Health & Safety | The Viking Centre

The Viking Centre, Pelham Road, Claxby, Market Rasen, LN8 3YR

Responsible organisation: The West Lindsey Silver Jubilee Association Management Committee

Statement and policy completed by: Gillian Saywell Date: 30.1.2025

Date Review due: 30.1.2026 (or sooner if circumstances change)

Date Review completed:

The Viking Centre (the Centre) is a bunk house and community centre comprising 4 dormitories accommodating up to 20 people, social area, dining area, kitchen, 3 toilet and shower rooms and front and rear lobbies. Outside there is a carpark and outdoor space with a BBQ. The Centre is of brick and tile construction and was converted into a bunkhouse from the old village school.

The Centre is let to the public and is used by community groups, families and village organisations.

The West Lindsey Silver Jubilee Association Management Committee (the Committee) is responsible for the management of the Centre and is committed to promote the health, safety and welfare of our visitors, members of the public and contractors.

The objectives of the Health and Safety Statement are, as far as is reasonably practicable, to:

Manage risks
Prevent accidents

This will be achieved through the following measures:

Provide clear advice and instruction to visitors
Ensure emergency procedures are in place
Provide and maintain a safe environment and equipment
Put in place procedures to monitor potential risks
Maintain public liability insurance cover
Comply with current legislation
Review feedback from visitors and take action as required

These objectives can only be achieved through the support and cooperation of everyone who uses the Centre. Everyone has a responsibility to behave in a way that does not cause a risk to the safety of themselves or others.

It is the responsibility of all visitors to:

Read the health and safety policy and risk assessments
Comply with instructions and advice
Report any hazards or dangers noticed to the Committee
Report any accidents

HEALTH AND SAFETY POLICY

This is the statement of policy and arrangements for The Viking Centre, Pelham Road, Claxby, LN8 3YR

Overall responsibility for health and safety is delegated to the West Lindsey Silver Jubilee Management Committee.

Day to day responsibility for ensuring the policy is put into practice is delegated to Andrew Lyle and Gillian Saywell.

Statement of general policy	Responsibility	Action/Arrangements
To prevent accidents and ill health and manage the risks to health and safety as far as is reasonably practicable	Andrew Lyle Gillian Saywell	Arrange completion of relevant risk assessments and implement actions arising from those assessments. Monitor risk assessments and review annually or when circumstances change.
To promote the safety of visitors, members of the public and contractors as far as is reasonably practicable.	Andrew Lyle Gillian Saywell	Ensure all group leaders booking the Centre have access to the health and safety policy, risk assessments and guidance via the website, notices displayed in the Centre and hard copy in the Centre. Group leaders are responsible for their own group specific risk assessments prior to their stay. Members of the public may enter the Centre by invitation only. Contractors should complete their own risk assessment prior to commencing work.
To maintain safe conditions and environment as far as is reasonably practicable	Andrew Lyle Gillian Saywell	Ensure systems are in place to monitor and review the environment, fire safety, electrical safety, water safety, use of hazardous substances.
To implement emergency procedures	Andrew Lyle Gillian Saywell	Emergency procedures and measures in place in case of fire. First aid pack in place Details of local hospitals, doctors, dentists are posted on the noticeboard. Contact numbers for Committee members posted on noticeboard.
To maintain the property and attend to repairs	Andrew Lyle Gillian Saywell	The committee will make sure any contractors employed are competent and qualified to do the work

This policy is supported by the following risk assessment framework.

ENVIRONMENTAL RISK ASSESSMENT

The Viking Centre, Pelham Road, Claxby, LN8 3YR

Risk assessment completed by: Gillian Saywell 30.1.2025 Review due: 30.1.2026

Area/hazard	Risk	Who is at risk	Systems/measures in place to manage risks	Action needed/advice for visitors
Car park Vehicles manoeuvring	Injury from collision with vehicle	Visitors, including children, members of the public, contractors	There is a separate fenced carpark for visitors to use.	All vehicles should be parked in the designated car park area. Cars should not be parked in front of the building, nor on the road. Children should be supervised when entering the carpark. All drivers should be alert to presence of others and potential risk of injury. Charging of electric vehicles is not permitted.
Garden area/yard Tarmac and grass with kerbs. Post and rail fencing and wooden gates. Uneven, wet and slippery surfaces	Slipping, tripping, falls, cuts	Visitors, including children, members of the public, contractors	There is a monthly inspection of the garden area for any obvious hazards The grass to be mown regularly and for paths to be cleared of moss annually. Gates and fences are repaired as required. Outside lighting is installed. A First Aid kit provided for minor injuries.	Children must be supervised by an adult at all times when playing out of doors. Visitors must place all rubbish in the black bin. Visitors should tidy away play equipment after use. Children must not climb on gates or fences. Gates should be kept closed.
BBQ	Fire, burns, scalds, Spread of fire	Visitors, including children, members of the public, contractors	The BBQ is a safe distance from the building. There is a fire bucket for water under the BBQ and a metal container for ash. Long handled BBQ utensils are provided.	The BBQ is only to be lit and used by adults. The BBQ must not be left unattended whilst hot and fully extinguished after use. Children should be kept away from the BBQ unless closely supervised.
Sheds, heat pump Fragile roofs	Falls	Children	The cycle shed should be kept locked.	Children must not climb onto the shed roofs and must keep away from the heat pump. Children should not have access to the shed unless supervised by an adult and no one should interfere with the heating pump or heating systems.
Smoking and vaping	Fire, burns, risk to health	Visitors, including children, members of the public, contractors	No smoking notice displayed in the Centre	Smoking and vaping are not permitted inside the building
Food safety Cooking and food preparation. Hot ovens and hobs, sharp knives, Microwave, kettles, toasters	Illness due to unsafe food, burns, scalds, Slips and falls	Visitors, including children, members of the public, contractors	A visual inspection of the kitchen is made monthly The ovens are professionally cleaned twice yearly. The fridge temperature is checked monthly to make sure it remains between 1 and 5 degrees C. Oven gloves and chopping boards are provided for handling hot food First aid kit available in the kitchen. A fire blanket is provided next to the ovens.	Visitors are responsible for providing their own food and refreshments and for storing, preparing and cooking them safely. Children using the kitchen must be supervised by an adult at all times. Waste food should be bagged, sealed and placed in the black bin and food spills cleaned immediately. Deep fat frying is not permitted in the Centre. Visitors should advise a committee member if any hazards are noted.
Electrical systems and Portable appliances	Injury caused by shock	Visitors, including children, members of the public, contractors	The electrical system is protected by RCD. The system is checked 5 yearly by a professional electrician in accordance with current legislation. Portable equipment is checked annually by a competent person. Visual monitoring checks of portable appliances are completed monthly	Visitors must advise the committee if any defects are noticed during their stay. Visitors must not interfere with the electrical systems
Children Unaware of potential dangers	Injury	Visiting children	Bookings are not accepted from people under 18 years of age.	All children must be supervised by an appropriate adult at all times.
Dogs Risk to farm animals, disease caused by dog mess Road traffic accident	Illness or injury	Local farm animals Visitors	Notice in place Fee made for additional cleaning	Dogs must be under close control at all times. Visitors should be aware that the hedging and fencing is not “dog-proof”. Dogs are not allowed in the dormitories. Dog owners must clean up all dog mess. A dog bin is located opposite the Centre.
Control of substances hazardous to health COSHH	Poisoning, chemical burns, skin irritation	Visitors, including children, members of the public, contractors	Visitors are provided with an anti-bacterial cleaning spray, cloths, washing up liquid and antibacterial soap. Other cleaning products are stored in a locked cupboard.	Visitors should follow the manufacturers’ guidelines when using cleaning products. Flammable substances must not be kept in the Centre.
Furniture, fixtures and fittings	Injury, falls	Visitors, including children, members of the public	The Committee have checked that the furniture meets current fire safety regulations. Furniture fixtures and fittings are visually checked monthly for signs of defects or damage which may cause injury.	Visitors must advise the committee if any defects are noticed during their stay. Children must not be allowed to climb on the furniture
Water safety	Legionella infection	Visitors, including children, members of the public	A legionella risk assessment has been completed and is reviewed annually. Measures are in place to manage the risks including monitoring water temperatures monthly, flushing the system when the Centre is not occupied, descaling showerheads quarterly	Visitors should advise the committee if any defects are noticed during their stay.
Fire Safety	Risk of serious injury, burns	Visitors including children, members of the public, contractors	The Centre has a fire warning system, emergency lighting, fire safety equipment, emergency exit doors. A fire safety risk assessment has been completed by a competent professional and all fire safety measures have been implemented as advised. The fire safety information for visitors is available on the website, a copy in the Centre and notices displayed throughout the Centre.	Group leaders are responsible for ensuring that all members of their group know what to do in case of fire. Smoking or vaping is not allowed in the Centre. Charging electric vehicles is not permitted
Dormitories	Falls, injury, fire	Visitors, including children, members of the public, contractors	The top bunks are fitted with guard rails and ladders to manage the risk of falls. Visitors must provide their own bedding and pillows.	Group leaders to ensure that all members of their group are aware that the dividing walls are not to be climbed on or leaned over. The ladders should always be used to access the top bunk beds and children must not be allowed to stand or bounce on the top bunks. No flammable materials should be kept in the dormitories e.g. cigarette lighters
Lobbies/ emergency exits	Blocking emergency exits, hinder escape in case of fire	Visitors including children, members of the public, contractors	All 3 exit doors can be opened without the need for a key. Information about the emergency exit procedure is posted at all exits. Emergency telephone numbers are posted on the notice board Ramps are available to assist people with impaired mobility to exit safely. All exit doors are lit by emergency lighting. Monthly visual check made of the exits and lobbies	The 3 emergency exits must be kept clear at all times. The ramp to exit the dormitory door and step should be put in place on arrival by the group leader if the group includes a person with mobility needs. Visitors should advise the committee if any hazards are noticed during their stay.
Toilets and shower rooms	Slips, trips, falls, scalds, infection	Visitors including children, members of the public, contractors	Monthly visual check made of the toilets and shower rooms Separate male and female facilities provided. An accessible toilet/shower room is available for people with impaired mobility. An emergency call bell is fitted in this room. Hot water temperatures are regulated to a safe level in the sinks and basins. Non-slip mats are provided for use in the showers. A mop is provided to remove any water spills. Antibacterial soap and paper towels are provided for hand washing. Visitors need to bring their own personal hygiene products and shower towels.	Supervising adults should check the temperature of the showers before children use them and mop up any excess water. Visitors should advise the committee if any hazards are noticed during their stay.
Safeguarding	Harm to children or vulnerable adults	Visitors including children	Viking Centre committee members/staff do not provide direct services to children or vulnerable adults.	It is the responsibility of group leaders to ensure the safety of children and vulnerable adults in their care and complete necessary risk assessments and safety checks.

Defibrillator	In case of medical emergency	Available for all visitors and the local community	There is a defibrillator unit on the front wall of the Viking Centre. The unit is maintained by the Viking Centre and checked weekly There is another defibrillator at the Village Hall	In case of a medical emergency, users should follow the automated instructions

General statement

The Viking Centre Management Committee takes fire safety responsibilities and duties seriously. We have formulated this policy to help us comply with the Regulatory Reform (fire safety) order 2005 (FSO). In compliance with the FSO, we have adopted a risk assessment-based approach to managing fire safety within our premises. Based on the findings of the fire risk assessment (FRA), we have created an emergency action plan which provides explicit guidance to everyone using the Viking Centre to ensure that the premises are evacuated safely in the event of a fire.

Visitors’ duties

Everyone using the Viking Centre has a duty to take reasonable steps to ensure that they do not place themselves or others at risk of harm. They are expected to comply fully with any fire precaution or procedure that has been introduced as a measure to protect the safety and wellbeing of everyone using the Viking Centre. All visitors and group leaders have a responsibility to ensure that they are familiar with the layout of the building, noting where all the fire exits are and where they lead. Visitors must ensure that all fire exits and evacuation routes are kept clear at all times and that no flammable materials are stored on the premises.

Group leaders are responsible for ensuring the safe evacuation of people with impaired mobility. A portable ramp/bridge is available to exit the dormitories in an emergency. This ramp/bridge is stored by the rear door and should be put in place if any members of the group have mobility problems. Please note that the ramp is heavy and will need 2 people to put in position. Let us know if assistance is required. Smoking is not allowed on the premises. The use of candles or naked flames is not permitted. Deep fat frying is not permitted. Cooking must not be left unattended.

If the outdoor BBQ is used, it must not be left unattended and must be fully extinguished after use. Ash to be placed in the metal bucket provided.

Charging of electric vehicles (cars, cycles, scooters) is not permitted.

Communication

Our fire safety procedures and Fire Risk Assessments are posted on our website and a copy of the emergency evacuation procedure is available on request to all group leaders. All visitors to the Viking Centre are also informed of the emergency procedure by fire action notices posted at all fire exits and on the notice board.

FIRE SAFETY ARRANGEMENTS

The following measures have been introduced to maintain high standards of fire safety.

The responsible person/s for fire safety are Andrew Lyle and Gillian Saywell

A Fire Risk Assessment (FRA) has been completed by a competent professional Fire Risk Assessor and the findings of the FRA have been used to develop appropriate control measures to ensure the risks are reduced to a level as low as is reasonably practicable.
The FRA will be reviewed annually or in the event of significant changes being made to the premises.
Fire safety procedure notices are posted on the noticeboard and at all fire exits. All group leaders must familiarise themselves and their group members with the procedure and the action they must all take in the event of a fire, or suspected fire, during their stay at the Viking Centre.
All exits and emergency routes are to be kept clear at all times. These exits are signed. All exits are fitted with opening mechanisms to allow escape without the use of a key.
Emergency escape lighting is installed to assist evacuation in the event of a power failure. The emergency lighting is tested on a monthly basis as defined in the fire log book and serviced annually.
The premises has appropriate fire-fighting equipment, detectors and alarms. Fire safety testing and maintenance of these is carried out on a regular basis as defined in the fire log book. Alarms are tested on a weekly basis.
All portable electrical equipment is tested by a competent person on an annual basis. Visual checks are carried out monthly for signs of any visible faults or damage.

Testing and maintenance

Weekly Fire alarm test by operating a different call point each time.
Monthly Emergency lighting function test (i.e. short test on/off)

Location and condition of fire extinguishers, location of fire blanket

Annually Fire extinguishers inspection and service

Emergency lighting service and 3-hour duration test

Portable appliance (PAT) testing

5 yearly Electrical installation condition report (EICR) by a qualified person.

Local tests and checks are carried out by the Responsible Person. Service and maintenance checks are carried out by qualified persons.

All records and documentation are maintained in the log book and reviewed annually.

Visitor information

All visitors will be provided with information about:

The emergency procedure in the event of a fire
Basic fire prevention measures
Exit routes
Assisting disabled persons where necessary. Location of ramp to assist wheelchair users or people with impaired mobility.
Smoking policy and other restrictions
Checking the premises to ensure it has been evacuated.
Calling and liaising with the Fire Service.

Copies of the documents can be found on the website and paper copies are available in the Viking Centre along with fire safety signage.

FIRE SAFETY/EMERGENCY EVACUATION PLAN

Implementation of the emergency plan is the responsibility of the person/persons leading the group/visitors at the Viking Centre.

On discovering a fire, if the alarm has not operated, the person discovering or suspecting a fire must raise the alarm by shouting ‘FIRE’.
All visitors must leave immediately. Do not stop to gather personal belongings. If it is safe to do so, turn off any cookers that may be in use.
All visitors should gather at the marked assembly point by the carpark.
Group leaders should ensure that all persons are accounted for.
If a fire is confirmed or suspected, call the Fire Service by dialing 999.
Only tackle a fire if you are trained and know how to safely use a fire extinguisher or fire blanket. Never put yourself at risk.

As the lead person for your group, you are responsible for ensuring that all group members understand and follow fire safety instructions.

You must:

Familiarise all group members with the emergency evacuation plan, exit routes and the location of the assembly point next to the car park gate.
Ensure all exits are kept clear at all times
No smoking is allowed on the premises
Candles or naked flames are not permitted inside the building
Ensure cooking is not left unattended
Do not use deep fat fryers
Ensure the BBQ is fully extinguished after use
Charging of electrical vehicles is not permitted (cars, cycles, scooters)
If members of your group have impaired mobility, a ramp is available to exit the dormitories. It is stored by the rear door and should be put in place for the duration of your stay. Please note that the ramp is heavy and will need 2 people to put in place. Please advise us if you need assistance.

IN THE EVENT OF A FIRE

The Viking Centre is equipped with an interlinked, automatic alarm system which is clearly audible throughout the building.

Emergency exit lighting is installed to aid evacuation in the event of a power failure.

On discovery of a fire or suspected fire:

If the alarm has not sounded, warn everyone by shouting ‘FIRE’
On hearing the alarm/FIRE warning, everyone must leave the building immediately. Do not stop to gather personal belongings
If it is safe to do so, turn off any cookers in use
Group leader to ensure that all persons are at the assembly point and accounted for
If a fire is confirmed or suspected, call the Fire Service by dialing 999
Only tackle a fire is you are trained and know how to use the fire extinguishers or fire blanket safely
Never put yourself or others at risk

HEALTH AND SAFETY STATEMENT

HEALTH AND SAFETY POLICY

ENVIRONMENTAL RISK ASSESSMENT

FIRE SAFETY INFORMATION FOR VISITORS

Supporters of the Viking Centre include:

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