Fire safety risk assessment HARTINGTON VILLAGE HALL Jan 2024



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




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 15th/16th January 2024



What might start a fire?
What might burn? Where?
How could a fire start?           (SEE HAZARD TABLE BELOW)



Everyone is potentially at risk


Local activity leaders
Local members of routine, frequent activities
External hirers : leaders

External users

Children (U18s)

Elderly with infirmities

Individuals with mobility issues

Vulnerable adults and children



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.




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.

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.

The oil boiler and associated heating system was installed on 11/11/2021. The oil storage tank was replaced at that point by a Tuffa

bunded and fire resistant oil storage tank. The boiler is serviced annually – most recently on 22/11/2023. Next service is due

November 2024.

There is a portable electrical fan heater in the Upper Bakehouse and was purchased in 2021. It is PAT tested. A further small fan heater

is stored in the storage area adjacent to the boiler room.

There are four wall mounted radiant electrical heaters in the Main Hall. They are only used in emergencies if the oil boiler breaks down.

There are two ceiling mounted radiant electrical heaters in the Upper Bakehouse. Again only used in emergencies. They are only used in emergencies.

There is a fan assisted electric  oven installed in July 2023 in the kitchen.

There is a freestanding single ring induction hob also in the kitchen plus a microwave.

Cooking is rarely undertaken but when required a lead hirer is briefed on the operation.
HYPAC has an annual BBQ which involves a portable barbeque located on the green space outside at the rear of the Hall.

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.



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.



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.


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. Coverage is considered adequate. 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 17/03/2023. The next service should be in March 2024.
EMERGENCY ESCAPE LIGHTING Emergency escape lighting is serviced annually, most recently being in  October 2023. The next service should be in October 2024. The provision (listed on the certificate) is considered adequate.
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.

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.



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


·       Chairs

·       Curtains

·       Carpets

Oil Tank and Boiler:


  • Christmas decorations
  • Party decorations


  • Microwave
  • Oven
  • Induction Hob
  • BBQ (only for outside use)

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
Stage lighting systems:


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

Candles/other naked flames:


Gas cylinders:

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





APPENDIX 2: Hazard identification and Control and Check Measures

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


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 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







ACTION PLAN: January 2024

Issue Deficiency Proposed action Timescale Person responsible Achieved
Location of firefighting equipment Update needed Create up to date master plan 31/01/2024 DG YES
Check all smoke alarms Check dates/batteries/operation Physically check all smoke alarms plus possible CO alarm. Replace all batteries 22/01/2024 KQ/DG YES
Signage Additional signage needed Order required signage and install 06/02/2024 KQ
Chairs in Upper Bakehouse/flammable material Unlikely to be flame resistant. Some damaged. Order replacement chairs 31/03/2024 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. 28/02/2024 LB plus volunteers In hand
Housekeeping/flammable materials White drapes behind stage are flammable Replace with fire retardant material and fit to back of stage. 28/02/2024 RT In Hand
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. 31/03/2024 KQ/PN/DG
Escape Route Rear fire exit- after excessive wet weather timber has warped. Investigate potential remedial action including replacing doors. 26/01/2024 KQ/contractor YES – option chosen
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 06/02/2024 KQ/DG/LB YES – produced
Kitchen cooking equipment Only single induction hob Purchase double induction hob (avoids risk of hirer using own gas appliance) 31/03/2024 KQ/JG Have two separate induction hobs.
Kitchen Storage of flammable material Store tissues and other flammable materials in a suitable container. 28/02/2024 LB
Electrical cupboard Storage of flammable materials Dispose of two gas cylinders (property of Legion?) and reduce clutter to reduce trip hazard 28/02/2024 LB
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.

31/03/2024 LB/KQ/DG In hand
Area beneath stairs to mezzanine accessed from ‘Chair’ cupboard Remove unwanted items near stopcock/immersion tank Dispose of unwanted materials 31/03/2024 KQ/DG




Village Hall Secretary:  TEL: 07900 054802

Fire Risk Assessment ratified:  March 2024

Hartington Village Hall is insured with Covea Insurance plc (Brokers are Norris & Fisher)

Policy Number: CARV15009382



Norris & Fisher,

Threefield House,

Threefield Lane

Southampton SO14 3LP

Tel: 023 8026 9009


Policy: Insure Your Village Hall.          Renewal date: 15th November annually.

Covéa Insurance plc. Registered in England and Wales No. 613259. Registered office: Norman Place, Reading, Berkshire. RG1 8DA.