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Village Hall

Village Hall Risk Assessment

Hazard and risk / People at riskOur controlsOur future controlsRisk levelOptional controls
Building condition Employees, Members of the public at risk of injury caused by defect.Regular building inspection internally and externally. Repairs carried out according to risk posed. Adequate storage facilities provided. Access/egress routes clear and in good condition – including internal and external areas. Adequate lighting inside provided. Equipment removed from use if defective. Use of electrical extension cables minimised. Use of circuit breakers on distribution board. Regular flushing of toilets by cleaner and regular hirers (weekly). Hot water cylinder is currently turned off reducing risk of harmful bacteria.    Fixed electrical installation inspected & maintained on a 5-7 year rolling programme. Portable electrical appliances tested annually by competent person. Water risk assessment to be carried out by a competent person. Obtain further advice on building schematic and requirement. Investigate use of alternative hot water heaters to reduce bacteria risk. Turn off water heaters until safety review complete. Review and monitor the green panel condition on outside of building.LowRegular building inspection internally and externally. Repairs carried out according to risk posed. Adequate storage facilities provided. Access/egress routes clear and in good condition – including internal and external areas. Adequate lighting (internal & external) provided. Fixed electrical installation inspected & maintained on a 5 year rolling programme. Portable electrical appliances tested annually by competent person. Equipment removed from use if defective. Use of electrical extension cables minimised. Use of circuit breakers on distribution board. Gas installations inspected by CORGI engineer on an annual basis Asbestos survey carried out and condition of asbestos containing materials monitored. Asbestos register provided to all contractors carrying out work to the building structure. Water risk assessment carried out by a competent person.
Car park Employees Members of the public at risk of slips, trips, falls.    Surface condition regularly inspected and recorded. Defects repaired according to risk they pose. Unauthorised use (lorry parking) prohibited and monitored. Barrier inspected regularly for damage. Repairs carried out according to the risk posed. Clear visibility for oncoming traffic at entry/exit points.      Flooding of the car park to be investigated with solutions researched. Further lighting to be reviewed.  Low – MedSurface condition regularly inspected and recorded. Defects repaired according to risk they pose. Unauthorised use (lorry parking) prohibited and monitored. Posts and markers inspected regularly and recorded. All barriers at a minimum of 2.2 metres high. Reflective strips on barriers. Width of barriers sufficient for private use only vehicles. Barrier inspected regularly for damage. Repairs carried out according to the risk posed. Lights inspected on a regular basis. Clear directional arrows/signs in place. Pavements or segregated area provided for pedestrians. Speed limit in place. Traffic calming measures in place. Separate entry and exit points. Clear visibility for oncoming traffic at entry/exit points.
Fire Employees, Members of the public at risk of Burns, Smoke inhalation, DeathFire exits clearly marked and hirers to keep clear at all times. Users have mobile phones. First aid firefighting equipment available and maintained (recorded). Electrical equipment and installations inspected and well maintained (recorded). Employees advised on the safe use of extinguishers. Fire safety instructions given to hirers/users as part of hire agreement. Limited storage of flammable substances.Separate fire risk assessment for site. Recorded inspection of the premises on a regular basis.MedSee fire risk assessment for site. Fire safety instructions given to hirers/users as part of hire agreement. Fire exits clearly marked and hirers to keep clear at all times. Access to emergency phone provided. Caretaker on site during event to monitor safety. First aid fire fighting equipment available and maintained (recorded). Fire detection system which alerts Fire Authority / Security Co. installed and maintained (recorded). Fire evacuation drills carried out and recorded. Adequate lighting installed and maintained. Electrical equipment and installations inspected and well maintained (recorded). Employees trained in fire awareness and or the safe use of extinguishers. Limited storage of flammable substances. External waste bins secured in a purpose built compound or at a distance of 8m or more from the building. Recorded inspection of the premises on a regular basis.
Security Employees at risk of arson, vandalism, injuryRegular premises inspections. Wooden entrance doors and steel roller shutter windows installed. Visibility of the building improved by cutting back surrounding vegetation.CCTV cameras to be cleaned of dust by village operative. Review the access and security of IT equipmentLow-MedRegular premises inspections. Steel entrance doors and steel roller shutter windows installed. Roof-light grilles, anti-climb barriers and paint, etc installed together with suitable warning signs. Visibility of the building improved by cutting back surrounding vegetation. Adequate lighting provided where the building is overlooked by neighbours. Intruder alarm, installed and maintained by a National Security Inspectorate (NSI) approved company with signaling to an alarm monitoring station. Intruder alarm system incorporates a high decibel interval sounder to discourage intruders from remaining in the building. Police or security firm response to intruder alarm activations. Key holders do not respond to an alarm activation alone
Hiring out facility Employees. Members of the public at risk of fire / injuryCheck hall is considered suitable for activity. Request a risk assessment be completed for non-standard or large scale events.Provide a hiring of facility risk assessment. Review the Kids club risk assessment suggestions from BANES  MedProvide a hiring of facility risk assessment. Hall considered suitable for activity.  
Slips, trips and falls Employees Members of the public at risk of injuryMops and bucket readily available to users for cleaning and drying of spillages. Hand towels available in kitchen and each toilet area. Building regularly inspected for defects. Defects repaired according to the risk posed. Wet weather ‘walk mat’ in situ at the main entrance. LowMops and buckets readily available to users for cleaning and drying of spillages. Building regularly inspected for defects. Carpets professionally fitted. Defects repaired according to the risk posed. Wet weather ‘walk mats’ used.  
Hazardous substances Employees, Members of the public, Contract cleaners at risk of Burns/ rashes/ eye injuries/ poisoningNon or least hazardous substances used where possible. Hazardous chemicals kept securely in locked cupboard. Chemicals supplied by competent suppliers. Use of professional cleaning contractor experienced in use of chemicals. Protective equipment provided where necessary. Storage facilities limited to authorised employees.Hazard data sheets provided. COSHH assessments completed / obtained.  LowNon or least hazardous substances used where possible. Hazardous chemicals in locked cupboard. Chemicals supplied by competent suppliers. Employees trained in use of chemicals. Protective equipment provided where necessary. Storage facilities limited to authorised employees Hazard data sheets provided. COSHH assessments completed / obtained.  
Lone working Employees at risk of Illness, Injury, Violence  Limited public opening times / by arrangement only. Hall / pavilion doors locked at times of lone working. Landline and or mobile telephone available. First aid equipment available.CCTV coverage of exterior in place. Cleaning contractor and other lone workers advised to keep doors locked when working alone.MedLimited public opening times. Hall / pavilion doors locked at times of lone working. Landline and or mobile telephone available. CCTV coverage of vulnerable areas. First aid equipment available. Logging in and out procedures adopted and monitored.
Cash handling and collections Employees at risk of violence, theftNo cash handling identified on site. Only authorised employees allowed to handle cash associated with the Village Hall and where cash is handled this is low value. Cash handling is kept to a minimum. Hirer is responsible for own class cash handling. LowSources of cash handling identified. Only authorised employees allowed to handle cash. Cash is kept to a minimum. Safe used to store cash. Restricted access to safe keys. Employees trained in procedures. Employees instructed to hand over monies if confronted.
Unsociable behaviour Employees. Members of the public at risk of injuryCommunications available. Police notified. Employees advised/trained in ‘challenging behaviour’. Lone working not advised after dark.  Hirer to undertake a Risk Assessment for events and provide a copy of this to the Clerk with proof of public liability insurance cover and TENS licence if appropriate.MedStewards to be present at organised events. Communications available. Police notified. Employees advised/trained in ‘challenging behaviour’. No lone working after dark.  
COVID-19 Employees, members of public at risk of infection.Hire of Hall to be limited to events that can be shown to comply with government guidelines for CODIV-19 secure events. Hall hirers to provide a risk assessment. Wear a face covering in enclosed public spaces where there are people you do not normally meet. Hirers to maintain regular cleaning, with attention on touch points such as door handles, taps and light switches. Review and maintain social distance guidelines. Consider use of a one way system, with any entrance or exit monitored to prevent unwanted visitors. Use staggered entry and exit times for groups. Advise users of safe disposal and removal of waste such as PPE equipment and tissues. Hand sanitiser to be provided in lobby. Require covid-19 secure risk assessment from users. Require reporting of any potential infection incidents to Clerk. Limit groups to 25 people maximum in Hall or 10 people max in lobby to allow for safe social distancing relative to venue size. Hirers to bring their own disposable cups, plates and cutlery for food. All bookings to be subject to cancellation at short notice. Hall cleaner arrangements to be monitored and reviewed.
See also: (separate risk assessment template for hirers) http://www.templecloud.org.uk/covid-19-hall-risk-assessment-for-hirers/  
See also government guide: https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing-after-4-july
Provide suitable posters to remind users of hygiene and guidelines. Review a multiple entry and exit strategy with one way system.MedTrack and trace registration of users. Stagger events to allow a 3 day gap to reduce surface contamination risks. Wear a face covering in enclosed public spaces where there are people you do not normally meet

Reviewed and approved by Parish Council March 2020

Reviewed and updated by Clerk July 2020, awaiting council approval.

DRAFT Covid-19 Hall Risk Assessment Template for Hirers

We currently require a risk assessment from any hirers wishing to use the Hall that demonstrates that the organisers have planned to comply with government guidelines on COVID-19 social distancing.

Please use this template as a guide to produce your own risk assessment. The main Hall is about 9m x 13m size and therefore we recommend a limit of 25 people in the main hall to achieve 2m social distancing. We recommend a limit of 10 people in the lobby to achieve 2m social distancing. These limits may have to be reduced for other government requirements, for example the limit of 6 brought out in September, please see:

https://www.gov.uk/government/publications/coronavirus-covid-19-meeting-with-others-safely-social-distancing/coronavirus-covid-19-meeting-with-others-safely-social-distancing

Please see the main Hall Risk Assessment for a complete list of other considerations: http://www.templecloud.org.uk/village-hall-risk-assessment/

Please refer to government guidelines, for example: https://www.gov.uk/government/publications/staying-alert-and-safe-social-distancing/staying-alert-and-safe-social-distancing-after-4-july which states: ‘You should continue to avoid close contact and remain socially distant from anyone you do not live with or who is not in your support bubble – even inside other people’s homes.’ and ‘You should wash your hands regularly and wear a face covering in enclosed public spaces where there are people you do not normally meet’ (Please note that at the moment this means we can not hire the hall for children’s parties, where close contact can not be reasonably avoided)

Area of RiskRisk identifiedActions to take to mitigate riskNotes
Cleanliness of hall and equipment, especially after other hiresOther hirers or hall cleaner have not cleaned hall or equipment used to standard required. Our group leaves hall or equipment without cleaning.Hirer to check with clerk when hall is cleaned and to make sure regularly used surfaces are cleaned before, during and after hire e.g. tables, sinks, door and toilet handles.
Light switches could be an electrocution hazard and must not be sprayed with a liquid or wiped with a wet cloth, consider only touching with gloves, and dry wiping with alcohol solution.
Can we bring our own equipment?
Check government guidelines for cleaning recommendations. Take extra care, for eye and hand protection, and protection of other visitors, if hazardous chemicals are used (see below)
Hazardous Cleaning Solutions, Cleaning hazardsEye injury for users, child poisoning if ingested.
Electrocution from cleaning electrical appliances. Fire hazard for alchohol solutions.
Wear suitable eye and hand protection if handling bleach. If using a spray, ensure other visitors are not in the vicinity. Lock away cleaning solutions in a suitable case when not in use. No naked flames near cleaning products. Do not clean light switches with fluids, find a ‘dry’ alternative such as alchohol swabs.Government guidance suggests cleaning hands with soapy water and then rinsing. If thorough rinsing is not possible, such as on surfaces, check guildelines for cleaning information regarding using a 70% alcohol solution or bleach solution.
Managing Social distancing and especially people attending who may be vulnerablePeople do not maintain 2 m social distancingAdvise group they must comply with social distancing as far as possible and use one-way system or staggered arrival / departure. Adopt layout advised. Limit numbers using toilets at once. Require use of face masks if meeting people outside your immediate ‘bubble’. Maintain security and attendance on any unlocked doors to avoid anauthorised access.Should we avoid use of kitchen – ask people to BYO food and drink? Allow older people time to use toilets without others present. (One way system could be reversed for convenience, so in through the front and out through the back on arrival. Out through the front and return through the back during departure.)
Respiratory hygieneTransmission to other members of group.
Cumulative effect of aerosol particles
Catch It, Bin It, Kill It. Encourage group to avoid touching mouth, eyes, and nose. Hirer to provide tissues, ask all to dispose into a bin or disposable rubbish bag, then wash or sanitise hands. 
Keep doors open, in cold or wet weather consider ventilation intervals with all doors wide open for 3 mins every quarter of an hour.
Remember to bring tissues and hand sanitiser.  Remember to empty any bins used into kitchen bin at end of hire.  
Hand cleanlinessTransmission to other members of group and premisesAdvise group to use sanitiser on entering and exiting the hall, to wash hands regularly using soap and paper towels.   Hall sanitiser is a battery operated unit that requires turning on at beginning of event and turning off at end of event. (switch underneath unit, bring spare gel dispenser in case of faults)
Someone falls ill with COVID19 symptomsTransmission to other members of group and premisesFollow hall instructions. Move person to safe area, obtain contacts, inform clerk. 
Maintain a track and trace register of attendees, consider pre registration, or a contactless QR code that links to an online registration form
 Track and trace registration with contactless QR code: http://www.templecloud.org.uk/track-and-trace-register/
Travel to and from eventRisk of contamination from other travel companions, especially when sharing lifts.Do not share lifts with anyone outside your household.

Draft version updated by Clerk, pending Council review, July 2020