duty in the Sex Discrimination Act fact sheets, resources, videos and webinars: https://humanrights.gov.au/our-work/sex-discrimination/positive-duty-sex-discrimination-act
Fair Work Commission free ‘Workplace Sexual Harassment’ training: https://learn.fwc.gov.au/local/catalogue_search/module_overview.php?id=13
Free eLearning mini courses and fact sheets on sexual harassment: www.respectatwork.gov.au/education-and-training
Information and resources for creating safe and respectful workplaces: www.respectatwork.gov.au
Safe Work Australia information on sexual harassment: www.safeworkaustralia.gov.au/safety-topic/hazards/workplace-sexual-harassment
Safe Work Australia information on bullying: www.safeworkaustralia.gov.au/safety-topic/hazards/bullying
Employment NZ information on bullying, harassment and discrimination: www.employment.govt.nz/resolving-problems/types-of-problems/bullying-harassment-and-discrimination/
WorkSafe NZ information and resources on sexual harassment and bullying, including policy templates: www.worksafe.govt.nz/topic-and-industry/bullying/ https://www.worksafe.govt.nz/topic-and-industry/sexual-harassment/
There is a need to promote good hygiene and have procedures in place to help prevent the spread of germs and infections, such as cleaning work surfaces, washing hands properly and using sanitisers.
Research has shown that the average work desk contains 400 times more germs than a toilet seat. Cleaning workstations regularly with sanitiser helps reduce bacterial contamination, particularly during the height of the cold and flu season.
Research also shows that the handle of a common kitchen kettle in a shared office harbours 2,483 germs per square inch. Churches need to ensure that thorough cleaning and sanitising take place regularly in communal areas, like shared kitchen and toilet facilities.
Promoting proper hand washing and sanitising is important. Posters can be prominently displayed near hand-washing facilities to foster correct handwashing. The WHO International ‘How To Handwash’ poster can be downloaded here.
Discouraging ‘presenteeism’ is important for good hygiene. Presenteeism refers to people attending work when they are not physically or mentally well. Pastors, employees, volunteers and members should not ‘soldier on’ when they are sick or turn up to work, meetings and activities if they are feeling unwell. They should be encouraged to stay home until they are better.
Resources
Personal protective equipment (PPE) refers to anything used or worn to minimise risk to a person’s health and safety. This may include, but is not limited to:
- face masks
- gloves
- protective eye wear such as goggles or safety glasses
- hard hats
- footwear such as safety shoes or boots
- ear plugs
- sunscreen
- sun protective hats, clothing and sunglasses
- high visibility clothing
- safety harnesses.
Appropriate PPE should be used by pastors, employees, contractors and volunteers to minimise risk to work health and safety and must be suitable for the nature of the work and any hazard associated with the work.
Some examples of when PPE should be used in a church environment include working bees, catering, painting, building maintenance and gardening.
It is common to find that PPE is not being used properly, if at all, and when it is, it may not be used for the entire time it is needed. This might be because the PPE is not comfortable, or it impedes vision or movement. However, PPE is vital in preventing injury and keeping people safe.
When planning events and undertaking risk assessments, it is crucial to include, communicate, promote and ensure that the correct PPE is used and at the right time.
PPE is most effective when used with other risk control measures or when no other safety measures are available.
Resources
A risk assessment is not about creating huge amounts of extra paperwork, but rather about identifying sensible and proactive measures to control risks during the activities and events that take place in your congregation or parish. The aim is to make them as safe as possible. Risk assessment should be an integral part of your every undertaking.
Developing a risk assessment should not be the work of one person. Although the team leader will submit the assessment for approval, all those involved in organising a particular activity or event must be included in the risk assessment process. This ensures they have an awareness and understanding of both the risks involved and the action plans to control or mitigate those risks. Additionally, by drawing on the knowledge, experience and ideas of the whole team, you will be more likely to identify all the risks and choose effective control measures.
Below are some examples of the sorts of church-based activities and events for which an activity risk assessment is appropriate. Once completed, risk assessments should be submitted to your Safe Church Coordinator, seeking permission to proceed with the activity or event. The Safe Church Coordinator should also keep your church or parish council up-to-date.
All completed and approved risk assessments should be kept on file. Risk assessments for normal and continuing activities will need to be reviewed and updated regularly (usually annually), especially if changes occur. Risk assessments for special events must be updated every time the event is held to ensure that all information is current, alterations and additions are considered, and everything is covered.
Normal activities
- Worship services – English-speaking and non-English speaking (e.g. signage in other languages)
- Online activities
- Church office work environment and working from home situations
- Sunday school, kids' church, Messy Church
- Youth group – on and off church premises
- Playgroup, Mainly Music
- Small group activities (especially if children are involved)
- Retirees' or seniors’ activities
- Men’s shed
- Women’s guild/fellowship activities
- Providing food hampers, freezer meals
- Café (if you have one)
Special events (see Event Management)
- Working bees (See Working Bees)
- Fairs, fetes and fun days
- Fundraising activities and events
- Catering
- Community lunches or dinners
- Concerts
- Courses, seminars, workshops and conferences
- Christmas carols
- Christmas and Easter plays and productions
- Online events
- Bus trips or road trips
- Camps and retreats
- Mission trips and activities – in Australia and overseas
Food handling and hygiene
It is good to remember that doing things for the glory of God can be as straightforward as doing them properly and well. Just as we handle the food we prepare for others.
When it comes to food hygiene, it means handling, preparing and storing food and drink in a way that best reduces the risk of others becoming sick from foodborne bacteria, germs and diseases. The principles of good food hygiene and handling aim to prevent food from becoming contaminated, causing food poisoning or illness.
The CSE3-RF Safe Food Handling resource is available in the Professional Standards Safety Management Online (SMO) resources. Your Safe Church Coordinator can provide you with a copy of this useful resource.
Much of food handling hygiene is good common sense, but it’s important to consider the steps to good hygiene and plan ahead when working with food.
- Wash and dry your hands thoroughly. Clean hands are essential for working in a kitchen environment, and they’re one of the best ways to prevent the spread of germs and bacteria. Adhere to proper hand-washing guidelines.
- Have a dedicated sink set aside just for hand washing.
- Wet your hands under warm running water and lather them with soap.
- Thoroughly scrub your fingers, palms, wrists, the backs of your hands and under your nails for about 20 seconds, then rinse your hands under warm running water.
- Turn off taps using a paper towel or your elbow.
- Dry your hands with a hot air dryer or a single-use towel.
When should you wash your hands?
- Before you start handling food or go back to handling food after other tasks.
- Before working with ready-to-eat food after handling raw food.
- After smoking, coughing, sneezing, using a handkerchief/tissue, eating or drinking, touching your hair, scalp, eyes, nose, etc.
- After using the toilet.
- After handling cleaning chemicals or refuse and waste materials.
- After touching animals or children.
The WHO International ‘How to Handwash’ poster can be downloaded here
- Dress hygienically. Prepare properly to work in a kitchen environment.
- Tie your hair back or wear a hair net.
- Wear a clean apron and clean clothing.
- Remove any loose jewellery.
- Wear closed-in shoes with slip-resistant soles to protect you and your feet in case of spills or breakages.
- Cover any open cuts, wounds or sores. Bandages and dressings should be completely covered with a waterproof covering.
- Practice personal hygiene. Keep in mind that you are handling food that others will eat.
- Do not handle food if you are sick or have any cold, flu or viral symptoms.
- Do not eat, spit, smoke, sneeze, blow or cough over food or surfaces that touch food.
- Avoid touching your hair, scalp, eyes, nose, etc.
- If you are wearing gloves, change them when changing tasks or if they are damaged.
- Taste food with a clean spoon. Do not use your fingers.
- Do not touch ready-to-eat food with your bare hands; use tongs and/or gloves.
- Do not handle food if you think you could contaminate the food in any way. Tell your supervisor if you have handled food that might now be contaminated.
Resources
Food Standards Australia New Zealand offers information for charities and community organisations, including fact sheets on health and hygiene.
Australian Institute of Food Safety ‘A Food Handler's Guide to Personal Hygiene’
Victorian Department of Health's ‘Personal hygiene for food handlers’ offers information, resources and free online training.
Ensuring that food is safe for human consumption is the most critical part of the food preparation process.
Clean:
- Clean as you go and ensure that you frequently sanitise your cooking area.
- Chopping boards, utensils, surfaces and other equipment should all be cleaned and sanitised before use and when changing the type of food being worked with.
- Keep cloths and towels used for cleaning separate from the ones used for handling food.
- Keep dirty dishes away from clean dishes or food that is being prepared.
- Wash fruit and vegetables before use
Separate:
- Avoid cross-contamination by keeping raw meat, poultry, seafood and eggs separate from all other foods.
- Use colour-coded chopping boards and equipment to prepare foods separately.
- Pay special attention to potentially hazardous foods and foods that may contain allergens.
Cooking:
- Cook food at the correct temperature for the appropriate time to ensure most of the bacteria is destroyed.
- Thorough cooking of meat means achieving an internal temperature of 74°C to 88°C. This can be measured using a special meat thermometer.
Chill:
- Always thaw food in the refrigerator. Food should not be refrozen once thawed.
- Refrigerate ingredients before preparation and return them to the refrigerator if your work is interrupted or you need to take a break.
- Return prepared food to the refrigerator if it is not going to be cooked or served straightaway.
- Leftovers should be cooled to 4°C within 90 minutes of cooking and refrigerated or frozen.
- Mark foods that are to be frozen with the date that you freeze them and the ingredients used.
Resources
Information and resources from Food Standards Australia and NZ, including fact sheets on sausage sizzles and barbecues, and transporting, preparing, cooking and labelling food
Poster and other free resources to download from the Food Safety Information Council
Online food safety courses:
Food allergies and food intolerances can be unpleasant, harmful and life-threatening for those concerned. They need to be catered for and managed properly when providing food for others.
- Ensure you are aware of the allergies and dietary intolerances of the people you are cooking for.
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Ensure you provide a section on any registration form for individuals to list their food allergies and intolerances, and include a phone number for them to call and discuss their dietary needs with the person in charge of catering.
- Prepare their food separately and appropriately. Keep their food separate.
- Carefully read and check the labels on any pre-packaged food that you buy.
- Contact the person concerned or their caregiver if you have any questions.
- If they have been prescribed an adrenaline/epinephrine autoinjector (EpiPen®), ensure that they bring it with them.
- Label any food that you provide for people with allergies and intolerances, with exactly what you have catered for, e.g. nut-free, gluten-free and dairy-free.
- Make sure you have a list of all the ingredients used.
Resources
Alternative workplaces
Churches/employers have a duty of care to ensure the health and safety of their church workers, even when they are working in alternative places rather than on the church premises.
The post-pandemic working environment in Australia and New Zealand has seen a rise in flexible working arrangements, with more people working from home. Some church workers were already doing so, and some are now continuing to work their hours from home. Others are working a combination of both office hours and remotely from home.
Under the model workplace health and safety laws, each church/employer has a duty of care for the health and safety of their church workers and others at the workplace; this duty of care still applies even if they work from home.
Many church workers travel as part of their work. Travel for work purposes also falls under workplace health and safety legislative requirements. This means that the church/employer must do all it can that is reasonably practicable to manage the risks associated with the use of vehicles, both on public roads and on private property.
Many church workers work from home at least part of the time. Manses provide a study or office for the pastor. There has been a growing trend towards a hybrid workplace where church workers undertake some of their work at home but also come into the office regularly for face-to-face interaction with colleagues or for meetings, activities, programs and tasks that cannot be done at home or carried out as effectively via technology.
Whether working from home is reasonably practicable for all or a portion of your church workers’ hours will depend on several things: the specifics of your church or parish, the church worker’s role, the facilities available for them to work remotely, and the ability for them to do their work safely from home.
If work can be completed at home and any risks that arise from working remotely can be effectively managed, working from home arrangements can be negotiated. Any ongoing working from home arrangements must be developed through consultation between the church/employer and the church worker.
In deciding whether working from home is appropriate, you should consider:
- each individual church worker's role
- suitability of work activities
- effectiveness and expectations
- management of workload, programs and working hours
- workstation set up and equipment
- access to appropriate work tools, for example, internet access
- surrounding environment such as ventilation, lighting and noise
- home environment such as partners, children and pets
- communication requirements such as frequency and type
- supervision and support
- safe working procedures and training requirements
- security needs and protocols
- mental health and wellbeing of the church worker.
For more information on setting up a home office, refer to Office Set Up and Ergonomics under the Physical Safety section.
Resources
Comcare 'Working From Home Checklist'
Safe Work Australia working from home information, including state and territory links and resources
Fair Work Australia has a ‘Flexible Working Arrangements' best practice guide for employers and managers
Churches/employers must consult with their church workers on working from home arrangements.
To minimise risks associated with working from home, churches/employers should:
- Provide guidance on a safe home office environment, including what an ideal workstation set-up looks like.
- Require workers to familiarise themselves and comply with good ergonomic practices, consistent with any policies and procedures.
- Ensure work security needs and protocols are met.
- Require workers to complete a workstation self-assessment checklist and provide their responses (see 'Office set-up and ergonomics' for a checklist).
- Discuss work patterns and schedules.
- Inform workers on why and how to avoid being sedentary all day.
- Allow workers to borrow any necessary workstation equipment from the office to take to their home, as agreed.
- Maintain regular supervision of and communication with workers.
- Provide access to information and support for mental health and wellbeing services, like the Employee Assistance Program (EAP) (see 'Managing mental health working from home').
- Establish procedures for notifying incidents, injuries and changes in circumstances.
If necessary, workers can be consulted for an inspection of their home work environment to ensure it meets health and safety requirements. This can be achieved through virtual means, such as photos or a video, or a physical inspection.
Resources
Church workers have health and safety obligations to minimise risks when working from home, including:
- Follow reasonable health and safety policies, procedures and instructions put in place by your employer.
- Complete a workstation self-assessment checklist and provide your responses if required (see 'Office set-up and ergonomics' for a checklist).
- Follow procedures about how work is performed.
- Fulfil work security protocols.
- Use the equipment provided by the workplace as per the instructions given, so it is not damaged or misused.
- Maintain a safe work environment, such as a designated work area, moving furniture to ensure comfortable access, providing adequate lighting and ventilation, repairing any uneven surfaces or removing trip hazards.
- Manage your own in-house safety, such as keeping a fully stocked first aid kit, maintaining electrical equipment, and installing and maintaining smoke alarms.
- Notify the employer about any risks or potential risks and hazards.
- Report any changes that may affect their health and safety when working from home.
- Work within established guidelines and negotiated agreements.
You may be consulted by your church/employer for an inspection of your home work environment to ensure it meets health and safety requirements. This can be achieved through virtual means, such as photos or a video, or a physical inspection.
Working from home can pose psychological risks that differ from those in an office or your regular workplace. A psychosocial hazard is anything in the design or management of work that causes stress. Some psychosocial hazards that may impact a worker’s mental health while working from home include:
- being isolated from colleagues and support networks
- less oversight and support from supervisors
- changes to work demands
- low job input
- lack of communication
- not having clear boundaries between home life and work life
- fatigue
- poor environmental conditions. For example, an ergonomically unsound workstation or high noise levels, interruptions and distractions.
Good communication with your church worker is especially important when they are working from home. Maintain regular and clear communication with them to set realistic and clear instructions on workloads, roles and tasks. to monitor work levels and establish that work can be successfully completed from home.
Work tasks and ways of working should be adjusted as appropriate with negotiation and agreement between the church/employer and the church worker.
Steps churches/employers can take to manage risks to a church worker’s mental health when they are working from home (where reasonably practicable) include:
- providing information about mental health and other support services available to them, such as supplying contact details for the Church Worker and Family Wellness and Support Program for pastors and employees of the LCA and their immediate family (living at the same address)
- maintaining regular communication with them and encouraging colleagues to stay in contact with each other
- offering them flexibility where possible, such as with their work hours
- ensure they continue to access their workplace entitlements, including breaks, standard hours and any agreed to flexible work arrangements
- making sure they are effectively disengaging from their work and logging off at the end of the day
- responding appropriately to signs they may be struggling, such as changed behaviour
- informing them about their entitlements if they become unfit for work or have caring responsibilities.
For more information and resources on managing mental health, see Psychological Safety and Health and Wellbeing.
Vehicles used for work purposes are considered a workplace, so churches/employers and workers should be aware of the hazards of driving vehicles and working around them.
Australian state and territory work health and safety and road safety authorities have collaborated to develop a ‘Vehicles as a Workplace’ national guide, designed to support individuals and organisations who use vehicles for workplaces on Australian and New Zealand roads.
We know that road trauma can leave a devastating impact on families and communities, and while we cannot prevent all accidents, we can work to mitigate the risks involved. From ensuring vehicles used for work purposes are roadworthy and serviced regularly to allowing plenty of time between destinations to enable safe travel and following road rules, congregations and parishes can support those serving them to keep safe on the roads.
Sensibly planning journeys before driving can mitigate some of the risks to pastors, employees and volunteers. These include:
- scheduling trips to avoid fatigue, such as planning rest stops, sharing driving and encouraging overnight stays after all-day meetings
- avoiding driving when sleepy or unwell
- avoiding times when travel may be more risky due to weather conditions or the presence of wild animals, etc
- allowing sufficient time to avoid pressure to speed
- avoiding certain roads or intersections and selecting safer, higher-standard roads
- ensuring that the driver can navigate with minimal distractions
- ensuring any equipment or goods are adequately restrained or stored so they will not pose a hazard to other road users or vehicle occupants.
Resources
Austroads webinar on Vehicles as a Workplace
The Australian Government Office of Road Safety site offers information on workplace road safety and a range of useful fact sheets
Working bees
Many congregations and parishes organise working bees to help with the maintenance and improvement of church facilities and property, or to focus on special projects. There are good reasons to hold a working bee.
A lot can be accomplished with a group of willing volunteers. With many hands, you can do things that aren't possible alone and complete them in a shorter time. You have the benefit of a variety of skills, abilities and ideas. Plus, it’s a great way to build relationships and grow community.
However, it is important that working bees are properly planned, organised and run. If you want to have a working bee, there are some things you will need to consider.
Appoint a supervisor
Someone needs to oversee the working bee on the day.
You could have multiple people overseeing different tasks, but there should be at least one supervisor. Their sole responsibility is to make sure that people are working safely, within their skill set and fitness level, with the right tools and the right protective equipment.
Have a plan
Develop a list of tasks and map out the steps required to complete them. Be organised so that people feel that their time is not being wasted.
Work out exactly what tools and materials will be needed so that you have everything you require on the day to ensure it runs smoothly. Check with your congregation or parish members to see what they can bring themselves. Determine if there is anything you may need to hire.
The last thing you want is to have willing workers show up but nothing for them to do, so plan for work that is simple enough for anyone to do, as well as work that may require more skills.
Include some time for breaks in your plan.
There is a ‘Working Bee Checklist’ that can be downloaded on the left.
Have a backup plan
If there are outdoor tasks to be completed, consider what you will do if the weather turns bad (i.e. too hot, cold, wet or windy).
Are there jobs that can be done inside? At what point would you consider cancelling the day? How would you let people know? When could you reschedule it?
See Extreme Heat or Cold for more information about weather extremes.
A working bee provides many opportunities for injuries and accidents, but it also allows the opportunity to make your church or parish property a safer place to be. Your congregation or parish has a moral and legal obligation to ensure the health and safety of its volunteers. It is vital to ensure that your workers are as safe as possible during the working bee.
Ensure that all volunteers receive a thorough safety and information briefing at the start of the day. Have the supervisor brief any late arrivals.
Volunteers will need to sign in upon arrival and sign out upon departure so that you are aware of who is present at all times in case of an emergency. There is an example ‘Working Bee Sign-in and Briefing Form’ to the left.
Complete a risk assessment
Any risks and hazards associated with working bee tasks should be identified and assessed. Appropriate risk management strategies should be put in place to eliminate or minimise the risk to participants.
Keep your risk assessments on file. There is no need to reinvent the wheel each time you organise a working bee. Simply monitor, review and modify your risk assessment for each working bee, making changes when required.
Refer to your risk assessment when debriefing after the working bee. Recognise lessons that can be learned from what went well and from near misses or fails. Evaluate how things may be done differently next time.
Speak with the Safe Church team, who will help you through the risk assessment process and have access to the SMO online resources and forms. The CSE3-RF CSE3-SS ‘Safety Information and Risk Assessment’ form is available in the Safety Management Online (SMO) resources. There is an example ‘Working Bee Risk Assessment’ form to the left.
Using tools and equipment
Checks should be carried out on the equipment used.
Training must be provided to volunteers on the use of equipment unfamiliar to them. Only let people who have the right training, the right equipment and the right skills work with power tools. It is recommended that working bee volunteers only use their own power tools and not those belonging to others.
Lifting and manual handling
If your volunteers are going to be lifting and carrying things, attention must be given to the correct procedure for manual lifting and handling. This is an area where accidents and injuries often occur.
A free manual handling poster is available from Corporate Work Health.
Working at heights
Special care should be taken where people need to work at heights. This is an area where accidents and injuries are common.
You are required under workplace health and safety regulations to take all the necessary steps to prevent falls. This is particularly relevant when people are working on roofs, cleaning gutters, changing light globes or performing other work with buildings that have high ceilings. If your roof is made of fragile material, you should not allow unqualified people to access it and install appropriate signage.
You are also required to provide safe, suitable and stable ladders and working platforms that meet the Australian standards. If people are going to use ladders or platforms, it is the church's responsibility to ensure that each one is inspected before use and that they are in good condition and meet the requirements. Don’t be afraid to ask someone to take their rickety old ladder away. Ensure that people using ladders adhere to proper ladder safety.
For more information on ladder safety, see www.safework.sa.gov.au/workplaces/plant-tools-and-vehicles/ladders
For particular jobs, you may need to provide a safety harness or a safety belt that attaches to a secure anchor point. It may be best to hire a professional with the right skills and equipment to undertake the job.
Learn the skills and areas of interest people have and allocate tasks accordingly. Getting the gardeners to do the gardening and the handymen and handywomen to work on the shed may seem obvious, but it definitely makes for better results.
Consider the age and fitness level of your volunteers when you match them to tasks. Ensure that the task is appropriate and that they are capable of performing the work safely.
Any children at the working bee must be supervised at all times.
Let people know what they should wear
People need to dress appropriately and bring the right gear. This is easier if they know beforehand what tasks they will be doing.
Basic items to wear include:
- sun protection – hat, sunglasses, long sleeves and sunscreen
- sturdy enclosed shoes – no thongs
- work gloves.
Let people know what they need to bring
You may need people to bring tools from home. Coordinate this to ensure you get a good selection that is appropriate for the planned tasks.
Tools may include:
- gardening tools such as pruning shears, trowels, spades, pitch forks, rakes, mattocks and wheelbarrows
- building tools such as hammers, saws, ladders and power tools
- painting tools such as paint brushes, rollers, paint trays, drop sheets and platforms
- cleaning tools such as brooms, mops, window cleaners, cloths and buckets.
Personal protective equipment (PPE)
Ensure that people are wearing appropriate PPE for the tasks you are asking them to do, such as wearing gloves, eye protection and a face mask when scattering mulch or working with chemicals. Consider whether you may have to provide some basic PPE for the working bee. See Personal Protective Equipment for more information.
If people are using power tools or performing tasks that require more specialised PPE or clothing, such as using chainsaws or welding, ensure they bring their PPE with them and that they are wearing it.
Food and drink
Ask people to bring their own water bottles and provide plenty of water for refills.
Consider whether you will provide food and/or beverages or ask your volunteers to bring their own lunches, thermoses and snacks.
Many churches like to provide morning tea, lunch or afternoon tea at working bees. If you do, you must ensure that your food handlers are using good and appropriate food handling and hygiene procedures. See Food Handling and Hygiene for more information.
Event management
Events held by the church, such as fetes, picnics, garage sales, concerts, Christmas carols, fellowship meals, conferences and camps, are a vital part of building community and reaching out into our local communities. We want all our church events to be safe and well-run. How well our events are planned and run will be pivotal for our ongoing ministry and fostering the desire for others to come and see what it means to be part of a caring, Christ-centred church community.
Or to quote Walt Disney, 'Whatever you do, do it well. Do it so well that when people see you do it, they will want to come back and see you do it again, and they will want to bring others and show them how well you do what you do.'
The key to running a successful church event is effective event preparation and management.
Set up a team
Organising an event is not easy, but a team approach will provide the people involved with help, support and encouragement. An effective team should bring together people with appropriate skills to see the event through. The event team should be responsible for planning and overseeing the event, as well as managing and coordinating the tasks and volunteer teams. The team shouldn’t have to do all the work themselves, but they do have to ensure it is done. It is a good idea to keep minutes of all the planning meetings to ensure that projects remain on track and responsibilities are clearly documented. Keep all this documentation for future reference and use it when reviewing the event during debriefing.
Know your goal or purpose
Having a clearly defined goal or purpose helps to provide focus and ensures the team understands exactly what they are aiming at and what is most important in all their planning and decision-making. Is it outreach to your local community? Are you fundraising for a cause? Is your event geared towards building connections or providing an opportunity for fellowship? Knowing why you are holding your event should be the first step toward planning it.
The venue for your event and the activities that will take place need to be carefully considered to ensure that all safety and security issues are covered and appropriate procedures are in place.
Venue considerations
Ensure that your venue is suitable for the nature of the program. Ensure there are adequate amenities for attendees, including facilities for people with disabilities. You may contravene building regulations if the venue is overcrowded or there are insufficient facilities to cater to your attendees. Poor facilities or overcrowded venues may pose safety risks and contribute to an unpleasant experience for attendees.
Ensure there is adequate and appropriate signage for entrances, exits, facilities, first aid and directional arrows, if needed.
If you expect large volumes of traffic, it may also be necessary to consider traffic or parking control.
Often, local councils or other local authorities may require you to seek permission or apply for special permits to run your event at your selected venue. Ensure you obtain approval from all relevant authorities well in advance to ensure that consent is granted if required.
Remember to have a contingency in place for an alternative venue, should your original plans be disrupted by inclement weather or some other unforeseen circumstance.
For more information and signage, see Physical Safety.
Prepare a risk assessment
Preparing a risk assessment for your event is vital and should be undertaken before any church event to gain permission to proceed. Risk assessments help you identify potential risks associated with your event, understand the impact they may have and allow you to take appropriate steps to reduce or avoid unfavourable outcomes.
Keep all your risk assessments on file. There is no need to reinvent the wheel each time to decide to run a similar program. Simply follow the monitor, review and modify principle for each new event, making changes to your risk assessment where appropriate.
Refer to your risk assessment when debriefing after the event. Identify what was successful and should be repeated, and what processes were difficult or frustrating. Recognise lessons that can be learned from near misses or fails and evaluate how things may be done differently next time.
Talk to the Safe Church team, which can help you through this process and has access to the SMO online resources and forms, such as the CSE3-SS ‘Safety Information and Risk Assessment’ form. There is an example ‘Fete/Fair/Fun Day Risk Assessment’ form to the left.
See Risk Management for more information.
Manage safety issues
Some of the most common claims arising from churches holding events are slips, trips and falls. These often occur due to poorly lit walkways or steps, spills, obstacles in walkways or other hazards such as loose leads across public areas.
Ensure that you do a safety inspection of the venue. Hazards should be identified and steps taken to reduce the likelihood of injury or prevent public access to hazardous areas.
- Ensure walkways are clear of clutter.
- Provide adequate lighting.
- Add signage to identify hazards or to provide directions.
- Ensure that stairwells are clear, well-lit and have secure handrails.
- Ensure that electrical leads are securely covered or taped to avoid tripping hazards.
- Check the condition of the ground or carparks for evidence of potholes.
- Use non-slip mats in wet areas.
- Clean up spills immediately.
For more information and signage, see Physical Safety.
Security
It is important to consider security and safety issues not only for the safety of those attending, but also for equipment and other gear you may have stored onsite for the duration of the event. You may also need to consider how to protect and safely store any money onsite and afterwards.
Large public events, such as Christmas carols, fundraising bike rides or fun runs, may require the local police to be notified and, if necessary, provide personnel.
Private security firms may need to be engaged, particularly if you are concerned about protecting church equipment in open-air locations overnight, large sums of cash or the possibility of disruption by unruly members of the public.
Despite the best planning, accidents, incidents, and emergencies can happen at events. It is important to have procedures in place if the unexpected does occur.
First aid
You will need to have a 'First Aider in Charge' for your event (or more than one for larger events) and a fully stocked first aid kit or a first aid station.
For a larger event, you may consider securing the services of organisations such as St John volunteers.
It is important that you have clear and documented incident reporting procedures and that your event volunteers are instructed on how to report and document incidents to the event team. An incident report form should be completed by those involved, documenting all relevant information. Keep this information on file for future records. A claim against you may not always be notified immediately, and specific details of an incident can often be forgotten or fade over time.
Talk to your Safe Church team, which will help you through this process and has access to the SMO online resources and forms, such as the CSE3-IR ‘Incident Report’ and CSE3-GF ‘First Aider In Charge Job Description’.
For more information, see First Aid.
Emergency procedures
Ensure site plans are displayed, highlighting exit points, entry points and emergency evacuation locations.
Ensure that you are familiar with the LCA Emergency Response Procedure and have developed an Emergency Response Plan for your event. The 06.12–1 Emergency Response Procedure can be found on the LCA website's Policies webpage.
Establish clearly identified team and activity coordinators who are trained to follow the reporting procedures in place if an incident occurs. At the very least, they will need to be familiar with your Emergency Response Plan, know who to report to and what emergency assistance they can call on. They will also need to fill out an incident report form and know where to find one. See the SMO online resources for the CSE3-IR ‘Incident Report’.
For more information and signage, see Emergencies.
The success of most events hinges on the dedicated volunteers and people who make it actually happen on the day.
Volunteers
The event organiser is responsible for ensuring that the event volunteers are skilled, trained, qualified (if necessary) and capable of carrying out the tasks they have been assigned. Provide clear and concise instructions on how tasks need to be performed.
Volunteers are covered under Workplace Health and Safety legislation; therefore, you have a high duty of care to provide a safe environment for them. You are also responsible for ensuring that volunteers are provided with the necessary personal protective equipment they may need to perform their duties (e.g. high visibility vests, hearing protection, eye protection).
Volunteers should have the appropriate Safe Church training. Those working with children must be appropriately screened and appointed and hold the necessary Working With Children type check.
It is essential that those in charge of running activities at your event, as well as any volunteers, are properly instructed in the procedures for the safe running of the activity. It is also important to ensure that you have sufficient personnel/volunteers to oversee or manage the activity at all times.
It is recommended that you have your volunteers complete a ‘Volunteer Expression of Interest’ form. The form asks about skills the volunteer brings, establishes the volunteer's credibility and identifies any individual health or fitness issues that may be necessary for the event team to account for when allocating duties.
For more information and a ‘Volunteer Expression of Interest’ form, see Working With Volunteers.
Outside contractors
Often, churches use third-party contractors to provide a range of services at their events, such as food vendors, amusement rides (e.g. bouncy castles), fireworks, sound and lighting. There are some key areas you need to address when using outside contractors to provide services on your behalf.
- Ensure contractors supply evidence of their own Public Liability and Workers Compensation Insurance (and that the Liability Policy will cover the service they provide to you).
- Ensure food vendors are registered with the local authorities.
- Check that the hired equipment is appropriately registered and safe.
- Ask ride/amusement operators to provide evidence that they have competent and trained staff or, if being overseen by your volunteers, that they have been properly instructed in the safe running of the activity.
- Ensure specialised or high-risk tasks (e.g. fireworks or stage construction) are only undertaken by qualified, licensed, experienced and insured contractors who have provided you with evidence of completed Job Safety Analysis (JSA) sheets and current insurance.
Set a budget
You will need to know exactly what financial resources are available to you and how much you are likely to need to cover your expenses for the event.
It is a good idea to create a list or spreadsheet of every expense you can think of, including the approximate costs. You may have to prioritise. Remember to allow for some unexpected costs. Then set your budget and stick to it.
If you have insufficient funds to cover everything you think is necessary, you may need to consider how to raise the funds required for a successful event.
Insurance
All events carry an element of risk, and it is impossible to anticipate every possible circumstance that may give rise to incidents or accidents.
Contact your insurance provider to notify them of your plans and check if your current public liability policy will extend to the event. Ensure you provide your insurance provider with adequate notice of your event to allow them sufficient time to review your program and address any risks that may impact the protection you have in place. Working closely with your insurance provider may also help you to identify risks around your event that you had not previously considered.
Sometimes, large events may require additional cover, or certain activities may be excluded. Paying an additional premium may be a small price to pay to ensure full coverage of your event.
Councils or third-party contractors may require you to provide them with evidence that your public liability is current and may also require you to note their interest on a Certificate of Currency.
If you are catering for your event or serving food and drink, ensure that your food handlers are using good and appropriate food hygiene and handling procedures.
In your planning, it is essential to consider what food stalls, vendors or caterers will need in terms of equipment, supplies, cooking facilities, refrigeration/cooling and access to power.
(For more information, see Food Hygiene and Handling.)
Liquor licences
If you intend to supply or sell alcohol at your event, you may need to apply for a short-term, limited, temporary or special liquor licence or permit.
Each Australian state and territory has its own alcohol licensing laws, as does New Zealand.
Most of the time, you can apply for your alcohol licence or permit online. Applications should be made well in advance of your event to allow adequate time for the process to be completed.
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