1. Introduction

HEALTH AND SAFETY POLICY

for

The J.W.Sly and Sons (Northleach) Charitable Trust.

The Trust is committed to ensuring that all its activities are safe and it will do whatever it can to minimise the risks to and to provide for the health, safety and welfare of all Trustees, staff, agents, contractors, volunteers, beneficiaries and anyone connected to the Trust.

2. Scope of this policy

The objects of the Trust include provision of affordable housing and grant-giving to other organisations.

This policy will be applied to all Trustees, staff, agents, contractors, volunteers and anyone connected to the services provided by the Trust. Anyone connected to the Trust, including residents, may raise a Health and Safety risk or report an accident or unsafe incident.

2.1. Housing and property owned by the Trust

Trustees and agents appointed by the Trust may observe or be exposed to risks to Health and Safety through the execution of duties such as property inspections, meetings with residents or commercial tenants, or maintenance and restoration activities.

The Trust commits to maintaining the safe condition of the properties it owns. 2.2. Commercial Tenants

The Trust requires that commercial tenants ensure safe working practices and provide a copy of their Health and Safety policy and procedures to the Trust or its agents prior to commencement of their lease.

2.3. Contractors

Contractors working on building, maintenance and restoration of properties owned by the Trust must ensure safe working practices are implemented on site. The contractor must provide a copy of their Health and Safety policy and procedures to the Trust or its agents prior to commencement of work. The Trust or its agents may inspect the work of contractors to ensure safe working at any time.

Contractors must observe all relevant Health and Safety Legislation relating to the construction industry.

3. Managing Health and Safety

3.1. Risk management The Trust will:

• Include Health and Safety risks in its risk assessments and risk register, identifying what measures are needed to comply with its health and safety obligations.

• Ensure that equipment used by Trustees, staff or volunteers is safe and well maintained.

• Provide information, instruction, training and supervision in safe working methods to

Trustees, staff or volunteers and provide procedures if required.

• Establish if and put in place emergency procedures as required.

• Ensure that venues used for meetings or events have suitable Health and Safety policies

and procedures in place.

The Trust will observe the Health and Safety at Work Act 1974 (“HASAWA”) and all relevant regulations and codes of practice made under it.

3.2. Reporting risks, accidents and unsafe incidents

Anyone connected to the Trust, including residents, may raise a Health and Safety risk or report an accident or unsafe incident. Risks, accidents and unsafe incidents should be reported to the Trust’s managing agent either verbally or in writing. The Trust’s managing agent will immediately document the report, including at minimum the following:

• Name and contact details of the person making the report

• Time and date of the report

• Time and date of the observation, accident or unsafe incident

• Details of the risk, accident or unsafe incident

3.2.1. Accidents and unsafe incidents

All accidents or unsafe incidents will be investigated by the Trust’s managing agent, or a suitably qualified person appointed by the Board, as soon as possible to determine whether the incident is reportable under legislation and to advise on an appropriate course of action.

Accident and unsafe incident reports should be reviewed by the Board at the next available Board meeting. In the case of a reportable accident, it may be necessary to convene a special meeting of the Board to agree the course of action as swiftly as possible.

3.2.2. Health and Safety risks

Health and Safety risks will be added to the risk register and assessed by the Board in order to determine the action required to resolve or minimise the risk. The decision made will be fed back to the person reporting the risk.

3.3. Insurance

The Trust will hold Public Liability Insurance, Buildings Insurance and Directors’ and Officers’ Liability Cover.

4. Recording and Information Sharing, Confidentiality and Data Protection

All reports, concerns, discussions, decisions made and the reasons for those decisions, will be recorded in writing.

All personal information the Trust may process, shall be processed and stored in accordance with, GDPR and our data protection privacy policy. Confidential items will be held securely and only available to those who have a right or a professional need to see them.

5. Training and development

Any agents, contractors, staff and volunteers will be made aware of the Health and Safety Policy and will receive appropriate training if applicable.

6. Other Policies

This Health and Safety policy should be read together with the following policies and resources:

• Data protection privacy policy

• Complaints policy

• Risk management policy and risk register.

7. Trust’s Managing Agent

Savills

14 Cirencester Office Park Tetbury Road

Cirencester Gloucestershire

GL7 6JJ

01285 888000

8. Monitoring and Enforcement of Policy

The requirements set out within this Policy shall be monitored by the Chair and Vice Chair of the Trust. This Policy will be reviewed by the Board of Trustees annually.

Signature of chair: C Hancock

Date of signature/ratification of policy: 10th September 2024 Date that next review is due: 10th September 2025