Safeguarding, Equality & Diversity

The Titchfield Village Trust (TVT) recognises and accepts its health and safety duties, as an organisation, for providing a safe and healthy environment, so far as is reasonably practicable, for all users and employees, under the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1992, and other relevant legislation.

Every individual has a responsibility for his/her own Health & Safety, as well as a responsibility to ensure that no actions are taken which could compromise the Health & Safety of others.

This policy covers the Health and Safety guidance for the Parish Room, plus any other activities undertaken by the Trust.

1. POLICY OBJECTIVES

The Committee of the TVT will take all reasonably practicable steps to meet its responsibilities, paying particular attention to the provision and maintenance of:

a. A safe place of work and safe access to, and egress from, it.

b. A healthy working environment.

c. Equipment and systems of work that are safe.

d. Safe arrangements for the use, handling, storage, and transport of articles and substances.

e. Effective measures to avoid hazards and control risks to health at work.

f. Safe arrangements for protection against risk to health and safety of the general public or other persons, which may arise from the Trust's activities and use of its premises.

2. ORGANISATION

a. The overall responsibility for health, safety, and welfare rests with the TVT Committee. The Committee may delegate some of those responsibilities but will retain overall responsibility for the effectiveness of the policy.

b. The Committee is responsible for ensuring that the safety policy is carried out and that responsibilities for safety, health, and welfare are properly assigned and accepted at all levels.

c. Regular Risk Assessments will be conducted for all facilities to ensure adequate maintenance is in place.

3. EMPLOYEES', COMMITTEE MEMBERS', AND VOLUNTEERS' RESPONSIBILITIES

It is the duty of all employees under Section 7 of the Health and Safety at Work Act to take reasonable care for their own lives and the lives of others who may be affected by their acts and omissions. Everyone MUST:

a. Take care of his/her safety whilst at work.

b. Take care for the health and safety of all members of the general public who may be affected by his/her actions or omissions, with particular consideration for the needs of children, young persons, expectant mothers, and the elderly and infirm engaged in activities on the Trust's premises.

c. Comply with all safety instructions.

d. Co-operate with the Committee so as to enable them to carry out their responsibilities successfully.

e. Not wilfully misuse nor interfere with any item provided in the interests of health, safety, or welfare.

f. Report at the earliest opportunity injuries, accidents, or dangerous occurrences at work, including those involving the public and participants in Trust-organised activities.

4. POLICY FOR VISITORS AND CONTRACTORS

a. Visitors - On arrival, all visitors should be aware of who the User/Group Representative/Hirer is. This person will take responsibility for their visitors and assist in their evacuation from the building during an emergency or arrange help in the event of an accident.

b. Emergency Procedures - All hirers should be aware of the emergency procedures and be in possession of the Emergency Evacuation Procedure card (see Appendix A). They should also brief their group on the emergency evacuation procedures.

c. Contractors Working at the Centre - Concerns relating to safety or suspected unsafe working practices by contractors should be reported to the Committee.

d. Existing H&S Hazards - The Committee is to ensure that all Contractors are made aware of any H&S hazards that exist in the area the Contractor intends to work.

5. FIRST AID AND ACCIDENT REPORTING

a. First Aid Boxes are provided in the Kitchen

b. Accidents

1. In the event of an injury or illness, a responsible person of the attending group should be alerted, or an ambulance summoned directly. An ambulance may be summoned by dialling 112 (preferably) or 999 and asking for 'Ambulance' (or 'Police') as required.

2. All accidents are to be reported to the Committee as soon as practical.

3. All accidents are to be entered in the accident book situated in the kitchen.

4. The Committee is to investigate incidents and accidents and consider the actions necessary to prevent a recurrence.

6. FIRE PROCEDURE, FIRE APPLIANCES, FIRE PRACTICE, AND EVACUATION PROCEDURES

a. Fire Procedure, Fire Appliances, and Fire Practices

1. All visitors are to be made aware of the fire procedures, the position of fire appliances, and escape routes.

2. Fire exits and emergency lighting systems are to be tested at least monthly by the Health and Safety Officer, and details entered in the logbook.

3. User Groups are responsible for undertaking regular Fire Practices applicable to their own schedules.

4. The Health & Safety Officer is to arrange for Fire Alarm tests to be carried out weekly and details entered in the logbook.

b. In the Event of Fire

1. Persons discovering a fire should shout 'FIRE! FIRE! FIRE!' and call the Fire Brigade.

2. The first duty of all group leaders is to evacuate all people from the building by the nearest exit immediately upon discovering a fire.

3. All persons must evacuate the building and, where possible and without personal risk, close all doors and windows. Do not stop to collect personal belongings.

4. The assembly point is in the car park of the Queens Head Pub.

5. No one is to leave the assembly point without the permission of the responsible person from the attending group.

6. The Fire Brigade is to be called immediately by dialling 112 (preferably) or 999.

7. On arrival, the Fire Brigade is to be advised if all persons are accounted for and the location of the fire.

c. In the Event of a Small Fire

1. Where possible, and without personal risk, or risk to others, the person who discovered the fire may try to extinguish it with an extinguisher. It is essential that the correct extinguisher is used:

- CARBON DIOXIDE - for an equipment or electrical fire.

- WATER - for material fires.

DO NOT USE WATER EXTINGUISHERS FOR ELECTRICAL FIRES.

7. BOMB WARNINGS

a. The person receiving a warning should try to find out from the caller the following information and record exactly what is said:

The approximate location of the bomb.
The likely time of detonation.
Whether the Police and/or the Fire Brigade have been notified.

b. The Police are to be notified immediately.

c. The building is to be evacuated immediately, taking into consideration any information regarding the location of the bomb.

d. Unless the location of the bomb dictates otherwise, the assembly point is the car park of the Queens Head Pub.

e. Where possible, and without personal risk, visitors and employees are to remove their (portable) belongings (e.g. coats, bags, etc.) from the building.

f. Where possible, and without personal risk, windows and doors are to be left in the 'open' position.

8. THEATRICAL AND PUBLIC ENTERTAINMENT - LICENSED EVENTS

In addition to the general conditions of the licence, additional conditions may be included, when necessary, in accordance with FBC directives.

9. FOOD HYGIENE

a. All groups/hirers/organisations preparing and handling food should comply with the Food Safety (General Food Hygiene) Regulations 1995.

b. The committee is to be advised of any defects or concerns regarding the facilities, e.g. cleanliness, refrigeration operation, cracked food preparation surfaces, etc.

10. ELECTRICAL APPLIANCES, GENERAL MACHINERY, AND HIGH-RISK AREAS

a. All electrical appliances are to be recorded and tested by a qualified electrician.

b. All portable equipment is to be switched off and unplugged when not in use.

c. Loose cables are a hazard. They are to be used with caution and with safety in mind.

d. Slippery floors are dangerous. Warning signs are to be used.

e. Protective clothing and equipment provided are to be used where necessary by contractors.

f. All glass that might present a risk of breakage and injury, including glass in doors and glass up to 800mm from floor level, must be either safety glass (i.e. toughened or laminated) or covered in safety film.

g. User groups should provide evidence that any portable electrical equipment has been tested before being used.

11. CONTROL OF SUBSTANCES HAZARDOUS TO HEALTH (COSHH)

a. The TVT is responsible for ensuring that exposure of employees, hirers, or members of the public to hazardous substances is prevented or, if this is not reasonably practicable, then adequately controlled.

b. The Committee is to ensure hazardous substances are properly and safely stored.

12. SAFETY INSPECTIONS

The Health and Safety Officer is to carry out an annual full safety inspection of the Centre and report to the next meeting of the TVT Committee, who will ensure that any required corrective action is implemented.

13. SAFEGUARDING POLICY – CHILDREN AND ADULTS

(Effective September 2016)

a. TVT is committed to practices that protect individuals from harm, regardless of a person's age, gender, disability, racial heritage, religious belief, sexual orientation, or any other characteristic as covered by the Equality Act 2010.

b. This policy represents a commitment to working together to safeguard children and adults from abuse, neglect, and exploitation. It clarifies the roles and responsibilities of employees, members, and volunteers in relation to developing their own awareness and skills, as well as the policies and procedures that must be followed.

c. The TVT Committee is responsible for overseeing all aspects in this respect and for maintaining relevant records in accordance with the above Act and Local Authority requirements. Further details and relevant procedures can be found in the Equality and Diversity Policy.

d. If there is a safeguarding concern—be it related to any children or vulnerable adults—we all share the responsibility to take action. Depending on the concern, a referral may be made to:

The police in an emergency (999)
Local Authority Children's Services
Local Authority Adult Services
Disclosure and Barring Service for concerns/disclosures about a coach, official, or volunteer

14. GENERAL

a. All thoroughfares, exits, and gates are to be left clear in case of emergency.

b. Fire exits are not to be blocked by furniture or equipment.

c. Cars are not to be parked near entrances/exits in a way that causes obstruction or hazard.

d. Hazards, suspected hazards, or other Health and Safety matters are to be reported to the committee immediately or as soon as practical so that action can be taken to protect or clear the area and prevent injury to staff or others.

15. EQUALITY AND DIVERSITY

The Titchfield Village Trust is committed to encouraging equality and diversity among our committee, members, and users of the Parish Room, and eliminating unlawful discrimination.

The aim is for our committee and membership to be truly representative of all sections of society and our customers, ensuring that each person feels respected and able to give their best.

The organisation—while providing services and facilities—is also committed to opposing unlawful discrimination against customers or the public.

The policy's purpose is to:

Provide equality, fairness, and respect for all in our activities.
Not unlawfully discriminate based on the protected characteristics outlined in the Equality Act 2010: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender), and sexual orientation.
Oppose and avoid all forms of unlawful discrimination, including in pay and benefits, grievances and discipline, training, or other developmental opportunities.

Titchfield Village Trust commits to:

Encouraging equality and diversity in the organisation as a matter of good practice and business sense.
Creating an environment free of bullying, harassment, victimisation, and unlawful discrimination—promoting dignity and respect for all, and recognising and valuing individual differences and contributions.
Providing training regarding rights and responsibilities under the equality policy. Responsibilities include conducting ourselves in a manner that ensures equal opportunities and prevents bullying, harassment, victimisation, and unlawful discrimination.
Ensuring that all individuals understand they can be held liable for acts of bullying, harassment, victimisation, and unlawful discrimination against fellow members, suppliers, and the public.

Complaints regarding bullying, harassment, victimisation, and unlawful discrimination by customers, suppliers, visitors, the public, or others within the organisation’s activities will be taken seriously.

Such acts will be dealt with as misconduct under the organisation's grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal.

Furthermore, sexual harassment may constitute a criminal matter, such as in cases of sexual assault. Additionally, harassment under the Protection from Harassment Act 1997—which is not limited to circumstances related to a protected characteristic—is a criminal offence.

If there is a safeguarding concern related to children or vulnerable adults, we all share the responsibility to take action. Depending on the concern, a referral may be made to:

The police in an emergency (999)
Local Authority Children's Services
Local Authority Adult Services
Disclosure and Barring Service for concerns/disclosures about a coach, official, or volunteer