Covid-19. Policies & Procedures.
(Version 1 - 4 Sept 2020)
1. Introduction.
1.1 This document is to be read and actioned in conjunction with the Marden House Policies and Procedures document already in existence and which can be seen both on our website and on the Notice Board inside the foyer of Marden House.
1.2 These policies and procedures will apply to internal and external areas of Marden House.
2. Primacy.
All the policies written herein are in addition to those set out by Her Majesty’s Government (HMG) whose guidelines have primacy over what is reproduced here.
3. Duration.
These COVID-19 policies and procedures will endure as long as the UK is deemed to be under infection. These policies and procedures will cease to apply as and when HMG declares the UK is no longer under threat from infection; at that point these will cease to have effect.
4. Areas of responsibility.
There are three areas of responsibility:
The Trustees.
The contracted cleaner employed by the Trustees to clean Marden House.
The ‘Responsible Person’ designated by the Users.
4.1 The Trustees.
4.1.1 The Trustees will have overall responsibility to ensure Marden House (MH) is a safe, clean and fit for purpose asset for those who will be using it.
4.1.2 They will attempt to achieve this goal via the following:
o Contract a cleaner/cleaners whose duties will include sanitising all areas under hire as soon as it is possible to do so after hirers have left the building.
o Installing hand sanitising equipment at the strategic points in the building – including inside the entrance foyer, outside the kitchen door, on the upright station inside the main hall, beside the doors leading into the toilets, by the door leading to the back storage area, at the top of the spiral staircase, on the landing on the first floor if that area has been or might have been accessed.
o A Covid 19 First Aid Box situated on the landing at the top of the staircase, and in an area the Trustees have designated as the Covid Safe-space for anyone falling unwell whilst using the premises, prior to leaving the premises.
o Ensuring there is an appropriate time space between hirers. This time space will track any changes made by HMG.
o Ensuring Users only use the space(s) for which they have booked and only use the equipment they have booked. See also Appendix 1 conditions.
o The Trustees ensure areas of MH not in use or not being hired are clearly indicated by tape and signage
o Ensuring the Users are aware of their responsibilities by providing them with the Special Conditions of Hire document – Appendix 1.
o The Trustees will issue the ‘Responsible Person’ with a form to complete regarding contact details of all those attending the function in order to track and trace if necessary.
4.2 The contracted cleaner employed by the Trustees to clean Marden House.
4.2.1 Those tasked with cleaning MH will be given detailed instructions as to the methods to be employed in cleaning spaces, fixtures and fittings and equipment used by hirers.
4.2.2 She will be provided with PPE and the appropriate cleaning materials with which to carry out the duties
4.3 The ‘Responsible Person’ designated by the Users.
4.3.1 The Users of MH will be required to understand their responsibilities towards not only their members, but also to MH and its safe environment. This aim will be achieved by the following:
o Taking note of the Special Conditions of Hire – Appendix 1, the “Help Keep This Hall Secure” poster at Appendix 2 and the First Aid Box details at Appendix 3
o Users must ensure no person with any Coronavirus symptoms is allowed to enter Marden House.
o Users will ask their attendees to wear masks if it appropriate to do so and in accordance with any Government guidelines.
o Users will need to nominate a ‘Responsible Person’ whom the Trustees can use as a contact. This ‘Responsible Person’ must complete a form on which will all the names and contact details of those attending are entered, so MH can track and trace if required to do so.
o Users will only be permitted to use the rooms and facilities booked for their activity. This is to ensure these are cleaned and made safe after use. They will not have free roaming rights to other parts of the building.
o Users are asked to leave all equipment (eg chairs, tables) required for their activity in situ when they leave the premises. This will enable the cleaner to clearly see what items require cleaning in addition to the other areas requiring cleaning.
5. Appendices
5.1 The Appendices give more in-depth information to implementation of the conditions outlined above. They must be read and adherence to their conditions forms part of these policies and procedures.
Appendix 1
THE MARDEN HOUSE CENTRE
Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for,
Marden House’s ordinary conditions of hire.
SC1:
You, the hirer, are responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitisers supplied when entering the hall and .using the facilities.
SC2:
You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.
SC3:
The hall will be cleaned before your arrive and you are requested to leave all equipment in situ when you leave the premises. Do not attempt to clean any equipment before you leave. Thank you.
SC4:
Please ensure 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 48 hours. You may be required to have your temperature taken as you enter the building; if it is recorded as high you will be asked to leave the premises immediately.
If users develop symptoms within 10 days of visiting the premises they MUST use the Test and Trace system to alert others with whom they have been in contact. They MUST get a COVIC-19 antigen test.
SC5:
Please ensure the premises are well ventilated throughout your hire, with windows and doors (except fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
SC6:
Please ensure that no more than the agreed number of people attend your activity/event, and that social distancing is maintained. You will ensure everyone attending maintains 2m social distancing while awaiting to enter the premises, and as far as possible observes the social distancing of 1m+ mitigating measures when using more confined areas (eg moving or stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure no more than 2 people use each suite of toilets at any one time.
SC7:
Please 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, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, or other confined areas without others being present. For some people, passing another person in a confined space is less risky, but for older people that should be avoided.
SC8:
Please position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face-to-face, and good ventilation. If tables are being used, you will place them so as to maintain social distancing across the table between people from different household groups who are face-to-face e.g. using a wide U-shape.
SC9:
You are required to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and trace if required. (People are not obliged to provide details).
SC10:
You are be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, and taking all rubbish away with you when you leave the premises.
SC11:
Please encourage users to bring their own drinks and food. Unless specifically booked, and then only under exceptional circumstances, will the kite available for use. Otherwise, the kitchen will be out of bounds to users.
SC12:
We will have the right to close the hall 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.
SC13
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 which is on the landing accessed via the main staircase in the entrance foyer. 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. Then inform the Trustees via Mr Graham Spencer using the phone on the wall in the foyer.
SC14:
For events with more than 30 people you will need to 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.
SC15:
In order to avoid risk of aerosol or droplet transmission, please 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. There is also the requirement for all who attend the hall to use masks unless they are unable to do so for medical reasons; this is in line with Government guidelines. See also SC17 below.
SC16:
Other special points as appropriate.
E.g. Where any form of 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:
Please ask those attending to bring their own equipment and not share it with other members. Please avoid using equipment, which is difficult to clean, as far as possible. Please ensure that any equipment you provide is cleaned before being brought into Marden House.
SC17:
You are advised all those attending your activity are 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. see also SC15 above
Appendix 2
THE MARDEN HOUSE CENTRE
HELP KEEP THIS HALL COVID-19 SECURE
1. You must not enter if you or anyone in your household has COVID-19 symptoms.
2. If you develop COVID-19 symptoms within 48 hours of visiting these premises alert NHS Test and Trace. Also, alert the organiser of the activity you attended. You must get a COVID-19 antigen test. The organiser of your event must then inform Graham Spencer, the booking Trustee.
3. Maintain 2 metres social distancing as far as possible: Wait behind the marked lines as you go through the entrance hall to your activity and observe the one-way system marked.
4. Use the hand sanitisers provided on entering the premises. Clean your hands often. Hand sanitisers and soap and paper towels are provided.
5. Avoid touching your face, nose, or eyes. Clean your hands if you do.
6. “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the rubbish bags provided. Then wash your hands.
7. Face coverings must be worn unless an exception applies for your activity.
8. Check the organisers of your activity have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived. Keep them clean. We do our best to clean all surfaces at the hall between each hire.
9. Take turns to use confined spaces such as corridors, and toilet areas. Standing or sitting next to someone is lower risk than opposite them. Briefly passing another person in a confined space is low risk.
10. Keep the hall well ventilated. Close doors and windows on leaving.
11. Wash your clothes when you get home to reduce risk of transmission.
If in any doubt on any issue raised above, or you have concerns about the Hall, please ring: Graham Spencer using the phone on the wall in the Hall foyer.
(Version 1 - 4 Sept 2020)
1. Introduction.
1.1 This document is to be read and actioned in conjunction with the Marden House Policies and Procedures document already in existence and which can be seen both on our website and on the Notice Board inside the foyer of Marden House.
1.2 These policies and procedures will apply to internal and external areas of Marden House.
2. Primacy.
All the policies written herein are in addition to those set out by Her Majesty’s Government (HMG) whose guidelines have primacy over what is reproduced here.
3. Duration.
These COVID-19 policies and procedures will endure as long as the UK is deemed to be under infection. These policies and procedures will cease to apply as and when HMG declares the UK is no longer under threat from infection; at that point these will cease to have effect.
4. Areas of responsibility.
There are three areas of responsibility:
The Trustees.
The contracted cleaner employed by the Trustees to clean Marden House.
The ‘Responsible Person’ designated by the Users.
4.1 The Trustees.
4.1.1 The Trustees will have overall responsibility to ensure Marden House (MH) is a safe, clean and fit for purpose asset for those who will be using it.
4.1.2 They will attempt to achieve this goal via the following:
o Contract a cleaner/cleaners whose duties will include sanitising all areas under hire as soon as it is possible to do so after hirers have left the building.
o Installing hand sanitising equipment at the strategic points in the building – including inside the entrance foyer, outside the kitchen door, on the upright station inside the main hall, beside the doors leading into the toilets, by the door leading to the back storage area, at the top of the spiral staircase, on the landing on the first floor if that area has been or might have been accessed.
o A Covid 19 First Aid Box situated on the landing at the top of the staircase, and in an area the Trustees have designated as the Covid Safe-space for anyone falling unwell whilst using the premises, prior to leaving the premises.
o Ensuring there is an appropriate time space between hirers. This time space will track any changes made by HMG.
o Ensuring Users only use the space(s) for which they have booked and only use the equipment they have booked. See also Appendix 1 conditions.
o The Trustees ensure areas of MH not in use or not being hired are clearly indicated by tape and signage
o Ensuring the Users are aware of their responsibilities by providing them with the Special Conditions of Hire document – Appendix 1.
o The Trustees will issue the ‘Responsible Person’ with a form to complete regarding contact details of all those attending the function in order to track and trace if necessary.
4.2 The contracted cleaner employed by the Trustees to clean Marden House.
4.2.1 Those tasked with cleaning MH will be given detailed instructions as to the methods to be employed in cleaning spaces, fixtures and fittings and equipment used by hirers.
4.2.2 She will be provided with PPE and the appropriate cleaning materials with which to carry out the duties
4.3 The ‘Responsible Person’ designated by the Users.
4.3.1 The Users of MH will be required to understand their responsibilities towards not only their members, but also to MH and its safe environment. This aim will be achieved by the following:
o Taking note of the Special Conditions of Hire – Appendix 1, the “Help Keep This Hall Secure” poster at Appendix 2 and the First Aid Box details at Appendix 3
o Users must ensure no person with any Coronavirus symptoms is allowed to enter Marden House.
o Users will ask their attendees to wear masks if it appropriate to do so and in accordance with any Government guidelines.
o Users will need to nominate a ‘Responsible Person’ whom the Trustees can use as a contact. This ‘Responsible Person’ must complete a form on which will all the names and contact details of those attending are entered, so MH can track and trace if required to do so.
o Users will only be permitted to use the rooms and facilities booked for their activity. This is to ensure these are cleaned and made safe after use. They will not have free roaming rights to other parts of the building.
o Users are asked to leave all equipment (eg chairs, tables) required for their activity in situ when they leave the premises. This will enable the cleaner to clearly see what items require cleaning in addition to the other areas requiring cleaning.
5. Appendices
5.1 The Appendices give more in-depth information to implementation of the conditions outlined above. They must be read and adherence to their conditions forms part of these policies and procedures.
Appendix 1
THE MARDEN HOUSE CENTRE
Special Conditions of Hire during COVID-19
Note: These conditions are supplemental to, not a replacement for,
Marden House’s ordinary conditions of hire.
SC1:
You, the hirer, are responsible for ensuring those attending your activity or event comply with the COVID-19 Secure Guidelines while entering and occupying the hall, as shown on the attached poster which is also displayed at the hall entrance, in particular using the hand sanitisers supplied when entering the hall and .using the facilities.
SC2:
You undertake to comply with the actions identified in the hall’s risk assessment, of which you have been provided with a copy.
SC3:
The hall will be cleaned before your arrive and you are requested to leave all equipment in situ when you leave the premises. Do not attempt to clean any equipment before you leave. Thank you.
SC4:
Please ensure 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 48 hours. You may be required to have your temperature taken as you enter the building; if it is recorded as high you will be asked to leave the premises immediately.
If users develop symptoms within 10 days of visiting the premises they MUST use the Test and Trace system to alert others with whom they have been in contact. They MUST get a COVIC-19 antigen test.
SC5:
Please ensure the premises are well ventilated throughout your hire, with windows and doors (except fire doors) open as far as convenient. You will be responsible for ensuring they are all securely closed on leaving.
SC6:
Please ensure that no more than the agreed number of people attend your activity/event, and that social distancing is maintained. You will ensure everyone attending maintains 2m social distancing while awaiting to enter the premises, and as far as possible observes the social distancing of 1m+ mitigating measures when using more confined areas (eg moving or stowing equipment, accessing toilets) which should be kept as brief as possible. You will make sure no more than 2 people use each suite of toilets at any one time.
SC7:
Please 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, including for example keeping a 2m distance around them when going in and out of rooms and ensuring they can access the toilets, or other confined areas without others being present. For some people, passing another person in a confined space is less risky, but for older people that should be avoided.
SC8:
Please position furniture or the arrangement of the room as far as possible to facilitate social distancing of 2m between individual people or groups of up to two households or 1m with mitigation measures such as: seating side by side, with at least one empty chair between each person or household group, rather than face-to-face, and good ventilation. If tables are being used, you will place them so as to maintain social distancing across the table between people from different household groups who are face-to-face e.g. using a wide U-shape.
SC9:
You are required to keep a record of the name and contact telephone number or email of all those who attend your event for a period of 3 weeks after the event and provide the record to NHS Track and trace if required. (People are not obliged to provide details).
SC10:
You are be responsible for the disposal of all rubbish created during your hire, including tissues and cleaning cloths, and taking all rubbish away with you when you leave the premises.
SC11:
Please encourage users to bring their own drinks and food. Unless specifically booked, and then only under exceptional circumstances, will the kite available for use. Otherwise, the kitchen will be out of bounds to users.
SC12:
We will have the right to close the hall 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.
SC13
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 which is on the landing accessed via the main staircase in the entrance foyer. 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. Then inform the Trustees via Mr Graham Spencer using the phone on the wall in the foyer.
SC14:
For events with more than 30 people you will need to 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.
SC15:
In order to avoid risk of aerosol or droplet transmission, please 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. There is also the requirement for all who attend the hall to use masks unless they are unable to do so for medical reasons; this is in line with Government guidelines. See also SC17 below.
SC16:
Other special points as appropriate.
E.g. Where any form of 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:
Please ask those attending to bring their own equipment and not share it with other members. Please avoid using equipment, which is difficult to clean, as far as possible. Please ensure that any equipment you provide is cleaned before being brought into Marden House.
SC17:
You are advised all those attending your activity are 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. see also SC15 above
Appendix 2
THE MARDEN HOUSE CENTRE
HELP KEEP THIS HALL COVID-19 SECURE
1. You must not enter if you or anyone in your household has COVID-19 symptoms.
2. If you develop COVID-19 symptoms within 48 hours of visiting these premises alert NHS Test and Trace. Also, alert the organiser of the activity you attended. You must get a COVID-19 antigen test. The organiser of your event must then inform Graham Spencer, the booking Trustee.
3. Maintain 2 metres social distancing as far as possible: Wait behind the marked lines as you go through the entrance hall to your activity and observe the one-way system marked.
4. Use the hand sanitisers provided on entering the premises. Clean your hands often. Hand sanitisers and soap and paper towels are provided.
5. Avoid touching your face, nose, or eyes. Clean your hands if you do.
6. “Catch it, Bin it, Kill it”. Tissues should be disposed of into one of the rubbish bags provided. Then wash your hands.
7. Face coverings must be worn unless an exception applies for your activity.
8. Check the organisers of your activity have cleaned door handles, tables, other equipment, sinks and surfaces before you arrived. Keep them clean. We do our best to clean all surfaces at the hall between each hire.
9. Take turns to use confined spaces such as corridors, and toilet areas. Standing or sitting next to someone is lower risk than opposite them. Briefly passing another person in a confined space is low risk.
10. Keep the hall well ventilated. Close doors and windows on leaving.
11. Wash your clothes when you get home to reduce risk of transmission.
If in any doubt on any issue raised above, or you have concerns about the Hall, please ring: Graham Spencer using the phone on the wall in the Hall foyer.