Adopted 21 July 2025
Review Date: July 2026

Contents

  1. Introduction
  2. Personal Responsibility
  3. Responsibilities
  4. Arrangements
  5. Accidents
  6. Needles/Sharps Injuries
  7. Inductions
  8. Fire Precautions
  9. First Aid
  10. Electricity
  11. Noise
  12. Hazardous Substances
  13. Personal Protective Equipment (PPE)
  14. Display Screen Equipment
  15. Electrical Equipment
  16. Furniture, Fittings and Equipment
  17. Grounds Maintenance
  18. Caretaking and Cleaning
  19. Reporting
  20. Lifting and Handling
  21. General Advice to All Employees
  22. Notice to Contractors
  23. Freedom of Information

1. Introduction

Perranzabuloe Parish Council (PPC) recognises and accepts its responsibility to provide a safe and healthy working environment for all its employees, members and the public who may be involved or affected by its operations or activities. PPC gives the greatest importance to health and safety requirements, considering them a responsibility equal to that of any other function.

PPC will take the necessary steps to fulfil its statutory duties under the Health and Safety at Work Act 1974 and subsequent legislation made under the Act. It will also meet the requirements of the Regulatory Reform (Fire Safety) Order 2005, Approved Codes of Practice, HSE guidance and procedures of best practice. Particular attention is given to the provision and maintenance of:

  • Safe plant, equipment and systems of work (annual safety testing and inspections carried out on time as required by legislation).
  • Safe arrangements for the use, handling, storage and transport of articles and substances.
  • Information, instruction, training and supervision to avoid hazards and encourage employees to contribute to their own health and safety.
  • A safe place of work with safe access and egress, including safe buildings with regular maintenance as required.
  • A healthy working environment (light, heat, ventilation etc).
  • Adequate workplace facilities (toilets, kitchen and break-out area for rest).
  • Suitable and sufficient risk assessments identifying hazards to remove or mitigate risks to employees or others.

2. Personal Responsibility

PPC expects its members and employees to recognise their personal responsibilities in taking care of their own health and safety and that of others. Such cooperation confirms a commitment to carrying out this policy and assists PPC in meeting its obligations.

3. Responsibilities

It is the duty of the Chair, Clerk, members and employees to ensure operations (including those carried out by contractors on behalf of PPC) are, so far as is reasonably practicable, undertaken in accordance with statutory requirements. Day-to-day responsibility rests with the Grounds Maintenance Team, the Clerk, Assistant Clerk or any other person appointed by PPC.

All members and employees should be familiar with their obligations under statutory requirements, especially:

  • Health and Safety at Work etc. Act 1974
  • Workplace (Health, Safety and Welfare) Regulations 1992
  • Control of Substances Hazardous to Health (COSHH) Regulations 2002
  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR)
  • Management of Health and Safety at Work Regulations 1999 (as amended)
  • Provision and Use of Work Equipment Regulations 1998
  • Manual Handling Operations Regulations 1992 (as amended 2002)
  • Personal Protective Equipment at Work Regulations 1992
  • Health and Safety (Display Screen Equipment) Regulations 1992
  • Safety Representatives and Safety Committees Regulations 1977
  • Regulatory Reform (Fire Safety) Order 2005
  • Lifting Operations and Lifting Equipment Regulations 1998
  • Work at Height Regulations 2005
  • UK General Data Protection Regulation (GDPR) 2018

In practice this means:

  • Issuing clear instructions and guidance regarding individual and joint responsibilities in health and safety procedures.
  • Providing adequate training (including for new employees).
  • Submitting and displaying statutory documents required by legislation.
  • Providing appropriate protective clothing.
  • Ensuring statutory inspections are carried out and records maintained.
  • Taking remedial measures for damage or defects in plant, machinery, equipment or buildings.
  • Completing risk assessments and removing, minimising or controlling identified risks.
  • Ensuring this policy is implemented.

Employees have a personal responsibility to:

  • Take reasonable care not to endanger themselves or others who may be affected by their operations.
  • Make full and proper use of protective clothing and safety equipment.
  • Inform their Line Manager and/or the Clerk if any working conditions or operations are considered unhealthy and/or unsafe (including hazards/defects to plant, equipment, machinery or buildings).
  • Report accidents and “near misses” to their Line Manager and/or Clerk.
  • Use equipment, machinery and vehicles safely (see Use of PPC Vehicles Policy), using the correct tool for the job and only when competent to do so.
  • Not misuse or interfere with any equipment, including welfare facilities provided for health and safety.
  • Comply with this policy, statutory notices and supplementary literature.

Overall and final responsibility for health and safety and for compliance with the necessary legislation is that of PPC.

4. Arrangements

PPC is involved in a large number of diverse activities; it is not realistic to produce policies for individual tasks. Therefore, this document reflects the widest application to include all members and employees.

5. Accidents

All accidents and near misses, however small, must be reported to the Clerk (or, in their absence, the Assistant Clerk) and/or Chair as soon as practicably possible. All accidents will be recorded in the accident book kept at the Parish Offices. First Aid boxes should be kept in all PPC vehicles and offices.

6. Needles/Sharps Injuries

All Maintenance and Grounds Staff (including Parish and Beach Rangers) have a sharps kit and this must be kept with them at all times. In the event of a puncture/stab/scratch/injection from a discarded needle or sharp, follow basic personal hygiene and attend the nearest Accident & Emergency Department (Treliske Hospital, Truro). DO NOT PANIC.

7. Inductions

All employees and members will receive formal induction training as soon as practicable after taking up their post with PPC. Action to be taken in an emergency (e.g., fire, first aid) will be advised on the day of commencement.

8. Fire Precautions

  • Read and understand Fire Action Notices.
  • Know the layout of fire exits and emergency routes.
  • Keep the Fire Zone Plan in the fireproof box at each building.
  • Report/remove any obstruction of fire exits/passages.
  • Keep cloths and towels away from heaters and convectors.
  • Do not stand close to electric fires or near combustible items.
  • Review Fire Risk Assessments annually and undertake required actions.

8(a). Fire Evacuation – The Library

  • Activate the nearest fire point and dial 999.
  • On the continuous alarm, evacuate immediately without collecting belongings; clear the library quickly and calmly.
  • Check toilets and ensure complete evacuation.
  • Muster point: Methodist Church car park. One staff member remains with customers; another remains by the front door (if safe) to prevent entry.
  • Do not re-enter until told by the fire service.
  • Fire alarm tested weekly and logged; emergency lighting tested monthly and logged (records held in fire-retardant “safe”).
  • Fire drills three times per year.
  • NO SMOKING throughout.

8(b). Fire Evacuation – The Parish Offices

  • Activate the nearest fire point and dial 999.
  • On the continuous alarm, evacuate immediately without collecting belongings.
  • Muster point: car park by the Chimney.
  • Fire alarm tested weekly and logged (online).
  • Emergency lighting tested monthly and logged (online).
  • Fire drills three times per year.
  • NO SMOKING throughout.

9. First Aid

First Aid is undertaken by a PPC-appointed person with requisite training/skills. The qualified First Aider in the Parish Office is the Clerk. Qualified First Aiders in the Library are currently the Library Manager and two Library Assistants. Supplementary first aid boxes are in the Parish Office, Library, Grounds Maintenance Store (Wheal Leisure Car Park) and PPC vehicles; these are checked regularly.

10. Electricity

Work on electrical systems must comply with the Electricity at Work Regulations 1989. No work on/adjacent to live circuits unless unreasonable to make dead. Generally, power supplies for tools on site shall be 110V (centre-tapped to earth).

11. Noise

Ear defenders should be worn in noisy environments. Provide ear defenders if the First Action Level (80 dB(A)) is likely to be exceeded; appropriate ear protection must be worn if the Second Action Level (85 dB(A)) is likely to be exceeded.

12. Hazardous Substances

Before using a hazardous product (identified by pictograms), obtain a Hazard Data Sheet from the Clerk. Use will not be permitted without the supplier’s material data sheet and an assessment for safe operation.

13. Personal Protective Equipment (PPE)

Where PPE (e.g., helmets, footwear, gloves, high-visibility clothing, goggles) is provided, it must be worn correctly. Training will be given if required. Equipment must be kept clean and maintained; defects must be reported to the Clerk. High-visibility clothing must be worn near transport movement (e.g., highways, verges).

14. Display Screen Equipment

Employees are informed of H&S aspects relating to their workstation. New employees (including home workers) must complete the DSE Workstation Questionnaire; details are held by the Clerk.

15. Electrical Equipment

  • All electrical equipment shall be inspected in accordance with the 1989 Regulations.
  • Mains must not be overloaded; use correct sockets and fuse ratings (e.g., 3A for desk lamp; 13A for kettle).
  • Only PPC-provided equipment should be used; avoid multi-adaptors; switch off mains when not in use and remove plugs where possible.
  • Keep leads tidy; extension leads are temporary and should not exceed ~10 feet.
  • Do not use defective equipment or attempt repairs unless qualified/competent.

16. Furniture, Fittings and Equipment

  • Place heavy equipment/storage units against walls across several floor joists.
  • Do not move heavy furniture alone.
  • Only authorised, trained personnel may use office equipment.
  • Keep sufficient weight in filing cabinet bottom drawers to prevent tipping; close drawers immediately after use.
  • Inspect drawer cabinets at least every six months; do not use damaged/defective cabinets.
  • Use proper steps to reach high shelves; never stand on desks/chairs (especially with castors).

17. Grounds Maintenance

  • Only authorised, trained staff may operate machinery/equipment.
  • All dangerous moving parts must be guarded; remove guards only for repair/maintenance; comply with guarding regulations.
  • Stop engines (or disconnect power) before inspection/adjustment.
  • Do not leave machinery unattended where it may be interfered with.
  • Clear stones/objects before operating machinery.
  • Refuel only outdoors with engine stopped; prohibit naked flames/smoking nearby.
  • Store fuel only in approved safety cans and designated stores.
  • Follow manufacturers’ instructions for chemical use.
  • Wear appropriate protective clothing (gloves, overalls, face masks, boots) when operating machinery/chemicals (including herbicides/pesticides).
  • Ensure ladders/stepladders are in good condition and securely positioned.
  • Inspect PPC pathways regularly (especially in winter and autumn); see Risk Assessment for further details.

18. Caretaking and Cleaning

  • Always follow labelled instructions on containers/packages.
  • Store products away from extreme temperatures, heat sources and naked lights (especially flammable solvents).
  • Wear appropriate protective clothing (e.g., gloves, overalls) when handling corrosives.
  • Avoid ingestion, inhalation and skin contact; clean up spillages immediately.
  • Consider hazardous by-products (e.g., bleach + acidic cleaners can produce chlorine gas).
  • Use safe step ladders for access; ensure electrical cleaning equipment is properly wired by a competent person and report deterioration immediately.
  • Treat floors only with approved non-slip products and follow manufacturer’s instructions.
  • Maintain equipment/buildings/access/egress in good repair; report issues to the Clerk/Assistant Clerk; remove defective machines from use.

19. Reporting

You should report:

  • Structural faults which appear dangerous.
  • Floor coverings that cause tripping hazards.
  • Faulty gas/electric fittings and equipment.
  • All accidents, however small.

You should not:

  • Attempt to repair gas or electric fittings/equipment unless qualified and competent.
  • Attempt to move obviously heavy furniture alone.

You should:

  • Use solid/reliable steps for working at height.
  • Dispose of aerosol cans as recommended.
  • Dispose of soiled materials in sealed bags.

20. Lifting and Handling

The 1992 Regulations apply to lifting, pushing, pulling, carrying and moving by hand or bodily force. Incorrect technique can cause hernia, torn back muscles, “slipped discs”, cuts, bruises and crush injuries. Basic rules:

  • Never lift beyond your capacity; get help or use mechanical aids.
  • For manual lifts:
    • Bend knees and crouch to the object; get a firm whole-hand grip.
    • Keep back straight; tuck chin in.
    • Position feet with one behind the other, pointing in direction of movement.
    • Push off rear foot; straighten legs and move smoothly; avoid pinching fingers when releasing.
    • When two or more persons lift, appoint a leader to coordinate movements.
  • Wear safety footwear and protective gloves as appropriate.

21. General Advice to All Employees

Tidiness

  • Keep floors/passages clear of stores, packages and litter; avoid obstructions/conditions causing slips, trips or falls.
  • Use bins for waste paper; dispose of dangerous items (e.g., broken glass/razor blades) safely—ask for advice if in doubt.

Falls and Collisions

  • Walk, don’t run; look where you are going.
  • Use care when opening outward doors.
  • Mop up liquid spills immediately.
  • Do not climb on chairs/desks/windowsills; use a step ladder/window poles.

22. Notice to Contractors

For PPC to comply with Health and Safety legislation, all outside contractors employed to do work on PPC premises are made aware of health and safety requirements. A contractor accepting a contract from PPC is deemed to have agreed to:

  • Supply and ensure use of protective equipment and anything provided in the interests of health, safety or welfare under relevant statutory provisions.
  • Ensure all equipment/plant/machinery/apparatus brought into or used on PPC premises are safe and maintained to avoid offences under the Act or relevant provisions.
  • Conform in all respects to legal duties under the Health and Safety at Work etc. Act 1974 and relevant statutory provisions.
  • Accept PPC’s right to stop any operation/plant/equipment or action of employees if considered unsafe; PPC accepts no responsibility for increased costs arising from such action. Notification will be verbal followed by written confirmation.
  • Indemnify PPC or its insurers for claims/costs/expenses arising from any incidents on PPC premises involving the contractor or their employees.
  • Acknowledge that PPC may notify an inspector appointed under the Act of any breach.

23. Freedom of Information

In accordance with the Freedom of Information Act 2000, this document will be posted on PPC’s website www.perranzabuloe-pc.gov.uk and copies will be available for inspection in the Parish Office.