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LATEST NEWS

Since the beginning of November the Darby and Joan Hall has been a centre for the administration of Covid booster vaccinations.  If you are eligible and in the right age group you can make an appointment online at www.nhs.uk or by calling 119.

Days on which the centre is open for vaccinations can be found on our Bookings page

 

Regards,

Les

.

 

 

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.

  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 Hall provides hand sanitiser for both the Main and Small Halls.

 

  1. 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.

 

 

  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.

 

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

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).

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. 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.

 

  1. You will ask those attending who bring their own equipment not to share it with other members.

 

  1. You will ensure that any equipment you provide is cleaned before use and before being stored in any of the cupboards in the Hall.

 

  1. 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 _________________________________

 

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, MAY 2021

2mtr. SOCIAL DISTANCING

 

COTTINGHAM DARBY AND JOAN HALL

COVID 19 RISK ASSESSMENT BY TRUSTEES

REVIEW, OCTOBER 2021

THIS RISK ASSSESSMENT SHOULD BE READ IN CONJUNCTION WITH SPECIAL CONDITIONS OF HIRE ISSUED OCTOBER 2021

 

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 unable to complete

clean between lettings.

 

2.  Someone becomes ill with

Covid 19 whilst on premises.

 

 

 

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.

Booking Secretary to keep website updated.

 

 

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

 

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

 

 

 

 

1.  For Main Hall, all hirer’s guests to

enter through Main Entrance

only, not through kitchen.

 

2.  Congestion of people when

arriving, leaving or using toilets.

 

 

3.  Automatic door push buttons,

door handles, door plates & light switches.

 

 

Stand-alone 5ltr hand sanitiser station provided in Main Entrance.

 

 

Hirer to control – limit number in Main Entrance.

Limit number using Ladies toilets at any one time to 2.

Disabled toilet available for anyone.

 

Regular cleaning by Caretaker and by hirers on arrival and departure.

 

Caretaker to refill as necessary.

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

.

 

 

Main Hall including stage

 

MAXIMUM NUMBER ALLOWED WILL BE DETERMINED BY THE HIRER.

Appropriate social distancing to be observed.

 

 

Hirer responsible for group members to:

a.  maintain appropriate social distancing:

b. use tissues and dispose in bins:

c. wash hands regularly.

d. use wall mounted hand sanitiser in Main Hall

 

 

 

 

 

Caretaker to refill as necessary.

 

 

Kitchen

.

Kitchen used as thoroughfare

 

No entry from outside other than by key holder of group to access Main Hall

 

 

 

Wall mounted hand sanitiser provided in kitchen.

 

Where possible users are encouraged to bring own drinks, disposable cups etc. and to dispose of used items at end of session by taking away in their own bin bag

Caretaker to refill as necessary.

 

 

Small Hall

 

 

 

 

 

.

Appropriate social distancing to be observed.

 

Entry via side drive.

 

 

Stand-alone hand sanitiser station inside Small Hall.

 

 

Hirer responsible for group members to:

a.  maintain social distancing where appropriate:

b. use tissues and dispose in bins:

c. wash hands regularly.

 

 

Caretaker to refill as necessary.

 

 

 

 

Toilets

 

Single toilets.

 

 

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

.

 

Store room corridor

 

May be used as Safe Area for anyone taken ill

 

 

Chair provided and access to single toilet.

 

 

 

 

Events

 

Cash handling and tickets

 

Too many people arrive at once.

 

Organisers to arrange appropriate systems.

Performance seats to be limited, booked in advance.  Entry to be controlled & appropriate social distancing maintained.

 

Amendments approved by Trustees on 18 May 2021

 

3. SPECIAL CONDITIONS OF HIRE DURING WINTER (COVID-19)

Supplemental guidance to the hall’s ordinary conditions of hire.

 

We have been asked by the East Riding Village Hall Network to bring the following to your attention.  The advice specified is not compulsory, but although optional, it is in the opinion of the trustees sensible and practical, and in the present uncertain circumstances, should be adhered to where possible.

 

  • You, the hirer, will be responsible for ensuring those attending your activity or event comply with COVID-19 Secure advice while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance and on notice boards. In particular please use the hand sanitiser supplied in both halls and the kitchen when entering the building and after using tissues.
  • You undertake to comply with the actions identified in the hall’s risk assessment, the latest version of which is attached.
  • On arrival you will be responsible for cleaning surfaces likely to be used during your period of hire, to keep regularly used surfaces clean during your hire, and to clean them again on leaving. Please take care cleaning electrical equipment. Use cloths – do not spray!
  • 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 seek a PCR test. If the result is positive they should advise the organiser who should then make appropriate arrangements for the group..
  • You will keep the premises well ventilated throughout your hire, with windows and doors (except fire doors) open as far as convenient or opened at regular intervals to allow in fresh air. You will be responsible for ensuring they are all securely closed on leaving.
  • Where the people attending are not known to each other or do not regularly see each other you should consider how many can attend your activity safely in the Main Hall and the Small Hall, in order that appropriate social distancing can be maintained. As far as possible you should encourage people to avoid close contact with those they do not see regularly, to observe any one-way system within the premises, and to observe measures such as face coverings when using more confined areas.
  • You are asked to arrange the room as far as possible so as to avoid close contact between people who do not regularly see each other, such as: seating side by side rather than face-to-face, an empty chair between each person or household group, requiring face coverings, good ventilation. If tables are being used for a meeting a wide U-shape is advisable.
  • You are advised to 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 at least one member of any group of up to 6 people or 2 households who attend together).
  • You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, before you leave the hall. We recommend that you bring a bin liner and take it away with you when you leave the hall.
  • Users are encouraged to bring their own drinks and food if required. If food or drink is being served or made it should be by designated members of the group and if possible be consumed while seated.
  • We 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 cleansing is required 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 for this hire.
  • In the event of someone becoming unwell with possible Covid-19 symptoms while at the hall you should remove them to the designated safe area which is in the foyer or corridor to the Small Hall.  Provide tissues and a bin or plastic bag.  Ask others in your group to provide contact details if you do not have them and then leave the premises, observing the usual hand sanitising precautions, and advise them to launder their clothes when they arrive home. Inform the caretaker or a trustee as soon as possible.
  • For events with larger gatherings you will take additional steps to ensure the safety of the public in relation to COVID-19, for example by operating a booking system or providing attendants or stewards who will ask people to seat themselves furthest from the entrance on arrival, to exit closest to the exits first and invite people to use toilets in the interval row by row.
  • Other special points as appropriate:

Where a sports, exercise or performing arts activity takes place you should organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity.

Where a group uses their own equipment you should ask those attending to bring their own personal equipment and not share it with other members.

As far as possible you should avoid using equipment which is difficult to clean and ensure that any equipment you do provide is cleaned before and after use and, where appropriate, before it is stored in the hall.

 

4. 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.