SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION
Back to Home Page Information Page
1. Constitution
2. Roles
and Responsibilities of User Groups
3. Equal Opportunities Policy
4. Health and Safety
Policy
5. Complaints
Procedure
6. Grievance
Procedure
7. Disciplinary
Procedure
8. Child and
Vulnerable Adult Protection Policy
9. Confidentiality
Policy
10. Conditions of
Hire
11. Responsibilities
of Person in charge of Theatrical Performances
12. User Guide --- Main Hall
13. User Guide --- Other Rooms
14. Environmental Policy
The Constitution can only be amended by a General Meeting of the Association. The remaining documents can be amended by the General Committee of the Association.
CONSTITUTION
FOR THE
SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION
[Revised 22 January 1997]
1. Name
The name of the Association shall be THE SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION (hereinafter called 'The Association').
2.
Objects and Powers
The objects of the Association shall be:
a) to promote the benefit of the inhabitants of the parish of Shirehampton (hereinafter called 'the area of benefit') without distinction of sex, sexual orientation, race or of political, religious or other opinions, by associating the local authorities, voluntary organisations and inhabitants in a common effort to advance education, and to provide facilities in the interests of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
b) to establish the Shirehampton Public Hall as a Community Centre (hereinafter called 'the Hall') and to maintain and manage, or to co-operate with the Council of the City of Bristol in the maintenance and management of the Hall for activities promoted by the Association and its constituent bodies in furtherance of the above objects.
The Association shall be non-partisan in politics and non-sectarian in religion.
The Association shall have power to affiliate to the National Federation of Community Organisations and to other organisations with similar charitable objects.
In furtherance of the said objects but not otherwise the Association may:
(i) Bring together in conference representatives of voluntary organisations, Government departments, statutory authorities and individuals.
(ii) Arrange and provide for or join in arranging and providing for the holding of exhibitions, meetings, classes, seminars and training courses, and other leisure-time activities.
(iii) Collect and disseminate information on all matters affecting the said objects and exchange such information with other bodies having similar objects whether in this country or overseas.
(iv) Procure to be written and print, publish, issue and circulate either gratuitously or otherwise such papers, books, periodicals, pamphlets or other documents or films or recorded tapes as shall further the said objects.
(v) Enter into a Licence or Lease providing for the occupation of the Hall and enter into such agreements as may be reasonably necessary for the maintenance decoration or improvement as may be necessary for the work of the Association.
(vi) Make any regulations for the operation of the Hall which may be needed.
(vii) Arrange proper insurance in regard to the occupation of the Hall by the Association and any of the activities conducted in the Hall with the permission of the Association.
(viii) Raise funds and invite and receive contributions from any person or persons whatsoever by way of subscriptions or otherwise provided that the Association shall not undertake any permanent trading activities in raising funds for its primary charitable objects.
(ix) Receive money on deposit or loan or borrow or raise money in such manner as the Association shall think fit subject to such consents as may be required by law.
(x) Invest the moneys of the Association not immediately required for the said objects in or upon such investments, securities or property as may be thought fit, subject nevertheless to such conditions (if any) as may for the time being be imposed or required by law.
(xi) Do all such other lawful things as are necessary for the attainment of the said objectives.
3. Membership
A. Membership shall be open, irrespective of political party, nationality, religious opinion, race or colour to:
(i) Individuals of 18 years or over living in the area of benefit. Individuals under the age of 18 may be admitted into Junior Membership as and when, and subject to such conditions as the General Committee may decide. Junior Members shall not be entitled to vote.
(ii) Individuals over 18 living outside the area of benefit, who shall be called Associate Members and who shall not have the right to vote at General Meetings of the Association.
(iii) Affiliated Groups, which shall be such national, international and local voluntary or non-profit distributing organisations, whether corporate or unincorporated, as are interested in furthering the said work.
(iv) Statutory authorities in whose administrative area the Association lies.
B. Sections shall be such groups of individual members as may, with the permission of the General Committee (hereinafter mentioned), be formed within the Association for the furtherance of common activities. The General Committee shall determine the terms of reference and powers of each such section, and may also determine the duration of its activities.
C. Each member organisation as set out in Clause 3A(iii) and (iv) and each Section established in accordance with Clause 3B shall appoint at least one person and not more than two persons to represent it and vote on its behalf at meetings of the General Committee and at General meetings of the Association. In the event of such person or persons resigning or otherwise leaving an organisation he she or they shall forthwith cease to be representatives thereof. The organisation concerned shall have the right to appoint new representatives upon informing the Secretary in writing.
4.
Subscriptions
All individual members and affiliated groups shall pay such subscriptions as the General Committee may from time to time determine.
5. Termination of Membership
The General Committee shall have the right for good and sufficient reason to suspend or to terminate the membership of an individual or an affiliated group, provided that the individual member or any person representing the affiliated group shall have the right to be heard by the General Committee before the final decision is made.
6. The General Committee
Subject as hereinafter mentioned the policy and general management of the affairs of the Association shall be directed by a General Committee (hereinafter called 'the Committee'), which shall meet not less than six times a year. [Revised 26 June 1996]
The Committee shall consist of:
a. The Honorary Officers elected under Clause 7 hereof.
b. A representative or representatives appointed by each:
(i) affiliated group
(ii) Section
(iii) Local statutory authority
in accordance with Clause 3(c) hereof.
c. Four representatives of individual members, or such larger numbers as shall be equal to the number of Committee members appointed in accordance with sub-clause b. above. Representatives of individual members shall be elected from among and by themselves at the Annual General Meeting.
If casual vacancies occur among the elected members of the Committee it shall have the power to fill these from amongst the members of the Association. Any person appointed to fill a casual vacancy shall hold office until the next Annual General Meeting of the Association and shall be eligible for election at that meeting.
d. In addition to the members so elected and those serving by virtue of Clauses 7 and 3B hereof the Committee may co-opt further members, who shall be members of the Association whether individual or representative or a combination of both and who shall serve until the conclusion of the next Annual General Meeting after individual co-option, PROVIDED THAT THE NUMBER OF CO-OPTED MEMBERS SHALL NOT EXCEED ONE THIRD of the total number of members of the elected and appointed Committee in accordance with Clause 6a, b and c hereof.
e. The proceedings of the Committee shall not be invalidated by any failure to elect or any defect in the election, appointment, co-option or qualification of any member.
f. The Committee may appoint sub-committees as it deems necessary and shall prescribe their function provided that all acts and proceedings of any such sub-committee shall be reported to the Committee as soon as possible and provided further that no such sub-committee shall expend funds of the Association otherwise than in accordance with a budget agreed by the Committee. [Revised 26 June 1996]
7. Honorary Officers
a. Only members of the Association whether individual or representative shall be eligible to serve as Honorary Officers or members of the Committee.
b. At the Annual General Meeting hereinafter mentioned the Association shall elect a Chair, Vice-Chair, Treasurer and Secretary and such other Honorary Officers as the Association shall from time to time decide.
c. The Chair and the Honorary Officers shall be ex-officio members of the Association, the Committee and of any other Committee.
d. If vacancies occur among the Honorary Officers the Committee shall have the power to fill these from amongst its members. Any person appointed to fill such a casual vacancy shall hold office until the next Annual General Meeting of the Association and shall be eligible for election at that meeting.
8. Paid Staff
a. The Committee may appoint or dismiss and fix the remuneration of such staff as may in its opinion be necessary. No paid member of the Association's staff shall be a member of the Committee.
b. The Committee may determine which, if any, person employed by or seconded to the Association shall be invited, in a non-voting capacity, to attend meetings of the Association, the Committee and other committees.
9. Meetings of the Association
a. The First General Meeting of the Association shall be held not later than the 30th April 1989, and once in each year thereafter an Annual General Meeting of the Association shall be held at such time (not being more than fifteen months after the holding of the preceding Annual General Meeting) and place as the Committee shall determine. At least 21 days clear notice shall be given in writing by the Secretary to each member. The business shall include:
(i) Consideration of the Annual Report of work done by or under the auspices of the Committee and of the audited accounts.
(ii) Election of the Honorary Officers in accordance with Clause 7 hereof.
(iii) Election of representatives of individual members to serve on the Committee, in accordance with Clause 6c hereof.
(iv) Appointment of an auditor or auditors.
(v) Consideration of any other business of which due notice has been given.
(vi) Whenever necessary, consideration of and voting on proposals to alter this constitution in accordance with Clause 15 hereof.
b. The Chair of the Committee may at any time at his/her discretion and the Secretary shall within 21 days of receiving a written request so to do signed by not less than ten members whether individual or representative and giving reasons for the request call a Special General Meeting of the Association.
10. Rules of Procedure at all Meetings
a. Voting
Subject to the provisions of Clause 14, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. No member shall exercise more than one vote notwithstanding that s/he may have been appointed to represent two or more interests, but in case of an equality of votes the Chair shall have a second or casting vote.
b. Quorum
Three members, or one third of the committee, whichever is the greater, shall form a quorum at meetings of the Committee and all other committees. Ten members or one twentieth of the members, whichever is the greater, shall form a quorum at General Meetings of the Association. [Revised 26 June 1996]
c. Minutes
Minute books shall be kept by the Association, the Committee and all other committees and the appropriate Secretary shall enter therein a record of all proceedings and resolutions.
11. Standing Orders and Rules for the Use of the Hall
The Committee shall have power to adopt and issue Standing Orders and/or Rules for the use of the Hall. Such Standing Orders and Rules shall come into operation immediately, provided always that they shall be subject to review by the Association in general Meeting and shall not be inconsistent with the provisions of this Constitution.
12.
Finance
a. All money raised by or on behalf of the Association shall be applied to further the objects of the Association and for no other purpose, provided that nothing herein shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the Association or the repayment of reasonable out-of-pocket expenses.
b. The Honorary Treasurer shall keep proper accounts of the finances of the Association.
c. The accounts shall be audited at least once a year by the auditor or auditors appointed at the Annual General Meeting.
d. An audited statement of accounts for the last financial year shall be submitted by the Committee to the Annual General Meeting as aforesaid.
e. A Bank Account shall be opened in the name of the Association with Lloyds Bank plc of Shirehampton or with such other Bank as the Committee shall from time to time decide. The Committee shall authorise in writing the Treasurer, the Secretary of the Association and two members of the Committee to sign cheques on behalf of the Association. All cheques must be signed by not less than two of the four authorised signatories.
13. Dissolution
If the Committee by a simple majority
decides at any time that on the grounds of expense or otherwise it is necessary or
advisable to dissolve the Association it shall call a meeting of all members of the
Association who have the power to vote and of the inhabitants of the area of benefit of
the age of eighteen years and upwards of which meeting not less than 21 days notice
(stating the terms of the resolution to be proposed thereat)shall be posted in a
conspicuous place or places in the area of benefit and advertised in a newspaper
circulating in the area of benefit and given in writing to the Charity Commissioners for
England and Wales and the Director of the National Federation of Community Organisations.
If such a decision shall be confirmed by a simple majority of those present and voting at
such meeting the Committee shall have power to dispose of any assets held by or in the
name of the Association. Any assets remaining after the satisfaction of any proper debts
and liabilities shall be applied towards such charitable purposes for the benefit of the
inhabitants of the area of benefit as the Committee may decide and as may be approved by the Charity Commissioners
for England and Wales.
14. Alterations to the Constitution
Any proposal to alter this Constitution must be delivered in writing to the Secretary of the Association not less than 28 days before the date of the meeting at which it is first to be considered. Any alteration will require the approval of both:
a. A simple majority of members of the Committee present and voting at a Committee meeting.
b. A two thirds majority of individual members and representatives of the Affiliated Groups and Sections of the Association present and voting at a General Meeting.
Notice of each such meeting must have been given in accordance with normal procedure but not less than 14 clear days prior to the meeting in question and giving the wording of the proposed alteration.
No alteration shall be made to this
Constitution which would cause the
Association to cease to be a charity at law. No alteration to Clause 2 (Objects), Clause
13 (Dissolution) or to this clause shall take effect until the approval in writing of the
Charity Commissioners or other authority having charitable jurisdiction shall have been
obtained.
This
Constitution was adopted as the Constitution of the Shirehampton Public Hall Community
Association at a Public Meeting duly convened at the Public Hall, Station Rd, Shirehampton
on 19 September 1988. It was amended at the AGM of the Association held on 26 June 1996,
and further amended by a Scheme made by the Charity Commissioners dated 22 January 1997.
SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION
ROLES AND RESPONSIBILITIES OF
USER GROUPS
1.
Eligibity
The Association’s Constitution defines several categories of membership. Clause 3 (iii) reads: Affiliated Groups …… shall be such national, international and local voluntary or non-profit distributing organisations, whether corporate or unincorporated, as are interested in furthering the said work. In practice the only Affiliated Groups are those who regularly use the Hall. They are usually referred to as User Groups.
This Policy sets out the benefits which User Group status imparts to an organisation. It also sets out the responsibilities which an organisation is expected to assume in return for these benefits. A User Group must fall within the definition of Affiliated Groups above. In particular, it must be a voluntary or non-profit distributing organisation (although an organisation which distributes any profits to charity or other community organisations would not be excluded).
2. Benefits of User Group status
2.1 Reduction in Hire Charges. The Committee may reduce the charges for hiring the Hall, paid by User Groups. At present, the standard charges are reduced by 60%. This level can be altered by the Committee, but reasonable notice would be given.
2.2 Participation in management and decision making for the Association and the Hall. Each User Group has the opportunity to participate fully in the management of the Association. This should ensure that each Group’s interests are fully taken into account in all decisions on the running of the Hall.
3. Responsibilities of User Groups
3.1 Appointment of Committee Members. The Constitution states: Each member organisation …… shall appoint at least one person and not more than two persons to represent it and vote on its behalf at meetings of the General Committee and at General meetings of the Association. It is important that Groups recognise that the people appointed to the Association Committee become Charitable Trustees of the Association. The Trustees have collective legal responsibility for all aspects of the Association’s business. Non attendance at Committee meetings does not remove a Trustee’s responsibility for the actions of the Association.
The Committee expects that each User Group will ensure that it is represented at a minimum of six meetings every year. If the nominated Trustee(s) is unable to attend, it is acceptable to send a substitute, but such substitute will not be able to vote on any resolution.
3.2 Association Membership. Each member over the age of 18 of a User Group, and each regular user of the Group’s facilities, is expected to become an Individual Member of the Association. The Group will collect such members’ annual subscription, and pass the collected subscriptions, with a list of members, to the Secretary every year. If an individual is a member of more than one User Group, only one subscription is required.
3.3 Terms and Conditions of Hire. Each User Group must abide by the normal Terms and Conditions for the Hire and Use of the Association’s facilities, unless specifically varied by the Committee. Each Group must also follow all guidance for the use of facilities in any User Guide approved by the Committee. In particular, each Group must ensure that all who attend the Group’s activities obey the No Smoking policy applied on the Association’s premises.
4. Termination of User Group Status
Clause 5 of the Constitution states: The General Committee shall have the right for good and sufficient reason to suspend or to terminate the membership of …… an affiliated group, provided that …… any person representing the affiliated group shall have the right to be heard by the General Committee before the final decision is made. The Committee therefore has the power to terminate an organisation’s User Group status if the group does not fulfil its responsibilities as set out above.
5. Approval
This document was approved by the Committee on 16 March 2004. It will be reviewed before 31 March 2005.
SHIREHAMPTON PUBLIC HALL COMMUNITY
ASSOCIATION
EQUAL OPPORTUNITIES POLICY
The policy includes:
v statement of intent
v aims of the policy
v methods of implementation
v monitoring and evaluation method
The policy aims to challenge discrimination in all areas of our organisation. We aim to ensure that Shirehampton Public Hall Community Association reflects and meets the needs of the local community and incorporates equal opportunities into all areas of our work.
Objectives:
To ensure the makeup of the management committee and staff team at all levels reflect the make up of the community we serve in Shirehampton.
To ensure so far as is reasonably practicable that premises are accessible for all members of the community.
To consider equal opportunities in all areas of our services and work.
We recognise that certain groups and individuals in our society are discriminated against because of their race, colour, ethnic or national origin, gender, disability, cultural, marital status, age, social class, religious belief, sexual orientation, employment status and if they are HIV positive.
Accordingly, we are strongly committed to positive action to remove / counter discrimination in all aspects of our work - in our practice as employers, in the way we work with other organisations, and in all our work with, member groups and hirers.
MEMBERS
/ USER GROUPS AND DELIVERY OF SERVICE
Equal opportunities will be considered in all aspects of the service Shirehampton Public Hall Community Association provides. This will be reviewed regularly and monitored for effectiveness.
Language or behaviour designed to be offensive to any of the groups outlined in our statement is unacceptable and will not be tolerated by the organisation. Membership rules and notices to users should explicitly state that discriminatory language or behaviour is not acceptable.
The membership of the organisation will be reviewed regularly to identify which communities are under represented. Constitutional changes may be considered if our membership is found to be unrepresentative.
We will also review the image and work of the organisation regularly. We aim to ensure that Shirehampton Public Hall Community Association is accessible to all members of the community equally. To achieve this end we will consider holding open days to promote our work, producing specialist information for certain organisations and consulting groups on how to make our organisation more relevant.
We strive to ensure that the premises are physically accessible to all members of the community. We will work towards obtaining the specialist advice to make the building accessible to those who are disabled.
Any publicity of the organisation will state our commitment to equal opportunities and will promote positive images of those groups in the community who suffer discrimination
Equality of access will be considered in all activities and resources. It is crucial that all member groups and hirers are able to use the organisation without discrimination. Shirehampton Public Hall Community Association has an important role to play in promoting anti-discriminatory practice. Positive anti - sexist and anti - discriminatory values will be integral to all programmes of activities.
We aim to reflect the makeup of the community in the decision making process of the organisation and actively encourage members of groups suffering discrimination to join the Committee. The Committee should be regularly reviewed to ensure that they reflect the diversity of individuals and groups within the community. This should include a review of the process of decision making which includes informal meetings.
If the Committee is found to be unrepresentative the organisation may consider co-options or reserved places for those who can make a special contribution. This will be fully discussed by the Committee
It is a condition of membership to follow the principles of the Equal Opportunities Policy.
Consideration will be taken when arranging the time and venue of any meeting to ensure these are as accessible as possible. Where members have care responsibilities, which preclude them from attending meetings the Committee will consider reasonable requests to support them attend meetings
Equal opportunities training needs for the Committee will be reviewed regularly and arranged as appropriate
RECRUITMENT
Equal opportunities are vital in staff recruitment. It is essential that all posts are advertised openly and widely and that agreed, consistent selection procedures are followed at all times. All those involved in recruitment should follow an agreed recruitment procedure. This includes the format and process for:
Job descriptions
Application forms
Adverts
Selection
Induction
CONDITIONS
OF SERVICE
Premises, working conditions and terms and conditions should all strive to promote equality of opportunity and should ensure that certain groups are not discriminated against.
All efforts will be made to ensure that premises are accessible to disabled people. It is important that those with dependants are not discriminated against. Working patterns and arrangements will be considered to determine which are essential and which could be flexible. Equal opportunities will be considered in all aspects of the staff terms and conditions and will be reviewed regularly. This will look at leave for periods related to maternity, paternity, sickness and dependants.
The organisation aims to ensure that no staff suffer offensive language or behaviour in their workplace or in their work. Staff contracts should specifically state that offensive language or behaviour is not acceptable.
Staff training needs in issues of equal opportunities will be reviewed regularly and arranged as appropriate.
The Committee will be responsible for implementing the equal opportunities policy. This may be delegated to a sub group which will report back to the main committee.
Any complaint or grievance should be made to the Hall Manager or Chairperson who will refer in the appropriate way.
Equal opportunities strategies need to be regularly reviewed and monitored. All aspects of the policy should be monitored as an ongoing practice - this should be built into all procedures - for example as part of the recruitment process, publication process, admissions policy and activity programme. An annual major review will take place by the Committee.
This document was approved by the Committee on 16 March 2004. It will be reviewed before 31 March 2005.
SHIREHAMPTON PUBLIC HALL COMMUNITY ASSOCIATION
HEALTH AND SAFETY POLICY
PART 1 GENERAL STATEMENT OF POLICY
Shirehampton
Public Hall Community Association is committed to providing and maintaining safe and
healthy conditions for its staff, volunteers, users and visitors.
The Association is not required to have a written Health and Safety Policy under current legislation. However, because of its commitment to a safe environment, it has recognised that a Health and Safety Policy will help all those involved in the Association to ‘think safety’ at all times.
It is the Association’s policy to:
This policy
applies to all activities at Shirehampton Public Hall. It sets out the health and safety
responsibilities of the General Committee, Bristol City Council, employees, volunteers,
users and hirers of the hall, contractors, and members of the public. The policy also
applies to any activities which the Association carries out away from the Public Hall.
This policy is in
three parts. Part 1 is this statement of overall policy. Part 2 describes the organisation
of health and safety, and sets out responsibilities of different groups. Part 3 gives
details of arrangements and procedures.
The Association
requires all individuals on its premises to take reasonable care of the safety of
themselves and of others who may be affected by their acts, and to co-operate in achieving
a safe environment. The Association operates a strict No Smoking policy.
Approval
This document was approved by the Committee on 16 March 2004. It will be reviewed before 31 March 2005.
Shirehampton
Public Hall is owned by Bristol City Council. Shirehampton Public Hall Community
Association manage it on a day-to-day basis. The Association has part-time employees.
Other organisations based at the Hall have their own part-time employees. From time to
time, the Association holds events at the Hall. However, most activities are carried out
by the other organisations based in the Hall, or by groups or individuals who have hired
its facilities. It is therefore necessary to clarify the health and safety
responsibilities of all these parties.
1. Bristol City Council
The City Council
owns the Public Hall, which is occupied by the Association. The Council retain
responsibility for the fabric of the building, and main services, including heating, gas,
and electrical installations, the fire alarm system, fire
extinguishers, water and sewerage. It is the City’s responsibility to ensure
that all of these are maintained in safe condition.
2. Shirehampton Public Hall Community
Association
The Association is
governed by its General Committee. The Committee takes responsibility for all of the
Association’s health and safety obligations. It delegates these to the Health and
Safety Officer (who may be an employee, committee member or volunteer). The Health and
Safety Officer will manage the Association’s responsibilities in the first instance,
but will refer any problems back to the Committee. The Committee remains responsible for
ensuring that the Association complies with its obligations.
The Association
has the following responsibilities:
i.
To inform
the City Council of any safety related problems with the building fabric or with services
for which they are responsible, and to monitor the City’s rectification of any
problems.
ii.
To confirm that
the City carries out any necessary periodic checks of safety systems for which they retain
responsibility, including fire alarms and extinguishers,
emergency lighting, and fixed electrical and gas installations.
iii.
To maintain
equipment owned by the Association in a satisfactory condition, and to carry out regular
safety checks where applicable (eg plug testing).
iv.
To maintain the
hoist giving access to the understage storage area in a safe condition, to ensure that all
necessary inspections and insurance are completed, and that its use is restricted to those
individuals who have been authorised.
v.
To comply with any
safety requirements in the Hall’s Licences.
vi.
To ensure that all
employees work in a safe manner, that any risks arising in their work are properly
assessed, and that any training needs which are identified are met.
vii.
To ensure that the
Hall is kept in clean condition, and that the Cleaner is trained in safe methods of
working.
viii.
To ensure that all
volunteers work in a safe manner, that any risks arising in their work are properly
assessed, and that any training needs which are identified are met.
ix.
To arrange to
carry out regular checks on the operation of the fire alarm system, and to record the
results.
x.
To provide first
aid equipment, and keep it in good order.
xi.
To maintain an
accident book, to investigate the circumstances of any incidents, to determine if any
lessons can be learned, and to report to the appropriate
authority any incident involving death, major injury, accidents resulting in over 3 day
injury, diseases, dangerous occurrences or gas incidents, under the RIDDOR regulations.
xii.
To
ensure that all hirers of the Hall are aware of their
health and safety responsibilities.
xiii.
To check that
stairs, gangways and fire exits are kept clear of obstruction, and that equipment is only
stored in designated areas, and to ask users to clear obstructions they have caused.
xiv.
To ensure that all
users of the Hall, and members of the public, have access to basic safety information.
xv.
To review this
policy at least once a year.
xvi.
To carry out any
other actions which will promote the health and safety of Hall users.
The detailed
arrangements to discharge these responsibilities are set out in Part 3 of this policy.
3. Employees and Volunteers of the
Association
The
Association’s employees include the Hall Administrator, the Cleaner, and any other
individuals with a contract of employment. Volunteers are those carrying out work for the
Association on an unpaid basis. They may also be members of the Committee.
All employees and
volunteers have the responsibility to co-operate with the Committee and the Health and
Safety Officer to achieve a healthy and safe environment, and to take reasonable care of
themselves and others. They must not intentionally or recklessly interfere with anything
provided for their health, safety or welfare, eg misusing equipment, knowingly adopting
unsafe systems of work, deliberately putting someone else’s safety at risk, etc.
Serious breaches of the Health and Safety policy will be dealt with through disciplinary
procedures.
Whenever an
employee or volunteer notices a Health and Safety problem which they are unable to put
right, they must immediately inform the Health and Safety Officer, or in his/her absence,
one of the Officers of the Association.
This section does
not apply to employees or volunteers of other organisations based at the Hall.
4. Hirers of the Hall and other rooms
The Association
does not carry out most activities at the Hall itself. Any such activities are managed by
an organisation or individual who hires the Hall facilities from the Association. The
Association is not responsible for the actions of the hirer, or of individuals attending
events put on by the hirer. The hirer agrees to accept obligations under this policy when
he completes the Booking form. In particular, the hirer has the following
responsibilities:
i.
To use any
equipment belonging to the Association in a safe manner.
ii.
To ensure that the
hirer’s own equipment is in a safe condition.
iii.
To ensure that any
employees or volunteers operate in a safe manner.
iv.
To ensure that all
users of their services are made aware of any safety concerns, and that they behave in a
safe way.
v.
To
ensure that any relevant food safety and hygiene and similar regulations are complied
with.
vi.
To
enforce the No Smoking policy.
vii.
To comply strictly
with the terms of any relevant conditions in the Hall’s Licences.
viii.
To ensure that all
necessary Child Protection and Vulnerable Adults policies are in place and observed.
ix.
To ensure that
stairs, gangways and fire exits are kept clear of obstruction, and that equipment is only
stored in designated areas.
x.
To carry out any
safety-related request made by the Health and Safety Officer.
xi.
To inform the
Association’s Health and Safety Officer of any health and safety concerns about the
building,
4. Contractors
The Association will
ensure that any contractors working in the building are aware of this Health and Safety
policy. In the case of contractors appointed by the Association, the Association must be
satisfied that the contractor has made appropriate arrangements to ensure the safety of
his own staff, of Hall users, and the general public.
5. All Users of the Hall and other rooms
All users of the
Hall, including the general public, must take reasonable care of the safety of themselves
and of others who may be affected by their acts, and co-operate in achieving a safe
environment. All users must carry out any safety-related request made by the Health and
Safety Officer. All users must comply with the No Smoking policy.
This part of the
policy describes the detailed arrangements made to ensure that the Association meets its
obligations as set out in Section 2 of Part 2.
1. The Health and Safety Officer (HSO) is the Hall Administrator. Unless otherwise stated, the HSO