General Statement of Policy
This document is the Health and Safety Policy of Ousden Village Hall. We consider the promotion of
the health and safety of those who use the premises, including contractors who may work there, to
be of great importance. To this end the committee will encourage its members hirers, users and
visitors to accept responsibility to do everything they can to prevent injury to themselves and others
and 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 agreements and with safety notices on the
premises.
Our policy is:
- To provide health and safety conditions, equipment and systems of work for the Management, Committee, members, hirers, users and other visitors.
- To keep the village hall and equipment in a safe condition for all users and provide advice and information as is necessary.
Organisation of Health and Safety
Ousden Village Hall Management Committee has overall responsibility and takes day to day
responsibility for the implementation of this policy. It is the duty of all hirers and other visitors to
take care of themselves in keeping the premises safe and clean which also includes the grounds.
Should anyone using the hall come across a fault, damage or other situation that might cause
injury and cannot be rectified they should inform a committee member as soon as possible so the
problem can be dealt with. Where equipment is damaged a note should be placed on it that it
should not be used.
The following items are maintained and where possible reviewed by the management committee:
First Aid Box in kitchen area; Risk Assessments and inspections; Insurance; Information to
contractors; Fire Safety documents; Hiring Terms and Conditions; Health and Safety Policy.
To mitigate risk the village hall committee has taken the following steps:
- To carry out a full risk -assessment every two years or sooner if deemed necessary by the committee.
- To ensure that there is a copy of the Health and Safety Policy located in the hall.
- Ensure all hirers are made aware of the Health and Safety Policy and the Fire Evacuation Procedures.
The legislation Health and Safety at Work Act requires the committee, as managers of the premises,
to ensure the health and safety of others that use the hall and playing fields. It encompasses every
aspect of the premises including equipment, furniture, paths, surfaces, playing field, children’s play
area and car park.
Preventative and protective measures must be taken in accordance with the Health and Safety Policy
as follows:
- Electrical appliances brought on to the premises are the responsibility of the user and must comply with PAT testing.
- Smoking is forbidden inside the hall.
- Emergency exits must be kept clear at all times.
- Firefighting equipment is maintained and checked regularly.
- PAT testing of electrical equipment is maintained regularly.
- An Electrical Installation Condition Report is undertaken every 5 years
- Plug sockets must not be overloaded and trailing wires or cables should be taped down.
- Small children under the age of 12 are not permitted in the kitchen.
- Users have a responsibility to ensure that all electrical appliances are shut off when leaving the hall.
- Users are expected to ensure that the hall is left clean and tidy. Rubbish bins are situated outside and perishable items must be taken away.
- Users are requested to keep noise levels to a minimum as the hall is situated in a residential area.
- Parking is limited and is at the user’s risk.
- Covid Risk Assessments are kept separately.
In the event of an emergency the nearest hospital is West Suffolk Hospital in Bury St Edmunds.
Telephone: 01284 713000
The hall is insured as follows:
Policy type VH
Policy Number VVH2720392023
Insurer: Zurich
Hiring and Booking Procedures
Every hirer of the premises must familiarise his/herself with the Health and Safety Policy. A hard copy of this agreement is located on the notice board in the hall.
A hire agreement must be completed and the standards of hire information must be given to hirers of the hall.
Helpful Hints information must also be read.
The Booking Clerk is Chris Ingham.
More information can be obtained from the Chairperson Chris Ingham.
This policy is subject to annual review and update as required when necessary.
Last reviewed & published Jan 2024