Botolph’s Barn Health & Safety Policy

Botolph’s Barn Health and Safety Policy

Section A- General Statement of Policy

Our policy, so far as is reasonably practicable, is to provide and maintain safe and healthy  conditions and equipment for all our hirers, visitors, Church users and voluntary helpers with such groups as the Sunday Club, and to provide such information, training and supervision as they need for this purpose.

We will also endeavour to ensure, so far as is reasonably practicable, the health, safety and welfare of all contractors.

The allocation of duties for safety matters and the particular arrangements which we will make are set below.

The policy will be kept up to date, particularly in light of any changes to our buildings or activities.

Signed: ……………………………………………………… Position Churchwarden

Date: …………………………………………………..

Review Date:…………………………………………

Section B- Organisation and Responsibilities

1. Responsibility of the incumbent and the Churchwarden

Botolph’s Barn is owned by St Botolph’s Church, and as such, overall responsibility for health and safety is that of the incumbent, represented by the churchwarden, who will ensure that arrangements are in place to satisfy Health and Safety Regulations and appropriate Codes of Practice.

Specific responsibilities may be delegated to other Church Personnel. If new projects emerge, the names of responsible persons will be notified and the list amended accordingly.

2. Responsibility of the Parochial Church Council

The Parochial Church Council has general responsibility to ensure that the health and safety policy for Botolph’s Barn is implemented, although operational responsibility lies with the Churchwarden and Barn booking manager.

3. Responsibility of the Health and Safety Officer

The following person carries the responsibility for day to day implementation of the arrangements outlined in the policy:

Kate Hinchliff, The Barn booking manager.

The responsibility of the Health and Safety Officer shall be to:

Be familiar with H & S regulations as far as they concern Botolph’s Barn.
Be familiar with the Barn’s H & S policy and arrangements and ensure they are observed.
Ensure that safe systems of work are in place, so far as is practical.
Ensure the Barn is clean and tidy.
Ensure that safety equipment is provided and used by all personnel where required.
Ensure that all equipment and any tools are properly maintained and in good condition, and that all operators have the appropriate training/ instructions.
Ensure that routes in and out of the building are kept clear.
Ensure adequate fire fighting equipment is available and maintained.
Ensure that food hygiene regulations and procedures are observed.

4. Responsibility of Voluntary Workers (e.g Sunday Club and Tuesday group leaders)

All helpers have a responsibility to co-operate in the implementation of this health and safety policy and to take reasonable care of themselves and others whilst on church business in the Barn.

Employees and voluntary workers must therefore:

Comply with safety rules, operating instructions and working procedures.
Report any defect in equipment immediately to the appropriate person.
Report all accidents (however minor), injuries, near misses or other potential safety hazards as soon as possible.
Not misuse anything provided in the interests of health and safety.

5. Responsible Persons

Accident book – provision and consulting: Barn booking manager. Reporting of an accident: the hirer or Church member present

Fire extinguishers: Churchwarden + Barn booking manager checked annually by M-fire.

Emergency evacuation: The hirer or Church members present.

Portable Electrical Appliances: Churchwarden + Barn booking manager. (PAT testing)

Fixed Electrical System: Churchwarden + Barn booking manager.

Hazardous Substances: Only cleaning materials and lime wash on the premises: The hirer or church member.

Condition of Floors and Stairs: Churchwarden + Barn booking manager.

Light Bulb Changing; Churchwarden + Barn booking manager

Food Preparation: The hirer  or Church member.

Manual Handling: e.g chair and table moving – Churchwarden + Barn booking manager.

Building Defects/ Glazing: Churchwarden + Barn booking manager.

Safeguarding: The hirer or Church member following the Church’s Safeguarding policy.

Contractors: Churchwarden + Barn booking manager

Health and Safety Training: Churchwarden + Barn booking manager.

Section C- Arrangements (Implementation of the Policy)

This section sets out our arrangements to minimise, as far as is practical, risks to the health and safety of voluntary workers, visitors, contractors and people hiring the Barn.

1. Accidents and First Aid

First Aid box is located: in kitchen on the left

The accident book is located: in kitchen on the left

All accidents and incidents are entered in the accident book/ on an accident report form and our insurers advised.??? depending on severity

When the Barn is let to outside organisations, they are told in writing that in the event of an accident, details must be entered in the accident book.

Accident books/ records are regularly reviewed.

2. General Fire Safety

There is an annual assessment of the fire risks in Botolph’s Barn.
A fire can be detected in a reasonable time and people can be warned.
People using the building can get out safely, including if necessary, the provision of emergency lighting.
There is reasonable fire fighting equipment in the Barn.
That those in the building know what to do if there is a fire.
That fire fighting equipment is in place and serviceable, and that there is an annual maintenance contract in place.
That any candles used should never be left unattended, and that users of the Barn are aware that they may be liable for any damage caused.

Fire Extinguishers:

Fire extinguishers are kept in the following locations:

Location: Type of Extinguisher and Capacity:

…………. ……………..

Location: Type of Extinguisher and Capacity:

…………. ……………..

The extinguishers noted above are checked every ……. by the Responsible Person ……., to ensure that they are still in place and have not been discharged.

The extinguishers are checked annually by …………

(Maintenance company)

Fire Alarm System

Test every ………

Make / model …………………….

Fire Blanket

Location ………………….

Evacuation Procedures:

Fire doors are unlocked before the meeting/ event commences and are clearly marked as fire exits using the ‘Running Man’ symbol.
If emergency lighting is not available, torches must be made available for use.
In the event of a fire or other emergency, persons will assemble in: the Exeter Arms’ Car Park.

The emergency services will be contacted immediately using the telephone, located on the right hand computer desk downstairs.

If You Discover a Fire

Immediately raise the alarm.
Telephone the emergency services.
Check the building for occupants.
Attack the fire if possible within your capability using the appliances provided, but without taking personal risk.
If not possible to attack the fire- assist in evacuation of the building. People before property.
Evacuate to the designated assembly point.
Ensure clear access for the emergency vehicles.
Electrical Safety

A list of all portable electrical appliances, maintained by the Responsible Person:
Every ……. plugs, cables and sockets will be inspected by the responsible person …….., to ensure that there are no loose connections, worn flexes or trailing leads. Any repairs needed should be reported to:
Every ………. all our portable electrical equipment will be tested, to ensure that all appliances are safe.
Every …….. a visual inspection will be carried out of the fixed electrical installation by the responsible person: ………. Any defects will be reported needed should be reported to:
Every 5 years, our fixed electrical system will be inspected and competent contractor. Any necessary remedial work will be carried out.
All electrical equipment should be visually checked before use, and any faults reported.
Do not attempt to use or repair faulty equipment.
Electrical equipment should be switched off/ disconnected when not in use for long periods.
Cables should be positioned so they do not constitute a tripping hazard.

Hazardous Substances

Hazardous substances have been eliminated, except for household cleaning materials and a tub of lime wash under the stairs in the lavatory.

For all hazardous substances, which include substances marked as ‘harmful, irritant, corrosive, toxic etc., product information provided by manufacturers is used to determine methods of use, storage and action to take in the event of an accident.


Hazard level



Accident Procedure

Slips Trips and Falls:

In order to reduce the risk of slips, trips and falls an inspection will be made every year by the responsible person of all floors and stairs inside and immediately outside. Any defects reported and repairs carried out.


Checks to be carried out every……… to ensure all lights are in working order, including exit signs and any emergency lighting.

Preparation of Food:

We ensure that we follow the appropriate regulations governing the preparation and storage of foodstuffs.
We ensure that all food handlers receive adequate supervision.
We ensure that the appropriate assessment of risks is carried out for the foods to be prepared.
Before any preparation commences, all surfaces coming into contact with the food must be cleaned.
Food may only be prepared in the following areas:
..The Kitchen…

The Barn Manager will ensure that any hirers of the Barn who wish to prepare or provide food are advised of the facilities and procedures.
Manual Handling: – lifting and carrying items

Instructions will be given to voluntary helpers and users of the Barn, giving advice on moving the chairs and tables.

Tables should only be lifted in pairs, and care should be taken when stacking chairs, as there is a possibility of trapped fingers.


If a heavy object is lifted, avoid the need to bend or stoop, minimising the possibility of back strain or other injury.
If an object can be moved without lifting, it is safer to push rather than pull.
If you cannot see past the load you are carrying, seek help- tripping can cause serious injury. This applies to both flat areas and stairs. Always check first that there are no obstructions in your path.
Any injuries should be recorded in the accident book and reported to the Barn Manager (person responsible for the accident book)

Building Hazards:

Our policy is to ensure that the building is safe and without risks to the health, safety and welfare of all who use it. In order to achieve this the building is inspected every ……… by …………
Any defects noted are immediately reported to ………. and repairs carried out.
Where necessary, temporary measures are taken to ensure there is no risk of accidents, until permanent repairs can be carried out.


Details of the numbers and ages of children and of adult supervisors should be maintained.

Policy needs to be formulated regarding this, using ‘C of E House of Bishop’s Policy Document’.

Risk Assessments:


Moving furniture

Kitchen floor (potentially slippery surface, especially if wet)

Hot water both the urn and the taps.


All contractors must abide by the following:


Have their own safety policy and be able to provide it.
Produce evidence that they have appropriate public and liability insurance in place.
Comply with all the requirements of this health and safety policy.
Contractors should have clear instructions of the areas where they are permitted to work and the extent of the work they are authorised to undertake.



Print Friendly, PDF & Email

{ 0 comments… add one now }

Leave a Comment