Elsted and Treyford Village Hall Trust

Health, Safety and Risk Management

Policy and Procedures

Introduction

The Elsted Village Hall Management Committee have overall responsibility for health and safety at Elsted Village Hall, it seeks to comply with all relevant Health and Safety legislation and to act positively, where it can reasonably do so, to prevent injury, ill health or any danger arising from activities undertaken in the Hall or the attached grounds.

Elsted Village Hall Management Committee considers the promotion of the health and safety of those who use its premises to be of great importance.

It recognises that the effective prevention of accidents depends on a committed attitude of mind to safety, as well as to the operation and maintenance of equipment and safe systems of work. The Committee therefore expects all users, hirers and other visitors to observe safe working practices at all times.

Elsted Village Hall Management Committee’s policy

As far as is reasonably practicable:

1. To eliminate accidents and minimise the likelihood of ill-health being caused.

2. To ensure that the building and grounds are maintained in a safe condition.

3. Allocate sufficient resources to properly maintain the building

4. Promote joint consultation in health and safety matters to ensure effective participation by all users.

5. Provide appropriate facilities for first aid.

6. Seek advice, where appropriate, when potentially hazardous situations exist or might arise.

7. Ensure that any relevant health and safety information and good practice pertaining to the Hall and grounds is made available to all users via the website in the folder on display in the Hall.

8. Investigate any accidents, incidents or near miss events and ensure that actions are taken where possible to prevent any recurrence.

Hirers are responsible for:

It is the duty of all hirers, users and other visitors to take care of themselves and others who may be affected by their activities and to cooperate with the Management Committee in keeping the premises safe and healthy.
Should anyone using the hall come across a fault, damage or other situation which might cause injury and cannot be rectified, they should inform the Chairman or the Bookings Secretary, as soon as possible so that the problem can be dealt with.
Where equipment is damaged or otherwise faulty a notice should be placed on it warning that it is not to be used and the Chairman or the Bookings Secretary informed as soon as possible.
Ensuring fire and safety equipment is not misused or removed from its designated location.
Ensuring that adequate safeguards are in place to protect the well-being of the disabled, children and vulnerable adults.

The following persons have responsibility for specific items:

First Aid box: Secretary

Reporting of Accidents and Incidents: Chairman

Fire precautions and checks: Designated Committee member

Annual Risk Assessment and Inspection: Chairman and Secretary

Information to contractors: Designated Committee member

Information to hirers: Booking Secretary

Insurance: Treasurer

Arrangements and Procedures:

Insurance

Elsted Village Hall holds Public Liability Insurance.

·Hirers of Elsted Village Hall shall be responsible for making arrangements to insure against any third party claims which may lie against them (or the organisation if acting as a representative) whilst using the Premises.

Licences

The hall is licensed for music, singing and dancing - Performing Rights Society Music Certificate held.

Food Hygiene

• Hirers of the Hall should ensure they comply with relevant Food Hygiene legislation in relation to their activities.

• For advice regarding food hygiene in village halls the Food Standards Agency Guidance, Community and Charity Food Provision – Guidance on the Application of EU Food Hygiene Law, 25 May 2018 – should be referred to. Please see: https://www.food.gov.uk/safety-hygiene/providing-food-at-community-and-charity-events

Fire Precautions and Checks

• The Management Committee has completed a Fire Risk Assessment in accordance with the Regulatory Reform (Fire Safety) Order 2006

• All electrical equipment is tested annually by an approved contractor in accordance with current HSE legislation

• Fire Safety equipment is regularly checked as agreed by Elsted Village hall management Committee and recorded as follows[JT1] :

o Annual servicing of Fire Extinguishers by an approved contractor

o Monthly inspection of Fire Extinguishers by Trustee

o Monthly inspection of emergency security lights by Trustee

o Monthly check of smoke and heat detectors by Trustee

o Monthly check of the Fire Exits

Fire Safety Notices are displayed as advised by the Fire Service:

ACTION TO BE TAKEN IN THE EVENT OF FIRE:

Alert everyone

Get everyone out of the building as soon as possible

Ring 999

Stay out of the building

Direct everyone to the Fire Assembly point, which is by the Tennis Court

Procedure in case of accidents or incidents

• The First Aid Box is located in the disabled toilet

• The Defibrillator is located on the wall outside the Kitchen

• Any accident must be reported to the Chairman of the Management Committee.

Contractors

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 Elsted Village Management 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 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 own 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.