Health & Safety Policy

Part 1: General Statement of Policy

This is the Health and Safety Policy of Lorton Yew Tree Hall.

Our policy is to:

a) Provide healthy and safe working conditions, equipment and systems of work for our committee members, volunteers, contractors, hirees and users

b) Keep the village hall and equipment in a safe condition for all users

c) Provide such training and information as is necessary to all.

It is the intention of Yew Tree 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.

Yew Tree Hall Management Committee considers the promotion of the health and safety of those who work on or use its premises to be of great importance. The management committee recognizes that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on operation and maintenance of equipment and safe systems of work. To this end, it will seek to encourage contractors, committee members and users to engage in the establishment and observance of safe working practices.

Contractors, hirees and visitors will be expected to recognize 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.

Committee Member responsible for Health and Safety:

  • Name: Derek Poate

  • Contact details:

    • Yew Tree View, High Lorton, CA13 9UJ

    • Tel: 01900 85265

Part 2: Organisation of Health and Safety

The Yew Tree Hall Management Committee has overall responsibility for health and safety at Yew Tree Hall.

It is the duty of all contractors, hirees 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 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 kitchen.

The following persons have responsibility for specific items:

First Aid box: H&S Lead – Derek Poate

Reporting of Accidents: H&S Lead – Derek Poate

Fire Precautions and Checks: Fire Protection Lead – Adam Baker

Training in Use of Hazardous Substances and Equipment: N/A

Risk Assessment and Inspections: Committee

Information to Contractors: H&S Lead – Derek Poate

Information to Hirees: Bookings Secretary

Insurance: Treasurer

Part 3: Arrangements and Procedures

3.1 Licence

The village hall has a Premises Licence (Allerdale PL0736) authorising the following regulated entertainment and licensable activities at the times indicated.

  • The performance of plays from 10.00 to 23.00 hrs

  • The exhibition of films from 10.00 to 23.00 hrs

  • Indoor sporting events from 10.00 to 23.00 hrs

  • The performance of live music from 10.00 to 23.00 hrs

  • The playing of recorded music from 10.00 to 23.00 hrs

  • The performance of dance from 10.00 to 23.00 hrs

  • Making music from 10.00 to 23.00 hrs

  • Dancing from 10.00 to 23.00 hrs

  • The sale of alcohol from 10.00 to 23.00 hrs

3.2 Fire Precautions and Checks

Copies of the risk assessment including the evacuation procedure, the location of the nearest telephone and a map showing the fire exits, firefighting equipment, assembly point(s) are appended to this document.

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

Fire Protection Lead – Adam Baker

Company hired to maintain and service fire safety equipment:

  • Carlisle City Fire Protection

  • Address: 

Location of service record: 

  • Certificate on Hall Notice Board

3.3 List of Equipment and Its Location

  • Residual Current Device / Monthly Test Interval / Toilets

  • Emergency Lighting / Monthly Test Interval / Multiple in all rooms

  • Fire Exits / Weekly Test Interval / Main Hall and Supper Room

  • Fire-Fighting Appliances / Annual Test Interval in February / Supper Room, Main Hall, Toilets, Kitchen

  • Electrical Installation / 5 Year Test Interval / Next in 2029

  • Smoke Detectors / Monthly Test Interval

3.4 Procedure in case of accidents

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

Hensingham, Whitehaven

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

  • Cockermouth Hospital, Isel Road, Cockermouth 01900 705350

The First Aid Box is located in:

  • The Kitchen

The person responsible for keeping this up to date is:

  • H&S Lead – Derek Poate

The accident book/forms are 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, who is: H&S Lead – Derek Poate

The person responsible for reporting accidents is:

  • H&S Lead – Derek Poate

There is a legal responsibility to report deaths and certain injuries under the ‘Reporting of Injuries, Diseases and Dangerous Occurrences Regulations’ (RIDDOR). 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 a 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.

3.5 Safety Rules

All hirees will be expected to read the whole of the hiring agreement and must agree to the hiring conditions. All new hirees will also be given information/training by the secretary 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 shown the location of the accident book and health and safety file.

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 (eg stacked tables or chairs) - use the trolleys provided

  • Do not stack more than five chairs

  • 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 (e.g. for supervised cookery lessons or, in the case of older children, for supervised serving of food at functions). Avoid overcrowding in the kitchen and do not allow running.

  • 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: H&S Lead – Derek Poate

  • Report every accident in the accident book and to H&S Lead – Derek Poate

  • 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.

3.6 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, and 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.

3.7 Insurance

Give details of the company providing the hall’s Employer’s Liability and Public Liability insurance cover:

Name and address of broker/insurer: Allied Westminster, Allied House, Boston Spa LS23 6BN/ AVIVA

Telephone no of broker: 01937 845245

Policy No.:

  • Master Policy: 24166446CHC

  • Policy: VH 88/0047440/BS72537

Date of Renewal: 24/03/2021

Any risks excluded or special conditions users should be aware of: None

4.0 Review of Health and Safety Policy

The management committee will review this policy annually. 

The next review is due in September 2026.

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

Address and telephone number of organisations that can give advice on health and safety:

  • The Health and Safety Executive www.hse.gov.uk.

  • The Fire Authority.

  • The local environmental health department.

For any further questions or inquiries, please reach out to us via email yewtreehallbookings@gmail.com or by phone at 01900 876 454 or 07956 500 927.