🔐 Security & Access SOP

Plas Heli — The Welsh Sailing Academy, Event Centre and Community Enterprise — is a welcoming venue used by competitors, visitors, volunteers, and the local community. Keeping the building secure and ensuring people can access the right areas is a shared effort, led by the Duty Manager and supported by volunteers.

This guide is simply here to help volunteers feel confident about what they can do. There’s no pressure — just do what feels comfortable.

How Security & Access Works at Plas Heli

Security and access are looked after by:

• Duty Managers — who lead on locking, unlocking, alarms, and building access.
• The Catering Franchisee — who handles opening, closing, and securing the building when operating the Kitchen and Bar.
• Volunteers — who help by being aware of the building and passing on anything that needs attention.
• User Groups — who may be given access codes for meeting rooms or specific areas when needed.

Volunteers are never expected to operate alarms, lock the building, or manage keys.

Access Codes (Friendly Awareness)

Some areas of Plas Heli use access codes, including:

• building entrances
• meeting rooms
• compound gates
• pontoon access

These codes are shared with user groups only when needed.

Volunteers can help by being aware of a few simple things:

• Please don’t shout out access codes — speak quietly if you need to share one.
• If a code seems compromised (too many people know it), let the Duty Manager know.
• Codes may be changed occasionally for everyone’s safety, security and welfare.
• Before using a building access code, make sure the alarm for that area is already unset.

You don’t need to manage codes — just pass on anything that needs attention.

Pontoon Access Code Policy (Friendly Summary)

The pontoon has its own access code, managed under Plas Heli’s Pontoon Access Code Policy. In simple terms:

• The code is shared only with people who need access.
• The gate must close securely behind you.
• The gate area is an emergency evacuation point — please keep it clear.
• If the code becomes widely known, it will be changed.

Volunteers don’t need to enforce this — just be aware and pass on anything unusual.

Beach Gates

Plas Heli’s beach‑side gates are used for access to the shore and slipway. Volunteers can help by:

• noticing if a beach gate has been left open
• closing it gently if it’s not in use
• letting the Duty Manager know if the latch seems loose

Keeping these gates closed helps with safety and prevents unauthorised access.

Automatic Front Doors

The automatic front doors are helpful but can be sensitive. Volunteers can help by:

• noticing if the doors are sticking or cycling repeatedly
• making sure nothing is blocking the sensors
• letting the Duty Manager know if the doors seem to be misbehaving

No need to adjust anything — just pass on what you see.

Event Days

On busy event days, volunteers can help by:

• noticing if access routes become crowded
• helping visitors find the right entrance or room
• passing on any concerns to the Duty Manager

You’re not responsible for managing access — just being a friendly presence helps.

If You Notice Something

If you spot something that doesn’t look right, the best thing you can do is simply:

• tell the Duty Manager
• describe what you saw
• say where it is

You don’t need to deal with it yourself — just passing on the information is perfect.

Duty Manager Notes

Duty Managers lead on all security and access matters. Volunteers support by:

• being aware of the building
• helping visitors when needed
• passing on anything that needs attention

Volunteers are never expected to carry out formal security tasks or operate controlled systems.