Health & Safety Policy
Policy Statement
1. The Rogate Village Hall & Recreation Ground Charity (‘the Charity’) seeks to keep the Hall, Recreation Ground and equipment in a safe condition, provide a healthy and safe environment within the Hall and on the Recreation Ground, and provide appropriate advice and information to all users and visitors.
Responsibilities
2. The Charity. On behalf of the Charity, the Village Hall Management Committee has overall day to day responsibility for health and safety at the Hall and on the Recreation Ground. The Charity will:
3. Users and other visitors. All those who use or visit the Hall and Recreation Ground must accept responsibility to do everything they can to prevent injury to themselves or others and to comply, wherever relevant, with the procedures set out below, with safety requirements in the Hiring Agreement and with any safety notices in the hall or on the recreation ground. User Groups will be required to sign an acknowledgement of their responsibility as part of their booking contract and indicate who will be responsible for the health and safety of the group during their use of the Hall or the Recreation Ground.
General Procedures and Requirements
4. Smoking is not permitted anywhere within the Hall at any time.
5. Dangerous activities. Activities involving danger to the public are not permitted. No fire hazards are allowed in the Hall or on the Recreation Ground. No unauthorised heating appliances are to be used. No hazardous substances (as regulated by COSHH) are to be used or stored in the Hall. No highly flammable substances shall be brought into or used in any part of the premises. No internal decorations of a combustible nature (e.g. polystyrene, cotton etc) shall be undertaken or erected without the permission of the Committee.
6. Safety equipment must not be tampered with. If any faults are observed, they must be reported as soon as practical to a Health & Safety Representative. In the event of a power failure, emergency lighting is automatically triggered to illuminate exit routes.
7. Fire Doors. Doors that are clearly marked as fire doors must be kept closed at all times, and must not be wedged open under any circumstances unless held open by a magnet linked to the automatic fire alarm system.
8. First aid. Users of the Hall or the Recreation Ground must assess their own potential needs and, if necessary, provide additional facilities. A First aid kit is available (see below) but the Charity does not provide a qualified First Aider.
9. Children must be supervised at all times. The Hall has many features such as a kitchen, stage and storage cupboards which are potential hazards. Children are not allowed in the kitchen.
10. Equipment. Users are responsible for the safe operation of all equipment they bring into the Hall. Electrical equipment must be used in a safe manner in accordance with the Electricity at Work Regulations 1989. If it is necessary to trail cables across the floor care must be taken not to create tripping hazards. Any electrical equipment stored in the Hall must be clearly marked to avoid the possibility of mistaken use. The Hall’s electrical facilities are regularly inspected by authorised personnel and a certificate issued. Anybody noticing a possible defect should and avoid using the potentially faulty appliance and report it immediately using the contact list posted at various points in the hall.
11. Use of Stage. Particular care must be taken at the front of the stage due to the sheer drop to the floor of the main Hall.
12. Closed areas. Users must not attempt to use rooms/cupboards marked as “authorised access only”.
Accidents and Emergencies
13. Emergency Services. There is no landline at the Hall. If any of the ‘999’ (or 112) emergency services are required, they should be called directly on a mobile phone. The nearest hospital Accident and Emergency dept is at St Richard’s Hospital, Spitalfield Lane, Chichester, West Sussex, PO19 6SE. Tel. (01243) 788122. For minor injuries, the nearest hospital is Petersfield Community Hospital (Minor Injuries Unit - open 365 days a year 8.00 am-5.45 pm), Swan Street, Petersfield GU32 3LB. Tel: 023 8231 9000.
14. The First Aid Box is located in the kitchen. A defibrillator is located on the external wall to the right of the entrance.
15. Accident reporting. Hirers must report all accidents involving injury to the public to the Bookings Secretary or a member of the village hall Committee as soon as possible and complete the ‘Accident Report Book' which is kept in the kitchen. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. The Hall Health & Safety Representative will report any incidents in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2012 (RIDDOR).
16. Fire Procedures. In the event of a fire, however slight, the entire Hall must be evacuated immediately.
Use of Hall Kitchen
17. Food preparation. Any hirer intending to provide catering (other than cold or hot drinks and cold proprietary packaged biscuits/cakes) must ensure food preparation adheres to an acceptable standard of food hygiene. Guidance can be found on the Health and Safety Executive (HSE) website.
18. Facilities. Care must be taken when preparing and using boiling water and when handling hot utensils or appliances. The oven/hob should be supervised at all times when in use and must be switched off when not in use. It remains hot well after being turned off.
19. Waste. Users must remove all food at the end of their booking. Outside rubbish bins are provided for disposal of waste food. Bags of food waste must not be left unless securely within the external rubbish bins provided. Any excess rubbish must be removed by the hirer.
20. Cleaning up. The kitchen and utensils should be left in a hygienic state – usable by the next booking. Cleaning facilities are provided in the cleaner’s store off the main entrance Hall. If the kitchen has been left in an unhygienic state by a previous booking it must be reported to the Bookings Secretary.
Activities outside the Hall and on the Recreation Ground
21. The above procedures apply, wherever relevant, to the surrounds of the hall and the Recreation Ground as well as the Hall building. Hire agreements which include the use of the Recreation Ground, e.g. football or cricket matches, or some weddings may include specific health and safety requirements. As the hall is in a residential area, we also ask users to avoid undue noise when arriving or leaving evening events.
22. Motor vehicles. Drivers must take care at all times, particularly when exiting onto the main road and when using the rear parking area by the Recreation Ground. Drivers must observe any parking notices or instructions from hall staff. In particular, the designated parking for disabled users in front of the Hall must not be used for other purposes.
23. Recreation Ground. Individual users of and visitors to the recreation ground are expected to behave responsibly both towards themselves and others.
July 2021
Policy Statement
1. The Rogate Village Hall & Recreation Ground Charity (‘the Charity’) seeks to keep the Hall, Recreation Ground and equipment in a safe condition, provide a healthy and safe environment within the Hall and on the Recreation Ground, and provide appropriate advice and information to all users and visitors.
Responsibilities
2. The Charity. On behalf of the Charity, the Village Hall Management Committee has overall day to day responsibility for health and safety at the Hall and on the Recreation Ground. The Charity will:
- Comply with all relevant statutory requirements for public health and safety.
- Carry out regular Risk Assessments covering the normal uses of the Hall and Recreation Ground and, so far as practical, eliminate or reduce potential hazards.
- Seek guidance from qualified professionals when required.
- Keep records of health & safety issues, available for inspection on request.
- Ensure that employees, contractors, hirers, other users and visitors are made aware appropriately of their own health and safety responsibilities and any requirements relating to specific uses or equipment.
3. Users and other visitors. All those who use or visit the Hall and Recreation Ground must accept responsibility to do everything they can to prevent injury to themselves or others and to comply, wherever relevant, with the procedures set out below, with safety requirements in the Hiring Agreement and with any safety notices in the hall or on the recreation ground. User Groups will be required to sign an acknowledgement of their responsibility as part of their booking contract and indicate who will be responsible for the health and safety of the group during their use of the Hall or the Recreation Ground.
General Procedures and Requirements
4. Smoking is not permitted anywhere within the Hall at any time.
5. Dangerous activities. Activities involving danger to the public are not permitted. No fire hazards are allowed in the Hall or on the Recreation Ground. No unauthorised heating appliances are to be used. No hazardous substances (as regulated by COSHH) are to be used or stored in the Hall. No highly flammable substances shall be brought into or used in any part of the premises. No internal decorations of a combustible nature (e.g. polystyrene, cotton etc) shall be undertaken or erected without the permission of the Committee.
6. Safety equipment must not be tampered with. If any faults are observed, they must be reported as soon as practical to a Health & Safety Representative. In the event of a power failure, emergency lighting is automatically triggered to illuminate exit routes.
7. Fire Doors. Doors that are clearly marked as fire doors must be kept closed at all times, and must not be wedged open under any circumstances unless held open by a magnet linked to the automatic fire alarm system.
8. First aid. Users of the Hall or the Recreation Ground must assess their own potential needs and, if necessary, provide additional facilities. A First aid kit is available (see below) but the Charity does not provide a qualified First Aider.
9. Children must be supervised at all times. The Hall has many features such as a kitchen, stage and storage cupboards which are potential hazards. Children are not allowed in the kitchen.
10. Equipment. Users are responsible for the safe operation of all equipment they bring into the Hall. Electrical equipment must be used in a safe manner in accordance with the Electricity at Work Regulations 1989. If it is necessary to trail cables across the floor care must be taken not to create tripping hazards. Any electrical equipment stored in the Hall must be clearly marked to avoid the possibility of mistaken use. The Hall’s electrical facilities are regularly inspected by authorised personnel and a certificate issued. Anybody noticing a possible defect should and avoid using the potentially faulty appliance and report it immediately using the contact list posted at various points in the hall.
11. Use of Stage. Particular care must be taken at the front of the stage due to the sheer drop to the floor of the main Hall.
12. Closed areas. Users must not attempt to use rooms/cupboards marked as “authorised access only”.
Accidents and Emergencies
13. Emergency Services. There is no landline at the Hall. If any of the ‘999’ (or 112) emergency services are required, they should be called directly on a mobile phone. The nearest hospital Accident and Emergency dept is at St Richard’s Hospital, Spitalfield Lane, Chichester, West Sussex, PO19 6SE. Tel. (01243) 788122. For minor injuries, the nearest hospital is Petersfield Community Hospital (Minor Injuries Unit - open 365 days a year 8.00 am-5.45 pm), Swan Street, Petersfield GU32 3LB. Tel: 023 8231 9000.
14. The First Aid Box is located in the kitchen. A defibrillator is located on the external wall to the right of the entrance.
15. Accident reporting. Hirers must report all accidents involving injury to the public to the Bookings Secretary or a member of the village hall Committee as soon as possible and complete the ‘Accident Report Book' which is kept in the kitchen. Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. The Hall Health & Safety Representative will report any incidents in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2012 (RIDDOR).
16. Fire Procedures. In the event of a fire, however slight, the entire Hall must be evacuated immediately.
- Users should acquaint themselves with all exits (normal & emergency. Both internal and external exits must be kept clear at all times. All fire doors are marked as such and must not be wedged open under any circumstances. For events involving more than 50 people, the hirer must check that all exits are unobstructed, including confirming that emergency exits are unlocked and functional as intended.
- Fire extinguishers are provided at all exits to assist in clearing a path for emergency exit.
- The muster point is on the Recreation Ground adjacent to the Hall (tbc). Wherever feasible and safe, doors and windows should be closed to reduce the spread of the fire. The Fire Service should then be called on 999 (or 112).
Use of Hall Kitchen
17. Food preparation. Any hirer intending to provide catering (other than cold or hot drinks and cold proprietary packaged biscuits/cakes) must ensure food preparation adheres to an acceptable standard of food hygiene. Guidance can be found on the Health and Safety Executive (HSE) website.
18. Facilities. Care must be taken when preparing and using boiling water and when handling hot utensils or appliances. The oven/hob should be supervised at all times when in use and must be switched off when not in use. It remains hot well after being turned off.
19. Waste. Users must remove all food at the end of their booking. Outside rubbish bins are provided for disposal of waste food. Bags of food waste must not be left unless securely within the external rubbish bins provided. Any excess rubbish must be removed by the hirer.
20. Cleaning up. The kitchen and utensils should be left in a hygienic state – usable by the next booking. Cleaning facilities are provided in the cleaner’s store off the main entrance Hall. If the kitchen has been left in an unhygienic state by a previous booking it must be reported to the Bookings Secretary.
Activities outside the Hall and on the Recreation Ground
21. The above procedures apply, wherever relevant, to the surrounds of the hall and the Recreation Ground as well as the Hall building. Hire agreements which include the use of the Recreation Ground, e.g. football or cricket matches, or some weddings may include specific health and safety requirements. As the hall is in a residential area, we also ask users to avoid undue noise when arriving or leaving evening events.
22. Motor vehicles. Drivers must take care at all times, particularly when exiting onto the main road and when using the rear parking area by the Recreation Ground. Drivers must observe any parking notices or instructions from hall staff. In particular, the designated parking for disabled users in front of the Hall must not be used for other purposes.
23. Recreation Ground. Individual users of and visitors to the recreation ground are expected to behave responsibly both towards themselves and others.
- Users of the community facilities – the children’s playground, outdoor gym and netball court – must observe any notices about how to use the equipment or health and safety restrictions.
- Unauthorised barbecues are not permitted anywhere on the recreation ground. Authorisation will only be granted if the Committee is satisfied that appropriate health and safety precautions will be in place.
- Dogs. Dogs must not be allowed to run loose on the recreation ground and owners must clear up after their dogs. Waste bins are provided.
July 2021