Maple Hall General Risk Assessment.xlsx

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1	Maple Hall General Risk Assessment
2		Updated 25/03/21	Reviewed by Bradley Harrington
3	Note. While they are to be provided with a copy of this assessment contractors are (other than where shown) and hall hirers activities are excluded from items generally as they are required to carry out their own risk assessments.	The H&S coordinator to review every three months and update this document as required. The H&S coordinator will maintain a H&S file and update all documents therein as required.	The Chairman will ask for confirmation that this is done every three months.to ensure this occurs. to maintain list (to include hall users (principal) staff, Committee and volunteers etc.	Volunteers includes any Committee members / trustees. Contractors includes Cleaner / Caretaker / caretaker.
4	Hazards	Who might be harmed by the identified hazard.	Initial action	Secondary action	Action by who	Additional action which may be required
5	Failures to communicate this assessment	All volunteers, contractors, hall hirers and users	This document will be made available on the website (and in H&S file) and drawn to the attention of all committee members, staff, volunteers, contractors and hall hirers. They will be instructed to refresh their appreciation of the assessment periodically and at least every three months to ensure that they are abreast of any revisions.	A link to be included in the Committee / trustee, hire agreement and staff, volunteer welcome pack email.	Users: The booking secretary will ensure this is included in the hire agreement. The booking secretary or Cleaner / Caretaker / caretaker will give all new hall hirers an induction to show them the basics of the hall. Locations of equipment, exits etc. Everyone else: Will be advised by the Secretary when packs are sent out initially and will be required to refresh their knowledge of these provisions and check for updates regulary.	Any urgent or especially important changes will be advised immediately to all committee members, staff, volunteers, contractors and hall hirers and users by the H&S coordinator. Three monthly review changes will be notified to the webmaster by the H&S coordinator for updating on the website. If a new link is required the webmaster will advise all committee members, staff, volunteers, contractors and hall hirers.
6	Slips, trips and falls Eg uneven surface of car park, Cleaning floors etc.	All volunteers, contractors, hall hirers and users	Car park surface maintained to be as even as possible. Although this is Brentwood Borough Council's responsibility we maintain some material on site to infill any pot hoiles we observe. Visitors with disabilities can park next to hall entrance. There is good lighting in the carpark and in the hall. No trailing leads etc.part of hire agreement. Cleaner / Caretaker visually checks floors when visiting. Polishes not to be used. Floor cleaning done in good time to dry before hall use. Spills and trips noted in hire agreement. General good housekeeping. There are no trailing leads or cables.. Areas kept clear (e.g. no boxes left in walkways). Spillages cleaned promptly, wet floor signs utilised. Floors maintained in good condition.	The hall will be visually inspected by the Cleaner / Caretaker / caretaker every time they visit.	Any defects to be advised to the Chairman, booking secretary and H&S coordinator who will agree action.
7	Work at height Eg changing light bulbs, cleaning windows, putting up decorations etc.	All volunteers, contractors, hall hirers and users	Appropriate commercial step ladder securely stored and available for use. Hall users know (through hire agreement) that they are responsible for using the stepladder safely only to set up displays etc. to wall plate (roof meets wall) level. Hall committee members and Cleaner / Caretaker know how to use the stepladder safely. HSE guidance on safe use of stepladders is attached to this document and in the hire agreement. Working at height (other than by contractors) is only permitted for short duration simple words like light bulb changes, smoke alarm testing and battery replacement, dusting. Such activities not to be carried out alone.		Booking secretary for hires, Secretary for trustees, members and staff. Anyone who engages a contractor to send contractor form.
8	Work at height (Internal)	All volunteers, contractors, hall hirers and users	Roof voids and anything above wall plate level is out of bounds except to contractors or authorised volunteers.	Volunteers will be trained and approved if they are to work at height	The H&S Coordinator
9	Work at height (External)	All volunteers, contractors, hall hirers and users	Anything above wall plate level is out of bounds except to contractors.		The H&S Coordinator
10	Finger traps (Doors etc.)	Principaly children and vulnerable users	Children are not allowed to be unaccompanied in the hall and vulnerable users will be accompanied when required. This is part of our hire agreement.
11	Asbestos Hall	Staff, and others, carrying out normal activities at very low risk. Contractors may be at higher risk! Asbestos only poses a risk if fibres are released into air and inhaled. No disturbance of the fabric of the building should occur in normal use.Maintenance workers are most at risk.	All staff and volunteers will be advised via access to this document. Visitors are not expected to disturb the building. Users shall be instructed to do nothing to disturb the fabric of the building. Contractors are advised by our contractors notice that the garage roof is asbestos and that nothing else in the building should be disturbed unless tested before works commence.	Monitor	Cleaner / Caretaker and H&S coordinator	Secretary to request asbestos survey from BBC
12	Asbestos Garage	All volunteers, contractors, hall hirers and users.	Moving materials in and out of the garage is generally only soft mats - unlikely to damage the roof.	Mark the garage internally and externally with notices to identify the hazard. Advise users of the garage of the hazard	Paul Emanuel marked. Bookings secretary to advise.	Cleaner / Caretaker to check makings remain in place and no damage occurs.
13	Maintenance and repair work DIY	All volunteers, contractors, hall hirers and users.	Only minor repairs undertaken (refixing, touching up decorations etc.) excludes all works in relation to electrical gas or water unless agreed by the chairman and/or H&S coordinator.	Any more complex tasks to be separately assessed before being carried out.	The H&S Coordinator	Ensure all committee members, staff & volunteers are familiar with SAFE USE OF STEP LADDERS
14	Maintenance and repair. Minor work involving Contractors	All volunteers, contractors, hall hirers and users.	Only by experienced insured contractors are to be engaged. Contractors are responsible for their own health and safety and apart from identifying any aspects of the hall that might present risks unique to the Maple Hall this assessment is not designed for use by them. Contractors must carry out their own assessments and produce their own method statements etc.	Provide contractor access to H&S file.	Anyone who engages a contractor to send contractor H&S file form. H&S coordinator to maintain H&S file.
15	Alteration Maintenance and repair work involving Contractors	All volunteers, contractors, hall hirers and users.	The Trustees are not competent to carry out their role as Clients to comply with CDM regulations other than to seek professional advice and appoint a suitably qualified person or organisation to fulfil that role.	Provide contractor access to H&S file.	Anyone who engages a contractor to send contractor H&S file form. H&S coordinator to maintain H&S file.	The H&S coordinator will liaise with the contractor(s) to ensure the Charities CDM compliance.
16	Maintenance and repair work generally	All volunteers, contractors, hall hirers and users.	Monitoring and reporting defects to chairman (as mentioned in this assessment - various items) All Volunteers will observe the hall and advise the chair booking secretary and H&S coordinator who will agree action.	If immediate action is required the Volunteers may do if suitably competent. If in doubt contact the H&S coordinator and if that is not possible mark hazard or close the area off.	Any defects to be advised by whoever observes them to the Chairman, booking secretary and H&S coordinator who will agree action.	If a dangerous situation arises and it cannot be rectified before next use the booking secretary to contact hireer and advise hall closed. Booking secretary to affix sign to front door and secondary lock if can't contact!
17	Storage	All volunteers, contractors, hall hirers and users.
18	Cleaning and maintenance of the Hall by the hall Cleaner / Caretaker / caretaker	All volunteers, contractors, hall hirers and users and particularly the Cleaner / Caretaker / caretaker themselves.	The Cleaner / Caretaker will be fully experienced and competent and, if not a contractor, will be competent in understanding and minimising the risks involved in their work, for both themselves and all hall users.	https://www.hsstraining.com/course/health-safety-for-Cleaner / Caretakers-e-learning/	The Cleaner / Caretaker will be able to identify, assess and respond to the risks involved in their work and will understand: Why Cleaner / Caretakers are at risk, how to know if there is a problem and what to do if symptoms occur Understand what a risk assessment is and the responsibilities involved Safety and PAT testing Recognising Risks Understand and know how to assess and minimise and the risks involved with manual handling, slips, trips and falls and working at height. Understand COSHH, occupational dermatitis. Understand manual handling and know how to assess and minimise and the risks of injuries to the back and upper limbs and how to safely move and store equipment etc. Understand the safe use of cleaning equipment, cleaning agents, warning signs and safety data sheets, PPE and electrical equipment
19	Manual handling	All volunteers, contractors, hall hirers and users	Only light items used in hall. All lifting and moving can be hazardous if done without care! Anything heavier than 5Kg should be considered a hazard and thought given to lifting and moving it safely. If over 10Kg consider getting help. If 20Kg or over do not move on your own. Ditto or awkward / bulky - like the hall fold up tables. Move chairs no more than a couple at a time. Two people only with steps.	See HS&E guidance Read this if heavy item to be moved.	Clear tables and chairs away before running physical activities such as sports. Ensure all centre user group leaders know how to stack tables and chairs correctly. Put up signs explaining how to stack them correctly.
20	Chemicals	All volunteers, contractors, hall hirers and users	All hazardous chemicals locked in marked cupboard. Only chemicals used are for cleaning (except maintenance - see separate item) Cleaner / Caretaker has PPE (appropriate gloves, goggles / visor, mask, coveralls, footwear) and will obtain COSHH for all products used if not normal domestic.Take extra care in less well ventilated areas.	We do not provide or allow access to any chemicals for use by other than the Cleaner / Caretaker. The only exception is normal household products for use by trustees / members.
21	Overcrowding	All volunteers, contractors, hall hirers and users	The hire agreement sets out maximum numbers	None unless we become aware that the agreement is being broken. Initially check new hires to ensure they are complying. Always check on one off hires for parties, weddings etc.	Booking Secretary
22	Kitchen (and washrooms) general hazards. i.e. Hot water, cleanliness, sharp objects, Storage).	All volunteers, contractors, hall hirers and users	Fixed self filling water boiler. Hot water stickers on all outlets. Adults only in the kitchen. Hirers responsible for cleaning but Cleaner / Caretaker will also ensure clean and sanitised before hire.	Deep clean periodically.	Cleaner / Caretaker
23	General monitoring of building, services, equipment, appliances etc and external areas	All volunteers, contractors, hall hirers and users	The Cleaner / Caretaker and Volunteers will monitoring the hall and surrounds by the Cleaner / Caretaker for deterioration or the development of a hazard. Monitor, as far as practical, the Hall activities to ensure compliance with rules, assessments etc.	Any defects to be advised by whoever observes them to the Chairman, booking secretary and H&S coordinator who will agree action.	Chairman, booking secretary and H&S coordinator who will agree action.
24	Fire	All volunteers, contractors, hall hirers and users	Visually check all extinguishers and signs in place and undamaged. Check fire exits clear and functional. Test smoke detectors. Report any defects to the chairman	Any defects to be advised by whoever observes them to the Chairman, booking secretary and H&S coordinator who will agree action.	Cleaner / Caretaker & H&S coordinator	See separate risk assessment
25	Electrical	All volunteers, contractors, hall hirers and users	Visually check all electrical outlets and switches, lights etc. Report any defects to the chairman, No attempt shall be made by any parties to carry out a repair unless instructed by the chairman	Any defects to be advised by whoever observes them to the Chairman, booking secretary and H&S coordinator who will agree action.	Cleaner / Caretaker & H&S coordinator	The electrical installation will be tested and certified every 5 years by a suitably qualified person. All portable appliances will be tested and certified annually by a suitably quilifed person who, at that time, will carry out an iterim inspection of the electrical installation. Any safety realated defects will be rectified or made safe immedaiatly or before the hall is next used. If this is impossible the area concered will be closed off or the hall closed if need be. Reccomendatios that are not immeditly safety realted will be undertaken as soon as pratical.
26	Covid 19	All volunteers, contractors, hall hirers and users	Regular Zoono treatment, cleansing, signage etc,		Cleaner / Caretaker & H&S coordinator	See separate risk assessment
27	Legionella	All volunteers, contractors, hall hirers and users	Regular checks. Flushing if hall unused for more than a week.		Cleaner / Caretaker & H&S coordinator	See separate risk assessment
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29	Locations:
30	The fuse box is in the ladies WC.
31	The stop cock is at low level behind the labeled tile to the Male WC.
32	The boiler is in the cleaners store to the rear.
33	The gas meter is on the right hand side of the front elevation.
34	Lofts / roof voids are not to be accessed by hall hirers or volunteers.
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