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Attending Shire Hall

Councillors are regular visitors to Shire Hall for public council and committee meetings, private meetings with other councillors, council officers or individuals, and to use facilities for their council-related activities.

Shire Hall is managed by the council’s Facilities Management Team that works to ensure its effective and safe operation. Security measures are in place to protect occupants and respond to incidents. The following precautions should be followed by councillors:

  1. Be vigilant when arriving and leaving for any persons acting suspiciously in and around car parks and building entrances.
  2. Use your ID card to enter GCC buildings and always ensure it is visible when inside buildings. Be prepared to be challenged if your ID card is not visible.
  3. Ensure you are aware of who is around you when you enter buildings to avoid tailgating. Always check the person behind you to ensure no unauthorised persons gain entry.
  4. In the event of a security incident during a meeting, follow instructions of the responsible council officers in attendance. If there is a need to evacuate the building, leave by the nearest available signed escape route or as instructed.
  5. If you see anything hazardous, suspicious, or you are involved in an incident or suffer an injury, bring this to the attention of Democratic Services or a responsible officer to report to the appropriate GCC service.
  6. Be aware of signs of escalation and if you feel threatened or are confronted by an aggressive person, stay calm and professional, avoid arguing, sarcasm or raising your voice, and use non-threatening body language to de-escalate until assistance arrives. If necessary withdraw politely from situations which become inflamed.
  7. Where a situation is escalating beyond verbal aggression and cannot be de-escalated, the person is physically assaulting or brandishing a weapon such that they pose an immediate threat to safety, do not attempt to physically intervene. Follow the Run Hide Tell protocol, get to the inside of a fob access-controlled door and invacuate to a safe space, preferably in secure room before alerting an appropriate council officer and if alone, call 999.
  8. It is possible that depending on the nature and outcome of the meeting that members of the public may leave feeling angry or upset. In such instances, councillors may wish to ask to be accompanied to their car or transport point by other colleagues who also attended the event / meeting.

Councillors sitting for sustained periods are at risk from poor ergonomics/ posture and during prolonged use DSE (fixed and mobile devices), which can lead to MSK injury. Where possible:

  1. Sit with good posture – upright, with feet on ground, avoid crossing legs, avoid ‘slouching’.
  2. Use adjustable chairs provided and make any adjustments to provide reasonable comfort.
  3. Seek medical opinion at an early stage if experiencing any musculoskeletal pain (back, neck, shoulders, limbs etc.).
  4. Plan work to include changes of activity.
  5. Take advantage of breaks during meetings – stand and walk about before, after and during breaks.

Agile Working: Using Laptops Safely

If you are using a laptop for work either at home, in the office or when mobile working there are some basic requirements that you must consider to prevent ill health or injury. All GCC staff should follow these tips to prevent poor posture leading to musculoskeletal symptoms from laptop use:

  • If a workstation is available (a desk, adjustable chair, a separate screen, external keyboard and mouse) then always use it.
  • Ensure a basic ergonomic arrangement with the laptop:
    • Eyes Use a monitor or laptop stand to bring the screen up to a height where the top of the screen is approximately at eye-height.
    • Elbows Sit at a height that means the external keyboard is at approximately elbow height.
    • Legs Sit in a chair so the undersides of your thighs are supported and that your feet are flat on the floor or supported by a footrest.
  • Take regular breaks and if any discomfort is experienced when using a laptop, stop work.
  • If you have to use a laptop sat at a desk/table without other equipment, this is only suitable for short term use (less than 2 hours) and no longer than 30 minutes without rest breaks (of 2-5 minutes).
  • Wherever you are, try to use a suitable height desk or table (e.g. in a service user's home, on the train, at a café etc.) to avoid using the laptop from your lap or a low table.
  • If you do need to use the laptop in your car, a low table or on your lap because there is no other place to work, this should be for very short tasks only (< 15 minutes).
  • For more information and advice about using DSE visit the Health and Safety Hub.

Agile Working: Using Laptops Safely

If you are using a laptop for work either at home, in the office or when mobile working there are some basic requirements that you must consider to prevent ill health or injury. All GCC staff should follow these tips to prevent poor posture leading to musculoskeletal symptoms from laptop use:

  • If a workstation is available (a desk, adjustable chair, a separate screen, external keyboard and mouse) then always use it.
  • Ensure a basic ergonomic arrangement with the laptop:
    • Eyes Use a monitor or laptop stand to bring the screen up to a height where the top of the screen is approximately at eye-height.
    • Elbows Sit at a height that means the external keyboard is at approximately elbow height.
    • Legs Sit in a chair so the undersides of your thighs are supported and that your feet are flat on the floor or supported by a footrest.
  • Take regular breaks and if any discomfort is experienced when using a laptop, stop work.
  • If you have to use a laptop sat at a desk/table without other equipment, this is only suitable for short term use (less than 2 hours) and no longer than 30 minutes without rest breaks (of 2-5 minutes).
  • Wherever you are, try to use a suitable height desk or table (e.g. in a service user's home, on the train, at a café etc.) to avoid using the laptop from your lap or a low table.
  • If you do need to use the laptop in your car, a low table or on your lap because there is no other place to work, this should be for very short tasks only (< 15 minutes).
  • For more information and advice about using DSE visit the Health and Safety Hub.

Laptop Helpful Hints

For good laptop use with standard keyboards

  • Arms relaxed by your side
  • Balanced head, not leaning forward
  • Screen approximately arms length from you
  • Top of screen about eye level
  • Sit back in chair ensuring good back support
  • Forearms parallel to desk
  • Feet flat on floor or on a foot rest
  • Space behind knee

Always remember to move throughout your working day to promote good working health.

Laptop Helpful Hints

For good laptop use with standard keyboards

  • Arms relaxed by your side
  • Balanced head, not leaning forward
  • Screen approximately arms length from you
  • Top of screen about eye level
  • Sit back in chair ensuring good back support
  • Forearms parallel to desk
  • Feet flat on floor or on a foot rest
  • Space behind knee

Always remember to move throughout your working day to promote good working health.