ARNSIDE WOMEN’S INSTITUTE & VILLAGE HALL
HEALTH & SAFETY POLICY
Part 1 General Statement of Policy
This document is the Health & Safety Policy of Arnside Women’s Institute & Village Hall Management Committee (hereinafter referred to as ‘the Committee’).
Our policy is to:
A) Provide healthy and safe working conditions, equipment and systems of work for our employees, 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 the 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 Committee considers the promotion of the health and safety of its volunteers and employees at work and those who use its premises, including contractors who may work there, to be of great importance. The 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, volunteers, committee members and users to engage in the establishment and observance of safe working practices.
Employees, volunteers, 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.
Part 2: Organisation of Health and Safety
The Committee has overall responsibility for health and safety at the Hall.
It is the duty of all employees, volunteers, hirers and visitors to take care of themselves and others who may be affected by their activities, and to cooperate with the 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 which cannot be rectified immediately, they must inform a member of the Committee, or the Bookings Secretary, as soon as possible so that the problem can be dealt with. Where equipment is damaged or faulty, a notice should be placed on the item, warning that it is not to be used and a member of the Committee must be informed.
A full list of Hall Committee members (and their telephone numbers) having specific responsibilities is shown on the Health & Safety noticeboard (the large noticeboard in the main hall).
Insurance
A current copy of the Employers’ Liability Insurance certificate is displayed on the Health & Safety noticeboard.
Part 3: Arrangements and Procedures
Premises Licence
The Hall has a Premises Licence authorising regulated entertainment. A copy is displayed on the Health & Safety noticeboard.
The Hall does not have an Alcohol Licence and the sale of alcohol is not permitted.
Fire precautions
A copy of the detailed Fire Risk Assessment is on the Health & Safety noticeboard, together with a plan of the Hall showing the location of fire exits, fire-fighting equipment, fuse box & stop cock. It is the responsibility of Hall users to familiarise themselves with these.
Procedure in case of accidents
A clearly-marked First Aid box and an Accident Book are located in the kitchen by the serving hatch. Please leave a notice of items used from the First Aid box to enable restocking. All accidents must be reported in full in the Accident Book.
Accidents must also be reported immediately to a member of the Committee, who will arrange for a detailed report of the accident to be made to the Hall insurance company.
When required, major accidents or incidents will be reported to the Health and Safety Executive. A list of such accidents for Riddor reporting is included in the Accident Book
Safety rules
It is the intention of the 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. For guidance, the Committee has referred to the ‘Health and safety checklist for village and community halls’ issued by the Health & Safety Executive.
Employees, volunteers, 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 and others.
All hirers will be expected to read the whole of the Hiring Agreement and should sign the hiring form as evidence that they agree to the hiring conditions. All new hirers will be given an information sheet by the Bookings Secretary about Health and Safety procedures at the Hall, which they will be expected to follow (fire evacuation procedures, location of fire extinguishers, location of the Accident Book and Health & Safety notice board, Policy File, etc).
Part 4 Health & Safety Risk Assessments
The Committee has carried out risk assessments. The following practices must be followed in order to minimise risks:
➢ Make sure that all emergency exit doors are kept clear and unlocked 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. Working at height where the drop exceeds 10 metres is excluded from cover by our Insurance Company.
➢ Do not leave portable electrical appliances operating while unattended.
➢ Do not bring into the property any portable electrical appliances which have not been Portable Appliance Tested.
➢ Do not attempt to move heavy or bulky items (eg stacked tables or chairs).
➢ Do not stack more than two chairs. ➢ Do not attempt to carry or tip a water boiler when it contains hot water. Leave it to cool.
➢ Children must NOT be allowed in the kitchen at any time other than when the Hall is specifically hired for supervised cookery lessons, in which case a written risk assessment must be provided and approved at the time of booking. Older children assisting with the supervised serving of food/refreshments must collect items via the serving hatch.
➢ Avoid overcrowding in the kitchen and do not allow running.
➢ Report any evidence of damage to or faults in equipment or the building’s facilities to a member of the Hall Committee
➢ Be aware of and seek to avoid the following risks:
(a) Creating slipping hazards on stairs, or polished or wet floors. Mop spills immediately.
(b) Creating tripping hazards such as buggies, umbrellas, mops and other items left in halls and corridors.
(c) Tripping in poorly-lit areas – use adequate lighting to avoid.
(d) Risk to individuals while in sole occupancy of the building.
(e) Risks involved in handling kitchen equipment, eg cookers, water heaters, knives.
(f) Creating toppling hazards by piling equipment, eg in store cupboards.
Contractors
The Committee will check with contractors (including self-employed persons) before they start work to ensure that:
➢ The contract is clear and understood both by the contractors and the Committee.
➢ The contractors are competent to carry out the work, eg have appropriate qualifications, references & experience.
➢ Contractors have adequate Public Liability insurance cover.
➢ Contactors have seen the Health & Safety document and are aware of any hazards which might arise, eg electricity cables or gas pipes.
➢ Contractors do not work alone on ladders at height. If necessary, a second person should be present.
➢ Contractors have their own Health & Safety policy for their staff.
➢ Contractors know which member of the Committee is responsible for overseeing that their work is as asked for and to a satisfactory standard.
➢ Any alterations or additions to the electrical installations or equipment conforms to the current regulations of the Institute of Electrical Engineers.
Part 5: Review of Health & Safety Policy
The Committee will review this policy annually at the first meeting following the Annual General Meeting.
Committee meetings will include Health & Safety issues on each Agenda, and Committee members with responsibility for aspects of Health & Safety will report to the Committee regularly, including details of any accidents, faults, misuse by hirers or other matters which could affect the health or safety of employees, volunteers or Hall users.
Dated: 8 November 2023
Next review date: September 2024
