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Village Hall Risk Assessment


Building condition

People at risk: Employees, Members of the public at risk of injury caused by defect.

Our controls: 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.

Our future controls: 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.

Risk level: Low

Optional controls: 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 (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

People at risk: Employees Members of the public at risk of slips, trips, falls.

Our controls: 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.

Our future controls: Flooding of the car park to be investigated with solutions researched. Further lighting to be reviewed.

Risk level: Low – Med

Optional controls: Surface 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

People at risk: Employees, Members of the public at risk of Burns, Smoke inhalation, Death

Our controls: Fire 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.

Our future controls: Separate fire risk assessment for site. Recorded inspection of the premises on a regular basis.

Risk level: Med

Optional controls: See 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

People at risk: Employees at risk of arson, vandalism, injury

Our controls: Regular premises inspections. Wooden entrance doors and steel roller shutter windows installed. Visibility of the building improved by cutting back surrounding vegetation.

Our future controls: CCTV cameras to be cleaned of dust by village operative. Review the access and security of IT equipment

Risk level: Low-Med

Optional controls: Regular 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

People at risk: Employees. Members of the public at risk of fire / injury

Our controls: Check hall is considered suitable for activity. Request a risk assessment be completed for non-standard or large scale events.

Our future controls: Provide a hiring of facility risk assessment.

Risk level: Med

Optional controls: Provide a hiring of facility risk assessment. Hall considered suitable for activity.


Slips, trips and falls

People at risk: Employees Members of the public at risk of injury

Our controls: Mops 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.

Risk level: Low

Optional controls: Mops 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

People at risk: Employees, Members of the public, Contract cleaners at risk of Burns/ rashes/ eye injuries/ poisoning

Our controls: Non 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.

Our future controls: Hazard data sheets provided. COSHH assessments completed / obtained.

Risk level: Low

Optional controls: Non 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

People at risk: Employees at risk of Illness, Injury, Violence

Our controls: 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.

Our future controls: CCTV coverage of exterior in place. Cleaning contractor and other lone workers advised to keep doors locked when working alone.

Risk level: Med

Optional controls: Limited 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

People at risk: Employees at risk of violence, theft

Our controls: No 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.

Risk level: Low

Optional controls: Sources 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

People at risk: Employees. VIsitors, Members of the public

Risks identified regarding unsociable behaviour:

The Parish Council do not provide staff to supervise event hire so hirers are required to manage events in a safe and responsible manner. For larger groups or where alcohol is consumed, risks of unsociable behaviour may increase. The following risks should be reviewed for such events and hirers should submit a risk assessment to the Clerk.

Potential Risks:

  • Damage of the village hall, equipment or furnishings due to unsociable behaviour sometimes relating to alcohol consumption.
  • Injury due to broken glass on the floor, around the building or in the car park from food and drink consumption.
  • Noise or challenging behaviour of visitors, in particular, if alcohol consumption is involved. This may include noise and behaviour of groups leaving after the event.
  • Antisocial behaviour from uninvited visitors.
  • Large numbers of guests may lead to parking issues in residential areas due to the limited capacity of the car park.
  • Consumption of food and drink may lead to the village hall floor being left in a state that can not be used by the next hirer.
  • Late evening events may not be suitably cleaned up with chairs and tables put away ready for the following morning events.

Council controls:

  • The council to require the hirer to undertake a risk assessment for events with a greater risk potential and provide a copy to the Clerk
  • Where appropriate, for example events open to the public or where alcohol is sold, the hirer to provide proof of public liability insurance cover and a TENS licence.
  • The clerk to communicate with hirers regarding identifying and managing risks.
  • Limiting numbers of guests for events depending on type of event.
  • Police notified for certain events.
  • Employees or responsible people advised/trained in ‘challenging behaviour’.
  • Lone working not advised after dark.
  • Availability of staff or council members to be reviewed for evening and weekend events.
  • Declining hire or cancellation of events where the assessment of risk may not be suitable for the venue.

Hirers to provide a suitable risk assessment that covers:

  • Management plan for visitors, including managing the potential for challenging behaviour if alcohol consumption is involved. This might include assigning responsible persons or stewards to oversee the event
  • Security management of the building and prevention of uninvited intruders. This might require responsible persons to oversee the entrances to the building
  • Consideration to be given to the potential that event publicity might attract uninvited visitors
  • A clean up plan that includes putting away all chairs and tables, cleaning and mopping the floor, and checking the building and surroundings for broken glass.
  • Hirer to provide mobile phone details of the responsible people who will oversee the event on the night, with permission to share these contact details with other parties for the purpose of managing the event.

Our future controls:

  • Review of recommended capacity for different types of event.
  • Consideration of supervisory requirements and availability for different events.

Risk level: Med to High

Optional controls: Stewards to be present at organised events. Means of communication available. Police notified. Responsible people advised/trained in ‘challenging behaviour’. No lone working after dark. Cleaners to be arranged for late night clean up.


COVID-19

People at risk: Employees, members of public at risk of infection.

Our controls: 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. Use one way system. 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.

Track and trace registration of users.


See also: (separate risk assessment template for hirers) http://www.templecloud.org.uk/covid-19-hall-risk-assessment-for-hirers/
See also government guidelines.

Our future controls: Provide suitable posters to remind users of hygiene and guidelines. Review a multiple entry and exit strategy with one way system.

Risk level: Med

Optional controls: 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