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)

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 annually PAT tested with the most recent assessment being on 12/01/2024. Next test 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.

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. From Jan 2024 the use of hand towels will be no longer the norm with new fan hand driers in the three toilets replacing the use of hand towels, the main source of paper waste.

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 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.

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.

Quarterly testing of smoke alarms and emergency lighting.

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

Smoking and Pyrotechnics

• Cigarettes & materials used to light these
• Fireworks

Upholstery

·       Chairs

·       Curtains

·       Carpets

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

Packaging and waste materials

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

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

Gas cylinders:

• Occasional bar for events

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

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

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

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

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

ü  No candles 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

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

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.