SPECIAL CONDITIONS OF HIRE - COVID 19
These conditions are supplemental to, not a replacement for, the Golf Road Centre’s ordinary conditions of hire.
SC1: You the hirer, will be responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the halls, training room or offices as shown on the poster which is also displayed in the foyer, in particular using the hand sanitiser supplied when entering the building and after using tissues.
SC2: You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided a copy.
SC3: EITHER: You will be responsible for cleaning door handles, light switches, window catches, equipment, and all other surfaces likely to be used during your period of hire BEFORE other members of your group or organisation arrive.
OR: The hall will be cleaned before you arrive, and you will be responsible for cleaning all regularly used surfaces during your period of hire.
Please take care cleaning electrical equipment. Use cloths – do not spray!
SC4: You will make sure that everyone likely to attend your activity or event understands that they must not do so if they, or anyone in their household, has had COVID-19 symptoms in the last 7 days, and that if they develop symptoms within 7 days of visiting Golf Road Centre, they MUST use the Test, Track and Trace system to alert others with whom they have been in contact. You MUST also inform the Centre Manager, Konrad, by telephone 01304 239199 or emailing at firstname.lastname@example.org
SC5: You will keep the premises well ventilated throughout your hire, with windows and doors open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
SC 6: You will ensure that no more than the maximum allowed in each space is allowed to attend your activity/event, in order that social distancing can be maintained. You will ensure that people attending do so in groups of no more than 6 (unless they are a “qualifying group”) and that such groups do not mingle. You will ensure social distancing of 2m between individuals or groups is maintained by everyone attending as far as possible and 3m for exercise groups, including while waiting to enter the premises, that they observe the one-way system within the premises, and as far as possible observe social distancing of 1 m plus mitigation measures when using more confined areas (e.g. moving along the corridor, accessing toilets etc.) which should be kept as brief as possible.
SC7: 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. For some people, passing another person in a confined space is less risky, but for older people that should be avoided.
SC8: You will position furniture or the arrangement of the room as far as possible to facilitate people seating side by side, with a least one empty chair (or chair sized space) between each person, rather than face to face. If tables are being used, you will place them to maintain a suitable social distance.
SC 9: Either: You MUST register for an official NHS QR code and display a NHS QR poster at the entrance to the hall before the start of your hire and 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, with the number of people in that group who cannot be more than 6) who do not use the NHS QR code. This record MUST be kept for a period of 3 weeks after the event and provided to NHS Track and trace if required, in accordance with The Health Protection (Coronavirus, Collection of Contact Details etc and Related Requirements) Regulations 2020.
Or: 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 entrance 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.
SC10: You will be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, in the rubbish bins provided.
SC11: We will have the right to close the Community Centre 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 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 for this hire.
SC12: In the event of someone becoming unwell with suspected COVID-19 symptoms while at the hall you should remove them to the designated safe area (the foyer). Provide tissues and a bin or plastic bag, and a bowl of warm soapy water for hand washing. 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 and social distancing precautions, and advise them to launder their clothes when they arrive home. Inform the Golf Road Manager on 03104 239199 or email@example.com.
SC13: For events with more than 30 people (when allowed) you will take additional steps to ensure the safety of the public in relation to COVID-19 and prevent large gatherings or mass events from taking place, 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.
SC14: In order to avoid risk of aerosol or droplet transmission you must take steps to avoid people needing to unduly raise their voices to each other, e.g. refrain from playing music or broadcasts at a volume which makes normal conversation difficult.
SC15: Other special points as appropriate. E.g. Where a sports, exercise or performing arts activity takes place: [You will organise your activity in accordance with guidance issued by the relevant governing body for your sport or activity]. E.g. Where a group uses their own equipment: [You will ask those attending to bring their own equipment and not share it with other members] or [You will avoid using equipment, which is difficult to clean, as far as possible. You will ensure that any equipment you provide is cleaned before use and before being stored in the hall].
SC 16: You will encourage all those attending your activity to wear a face covering unless an exemption or other government guidance applies to the activity. A face covering is not required when people are eating or drinking but they should be seated.
HELP KEEP THIS COMMUNITY CENTRE COVID-19 SECURE
COVID-19 RISK ASSESSMENT FOR REOPENING THE GOLF ROAD CENTRE UPDATED SEPTEMBER 2020
A key part of the risk assessment will be identifying “pinch points” where people cannot maintain social distance. Transient passing at a closer distance is less of a risk than remaining in a more confined space so, for example, a narrow corridor is less of a risk than a galley style kitchenette or a toilet area with limited circulation space between cubicles, basins and door, where people remain for longer. For areas which present a problem people may need to be asked to arrange a waiting system or adjust signage e.g. engaged/vacant.
The potential mitigations are as follows: some are a must (red), some are recommended (orange) and some should be considered (green).
RISK ASSESSMENT FOR THE REOPENING OF THE GOLF ROAD COMMUNITY CENTRE
Cleanliness of hall and equipment, especially after other hires.
Other hirers or hall cleaner have not cleaned hall or equipment used to standard required. Our group leaves hall or equipment without cleaning.
Centre manager to check that the hall is cleaned and to make sure often used surfaces are cleaned before, during and after hire e.g. tables, sinks, door, and toilet handles. Reception staff to help manage this. Allow a longer time between hire for cleaning.
Hirers to bring their own equipment where possible.
Managing Social distancing and especially people attending who may be vulnerable.
People do not maintain social distancing
Space behind reception not suitable for two members of staff.
Advise group they must comply with social distancing as far as possible and use a one-way system throughout the centre.
Create a second reception desk area if necessary.
Adopt planned layout.
Limit number using toilets. Use just the disabled toilet to stop more than one person being in the toilets at once. Tape off gents’ and ladies’ toilets.
Limit the use of the side kitchen in big hall.
Transmission to other members of the group (hirers, volunteers, staff).
Catch It, Bin It, Kill It. Encourage people to avoid touching mouth, eyes, and nose. Provide tissues and ask for them to be disposed in bins provided, then wash or sanitise hands.
Possibly use the side kitchen for extra hand washing space. Supply hand sanitiser and wipes for around the centre.
Purchase sneeze screen for reception.
Transmission to other members of the group (hirers, volunteers, staff). Transmission via surfaces in the centre.
Advise all groups, volunteers, and staff to regularly wash hands using soap. Provide paper towels. Turn off air hand dryer as this increases moisture particulates in the air.
Someone falls ill with COVID19 symptoms
Transmission to other members of group, volunteers or staff and premises
Move person to safe area, obtain contacts, inform manager.
Safe area is in the Foyer.
All the above must abide by current UK law. Social distancing and other measures to be altered in line with government guidelines only where it is deemed safe.
Area or People at Risk
Actions to take to mitigate risk
Staff, contractors and volunteers and centre users – Identify what work activity or situations might cause transmission of the virus and likelihood staff could be exposed
Cleaning surfaces infected by people carrying the virus.
Disposing of rubbish containing tissues and cleaning cloths.
Deep cleaning premises if someone falls ill with CV-19 on the premises.
Occasional Maintenance workers.
Stay at home guidance if unwell at entrance and in corridors. Staff/volunteers provided with protective overalls and plastic or rubber gloves. Contractors provide their own.
Contracted cleaners should be asked to do deep cleaning so that only staff with correct Personal Protective Equipment will be asked to complete this task.
Staff/volunteers may need guidance as to cleaning. For example, cloths should be used on light switches and electrical appliances rather than spray disinfectants, rubberised and glued surfaces can become damaged by use of spray disinfectant too frequently.
Staff, contractors and volunteers and centre users – think about who could be at risk and likelihood staff/volunteers could be exposed.
Staff/volunteers who are either extremely vulnerable or over 70.
Staff or volunteers carrying out cleaning, caretaking or some internal maintenance tasks could be exposed if a person carrying the virus has entered the premises or falls ill.
Mental stress from handling the new situation.
Staff in the vulnerable category are advised not to attend work for the time being.
Discuss situation with staff/volunteers over 70 to identify whether provision of protective clothing and cleaning surfaces before they work is sufficient to mitigate their risks, or whether they should cease such work for the time being.
Provide screen for any reception area(s).
Talk with staff, trustees and volunteers regularly to see if arrangements are working.
Staff and volunteers will need to be warned immediately if someone is tested positive for COVID-19 who has been on the premises.
Details of a person’s medical condition must be kept confidential, unless the employee/volunteer agrees it can be shared.
It is important people know they can raise concerns.
Car Park/paths/patio/exterior areas
Social distancing is not observed as people congregate before entering premises.
Parking area is too congested to allow social distancing.
People drop tissues.
Mark out waiting area outside all entrances with tape to encourage care when queueing to enter.
Cleaner asked to check area outside doors for rubbish which might be contaminated, e.g. tissues - wear plastic gloves and remove.
Transitory lapses in social distancing in outside areas are less risky, the main risk is likely to be where people congregate or for vulnerable people.
Ordinary litter collection arrangements can remain in place. Provide plastic gloves.
Possible “pinch points” and busy areas where risk is social distancing is not observed in a confined area.
Door handles, light switches in frequent use.
Identify “pinch points” and busy areas. Consider marking out suitable spacing in entrance area. Create one- way system and provide signage.
Door handles and light switches to be cleaned regularly.
Hand sanitiser to be provided by hall.
Hand sanitiser needs to be checked daily.
Provide more bins, in entrance hall, each meeting room and café area. Empty regularly.
Space behind reception too small for two volunteers under current guidelines.
Reception entrance flap should be kept down to discourage people walking behind receptionist.
All reception equipment (laptop, pens, phone) to be cleaned regularly. Hand sanitisers to be provided.
Install sneeze shield on desk and to the side of the reception desk.
Possibly set up a second desk with sneeze guard.
Door handles, light switches, window catches, tables, chair backs and arms.
Soft furnishings which cannot be readily cleaned between use.
Projection equipment. Screen. Window curtains or blinds
Commemorative photos, displays.
Social distancing to be observed
Door handles, light switches, window catches, tables, chairs, and other equipment used to be cleaned by hirers before use or by hall cleaning staff.
Social distancing guidance to be observed by hirers in arranging their activities.
Hirers to be encouraged to wash hands regularly.
Cushioned chairs with arms are important for older, infirm people. Avoid anyone else touching them unless wearing
Consider removing window curtains and any other items which are more difficult to clean and likely to be touched by the public.
Provide hand sanitiser.
Small meeting rooms and offices
Social distancing more difficult in smaller areas
Door and window handles Light switches
Tables, chair backs and arms. Copier, laminator, shredder. Floors with carpet tiles less easily cleaned.
Recommend hirers hire larger meeting spaces and avoid use of small rooms, other than as offices.
Surfaces and equipment to be cleaned by hirers before and after use or by hall cleaner.
Wipe shared copier etc.
Consider closing, only hiring when main hall is not in use or as possible overflow for activities when more attend than expected.
Virus may remain on fabric. Cannot readily be cleaned between use. Frequent cleaning would damage fabric. Metal parts can be cleaned and are more likely to be touched when moving them, i.e. more frequently
Cushioned chairs are reserved only for those who need them by reason of infirmity and who have been socially isolating themselves. Avoid anyone else touching them unless wearing plastic gloves. Clean metal/plastic parts regularly touched. Rotate use of upholstered chairs. Ask those moving them to wear plastic gloves.
Consider purchasing plastic wipe clean chairs.
Social distancing more difficult. Door and window handles. Light switches.
Working surfaces, sinks. Cupboard/drawer handles. Fridge/freezer. Crockery/cutlery.
Kettle/hot water boiler.
And any other kitchen equipment.
East Kent College are asked to control numbers using kitchen to ensure social distancing. EKC to manage cleaning in the kitchen.
Cleaning materials to be made available in clearly identified location, e.g. a box on one of the kitchen surfaces, regularly checked and re-stocked, as necessary.
Store cupboards (cleaner etc)
Social distancing not possible. Door handles, light switch
Public access not to be required. Checks must be made on the frequency of cleaning the cleaner’s cupboard as it is a shared space with East Kent College
Storage Rooms (furniture/equipment)
Social distancing more difficult Door handles in use.
Equipment needing to be moved not normally in use
Hirer to clean equipment required before use. Hirer to control accessing and stowing equipment to encourage social distancing.
Consider whether re- arrangement or additional trolleys will facilitate social distancing.
Social distancing difficult. Surfaces in frequent use = door handles, light switches, basins, toilet handles, seats etc.
Baby changing and vanity surfaces, mirrors.
Signage about wiping surfaces before use.
Signage and posters to encourage 20 second hand washing.
Ensure soap, paper towels, tissues and toilet paper are regularly replenished, and hirer knows where to ask for re-stocking if needed.
Turn off air hand dryer as this encourages water droplets in the air.
Door handle, light switch Social distancing not possible
Public access not necessary.
Manager to decide frequency of cleaning.
Unused spaces getting limited ventilation. Ventilation problems when people are in building when doors and windows are closed.
Front doors and back doors open when necessary.
Windows in halls, training room and offices to be kept open.
Gaps between bookings to allow for reventilating a space.
The front and back door is to be open if possible just before a new group arrives. This allows for both the ventilation of the spaces plus limits the use of the push buttons and door handles.
Risk Assessment for use of main entrance foyer
Area or People at Risk
Actions to take to mitigate risk
Staff, contractors, volunteers, members of the public.
Foyer being used during the hours that Covid-19 suspected patients are being assessed by staff at the GP Surgery. Active times: between 4.30 and 5.30 (some weekdays).
Lock both front doors. Signpost community centre clients to use the back entrance between 4.00 and 6.00.
The extra time is to ensure patients that arrive early cannot enter the building without supervision and for the surgery staff to clean the foyer after the last patient has left.