Kirkbampton Parish

Supplementary COVID-19 Risk Assessment

This document is supplementary to the Village Hall’s usual annual Risk Assessment, which will need to be checked as to whether the current pandemic has changed any part of it.

It will be reviewed by selected members of the Charity Trustees (Committee) and provided to the main volunteer user groups, so that any points they raise can be taken on board before it is issued to them as a document to be observed as part of the Special Conditions of Hire that we are obliged to use during the pandemic. (Additional protocols may need to be agreed with particular user groups such as fitness classes.)

A key part of the Risk Assessment will be identifying ‘pinch points’ where people cannot maintain social distancing of 1-2 metres. Transient passing at a closer distance is less of a risk than remaining in a more confined space so, for example, a narrow corridor is less of a risk than a toilet area with limited circulation space between cubicles, basins and door, where people remain for longer. (For areas that present a problem, people may need to be asked to arrange a waiting system or adjust signage e.g. engaged/vacant where numbers increase.)

A new cleaning log is to be used, to provide assurance to the committee and users. The document should be updated in the light of government regulations or guidance, which are expected to change from time to time.

11th August 2020

 

RISK ASSESSMENT

Undertaken by:  Chris McCall, Chairperson and Faye Gibson, Vice Chairperson 11.8.2020

Review: Monthly by Charity Trustees (Committee) 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.

Area or People at Risk Risk Identified Actions to take to mitigate Risk Notes
All Trustees, Cleaner, Contractors & Volunteers – Identify activities that create a risk of infection when providing agreed services.

 

Cleaning surfaces infected by people carrying the virus.

 

Reduce Soft Furnishings that can hold virus for longer than hard surfaces and are harder to clean effectively.

Stay at home guidance if unwell at Entrance and in Main Hall.

Staff/volunteers provided with protective overalls and plastic or rubber gloves. Contractors provide their own.

 

Remove curtains and upholstered chairs that users may readily touch.

Use plastic chairs rather than upholstered chairs whilst risk remains significant.

 

. Disposing of rubbish containing tissues and cleaning cloths.

Deep cleaning premises if someone falls ill with CV-19 on the premises.

 

Staff/volunteers advised to wash outer clothes after cleaning duties. Staff given PHE guidance and PPE for use in the event deep cleaning is required.

No Entry Signs (unless emergency exit needed) on Rooms.

Remove curtains and upholstered chairs that users may readily touch.

Use plastic chairs rather than upholstered chairs whilst risk remains significant.

 

 

Staff/volunteers may need guidance as to cleaning. E.g, wipes should be used on light switches and electrical appliances rather than spray disinfectants, rubberised and glued surfaces can become damaged by use of spray disinfectant too frequently.

Put COVID19 / First Aid Kit in the Small Meeting Room / Designated Safe Area clearly signed.

 

Will ask all Hirers to keep a log of name and contact details of those attending events (in additional Terms and Conditions for COVID19).

All Trustees, Cleaner, Contractors & Volunteers – Identify activities that create a risk of infection when on visits / in the hall undertaking agreed work.

 

Staff/volunteers who are either extremely vulnerable or over 70.

Staff or volunteers carrying out cleaning, caretaking or some internal maintenance tasks could be exposed if a person carrying the virus has entered the premises or falls ill.

Staff in the vulnerable category are advised not to attend work for the time being. Discuss situation with staff/volunteers over 70 to identify whether provision of protective clothing and cleaning surfaces before they work is sufficient to mitigate their risks, or whether they should cease such work for the time being.

 

Staff and volunteers will need to be warned immediately if someone is tested positive for COVID-19 who has been on the premises.

Details of a person’s medical condition must be kept confidential, unless the employee/volunteer agrees it can be shared.

 

. . Keep a log of visits that are not Hires. Access to the hall must be arranged prior to visit with the Trustees (Committee).
Hirers and Hall Users (Hirer refers to the person completing the booking form, Hall Users refers to those attending events in the hall). Not maintaining appropriate level of social distancing.

 

Marking out areas around entrance. Complete an additional set of Terms and Conditions and Risk Assessment Form for hirers to complete prior to opening.

 

. Build up of people at entrance and in foyer making social distancing impossible.

 

Signage reminding people to socially distance; in Car park, at Hall entrance and inside Hall building.

 

.
. Arriving or leaving with virus

contamination.

 

Arriving or leaving with virus

contamination.

 

Hand Sanitiser needs to be checked weekly by cleaner. Pedal bins to be placed in main entrance foyer, main hall and meeting rooms and emptied after each hire.

 

. People staffing ticket collection at events – at risk personally and can create a bottle neck.

 

Develop protocol for entering and leaving building when other people present.

 

Hirer to assess in their own Risk Assessment.

 

. Booked room insufficient size to accommodate users at social distance levels.

 

Revised room maximum occupancy numbers.

 

Signs on doors to make users aware.
. Hirers not ensuring appropriate social distancing and personal hygiene by users.

 

Booking Form and Risk Assessment specific to the activity required from all Hirers. .
Car Park/ Paths/ Exterior Areas Social Distancing is not observed as people congregate before entering premises.

 

Car Park is too congested to allow social distancing.

Mark out 2 metre waiting area outside the hall entrance.

 

 

Signage in the Car Park.

 

 

 

 

Speak to school regarding parking with drop off and pick up during school term.

Entrance / Foyer/ Corridors Possible “pinch points” and busy areas where risk is social distancing is not observed in a confined area. Door handles, light switches in frequent use. Identify “pinch points” and busy areas. Consider marking out 2 metre spacing. Provide signage. Door handles and light switches to be cleaned regularly. Hand sanitiser to be provided by hall. .
Main Hall Door handles, light switches, window catches, tables and chairs.

 

Door handles, light switches, window catches, tables, chairs and other equipment used to be cleaned by hirers.

 

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

Cleaning materials for hirers to be placed in a clearly identified location. Regularly checked and restocked.

 

. Curtains and soft upholstery are transmission risks.

 

Remove curtains and have only plastic chairs in use. Remove most upholstered chairs from store.

Social distancing guidance to be observed by hirers in arranging their activities.

 

.
. Poor social distancing.

 

. As a committee decided to make maximum number 30 people in the main hall (as at 5th August) at any one time. Will be reviewed ongoing in line with government guidance.
Meeting Room Door handles, light switches, window catches, tables and chairs.

 

Door handles, light switches, window catches, tables, chairs and other equipment used to be cleaned by hirers.

 

Cleaning materials for hirers to be placed in a clearly identified location. Regularly checked and restocked.

 

. Poor social distancing.

 

Social distancing guidance to be observed by hirers in arranging their activities. Consider closing off to avoid use of smaller rooms to avoid increased risk.

 

Close off Meeting Room and make unavailable for hire (as at 5th August 2020). Will be reviewed ongoing in line with government guidance.
. Floors with carpets harder to keep clean. Rooms with carpet not hired for any exercise classes.

 

.
Small Meeting Room

 

Door handles, light switches, tables and chairs.

 

Door handles, light switches, tables, chairs and other equipment used to be cleaned by hirers.

 

Cleaning materials for hirers to be placed in a clearly identified location. Regularly checked and restocked.

 

. Social distancing more difficult in smaller areas. Social distancing guidance to be observed by hirers in arranging their activities. Consider closing off to avoid use of smaller rooms to avoid increased risk.

 

Close off Meeting Room and make unavailable for hire (as at 5th August 2020). Will be reviewed ongoing in line with government guidance.
Kitchen Door handles, light switches, window catches, working surfaces, sinks and appliances used (fridge, Freezer, Dishwasher, Cooker, Microwave, Kettle, Hot Water Boiler, crockery and cutlery). Door handles, light switches, window catches, working surfaces, sinks, appliances and other equipment used to cleaned by hirer.

Hirers to clean all areas likely to be used before use, wash, dry and stow crockery and cutlery after use.

 

Cleaning materials for hirers to be placed in a clearly identified location. Regularly checked and restocked.

 

. Social distancing more difficult. Hirers are asked to control numbers using kitchen to ensure social distancing, especially for those over 70 Close off Kitchen and make unavailable for hire (as at 5th August 2020). Will be reviewed ongoing in line with government guidance.

 

. . Encourage hirers to bring their own prepared food and drink for time being. Tea Towels, cloths etc to be removed from hall. Hirers to bring / use their own.
Toilets Social distancing very difficult. More than one user in at a time resulting in social distancing being compromised.

 

Single user managed through signage, with attention to more vulnerable users Signage to be put up “one in one out” and “give way” to other people entering or in corridor on Ladies and Gents toilet doors. Up to 2 people if assistance needed in disabled and Junior toilets.

 

. Surfaces in frequent use, door handles, toilet door locks, light switches, basins, toilet handles, seats etc.

 

Hirer to clean all surfaces etc before public arrive. Consider posters to encourage 20 second hand washing / good hygiene.

 

Ensure soap, paper towels, tissues and toilet paper are regularly replenished, and hirer knows where to access for restocking if needed.

 

. Baby changing mats not being cleaned. Consider removing as these are not attached to any wall and may not be cleaned. Remove the changing mats and ensure hall users are aware to bring their own with them.
Stage Curtains.

 

Consider tying backstage curtains (or removal) out of reach if hirers are likely to touch them.

 

.
. Social distancing.

 

Social distancing.

 

Close off Stage and make unavailable for hire (as at 5th August 2020). Will be reviewed ongoing in line with government guidance.
Storage Rooms & Cupboards

(furniture/equipment)

Social distancing more difficult or not possible in some.

 

Hirer to control accessing and stowing equipment required to control social distancing.

 

Consider re arrangement or additional trolleys will facilitate social distancing.

 

. Door handles in use.

 

Door handles to be cleaned by the hirer.

 

Cleaning materials for hirers to be placed in a clearly identified location. Regularly checked and restocked.

 

. Equipment needing to be moved specific to activity in hall / hirer.

 

Hirer to clean all equipment used before and after use.

 

.
. Access to Cleaning Cupboard in main hall to allow hirers to clean before and after usage.

 

Key to be accessible for all users but at a safe height, out of reach of children Move key and clear signage in place. Ensure cleaning products are checked and restocked when required.

All general cleaning equipment and products (not required for day to day clean by hirers) to be locked in store room for cleaner and committee only.

 

Boiler Room Door handle, light switch Social distancing not possible Public access unlikely. Cleaner to decide frequency of cleaning. General Waste Bin to be placed outside in a location for hirers to use.
GENERAL:

 

Water Supplies

 

Contamination with Legionella

 

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

 

.
Policy on simultaneous hires.

 

Multiple simultaneous hires increased compromised social distancing.

 

No multiple bookings being taken.

 

Look at Booking system and update if needed for restrictions.

Will review regularly and update in line with government guidance.

 

Policy on cleaning in between hires. Contamination of furniture and equipment during use – next users put at risk. All users asked to wipe down tables, chairs, door handles etc before activity. Provide suitable cleaning equipment in main hall in the cupboard clearly signed. Increase hire times either side if required to allow time to clean.