Covid-19 Risk Assessment for Village Hall

To download the Hall's Risk Assessment in "Portable Document Format" (as a .pdf file), click on the link below.

Hall's Risk Assessment as .pdf
VH risk assessment July 15th 2020.pdf
Adobe Acrobat document [249.4 KB]

For a Risk Assessment Form to be completed by the hirer, click on the link below

Hirer's Risk Assessment form as .pdf
6 VH hirer's risk assessment July 2020 .[...]
Adobe Acrobat document [679.4 KB]

Sheriff Hutton Village Hall Risk Assessment

Undertaken by:  Steve Page, Chair of Trustees    revised and agreed by Operations Group on (date): 14th July 2020

 

Review: monthly by Operations Group and each time the UK Covid-19 risk level is changed by the Government

Context: This risk assessment is being undertaken in preparation for re-opening the Village Hall, having been closed since 23rd March 2020 due to the Covid-19 Government restrictions.

 

N.B. SD = Social Distancing.

Area or People at Risk

Risk Identified

Action to take

Notes

Caretaker(s) and Cleaner(s).

Identify activities that create a risk of infection when providing agreed services.

 

 

 

 

 

 

 

 

 

  1. Active Covid-19 virus on surfaces, door furniture, fixtures and fittings, equipment, furnishings.
  2. Used tissues, cleaning cloths, paper towels and other rubbish may carry active virus.
  3. Contamination in rooms that have not been hired
  4. Deep cleaning if someone with Covid-19 has been in the Hall in the period when they may have been infected.
  1. Reduce soft furnishings that can hold virus for longer than hard surfaces and are harder to clean effectively.
  2. Ensure Caretaker and Cleaner have necessary PPE and cleaning equipment.
  3. Provide information to Caretaker and Cleaner about which rooms have been used on regular basis.
  4. Lock off rooms not in use.

 

  1. Remove curtains that users may readily touch.
  2. Use plastic chairs rather than upholstered chairs whilst risk remains significant.
  3. Caretaker and Cleaner to receive Booking Sheets and copy to be on VH main notice board.
  4. Refurbish and fit locks as required to internal doors.
  5. Put First Aid equipment on a table in the Foyer as Kitchen may be locked.

Area or People at Risk

Risk Identified

Action to take

Notes

 

 

  1. Develop a “quarantine” policy in the event of report of an infected person visiting the Hall.
  2. Consult Caretaker and Cleaner about other areas of concern.

 

  1. Will ask hirers to keep a log of name and contact details of those attending events (in additional Terms and Conditions document).

Contractors undertaking work in and around the Hall Building. Identify activities that create a risk of infection when on assessment visits and when undertaking agreed work.

 

 

 

Active Covid-19 virus on surfaces, door furniture, equipment, furnishings, fixtures and fittings can be an infection risk to Contractors.

  1. Agree risk management and PPE provision with contractors when arranging visits and work.
  2. Keep a log of visits that are not hires.

 

Agreed that log will be kept by Sarah and Steve – all members of Operations Group and Trustees to notify Sarah & Steve of any visits they have arranged and keep contact details of visitors.

Hirers and Hall users {‘Hirer’ refers to the person completing the booking form, ‘Hall users’ refers to those who attend events in the Hall}

  1. Not maintaining appropriate level of SD.
  2. Build up of people in entrance, foyer and behind stage corridor making SD impossible.
  3. Arriving or leaving with virus contamination.
  4. People staffing reception/ticket collection at events – at risk personally and can create a bottle neck.
  5. Booked room insufficient size to accommodate users at social distance levels.

 

 

  1. Marking out areas around entrance.
  2. Signage reminding people to socially distance; in Car park, at Hall entrance and inside Hall building.
  3. Hand sanitiser in Foyer, in main rooms and at exit.
  4. Develop protocol for entering and leaving building when other people present.
  5. Revised room maximum occupancy numbers.

 

Agree a method of producing A3 laminated signs on Village Hall marked paper, so that signage can be easily produced and updated. In house or contracted out?

 

Develop protocol for arrivals and leavers. Agreed: main entrance is entrance only, all to exit via the changing room corridor.

 

Complete an additional set of Terms and Conditions and Risk Assessment Form for hirers to complete prior to opening.

Area or People at Risk

Risk Identified

Action to take

Notes

 

  1. Hirers not ensuring appropriate SD and personal hygiene by users.

 

  1. New Booking Form and Risk Assessment specific to the activity required from all Hirers.

 

 

Car Park

  1. Poor SD amongst people in the car park.
  2.  

Signage in Car Park

 

Entrance to building (outside)

  1. Grouping of people not socially distanced while waiting to enter.
  2. People trying to enter and leave at the same time.

 

  1. Users entering not aware of protocols in Hall to ensure Covid-secure.

 

 

  1. Include in additional Terms and Conditions for Hirers to take steps to ensure Hall Users enter in an orderly and SD manner.
  2. Put in place a one-way system for arrival and departure from different doors.
  3. Put notice in the notice board outside the Hall explaining main protocols for keeping safe in the Hall.

 

All Hirers to be sent a version of the Hall Plan, showing entrance and exit routes.

Entrance lobby – narrow section

 

  1. Obstructions slow down movement of people through this narrow section resulting in people not SD.
  2. People coming to toilets at the same time as people entering building.

 

 

 

 

 

 

Remove all possible obstructions (e.g. recycling bins)

 

Put up a sign asking anyone going to the toilets to give way to those entering the building.

 

Area or People at Risk

Risk Identified

Action to take

Notes

Foyer – wider area

People congregating in the area, not socially distancing.

 

People waiting to enter rooms for activities.

Remove all seating.

 

Empty the notice board of all but essential information and indicate it is not to be used for notices, to discourage congregating.

 

Lock away all upholstered chairs – in Gents changing room.

Committee room

Curtains and soft upholstery are transmission risks.

 

Leaving into a flow of other people.

 

Poor SD.

Remove curtains and have only plastic seating.

 

Clear signage in the room regarding exit route and to ‘give way’ to other people in the entrance lobby.

 

New maximum 4 people at two metre distance. Maximum 12 at one metre.

 

 

 

Toilets off entrance lobby

More than one user at a time resulting in SD being compromised.

 

Leaving into a flow of people.

 

Users not washing their hands adequately.

 

 

 

 

 

 

Single-user/household policy, managed through signage.

 

Clear signage in the toilets regarding exit route and to ‘give way’ to other people in the entrance lobby.

 

Please wash your hands using soap and water signs in each toilet.

Policy for toilets should allow users from same household to use together, or assistant to disabled user.

 

 

Area or People at Risk

Risk Identified

Action to take

Notes

Kitchen

Only one person can work in the kitchen and maintain two metre SD from other people.

 

Tea towels and cloths are transmission risk.

 

Utensils, crockery and cutlery may be used and put back in cupboards when not effectively washed.

 

Risk of transmission when serving Hall Users with food or drink from the Kitchen.

 

Require all users booking the kitchen to address the mitigating actions if more than one person will be present in the kitchen in their Risk Assessment, and/or if serving food or drink to Hall Users.

 

Ask users to provide their own tea towels and dish cloths/ washing up sponges.

 

Label cupboards with their contents to reduce casual use of contents.

 

Signage about hand washing, SD and advising that all equipment is washed before and after use.

 

Mark line on the floor of refreshments room, two metres from kitchen side of hatch.

 

Changes to booking conditions set out in additional Terms and Conditions.

 

Label cupboards.

 

Remove tea-towels and cloths.

 

 

Refreshments room

 

Curtains and soft upholstery are transmission risks.

 

Leaving into a flow of other people.

 

 

 

Potential proximity to other people via the kitchen hatch.

 

Remove curtains and have only plastic seating.

 

Clear signage in the room regarding exit route and to ‘give way’ to other people in the entrance lobby.

 

Notice on hatch not to lean on the worktop to maintain SD from those working in the kitchen.

 

Area or People at Risk

Risk Identified

Action to take

Notes

Refreshments room (cont.)

 

Poor SD

New maximum of 8 people at two metre SD.

 

Hall

 

Curtains and soft upholstery are transmission risks.

 

Congregating just inside doorway.

 

Leaving into a flow of other people.

 

Poor SD.

 

New maximum of 30 people at two- metre SD.

 

Remove window curtains store. Place ‘outer’ stage curtains behind stage apron sections.

 

Remove all soft furnished chairs from the store and keep them elsewhere.

 

Keep store locked during all bookings to avoid furniture being put back in store without being cleaned.

 

 

Notice on store-room door to say all furniture must be wiped clean before being returned to the store.

 

Stage

Soft furnishings hanging and stored on stage. Difficult to clean all the surfaces effectively.

 

Take stage off booking options during SD.

 

Stage to be locked off and made unavailable for hire for the duration of SD measures. 

 

Ladies and Gents changing rooms.

 

They have currently got jumble in both of them.

 

They provide a storage option for hall equipment that needs to be locked away.

Take both changing rooms off booking options during SD.

 

Use second changing room as storage for soft furnishing – soft backed and seated chairs and curtaining.

 

Rationalise jumble into one changing room and lock that off.

 

Area or People at Risk

Risk Identified

Action to take

Notes

Play Area (North of Hall)

Contamination of play equipment by users.

 

Poor SD within the Play Area

 

Signage at entrances and in notice board in Play Area.

Done prior to Play Area re-opening on 4th July 2020.

Path from Finkle Street running alongside Play Area

 

 

Poor SD

Keep under observation to determine whether signage is required.

 

Outside area to South of Hall

 

 

Poor SD

Keep under observation to determine whether signage is required.

 

General:

Water supplies

 

 

 

Policy on simultaneous hires

 

 

 

Policy on cleaning between hires

 

 

Contamination with Legionella

 

 

 

Multiple simultaneous hires increased compromised SD

 

 

Contamination of furniture and equipment during use – next users put at risk.

 

SD being compromised by casual users of the Hall

 

 

 

Full flush of all water systems (excluding showers – isolate showers) prior to first booking and monitor for regular use.

 

Agreed to pilot this with two overlapping long-standing hirers.

 

All users asked to wipe down tables, chairs, door handles etc before and after hire. 

 

Ask hirers to keep the entrance door locked during hire. Hirers and their Hall Users asked not to allow casual users into Hall.

 

Needs to be logged in Legionella log.

 

Revised Booking Form to require agreement to have contact details passed to other hirer if hires overlap.

 

Provide suitable cleaning equipment in the Foyer. Increase hire times without additional charge to allow time for this.

 

 

The document below is an example of the format of a Risk Assessment to be undertaken by a hirer of the Village Hall and accepted by the Village Hall before the Hall may be hired.

Hirer’s Risk Assessment - Sheriff Hutton Village Hall

 

Undertaken By:                              On Behalf Of (group / organisation):                                    

Context: This risk assessment is being undertaken in preparation for hiring the Village Hall, while it is necessary to make the hall COVID-19 secure. 

Please complete your risk assessment having read the hall’s Risk Assessment (what we will do to minimise risk) and both sets of Terms and Conditions.

Please identify any risks associated with your hire that are additional to those already addressed in the hall risk assessment. Examples might include:

  • if you need more than one person in the kitchen you need to set out how you will minimise risk of transmission between those individuals;
  • if you expect people to join and leave your activity during your hire, you need to set out how you will ensure there are only ever a maximum of 30 people in the building;
  • if you are serving food and/or drink, you need to set out how will you minimise the risk of transmission via the food/drink you serve;
  • if your participants will share equipment, you need to set out how that will that be kept clean; etc.

 

Completed On (date):                          Next Review Date:

 

Nature of Risk

Risk Identified

Action to take

Notes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Nature of Risk

Risk Identified

Action to take

Notes

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Contact Us Today:

By e-mail (preferred method):

SHVHbookings@gmail.com

 

Sheriff Hutton Village Hall

York Road,

Sheriff Hutton,

York,

YO60 6RA

 

or telephone:

07894 734 446

 

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