U3A Tauranga lnc
Adopted: November 2022
lntroduction
U3A Tauranga is committed to maintaining a safe and healthy
environment for members when attending meetings, or undertaking any
U3A activities.
All U3A members are responsible for the Health and Safety of
themselves and others. All members are expected to share in our
commitment to avoid exposure to communicable diseases/infections,
and to prevent accidents or incidents which may cause personal injury,
or result in negligence claims for property damage, or claims for
personal injury arising from gross negligence.
Members are reminded that personal and medical details of other
members are to be kept private and confidential in accordance with our
Privacy Policy and New Zealand law.
1. Health
U3A recognises that members are vulnerable due to their age and
possible pre-existing medical conditions.
1.1 Therefore, members should stay at home and not attend
meetings if they show signs of, or are being treated for
conditions like contagious infections such as Respiratory illness,
Vomiting and Diarrhoea, Measles, Shingles and wound
infections caused by drug resistant organisms.
1.2 Members should follow any Guidelines issued by the
Government, on health matters
1.3 U3A encourages members who are not well, or are health
compromised and are unable to attend meetings in person, to
use Zoom.
1.4 Convenors should reinforce in their meetings all the points
raised in the Health and Safety policy document.
1.5 All U3A meetings are smoke free.
2. Safety
U3A will meet the safety needs of members by endeavouring to
achieve the following goals.
2.1 Provide and maintain a safe meeting environment by taking
practical steps to identify, minimise and eliminate all hazards at
meeting places including in private homes
2.2 Ensure all extension cords and power boxes owned by U3A are
checked and certified annually.
2.3 At each General Meeting inform members of the evacuation
procedures and the location of the emergency exits.
2.4 Members of outdoor activity groups are required to sign the
U3A “lndividual Responsibility Form” annually.
2.5 Convenors must implement appropriate safety measures for the
activity to be undertaken.
2.5.1 Ensure members are informed of appropriate safety
requirements, clothing and equipment, location, length of trip,
degree of difficulty, appropriate parking and cancellation
details.
2.5.2 Met Services Forecasts to be monitored to ensure the
weather is suitable for the planned activity.
2.5.3 Record the names of members taking part in the activity.
2-5.4 Ensure a first Aid kit is taken.
2.5.5 Ensure members bring their appropriate medication if
required.
2.5.6 Ensure groups take their Locator Beacon or if it is a local
outing that mobile phones are taken.
2.5.7 Ensure all members carry with them details of an emergency
contact name and contact phone number plus their GP’s
name and contact number.
2.5.8 Ensure an email with all the details of the trip is sent to the
Health and Safety Officer prior to the trip.
2.5.9 Should an accident or incident occur refer to 4.3 in this
policy.
3. Distribution of Policy
3.1 The Policy document will be uploaded to the website.
3.2 New members will receive a copy of the Policy from the
Membership Administrator when they join.
3.3 The Coordinators should ensure all Convenors are aware of
the importance of ensuring the Health and Safety Policy
procedures are carried out.
Managing lncidents and Accidents
lncidents include any conduct which exposes individuals or groups to
avoidable or unacceptable risks, or hazards that result in damage to
property or equipment.
4.1 A Health and Safety Officer will be appointed annually.
4.2 lf there is an accident an ambulance may be called if
appropriate: the cost to be met by the member receiving the
treatment.
4.3 The appropriate incident or accident form is to be filled in and
sent to the Health and Safety Officer to review, ensuring all
Safety requirements have been met. The report together with
the Health and Safety Office/s comments is then forwarded to
the Secretary to be filed for three years.
4.4 The Health and Safety Officer will inform the Executive of the
outcome of the review.
5. Review of Health and Safety Policy
5.1 lt is recommended that the policy is reviewed bi-annually (or
earlier if appropriate) so that any changes to New Zealand Law,
Ministry of Health Guidelines, the U3A Tauranga Constitution
and the outcome of any accidents or incidents are considered.
5.2 lf amendments are made during the year members will be
notified by an email, or via the newsletter and the website.
Signed – President – Official Copies signed by the President
Date of Adoption: 11.11.2022
Date for next review: 01.06.2023
Health and Safety Policy