The Trustees are being guided by the government guidelines regarding the reopening of the premises. It is hoped that most activities will be able to resume by May 17th.
Please refer to the Booking Secretary for what is taking place or if you wish to make a booking.
DARBY AND JOAN HALL OPENING
Attached you will find several documents which we would like you to bring to the attention of your members during the present pandemic.
- SPECIAL CONDITIONS OF HIRE DURING COVID 19
Please read these conditions carefully and share them with your members. May I draw your attention especially to Point 2. You must book the hall from the time that your first member, who should be the keyholder, enters the building until the last one leaves. Peter will need one hour to clean between bookings and we must ensure that he has this time. You will be charged for all the hours that you have booked.
Please also note Point 12. The kitchen will remain closed for the foreseeable future and must not be used for any reason. If you wish to have refreshments and/or drinks please bring your own supply and take everything away with you.
The Darby and Joan Hall provides hand sanitiser for both the Main and Small Halls.
- RISK ASSESSMENTS
A copy of the Darby and Joan Hall risk assessment, approved by the trustees, can be found below. At first it was thought that every individual group had to submit one of their own. This is no longer a requirement, but highly recommended and would be appreciated by the trustees. Please return copies of completed assessments to me.
You will be required to complete a register every time you meet. I have attached a sample which you may use. You will need to include the name and contact details of every person present. The register is not required by us, but must be taken away with you and remain in your possession for at least three weeks.
- HELP KEEP THE DARBY & JOAN HALL COVID-19 SECURE
The final document is displayed on the Main Entrance doors to the Main Hall and in the Entrance corridor to the Small Hall. Please draw members’ attention to the important points on it.
I appreciate that this correspondence leaves you with a lot to take in. The trustees do not wish to be prescriptive in any way and hopefully what we are asking you to do will make sense. We are placing a lot of trust in you and when you are uncertain and there is no specific guidance we are asking you to use common sense or, if in real doubt, consult. Please feel free to get in touch with me at any time to discuss matters. Your suggestions will be very welcome. We are delighted that we will see some of you soon and hope to see the rest of you in the not too distant future. In the meantime stay safe and secure.
The important documentation referred to in the letter is set out below:
1. SPECIAL CONDITIONS OF HIRE DURING COVID-19
THE HALL WILL BE CLEANED AND PREPARED BY THE CARETAKER BEFORE YOU ARRIVE. YOU MUST CONTACT HIM IN ADVANCE TO DISCUSS YOUR ARRANGEMENTS.
PETER GIBSON 07931 331855
SPECIAL CONDITIONS OF HIRE DURING COVID-19
FROM MONDAY 17 MAY 2021
Note: These conditions are supplemental to, not a replacement for, the Hall’s standard conditions of hire.
THE HALL WILL BE CLEANED AND PREPARED BY THE CARETAKER BEFORE YOU ARRIVE. YOU MUST CONTACT HIM IN ADVANCE TO DISCUSS YOUR ARRANGEMENTS (PETER GIBSON 07931 331855).
- You, the hirer will be entirely responsible for ensuring that the activity you are holding is in accordance with Government Regulations and requirements, including the wearing of face coverings, and the guidance issued by the relevant governing body for your sport or activity. The Trustees will accept no responsibility for this.
- You must not arrive before your booked time nor leave after your booked time. If you need time to prepare and clear away, this time must be booked and paid for.
- Only the Keyholder is allowed to enter into the Main Hall via the kitchen entrance door. All other guests/members must use the Main Entrance for the Main Hall and the Small Hall Entrance for the Small Hall. To reduce congestion, exit from the Main Hall can be made either via the Emergency Exit or the Main Entrance. Exit from the Small Hall can be via the Emergency Exit Door.
- The maximum number seated in the Main Hall is 70 and in the Small Hall – 15, to maintain social distancing. You will ensure that people attending do so in groups of no more than 6 or two households and that such groups do not mingle. Everyone attending must maintain social distancing while waiting to enter the premises, must observe any one-way system within the premises. You will make sure that no more than 2 people use each suite of toilets in the Main Entrance at one time.
- You must ensure that those attending your activity comply with the COVID-19 Secure Guidelines while entering and occupying the Hall, as shown on the poster displayed at the entrances to the Hall, in particular using the hand sanitiser when entering the hall and after using tissues. See CATCH IT, BIN IT, KILL IT notices.
- You agree to comply with the actions identified in the Hall’s risk assessment (copy attached). You are strongly recommended to provide a risk assessment for your group (sample attached) and send a copy to the Booking Secretary.
- You will make sure that everyone likely to attend your activity understands that they MUST NOT DO SO if they, or anyone in their household, has had COVID-19 symptoms in the last 48 hours, and that if they develop symptoms within 10 days of visiting the premises, they MUST use the Test and Trace system (telephone number 119) to alert others with whom they have been in contact. They must seek a COVID-19 antigen test.
- You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient, compatible with security of the premises. You will be responsible for ensuring that they are all securely closed on leaving.
- You will take particular care to ensure that social distancing is maintained for any persons aged 70 or over or likely to be clinically more vulnerable to COVID-19, including, for example, keeping a 2 metres distance around them when going in and out of rooms and ensuring they can access the toilets, or other confined areas without others being present.
- You will arrange with the Caretaker to position furniture, as far as possible to facilitate social distancing of 2m between individual people or groups of six or less people or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face-to-face, face coverings and good ventilation. If tables are being used, they will be placed so as to maintain social distancing across the table between people from different household groups who are face-to-face e.g. using a wide U-shape.
- You MUST keep a record of the date and time the activity started and the name and contact telephone number or email of all those who attend your event (or a member of any group of up to 6 people who attend together). This can be done either by operating an advance booking system which collects these details, or by asking everyone who attends to use the NHS QR poster at the hall main entrance or small hall notice board to register their attendance and by keeping a record of any who do not register using their smartphone app and the hall’s NHS QR poster or your own NHS QR poster.
- You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths used, in the bins provided in the hall before you leave the premises.
- The use of kitchen facilities will be allowed. The kitchen must not be used as a thoroughfare and the tables and other furniture must not be moved.
- The Trustees will have the right to close the hall if there are safety concerns relating to COVID-19, for example if someone who has attended the hall develops symptoms and thorough cleaning is required or if it is reported that the Special Hiring Conditions above are not being complied with, whether by you or by other hirers, or in the event that public buildings are asked or required to close again. If this is necessary, we will do our best to inform you promptly and you will not be charged this this hire.
- If someone becomes unwell with suspected COVID-19 symptoms while at the Hall you should remove them to the designated safe area which is the CARETAKERS STORE CORRIDOR until they can go home. Provide tissues and a plastic bag, and use the toilet for handwashing. Others in the group must provide contact details if you do not have them. (Sample attendance register attached) and then leave the premises, observing the usual hand sanitising and social distancing precautions. Inform the Hall Caretaker.
- For events with seated audiences you will provide attendants who will ask people to seat themselves furthest from the entrance on arrival and to leave via the closest exit.
- You will ask those attending who bring their own equipment not to share it with other members.
- You will ensure that any equipment you provide is cleaned before use and before being stored in any of the cupboards in the Hall.
- You will not attempt to clean the following items, which will be the responsibility of the hall caretaker:
Safe on stage.
Remote controls for screen and overhead projector.
IN THE EVENT OF AN ACCIDENT OR FIRE NECESSITATING AN EMERGENCY EXIT FROM THE PREMISES THE 2 METRE SOCIAL DISTANCING REQUIREMENT NEED NOT BE OBSERVED, IF IT IS UNSAFE TO DO SO.
TO HELP US TO KEEP THE HALL OPEN FOR YOUR ENJOYMENT, ALL WE ASK IS THAT YOU TAKE SENSIBLE PRECAUTIONS WHILST USING IT.
I agree to accept the above Special Conditions of Hire in respect of any of the hirings I have booked.
Name of Group ________________________
Approved by the Trustees 7 July 2020. Updated 11 April 2021
Please return this to the Booking Secretary duly signed, either by post or the Booking Secretary’s mail box in the Main Hall. Alternatively, an email confirming your acceptance of these Conditions will be satisfactory. If you do not sign and return this form your booking will not be confirmed and you will not be allowed into the Hall.
2. COVID 19 RISK ASSESSMENT BY TRUSTEES
COTTINGHAM DARBY AND JOAN HALL
COVID 19 RISK ASSESSMENT BY TRUSTEES
REVIEW, MARCH 2021
2mtr. SOCIAL DISTANCING
|AREA OR PEOPLE AT RISK||RISK IDENTIFIED||ACTION TO BE TAKEN TO MITIGATE RISK||NOTES|
|Staff||No staff employed||No action required|
|Volunteers||No volunteers used||No action required|
|Caretaking/cleaning Contractor||1. Caretaker to prepare and clean
premises prior to individual
2. Caretaker unable to complete
clean between lettings.
3. Caretaker to empty bins
containing tissues between
4. Someone becomes ill with
Covid 19 whilst on premises.
|Caretaker to provide PPE, i.e. gloves, overalls, cleaning materials. Trustees to provide disinfectant.
Minimum of 1 hour between bookings.
Hirers must not arrive early nor leave late. Any preparation or clearing up time to be booked and paid.
Caretaker to carry out deep cleaning of premises in accordance with guidance from Public Health England.
Included in Supplementary Booking Conditions.
Additional waste bins provided for tissues only in both Halls with appropriate notices.
Hirer to notify Booking Secretary who will close Hall to future bookings and advise Chairman.
Booking Secretary to keep website updated.
1. Plumbing and heating.
3. Fire safety
4. Building and joinery
5. Gas appliances
|Advise of any problems.||All maintenance contractors to provide own PPE||Booking Secretary to be warned immediately if anyone who has been on premises has tested positive for Covid 19.|
|External areas||Social distancing not being observed before entering the premises.||Notices to encourage 2m queueing in waiting area outside both entrances.||ERYC social distancing stickers fixed outside Entrance Doors’|
|External areas||Car parking in front of Hall.||No more than 2 cars allowed, alongside flower bed wall.||Use of Emergency Exit from Main Hall is required.|
|External areas||People drop tissues.||Caretaker to check areas for rubbish which may be contaminated. Must wear gloves to remove.|
|External areas||Memorial seats.||Not considered a risk.|
|1. For Main Hall all hirers guests to
enter through Main Entrance
only, not through kitchen.
2. Congestion of people when
arriving, leaving or using toilets.
|Stand-alone 5ltr hand sanitiser station provided in Main Entrance.
Hirer to control – limit number in Main Entrance to 2 at any one time.
Limit number using Ladies toilets at any one time to 2.
Disable toilet available for anyone.
Caretaker to ensure supplies of soap, paper towels and toilet rolls.
Door to middle w.c. In Ladies toilets locked.
Caretaker to clean all toilets after every use.
|Automatic door push buttons, door handles, door plates & light switches||Regular cleaning by Caretaker and by hirers on arrival and departure.||Old arm chairs stored away.
|Main Hall including stage||MAXIMUM NUMBER ALLOWED WILL DEPEND UPON THE GOVERNMENT REQUIREMENTS AT THE DATE OF THE BOOKING. CONSULT THE BOOKING SECRETARY FOR ADVICE.
Social distancing to be observed.
Projector and screen remote controls.
Lighting and sound controls.
No Exit VIA Kitchen from Main Hall.
|Hirer responsible for group members to:
a. maintain social distancing:
b. use tissues and dispose in bins:
c. wash hands regularly.
d. wall mounted hand sanitiser in Main Hall
Organiser to arrange.
To be put out by Caretaker before session and cleaned and replaced in safe by Caretaker at end of session.
Hirers to provide own microphones and attach to Hall lead.
Hirer to adjust as necessary. Caretaker to clean after use.
To be left permanently open unless hirer requests otherwise. Caretaker to open and close
No Entry notice put on Kitchen door.
To be arranged through Booking Secretary.
|Store room corridor to be used as safe area unless Small Hall is available.
Hirer to notify Caretaker of requirements.
Hirer to notify Caretaker of requirements.
Hirer to notify Caretaker of requirements.
|Kitchen||No entry from outside other than by key holder of group to access Main Hall.
Kitchen being used as thoroughfare
|KITCHEN FACILITIES NOT TO BE USED BY ANY HIRERS.
Wall mounted hand sanitiser to be provided in kitchen.
Cupboard doors and drawers to be blocked.
Access from front area to rear area of kitchen to be blocked.
|Hirer to bring own drinks, disposable cups etc. and to dispose of used items at end of session in green waste bin on driveway.
Hand sanitiser provided.
Arranged by Caretaker.
Arranged by Caretaker
|MAXIMUM NUMBER ALLOWED WILL DEPEND UPON THE GOVERNMENT REQUIREMENTS AT THE DATE OF THE BOOKING. CONSULT THE BOOKING SECRETARY FOR ADVICE.
Social distancing more difficult.
Entry via side drive.
Exit via emergency exit.
|Hirers to consider using Main Hall, if available.
Stand-alone hand sanitiser station inside Small Hall.
Hirer responsible for group members to:
a. maintain social distancing:
b. use tissues and dispose in bins:
c. wash hands regularly.
|If not in use, may be used as Safe Area for Main Hall.
Alternatively, store room corridor to be used as Safe Area.
Hand sanitiser provided next to Emergency Exit door.
|Caretaker to clean prior to each letting.||Caretaker to ensure supplies of soap, paper towels and toilet rolls.|
|Store room corridor||May be used as Safe Area for either Hall||Chair provided and access to single toilet.||Hand sanitiser provided adjacent to Emergency Exit door.|
|Events||Cash handling and tickets
Too many people arrive at once.
|Organisers to arrange online systems and cashless payments as far as possible.
Performance seats to be limited, booked in advance. Entry to be controlled & social distancing maintained.
|Hall not available for such bookings for time being.|
Amendments approved by Trustees on 16 March 2021
3. SAMPLE REGISTER
DARBY & JOAN HALL
NAME OF GROUP __________________________________________________
DATE & TIME __________________________________________________
|NAME||CONTACT NO||NAME||CONTACT NO|
PLEASE ENSURE THAT ALL PERSONS PRESENT ARE ACCOUNTED FOR ON THE LIST, INCLUDING ANY VISITORS OR OUTSIDE SPEAKERS WHO MAY HAVE BEEN INVITED.
KEEP THE REGISTER IN YOUR POSSESSION FOR AT LEAST THREE WEEKS.
4. HELP KEEP THE DARBY AND JOAN HALL COVID-19 SECURE
- You must not enter if you or anyone in your household has COVID-19 symptoms.
- If you develop COVID-19 symptoms withing 7 days of visiting these premises alert Test, Track and Trace (Ring 119). Alert the Hall Caretaker (Tel. No. 07931 331855) and the organiser of the activity you attended.
- Maintain 2 metre social distancing as far as possible: Wait at the outside door as you go through the entrance hall to your activity and observe any one-way system as directed by your Group Organiser.
- Use the hand sanitiser provided on entering the premises. Clean your hands often. Soap and paper towels are provided in the toilets.
- Avoid touching your face, nose or eyes. Clean your hands if you do.
- “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the waste bins provided.
- The Hall caretaker will have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived. Keep them clean.
- Take turns to use confined spaces such as corridors, kitchen and toilet areas. Standing or sitting next to someone is lower risk than opposite them. Briefly passing another person in a confined space is low risk.
- Keep the Hall well ventilated. Close doors and windows on leaving.
- Wash your clothes when you get home to reduce risk of transmission.
Test and Trace QR code
From 24th September the Regulations for the Collection of Contact Details require every
hirer or organisation using a community hall to comply with the obligation to register
for an NHS QR code, display the official NHS QR poster and keep records for Test and
Trace and every community hall to ensure hirers comply. For certain activities (such as an
event organised by the community facility managers, a wedding reception or wake) the
obligation appears to fall on the hall managers.
For practical purposes this means that either every hirer or organisation has to obtain
their own code and poster, which they display at the entrance of the room or hall that they
are using before their activity starts, or the premises must register for an official NHS QR
code and display the official NHS QR poster, so that the obligations on hirers and user
organisations are discharged or both. It therefore appears be up to halls to decide, in the
light of their own use and numbers of rooms likely to be in use, which is the most
appropriate way of managing the situation to ensure that an NHS QR code can be scanned
for every activity.
The important principle to remember when choosing which approach to take, is that the
system is intended to capture information about with whom people have been in close
proximity, not necessarily very precise details of the place where that contact took place.
Official NHS QR posters can be generated online. Click the links to register and generate a
poster. There is more information about NHS QR codes and how to generate them on
the NHS COVID-19 app website.
Village and community halls need to reinforce the obligation on hirers to keep records
through the Special Conditions of Hire (Appendix E of v6 of the Information Sheet).
Pending a re-issue of Appendix E clause SC9 should be adjusted to read:
Either: You MUST register for an official NHS QR code and display a NHS QR poster at the
entrance to the hall before the start of your hire and keep a record of the date and time
the activity started and the name and contact telephone number or email of all those who
attend your event (or a member of any group of up to 6 people who attend together, with
the number of people in that group who cannot be more than 6) who do not use the NHS
QR code. This record MUST be kept for a period of 3 weeks after the event and provided to
NHS Track and trace if required, in accordance with The Health Protection (Coronavirus,
Collection of Contact Details etc and Related Requirements) Regulations 2020.
Or: You MUST keep a record of the date and time the activity started and the name and
contact telephone number or email of all those who attend your event (or a member of any
group of up to 6 people who attend together). This can be done either by operating an
advance booking system which collects these details, or by asking everyone who attends to
use the NHS QR poster at the hall entrance to register their attendance and by keeping a
record of any who do not register using their smartphone app and the hall’s NHS QR poster
or your own NHS QR poster.
The guidance is at: Maintaining records of staff, customers and visitors to support NHS
Test and Trace.
1. The aim is that those attending can use the QR code if they wish to do so.
2. Village and community hall committees and managers organising activities at the
hall will have to comply, including for their own committee meetings.
3. Community halls with no postcode can use that for the nearest available property.
4. Halls with several rooms in use for different activities will need to consider how to
avoid the same code being used for two or more activities happening at the same
time. This will be covered if hirers are required to have their own QR code for the
activity they are running.
5. Organisers of activities can decide how to collect and keep contact details, which
should be collected at the point visitors enter the premises if not collected in
advance. If on paper it needs to be kept out of public sight and securely stored.
People who choose to ‘check in’ using the official NHS QR code do not also need
to provide their contact details. Use of the NHS QR code cannot be made a
precondition of entry (individuals have the right to choose how to provide their
6. If there is an outbreak associated with a venue, a message will be sent to the
relevant app users with the necessary public health advice.
7. Places of worship, including when the venue is used for community activities, are
not included but are strongly encouraged to maintain staff and visitor logs and to
display an official NHS QR code poster. Consent should be sought from individuals
8. If a visitor interacts with only one member of staff (eg, a hairdresser), the staff
name should be recorded alongside the name of the visitor
9. A record of all staff working on the premises on a given day, the time and contact
details must be kept. This covers anyone providing a service or activity including
volunteers. This would include cleaners, caretakers and those working in offices
such as Parish Council staff.
24th September 2020 Page 3 of 3
10. Booking systems can serve as the source of information collected. (Visitors can
still scan the official NHS QR code if they wish, to help remind them where they
have been if asked by NHS Test and Trace.)
11. The NHS COVID-19 app is only able to scan official NHS QR code posters. If
another QR code system is being used to collect contact details, you should switch
to the official NHS QR code system.
12. If someone does not wish to share their details, entry does not have to be refused
but visitors should be encouraged to share their details to support NHS Test and
Trace. The accuracy of the information provided will be the responsibility of the
individual who provides it. However, entry must be refused to cafes (including
community cafes), bars and Social Clubs, when the police can be called if
13. Exempt visits: Details are not required from: A police officer or emergency
responder on duty, suppliers or contractors making a delivery or collection, those
under the age of 16, if someone does not have the mental capacity to provide
their contact details. Failure to comply: Failure to comply with collecting details
and maintaining records is punishable by a fine. The first fixed penalty is £1,000.
14. Records should be maintained for 21 days then securely disposed of or deleted,
unless also collected for another purpose. All collected data must comply with
15. NHS Test and Trace or Public Health Officers will ask for these records only where
necessary eg if the premises have been identified as the location of a potential
COVID-19 outbreak. This information must not be shared with anyone else, so as
to respect individuals’ privacy. You must share the requested information as soon
as possible to help minimise the onward spread of COVID-19. If you receive a
request for information from NHS Test and Trace, this does not mean you must
close the hall. NHS Test and Trace will, if necessary, undertake an assessment
and work with you to understand what actions need to be taken.
16. If a staff member or visitor tells you they have tested positive for COVID-19, you
should tell them to stay at home and self-isolate as soon as possible (along with
the rest of their household) and encourage the individual to inform NHS Test and
Trace of their recent contacts. You must not use the information you have
collected to contact people. If you identify that there is more than one case of
COVID-19 on your premises, you should contact your local health protection
team to report the suspected outbreak.
17. A poster is not required for a public toilet serving an outside area such as a
recreation field but will be required for changing rooms accessed externally and
for pavilions and similar premises occupied by clubs providing team sporting activities.