Address

Hartington Village Hall, Hyde Lane, Hartington SK17 0AP

Use of Premises

Social and educational activities by the community

Number of floors

Main Hall: one; Bakehouse: two; mezzanine floor for storage over kitchen

Construction

Main Hall: Dressed stone blocks, pitched roof with wooden ceiling and lightweight tiles above. Bakehouse: stone walls with Staffs Blue tiles on pitched roof.

The building comprises: an entrance foyer; separate men’s, ladies and disabled toilets; a open vestibule leading into the main hall; an enclosed storage room with a small under stairs cupboard housing the immersion heater; a separate kitchen, with two serving hatches onto the main hall; a storage room above the kitchen, accessed by an enclosed stairway at one corner of the hall; and the old Bakehouse. The Bakehouse is accessed by a large curtained opening leading from the main hall, but it also has a separate entry door leading from the forecourt. There is a second storey within the Bakehouse, accessed by a stairway at the back of the ground floor, which leads up to a meeting room. There is a cellar, which abuts the Hall to the side, accessed by an outside door via a shared entrance into a private garden.

Max capacity

200 but most activity groups are 10-20

Keith Quine & David Graham (both Trustees)

Date of assessment

21st January 2025

FIRE HAZARDS

PEOPLE AT RISK

ELECTRICAL INSTALLATIONS

Inspected at least every 5 years. Last inspection 24/07/2022.  Next inspection due no later than July 2027. Inspected at least every 5 years. If a potential development is being considered which has electrical implication we will engage with an electrician to ensure system infrastructure is considered.

ELECTRICAL

EQUIPMENT

All equipment is  PAT tested every 6 months with the most recent assessment being in July 2024. Next test 29^th Jan 2025.

Use of trailing leads and adaptors is discouraged and only used when unavoidable. Leads should not be knotted or tightly wrapped when stored.

SMOKING

The buildings are designated as no smoking areas with ‘No Smoking’ signs posted. A wall mounted bin for cigarette ends is available on the edge of the front courtyard.

ARSON

There are three external doors. Two can only be accessed from inside. The front double door is locked when not in use. Robust key safe utilised.

WASTE DISPOSAL

Waste is disposed in a large green waste bin located near the open access to the front courtyard.

HEATING

COOKING

HOUSEKEEPING

There is a weekly cleaning rota with five pairs of volunteer cleaners. Most weeks involve the cleaning team removing waste to the external bin several times a week. Bin collection is on Mondays.

Combustible materials are kept separate from the kitchen and boiler room, though there will be items in the storage room next to the boiler room.

Curtains are flame retardant. Chairs on the ground floor and Upper Bakehouse are of flame retardant material.

When contractors are on site we try, where possible, to use contractors that are local and familiar to the site.

DANGEROUS SUBSTANCES

Oil is the heating fuel and a fire retardant TUFFA storage tank was installed in 2021.

Paint: stored on mezzanine floor. Most are water based. Some varnish and gloss.

Cleaning equipment: stored in locked cupboard on mezzanine floor but checked that are not flammable.

MEANS OF ESCAPE

There are three escape routes which are always kept clear of obstructions. The three exits are easily openable.

From the Main Hall one can leave by either the double front doors which then exit onto Hyde Lane offering a grouping point at the steps to St Giles Church.

  OR

From the rear double doors one can exit onto the green space with best route to Hyde Lane being  around the northern gable end and along a track to Hyde Lane (alternative is down steep steps to the courtyard behind cottages and then by path to Hyde Lane).

Both doors are no more than 7-8 metres from anyone in the Main Hall.

From the Lower Bakehouse there is a single door offering access to the front courtyard and then to Hyde Lane. The distance to the door is no more than 5 metres however anyone in the Upper Bakehouse will have to descend a flight of steps to leave by this route.

There is a fire resistant door from the Boiler Room/storage area to the Lower Bakehouse.

However the doors to both the Upper Bakehouse and mezzanine floor over the kitchen are not fire resistant but are clearly marked as to be kept closed.

People with a mobility issue will only be on the ground floor and have exit routes with no steps.

There is an automatic electrical smoke detection system (with battery back-up) in the Main Hall, and  Lower and Upper Bakehouse in the Hall. In Jan 2025 4 new NEST smoke /CO detectors were installed – one in the Main Hall, others in the Lower and Upper Bakehouse and on the mezzanine floor. These self test monthly and alert three of the Management Group in the event of a detection. Coverage is considered good. The location of smoke detectors is marked on the plan showing all fire safety equipment.

MANUAL FIRE EXTINGUISHERS

The location of fire safety equipment is shown on the plan and provision is considered adequate. All equipment is serviced annually, the most recent service being on 03/04/2024. The next service should be in April 2024.

EMERGENCY ESCAPE LIGHTING

Emergency escape lighting is serviced annually, most recently being in Sept/ October 2024. The next service should be in October 2025. The provision (listed on the certificate) is considered good.

FIRE SAFETY SIGNAGE

It is considered that there is a reasonable standard of fire exit signage and fire safety signage. General fire safety notices are sited in the entrance and kitchen. All external hirers are briefed on essential fire safety measures, highlighting good practice and exit routes, prior to the day of hire.

MANAGEMENT OF FIRE SAFETY

The Chair of Trustees leads on fire safety. Procedures in the event of fire are made available to cleaning teams, members of the Management Group and to lead hirers. External hirers are thoroughly briefed on procedures to follow in the event of fire before the event starts.

Exit routes are kept clear by the regular cleaning teams.

Annual testing of fire safety equipment, and emergency lighting is carried out by professionals.

Monthly  testing of NEST smoke/CO alarms and quarterly checks of emergency lighting.

Assessed Sources of Ignition

Sources of Fuel

Sources of Oxygen

Electrical installations and appliances:

• Radiant Heaters (4 in main Hall, 2 in Upper Bakehouse)
• Microwave
• Sound systems used for dances/parties
• Vacuum cleaner (3)
• Kitchen wall water heater
• Light fittings
• Pump for boiler
• Water immersion heater
• Fridges (2) plus wine cooler
• Kettles (2)
• Various electrical items to include Chrome books, projector, leads

Combustible materials:

• Cleaning materials
• Alcohol from occasional bar
• Paints/thinners/etc. used when Hall is being decorated
• Papers of historical value

·       Leaflets/display materials

·       Recycled paper and card

Open to the air

Smoking and Pyrotechnics

• Cigarettes & materials used to light these
• Fireworks

Upholstery

·       Chairs

·       Curtains

·       Carpets

Oil Tank and Boiler:

Decorations

• Christmas decorations
• Party decorations

Cooking:

• Microwave
• Oven
• Induction Hob
• BBQ (only for outside use)
• NB NO COOKING EQUIPMENT TO BE BROUGHT ONTO PREMISES UNLESS BY A PROFESSIONAL CATERER.

Display materials

• Portable display boards are covered with a felted fabric
• Paper notices; leaflets; photographs; display materials during exhibitions

Arson

Packaging and waste materials

• Packaged food items
• Packaged cleaning materials: cloths; toilet rolls; paper towels

Stage lighting systems:

Wood:

• Wooden floor
• Internal wooden cladding of Hall and ceiling
• Kitchen units
• Wooden shelving/cupboards used for storage

Candles/other naked flames:

·        NO CANDLES TO BE USED

·        NO PYROTECHNICS OF ANY SORT INCLUDING SMOKE GENERATORS TO BE USED

Gas cylinders:

• Occasional bar for events

Gas cylinders to be removed after event hire by the person responsible for the bar.

The Hazard

Location

Control Measures in Place

Checks

Responsibility

Fire inside the Hall

Main hall, kitchen, storage room, boiler room, lower Bakehouse, upper Bakehouse

ü  Three separate Fire Exits available: main hall, foyer, lower Bakehouse

ü  Emergency lighting (including outside the Fire Exit at the back of the Hall), electrical fire exit signs & electrical smoke detectors available throughout the Hall

ü  Fire notices and emergency exit plan available on noticeboards, allocated to all regular and occasional users

ü  Hirer is allocated as responsible person and instructed to ensure Hall is evacuated

ü  Appropriate and adequate fire fighting equipment fitted throughout the Hall (see emergency exit plan)

ü  Fire doors fitted to boiler room/storage room.

ü  All new furnishing checked for appropriate fire resistance standard

ü  Good standards of housekeeping are reinforced to all users to prevent the build-up of rubbish/packaging

1.     Ensure all Fire Exits are checked for blockages

2.     Quarterly checks completed plus five yearly installation checks by qualified electrician. NEST smoke/CO detectors subject to a monthly test and report.

3.     Annual Fire Instruction training to be provided to all Committee members and regular hirers (during March)

4.     All hirers are instructed to carry out their own fire assessment prior to use of Hall via Hall Terms & Conditions of Use

5.     Annual testing of all fire fighting equipment by qualified person

6.      Fire Door and doors to Upper Bakehouse and mezzanine to be kept closed when Hall is in use and at the end of the day

7.     Carry out check on delivery.

8.     All users are requested to put their rubbish in the outside bin daily. Hall toilets are cleaned 3-4 times per week

1.     All users: each time Hall is used

2.     Allocated responsible person to complete quarterly checks

3.     Allocated responsible person to ensure annual training

4.     Hall users and Booking Administrator

5.     Organised by Chair of Trustees

6.     Responsible person to ensure signage is appropriate

7.     Responsible persons to check furnishings for fire resistance to appropriate standards

8.     Volunteer Cleaners to appropriately remove rubbish to outside bin

Faulty electrics in mains power, electrical equipment, lighting

Main hall, kitchen, storage room, boiler room, lower and  upper Bakehouse

ü  Fixed installations installed and checked every five years by qualified electrician

ü  Auto trip sockets installed throughout

ü  Portable Appliance Testing (PAT) of all electrical equipment carried out annually by a qualified person

ü  Installation cabinets/boxes regularly checked & warning/usage notices available

1.     Hall Management Group to implement quarterly checks on fixed electrical installations, including smoke detectors, emergency lighting

2.     Quarterly checks on electrical sockets

3.     Annual  checks on Portable Appliances and electrical equipment

4.     Quarterly check on Installation cabinet (Electricity cupboard) and unit in Lower Bakehouse

1.     Checks by responsible persons

2.     Checks by responsible persons

3.     Hall users understand that they are responsible for the safe use of all electrical equipment

4.     Responsible persons

Leaks &/or explosions from oil fired boiler, gas cylinders used for occasional bar

Main hall, kitchen, storage room, boiler room, lower and upper Bakehouse

ü  Boiler isolated partially by partition wall & is asbestos clad. Fire door between boiler room & Bakehouse

ü  Occasional gas equipment (e.g. bar cooling systems) to be installed & used by professional suppliers only

1.     All users to ensure the Boiler room door is kept closed at all times

2.     All hirers are informed of this policy via the Hall ‘Terms of hire’.

1.     All users each time Hall is in use and the responsible person during regular checks

2.     All hirers & Booking Administrator

Fire as a result of poor extinguishing  of cigarettes, from candles or other naked flames

Main hall, kitchen

ü  A No Smoking policy exists for all areas inside the Hall

ü  No candles or pyrotechnic devices of any kind are allowed.

1.     All hirers are informed of this policy via the Hall ‘Terms  of hire’.

2.     All hirers are informed of this policy via the Hall ‘Terms  of hire’.

1.     All users & Booking Administrator.

2.     All users & Booking Administrator

Fire as a result of fireworks

Main hall

ü  Pyrotechnics are forbidden in the Hall

1.     All hirers are informed of this policy via the Hall ‘Terms  of hire’.

1.     All hirers & Management Committee

Arson

All areas

ü  The Hall is kept locked at all times that it is not in use

ü  The Hirer shall be responsible for the appropriate behaviour of those attending any functions they organise

1.     All hirers are asked to ensure the security of the Hall during its use and afterwards

2.     All hirers are informed of this requirement via the Hall ‘Terms  of hire’.

1.     All hirers, Cleaner & Management Committee

2.     All users of the Hall

Fire resulting from combustible materials

All areas

ü  No combustible  cleaning materials stored on site e.g. white spirit.

1.     Inform cleaning volunteers

1.     Responsible person

Issue

Deficiency

Proposed action

Timescale

Person responsible

Achieved

Location of firefighting equipment

Further update needed in light of new NEST detectors

Create up to date master plan

10/02/2025

DG

Signage

Additional signage needed

Order required signage  re doors  to be kept closed plus ‘No Smoking’ signs in toilets and install

06/02/2025

KQ

Housekeeping/flammable material

Materials that could burn in a fire need to either be disposed of or, where feasible, be better stored.

Identify key issues such as empty cardboard boxes, loose papers, wooden items, cloths and either store more appropriately or dispose of. Key areas are Boiler Room plus storage room, Upper Bakehouse, Mezzanine floor and below stage.

28/02/2025

LB/KQ/DG

Ongoing

Housekeeping/flammable materials

White drapes behind stage are flammable

Replace with fire retardant material and fit to back of stage.

28/02/2025

RT

Security/risk of arson

Front door

Lock is 5 lever but old and offers single locking point to left hand door. Consider options to improve security including improving lock(s), installing camera &/or alarm.

31/03/2025

KQ/PN/DG

Information to user groups

Need to clarify key risks, sensible actions in event of fire

Produce simple notes for kitchen, mezzanine floor and Upper Bakehouse for hire leaders that act as alerts of potential risk, and action to take in event of fire. Include need to keep doors on both stairs closed

23/01/2025

KQ

YES – produced

Kitchen

Storage of flammable material

Store tissues and other flammable materials in a suitable container.

28/02/2025

LB

Ongoing

Mezzanine floor/housekeeping

Ensure entrance/exit route is clear of trip hazards.

Reduce clutter by storing materials on shelving whenever possible or dispose of.

Flammable materials such as paper, sheets etc must be stored in boxes with lids.

Paints must be securely sealed and stacked together.

No white spirit or similar flammable liquids to be stored in Hall

Minimise risk by individuals not remaining in area for longer than needed – access needed by cleaners and activity leaders.

31/03/2025

LB/KQ/DG

Ongoing

Area beneath stairs to mezzanine accessed from ‘Chair’ cupboard

Remove unwanted items near stopcock/immersion tank

Dispose of unwanted materials

31/03/2025

KQ