The East Hoathly & Halland Community Garden Project is committed to providing a safe, supportive, and inclusive environment for all participants, volunteers, and visitors. To ensure the well-being of everyone involved, we have established the following comprehensive policies and procedures.

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 Health and Safety Policy 

1.1 General Preamble

• The Community Garden serves as a therapeutic and educational space, promoting physical, social, and emotional health through gardening activities.

• All activities are conducted on a voluntary basis, accommodating individuals with varying levels of experience and abilities.

• The responsibility for risk assessments before each new task is undertaken rests with the person or organisation supporting the designated volunteer. These assessments should identify potential hazards and ensure appropriate safety measures are in place.

1.2 Garden Area

• The garden encompasses designated plots for growing vegetables, herbs, and other plants, as well as communal areas and storage facilities.

• While gardening is generally low-risk, certain tasks may involve increased hazards, such as using new tools, moving heavy objects, digging, or working in extreme weather conditions.

1.3 Access Route

• In case of emergencies, the main access point to the garden is located at main gate leading to car park lane.

1.4 General Requirements

• Participants must wear appropriate clothing and footwear suitable for gardening tasks. Gloves and safety goggles will be provided as necessary.

1.5 Use of Equipment

• Only use tools and equipment for their intended purposes. If unsure about proper usage, seek guidance before proceeding.

• The organisation or person supporting the volunteer must conduct a risk assessment before introducing any new tools or equipment to ensure safe use.

1.6 Plant and Material Handling

• Assess the weight of objects before lifting. For heavy or awkward items, request assistance to prevent injury.

• When digging or handling materials, be mindful of surroundings and ensure tools are not left in areas where they may pose tripping hazards.

1.7 Lone Working

• While the garden encourages communal activities, if working alone is necessary (e.g. watering), inform a steering committee member beforehand and carry a mobile phone for emergencies.

1.8 First Aid

• A first aid kit is available on-site for minor injuries. For more serious incidents, seek professional medical attention promptly.

1.9 Weather Considerations

• Dress appropriately for weather conditions and use sun protection as needed.

• Bring personal drinking water, as potable water may not be available on-site.

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Complaints Procedure

2.1 Raising Concerns

• Individuals are encouraged to raise any concerns or complaints promptly to ensure they are addressed effectively.

2.2 Process

• Submit complaints verbally or in writing to a steering Group member.

• The Steering Group will acknowledge receipt within five days and investigate the matter thoroughly.

• A formal response detailing findings and any corrective actions will be provided within 14 days.

2.3 Appeals

• If dissatisfied with the outcome, individuals may appeal in writing to the Steering Group Director within 5 days of receiving the response.

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Professional Boundaries

3.1 Interactions

• Always maintain respectful and professional interactions.

• Avoid relationships that could impair objectivity or lead to conflicts of interest.

3.2 Confidentiality

• Respect the privacy of all participants. Do not disclose personal information without explicit consent.

4. Safeguarding

4.1 Commitment

• The garden is dedicated to safeguarding the welfare of all participants, particularly vulnerable adults and children.

4.2 Procedures

• All Directors, Steering Group members and volunteers with additional responsibilities must undergo appropriate background checks in compliance with legal requirements.

• Any concerns regarding abuse or neglect must be reported immediately to the designated safeguarding officer in the steering committee

 

Risk Mitigation

5.1 Risk Assessments

• The person or organisation supporting the garden volunteer must conduct a risk assessment before each new task is undertaken.

• Regular risk assessments will also be conducted to identify and mitigate potential hazards within the garden.

5.2 Training

• Provide appropriate training on safe gardening practices, tool usage, and emergency procedures.

5.3 Emergency Procedures

• Establish clear protocols for emergencies, including evacuation routes and communication plans.

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Appropriate Training

6.1 Induction

• All new volunteers and participants will receive an induction covering health and safety policies, safeguarding procedures, and garden operations.

6.2 Ongoing Training

• Offer regular training opportunities to enhance skills and knowledge related to gardening and safety practices.

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Food Hygiene

7.1 Standards

• Adhere to current food hygiene regulations to ensure the safety of all produce grown and distributed.

7.2 Practices

• Wash hands thoroughly before handling food.

• Clean all tools and surfaces that encounter food.

• Store harvested produce appropriately to prevent contamination.

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Data Storage and GDPR Compliance

8.1 Data Collection

• Collect only essential personal data from participants and volunteers.

8.2 Storage and Security

• Store personal data securely, limiting access to authorised personnel only.

8.3 Usage

• Use personal data solely for purposes consented to by the individual.

8.4 Rights

• Individuals have the right to access, rectify, or request the deletion of their personal data in accordance with GDPR regulations.

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By implementing these policies and procedures, the East Hoathly & Halland Community Garden aims to create a safe, respectful, and enjoyable environment for all participants, volunteers, and visitors.