Fairford Community Centre Health and Safety Policy

Part 1 – General Statement of Policy
This document is the Health and Safety Policy of Fairford Community Centre.
Our policy is to:

a) Provide healthy and safe working conditions, equipment and systems of work for our employees, volunteers, committee members and hirers
b) Keep the community centre 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 the Community Centre 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.

The Community Centre 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: Carly Hicks
Position: Manager
Date: May 2023

Part 2: Organisation of Health and Safety
The Community Centre Management Committee has overall responsibility for health and safety at the Community Centre.

The persons delegated by the management committee to have day to day responsibility for the implementation of this policy is/are:
Name: Carly Hicks
Telephone No: 07899918267
Email: manager@fccentre.co.uk
Name: Bob Gray
Telephone No: 07880207973
Email: bookings@fccentre.co.uk

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 cooperate with the management committee in keeping the premises safe and healthy, including the grounds.

Should anyone using the centre come across a fault, damage or other situation which might cause injury and cannot be rectified immediately they should inform the persons above, 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 FCC Office. In the event of the office being closed please leave in a safe place and inform the manager.

The following persons have responsibility for specific items:
First Aid Box: Carly Hicks and Bob Gray
Reporting of accidents: Carly Hicks
Fire precautions and checks: Bob Gray
Risk assessment and inspections: Carly Hicks and Bob Gray
Information to contractors: Carly Hicks and Bob Gray
Information to hirers: Carly Hicks
Insurance: Carly Hicks

A plan of the hall is attached showing the location of gas pipes, fire exits, fire extinguishers, fuse box, stop cock, boiler, stairs, loft access and emergency points.

Part 3: Arrangements and Procedures
Risk Assessment
The manager is to undertake an annual risk assessment and report back to the trustees with any proposals to eliminate or minimise any risks identified. Long term users will be responsible for issuing health and safety policy statements to their employees or volunteers when working within the rooms. They will also be responsible for conducting risk assessments within their rooms as appropriate.

Fire Precautions and Checks
Please see following attachments:
Fire risk assessment including the evacuation procedure
map showing the fire exits, fire fighting equipment, and assembly point.

Person on the management committee with responsibility for testing for
the fire risk assessment: Bob Gray

Local Fire Brigade: Fairford Fire Station
Address:
Fairford Community Fire and Rescue Station
Hatherop Road
Fairford
Gloucestershire
GL7 4JZ

Company hired to maintain and service fire safety equipment:
Name: Stroud Fire and Security Ltd
Address:
Stroud Alarms Fire & Security Ltd
Head Office: Holcombe Mill
Spring Mill Industrial Estate
Avening Road, Nailsworth, Stroud
Gloucestershire GL6 0BS
Tel No: 01453 750 519

All service records can be found in the Fire Safety File in FCC office.

Procedure in case of accident

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

Great Western Hospital Swindon- 24hr A & E
Minor Injuries Cirencester- 4pm til 7.30pm tel. 0300 4216200

The location and telephone no. for the nearest doctor’s surgery is:
Hillary Cottage Surgery Fairford 01285 712377

The First Aid Box is located in: Kitchen, Farmor room and Keble room
The person responsible for keeping this up-to-date is: Carly Hicks and Bob Gray

The accident book is located in the kitchen. This must be completed whenever an accident occurs.

Any accident must be reported to the member of the management committee responsible, who is: Carly Hicks

The person responsible for completing RIDDOR forms and reporting accidents is: Carly Hicks

The following major injuries or incidents must be reported on RIDDOR forms:

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.

Relevant examples of reportable dangerous occurrences include:

electrical short circuit or overload causing fire or explosion
collapse or partial collapse of a scaffold over 5m high
unintended collapse of a building under construction or alteration, or of a wall or floor
explosion or fire.

Safety Rules
All hirers will be expected to read the whole of the hiring agreement and should sign the hiring form as evidence that they agree to the hiring conditions. All new hirers will also be given information/training by the Community Centre team 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.) They will be informed the accident book is located in the kitchen and the Health and Safety file is in the FCC office.

The following practices must be followed in order to minimise risks:

Make sure that all emergency exit doors are clear 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 attempt to carry or tip a water boiler when it contains hot water. Leave it to cool.
Do not allow children in the kitchen except under close supervision
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 to: The FCC Office
Report every accident in the accident book, located in the kitchen and to: Carly Hicks – manager@fccentre.co.uk

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.

Contractors
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 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.

Insurance
Give details of the company providing the hall’s Employer’s Liability and Public Liability insurance cover:
Name of Insurer: MARKEL
Policy No: S27164
Date of Renewal: 13th April 2024

Review of Health and Safety Policy

The management committee will review this policy annually. The next review is due in
Month: May Year: 2024

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.