Reg. Charity No. 1173308
Health and Safety Policy for Bulphan Village Hall CIO
The Health, Safety and Welfare of all those managing, using and visiting Bulphan Village Hall is paramount at all times.
As trustees of the charity and as managers of non-domestic premises, the trustees recognise and accept their general duties under The Health and Safety at Work Act 1974 and The Management of Health and Safety at Work Regulations 1992 to ensure that the premises are safe and that risks are assessed and managed, so far as is reasonably practicable.
The policy of the trustees is to take reasonably practicable measures in relation to the management of Bulphan Village Hall to comply with all legislative requirements and codes of practice relating to the duties which it has, in order to:
● provide healthy and safe working conditions, equipment and systems for our Committee Members and Hirers;
● keep the Village Hall and equipment in a safe condition for all users;
● provide all necessary support and information to Hall users, hirers and outside contractors.
The trustees will work in the furtherance of these aims by:
a) identifying and assessing risks;
b) recording assessments and regularly reviewing them;
c) eliminating or controlling risks;
d) monitoring compliance and work conditions;
e) establishing a clear, sensible and practical safety organisation and arrangements.
DUTIES
All trustees, hirers, contractors and users of the hall are expected to recognise and accept their duties:
a) to follow health and safety instructions and to report dangers;
b) to take reasonable care for the health and safety of themselves and other persons who may be affected by their acts and omissions;
c) as regards any duty imposed on the trustees, to co-operate so far as is necessary, to enable that duty to be performed or complied with.
ORGANISATION
General Responsibilities:
i) All persons have responsibility for ensuring that their actions do not compromise the health and safety of themselves or any other person on the premises.
ii) Anyone who observes a practice or potential hazard, that could compromise the health and safety of any person, has the responsibility to act to remove such danger and further to report such incidents in the Incident Book for the attention of the trustees.
iii) Any person noticing potentially hazardous, broken or ineffective equipment has the responsibility to remove such equipment from use immediately, to draw attention to defects by the use of appropriate means (e.g. a warning label) and to note such action in the Incident Book for the attention of the trustees.
Hirers are responsible for:
i) complying with all conditions of hire, as set out in the Standard Conditions of Hire and, if applicable, Hiring Agreement, and for ensuring that their organisation/party conducts its activities in line with such conditions, particularly in respect of compliance with all safety requirements and safety notices. Hirers may have responsibilities above and beyond these with regard to insurance and statutory requirements relating to their particular organisation/activity;
ii) ensuring familiarity with fire safety checks (e.g. keeping fire exits clear) and evacuation procedures;
iii) designating a responsible person at each hiring/event who will take charge of evacuation in case of emergency;
iv) ensuring that highly flammable substances are not brought into or used in any part of the premises;
v) seeking the consent of the trustees before erecting any internal decorations that may contain combustible materials and ensuring that any allowed decorations are not placed near light fittings or heaters;
vi) checking that, if any portable electrical equipment is brought onto the premises, it is safe for use/has been P.A.T. tested.
Contractors are responsible for:
i) safe working practices in respect of themselves and their employees and for meeting their statutory obligations with regard to Health & Safety legislation and Public Liability Insurance; ii) having regard to the safety of hall users when working on the premises and/or in respect of anything left/stored on the premises; iii) advising the trustees of any flammable or toxic substances that may be used in the course of work on the premises.
The trustees are responsible for:
i) ensuring that all trustees, hirers, contractors and users of the Hall are aware of the Health & Safety Policy
ii) ensuring that the Health and Safety Policy is fully implemented;
iii) monitoring compliance with Health and Safety guidelines; iv) regularly assessing and reviewing risks and recording such risks;
v) keeping an ’Incident Book’ in which any incidents or actions that have, or might have, affected the health and safety of any person may be reported and in which any defective or broken equipment may be noted;
vi) taking such action as may be necessary to rectify the situation, to correct faults or to arrange repair of equipment to ensure health and safety and noting such action;
vii) making such arrangements and releasing such funds as may be necessary to assist in the implementation of this Policy;
viii) making such representations to trustees, hirers, contractors and users of the hall, as may be necessary to ensure their cooperation with Health and Safety Policy, particularly with regard to their actions and activities while on the premises;
ix) cooperating with hirers, contractors and users of the Hall in pursuance of Health and Safety requirements.
The following persons have been delegated by the Trustees to manage the following:
Risk Assessment Manager
Trustee responsible for updating policies and risk assessments and presenting them to the Committee for approval. David Hale 0773 012 7818
First Aid Box Check and replenish monthly
Corinne White
Reporting Accidents/ RIDDOR
Minor accidents to be logged by users in the Accident Book. Complete RIDDOR forms as necessary.
David Hale 0773 012 7818
Checking Accident Reports and Feedback Book at least weekly or as advised of incidents.
Instigate any actions necessary to remove risks e.g. repairs. Advise Risk Assessment Manager and report to trustees at each meeting or as soon as necessary.
Corinne White
Information to Hirers
For each booking check that new hirers have read and agreed to ’Standard Conditions of Hire’. When amendments made to policy/Risk Assessments contact all hirers to inform and gain their acknowledgement.
Dee Kasthuri-Hart 07483 315885
Information to Contractors
Liaise with contractors (including self-employed persons) before work is started. Gain their acknowledgement that they have seen the Health & Safety Policy/Risk Assessments and are aware of their responsibilities.
David Hale 0773 012 7818
Risk Assessments/ Monitoring
Complete Risk Assessment forms, monitor and update as necessary. Report to trustees at each meeting and advise relevant people to inform hirers/contractors as necessary if amendments are made.
David Hale 0773 012 7818
Fire Risk Assessments/ Monitoring
Complete Fire Risk Assessment, monitor and update as necessary. Report to committee at each meeting and advise relevant people to inform hirers/contractors as necessary if amendments are made.
David Hale 0773 012 7818
Annual Testing/Safety Certificates
Make arrangements for annual inspections of gas appliances, electrical appliances, fire extinguishers. Keep relevant certificates and display copies on notice board as required.
David Hale 0773 012 7818
Safety Notices
Produce and display relevant safety notices in appropriate areas, including copies of Fire Evacuation Procedures and Floor Plans.
David Hale 0773 012 7818
Implementation of Policy
Coordinate overall management of policy, including amendments and annual review
Janet McCheyne 0775 283 6902
PROCEDURES
This H&S policy document will available to download from the Village Hall website – bulphanvillagehall.co.uk
All hirers will be expected to read through the whole of the Standard Conditions of Hire and sign the hiring form as evidence that they agree and accept these conditions. The hiring conditions will inform all hirers about safety procedures at the hall, which they will be expected to follow (e.g. fire evacuation; use of equipment; reporting of incidents/accidents).
All contractors will be made aware of Health & Safety Policy, any identified risks and their responsibilities.
Trustees with specific responsibilities for aspects of Health & Safety will report to the trustees at each meeting of the board of trustees.
The full policy will be reviewed annually, with risk assessments and necessary amendments being made as necessary throughout the year. Such amendments will be appended to the policy documents and made known to trustees, hirers, contractors and users of the Hall.
Signed: [Diane Perkins] Date: 1st November 2021