(DJH Sept ‘09)

Procedure No. 8

UVH CARETAKER ACTIONS AND BRIEF WHEN INTRODUCING A NEW CASUAL OR REGULAR USER TO THE HALL

This should be used by the caretaker EVERY TIME a new user is admitted to the Hall.

(By this stage, the user should already have signed a “Hiring Agreement” and so have read and understood the “Conditions of Hire” and the “Health and Safety Policy”. So in particular they should be aware that without having received permission from a Committee Member, no animals (except guide dogs) , no naked flames or sources of heat and no alcohol are allowed. Also any Hirer and person on duty should be over 18 years old and should be present for the whole time and for children’s parties (under eight year olds) there should be a ratio of 1 adult to 5 children.)

At the Hall the following check list should now be worked through with the user:

1. Turn on any lighting that is needed (inc exit signs) and ensure user is aware of all switches.

2. Draw users attention (physically pointing out where necessary), to the following

- emergency telephone for 999 calls

- exits and need to keep them clear (both inside and out)

- presence of fire fighting equipment but essential to call 999 first

- H&S Policy on the notice board and user’s responsibility that all their group follow it

- where necessary, the handicapped toilet and location of its key

- no access to the stage particularly if children are involved

- no access to the kitchen for children

- bring own knife if one is needed

- beware children hitting heads on kitchen hatch doors

- the need to keep noise levels down and not to be a nuisance to our neighbours.

3. Where necessary demonstrate the safe operation of the water boiler and the cooker hob.

4. If user needs to run cables across the floor, ensure this is minimised and cable covers are used.

5. Inform user that they should bring their own first aid kit if they think there may be a need.

6. Permission of the Caretaker is required for the overnight storage of goods or equipment.

7. Car park one-way entry and exit and the need to take care at the exit to the road.

8. The need to report ANY accidents/injuries or safety improvement suggestions on the forms provided.

9. Any damage must be reported to the caretaker.

10. The entire building MUST be left as it was found - in particular all tables and chairs, and all rubbish should be taken away.

11. The caretaker will say when she is returning or she will say what the arrangements will be for returning the keys to her.

12. Check user is happy with the hiring and state of the hall.

NB This check list covers the minimum briefing that the user should be given. The caretaker may well identify additional points that should be included. The Hall safety officer should be made aware of any such points and this check list updated. In any case it will be reviewed by the safety officer with the caretaker at her annual Job Review and Risk Assessment.