macdonald hotels leisure standard operating procedures...

Acoura Consulting Ltd, 2 Arlington Court, Whittle Way, Arlington Business Park, Stevenage, SG1 2FS Telephone: +44 (0)1438 745 771 Fax: +44 (0)1438 745 772 Email: [email protected]

Website; www.acoura.com

Macdonald Hotels

Leisure Standard Operating Procedures Manual

Macdonald Hotels Leisure SOPS Manual April 2015

CONTENTS

SECTION ONE – NORMAL OPERATING PROCEDURES (NOP)

Heading Page Number

Club Floor Plan 6-7

Plant Room Floor Plan 8-9

Maximum Capacities of the Leisure Club 10

Health and Safety Operating Standards 11

Gym Floor Plan 12

Poolside/Wet Area Floor Plan 13-14

Studio Floor Plan 15

Class Timetable 16-17

Studio Instructors/PT/Swim Instructors 18-19

Salons 20

Squash/Tennis Courts 21

Changing Rooms 22

First Aid and Accident Process 23

Opening and Closing Times 24

Float and Cashing Up 25-26

Members/Guest Entry Process 27-28

Reception 29

SECTION TWO – OPERATION AND MAINTENANCE GUIDE FOR POOL AND SPA

Heading Page Number

Responsibility 31

Management Information 32-33

Chemicals and Water Condition in the Pool/Spa 34-42

Swimming Pool and Spa Procedures 43-48

Dosing Unit Operation 49

Trouble Shooting 50-52

Glossary of Swimming Pool and Spa Terms 53-54

Thermal Suite 55-57

SECTION THREE – EMERGENCY ACTION PLAN (EAP)

Heading Page Number

Fire Alarms and Bomb Process 59

Toxic Gas 60-62

Faecal and Bodily Fluid Contamination of the Pools 63

Panic Alarms and Emergency Phones 64

Emergency Evacuations 65-66

Disorderly Behaviour, including Violence to Staff 67

Lack of Water Clarity 68

Serious Failure in Water Safety Control Measures 69-70

Serious Failure of Microbiological Water Quality Test

71-72

Bomb Threat/Terrorism 73

Discovery of a Casualty in the Water 74

Hair or Limb Entrapment in Pool Grill 75

Glass in Pool or Surrounding Area 76


SECTION FOUR – PERSONNEL

Heading Page Number

Personnel 78

Qualifications 79-82

Team Member Standards 83


STANDARD OPERATING PROCEDURES MANUAL

INTRODUCTION The objective when writing this S.O.P. Manual was to ensure consistency of delivery of standards within Macdonald Hotels Leisure Clubs. Our first priority has to be the health and safety of our members, residents and team members. The Clubs represent the highest risk area within our hotels to every user and it is important that we keep this at the forefront of our minds. This Manual is comprehensive and will be the basis for training for all our team members. As we evolve, this Manual will be updated, even as we complete this, there will be additions to follow. For this Manual to be effective, it must be a working document, which means used both as a reference guide and a training document. It covers every aspect of running our Clubs to a greater or lesser degree. It will on occasions refer you to alternative Manuals (e.g. Health and Safety Management System or Leisure Safety Management System (HSMS/LSMS) as appropriate; these will go into specific subjects in more detail.


NOP

Normal Operating Procedures

The Normal Operating Procedures (NOP) is a written guide of the organisation and the arrangements for carrying out the Health and Safety Management System. Every Club must have a detailed written plan on its day to day running. The plan must take account of the structure, layout, equipment, manner of use and user group characteristics of the Club, and must be understood by all leisure team members. This plan should detail the physical characteristics of the Club, the way in which the equipment is operated, potential hazards and the team member role in the safe running of the Club. The Club specific aspects of the NOP should be regularly reviewed and updated and should involve ALL team members in this process.


CLUB FLOOR PLAN This needs to show the full floor plan of the Club and must contain details on the following:

Pool dimensions

Water depths and casualty landing area

Emergency lighting

Alarm systems locations

Fire exits

Steam room and sauna

Male, female and disabled changing areas

Aerobics studio

Gymnasium

Reception

Spa

Plant room, storage areas and bar area if applicable.

Beauty room

Location of first aid kits and eye wash stations * Please use the following box to draw in the layout of your Club.


PLANT ROOM FLOOR PLAN This needs to show the full floor plan of the plant room and chemical plant and must contain details on the following:

Layout

Location

Position of chemicals

Diagram of dosing unit area

Plant equipment

Pumps

Fire extinguishers

Fire exits Include any relevant information such as where the keys are kept for the plant room, the chemicals in the tanks etc. * Please use the following box to draw in the layout of your plant room.


MAXIMUM CAPACITIES OF THE LEISURE CLUB

Please insert your figures below:

GYM

Gym machines =

Stretching / free weights area =

GYM TOTAL =

WET AREA

Steam room =

Sauna =

Spa =

Pool =

WET AREA TOTAL =

OTHER AREAS

Studio =

Beauty rooms =

TOTAL NUMBER OF PEOPLE IN FACILITY = OVER CROWDING PROCEDURES

a) Should the maximum number of people be met in any of the areas above, action must be taken by the team members on duty to ensure these limits are not exceeded.

b) A waiting list must be put into action.

c) Explain politely to members and guests that the safety limits have been reached for

that particular area, and offer alternatives available or to be put on the waiting list.

d) The Duty Manager of the hotel must also be advised of the situation.

e) A report should be entered in the communications diary, which should include the number of all people who were unable to use their chosen activity. Membership number and room numbers need to be noted so the Club Manager can follow up.


HEALTH AND SAFETY OPERATING STANDARDS

Daily check sheets and weekly check sheets including

o General o Gym o Studio o Poolside/wet area o Changing rooms

Pool and spa test sheets These sheets can be found in your Leisure Safety Management System. Training needs to be carried out with all team members on the correct way to fill these documents out and what to look for. All training must be recorded and kept in the individual employee files. All check sheets must be correctly filed and kept for three years for inspection purposes. You must ensure they have been signed off by the Club Manager and action taken if needed. Ensure with pool and spa test sheets you are checking that they are maintained within the correct parameters or action taken if outside the parameters as set out in the Leisure Safety Management System.


GYM FLOOR PLAN Please use the following box to draw a layout of your gym. Please include your maximum capacity, fire exits, panic alarm points and equipment. Ensure that paper towel, spray and water machine and cups are available for users. Refer to your Leisure Safety Management System.

Maximum capacity =


POOLSIDE/WET AREA FLOOR PLAN Please use the following box to draw a layout of your poolside if these areas are not detailed on your Club floor plan. Ensure you include:

Maximum capacity

The size and depth of all areas

Fire exits

Panic alarm points

Chemical areas Maximum capacity total = Chemical areas are:

- -

Plant room operations for pool and spa

- * Refer to section on Pool and Spa Operations and Maintenance guide for more information. No mobile phones, video recorders or cameras can be used on the poolside.


STUDIO FLOOR PLAN Please use the following box to draw a layout of your studio if these areas are not detailed on your Club floor plan. Please ensure you include your maximum capacity, fire exits, panic alarm points and equipment areas.

Maximum capacity =


CLASS TIMETABLE Ensure that the timetable is always printed on headed paper. Class numbers must be monitored and maintained to the minimum number per class, the recommended minimum is 3 people per class. If a class is regularly below 40% capacity review the time or type of class on and make amendments if needed. * Insert your class timetable on the next page.


STUDIO INSTRUCTORS All studio instructors must be set up and approved for work before they start teaching classes. A contract must be completed as set out below and kept alongside a copy of their insurance and qualification within the leisure club. SWIMMING LESSONS AND PERSONAL TRAINER’S (PT) All teachers and PT’s must be set up and approved for work before they start doing lessons. A contract must be completed as set out below and then sent to the legal department at Head Office. Forms can be found under the studio section. All teachers and PT’s must keep a copy of their insurance and qualifications on site. Rent must be paid in accordance with the signed agreement with the hotel. NEW CONTRACTS Below is a list of what is required to be completed when your Club acquires a new contracted client, this includes swimming lessons, instructors etc:

Two completed signed contracts signed by the client (NB this must be the correct contract according to the clients’ service and also needs to be completed correctly).

Use the contract template as set out by HO.

Public Liability Insurance and Professional Indemnity Insurance certificates need to be provided along with the contracts.

* Please maintain a separate folder for instructors/beauty therapist/swim instructor/personal trainers. This must be located in the Club Office and includes a copy of the following:

Contracts

Public liability insurance

Certificates of qualifications relevant to the service provided


SALONS Before a salon is set up you must contact the legal department to obtain a contract which must be approved before the alternative therapist starts doing treatments. The contract must be completed and signed off as specified previously. This must be completed by your General Manager and sent to Head Office. Forms can be found under the studio section. All salons must keep a copy of their therapists insurance and qualifications on site. COSHH safety data sheets must be available for any chemicals not provided by the hotel. Alternative therapists will be required to provide Risk Assessments where there are more than five employees. Copies of these must be kept with all other relevant paperwork and be available for inspection at all times. Rent must be paid in accordance with the agreement with the hotel. Ensure access to the room can be obtained at all times in case of a fire.


SQUASH/TENNIS COURTS Please use the following box to draw a layout of your court if these areas are not detailed on your Club floor plan. If you do not have one on site please put N/A. Please include your equipment and fire exits. Charges should be in place for no shows.


CHANGING ROOMS Every Club must provide a minimum of shower gel, shampoo, hand soap, wet bags, nappy and sanitary bin. Children over the age of 8 must use the appropriate changing rooms for their gender. Children under the age of 16 must be accompanied by a parent or guardian at all times and be within eye contact. Signage to this effect must be prominently displayed. No mobile phones or cameras can be used within the changing room area.


FIRST AID AND ACCIDENT PROCESS Ensure you have a copy of Section 3 of the HSMS on Accident and Incident Management within the Club, which is easily accessible. Ensure you have read and understood the required contents of the first aid box and order if needed. Ensure you follow the accident reporting process as per Acoura Consulting Ltd guidelines. Ensure the forms are completed on PSN Direct once filled out and a follow up investigation is done. Ensure you have trained your staff on how to fill out the form and keep records of all training. Ensure you have a list of all first aid trained members of staff on your staff notice boards. Refer to your Health and Safety Management System: Section 3 – Accident & Incident Management & First Aid for more information.


OPENING AND CLOSING TIMES Please insert your opening and closing times and display a copy at reception. Opening and closing times:

Day Opening Closing

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

Children Hours:

Day Opening Closing

Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

Bank Holidays: Easter – Friday to Monday: Christmas Eve: Christmas Day: Boxing Day: 27 – 30 December: New Year’s Eve: New Year’s Day:


FLOAT AND CASHING UP The Club has a daily float of *[insert as appropriate] At the beginning of each day the member of the team who opens the Club is responsible for signing out the Club float and keys from reception. This member of staff is then solely responsible for these items. At the end of the day, the float must be cashed up, the Club locked up, and then the keys and float signed back to reception at the end of their shift. CASH-UP The cash-up should be done last thing at night and taken straight to reception. * Insert cashing up procedure


EXAMPLE GENERIC CASH-UP SHEET

Z Reading Breakdown Post To Paying In

£ P £ P

1 Guest Fee 705 entrance fee £20.00

2 Child Swim 705 entrance fee £10.00

3 Water 305 leisure drinks £5.00

4 Toiletries 730 shop sales £1.00

5 Coffee 730 shop sales 0.50p

6 Clothing 730 shop sales 0.20p

7 Goggles 730 shop sales 0.10p

8 Swimwear 730 shop sales .05p

9 Subs 703 subscriptions Bronze

10 Joining Fee 700 joining fees Total Cash

Cheques

Credit Cards

Room Charges

Total Paid In

Room Account Dockets

Room no

Name £ P Product Z Reading £ P

Cash

Cheques

Credit Cards

Room Charges

Total

Differences +/- £ and Reason

Date Leisure Club

Leisure Club Reception


MEMBERS/GUEST ENTRY PROCESS MEMBERS All members must have a membership card - even if this is of a temporary nature. All temporary membership cards should be numbered and their issue should be recorded so that an audit trail can be followed. All temporary membership cards must have an expiry date of one month from the date of issue. All members must swipe their membership card at the Club reception. GUESTS AND NON-MEMBERS All hotel residents and non-members should sign in on the “Guest Signing In Sheet” which has the disclaimer on it. They should also be asked by the member of staff who signs them in, as to whether they have read the disclaimer before signing.

* Insert a copy of the sign-in sheet

Emergency Evacuation Procedure:

On hearing the fire alarm the club must be evacuated immediately. Please take the guest signing in sheet with you to the assembly point so that it can be checked. A full sweep of the club must be co-ordinated by the team members on duty. Please cross reference with your Fire Safety Management Policy. All children under the age of 16 must be accompanied by someone over the age of 18.


RECEPTION This is the first meeting place for users and first impressions last. Remember you only get one chance to make a first impression!

Reception should be staffed at all times where possible.

Team members must be attentive and on their feet at all times.

There must be no seats behind reception.

Reception must be clean and tidy at all times.

The desktop is to be kept clear. ANSWERING THE TELEPHONE The telephone must be answered within 5 rings or an apology given. The telephone should be answered in a relaxed and pleasant fashion, with all team members using the same greeting.

“Good morning, afternoon, evening, (name) speaking. How can I help you?”

If an apology has to be given, it should be said after the name has been spoken. “Good morning, afternoon, evening, (name) speaking. Sorry to have kept you waiting. How

can I help you?”


OPERATION AND

MAINTENANCE GUIDE FOR THE POOL AND SPA


RESPONSIBILITY The Leisure Club team are responsible for the following: - 1. To keep the water clear and clean. 2. To keep the water warm. 3. To keep the chemicals including Chlorine and pH at the correct level. 4. To make sure the pool/spa is safe for people to use at all times. 5. To keep the plant room safe, clean and tidy. 6. To make sure the plant is operating correctly and report any problems you cannot

solve yourself. 7. To make sure health and safety guidelines are followed for storage and handling of

chemicals. 8. To ensure the correct servicing and cleaning of equipment. TO HELP YOU COPE WITH YOUR RESPONSIBILITIES There is quite a range of equipment as follows: - 1. A professional test kit for chlorine, pH, Total Alkalinity, Calcium Hardness and a TDS

meter. The test kit is the most accurate way to find out the condition of the water. Use this every 2 hours a day and record the results on the correct paperwork. Please insert your pool/spa test sheet.

2. Sand filters (filters which contain sand as the filtering medium) to remove particles from the water.

3. Pumps to circulate the water.

4. Heat exchangers (thermostatically controlled) which transfer heat via hot water from the boiler system into the pool/spa water.

5. Cleaning equipment such as a vacuum cleaner, net and brush. 6. Chlorine dosing system which has a probe in the water to check the chlorine level

and then introduce more chlorine if required. These units are NOT foolproof so you still have to do the manual test and you may have to manually dose chlorine as necessary.

7. pH dosing system which has a probe in the water to check the pH level and then

adds pH reducer as necessary. These units are NOT foolproof so you still have to do the manual test and you may have to manually dose Sodium Bisulphate as necessary.

Only team members who have been trained to use this equipment are permitted to

undertake these tests.


MANAGEMENT INFORMATION Make sure you know your pool and spa.

INSERT YOUR POOL DIMENSIONS HERE. Pool Volume (approx.).................m3 * 220 =...........gals Spa Volume (approx.)..................m3 * 220 =................gals

Maximum bathing load in pool at one time – (one person to each 4m2) =

Maximum bathing load per day =

Maximum bathing load in spa at one time =

ENSURE THAT POOL WATER QUALITY IS RECORDED IN ACCORDANCE WITH THE COMPANY’S LSMS.

REMEMBER TO TAKE CORRECTIVE ACTION WHERE APPROPRIATE AND ENSURE THIS IS RECORDED. Get to know which are the busiest days or times of use so you can keep a closer eye of the pool water quality.


DAILY ROUTINE OPENING ROUTINE 30 minutes prior to the pool opening, you must:

Check that the pool and spa water is clear. You should be able to throw a 50p coin in and see which side up it has landed.

Check the top edge and see if it is clean and that there are no broken tiles. If it is a level deck pool, make sure the water is flowing over the top.

The pool hall should be warm and dry.

Check the plant room; ensure that all pool and spa plant equipment is working correctly.

Next, review the pool/spa log and see what the chemical readings were at the end of the last shift. Complete the manual test of the pool and spa water and record the results as required. If the readings are not within the parameters, take the appropriate corrective action. Compare the manual test kit readings of Free Chlorine and pH with the dosing system and re-standardise the automatic dosing system.

If everything is to the required standard, you can open the pool. Backwash or empty the spa and re-fill according to the frequency required. Backwash the pool if scheduled. DAILY ROUTINE

Complete water quality tests every 2 hours.

Visually inspect all areas of the Club regularly to maintain Club standards.

Carry out any weekly tasks such as checking strainers etc.

Clean out the plant room and chemical store areas. CLOSING ROUTINE

Complete the manual test of the pool and spa water and record the results as required. If the readings are not within the parameters, take the appropriate corrective action. Compare the manual test kit readings of Free Chlorine and pH with the dosing system and re-standardise the automatic dosing system.

Closedown checks must be completed using the specified checklist in the LSMS.


CHEMICALS AND WATER CONDITION IN THE POOL/SPA The following pages will help you to understand the following:

A guide to carrying out a water test.

Chlorine and pH is to be tested every 2 hours and a record of the results taking action if required

Testing the water balance for Total Alkalinity, Calcium Hardness and TDS once per week and record the results taking action if required.

The chemical condition of the water is important and the main things to be in control of are as follows: -

Chlorine (free chlorine)

pH

Total Alkalinity

Calcium Hardness

TDS * Refer to your Leisure Safety Management System for more information.


MANUAL POOL TESTING WITH A PHOTOMETER

A balanced result is not always a sign that everything is O.K. You need to assess each of the aspects individually. Are they within their accepted limits? If not, it is necessary to remedy the relevant aspects. However, it is also necessary to consider the order in which each aspect is tackled. CHLORINE Free Chlorine Free Chlorine is defined as chlorine which has not been used up or “combined” with anything such as bacteria.

The correct levels are specified in the LSMS.

Do not let people use the pool if the levels are unacceptable as stated in the LSMS.

Free Chlorine in the water kills bacteria and algae. Combined Chlorine (Chloromines) is that chlorine which is used up by combining with harmful bacteria etc in the water. If there is enough Free Chlorine in the water, then the Combined Chlorine will continue to break down and become harmless. The Combined Chlorine level should always be less than half the free chlorine level (0.5 PPM is the highest it should get.)

IF YOU CAN SMELL CHLORINE IN THE POOL HALL, then this usually means there is not enough Free Chlorine in the pool. You need to put more chlorine in to burn out the chloromines (Combined Chlorine) which you can smell.

WATER SAMPLE The water sample must be taken from the point which is furthest from where the water enters the pool. If you have a number of inlet points around the pool, you must work out where the point of least circulation will be – i.e. the dead spot in the pool.

The water sample has to be taken at least 15 inches below the surface of the pool.

Thoroughly wash the plastic sample holder in the pool water that you are sampling.

Invert the holder so that the open end is facing the water.

Push the holder into the water until your elbow is wet.

Turn the holder over so that the air which has been trapped in the holder is replaced with pool water.

Bring the holder to the surface.

You now have a sample holder of water that you can conduct your tests with.


MEASURING THE AMOUNT OF FREE CHLORINE IN THE WATER

Check that you have the correct equipment that is required for the test – 1 photometer, 2 test cells with caps, 1 cleaning brush, 1 tablet crusher, 1 DPD No. 1 tablet.

Using a small amount of the sample water, clean both test cells and then throw the water away.

Fill one of the test cells with 10ml of sample water and place it in a safe place.

Put approximately 2 drops (approx. 1ml and no more) of sample water in the other test cell.

Put the DPD No.1 tablet into the second test cell, ensuring that you do not touch it with your hands at any point. If you do so you must start the test again.

Watch the tablet dissolve, if you want to you can crush the tablet down but you must have cleaned the tablet crusher by pouring some sample water over it before you use it.

You should now see some colour in the bottom of the test cell. Fill this test cell up to 10ml, place a washed test cell cap on the top of the test cell, shake the sample a couple of times to ensure that it is mixed.

Wipe clean both testing cells to remove all finger marks and from this point on, only touch the top of the cell.

Turn on the photometer.

Press the Mode key until you have selected free chlorine (clt).

Place the blank water sample cell in the testing chamber.

Press the test button.

Place the second water sample cell (with the DPD 1 tablet) in the testing chamber.


Read the number on the display and note this down in the pool-testing book under Free Chlorine. This value is the Parts Per Million reading in the pool (PPM).


MEASURING THE AMOUNT OF TOTAL CHLORINE IN THE POOL

Check that you have the correct equipment that is required for the test – 1 photometer, 2 test cells with caps, 1 cleaning brush, 1 tablet crusher, 1 DPD No. 3 tablet and the sample with the DPD No 1 tablet in.

Place the DPD No. 3 tablet into the sample, which has had the DPD No. 1 tablet, once again ensuring that you don’t touch the tablet.


Place the second water sample cell (with the added DPD 3 tablet) in the testing chamber.


Read the number on the display and note this down in the pool-testing book under Total Chlorine. This value is the Parts Per Million reading in the pool (PPM).

Remember: The combined chlorine level should always be less than half the free chlorine level (0.5 PPM is the highest it should get.) N.B. If the chlorine level is high, it may bleach out the colour in your test kit. If you get no reading on your test kit, (a high chlorine level may have bleached out the colour), then dilute half the pool water with tap water and test again (multiply the result by 2) you might have to dilute 4 or 5 to 1 to get a reading, (multiply by the dilution factor). IF THE FREE CHLORINE LEVEL IS LOW: check the automatic dosing equipment. It may be necessary to add chlorine manually to achieve the correct level. IF THE FREE CHLORINE LEVEL IS HIGH: check the automatic dosing system. Ensure no further chlorine is being delivered into the pool by the dosing system. The chlorine will slowly drop to the required level. Check every ½ hour to make sure the level is going down. The chlorine level can be reduced by adding SODIUM THIOSULPHATE, which is a chlorine neutraliser. IF THE COMBINED CHLORINE LEVEL IS TOO HIGH, it will be necessary to increase the free chlorine level in the pool up to 4 PPM for up to 8 hours so that it will reduce the combined chlorine level. If the combined chlorine level stays high, then it may be necessary to SHOCK DOSE the pool or spa overnight. If the chlorine levels are above the parameters specified in the LSMS you must close the pool immediately and take corrective action as specified in the LSMS.


pH This is measured on a scale of 0-14 and NOT PPM. This indicates whether the water is acidic or alkaline. 7 is pH neutral .The ideal range is set out in the LSMS. MEASURING THE PH VALUE IN THE POOL WATER

Check that you have the correct equipment that is required for the test – 1 photometer, 2 test cells with caps, 1 cleaning brush, 1 tablet crusher, 1 Phenol Red tablet.

Fill one of the test cells with 10ml of sample water and place it in a safe place.

Put approximately 2 drops (approx. 1ml and no more) of sample water in the other test cell.

Put the Phenol Red tablet into the second test cell, ensuring that you do not touch it with your hands at any point. If you do so you must start the test again.


You should now see some colour in the bottom of the test cell. Fill this test cell up to 10ml, place a washed test cell cap on the top of the test cell, shake the sample a couple of times to ensure that it is mixed.

Wipe clean both testing cells to remove all finger marks and from this point on, only touch the top of the cell.

Turn on the photometer.

Press the Mode key until you have selected pH (pH).

Place the blank water sample cell in the testing chamber.


Place the second water sample cell (with the pH tablet) in the testing chamber.


Read the number on the display and note this down in the pool-testing book under pH.

Once you have completed this test rinse all of the equipment and replace neatly in the testing kit case, leaving the case lid open to air.


IF THE pH LEVEL IS HIGH enter your test results into the automatic dosing system to enable the system to correct the pH level. IF THE pH LEVEL IS TOO LOW enter your test results into the automatic dosing system to enable the system to correct the pH level. If the Clubs automatic dosing systems use Co2 (gas) to reduce pH it cannot be introduced into the water manually. TDS (total dissolved solids) Test using a TDS meter. TDS is made up of the chemical “junk” etc left over from the treatment of pool water and pool use. Total Dissolved Solids (TDS) Test IDEAL = less than 1200. Use the TDS meter according to the manufacturer’s instructions. Usually this is – place the meter into the water up to the water line on the meter, for approx 2 mins, then multiply this reading by the amount on the meter to get the result. Use the following table to obtain the corresponding factor (TDSF) and record it.

Result 0 1000 2000 3000 4000 5000 6000

TDSF 12.00 12.10 12.20 12.25 12.30 12.35 12.40

The Langelier Formula Substitute the factors obtained into the following equation:- (Ph + AF + CaF + TF) – TDSF = The Saturation Index If the Saturation Index is:- POSITIVE – The water is scale forming NEGATIVE – The water is corrosive 0 – The water is balanced In practice it is normal to accept a saturation index between + or – 0.5. If the levels are too high, the pool may look cloudy and it may be corrosive. The only way to reduce TDS is by dilution with fresh tap water. More regular backwashing will help. (Check your tap-water- you can’t reduce the TDS level lower than tap water).


TOTAL ALKALINITY This acts like a buffer to stop pH bounce. Pools work best between 80 to 150ppm. If the value is too high then the pH will be more difficult to adjust and scaling may develop on pool finishes. If it is too low then corrosion to equipment and grout will occur. Total Alkalinity Test LIMITS = 80ppm – 150ppm 1. Use a 50ml sample of the pool or spa water 2. Add 1 Alkalinity tablet at a time, dissolve, stir or shake well 3. Repeat the procedure until the colour of the water turns from a straw colour to a

bright pink colour, count the number of tablets used. 4. Substitute the number of tablets used into the following equation: (Number of tablets x 40) – 20 = Result 5. Using the following table obtain the corresponding factor (AF) and record it.

Result 25 50 75 100 150 200 300 400 800 1000

Factor (AF) 1.4 1.7 1.9 2.0 2.2 2.3 2.5 2.6 2.9 3.0

IF TOO HIGH: add Sodium Bisulphate. The procedure is as follows:- 1. Switch off any pH dosing system, (depress pH circuit breakers) then add to the pool

as follows. 2. WEAR FULL P.P.E. 3. Use a 10 litre bucket and fill 1/3 with clean water. 4. To increase levels by 10ppm, add 1kg of Sodium Bisulphate / 50m3 of pool water.

Never put more that 2kg in per bucket, never add water to chemicals – always add chemicals to water.

5. Close the pool – when the pool is not being used carefully carry the bucket to the poolside and pour into the pool over the inlets.

6. Wait 12 hours before testing the Total Alkalinity level. 7. After 1 hour turn on any pH dosing system. IF TOO LOW: add Sodium Bicarbonate. The procedure is as follows:- 1. WEAR FULL P.P.E. 2. Use a 10 litre bucket and fill 1/3 with clean water. 3. To increase levels by 10ppm, add 3kg of Sodium Bicarbonate / 100m3 of pool water.

Never put more that 2kg in per bucket, never add water to chemicals – always add chemicals to water.


5. Wait 12 hours before testing the Total Alkalinity level. N.B adding Sodium Bicarbonate will also increase the pH of the water.


CALCIUM HARDNESS Calcium hardness is the amount of calcium in the water. Water with low calcium hardness is corrosive due to the water taking its calcium from the grouting around the pool tiles in order for it to get its levels right. It is easier to maintain calcium hardness in hard water areas. Calcium Hardness Test 1. Use a 50ml sample of the pool or spa water. 2. Add 1 Calcium Hardness tablet at a time, dissolve, stir or shake well. 3. Repeat the procedure until the colour of the water turns from a red colour to a deep

purple colour, count the number of tablets used. 4. Substitute the number of tablets used into the following equation:

(Number of tablets x 40) – 20 = Result 5. Using the following table obtain the corresponding factor (CaF) and record it. 6. This identifies the amount of calcium in the water. 7. Water with a low calcium hardness level is very corrosive will dissolve the grout, and

even concrete, to get its calcium level correct.

Result 25 75 100 150 200 300 400 600 800 1000

Factor (CaF) 1.3 1.5 1.6 1.8 1.9 2.1 2.2 2.35 2.5 2.6

IF THE CALCIUM HARDNESS LEVEL IS TOO LOW Add Calcium Chloride. If you need to add Calcium Chloride to increase Calcium Hardness levels – The procedure is as follows:- 1. WEAR FULL P.P.E. 2. Use a 10 litre bucket and fill 1/3 with clean water. 3. To increase levels by 10ppm add 2.4kg of Calcium Chloride / 100m3 of pool water.

Never put more than 2.4kg in per bucket. Never add water to chemicals – always add chemicals to water.


5. Wait 12 hours before testing the Calcium Hardness level.


WATER TEMPERATURE The temperature of the water should not be altered unless it is outside the normal set range. Water Temperature Test Measured in F not C Measure the water temperature and use the following table to obtain the corresponding factor (TF) and record it:

Temp 32 37 46 53 60 66 76 84 94 105

Factor (TF) 0.0 0.1 0.2 0.3 0.4 0.5 0.6 0.7 0.8 0.9


SWIMMING POOL AND SPA PROCEDURES

POOL AND SPA WATER CIRCULATION AND SANITISATION SYSTEM

In order for pleasant and hygienic conditions to be maintained in the swimming pool, the water must be circulated through a filtration and sanitisation system. The pool water is continually contaminated by bathers, dust, insects, leaves etc. To remove coarse contamination e.g. hair, plasters, leaves, the water is pumped through a strainer basket. Finer particles are then removed by passing the water through a fine sand filtration plant. In addition to the visible dirt in the pool water, which is removed by the filtration plant, the water is also contaminated by bacteria. Bacteria are largely introduced by bathers' bodies. Many of these bacteria are harmful and must be destroyed. The bacteria are killed by introducing a sanitising agent into the water; the most commonly used of which is chlorine. The water is sanitised after it leaves the pool and before it is returned to the pool. It is important that the filtration and sanitisation plant is regularly maintained and operated correctly otherwise the pool water will quickly become unhygienic and unfit for bathers.

POOL CIRCULATION FITTINGS

Skimmer Points Fitted at water level to collect surface water. Cold Water Top-up Valved line from header tank to surface water skimmers for

cold water top-up. Main Drain/Sump Built into pool floor at deep end to drain water from deepest

part of pool for emptying and increasing all-round circulation. Vacuum Point Situated in pool wall just below water level. Used when

vacuum cleaning pool. Return Inlet Spreader Built into pool wall below water level to discharge treated water

back into the pool.


SPA CIRCULATION FITTINGS

Overflow Channel Fitted at water level to collect surface water. Cold Water Top-up Valved line from header tank to balance tank for cold water

top-up. Main Drains Built into lower inside edge of the spa to enable proper

circulation on the spa water. Return Inlet Spreader Built into lower inside edge of the spa to discharge treated

water back into the spa. BACKWASHING PROCEDURES Backwashing is the reversing of the water flow through the filters, which disturbs the sand bed and removes the dirt from the sand and the valve arrangement allows the water to be pumped to a waste drain. Spa - Backwashing should be carried out daily and the balance tank should be cleaned weekly. Pool – backwashing should be carried out weekly and the balance tank must only be cleaned by the water contractor. * Please insert your site specific operational procedure for backwashing.


PUMPS The water is distributed around the system by 1, 2 or 3 integrated centrifugal pumps. This allows for proper filtration and sanitisation of the water. The pumps should run constantly. Some hotels will have a standby pump, which is isolated, and therefore will have to be brought into operation on a regular basis. (Rotate the run and standby pumps on a weekly basis). When the pumps are off and there is no flow of water, the automatic dosing will automatically switch off. If they continue to dose it would cause a chemical hazard in the pool when the flow started again. Pump Strainers After backwashing it is necessary to check the pump strainers. 1. Switch off the pump to be checked. 2. Close isolating valves. 3. Open strainer box lid and empty the basket into a bucket. 4. Replace basket, fill with water and replace strainer box lid ensuring the “O” ring is

clean and will make a good seal. 5. Open isolating valves. 6. Switch on pump. * Please insert your site specific operational procedure for cleaning the strainer baskets if different to the procedure above.


HEATING The pool and spa water is heated via a heat exchange. This is a system that passes hot water to the pool water through conduction. This enables us to keep the pool water at a constant temperature.

• The pool temperature should be set at 29 – 30 deg C.

• The spa temperature should be set at 37 deg C.

• The thermostat opens or closes a valve which allows water from the boiler into the heat exchanger thereby controlling the pool temperature. The pool and spa cannot heat up if there is no hot boiler water getting into the heat exchanger.

VACUUMING THE POOL Switch off pumps. Put vacuum head and pole with hose on into the water making sure that the hose is in a vertical position as the hose passes under the water thereby filling the hose with water and driving out the air. Once the hose is full of water, remove the wall plug then screw the wall fitting into the wall and push on the hose. Open vacuum valve and turn on pump. Start to close skimmer valve/balance tank or sump valves until the filter pressure starts to fall slightly. Methodically pass the vacuum head all over the floor picking up the debris. DO NOT LIFT THE VAC HEAD ABOVE THE WATER OR THE PUMPS WILL SUCK AIR AND THEN THEY WILL LOSE PRIME. After vacuuming, turn off the pump, close the vacuum valve and replace the wall plug. Remove the hose from the pool. Turn the pump back on. Open the skimmer/balance tank and sump valves back to normal operating position. If you have picked up excess debris it may be advisable to check the pump strainers.


INJECTORS CLEANING/CHANGING The purpose of this is to make sure that the flow of chemicals into the pool and spa is kept at a constant rate and that when the dosing system asks for the chemicals to be added it is able to pass into the pool via the injector. * Please insert your site specific operational procedure


CLEANING THE SPA Continue the backwash cycle until the spa is empty (you may have to remove the last bit with a bucket manually). Give the spa a wash-down with a hose and Sodium Bicarbonate. Use the “Quick-Fill” to re-fill the spa, manually fill using a hose. Keep an eye on it and don’t let it overfill. * Please insert your site specific operational procedure.


DOSING UNIT OPERATION The dosing unit is the way that the chemical balance of the pool and spa is controlled. This is done by an automatic system that tests a continual flow of water over 2 probes. These probes test both the Chlorine and pH. This unit needs to be standardised on a daily basis and calibrated once a week. * Insert the type of unit you have here including the make and model. * Please insert your Dosing Unit Manual here.


TROUBLE SHOOTING

POOL IS CLOUDY

Do this:-

Check filter pumps are switched on.

Check filters have the correct pressure readings and valve configuration.

Check the pump strainers are clear.

Test the pool chemical levels and adjust as necessary.

POOL/SPA IS TOO COLD

Do this:-

Check thermometer setting and adjust as necessary.

Make sure the heat exchanger by-pass valve is partially closed, enough to make water go through the heat exchanger. (Lack of flow means the water won’t pick up enough heat from the heat exchanger).

Most often a cold pool/spa is a result of the hot water from the main boiler which feeds the “primary” side of the heat exchanger either not flowing through the heat exchanger or not warm enough. (You can check this by testing the temperature on the primary pipe work into and out of the heat exchanger. It should be approx. 82 deg C going into the heat exchanger and approx. 70 deg C going from the heat exchanger. If it is the same temperature either side when the thermostat is calling for heat, then you can assume that the boiler water is not flowing through the heat exchanger so you must call the Heating Engineers who installed the boiler and primary side pipe work.

POOL/SPA PUMPS HAVE LOST PRIME

(i.e. strainers are empty and there is no pressure on the filters. It is caused by air being sucked into the pumps on the suction side.)

Do this:-

Switch off the pumps. Switch off the Automatic Dosing and Heating control and follow your site specific operational procedures.

* Please insert your site specific operational procedure.

Once the system is re-primed, switch on the Automatic Dosing and Heating control. Check the chemical levels, temperature and the pool to see if it is cloudy.


AUTOMATIC CHLORINE/PH DOSING SYSTEM FAILS Do this:-

Check the manual provided by the dosing system supplier. If you can’t solve the problem, then you must close the pool, then hand dose Chlorine and manually adjust the pH and follow your site specific operational procedures. * Please insert your site specific hand dosing procedure here. The reason for dosing system failure must be identified and rectified as soon as possible. Hand dosing is just an emergency measure to keep the pool open. Most often, a dosing system fails because a) There is no Chlorine is in the day tank. b) The Chlorine injector is blocked. c) The suction foot valve in the day tank is blocked. SPA FOAMS EXCESSIVELY Do this:-

Add de-foaming agent as per manufacturer’s recommendations.

Check chemical dosing levels.

Make sure the floor cleaner is not putting soap or detergent into the Spa.

Make sure the users shower before using the Spa.

If it persists, empty the Spa and clean it out thoroughly.

Re-fill and start again. Most often spas get excessive foam due to too much body oil from bathers. * Please insert site specific operational procedures . POOL OR SPA LOOSES WATER Do this:-

Make sure the backwash valve is closed.

Check to make sure the automatic water level is working.

Check that the “Quick Fill” to the spa is not allowing water into the spa system and overflowing down the overflow from the spa balance tank.

Most often the pool looses water because:- a) The backwash valve is left open. b) The automatic top up outlet is blocked and not keeping up.


FILTER PRESSURES TOO HIGH Do this:-

Backwash filter.

Check the valve settings are correct, especially the heat exchanger by-pass and return line valve.

Most often - pressures are too high because valves are not in the correct position. FILTER PRESSURES TOO LOW Do this:-

Check the pump strainer basket.

Check the valve settings are correct, especially the valves on the suction side of the pumps.

Most often - pressures are too low because the strainer boxes are not cleaned out. FILTER PUMP STOPS WORKING Do this:-

Check the trip switch on the panel.

Close the pool/spa and ring for hotel maintenance and your water contractor. Most pools have more than one pump so the pool should continue to operate. Most often pumps stop working due to burning out because they have been running with too little pressure. This is due to loosing prime or not backwashing or rinsing at the same pressure as backwashing.

IF YOU COMPLETED THE ABOVE CHECKS AND THE PROBLEMS STILL PERSIST, YOU MUST CLOSE THE POOL/SPA UNTIL THE SITUATION IS RECTIFIED AND THE

POOL/SPA IS RETURNED TO THE REQUIRED STANDARDS.


GLOSSARY OF SWIMMING POOL AND SPA TERMS

Automatic Controller An electronic system to maintain correct sanitisation and/or pH level.

Automatic Water Level Device connected via a ball valve to mains water supply to maintain pool water level.

Backwash The process of reversing the flow of water through a filter to clean the filter media.

Balance Tank Tank fitted in circulation system of pool and spa overflow channel to balance water displaced by bathers and provide additional water in heavy use situations.

Booster Pump For pumping water at high pressure through Hydro jets.

Circulation systems The complete water flow arrangement of fittings, pipe work and equipment.

Chlorine Chemical used for water purification.

Chlorinator A device which regulates the amount of chlorine fed into the pool water.

Deck Level Pool where the water level is at or just below the deck surround.

Drain/Sump Outlet at deepest point of pool for recirculation and emptying pool water.

Dosing Pump Metering pump for injection of liquid chlorine or acid into filtration pipe work.

Day Tank Container for liquid chlorine or acid.

Filter A device that extracts particle matter from the pool water by circulation through a porous media, usually sand.

Filtration Rate The rate of filtration of pool water in a given time i.e. gallons per square foot of effective filter area per hour.

Filter Cycle The operating time between backwash cycles.

High Limit Stat A temperature operated switch with manual reset for turning off heating to pool at a specific high temperature.

Overflow Channel System A system of perimeter overflow channels at water level around the walls of the pool, which remove surface water.

pH Degree of acidity of pool water measured by a scale of units 0 - 14, neutral point being pH 7.


Rinse Process of reversing water flow to settle filter media after backwashing.

Return Inlet Spreader Fitting through which filtered water is returned to pool.

Surface Water Skimmers A device designed to continuously remove surface water from the pool and return it to the filters as part of the filtration system, usually incorporating a self-adjusting weir and basket to collect debris.

Strainer Basket Basket placed on suction side of pump which traps coarse material suspended in pool water.

Sanitisation The destruction of bacteria and micro-organisms to a level not normally considered harmful to health.

Turnover Rate The period of time required to circulate the complete volume of pool water.

Vacuum Fitting The fitting in the pool wall which is used for connecting the underwater suction cleaner.

Variflow Valve A multiport valve with various positions for filter operation.

Venturi Air Air drawn in Jacuzzi jet and mixed with high-pressure return water.


THERMAL SUITE STEAM ROOM a) Health and safety notices to be provided outside the steam room. b) Signs for how to use the steam room should be provided outside. c) Emergency alarms should be installed. d) All Clubs must provide essences for steam room. e) The steam room must be cleaned at least daily, deep cleaned on a weekly basis and

additional cleaning carried out during periods of high usage. f) Should be checked every 2 hours for safety and switched off at the close of the day. g) Children under 16 are not permitted to use the steam room. * Please insert site specific operational and cleaning procedures. SAUNA

a) Disclaimer notices to be provided outside the sauna. b) Signs for how to use the sauna should be provided outside. c) Emergency alarms should be installed in the sauna. d) The sauna must be cleaned at least daily, deep cleaned on a weekly basis and

additional cleaning carried out during periods of high usage. e) Timer and temperature gauge to be provided in the sauna. f) The sauna should be checked every 2 hours for safety and switched off at the close

of the day. g) Children under 16 are not permitted to use the sauna. * Please insert your site specific operational and cleaning procedures. HYDROPOOL a) The pH and free chlorine should be tested every 2 hrs and other tests done weekly. b) The recommended emersion time is a maximum 45 minutes per session with no

more than 2 hours per day. c) Regular supervision of the pool is required with CCTV also in place. d) Children under 16 are not permitted to use the Hydropool. e) Monthly microbiological tests and 3 monthly legionella tests must be undertaken. f) Club employees must know what to do in an emergency, emergency drills, first aid

and raising the alarm. g) Systems of raising the alarm and pool side life saving equipment must be available. h) Hydrotherapy water does not need to be changed.

* Please insert your site specific operational and cleaning procedures.


SALT INFUSION ROOM a) Vulnerable users are made aware of potential risks through signage, verbal and

written advice and supervision. b) Provision of an alarm system with action plans for dealing with incidents. c) Drainage to allow water infusion to be removed. d) Routine and regular half hourly checks. e) Regular checks, maintenance and servicing. f) Cleaning schedule and deep cleaning procedure. g) Twice daily flush of infusion jets to reduce build up of salt. h) Children under 8-16 should be supervised by an adult. i) Children under 8 must not be permitted to use the salt infusion rooms. ICE ROOM The ice room is part of the Thermal Suite which includes other treatments such as sauna and steam room. The Spa Safe Operating Procedures and Management Procedures used for access to the Thermal Suite will apply to the Ice Room. The Ice Room contains freshly made ice and a drench shower. The drench shower is held at a temperature < 15°C and lasts for 30 seconds The overall room temperature is held between 8- 16°C . These temperatures are not conducive to legionnaire growth but controls on cleaning and disinfecting of shower heads should still be applied and recorded. Leisure Safety Form 15. The cleaning process should also be applied to the ice funnel to prevent a build up of scale. The specific cleaning and service procedures advocated by the manufacturer or installer must be followed and recorded on site. The potential hazard is the change in temperature for users from the other rooms within the Thermal Suite upon entering the Ice Room. Any health factors e.g. heart condition should be captured by a health questionnaire prior to usage. Signage and advice through verbal and written instructions in use should be available at all times. Other safety hazards are:

Slips and falls due to wet floor surfaces

Skin abrasion from ice

Risk of infection from contaminated ice

Risk of infections from contact with poorly cleaned surfaces The control measures which must be strictly followed are:

Ice is removed at night to allow fresh ice to be manufactured and replaced daily

Correctly specified floor surfaces that are slip resistant when wet

Good drainage to minimise the pooling of water

Routine and regular half hourly checks

Regular checks, maintenance and servicing

Cleaning schedule and deep cleaning procedure

Children under 8 are not allowed to use the Ice Room


EXPERIENCE SHOWERS The potential hazard with any shower is legionella proliferation in the water system and/or shower head. The Water Risk Assessment for the site will cover the hot and cold water supplies for the shower and shower heads, jets etc. These should be descaled (where required), cleaned and disinfected on a 3 monthly basis. This must be recorded on Leisure Safety Form 15. In addition, any specific cleaning procedures advocated by the manufacturer or installer of the experience showers must be followed and recorded on a site specific cleaning schedule. Further additional site specific water safety controls will be implemented as required by the sites Water Risk Assessment. Other safety hazards of note include:

Slips and falls due to wet floor surfaces and moisture in the air

Risk of infections from contact with poorly cleaned surfaces The control measures which must be strictly followed are:

Correctly specified floor surfaces that are slip resistant when wet

Good drainage to minimise the pooling of water

Routine and regular half hourly checks

Regular checks, maintenance and servicing

Cleaning schedule and deep cleaning procedure


EAP

Emergency Action Plan

The Emergency Action Plan (EAP) is a written plan which should detail step-by-step procedures to follow in emergencies such as fire, bomb procedures or a major accident. Every Club must have a detailed Procedures Manual on dealing with emergencies and procedures in place to help deal with these emergencies. The EAP should be regularly reviewed and updated and should involve ALL team members in this process.


FIRE ALARMS AND BOMB PROCESS The fire alarm is tested on _________________ at _______. The hotel assembly point for fire is located ________________________________________ If you discover a fire you should break the glass point and sound the alarm. * Please insert the following evacuation procedures after this page.

Club fire evacuation

Club fire evacuation for disabled guests

Hotel fire evacuation A copy of COSHH/data sheets for pool plant chemicals should be kept in the fire box at the main hotel reception. BOMB EVACUATION The hotel assembly point for a bomb evacuation is located on the _____________________ * Please insert the bomb evacuation procedure after this page. OTHER EAP

Plant room fire

Structural failure

Lighting and/or power failure

Hotel flood plan (if applicable) * Please insert the other EAP procedures after this page.


TOXIC GAS Chlorine gas is toxic and corrosive and can cause severe burns if inhaled or upon contact with the skin. Inhalation may cause coughing, choking, nausea, vomiting, headache, dizziness, difficulty in breathing and delayed pulmonary edema, which can be fatal. Chlorine can be detected by its odour below the permissible limit; however, because of olfactory fatigue, odour may not always provide adequate warning of the harmful concentrations of this substance. Chlorine is an oxidizer and will support combustion. Products of combustion are toxic. Large doses will be fatal. Even small quantities of chemicals when mixed together will provide large volumes of gas. Extreme caution in their use is therefore essential. Chlorine gas is formed when most acid and alkali pool chemicals are mixed. A high concentration breathed in will result in death due to damage to the lungs. Colour: Greenish Yellow. If released into the water it will probably be seen as a black, inky cloud. Form: Is a gas that forms a cloud, which may or may not be visible. It is heavier than air so will usually float in a cloud at ground level upwards. Odour: It has a sickly smell similar to a pool but much stronger. UNDER NO CIRCUMSTANCES SHOULD SODIUM OR CALCIUM HYPOCHLORITE OR ANY ALKALI BASED CHEMICAL AND ANY ACID BASED CHEMICAL IN ANY FORM BE MIXED TOGETHER OUTSIDE OF THE CONTROLLED DISINFECTION SYSTEM, SINCE THIS WILL PRODUCE HIGHLY TOXIC CHLORINE GAS. Training should be carried out with all team members and recorded. 1. Plant room entrance door must have a label that states one of the following:

DANGER! Chlorine Gas Inhalation Hazard Authorised Personnel Only

2. Personal protection equipment (PPE) should be worn at all times to prevent eye and

skin contact (i.e. safety glasses; splash shields; gloves; laboratory coat/apron). 3. No work with chlorine will be performed alone. A second person familiar with the

dangers and emergency procedures for handling chlorine must be present at all times within the plant room while operations with chlorine are being carried out.

4. Do not drag, roll, slide or drop a chlorine cylinder. Use a suitable hand truck for

cylinder movement. Never attempt to lift a cylinder by its cap. 5. Secure cylinders at all times while in use. 6. Only use chlorine approved regulators and valves.


7. Once the cylinder has been connected to the process, open the valve slowly and

carefully. If you are experiencing difficulty operating the cylinder valve, discontinue use and contact the supplier. Forced freeing of “frozen” or corroded valve should NOT be attempted.

STORAGE 1. Store chlorine in a well ventilated, secure area, protected from the weather. 2. Chlorine should be stored in locations appropriate for compressed gas storage and

separated from incompatible compounds such as hydrogen, acetylene, ammonia and flammable materials.

3. Chlorine must be stored upright with valve protection caps in place. 4. Do not allow the storage temperature to exceed 125 degrees F. 5. Store chlorine away from heavily travelled areas and emergency exits. 6. Visually inspect cylinders on a routine basis, at least weekly, for any indication of

leakage or other problems. EMERGENCY OPERATING PROCEDURE FOR CHLORINE GAS LEAK * Please insert Club site specific procedures. EMERGENCY PROCEDURES 1. In case of accidental release of chlorine gas, such as a leaking chlorine tub, turn off

all ignition sources (if time permits), evacuate the area immediately and close the door. Implement the emergency spill response plan immediately. Follow the same plan as if you have found a fire! Inform the Duty Manager, dial 999 and implement Emergency Procedures for evacuating the Club.

2. In the event of skin contact, immediately wash with soap and water and remove

contaminated clothing. 3. In the case of eye contact, promptly wash with copious amounts of water for 15

minutes. Call 999 for immediate medical attention. 4. If chlorine is inhaled, remove to fresh air and call 999 for immediate medical

attention. 5. The back up safety person, after making sure that the affected team member is

capable of washing the affected area, should dial 999 immediately. Provide all emergency services with all the information pertaining to the incident.

6. The safety data sheet for chlorine should be given to the emergency services to aid

in treatment.


LEAK DETECTION 1. The plant room should be carefully checked prior to introduction of chlorine into the

room, periodically thereafter, and after any maintenance or modifications to the plant room which could affect its integrity.

2. If a leak is detected implement the Emergency Procedures as state above. In the event of a spill or leak involving chlorine, persons not wearing protective equipment should be restricted from contaminated areas until the clean up has been completed. The following steps should be undertaken following a spill or leak: 1. Notify safety personnel. 2. Remove all sources of heat and ignition. 3. Keep all combustibles (wood, paper, oil, etc) away from the leak. 4. Ventilate potentially explosive atmospheres. 5. Evacuate the spill area for at least 50 feet in all directions. 6. Find and stop the leak if this can be done without risk; if not, move the leaking

container to an isolated area until the gas has dispersed.


FAECAL AND BODILY FLUID CONTAMINATION OF THE POOLS This might involve faeces, vomit, blood or urine. The risk could be of exposure to harmful micro-organisms for other pool users, therefore immediate action needs to be taken upon discovery of a contamination incident. If a solid stool is discovered, this must be retrieved quickly and the scoop disinfected. Provided that the pool is in all other respects operating normally (disinfectant levels etc) no further action is necessary. If the stool is runny (diarrhoea) there is a risk of contamination with gastro-intestinal parasites such as Cryptosporidium and Giardia. The following procedure will be adopted:

The pool will be cleared of bathers immediately and all bathers advised to shower before moving to another pool or leaving.

If the affected pool is small, e.g. children’s pool or Spa pool, the pool should be drained, scrubbed with a brush and a dilute chlorine solution of approx. 5-6 ppm and refilled.

If 2 pools share the same water and/or the same filtration system, then both pools must be closed and again, if one pool is small, the procedure given above must be followed.

Although Cryptosporidium and Giardia are resistant to chlorine, it is still good practice to use a chlorine product to clean the area.

The disinfectant levels will be maintained at the top of the recommended dosing range, e.g. 5ppm free chlorine and the pH should be held steady at 7.4.

The pool will be vacuumed.

Backwash and turnover period is required.

The pool will remain closed to bathers until the water has been filtered for six turnover cycles with the automatic flocculent dosing switched on and checked, or by manually dosing the pool where an automatic system is not installed. This could take up to a day, so the pool will remain effectively closed until the next day. Where manual/hand dosing is carried out, strict control measures must be followed to ensure this is done safely.


PANIC ALARMS AND EMERGENCY PHONES When a push button alarm is activated a siren will sound and the emergency alarm light at the reception desk will flash. If an alarm is activated you should go immediately to the location and deal with the incident. Call reception and the Duty Manager for assistance if needed. Fill out forms if necessary. If it is a false alarm reset the system. Panic alarms and phones should be tested daily and recorded on the Daily/Weekly Health and Safety Sheets in the LSMS. If your panic alarms or phones are faulty it should be reported and fixed immediately. If an alarm or phone is out of order, a check should be carried out every 15 minutes within that area for safety. Please put in the location of your panic alarm and emergency phones below: Panic Buttons – Emergency Phones -


EMERGENCY EVACUATIONS

There are two levels of emergency evacuation of the Leisure Club, both are responses to the fire alarm.

Level 1 Evacuation to a designated safe holding point within the Club, e.g. by a final fire exit if the fire alarm is sounded and there is no immediate risk to the Leisure Club users. This procedure is covered in more detail in the Fire Emergency Evacuation Plan as determined by a Fire Risk Assessment for the hotel and Leisure Club. Full evacuation may follow if, for example, a serious fire develops.

Level 2 Full evacuation of the Leisure Club and possibly hotel site to a designated place of safety. This could be when the fire alarm has been activated in the Club due to a fire or a major toxic chlorine gas release or due to a hotel wide bomb/terrorist alert. The extent of evacuation (to outdoor assembly point or beyond site) will be determined by the hotel’s Fire/Crisis Response Plan and the instructions by the emergency services.

The hotel Emergency Contact Flowchart is given in the opening section of the Leisure Safety Policy. It must be ensured that at least one member of staff, trained as a pool plant operator, is always contactable in the event of an emergency. General rules are below but these should be made site specific within the Fire Risk Assessment process.

LEISURE EMERGENCY ACTION PROCEDURES - LEVEL 1

Upon hearing the fire alarm, leisure staff are to investigate and establish contact with Duty Management and hotel reception.

Evacuate all areas (including pools) calmly to the designated Leisure Club Holding Point.

If applicable, Leisure Club staff will use the Fire Evacuation Pack containing all the necessary emergency equipment.

Inform Management to initiate the hotel Emergency Contact Flowchart.

Involve on-duty first aiders as required.

Identify missing persons and advise the emergency services on arrival.

Provide for the comfort of Leisure users – dressing gowns, towels, undercover emergency assemble location.

Open the Leisure Club/pools only when the all clear has been given by the Duty Manager.

FIRE EVACUATION PACK

If determined by the hotel’s Fire Risk Assessment and due to the remoteness of the Leisure Club from the main hotel, a Fire Evacuation Pack should be held in the Leisure Club reception to assist with the evacuation of guests. The pack should contain items such as:

• Leisure Club Manager and/or Spa Manager’s site specific checklist

• Torches

• Reflective jackets to identify people with specific roles

• Loud hailer (megaphone)

• Pad and pencil

• A plan of the premises

• Foil blankets for bad weather and protection of elderly or infirm guests

• First aid kit

• Access keys for Fire Brigade

• Spare batteries for loud hailer and torches


LEISURE EMERGENCY ACTION PROCEDURES - LEVEL 2

• Upon discovery of a fire in the Leisure Club or chlorine gas release raise the alarm using the nearest break glass call point.

• Evacuate all occupants of the Leisure Club to the designated outdoor assembly point.

• Provide for the comfort of leisure users – dressing gowns, towels, undercover emergency assemble location

• Contact relevant Emergency Services and state the nature of the emergency

• Contact management to assess further action

• Open the Leisure Club/pools only when the all clear has been given by the Duty Manager

The following sections outline other possible emergencies which may also result in either a staged or full evacuation response depending on the circumstances. It is recognised that both the pool area and general Club area might be the cause of the emergency situation and it may not be necessary to close the whole of the Club depending on the issues. Common sense should prevail.


DISORDERLY BEHAVIOUR, INCLUDING VIOLENCE TO STAFF This includes, but is not limited to, any of the following:

Swimming out of depth

Ducking

Jumping

Diving

Running

Gymnastics

Shouting

Fighting

Acrobatics Persons under the influence of alcohol or drugs must not be permitted to use the pool. After assessing the situation, the Leisure Club Manager and/or Spa Manager or Duty Manager will take action to resolve the problem. This might include asking the bather to leave the pool and denying future access. Management and staff should be trained to recognise the early signs of aggression and know how to avoid or cope with it. If a situation gets out of hand, the poolside alarm should be activated and, if necessary, the Police called.


LACK OF WATER CLARITY The lack of sufficient water clarity should be treated as an emergency and the pool must be evacuated. Specifically, use of the pool must be suspended when the bottom of the pool at its deepest point cannot be seen. As a rule of thumb, a 2 pence coin or similar 3cm diameter disc must be identifiable in the deepest part of the pool. The Manager or in his/her absence a member of the management team, will attract users attention by blowing a whistle or announcing verbally to pool users that they should leave the pool. Notices must be erected at poolside to state that the pool is closed. The hotel reception is to be advised. The pool should be closed and access controlled until the situation is resolved by a resident pool plant operator or contractor where applicable, and the water is suitable for bathing again.


SERIOUS FAILURE IN WATER SAFETY CONTROL MEASURES EXCESSIVE OR INSUFFICIENT FREE CHLORINE IN THE WATER This might happen through mechanical failure of the dosing equipment. High levels could result in bather complaints, inhalation injuries, bleached complexion, skin irritation, rashes or bleached costumes. Low levels could result in a significant risk of exposure to harmful micro-organisms. Normal chlorine levels must be restored by a trained pool plant operator.

CLOSING THE POOL The swimming pool should be closed immediately if:-

Chlorine levels are 3.00ppm or above

Chlorine levels are 1.00ppm or below

pH level is 7.9 or above

pH level is 7.1 or below

Pool water temperature is 24oC or below

Pool water temperature is 36oC or above

The bottom of the pool is not visible

There is glass in the pool

There is no flow due to total failure of pumps

Any other incident, which a team member considers serious enough

If faecal matter is found in the pool.

SPA POOL

With regard to spa pool chemical and physical operating parameters, close the spa pool and investigate further if:

Free Chlorine is 10.00ppm or above

Chlorine levels are 2.00ppm or below.

pH level is 7.7 or above

pH level is 6.9 or below

Pool water temperature is 34oC or below

Pool water temperature is 41oC or above

The bottom of the pool is not visible

There is glass in the pool

There is no flow due to total failure of pumps

Any other incident, which a team member considers serious enough

If faecal matter is found in the pool. Note that where disinfectants other than Free Chlorine releasing chemicals are used, e.g. bromine compounds, ozone etc, the parameters given above will need to be amended in accordance with the specifications given in the Pool Plant Operator’s Manual or by the pool plant contractor.


OTHER PROMPTS FOR CLOSURE The pool(s) or spa pool should also be closed if advised by an external Consultant or if directed by the Local Authority when serious deficiencies in control measures have been identified. The current Risk Assessment should be reviewed and an Action Plan should be formulated to correct the deficiencies before re-opening the spa pool.


SERIOUS FAILURE OF MICROBIOLOGICAL WATER QUALITY TEST GROSS CONTAMINATION Always seek immediate advice from a designated Water Analysis Laboratory, pool plant contractor or Acoura Consulting Ltd with regard to serious micro-biological test results, but as a guide the following should be considered gross microbiological contamination:

> 10 E.coli per 100ml in combination with – o An unsatisfactory aerobic colony count (TVCs) (>10 per 100ml) and/or o An unsatisfactory Pseudomonas aeruginosa count (>10 per 100ml)

50 Pseudomonas aeruginosa per 100ml in combination with a high aerobic count (>100ml per ml).

>1000 cfu per litre Legionella species. The pools must be closed in the event of gross microbiological contamination LEGIONELLA SPECIES (SP.) If a routine or Local Authority water sample test result for the spa pool is unsatisfactory for Legionella sp. the following actions are to be taken:

If test result shows >102 to 103 cfu/litre: o Close the spa and only re-open when instructed to do so by MD Fitness & Spa o Drain, clean and disinfect o Resample o Review control and Risk Assessment, carry out further actions as required o Refill and retest next day and 2-4 weeks later.

If test result shows >103 cfu/litre, close the spa pool immediately and carry out actions as per a reported case of Legionellosis as given below.

OUTBREAK OF FIRE Refer to the Leisure Club Fire Evacuation Procedures posted on the staff notice board and the Fire Risk Assessment. Also consider:

How swimmers will be kept warm if evacuated from the building, e.g. space blankets, towels to wrap around guests.

Stages of evacuation if identified as a control measure in the Fire Risk Assessment.

If required, detail any additional site specific Club rules or responsibilities for fire evacuation in the box below or insert the Leisure Club Fire Evacuation Plan after this page:


Site Specific Fire Evacuation Rules


BOMB THREAT/TERRORISM

The General Manager, Leisure Club Manager and/or Spa Manager or in their absence, a member of the Hotel Management Team will deal with the incident and will advise pool users of the action necessary in response to a bomb scare or act of terrorism.

The following guidance is applicable when there is a direct and specific threat to the Leisure Club:

SCENARIO – THREATENING PHONE CALL/SUSPICIOUS PACKAGE FOUND

1. Keep the person talking asking questions in a calm manner to get as much information as possible

2. Ascertain - Male or Female? - Accent? - Background noise?

3. Note - Time of call and duration - What was said?

4. Contact - Duty Manager

5. Evaluate action to be taken – the over-riding consideration is staff and public safety i.e. Search and Evacuate or Evacuate straight away

6. Look for but do not touch any suspicious or out of place article or package

7. Evacuation – in line with Fire Arrangements but assemble well away from potential blast damage e.g. windows


DISCOVERY OF A CASUALTY IN THE WATER

The casualty is to be removed with team handling from the water with the aid of the body hook or life belt. The rescuer will only enter the water as a last resort to recover a casualty.

A trained first aider should be summoned to the swimming pool as soon as possible.

At the same time, reception should be alerted by using the alarm call point on the poolside or by the emergency telephone.

Reception will alert the General Manager or in his/her absence the Duty Manager.

The emergency services will be summoned at the earliest opportunity.

If breathing has stopped, expired air resuscitation (EAR) will be commenced.

The pool and surrounding area will be cleared of all other bathers.

In the case of any collision or fall which has been hard enough to incur the possibility of breaking bones, the injured person will be left where injured/fallen. First aid will be given on the spot. The emergency services will remove the patient using their specialist equipment and apparatus.

Efforts will be made to stop serious bleeding with large wound dressings if necessary.

All accidents involving head injury will be treated as particularly serious with appropriate first aid.

Care must be taken to avoid shock with appropriate first aid whilst waiting for the emergency services.


HAIR OR LIMB ENTRAPMENT IN POOL GRILL Such incidents represent a LEVEL 2 EMERGENCY and emergency action procedures include turning off water pumping equipment as soon as possible, cutting the casualty free if trapped by their hair but not leaving the casualty unattended. Expired Air Resuscitation (EAR) still might be needed to keep the casualty alive during the rescue.


GLASS IN POOL OR SURROUNDING AREA This poses a serious hazard to bathers and employees and every effort must be made to restrict the use of glass and crockery. When breakages/incidents occur:

In the event of discovering broken glass in the pool, immediately evacuate bathers from the pool and prevent further access.

The pool should be drained, cleaned and the bottom of the pool should be vacuumed. Only when all glass has been retrieved will the management assess whether it is safe to re-open the pool.

Contact the pool plant specialist for advice on how to best remove glass from the pool.

Only re-open when the target chemical parameters are achieved.


PERSONNEL


PERSONNEL A formal training plan must be in place for all team members. This must cover the following areas:

Water Chemistry

Pool Life Guard

First Aid

Lone Working These must be a minimum and must be completed within the first three months of starting at a facility. These are crucial for the operation of the Club as it will help maintain standards as well as a way of retaining members and attracting new ones. It will also provide a fair base to perform the 3 month performance review.


QUALIFICATIONS

Position in Company Needs Training/Knowledge Required Solutions Training Type Assessment & Knowledge

Duration Frequency of Training

Leisure Club Employees training: Club/Health Club Manager Duty Manager Club/Health Club Operations Manager Fitness Manager

First Aid training. Accredited certified training e.g. Red Cross, St John’s Ambulance, Wallace Cameron followed by examination.

3 days As required if no qualification on commencement

First Aid Refresher. Accredited certified training e.g. Red Cross, St John’s Ambulance, Wallace Cameron followed by examination.

2 day As required in line with qualification expiry dates

Pool Plant Certificate - Advanced Water Chemistry – Pool Plant Operator (Supervisory and management) (3 days)

Accredited certified training External

3 days

As required if no qualification on commencement. Refresh every 3 years

Pool Responder/Pool Lifeguard (As appropriate to depth of pool).


2 days As required if no qualification on commencement. Refresh every 3 years

COSHH – as relevant to products in use. Training by the supplier and internal tool box talk training

Annually

Pool Hoist (if applicable to your hotel)



Fitness/Class Instructor Qualification as relevant to position and if carrying out Personal Training or classes






Leisure Club Employees training: Spa Manager Therapists


3 days Within first 3 months (if no qualification on commencement)




Annually

Technical Qualifications

Alternative Therapists Contract approved by GM and sent to Head Office. Insurance kept on site and sent to Head Office with a minimum of 5 million. Copy of qualifications to be kept on site referring to what treatments they provide. Copy of COSHH data sheets and risk assessments where more than 5 people employed approved and kept on site.

* Where applicable to Job Role




Leisure Club Employees training:

Fitness Instructor / Studio Instructor All employees completing water checks


3 days As required in line with qualification expiry dates


2 days As required in line with qualification expiry dates

Fitness / Class Qualification as appropriate

Pool Plant Certificate - Advanced Water Chemistry – Pool Plant Operator (For employees who have pool plant responsibilities) (3 days) Pool Plant Foundation - for employees carrying out water testing only (1 day)

Accredited certified training External Accredited certified training External

3 days 1 day

As required if no qualification on commencement. Refresh every 3 years As required if no qualification on commencement. Refresh every 3 years

Pool Responder/Pool Lifeguard (As appropriate to depth of pool).



Cleaners


Annually




Maintenance Managers First Aid training. Accredited certified training e.g. Red Cross, St John’s Ambulance, Wallace Cameron followed by examination.




Pool Plant Certificate - Advanced Water Chemistry – Pool Plant Operator (For employees who have pool plant responsibilities) (3 days)




Annually

Crèche Supervisor / Assistant

Paediatrics 1st Aid Accredited certified training External


DBS (Disclosure and Barring Service – (formally CRB))

To be obtained during the recruitment process if this cant not be proven by the employee

As required

Child protection Accredited certified training External

1 day As required if no qualification on commencement. Refresh every 3 years

Nursery Qualification Accredited certified training External



TEAM MEMBER STANDARDS The wearing of a standard uniform across the group shows we are a professional

organisation as it is the first impression we give our members as they enter the Club. The following uniform should be provided:

Item Full time Part time Casual

Polo shirt 3 2 1

Track bottoms 2 1 1

Shorts 1 1 1

Fleece top 1 1 1

Name badge 1 1 1

White socks Not supplied Not supplied Not supplied

Suitable clean trainers Not supplied Not supplied Not supplied

Excessive make up, jewellery and the wearing of baseball caps while on shift is unacceptable. All staff must keep clean, tidy and well presented at all times.

macdonald hotels leisure standard operating procedures...

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