Safeguarding Policy

  1. Purpose and Scope

This policy applies to all users of Milton Ernest Village Hall, including the Board of Trustees, volunteers, hirers, contractors and visitors.

The purpose of this policy is to ensure that all children and adults at risk are protected from harm while using the Hall and that all reasonable steps are taken to promote their welfare.

The Board of Trustees is responsible for ensuring that appropriate safeguarding arrangements are in place and that this policy is reviewed regularly.

  1. Safeguarding Statement

The Board of Trustees of Milton Ernest Village Hall is committed to safeguarding and promoting the welfare of children and adults at risk.

We recognise that:

  • The welfare of the child or vulnerable adult is paramount.
  • All individuals have the right to protection from abuse.
  • Safeguarding is everyone’s responsibility.
  • The Village Hall should provide a safe, welcoming and inclusive environment for all users.

The Board of Trustees will take all reasonable steps to ensure that the Hall remains a safe environment for everyone.

  1. Definitions

For the purposes of this policy:

  • A child is anyone under the age of 18.
  • An adult at risk is a person aged 18 or over who may be unable to protect themselves from abuse, neglect or exploitation because of care and support needs arising from physical or mental ill health, disability or other circumstances.
  1. Responsibilities

Board of Trustees

The Board of Trustees will:

  • Promote a safe environment within the Hall.
  • Adopt, monitor and review this Safeguarding Policy regularly.
  • Appoint a Designated Safeguarding Lead (DSL).
  • Respond appropriately to safeguarding concerns reported to them.
  • Cooperate with statutory agencies where safeguarding concerns arise.

Hirers and Users

Hirers are responsible for safeguarding children and adults at risk involved in their activities.

In particular, hirers must:

  • Ensure appropriate supervision of children and adults at risk.
  • Have their own safeguarding policy where appropriate.
  • Ensure that any necessary Disclosure and Barring Service (DBS) checks are in place.
  • Comply with all relevant safeguarding legislation and guidance.
  • Take reasonable and proportionate steps to ensure the safety and security of attendees during their hire, including considering appropriate measures to reduce risks arising from unlawful acts or emergencies.

Acceptance of this Safeguarding Policy forms part of the Conditions of Hire.

  1. Designated Safeguarding Lead

The Board of Trustees will appoint a Designated Safeguarding Lead (DSL) who will:

  • Act as the first point of contact for safeguarding concerns.
  • Maintain confidential records of safeguarding concerns where appropriate.
  • Escalate concerns to the appropriate statutory authorities where necessary.

Current Designated Safeguarding Lead

Name: Sarah Packwood

Role: Secretary to Management Committee

Telephone: 07399 273112

Email: via village hall email info@miltonernestvillagehall.co.uk

  1. Reporting Safeguarding Concerns

Any concerns about the safety or welfare of a child or an adult at risk should always be taken seriously.

  • Concerns should be reported as soon as possible to the Designated Safeguarding Lead or a member of the Board of Trustees.
  • A written record should be made where appropriate.
  • If there is an immediate risk of harm, the Police or the relevant Local Authority should be contacted without delay.

The Board of Trustees will support and cooperate fully with any safeguarding investigation undertaken by the appropriate authorities.

  1. Use of the Hall
  • Children and adults at risk must be appropriately supervised at all times.
  • Milton Ernest Village Hall does not act in loco parentis and does not provide supervision.
  • Responsibility for all persons attending activities rests entirely with the hirer or organiser.

Emergency Procedures

Hirers are responsible for familiarising themselves with:

  • the location of fire exits;
  • fire alarm call points;
  • firefighting equipment;
  • the designated assembly point; and
  • emergency contact information

before their event begins.

Where appropriate, organisers should ensure that those attending are made aware of the emergency evacuation procedures.

7A. Public Safety and Security

The Board of Trustees is committed to providing a safe environment for everyone using Milton Ernest Village Hall.

The Terrorism (Protection of Premises) Act 2025 (Martyn’s Law) introduced requirements for certain publicly accessible premises to consider measures to reduce the risk of harm arising from acts of terrorism. Whilst Milton Ernest Village Hall is not currently expected to fall within the scope of the Act because of its capacity, the Board of Trustees encourages all hirers to consider appropriate and proportionate measures to help protect those attending events.

Depending on the nature and size of the event, hirers should consider measures such as:

  • controlling access to the premises and minimising unauthorised entry;
  • ensuring fire exits and emergency escape routes remain unobstructed;
  • remaining vigilant for suspicious behaviour, unattended items or unusual activity;
  • knowing how to contact the emergency services promptly if concerns arise; and
  • following any emergency procedures applicable to the event.

The Board of Trustees expects all hirers to exercise reasonable care in managing the safety and security of those attending events at the Village Hall.