Compliance checks
The Compliance page tracks anything with a recurring due date — gas and electrical safety, fire alarm and emergency lighting servicing, legionella and water temperatures, PAT, tree surveys, play equipment, insurance renewal. Each one records what was done and when.
Start from the standard list. It was built from The Scout Association’s Safe Scouting Premises Audit and covers most of what a campsite is asked about. Tick the ones that apply, tick which fields or buildings each one belongs to — none ticked means the whole site — and they are added with a suggested interval. A check can name several places at once, so a fire extinguisher check covering two specific fields but not the rest of the site is one record rather than two drifting apart.
The intervals are a starting point, not the law. For several of these the law fixes no interval at all — it says keep it in safe condition and leaves the frequency to a risk assessment. So every suggestion says where it comes from: required by law, a British standard, official guidance, or ordinary practice. Change any of them. Nothing here is legal advice, and ticking these boxes does not by itself make anybody compliant.
Log each check as you do it rather than just marking it done. For a weekly tap flush or an alarm test the run of dated entries is the record — “show me the last twelve months” is a much harder question than “when did you last do it”. Some checks also ask for a reading, like hot and cold water temperatures, because a number you can compare shows a slow drift that a tick cannot.
Meter readings. Add Meter readings from the list for a building and log its electricity, gas and water meters — whichever it has; leave the rest blank. Each entry then shows how much was used since that meter was last read, and how much a day, so months of different lengths compare fairly and a leak or a heater left on stands out. If a reading is lower than the one before, it says so rather than showing a negative — usually a new meter, or a mistyped number.
A check that found a problem stays due until a clear one is recorded. Something that failed is not a job finished, and rolling it forward a year would hide it until long after it mattered.
You can say who does each check. They get the reminder too, as well as the owners and leaders — not instead of them, so somebody on holiday doesn’t make it nobody’s problem.
Evidence pack for an audit prints everything in one document: what is on the site, every check with its dates and status, every problem found, and who is qualified to do what. It is built to be handed to an inspector or an insurer. It carries no phone numbers or email addresses — an audit asks who is responsible, never how to ring them — and nothing about anybody under 18 appears in it at all.
Anybody who can see the site can read all of this. Logging a check needs the same access as taking a booking; adding or changing what gets checked needs administrator access.