Safety Matters

FURTHER URGENT UPDATE – Dry weather conditions

27th July

Further to recent Health and Safety update in view of continuing very dry weather we have further updated guidelines as follows and this takes into account comments we have received.

The weather forecast is for some rain over this weekend and middle of next week with the 10 days leading up to NORJAM again being dry with temperatures approaching mid 20’s.

Therefore and in addition to the published Health & Safety guidelines:-

  • All contingents to have a bucket of water, to be kept full at all times, outside of their unit. For any fat fires please use your fire extinguishers where possible.
  • All sub camp offices to have 5 buckets of water, to be kept full at all times, outside of their sub camp offices.
  • Cooking must be carried out using equipment which is at least 600mm above level of the ground. The only excepting to this being ovens where we understand that lifting them too high may present a separate risk. The cooker flame must be contained within the unit and should not be placed directly on grass. The same goes for gas fridges where the pilot light must not be capable of coming into contact with the ground. If necessary these units will need to stand on a board or similar to keep them away from grass etc.
  • As a reminder BBQs are not permitted unless gas powered and they must be 600mm above ground level.
  • Flammable liquids are not permitted at all. This is a change to previous guidance and includes methylated spirit, paraffin, petrol and diesel. There will be no exceptions to this.
  • In accordance with good camping practice gas bottles should be placed outside of tents and in the shade, if at all possible.
  • As previously advised generators are not permitted unless agreed with H&S team prior to siting and so far has only been requested by some activities and the medical team. No other generators are allowed.

We are sure that you understand that these additional precautions are only made to ensure everyone’s safety.

 

Neville Jarvis
Director of Health & Safety
E : n.jarvis@norjam.org.uk


URGENT UPDATE – Dry weather conditions

17th July

In view of the recent very dry weather we have had, we are concerned about the dry grass areas of Norfolk Showground where NORJAM is based.
To avoid any fire hazards we are implementing the following:

  • All contingents to have a bucket of water, to be kept full at all times, outside of their mess/cooking tents
  • All sub camp offices will have 5 buckets of water, to be kept full at all times, outside of their sub camp offices
  • Cooking must be carried out using equipment which is at least 600mm above level of the ground
  • BBQs are not permitted unless gas powered and they must be 600mm above ground level.
  • Flammable liquids are not permitted unless expressly agreed with Director of Health & Safety

All of the above conditions are in addition to the safety information set out below.

We are sure that you understand that these additional precautions are only made to ensure everyone’s safety in view of the extremely dry conditions we are experiencing.

If you have any concerns, please contact the Director of Health and Safety.

Neville Jarvis
Director of Health & Safety
E : n.jarvis@norjam.org.uk


Hello

My name is Neville Jarvis. I am Deputy County Commissioner [Adult Development and Support] for Norfolk Scouts. My role at NORJAM 2018 is Director of Health & Safety Support, I was Health and Safety Director at the last NORJAM having supported the previous health and safety director in the past. I will be supported by David Gostling from Norfolk Scouts together with Janet Bailey of Girlguiding UK in Norfolk, both of whom are Deputy Directors. In addition our team includes Sandra Gostling, Dawn Baker, Fiona Wilson and Sarah Alcock [major incident advice].

Our aim is for you to have an enjoyable, safe, and healthy jamboree – remember “Think Safety”

The purpose of writing to you is that the Norfolk Showground which we use for NORJAM have very strict rules regarding Safety etc. Therefore to help you enjoy NORJAM here are a few guide lines:-

Gas

  • All gas appliances must be of an approved type and must be kept off the grass
  • All connections and pipes must be in a sound condition and properly protected, Orange/black flexible pipe should be used and secured at either end by suitable crimped clips or jubilee clips – pipe should be no more than 5 years old (date of manufacture is stamped on pipe) complying with BS3212/2 or BS EN559:2006
  • Keep cylinders in a safe, well-ventilated place preferably in the open air and as far as possible away from sources of ignition
  • Spare cylinders should be stored away from appliance in a well-ventilated area away from direct sunlight
  • Ensure an appropriate fire extinguisher is located in the vicinity of any gas appliance or cylinder store (see Fire section)
  • Do not smoke and ensure that appliances are turned off when changing cylinders
  • In the event of a leak turn off the supply
  • In the event of a fire evacuate the area, raise the alarm (see Fire section) and turn off the supply if possible
  • Check for leaks using soapy water NOT A NAKED FLAME!!
  • If you would like further details of safe use then please approach the H&S Team who can email you a factsheet from the UKLPG trade association.

Fire

The use of open fires, barbeques (unless gas) or petrol stoves/lights and the use of generators is prohibited. The storage of petrol and diesel is prohibited on sub camps. In exceptional circumstances small quantities of paraffin (maximum 5 litres) may be stored in a suitable flammable liquid container, stored in a metal box capable of holding the contents of the container in the event of spillage and ventilated to prevent build up of fumes. The metal box must be stored away from sources of ignition and marked with the appropriate signs “Warning flammable liquids, no smoking” – The storage of paraffin on sub camps must be approved by the Health & Safety team

All cooking tents should be situated at least 3 metres away from other tents

In the case of fire:-

  • Raise the alarm
  • Evacuate the area to the nearest assembly point indicated with a white tick on a green background
  • Do not collect belongings
  • Ensure all personnel are accounted for
  • Do not re-enter the area until told to

Full details will be posted in your area.

  • Only use extinguishers/blankets of an approved type
  • An approved engineer must have serviced all extinguishers/blankets within the previous twelve months

Each contingent should supply the following :-

  • 1 x 6 or 9 litre water extinguisher or 1 x 6 or 9 litre AFFF (light water foam) extinguisher or equivalent
  • 1 x Fire blanket
  • 1 x First Aid kit
  • It also recommended that a bucket of water be available

NB We appreciate there is a wide variations in fire extinguishers which Groups possess and we are happy for you to have equivalents to above and would confirm that extinguishers hired from our on-site provider meet with our requirements.

Facilities will be available to service any extinguishers which do not comply with the above. This will be carried out on site by a reputable engineer at a very small cost. Should any equipment not be up to regulation standards you will be required to hire suitable equipment which will be available on site. If you require this facility please advise the NORJAM Admin Department at least 1 month before arrival. There will be a facility to purchase equipment should you require it.

During the week of NORJAM the Health and Safety Team will visit your site to carry out inspections and offer advice.

Vehicles on Site

  • Only authorised vehicles will be allowed on site
  • All vehicles must comply with any signed one way system when in use
  • All moving vehicles must use dipped headlights at all times and not hazard warning lights
  • A maximum speed of 10 mph must be observed
  • Comply with all parking requests and park in the designated area(s)
  • If vehicles and this includes buggies etc. are fitted with seat belts or other safety features then they must be used whenever that vehicle is in use.

Cycling

The use of cycles is permitted on site providing the following rules are observed:-

  • In accordance with the rules of both Associations helmets must be worn at all times whilst cycling. A bell or other warning device to be fitted and lights to be used after dark
  • Wherever possible keep to the hard roads
  • Do not ride cycles in a reckless manner likely to endanger other people
  • Give way to pedestrians

Smoking

The policies and guidelines of both Scout and Guide Associations should be observed;

  • Adults who smoke and this includes E-cigarettes should do so out of sight of young people and neither are permitted in any building or tent
  • Young people under 18 should be discouraged from smoking and use of E-cigarettes
  • Cigarettes should be extinguished responsibly and please do not create litter with cigarette butts

Alcohol

The policies and guidelines of both Scout and Guide Associations should be observed;

  • No alcohol to be consumed in front of a young person under the age of 18
  • No alcohol should be offered to a young person under the age of 18.
  • Any adults or leaders consuming alcohol should remember their responsibilities to young people they are responsible for and other adults.
  • Leaders should remember that they need to ensure that they are able to look after the young people in their care and capable to deal with any accidents / illness / need to leave the site or activity being undertaken.

Substance Use and Misuse 

Under UK law it is a crime to possess, deal or produce what is termed an illegal drug. At NORJAM illegal drugs and this includes ‘legal highs’ are not permitted under any circumstances and if any adults or young people are found to be in possession the following will apply.

The person[s] involved will be sent home immediately and the substances taken into secure storage.

If any young person or adult is found to be in possession or suspected to be in possession of illegal drugs then Norfolk Police will be contacted and the reporting procedures of the Guide and Scout Associations will be followed. This reporting will also be followed in event that concerns are raised about a young persons or adult’s behaviour being affected by substance misuse.

Noise

Noise has been an issue at previously at NORJAM . In order to keep complaints from those camping on site to a minimum, and also our near neighbours please abide by the following;

  • No noise on site between 11.00pm and 6.00am – we want to make sure that we are considerate to all camping on site.

Drones

In view of the number of people on site and proximity to Norwich International Airport the use of any drones is expressly forbidden. The only exception to this is by the Media Team with whom the Health & Safety Team have agreed, at director level, protocols around use.

Chinese Lanterns

Chinese Lanterns are NOT permitted at NORJAM

Lasers

The use of laser pointers / pens and the like is expressly forbidden.

Transport

Food transported to camp should be in a clean vehicle in suitable containers to protect from damage and contamination.

Transport temperature sensitive food in cool bags or boxes and transfer to portable refrigeration/freezer as soon as possible.

 

Food Safety Guidance For Camps and Large Scale Events

Plan your food safety in advance

When planning your menu remember to try to use food that reduces the risk of food poisoning.

The following foods have a long shelf life and will withstand temperature extremes. They are ideal foods for camping.

  • Canned meats and fish
  • Canned vegetable and fruit.
  • Condensed and boxed soups
  • Canned baked beans and pasta
  • Dried foods and ready meals.
  • Cereals
  • Powdered mixes — milk, dried eggs, pancakes mix, soups and sauces
  • Vacuum packets (provided they are not temperature sensitive)
  • Long life milk
  • Pasta
  • Bread and crackers
  • Dehydrated and/or freeze-dried meals
  • Bottled water

Pack Perishable Food Safely

Use a cooler with plenty of ice packs to keep perishable foods below 5c. or you can freeze bottled water and spread between the foods.

If you are preparing and cooking food in advance of the camp freeze, identify contents, date and wrap securely to prevent cross contamination

Ensure raw meat and poultry is packed separately and in thoroughly sealed containers. Raw meat and poultry that aren’t well packaged can drip liquids that can contaminate other foods.

When ready to leave pack your cool bags with the food you will be using first packed last, this will help keep your frozen food solid for longer periods of time.

Where possible if location allows plan your menu to allow you to purchase high risk ready to eat foods e.g. sausage rolls, quiche, cooked meats and dairy products on a daily basis.

Temperature control

Bacteria grow rapidly when food is held between 8c and 63c. This is referred to as the danger zone. Foods that need refrigeration or heating should not be held in the danger zone for more than two hours.

This time period will reduce with the increase in air temperature therefor cook and serve is your best option.

A food temperature of 8°C or below is effective in controlling the multiplication of most bacteria in perishable food. It is recommended practice to operate refrigerator units at 5°C or below. Remember bacteria will continue to multiply slowly under refrigeration it will not become dormant unless food storage is 0c.

Below 5c is the temperature required to control Listeria bacteria found for example in cream cheese or meat pate.

Storing frozen food at temperatures of -18°C or below will prevent bacteria multiplying.

When you arrive at the camp site ensure your food is stored in the coolest area possible and transfer into portable refrigeration or freezer as soon as possible.

Do not open cool bags/boxes until you are ready to cold store or use your perishable foods.

Portable refrigeration/freezing units are desirable to enable you to maintain your high risk food at the correct temperature. If you do not have these ensure you have a continuous supply of cool packs ready for use

Cook food thoroughly and remember do not wash raw poultry!

Cooking Temperature

Food should be cooked to 75°C for 30 seconds or above, this temperature is effective in destroying most types of bacteria. However, cooking temperatures below this level are also effective provided that the food is held at these temperatures for a suitable time period (70 seconds for 3 mins).

Hot holding Temperatures

Food held at above 63°C will control the multiplication of bacteria in hot food. Food can be held at this temperature or above for a maximum of 2hrs.

Cooling Food

Food should be cooled as quickly as possible and then refrigerated. This will limit the growth of any bacteria or germination of spores that may be present. This food safety point is difficult to achieve in a camping environment therefor cook and serve is the safest option.

Reheating

All food that has previously been cooked and is to be re-heated, must be raised to a temperature of 75°C this will ensure that food has been reheated to a safe and, in some cases, legally required temperature. Using a suitable time/temperature combination will also ensure that food has been reheated safely.

The purchase of a temperature probe is strongly recommended this will ensure your food safety temperatures are reached for cooking.

Provision of safe water for washing, cooking and drinking

Water containers must be clean, both inside and out. A chlorine based sterilizer e.g. Milton should be used to clean containers and pipe work, all containers must have tight fitting lids. Bottled water would be a good alternative for drinking water if a safe supply is not available.

Do not refill drinking, food prep or washing up water from sluicing or waste water supply.

Waste water – Waste water should discharge into the proper drainage system only.

Food Preparation

Any work surfaces used for food preparation should be constructed of a sturdy cleanable material strong enough to accommodate heavier items of equipment such as large pots and pans filled with food and hot liquids. Surfaces used to store your food on should be located in a separate dry (preferably cool) area off of the ground (minimum 45cm). Protection should be provided at all times against pests, keep foods such as cakes, biscuits and bread etc. in containers with tight fitting lids.

Before you start food preparation it is good practice to identify an area for raw food prep away from your cooked food area. The preparation of raw meat and vegetables will contaminate the area with bacteria likely to cause a risk of food related illness.

Identify your area for preparing and service of cooked foods in the same way.

If it is not possible to identify separate areas for raw and cooked (high risk) food you must have a strict cleaning procedure in place.

The areas you use for all food preparation should be thoroughly cleaned when you set up at camp and then following on before and after food preparation, (see cleaning section).

If your area used for food prep is limited you can use boards, trays or plates to prepare food ensuring they are cleaned effectively at each session.

Colour coded chopping boards are recommended however a designated board for raw prep and one for cooked food would suffice if cleaned effectively before and after use

Handle food as little as possible, use metal equipment never wood as this type of equipment is difficult to keep clean, use tongs for food service.

Leaders should be designated to be responsible for cooking tasks to ensure Food Safety and Health and Safety risks are kept to a minimum.

 

Personal Hygiene

Hand Hygiene is considered the one most important thing to remember when preparing food at camp!

There must be a suitable supply of hot and cold water available with a wash hand basin on a stand in the location of the kitchen for kitchen use only for your catering team.

Catering team must wash their hands before during and after food prep and service to prevent the spread of bacteria.

Provide a liquid soap and if possible disposable paper towels for your catering team, if this is not possible ensure a supply of clean towels are available. Remind your team to ensure hands are rinsed clean of soap and thoroughly dried.

Sanitizing hand wipes are good to use as a precaution for all camp participants especially before eating but must not be used as a substitute for hand washing.

The use of a disposable apron when preparing food will reduce the risk of cross contamination from your clothing, remember to change aprons between raw and cooked food prep.

You should also wash your hands after sneezing, coughing and eating and drinking.

Catering team must not smoke at any time while preparing and serving food.

Catering team should not wear jewellery (with the exception of a wedding band) watches or wrist bands when preparing food as these will all harbour bacteria!

If any member of your team have long hair this should be tied back to prevent hairs falling into the food.

If the catering team are supported by the young people attending the camp these should be monitored by the camp leaders to ensure their personal hygiene practices are acceptable e.g. hand washing.

Additional hand washing facilities must be available for all your camp participants with a supply of hot and cold water, liquid soap and towels unless washing facilities are located close by the camp area.

It is highly recommended that teeth cleaning facilities are located within each contingent and sub camp area. Teeth should not be cleaned in the communal toilet areas or under water standpipes.

Cleaning

An effective cleaning programme should be planned into the day with camp participants designated to this task.

Ensure all work surfaces are cleaned before, during after food preparation.

To effectively clean areas used for food prep or dining: ensure all food waste is scraped off before washing down with hot soapy water (detergent) and then rinsing off all soap residue, follow up with a sanitizer spray with a short contact time. Use as directed by manufacture’s information.

Antibac surface wipes are a good standby but must not replace your cleaning procedure

All cooking equipment, cutlery, glasses, mugs and table service equipment must be washed effectively after use with hot soapy water, rinse and preferably leave to dry on a drying rack.

Use disposable dishcloths for cleaning surfaces and washing up. Use a different colour disposable cloth for cleaning your raw food prep area to reduce the risk of cross contamination

If a ‘tea towel’ is used for drying this must be changed on a regular basis.

Waste/Refuse

Must be disposed of correctly in accordance with local camp policy. Ensure all waste is bagged and binned in the designated area regularly, do not allow food waste to remain in the camp area’ all food waste has the potential to develops food bacteria which may cause food related illness.

Remove all combustible waste packaging to reduce the risk of fire to the recycling area.

Waste should be removed to waste area after breakfast, lunch and dinner, it is a potential Health and Safety risk to carry over full heavy bags of waste which may split and you then will have to clear it up.

NB.

Resident Jamboree Health & Safety Advisers will be on site and have the power to suspend, modify or have dismantled any operation (including activities) if, in their opinion there is a danger to persons including the general public (where applicable). There are also likely to be visits by the Local Authority Environmental Health Officers and Fire Officers who have far reaching powers including the right of entry at any time. We have also in the past received visits from VOSA [Vehicle and Operator Services Agency] who inspect coaches, buses, minibuses and commercial vehicles.

 

We wish you a happy, healthy and safe jamboree and look forward to meeting as many of you as possible.

Have a great camp!