Introduction

Kenilworth History & Archaeology Society (KHAS) is a community group of around 100 members, managed by a small committee. It has no paid workers and controls no premises. KHAS recognises that it has a general legal responsibility to avoid causing injury and a duty of care to group members and others who may be affected by its activities.

This policy is a written record of KHAS decisions and agreements and was prepared to draw attention to the welfare of volunteers and the general public, to raise awareness of and limit the risks associated with group activities, such as – but not limited to – staffing the Kenilworth Abbey Museum & Heritage Centre, holding public meetings, supervising occasional outings, and conducting guided tours of local historical sites.

“Members”, “Workers”, and “Volunteers” all have the same meaning in this document and refer to members of the Society. “Committee” or “Members of the Committee” means those members who serve on the Society’s committee.

Part 1: Policy statement of intent

The policy of the Kenilworth History & Archaeology Society is to provide and maintain safe and healthy working conditions and environment for all our volunteers, and any other people who are directly affected by our activities, such as members of the public at our events.

Part 2: Responsibilities for health and safety

2.1 Overall and final responsibility for health and safety rests with the KHAS Committee. This responsibility will be delegated to a named volunteer for each event or activity. This volunteer will be responsible for ensuring that this policy is upheld.
2.2 For our monthly management committee meetings and any general meetings, e.g. the annual general meeting, the responsible person is Tony Shakespeare.
2.3 For our museum openings, the person responsible is Margaret Kane or someone she delegates beforehand.
2.4 For all other events the responsible person will be named in advance, and their name will be noted on all relevant risk assessments. All volunteers involved will be made aware of who is responsible for health and safety.
2.5 All volunteers have a responsibility to:

• Cooperate with the Committee on matters of health and safety
• Care for their own and others’ health and safety
• Use equipment correctly in accordance with training and instruction
• Report any health and safety concerns to a member of the Committee

Part 3: General arrangements

3.1 Regular meetings are held at the Senior Citizens’ Club, Abbey End, Kenilworth. Society members are invited, and occasionally, members of the public also attend. A risk assessment will be maintained for this recurring event.
3.2 From Easter to mid-September, the Kenilworth Abbey Museum & Heritage Centre is open to the public on weekends and bank holidays. KHAS is responsible for staffing the museum, and a risk assessment will be maintained.
3.3 Management meetings are held in private homes. No specific risk assessment is usually required.
3.4 A risk assessment will be made before any one-off event. This will include assessing risk related to all aspects of the event, including equipment, venue, volunteers, and attendees. Appropriate precautions will be taken to minimise hazards at all events and activities.
3.5 We will ensure all volunteers at events and activities know the location of fire exits.
3.6 All volunteers will be made aware of the precautions they must take, as noted on the relevant risk assessment.
3.7 Any health and safety concerns reported to the Committee will be discussed in the context of the risk assessments, and these will be updated accordingly if required.
3.8 No volunteer will run an event or activity on their own, and at least two volunteers or employees will stay at an event until it is finished and the last attendees have left.
3.9 KHAS will hold Public Liability Insurance.

Part 4: Review

4.1 We will review this policy annually and alert members to any significant changes.