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We are pleased to announce that the Hall will be open again on Monday, 13th July.  If you wish to make future bookings please contact the Booking Secretary on 07745451707 or email: leshfisher@hotmail.com

 

Present government regulations mean both the trustees and users have to abide by certain conditions.  Consequently the following letter has been sent out to all present users:

 

DARBY AND JOAN HALL OPENING

The good news is that the Darby and Joan Hall will be open again on Monday, 13th July.  The not so good news is that government restrictions will still prevent some of you from rejoining us at the moment.  Obviously things are not yet be back to normal and we are still be bound by regulations which we are obliged to follow to keep you and your groups safe, and above all, to ensure that the hall remains open.

Attached you will find several documents which we would like you to bring to the attention of your members.

  1. 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 will provide hand sanitiser for both the Large and Small Halls.  However, at the moment this has not arrived and is expected in two weeks time.  May we ask you to bring your own sanitiser if you are using the building during this period.

 

This document must be signed and returned to me before you may use the building.  You can do this by email, via the booking secretary’s box in the Large Hall or direct to my home address at the top of the page.

 

  1. RISK ASSESSMENTS

A copy of the Darby and Joan risk assessment, approved by the trustees, is attached.  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.  To help you I have attached a copy of a risk assessment already submitted by Cottingham U3A, which that organisation’s committee has kindly agreed you may use or adapt for your own circumstances.  Please return copies of completed assessments to me.

 

 

  1. REGISTER

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.

 

  1. 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.

 

  1. FUTURE BOOKINGS

I will need to know whether you intend to make or take up bookings in July and August, so may I ask you to provide me with this information as soon as possible.  This is important.

 

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.

 

Regards,

 

Les

leshfisher@hotmail.com

 

The important documentation referred to in the letter is set out below:

 

1.  SPECIAL CONDITIONS OF HIRE DURING COVID-19

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).

  1. You, the hirer will be entirely responsible for ensuring that the activity you are holding is in accordance with Government Regulations and requirements.   The Trustees will accept no responsibility for this.
  2. 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.
  3. 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/RVS 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.
  4. The maximum number seated in the Main Hall is 30 (including 2 on the stage) and in the Small Hall – 10, to maintain social distancing. 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.
  5. 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.
  6. 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 7 days, and that if they develop symptoms within 7 days of visiting the premises they MUST use the Test, Track and Trace system (telephone number 119) to alert others with whom they have been in contact.
  7. 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.
  8. 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.
  9. You will arrange with the Caretaker to position furniture, as far as possible to facilitate people sitting side by side.  If tables are being used, they will be placed so as to maintain a distance of at least 2 metres across the table between people who are face to face, e.g. using a wide U-shape.
  10. 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.
  11. The use of kitchen facilities is NOT ALLOWED. The kitchen must not be used as a thoroughfare and the tables and other furniture must not be moved.
  12. 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.
  13. 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.
  14. 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.
  15. You will ask those attending who bring their own equipment not to share it with other members.
  16. You will ensure that any equipment you provide is cleaned before use and before being stored in any of the cupboards in the Hall.
  17. You will not attempt to clean the following items, which will be the responsibility of the hall caretaker:

Microphone

Safe on stage.

Remote controls for screen and overhead projector.

 

NOTE:   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.

 

Signed _______________________________

 

Name of Group ________________________

 

Date _________________________________

 

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

2 metres 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

lettings.

2.  Caretaker unable to complete

clean between lettings.

 

3.  Caretaker to empty bins

containing tissues between

lettings.

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.

 

 

 

 

Include 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 update website.

Repair and maintenance contractors.

1.  Plumbing and heating.

2.  Electrical

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 to be fixed outside Main Entrance Door and Small Hall Entrance Door.
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.
Main Entrance

 

 

Main Entrance

 

 

 

Main Entrance

(continued)

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.

 

 

 

Provide stand-alone 5ltr hand sanitiser station.

 

 

Hirer to control – limit number in Main Entrance to 2 at any one time.

Limit number using Ladies toilets at any one time to two.

Anyone can use toilet for disabled.

 

 

 

Caretaker to ensure supplies of soap, paper towels and toilet rolls.

Close and lock middle w.c. door. In Ladies toilets.

Caretaker to clean all toilets after every use.

Main Entrance 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 SEATED IS

28 ON HALL FLOOR, 2 ON STAGE.

Social distancing to be observed.

 

Projector and screen remote controls.

Microphone.

 

Lighting and sound controls.

 

Stage curtains

 

No Exit through door to 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.

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 to be put on Kitchen door.

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.

 

 

Kitchen being used as thoroughfare

KITCHEN FACILITIES NOT TO BE USED BY ANY HIRERS.

 

Cupboard doors and drawers to be blocked.

Access from front area to rear area of kitchen to be blocked.

Hirer to consider bring own drinks, disposable cups etc. and to dispose of used items at end of session in green waste bin on driveway.
Small Hall

 

 

 

 

 

MAXIMUM NUMBER SEATED IS 10.

Social distancing more difficult.

Entry via side drive.

 

Exit via emergency exit.

 

Hirers to consider using Main Hall, if available.

 

Provide stand-alone 5ltr hand sanitiser station just inside Small Hall doorway.

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.

Toilets Single toilets.

 

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 required and access to single toilet.
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 to be maintained.

Hall not available for such bookings for time being.

 

Approved by the Trustees 7 July 2020

 

 

3. SAMPLE REGISTER

 

DARBY & JOAN HALL

NAME OF GROUP     ______________­­­­­­­­­____________________________________           

DATE & TIME             ______________­­­­­­­­­____________________________________

NAME CONTACT NO NAME CONTACT NO
1   16  
2   17  
3   18  
4   19  
5   20  
6   21  
7   22  
8   23  
9   24  
10   25  
11   26  
12   27  
13   28  
14   29  
15   30  

 

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

 

  1. You must not enter if you or anyone in your household has COVID-19 symptoms.

 

  1. 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.

 

  1. 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.

 

  1. Use the hand sanitiser provided on entering the premises. Clean your           hands often.   Soap and paper towels are provided in the toilets.

 

  1. Avoid touching your face, nose or eyes. Clean your hands if you do.

 

  1. “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the waste bins provided.

 

  1. The Hall caretaker will have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived.   Keep them clean.

 

  1. 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.

 

  1. Keep the Hall well ventilated. Close doors and windows on leaving.

 

  1. Wash your clothes when you get home to reduce risk of transmission.