Part 1 – General Statement of Policy
This document is the Health and Safety Policy of Bethersden Village Hall
Our policy is to:
a) Provide healthy and safe working conditions, equipment and systems of work for our employee(s), volunteers, committee members and hirers
b) Keep the village hall and equipment in a safe condition for all users
c) Provide such training and information as is necessary to staff, volunteers and users.
It is the intention of Village Hall Management Committee to comply with all health and safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.
The Village Hall Management Committee considers the promotion of the health and safety of its employees at work and those who use its premises, including contractors who may work there, to be of great importance. The Management Committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe systems of work. To this end, it will seek to encourage employees, committee members and users to engage in the establishment and observance of safe working practices.
Employees, hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the Committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.
Signed: (On behalf of the Management Committee)
Name: Paul Savage
Part 2: Organisation of Health and Safety
The Bethersden Village Hall Management Committee has overall responsibility for health and safety at the Hall.
The person (s) delegated by the management committee to have day to day responsibility for the implementation of this policy is:
Name: Jan Guntrip 01233 820 150 (firstname.lastname@example.org)
It is the duty of all employees, hirers and visitors to take care of themselves and others who may be affected by their activities and to co-operate with the management committee in keeping the premises safe and healthy, including the grounds.
Should anyone using the hall come across a fault, damage or other situation which might cause injury and cannot be rectified immediately they should inform the person above, or the Bookings Secretary, as soon as possible so that the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning that it is not to be used and it should be placed in the side kitchen area.
Part 3: Arrangements and Procedures
The village hall has a Premises Licence authorising the following regulated entertainment and licensable activities between 08.00 and 23.55 on any day of the week.
a. The performance of plays
b. The exhibition of films
c. Indoor sporting events
d. The performance of live music
e. The playing of recorded music
f. The performance of dance
g. Entertainments similar to those in a – g
3.2 Fire Precautions and Checks
In the event of a fire, the Hall should be evacuated immediately through all available doors which it is safe to use and the Fire Brigade and, if necessary, the Ambulance Service, called. Doors are the front door, kitchen door and Fire Exit Doors in the main hall.
If it is safe to do so, small fires can be tackled using the fire safety equipment in the Hall. Fire extinguishers are located:
In the front lobby, in the main hall by the fire exit doors, at the rear of the large stage right, in the kitchen lobby and in the kitchen.
There is also a fire blanket by the kitchen door.
Company hired to maintain and service fire safety equipment:
Trans-Fire Protection Ltd (Caroline Richardson)
Tuesnold Grange, Tuesnold, Bethersden, TN26 3EH
Tel No: 01233 820025
3.3 Procedure in Case of Accidents
The location of the nearest hospital Accident and Emergency is: William Harvey Hospital
First Aid Boxes are located by the kitchen door and on the shelf at the opposite end of the kitchen.
The accident book/forms are kept in a folder next to the first aid box on the shelf. The book must be completed whenever an accident or incident occurs and any accident or incident must be reported to the member of the management committee responsible, who is: Jan Guntrip, who is responsible for completing the RIDDOR forms where necessary.
The following major injuries or incidents must be reported on RIDDOR forms:
fracture, other than to fingers, thumbs or toes, amputation, dislocation of the shoulder, hip, knee or spine, loss of sight (temporary or permanent), any penetrating injury to the eye (including chemical), injury from electric shock/burn leading to unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours, any other injury leading to hypothermia, heat – induced illness or unconsciousness or requiring resuscitation or requiring admittance to hospital for more than 24 hours, unconsciousness caused by asphyxia or exposure to harmful substance or biological agent, acute illness requiring medical treatment or loss of consciousness arising from absorption of any substance by inhalation, ingestion or through skin, acute illness requiring medical attention which may have resulted from a biological agent or its toxins or infected material.
Relevant examples of reportable dangerous occurrences include:
electrical short circuit or overload causing fire or explosion, collapse or partial collapse of a scaffold over 5m high, unintended collapse of a building under construction or alteration, or of a wall or floor, explosion or fire.
3.4 Responsibility of Hall Committee and Hall Hirers
It is the intention of the Bethersden Village Hall Management Committee to comply with all health and safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.
Employees, hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.
3.5 Safety Rules
All hirers are expected to read the whole of the standard conditions of hire, and any supplemental rules introduced because of COVID or other reasons, and abide by them. They should sign the hiring form as evidence that they agree to these conditions and also make themselves aware of the Health and Safety policy and location of fire equipment etc.
The following practices must be followed in order to minimise risks:
Do make sure that all emergency exit doors are clear as soon as the hall is to be used and throughout the hiring
Do not operate or touch any electrical equipment where there are signs of damage, exposure of components or water penetration etc.
Do not work on steps, ladders or at height until they are properly secured and another person is present
Do not leave portable electrical or gas appliances operating while unattended
Do make sure that any electrical devices brought into the hall are safe and in good condition.
Do take care when moving heavy or bulky items (e.g. stacked chairs) - use the trolley provided
Do not stack more than seven chairs
Do not attempt to carry or tip a water urn when it contains hot water. Leave it to cool.
Do not allow children in the kitchen except under close supervision (e.g. for supervised cookery lessons or, in the case of older children, for supervised serving of food at functions). Avoid over-crowding in the kitchen and do not allow running.
Do wear suitable protective clothing when handling cleaning or other toxic materials
Report any evidence of damage or faults to equipment or the building’s facilities to Jan Guntrip or the booking secretary.
Report every accident/incident in the accident book to Jan Guntrip
Be aware and seek to avoid the following risks:
creating slipping hazards on polished or wet floors – mop spills immediately
creating tripping hazards such as buggies, umbrellas, mops or items left in halls and corridors
use adequate lighting to avoid tripping in poorly lit areas
risk to individuals while in sole occupancy of the building
risks involved in handling kitchen equipment e.g. cooker, water heater and knives
creating toppling hazards by piling equipment e.g. in store cupboards.
The management committee will check with contractors (including self-employed persons) before they start work that:
the contract is clear and understood by both the contractors and the committee
the contractors are competent to carry out the work e.g. have appropriate qualifications, references, experience
contractors have adequate public liability insurance cover
contractors have seen the health and safety file and are aware of any hazards which might arise (e.g. electricity cables)
contractors do not work alone on ladders at height (if necessary, a volunteer should be present)
contractors have their own health and safety policy for their staff
the contractor knows which member of the committee is responsible for overseeing that their work is as asked and to a satisfactory standard
any alterations or additions to the electrical installations or equipment must conform to the current regulations of the Institute of Electrical Engineers.
The Hall’s Employer’s Liability and Public Liability insurance cover is provided by:
The Zurich Centre, 3000 Parkway, Whitely, Fareham, PO15 7JZ
Policy number: XAO 122055552