Health and Safety


This document is the Health and Safety Policy of Corse and Staunton Village Hall Our policy is to provide healthy and safe working conditions, equipment and systems of work for our volunteers, trustees,committee members and hirers by ensuring Village Hall Equipment is maintained in a safe condition for all users and to provide training and information as necessary to volunteers and users. It is the intention of Corse and Staunton Village Hall Trustee Council to comply with all Health and Safety legislation and to act positively where it reasonably practical do so to prevent injury, ill health or any danger arising from its activities. Hirers, users and visitors are expected to recognise that there is a duty on them to comply with the practices set out by the Trustee Council, with all safety requirements set out in hiring agreements and with safety notices on the premises. Also to accept responsibility to do everything they can to prevent injury to themselves or others.

Organisation of Health and Safety

CORSE AND STAUNTON VILLAGE HALL TRUSTEES COUNCIL has over all responsibility for health and safety at CORSE AND STAUNTON VILLAGE HALL. The person delegated by the committee to have day-to-day responsibility for implementation of this policy is: Mrs J.Cox Booking Secretary 01452 840355 Roylands School Crescent Corse Gloucestershire GL19 3 It is the duty of all hirers, users, and visitors to take care of themselves and others who may be affected by their activities and to co-operate with the Village Hall Trustees Council in keeping the premises, including the car park, 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 Booking Secretary as soon as possible so the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning it is not to be used and should be placed in the anteroom.

The maintenance of the following procedures is maintained by:

The First Aid Box:

Risk Assessments

Information to contractors

Insurance Information for hirers

Booking forms and verbal advice to hirers by Booking Secretary

Health and Safety Policy


The Corse and Staunton Village Hall Trustees Council have drawn up this policy to clarify procedures and areas of responsibility in ensuring the health and safety of its users.

Policy Statement

The Village Hall Trustees Council is responsible for running the Village Hall and wishes to ensure the safety of people using it. Scope of the Document This document therefore includes the explanation of the statutory requirements and of the documentation required to address the requirements. The emphasis of legislation is to prevent accidents from occurring through risk assessment. The key actions taken is to set up a routine look at the premises and equipment, assess the possible risk of an accident occurring and take steps to reduce the risk.

Responsibilities of the Village Hall Trustees Council.

The Council of Trustees have a duty of care under common law towards individuals and organisations to avoid carelessly causing personal injury or damage to property. The Village Hall Trustee Council has a duty under the Health and Safety at Work Act 1974 to take reasonably practicable steps to ensure the Health and Safety of all persons that use the Village Hall.

It is of extreme importance that the Village Hall Council of Trustees takes steps necessary to ensure that they do not become libel under health and safety legislation or that their insurance is not invalidated through their own negligence. No one can guarantee total protection against accidents.

 Mitigation of Risk

To mitigate risk the Village Hall Trustees Council has taken the following steps:

* To carry out a full risk assessment every two years or sooner if deemed necessary by the council.

* Ensure that there is a Health and Safety file located in the hall.

* Ensure that the booking secretary ensures that all hires are made aware of the Health and Safety Policy and the Fire Evacuation Procedures.

* Ensure that hall hirer sign a written agreement to abide by the terms and conditions.

Health and Safety Legislation.

This section covers a brief description of legislation and how it would apply. This is carried out by a thorough risk assessment and good housekeeping. Health and Safety at Work Act, 1974 The fundamental legislation requires that the Village Hall Council as the managers of the premises, ensure the health and safety of others that use the hall. It encompasses every aspect of the premises, which includes equipment, paths surfaces, chairs escape routes.

Management of Health and Safety at Work Regulations 1999

This is by ensuring that the legislation is implemented. The risks are identified; appropriate action involves minimising the risk or eliminating the risk. The Village Hall Council must ensure the following:

Provide a safe place for people to operate by:

* Identifying and assessing all risk of the hazards associated with the premises or activities held there, which may have an effect on the health and safety of others that use the premises.

* Carry out a risk assessments using persons that are competent

* Take action to eliminate or reduce hazards.

* Demonstrate that arrangements are in place.

* Review arrangements when changes occur

* Co-operate with hirers if their employees, volunteers share the same risk.

* Provide training and information on health and safety.

* Provide appropriate supervision to ensure the health and safety and welfare of others.

 The Workplace (Health and Safety and Welfare) Regulations 1992

These regulations are aimed at protecting volunteers, hirers' health from injury or long term illness by providing for comfort whilst using the hall and includes:

* Adequate ventilation

* A reasonable temperature not below 16 0C

* Suitable lighting and seating

* A clean premises with no tripping hazards

* Suitably maintained machinery and equipment

* No undue stretching or reaching or bending when using equipment or machinery

* Safe Storage of materials and goods

* The use of safety glass when appropriate.

* The control of vehicles when pedestrians are at risk. *

 Sufficient toilets with hot and cold running water, soap and towels

* Accessible drinking water and suitable facilities for rest and eating

Manual Handling Operations Regulations 1992

These regulation support a safe system of work when volunteers have to pull, push, lift or carry items that are part of their voluntary work or hire. Any manual handling operations, which involve the risk of injury, should be avoided.

* Volunteers, or hirers must not lift loads that are too heavy, too bulky too difficult to get hold of, too hot or too hazardous.

* Chairs should not be moved in stacks greater than five or less unless a trolley is used

* Take cognisance of individuals that have health problems or who are pregnant.

* Consider if moving an object involves twisting, pulling, pushing, bending reaching upwards. 

 The area where the job is to be undertaken must free from risk with sufficient space to work e.g. storerooms etc.

Personal Protective Equipment (PPE) at Work Regulations 1992

Personal Protective Equipment must be used when substances or contact cannot be controlled by any other means

* Eye protection must be used when there is a risk of splashing or creation of aerosol through the use of chemicals or body substances.

* Household gloves must be used when handling waste materials including sanitary protection or if handling blood or other body substance.

* Protective clothing should be used if there is a risk of contaminating personal clothing.

* The use of PPE in conjunction with effective hand washing before and after use improves personal protection.

* Equipment supplied must be replaced if it deteriorates.

The Control of Substances Hazardous to Health Regulations (COSHH) 1994

These regulations require the Village Hall Council to ensure that the risk to others by using these chemicals is removed or minimised. The label on the substance or wrapping should identify the risk e.g., toxic, corrosive, highly flammable, explosive, harmful or oxidising. Data sheets are displayed. Cleaning substances are usually the only substances though from time to time paint stripper or other substance may be available on site. COSHH assessment will be conducted annually. 

  • All substances must not be left unsupervised whilst in use, after use they must be stored safely in a locked cupboard dedicated for this purpose located in the hallway. 
  • Cleaning substances must always be used in a well-ventilated space. 
  • Hypochlorite solutions (bleach) must not be used for large spillages of urine as the combined substances produce ammonia. 
  • Chemicals should be used in accordance with instructions
  • Chemicals must never be mixed with other chemicals in toilets or buckets

Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR)

 The Village Hall Committee and others in control of premises are required under RIDDOR to report some work related accidents, diseases and dangerous occurrences. The following must be reported:

* A Death or Major Injury

* An injury resulting in someone unable to work for more than three days.

* A work related disease

* A dangerous occurrence

* Any injury that results in a member of the public having to be taken to hospital.

Hirers must report any accidents to the Secretary

Recording Accidents and Incidents

All accidents and or incidents including near misses should be recorded in an Accident Book located in the corridor by the Kitchen. By investigating these events actions may be taken in preventing further accidents.

 Electricity at Work Regulations 1989

These regulations require that all electrical systems and equipment are installed and maintained in a safe condition. Installations should be professionally checked on a regular basis. Installations do not have to be installed and maintained by a NICEIC installer. Portable Appliance Testing (PAT) involves a combination of visual checks and the use of test apparatus. The Village Hall Council ensure that all portable electric equipment is tested to ensure that both the Electricity at Work Regulations and the Health and Safety at Work Act are complied with. Any faulty equipment must be taken out of use until repaired or replaced.

 The Regulatory Reform (Fire Safety) Order 2005

This order became law in 2006 and requires the following:

* The Appointment of a Fire Safety Officer by the Village Hall Council who is the Chairman

* A Fire Risk Assessment

* Requires precautions to be put in place where necessary and where it is reasonable to do so.

The Fire and Rescue Authority will inspect premises and risk assessments that are deemed to be high risk. The main emphasis of this Order is to reduce the risk and prevent a fire occurring. Hazards that must not be used in the Village Hall without authorisation by the Village Hall Council are:

* Flammable liquids

* Electrical equipment producing heat

* Damaged electrical flexes and plugs

* Overloading Electrical sockets utilising adapters

* Storage of combustible material near a source of ignition

* Emergency Heating and lighting

Smoking is forbidden inside and outside the hall.

* The results of a risk assessment are recorded and available to be viewed.

* Preventative and protective measures are taken in accordance with the Order.

* Emergency exit and routes to them must be kept clear at all times

* Appropriate Fire Fighting Equipment is provided

* Fire Equipment is maintained and checked annually

* Hirers have access to the Health and safety policy and the risk assessments.

The Licensing Act 2003

The Licensing Act requires Village Halls to obtain a Premises Licence. The Act has four objectives:

  • To prevent crime and disorder
  • Public Safety
  • Prevention of public nuisance
  • Protection of children

The Occupiers Liability Act 1984

Under this Act the Village Hall Council owes a duty of care to its users, even if they are trespassers if:

* It is aware of a danger or has reasonable grounds to believe it exists

* It is aware or has reasonable grounds to believe that a trespasser is in the vicinity of danger concerned or that the trespasser may come into the vicinity of the danger And

* The risk from the danger is one from which in all circumstances we may be expected to offer the trespasser some protection.

Food Hygiene Regulations 2006

This is a wide-ranging set of regulations and affects everyone working in the food business however small. Regulation (EC) No 852/2004 on the hygiene of foodstuffs and regulation (EC) 178/202 on general food law are the main pieces of legislation with which the Village Hall has to comply. The regulations are to ensure that food is fit for human consumption and free from contamination or adulteration. The regulations lay down a minimum legal standard that local Authority Environmental Health has a duty to enforce. Guidance of basic principles of food hygiene is available in the kitchen of the Village Hall.

The Children's Act 1989

The purpose of the Act is to promote and safeguard the welfare of children Organisers of care provision for children that lasts more than 2 hrs must register with the Local Authority Social Services Department and are subject to inspection by the Office for Standards in Education (Ofsted). The Village Hall Council welcome inspection as a useful means of identifying points that need attention to ensure that the premises is safe

Water Supply (Water Fitting) Regulations 1999

All plumbing systems, water fittings and equipment supplied or to be supplied from the public water supply must conform to these regulations. The Village Hall Council ensures that they do so.

Important issues associated with the Health and Safety in Corse and Staunton Village Hall

Lone Workers

Volunteers, hirers, contractors or tradesmen should not work alone on the property particularly if they are using ladders, chemicals or equipment that might pose a danger. When jobs are less risky checks should be made. A mobile phone and telephone number of someone who can administer first aid should be available.

Children in Kitchens

Children are not be allowed in the kitchen when caterers or volunteers are busy serving hot food or drink. This is to avoid the risk of scalds, burns cuts and other injuries occurring.

The Accident Book

An Accident Book is located in the First Aid Box by the Kitchen Door. Its purpose is to record minor incidents and accidents. Under the Data Protection Act 2004 accident books should not enable people to read personal information of others. To ensure that this does not occur individual records are removed and held separately by the Secretary. The cause of accidents will be investigated so as to reduce the risk of reoccurrence.

Hiring Procedure

Every hirer of the premises must have a written hire agreement. This must make clear the Health and Safety Policies those hirers are obliged to follow. A hard copy of the Halls Hire Agreement is located in a folder in the entrance hall Role of the Booking Secretary The Booking Secretary plays an important role in implementing the Health and Safety Policy and carries this out by:

* Ensuring all hirers complete a booking form.

* Ensuring that they are aware of the Health and Safety Policy as well as the hiring agreement

* Ensuring that they are aware of the fire exits and the evacuation procedure

* The location of the First Aid Box and Accident form

* That any portable electrical equipment brought into the hall must be PAT tested.

* To report any damage or faults.