Health and safety legislation as well as other Acts of Parliament requires employers and owners of buildings to ensure, so far as is reasonably practicable, that safe access and egress is available to and from premises.

This guidance is issued to assist you in the task of maintaining safety during icy and snowy weather.

There is a strong emphasis in this code of practice on snow/ice clearance and whilst for the last 2 winters (2008/9 and 2009/10) there have been several severe snow events, for most of the last 15 years or so, ice caused by frosty conditions has been more common. Managers and controllers of buildings and their environs are reminded that there is a requirement to maintain safety during these events too.   

During adverse weather conditions, the responsibility for organising the clearance of snow and ice and the spreading of rock salt and occasionally grit will normally rest with establishment managers e.g. Unit Co- ordinators of Social Care establishments, Managers of Youth Centres, Libraries or Headteachers of Schools.

In the case of the County Hall Complex and Area Offices this responsibility rests with Facilities but may be delegated to other persons. Where this is delegated, whoever is to be responsible should be notified, in writing. 

Where a site is used by a number of different Service areas it is important that the Service areas meet to establish who will take responsibility. Arrangements put in place for ensuring that ice and snow is cleared or salted/gritted, must be clearly laid down. Note that there may be different users at different times of day/night, therefore reflect this.

All site users must be aware of the procedures. These arrangements could be drawn up alongside other emergency arrangements such as emergency evacuation procedures.

The establishment manager or other responsible person should determine how resources are best used, particularly the priority areas for snow and ice clearance and the application of salt/grit.  Details should be drawn to the attention of all persons using the premises so they are aware of the safest ways of entering and leaving the premises.

Please Note: Temporary signs denoting safe routes may be necessary.

Establishment Manager /Centre Manager / Site Manager / Head teachers/ Management Team Are responsible for:

1. Ensuring (before 1^st October) that all sites under their control are fully equipped with appropriate snow clearing and protective equipment, and adequate stocks of rock salt and sand/grit etc are procured through the council’s central procurement. Consideration should be given to procuring alternative de-icing materials during periods of extreme weather when rock salt may be unavailable for non-highway use.
2. Drawing up instructions/ a plan for premises winter clearance and salting/gritting i.e. priority areas, and secondary areas.
3. Identifying and nominating appropriate staff to carry out snow and ice clearance, bearing in mind their fitness and the physical nature of the task and the significant need for moving and handling of salt, snow, tools, wheelbarrow, other equipment, etc.
4. Re-arranging staff rosters to ensure snow and ice clearance is continued if those usually responsible for the task are absent from work.
5. Carrying out a formal snow clearance/salting/gritting risk assessment in advance of bad weather. This risk assessment must include reference to manual handling issues, personal protective equipment for staff and how the premises will communicate with staff, clients, visitors etc. the appropriate access routes to use during bad weather.
6. Regularly reviewing the premises winter clearance policy and salting/gritting plan to ensure its adequacy.

The main priority will be for clearing snow and applying salt/grit to the main access pathway(s) to the establishment. Consideration should be given to emergency escape routes which should be kept reasonably clear for evacuation purposes.  The person responsible will need to use their discretion in determining secondary priority areas such as other footpaths, on-site roadways, car or vehicle parking areas and hard areas that clients, residents or staff may need to use.

Snow and ice clearing duties should, as far as possible, be counted as part of the normal working hours of staff, and as such, other non-essential duties may have to be left.

It is recommended that a simple plan of the site and buildings be drawn up showing the paths or other hard areas that will or may need to be cleared and monitored. This plan should be kept in a ‘Snow and Ice’ folder along with details of delegated staff, written instructions, inspection log, location of tools/equipment/suppliers etc.

If there is early warning of snow or icy conditions e.g. via local radio or television, Managers/ Unit-Coordinators etc. may wish to consider arranging for priority areas to be salted and/or gritted in advance e.g. previous afternoon/evening. 

Arrangements should be made for access routes to be inspected regularly following the salting and/or gritting to monitor its effectiveness, and apply more salt/grit if required.  It is suggested that inspections be done at the start of the day, before lunch and before end of the working day, and if necessary before and during any evening sessions. It is advised that the results of all such inspections be recorded in a simple log, forming part of the ‘Snow and Ice‘ folder.  An example form is shown in Appendix 2.

Where practicable all staff (and clients etc.) should be reminded of the need to wear appropriate clothing and footwear (warm and non-slip) when coming to the establishment in severe weather conditions, as it will seldom be possible to clear all snow and ice from a site.  In particular, walking from a parked car or transport vehicles to the nearest access path may be hazardous.

Paths

Paths should be made as clear as practicable. A pre-event risk assessment should be undertaken to determine the paths that should be cleared immediately and the ones that may be left until later (you can use your clearance/gritting plan as part of your priority assessment by colour coding clearance routes). With this in mind it may be necessary for some entrances/areas to be temporarily closed; this could be achieved by taping off areas that continue to be a slip hazard as long as management have given consideration to emergency escape routes. This information should be communicated to staff and anyone else potentially affected e.g. parents, carers, visitors as soon as possible.

Other Areas

In addition to pathways and agreed access areas, in all cases access pathways should be cleared from parking spaces provided for the disabled, adjacent to premises entrances.

Please Note: Whilst it is not appropriate for staff to clear or salt/grit areas falling outside the premises boundary, e.g. pavements/public footpaths, roads forming part of the public highway, staff employed on snow clearance should consider clearing the immediate footway and access points to the premises being careful not to make other areas more dangerous in doing so.

Although in winter, County Council vehicles can be seen ‘gritting’ icy/snowy roads, in practice they are most likely to be spreading finely crushed rock salt which is a naturally occurring mix mainly (90 +%) of salt plus some fine marl (which gives the characteristic pink-brown colour). Salt depresses the melting point of ice which unless it is exceptionally cold (below minus 8 to 10 degrees centigrade) helps to melt ice or snow on the roads/paths.

Pure grit is another material entirely (often sharp sand) and does not directly melt ice but may bond to an icy/snowy surface and provide increased ‘grip’ It is sometimes used on packed snow or ice which cannot effectively be removed or melted to provide some traction.

In the interests of safety it is advised that rock salt is generally the most effective and economical method of over-covering slippery conditions.

The Establishment Manager/Unit Coordinator is responsible for making arrangements to ensure that a sufficient supply of rock salt is available for use by designated staff at the start of the cold season.  Supplies should be ordered well in advance of adverse weather conditions.

Bags of rock salt for snow and ice clearance can be obtained from County Supplies and Contract Services (see current catalogue), note that this material is only available for a limited period during autumn (please order early) or from other suppliers.

An appropriate container e.g. salt/grit bin will enable a reasonable amount of rock salt to be kept on-site ready for use.  The container also overcomes the problem of finding a suitable storage space for this bulky and only occasionally used commodity. However, a large container implies transporting heavy material (salt) around the site. If large quantities of salt do need to be transported around the site, then consideration should be given to using a salt/sand spreader to reduce moving and handling issues.

Important

In the past, there has been at least one incident of clients picking white crystalline salt granules off the ground and tasting them, thinking they were snow or ice particles.  Where sites are used by young children or persons with learning difficulties, use rock salt rather than pure white crystalline salt for treating icy surfaces.  Children/clients should be warned accordingly.

The guidance notes below are for guidance and should be used in conjunction with appropriate risk assessments and the premises clearance and gritting plan.

A pathway of at least one metre wide should be cleared; this will allow suitable access for pedestrians and pushchairs/ wheelchairs. Snow and ice should be completely removed using a suitable snow scraper or shovel, snow and ice should NOT be brushed, or dissolved using hot water, as this will make surfaces more hazardous. Once the path has been cleared rock salt should be used to assist in providing extra grip. During exceptional periods a mix of rock salt and sharp sand (grit) can be used.

Paths should be regularly checked throughout the day to ensure re-freezing or further snow coverage has not occurred. Additional care should be taken when clearing sloping pathways and steps, it may be necessary for safety reasons to consider the temporary closure of some non-essential areas of the premises e.g. steep pathways, car parks, to avoid risks to staff, pupils or visitors. An assessment of the situation should be made by site staff in conjunction with the Centre Manager/Head Teacher.

Pathways across car parks may be cleared if resources permit, but generally it is suggested that attempts are not made to clear car parking areas/spaces themselves, unless snow is so heavy that essential vehicles e.g. emergency vehicles, delivery lorries are unable to gain access to the site.

To minimise risk from snow and ice, as well as salting/gritting and snow clearing, consider closure of some routes, particularly outside stairs, ladders and walkways on roofs, without compromising emergency escape routes. Pay special attention to areas that are shaded, as they may not thaw out during daylight hours.

Once an area has been salted/gritted, it should continue to be treated on a regular basis until the risk of ice has passed.

There is no advantage in salting/gritting deep snow; this should be cleared from the path first.

All persons clearing snow should be provided with suitable snow scrapers, shovels, rock salt /sharp sand, protective gloves, footwear and clothing (i.e. high visibility vests), staff should take regular breaks from the task.

Safe Use of Salt/Sand Spreaders

The spreader should be checked in advance to ensure the wheels turn easily, the gearbox moves when the spreader is pushed and the hopper is clean and free of cracks.  Do not use anything other than salt/sand as recommended by the manufacturer.  Push the spreader carefully without bending your back, walking at about the same speed you would while pushing a lawnmower

Staff should wear suitable warm clothing; particularly those who will be working outside, Staff travelling to/from work by car are advised to take sensible precautions e.g. keep a blanket, mobile phone, shovel, food, and a drink in their vehicles in the event of a breakdown or stoppage on their way to/from work.

Staff undertaking snow and ice clearance, need to be aware of traffic movements in their immediate vicinity, and to be able to take evasive action in the event that a car or other vehicle loses control on a slippery surface.  To that end it is advised that staff face on-coming traffic, wear bright visible clothing e.g. reflective jackets or bands, do not cover their ears completely with ear muffs or hats or use earphones to listen to music. They should look and listen for traffic, and have an escape route planned.

The Establishment Manager/Unit Co-ordinator should draw up plans, as part of the emergency procedures for the premises, on the action to be taken in the event of immediate or predicted severe weather e.g. deep snow or severe cold. This may involve general criteria of closing the building and arrangements for sending clients/pupils home.  

Appendix 1 - Checklist for Site Managers

Appendix 2 - Inspection form for use in snow or icy conditions