Health and Safety Policy

Name of Hall: Nash Mills Village Hall
Address: Lower Road, Nash Mills, HP3 8RT
Approved by: Nash Mills Village Hall Management Committee
Date: 23 April 2026
Review Date: 23 April 2027

1. Policy Statement

The Management Committee of Nash Mills Village Hall is committed to providing a safe and healthy environment for all users, volunteers, employees, contractors, and visitors. We will take all reasonable steps to ensure that the premises, equipment, and activities do not pose a risk to health, safety, or welfare.

We will:

  • Comply with all relevant health and safety legislation.
  • Maintain the hall and its equipment in a safe condition.
  • Provide clear information regarding safe use of the hall.
  • Identify and manage risks through regular inspections and risk assessments.
  • Ensure that emergency procedures are in place and kept up to date.

2. Responsibilities

2.1 Management Committee

The Committee has overall responsibility for health and safety within the hall. This includes:

  • Ensuring compliance with this policy.
  • Carrying out risk assessments and implementing controls.
  • Reviewing the policy annually.
  • Providing resources to maintain safe conditions.
  • Keeping records of maintenance, inspections, and incidents.

2.2 Appointed Health & Safety Coordinator

Name/Role: Nicola Cobb – Committee Chair

Note: Overall responsibility for health and safety rests with the Trustees collectively. The appointed Health & Safety Co-ordinator supports the Trustees by overseeing day-to-day implementation.

Responsibilites:

  • Overseeing day-to-day health and safety matters.
  • Conducting or organising inspections.
  • Ensuring fire safety checks are completed.
  • Maintaining accident and incident logs.
  • Advising the Committee on necessary improvements.

2.3 Hirers and Users

All hall hirers must:

  • Comply with this Health & Safety Policy and the Hall's Conditions of Hire.
  • Report hazards, defects, or incidents immediately.
  • Ensure safe behaviour of all attendees during their activities.
  • Familiarise themselves with emergency exits and procedures.

3. Hazard Management

3.1 Risk Assessments

The Committee will carry out and annually review their risk assessment covering:

  • Fire safety
  • Electrical safety
  • Slips, trips, and falls
  • Manual handling / use of ladders
  • Kitchen and catering hazards
  • Gas appliances
  • Storage of equipment
  • Cleaning chemicals

3.2 Inspections & Maintenance

To maintain safety:

  • Fire extinguishers: Checked annually by a competent contractor.
  • Electrical system: Full inspection at least every 5 years; PAT testing annually for portable appliances.
  • Heating & gas systems: Annual safety inspection (Gas Safe registered engineer if gas).
  • Hall structure: Regular visual checks (monthly), and prompt reporting of defects.

4. Fire Safety

The hall will maintain:

  • Clearly marked and unobstructed fire exits.
  • Escape route lighting and signage.
  • Fire extinguishers suitable for identified risks.
  • Fire risks included in Risk Assessment reviewed annually.

Hirers must:

  • Familiarise themselves with evacuation procedures.
  • Keep all exits clear.
  • Avoid use of naked flames (unless approved).
  • Not exceed hall capacity: [maximum 100].

5. First Aid and Accidents

  • A fully stocked First Aid box will be kept in: The kitchen drawer
  • An Accident Book will be available in: The kitchen drawer
  • All accidents, however minor, must be recorded and reported to the Committee.
  • Serious incidents will be reported under RIDDOR where required.

6. Safe Use of Equipment

Users must:

  • Follow instructions for kitchen equipment, ladders, heaters, and any provided tools.
  • Not tamper with electrical systems or fixed installations.
  • Bring electrical equipment only if it is in safe condition (PAT tested where applicable).

7. Hazardous Substances

  • Cleaning materials will be stored securely.
  • COSHH assessments will be completed where legally required.
  • Hirers must not bring hazardous materials onto the premises without prior approval.

8. Child Protection & Vulnerable Adults

Where activities involve children or vulnerable adults, hirers are responsible for ensuring appropriate safeguarding measures, including:

  • Adequate supervision.
  • Compliance with relevant safeguarding laws and guidance.
  • DBS checks for required personnel.

(Note: This is not a safeguarding policy; group organisers must have their own.)

9. Contractors and Work on Site

Contractors must:

  • Work safely and be competent for the task.
  • Provide risk assessments and insurance evidence where required.
  • Not start work without permission from the Committee.

10. Emergency Procedures

In case of an emergency:

  1. Evacuate the building immediately using marked exits.
  2. Call emergency services on 999.
  3. Assemble at the designated meeting point: Next to the hall sign, near the front fence.
  4. Do not re-enter until declared safe.

A summary of emergency actions will be displayed on the hall noticeboard, next to the front doors.

11. Review of Policy

This policy will be reviewed annually or sooner if legislation changes or incidents highlight the need for improvement.

Download the Risk Assessment