Health & Safety Policy & Fire Procedure

  1. General Statement of Policy

    1.1.
    This policy should be read in conjunction with the Fire Evacuation Policy & Procedures (See Appendix A). It aims to:

    • Provide healthy and safe working conditions, equipment and systems of work for Trustees, volunteers, contractors, hirers and users.
    • Keep the Village Hall and equipment in a safe condition for all users.
    • Provide such training and information as is necessary for Trustees, volunteers and users.

    1.2.
    It is the intention of the Village Hall Committee to comply with all current UK 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.

    1.3.
    The committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety, as to the operation and maintenance of equipment and safe working practices. To this end, it will seek to encourage Trustees and users to engage in the establishment and observance of safe working practices.

    1.4.
    Hirers and users must recognise that they have a duty of care and to comply with all the practices and safety requirements set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises. In doing so they must accept responsibility to do everything they can to prevent injury to themselves or others.

  2. Organisation of Health and Safety

    2.1.
    The persons delegated by the committee to have day to day responsibility for the implementation of this policy are:

    • Chair: Mr Steve Walsh, <TODO: decide whether to include phone number>.
    • Vice Chair: Mr Les Anderson, <TODO: decide whether to include phone number>.

    2.2.
    An up-to-date plan of the Village Hall showing the location of fire exits, fire extinguishers, fuse box, stop cock and loft access is to be displayed on the main notice board.

    2.3.
    Regular health and safety checks are to be undertaken by the Chair and Vice Chair. These checks include the internal and external areas of the premises. Urgent issues are required to be with immediately. The outcomes of the checks will be reported at the next scheduled committee meeting and any further necessary actions approved.

    2.4.
    Regular fire safety checks are also to be undertaken on a bi-monthly basis by the Chair and Vice Chair and an appropriate reporting and action process is in place.

    2.5.
    Anyone using the Village Hall who comes across a fault, damage or other situation which might cause injury and cannot be mitigated immediately, should inform one of the above persons, or any other Trustee, as soon as possible so that the problem can be dealt with. Where equipment is damaged a warning notice should be placed on it stating that it is not to be used and isolated where possible.

  3. Personal Safety Rules

    3.1.
    It is expected that all hirers should read the Conditions of Hire and sign the Booking Form as evidence that they agree to the hiring conditions. All new hirers will be given information and guidance about safety procedures at the time of booking.

    3.2.
    The Bookings Administrator will determine whether a risk assessment is required in relation to any proposed new types of activities. If the hirer has their own risk assessment, the Bookings Administrator will determine how that fits with the Village Hall’s requirements. A risk assessment must consider any fire risk, list any hazards identified and any procedures to be adopted in order to minimise risk.

  4. Safety Requirements

    The committee has determined that the following practices must be followed in order to minimise risks:

    • All emergency exit doors must be kept clear and unlocked throughout the hiring.
    • Electrical equipment must not be used or touched if there are signs of damage or exposure of components or water penetration.
    • Steps and ladders must be adequately secured and another person should be present whilst they are in use.
    • Portable electrical or gas appliances in use must not be left unattended.
    • Any portable electrical appliances brought on to the premises should be in safe working order and preferably PAT tested. They should only be used by those familiar with their operation.
    • Care should be taken when moving heavy or bulky items (e.g. stacked tables or chairs) - use the trolley provided and do not stack more than ten chairs high.
    • Water boilers/flasks should not be moved when/if they contain hot water. Leave them to cool or drain.
    • Children are not allowed 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.
    • Wear suitable protective clothing when handling cleaning or other toxic materials.
    • Damage or faults to equipment or the building’s facilities should be reported to the Bookings Administrator or any Trustee.
    • All accidents should be noted in the Accident Book and reported to the Bookings Administrator or any Trustee.
    • Be aware and seek to avoid risks such as:
    • creating slipping hazards on polished or wet floors – mop spills immediately.
    • creating tripping hazards such as buggies, umbrellas, mops and other items left in halls.
    • tripping in poorly lit areas – always ensure there’s sufficient lighting.
    • creating toppling hazards by piling equipment e.g. in store cupboards or staking chairs too high.
    • being on the premises by yourself.
    • When using the kitchen, please be safety aware when using equipment, including hot taps, water heaters, flasks, oven, dishwasher and sharp instruments.
    • Hirers are responsible for the safety within the car park.

  5. Contractors

    Before any contractor (or self-employed person) starts work, the Village Hall Committee will check that:

    • The contract is clear and understood by both the contractors and Trustees.
    • The contractor/s are competent to carry out the work e.g. have appropriate qualifications, references, equipment and experience.
    • The contractor/s have adequate public liability insurance.
    • The contractor/s have seen the Health & Safety Policy and are aware of any hazards which might arise (e.g. electricity cables).
    • The contractors have their own health and safety policy for their employees.
    • Any alterations or additions to the electrical installations or equipment conform to the current regulations of the Institute of Electrical Engineers.
    • The contractor/s know which Trustee is responsible for overseeing that their work is undertaken to a satisfactory standard.

  6. Insurance

    6.1.
    The Village Hall Committee has in place Employer’s Liability and Public Liability insurance.

    6.2.
    Performers hiring the hall or hired and paid a fee by the committee to undertake a performance will be treated as commercial parties and should have their own public liability insurance.

    6.3.
    Contractors must have adequate public liability insurance cover.

  7. In case of accidents

    • Accident and Emergency/Casualty Department is located at James Cook University Hospital, Middlesbrough.
    • Urgent Treatment Centre, Friarage Hospital, Northallerton – 01609779911 24hrs.
    • The nearest doctor’s surgery is: Lambert Medical Centre, 2 Chapel Street, Thirsk – 01845 523157.
    • The First Aid Box is located in the kitchen.
    • The Accident Book is kept with the First Aid box in the kitchen. All accidents must be recorded and reported to the Chair, Vice Chair or another Trustee.

  8. Reportable Accidents

    8.1.
    The Village Hall Committee is responsible for reporting any of the following major injuries to the Health & Safety Executive:

    • 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.

    8.2.
    The Village Hall Committee must also report any dangerous occurrences including:

    • Electrical short circuit or overload causing fire or explosion
    • Unintended collapse of a building under construction or alteration, or of a wall or floor
    • Explosion or fire by other means.

It is important that any such accident or occurrence is reported to the Chair, Vice Chair or another Trustee as quickly as possible and not later than 24 hrs after the accident has occurred.


Policy Record of Review

Health & Safety Policy and Fire Evacuation Procedure v3.1

Date Adopted July 15th 2025
Date Reviewed July 24th 2025
Next review Date July 15th 2026


Fire evacuation plan


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