• Document Title: Plas Heli Hub – Operational Protocol & User Guide
• Version: 2026.0-Draft
• Status: Draft for Review
• Prepared By: Stephen
• Reviewers: Plas Heli Directors
• Background: The Plas Heli Hub was constructed in 2013 under a grant-funded scheme, with Plas Heli Cyf contributing financially to the build. It is a significant operational asset for Plas Heli and its user groups.
• Document History: This digital User Guide replaces earlier paper-based versions that were updated periodically.
• Current Approved Version: None (new digital document)
• Digital Version Status: Prepared for inclusion in the Plas Heli Governance Library
• Effective Date: To be set upon Board approval
• Approval Date: Pending Board decision
• Next Review: 24 months after approval

This Protocol ensures the Plas Heli Hub is used safely, securely and responsibly by all authorised user groups. It establishes clear expectations for housekeeping, storage, access control, insurance compliance and cooperation between groups.

• All user groups must be constituted clubs or organisations.
• All user groups must be members of an appropriate sporting governing body.
• Each group must nominate an authorised representative for communication and notices.
• All groups must accept and comply with this Protocol.

• User groups must insure their own equipment and activities.
• Each user group must hold third-party liability insurance to a minimum value of £2M.
• No items that are not insured may be stored in the Hub.
• Each user group must keep any valuable equipment secure and in a locked cupboard.
• Plas Heli insures the building structure only.
• No flammable materials may be stored in the Hub.
• Distress flares must be stored in a metal fire-proof container.

• The Hub must be locked and secure at all times.
• Plas Heli will provide the access code only to each group’s listed representative.
• Access codes must not be shared beyond the approved personnel list maintained by each group.
• User groups must follow the Plas Heli Access Codes Protocol.
• Any security breach must be reported immediately to Plas Heli.
• CCTV cameras (internal and external) must not be obstructed.
• Plas Heli may change access codes at any time for safety or security reasons.

Permitted Use:

• Storage of equipment for authorised sporting activities.
• Preparation for youth sailing, rowing and event operations.
• Plas Heli race management and event deployment.
• User groups may carry out small maintenance or repair works on their own stored equipment.

Prohibited Use:

• Larger works without notifying Plas Heli and obtaining consent.
• No welding, sanding, or any work producing fumes, dust, or hazardous emissions.
• Personal projects or private storage.
• Unauthorised workshop activity.
• Commercial or unrelated activity.

Plas Heli requires access at all times for deployment of race and event equipment.

• User groups must keep their designated areas clean and tidy.
• Rubbish must be removed after each use.
• Bins must be emptied regularly.
• Items stored at height must be tied down and secure.
• No trip hazards or unsafe conditions may be created.
• Doors, walkways and access routes must not be obstructed.
• Roller doors and the pedestrian entrance must remain clear.
• Lights must be turned off after use.
• A floor plan will be displayed showing the areas occupied by each group.
• All signage and notices must be bilingual and comply with the Plas Heli Language Policy.
• All electrical equipment brought into the Hub by user groups must be in good condition and safe to use. Damaged cables, unsafe chargers or overloaded multi‑plug adapters are not permitted.
• User groups are responsible for ensuring that any portable electrical equipment they use is appropriately maintained and, where required, PAT tested.

• All users must follow Plas Heli safety instructions.
• Any damage, misuse or hazards must be reported.
• No equipment may be left in an unsafe condition.
• Smoking is strictly prohibited inside the Hub.
• User groups must ensure appropriate supervision of children.
• Electrical equipment used in the Hub must be safe and in good condition. Damaged cables, unsafe chargers or overloaded multi‑plug adapters are not permitted.
• Volunteers and user‑group representatives working alone in the Hub must ensure they have a means of communication and that someone is aware of their presence on site. Lone working should be avoided when lifting heavy items or carrying out tasks with increased risk.

• Each user group is responsible for its own First Aid provision.
• Accidents and near misses must be reported using the online Accident Book:
  https://plasheli.org/homepage/accident-book
• Individuals working alone in the Hub must ensure they have a means of communication and that someone is aware of their presence on site.
• Emergency posters and instructions will be displayed in the Hub.
• A notice board will display key emergency contacts:
  • Police
  • Fire & Ambulance
  • Plas Heli contact
  • Hafan Pwllheli contact
  • Group representatives
• Activities on the water must be noted on the notice board, including:
  • names of persons on the water
  • time out
  • any relevant safety details

Plas Heli may issue operational instructions relating to storage, access, safety, events or equipment deployment. These instructions must be followed by all user groups.

• User groups must respect each other’s designated areas.
• No interference with other groups’ equipment.
• Cooperation is required during events, training camps and busy periods.
• Plas Heli volunteers may issue reasonable instructions which must be followed.
• Each user group will contribute to a fund to assist with repairs and maintenance of the Hub. CHIPAC’s contribution is made through the CHPSC annual Facility Fee.
• Each user group will contribute towards the cost of electricity on a fair-use basis.

• Report damage to the building.
• Report misuse of the building.
• Report unsafe storage or hazards.
• Report security breaches.
• Report changes in authorised representatives.

Reports should be made to .

• This Protocol will be reviewed annually.
• Updates may be made at any time if required.
• The latest version will be published in the Plas Heli Governance Library.
• User groups will be notified of updates and changes to access codes.

The Plas Heli Hub was constructed in 2013 as part of a grant-funded development project for Plas Heli, with Plas Heli Cyf contributing financially to its construction. The building is a significant long-term asset for Plas Heli and its user groups, providing secure storage, operational space, and essential infrastructure for youth sailing, rowing, and event management activities.

This User Guide replaces earlier paper-based versions that were updated from time to time. It now forms part of the Plas Heli Governance Library and provides a clear, consistent, and accessible digital protocol for all authorised users.

Plas Heli volunteers have undertaken a major reorganisation of the Hub to improve safety, remove redundant items, create clear designated zones for CHIPAC and Clwb Rwyfo, and establish a dedicated Plas Heli area for race management equipment. This work supports safe shared use and ensures the Hub remains fit for purpose for years to come.

CCTV installation is planned to enhance welfare, security, safety and insurance compliance. Further consolidation of storage areas, including the container and the Storfa (portacabin), will continue over the winter months.

• Access Codes Policy
• Safeguarding & Child Protection Policy
• Complaints & Conduct Policy
• Health & Safety Policy
• CCTV & Surveillance Notice
• Fire Risk Assessment – Plas Heli Hub
• General Risk Assessment – Plas Heli Hub