Health and Safety Policy

General Statement

This document is the Health and Safety Policy of Pett Village Hall.

Our policy is to:

a) Provide healthy and safe working conditions, equipment and systems of work for our employee(s), 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 PETT VILLAGE HALL MANAGEMENT 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.

PETT Village Hall Management Committee considers the promotion of the health and safety of its employees at work and those who use its premises, including contractors who may work there, to be of great importance. The management 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, committee members and users to engage in the establishment and observance of safe working practices.

Employees, 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.

Signed: (On behalf of the Management Committee)

Name: Tim Rothwell

Position: Chairman Date: July 2018

The PETT Village Hall Management Committee has overall responsibility for health and safety at PETT Village Hall.

The person (s) delegated by the Management Committee to have day to day responsibility for the implementation of this policy is The Chairman—– Phil Button

It is the duty of all employees, hirers and visitors to take care of themselves and others who may be affected by their activities and to co-operate with the management 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 cannot be rectified immediately they should inform the person above, or the Bookings Secretary, as soon as possible so that the problem can be dealt with. Where equipment is damaged a notice should be placed on it warning that it is not to be used and it should be placed in the

The following persons have responsibility for specific items:

First Aid box – Committee Member ——- Carol Glasson

Reporting of Accidents – Committee Member ——- Carol Pecorini

Fire precautions and checks – Maintenance Manager

Risk Assessment and Inspections – Maintenance Manager

Information to contractors and hirers – Maintenance Manager —- and

Booking Manager——– Tim Rothwell

Insurance – The Treasurer ——- Richard Smith

A plan of the hall is attached showing the location of electricity cables, gas pipes, fire exits, fire extinguishers, fuse box, stop cock, boiler and stairs.


Name of Insurance Co Allianz Insurance plc.
Policy Number: SB/13252881.

Date of Renewal 5th August

Review of Health and Safety Policy

The Management Committee will review this policy annually in October.

Committee members with responsibility for aspects of Health and Safety will report to the committee regularly, including any accidents, faults, misuse by hirers or other matters which could affect the health and safety of users or employees.


The hall is licensed for the following activities by Rother District Council. Public entertainment, Performance of plays, Film shows. Entertainments Licence renewal date —– 5th September

Fire Precautions and checks

In event of Fire follow instructions on the notices adjacent to the main entrance and other exits
Person responsible for testing the equipment and keeping the log book — The Maintenance Manager

Company hired to maintain and service fire safety equipment:

Name: Blacklands Fire Ltd
Address: 35 St Helens Park Road Hastings, East Sussex TN342DN

List of equipment and location


Test Interval


Residual Current Device


Boiler Room

Emergency Lighting


Throughout Hall

Fire Exits


Throughout Hall

Firefighting Appliances


Throughout Hall

Electrical installations

Every 5 years

Throughout Hall

Electrical Equipment


Throughout Hall

Location of test and service records: In Boiler Room

Procedure in the case of accidents

The location of the nearest hospital Accident and Emergency/Casualty dept. is:

Conquest Hospital, The Ridge, St Leonards-on-Sea. 01424 758045 or 01424 755255

The location and telephone no. for the nearest doctor’s surgery is:

Harold Road Surgery-, 164 Harold Road, Hastings, TN35 5NH Emergencies – 01424 720878

The First Aid Box is located in: The Kitchen on wall by Hand wash basin.

A defibulator for public use is positioned on the external wall at entrance to the Hall.

Full details for the procedure for its operation in an emergency are attached to the unit.

The person responsible for keeping this up to date is: PVHMC as above

The accident book is kept with this file. This must be completed whenever an accident occurs.

Any accident must be reported to the member of the Management Committee responsible — PVHMC as above

The person responsible for completing the RIDDOR forms is Carol Pecorini
The following major injuries or incidents must be reported on the RIDDOR forms: Fractures other than fingers, thumbs or toes
Dislocation of the shoulder, hip, knee or spine
Loss of sight (temporary or permanent)

Any penetrating injury to the eye (including chemical)
Injury from electrical shock/burn leading to unconsciousness or requiring resuscitation

or admittance to hospital for more than 24 hours
Any 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 substances or biological


Acute illness requiring medical treatment or loss of consciousness arising from absorption of
any substance by inhalation ingestion or through the skin

Acute illness requiring medical attention which may have resulted from a biological agent or its toxin or infected material

Relevant examples of reportable dangerous occurrences include

Electrical short circuit or overload causing fire or explosion Collapse or partial collapse of a scaffold over Sm high

Unintended collapse of a building under construction or alteration, or a wall or floor Explosion or fire

Safety Rules

All hirers will be expected to read the whole of the hiring Terms and Conditions and must sign the hiring form as evidence that they agree to them. All hirers will also be given information by the Booking Manager about safety procedures at the hall which they will be expected to follow (e.g. fire evacuation procedures, use of trolleys to move equipment, use of equipment.) and will be advised of the location of the Maintenance Book , Accident Book and Health and Safety policy file.

It is the intention of PETT Village Hall Management 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.

Employees, 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.

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 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. Do not leave portable electrical or gas appliances operating while unattended. Do not bring onto the property any portable electrical appliances which have not been Portable Appliance Tested.

Do not attempt to move heavy or bulky items (e.g. stacked tables or chairs) – use the trolleys provided. Do not stack more than twelve chairs

Do not allow children in the kitchen.

Wear suitable protective clothing when handling cleaning or other toxic materials. Report any evidence of damage or faults to equipment or the building’s facilities in the Maintenance Book.

Report every accident in the Accident Book and to PVHMC as above
Be aware and seek to avoid the following risks: Creating slipping hazards on stairs,

polished or wet floors – mop spills immediately

Creating tripping hazards such as buggies, umbrellas, mops and other items left in halls and corridors

Use adequate lighting to avoid tripping in poorly lit areas ~ Risk to individuals while in sole occupancy of the building

Risks involved in handling kitchen equipment e.g. cooker, water heater and knives Creating toppling hazards by piling equipment e.g. in store cupboards.


The management committee will check with contractors (including self – employed persons) before they start work that:

The contract is clear and understood by both the contractors and the committee

The contractors are competent to carry out the work e.g. have appropriate qualifications, references, experience

Contractors have adequate public liability insurance cover.

Contractors have seen the Health and Safety Policy file and are aware of any hazards which might arise (e.g. electricity cables or gas pipes)

Contractors do not work alone on ladders at height (if necessary a volunteer should be present)

Contractors have their own Health and Safety policy for their staff.

The contractor knows which member of the committee is responsible for overseeing that their work is as asked and to a satisfactory standard.

Any alterations or additions to the electrical installations or equipment must conform to the current regulations of the Institute of Electrical Engineers.

Address and telephone number of organisation which can give advice on Health and Safety

The Health and Safety Executive. Rose Court, 2 Southwark Bridge, London, SE1 9HS Telephone 0845
345 0055 Website: HYPERLINK “”

The Fire Authority: East Sussex Fire & Rescue Service, 20, Upperton Road, Eastbourne, East Sussex,
BN211EU.Telephone:- 0845 1308855 Fax: – 01323 725 574

Local Environmental Health Department: Rother District Council Town Hall,Bexhill on Sea East Sussex Telephone 01424 787550 Fax: 01424 787547 or email

August 2018