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East Boldre Village Hall - Health and Safety Policy




General Statement of Policy, Duties and Responsibilities

1.1.   Policy Statement  

East Boldre Village Hall Management Committee (EBVHMC) recognizes and accepts its health and safety duties for providing a safe and healthy working environment (as far as is reasonably practicable) for all its workers (paid and volunteers) and other visitors to its premises, under the Health and Safety at Work Act 1974, and any other relevant legislation and common law duties of care including:

a) The Management of Health and Safety at Work Regulations 1999

b) The Regulatory Reform (Fire Safety) Order 2005

c) Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

d) Health and Safety First Aid Regulations 1981

e) Working Time Regulations

Throughout this Statement, terms such as staff, workers and employees, include both paid and volunteer workers.

It is the policy of the EBVHMC to promote the health and safety of the staff and visitors to East Boldre Village Hall and to that intent to:

a) Take all reasonably practicable steps to safeguard the health, safety and welfare of all personnel on the premises;

b) Provide adequate working conditions with proper facilities to safeguard the health and safety of personnel and to ensure that any work which is undertaken produces no unnecessary risk to health or safety;

c) Encourage persons on the premises to co-operate with EBVHMC in all safety matters, in the identification of hazards which may exist and in the reporting of any condition which may appear dangerous or unsatisfactory;

d) Encourage everyone to accept their own responsibility not to endanger themselves or others and to assist actively in fulfilling the requirements and spirit of legislation and good practice;

e) Ensure the provision and maintenance of plant and other equipment and systems of work are safe;

f) Maintain safe arrangements for the use, handling, storage and transport of articles and substances;

g) Provide sufficient information instruction training and supervision to personnel who have particular health and safety responsibilities (i.e. a person appointed as a Health and Safety Officer who will be appointed at the AGM of the Management Committee);

h) Make, as far as is reasonably practicable, safe arrangements for protection against any risk to health and safety of the general public or other persons that may arise from the EBVHMC’s activities;

i) Make suitable and sufficient assessment of risks to the health and safety of employees and of persons not in the employment of the EBVHMC arising out of or in connection with the EBVHMC’s activities;

This policy statement and/or the procedures for its implementation may be altered at any time by the EBVHMC’s Management Committee.  The statement and the procedures will be reviewed annually by the Management Committee.

1.2.  Statutory Duty of the EBVHMC

EBVHMC will comply with its duty to ensure, as far as is reasonably practicable, the health, safety and welfare at work of its workers and visitors to the premises and in general to:

a) Make the site safe and without risk to health;

b) Ensure articles and substances are moved, stored and used safely;

c) Give visitors and hirers (users) the information necessary for their health and safety.

In particular EBVHMC will:

a) Assess the risks to the health and safety of its users;

b) Make arrangements for implementing the health and safety measures identified as necessary by this assessment;

c) Record the significant findings of the risk assessment and the arrangements for health and safety measures;

d) Draw up a health and policy statement, including the health and safety procedures and arrangements;

e) Co-operate on health and safety with all users;

f) Provide adequate first aid facilities;

g) Make sure that the workplace satisfies health, safety and welfare requirements, e.g., for ventilation, temperature, lighting and for sanitary, washing and rest facilities;

h) Make sure that work equipment is suitable for intended use, as far as health and safety is concerned, and that it is properly maintained and used;

i) Prevent or adequately control exposure to substances that may damage health;

j) Take precautions against danger from flammable or explosive hazards, electrical equipment, noise or radiation;

k) Avoid hazardous manual handling operations and, where they cannot be avoided, reduce the risk of injury;

l) Provide safety surveillance as appropriate;

m) Provide free any protective clothing or equipment, where risks are not adequately controlled by other means;

n) Ensure that appropriate safety signs are provided and maintained;

o) Report certain injuries, diseases and dangerous occurrences to the appropriate health and safety enforcing authority.

1.3. Statutory Duty of EBVHMC Workers

Employees also have legal duties and EBVHMC strongly requests non-employed (voluntary) workers also to observe these. These include the following:

a) To take reasonable care for their own health and safety and that of other persons who may be affected by what they do or do not do;

b) To co-operate with EBVHMC on health and safety;

c) To use work items provided by EBVHMC correctly, including personal protective equipment, in accordance with instructions;

d) Not to interfere with or misuse anything provided for health, safety and welfare purposes;

e) To report at the earliest opportunity injuries, accidents or dangerous occurrences at work, including those involving the public and participants in activities organized by EBVHMC.

1.4  Policy for Users and Contractors

Users of the facilities are expected to be responsible for their own general safety and will be made aware of EBVHMC’s Health and Safety policy.  Visitors and contractors working in the building should report any concerns to their own safety or suspected unsafe working practices to the Health and Safety Officer who will liaise with the Management Committee as appropriate.


Organisation of Health and Safety

2.1.  Health and Safety sub-committee.

The Management Committee of EBVHMC has overall and final responsibility for health and safety matters and for ensuring the health and safety legislation is complied with.

The Management Committee will appoint a Health and Safety Officer to;

a) Have a broad overview of Health and Safety matters;

b) Keep EBVHMC’s Health and Safety Policy and procedures under review;

c) Conduct safety tours of the premises;

d) Ensure that risk assessments are carried out, including assessments regarding substances hazardous to health (COSSH Regulations – see Appendix B);

e) Take such action as may be required to ensure that EBVHMC’s responsibilities for Health and Safety are fulfilled;

f) Report to the Management Committee on the performance of these responsibilities.

The Health and Safety Officer shall carry out 6 monthly inspections of the premises and make a report to the next ordinary meeting of the Management Committee.  All necessary actions as a result of inspection shall, where reasonably practicable, be implemented.  The inspection will include inspection of the Accident Book.

2.2.  Health and Safety Rules

All workers must exercise ordinary care to avoid accidents in their activities at work and comply with the following general rules and with any further rules which EBVHMC may publish from time to time.

a) Accident Book. Any injury suffered by a worker or visitor in the course of employment or otherwise on the premises must be recorded in the accident book maintained by EBVHMC.

b) Fire Procedures.  All personnel must familiarize themselves with fire escape routes and procedures and following the direction of EBVHMC in relation to fire.

c) Equipment and Appliance.  No equipment or appliance may be used other than as provided by or specifically authorized by or on behalf of EBVHMC and any directions for use of such must be followed precisely.

d) Safety Clearways.  Corridors and doorways must be kept free of obstructions and properly lit.

e) Maintenance.  Defective equipment, furniture and structures must be reported without delay.

f) Alcohol, drugs and tobacco.  Smoking within the premises and use of drugs (except under medical supervision) on the premises are prohibited at all times.  The use of intoxicants is prohibited and no employee may undertake his/her duties if under the influence of alcohol or drugs.

g) Hygiene and Waste Disposal.  Facilities for the disposal of waste materials must be kept in a clean and hygienic condition.  Waste must be disposed or in an appropriate manner and in accordance with any special instructions relating to the material concerned.

h) Food Hygiene.  When handling or preparing food there are specific requirements

• Regularly wash hands before and during food preparation and always after using the toilet

• Tell your supervisor of any skin, nose, throat or bowel problem;

• Ensure cuts or sores are covered with a waterproof dressing;

• Keep yourself clean and wear clean clothing;

• Remember that smoking in a food room and all enclosed spaces is illegal;

• Never cough or sneeze over food

• Clean as you go and keep all equipment and surfaces clean;

• Prepare raw and cooked food in separate areas. Keep perishable food covered and either refrigerated (less than 8 degrees C) or piping hot (above 63 degrees C);

• Ensure waste food is disposed of properly. Keep the lid on the rubbish bin and wash hands after handling waste;


Arrangements and Procedures

The Health and Safety Officer is responsible for ensuring that the safety policy is carried out and that responsibilities for safety, health and welfare are properly assigned and accepted at all levels.

3.1. First Aid and Accident Reporting

3.1.1. First Aid Box is provided in the kitchen wall-cupboard to the right of the hatch.

3.1.2. Accidents.

• In the event of an injury or illness ring for an ambulance directly.

• All accidents must be entered into the Accident Book, situated in the entrance hallway. The procedure for ‘notifiable’ accidents as shown in Appendix A must be followed.  

• All accidents must be reported to the Management Committee as soon as practicable.

• The Health and Safety Office will investigate incidents and accidents, writing a detailed report for the Management Committee to consider the actions necessary to prevent a reoccurrence.

3.2. Fire Drills and Evacuation Procedures

3.2.1.  Fire Drills.

• All users and volunteers will be made aware of the fire procedures, position of fire appliances and escape routes.

• The fire appliances, fire exits and emergency lighting system will be tested by the Health and Safety Officer regularly and entered in the log book provided.

• The Health and Safety Officer will arrange for fire prevention checks (see Appendix C).

3.2.2. In the event of a fire;

• Person discovering the fire should alert everyone in the building by shouting, “FIRE”

• The first duty of all users is to evacuate all people from the building by the nearest exit immediately

• The assembly point for the building is in the car park well away from the main entrance

• Make sure all persons are accounted for

• The fire brigade must be called immediately. When the fire brigade arrives advise that all persons are accounted for and the location of the fire

3.3. Cleaning Materials, General Machinery and High Risk Areas

• All portable machinery must be switched off and unplugged when not in use.

• Wandering cables are a hazard, use with caution and safety in mind. Use cable covers which are kept in the secure storeroom.

• Slippery floors are dangerous, use warning signs.

• Use protective clothing and equipment provided and as instructed.

• It is the duty of the worker to report any loss of or defect in protective clothing and equipment.

3.4  General

• All thoroughfares, exits and gates must be left clear at all times

• Corridors and fire exits must not be blocked by furniture or equipment

• Vehicles must not be parked near to the building so as to cause obstruction or hazard

• Hazards or suspected hazards or other health and safety matters should be reported to the Management Committee immediately or as soon as practicable, so that action can be taken.  If the hazard is of a serious nature, immediate action must be taken to protect or clear the area to prevent injury

• All users of the premises are expected to take responsibility for their own general safety and will be made aware of EBVHMC’s Health and Safety Policy


A.1. Accidents

All accidents which occur during work for EBVHMC or on premises under the control of EBVHMC must be recorded in the Accident Book.

A.2. Accidents to Workers or Contractors

a) For all accidents complete the Accident book

b) For accidents reportable to the Health and Safety Executive (for contractors see A.2c below), if an accident results in incapacity for work for more than 7 days or an accident results in fatality, fracture, amputation or other specific injury then complete Form F2508 with copies to Health and Safety Executive and EBVHMC Management Committee

c) If a reportable accident involves a contractor’s employee and the premises are under the control of someone other than the contractor then the person in control of the premises is responsible for reporting the accident.  If a contractor’s employee is at work on premises under the control of the contractor then it is the contractor that is responsible for reporting the accident

A.3. Accidents involving Members of the Public

a) For all accidents complete the Accident book.

b) For accidents reportable to the Health and Safety Executive, if an accident results in fatality, fracture, amputation or other specific injury then immediately notify the Health and Safety executive and EBVHMC Management Committee.  Follow up within 7 days with complete Form F2508.  Some injuries may not be fully identified until the casualty has been to hospital.  It is therefore essential that, if it is known that an individual has gone to hospital as a result of an accident, follow up action is carried out.


A.4. Dangerous Occurrences

In the event of any of the following

• Collapse/overturning of machinery

• Electrical explosion or fire

Notify the Health and Safety Executive and Management Committee of EBVHMC


B.1. Assessment

The assessment must be a systematic review

• What substances are present? In what form?

• What harmful effects are possible?

• Where and how are the substances used or handled?

• What harmful effects are given off?

• Who could be affected, to what extend and for how long?

• Under what circumstances?

• How likely is it that exposure will happen?

• What precautions need to be taken to comply with the COSHH Regulations?

• What procedures need to be put in place to comply with the Control of Asbestoc Regulations 2006?

B.2. Prevention and Control

Employers have to ensure that the exposure of workers to hazardous substances is prevented or adequately controlled.  On the basis of the assessment, the employer has to decide which control measures are appropriate to the situation in order to deal effectively with any hazardous substances that may be present.  This may mean preventing exposure by

• Removing the hazardous substance

• Changing the process

• Substituting with a safe or safer substance

• Or where this is not reasonably practicable, controlling exposure by totally enclosing the process, using partial enclosure and extraction equipment, general ventilation, using safe systems of work and handling procedures.

It is for the employer to choose the method of controlling exposure and to examine and test control measures if required.  The Regulations limit the use of Personal Protective Equipment as the means of protection to situations where other measures cannot adequately control exposure.

Employers must provide any of their workers with suitable and sufficient information, instruction and training so that they know the risks they run and precautions they must take.

Employers must ensure that anyone who carries out any task in connection with their duties under COSHH has sufficient information, instruction and training to the job properly.


C.1. Has the Fire Brigade been consulted on

a) The number and width of escape routes?

b) Emergency lighting and its maintenance?

c) The most suitable way of raising an alarm?

d) The content of fire instruction notices?

e) The numbers and types of fire extinguishers which should be provided?

f) Precautions to be taken with any activity involving flammable liquids?

g) The maximum number of people who should be allowed in the premises at one time?

h) Are exits clearly sign posted and marked?

i) Are exits never allowed to become obstructed or hidden by other objects?

C.2. Is Fire Equipment properly looked after?

a) Maintain fire equipment regularly

b) Keep equipment in its proper position and always clearly visible

C.3. Are close-down checks made in premises at end of a hire?

• Heaters and cookers turned off

• Other electrical appliances unplugged

• Lights off

• Internal doors closed

• Outside doors and windows closed and secured

C.4. Are all reasonable steps taken to prevent fires?

• Smoking not allowed in building

• Portable heaters securely fixed and kept away from combustible materials

• Ensure that convector heaters not covered

• All electrical appliances regularly tested by competent electrician

• Sufficient sockets provided to obviate the need for trailing flexes

• Cooking operations supervised by a reliable person

• All parts of the premises kept clear of waste and rubbish


We request that our staff, committee members and all users of the premises respect this Policy, a copy of which will be available on demand.

Adopted by the Management Committee of EBVHMC on …………………………..

Signed by ……………………………………………………….

Chairman of the EBVHMC

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