potterne village hall

potterne village hall
“EXAMPLE”
NAME Community Hall
Charity Number: 123456
ADDRESS
CONSTITUTION,
GOVERNANCE AND
OPERATING PROCEDURES
Throughout this document, traditional terms are used but they are not intended to be
gender specific. Thus, for example, the use of the title Chairman applies to
incumbents and aspirants of either gender. Equally, he and his should be considered
to imply she and hers, etc.
CONTENTS
PART 1
CONSTITUTION
The essence of the Charity Commission Scheme establishing the Charity
INTRODUCTION
OBJECT OF THE CHARITY
COMMITTEE OF MANAGEMENT
ANNUAL GENERAL MEETING
MEETINGS OF THE COMMITTEE
RULES
INSURANCE
INCOME
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PART 2
GOVERNANCE
The basic mechanisms by which the Committee fulfils the requirements of the
Charity Commission Scheme/ TRUST DEED
INTRODUCTION
Page
OBJECT OF THE CHARITY AND APPLICATION OF INCOME
TITLE TO THE HALL
MANAGEMENT COMMITTEE
MEETINGS
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2-2
PART 3
OPERATING PROCEDURES
The detailed arrangements set in place by the Management Committee to
underpin and guide its management of the Charity
INTRODUCTION
MANAGEMENT COMMITTEE
FINANCE
HIRE OF THE HALL
STORAGE
MAINTENANCE
DEVELOPMENT
PREMISES LICENCE AND ALCOHOL
PRS/PPL LICENSING
PROTECTION OF YOUNG AND VULNERABLE PEOPLE
FIRE
HEALTH AND SAFETY
KITCHEN
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3-3
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PART 4
ANNEXURES
ANNEX A
The Current Committee of Trustees
Page 4 - 1
ANNEX B
Duties of the Committee
Appendix 1 Duties of the Chairman
Appendix 2 Duties of the Vice-Chairman
Appendix 3 Duties of the Secretary
Appendix 4 Duties of the Treasurer
Appendix 5 Duties of the Representative Members
444444-
ANNEX C
Sub Committees Responsibilities
Appendix 1 Finance Committee
Appendix 2 Maintenance Committee
Appendix 3 Hallmark
Appendix 4 Fundraising/Entertainment Committee
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4 - 10
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ANNEX D
Application for Booking and Hire Agreement
Appendix 1 Booking Process
Appendix 2 Bar Procedure
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4 - 22
4 - 23
ANNEX E
Fire Safety Policy
Fire Safety Risk Assessment
Table 1 People at Risk
Table 2 Escape Routes
Table 3 Fire Risk Assessment
Table 4 Distribution of Fire Equipment
Fire Instructions
4 - 26
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4 - 29
4 - 30
4 - 31
4 - 33
4 - 34
ANNEX F
Health and Safety Policy
Basic Risk Assessment
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4 - 37
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4
5
6
7
8
PART 1
CONSTITUTION
The essence of the Charity Commission Scheme establishing the Charity
INTRODUCTION
Name Community Hall is a Registered Charity (Number 123456), run and
maintained by Trustees, for the benefit of the residents of Village/parish and
its environs. Its status arises from, and is defined in, a Trust Deed Details
and dates
The Charity is considered both the activities of, within, and on behalf Name
Community Hall and the physical property as defined in the Trust Deed.
The Trust Deed sets down the administration and management provisions for
the Charity, which are summarised below in the remaining paragraphs of this
Constitution section.
OBJECT OF THE CHARITY
The Charity is to provide and maintain the Hall for the use of the inhabitants of
the Parish and its environs without distinction of political, religious or other
opinions etc, to advance education and provide facilities in the interest of
social welfare for recreational and leisure time activities with the object of
improving the conditions of life for said inhabitants.
COMMITTEE OF MANAGEMENT
The Charity is to be managed and administered by a Committee of
Management, to act as the Charity Trustees within the meaning of Section 46
of the Charities Act 1960.
The Committee of Management (committee) is to comprise:
No (of) Elected Members
No (of) Representative Members
(Up to) No (of) Co-opted Members
Any Member who:
Is adjudged bankrupt or
Makes a composition or arrangement with his creditors or
Is incapacitated from acting or
Communicates in writing to the Committee a wish to resign shall
thereupon cease to be a Member.
All Members are to retire from office at the next Annual General Meeting
(AGM) after they come into office but may be re-elected or re-appointed at the
same meeting.
Casual vacancies in Membership do not invalidate the proceedings of the
Committee.
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Members are to sign a declaration of acceptance of the Code & Practices and
Responsibilities of being a Trustee to the Charity before they are entitled to
act as Members. Those re-elected or re-appointed must make a new
declaration.
Members are not to have any interest in property belonging to the Charity,
other than as a Trustee, or receive any remuneration, or be interested in the
supply of work or goods at the cost of the Charity.
ANNUAL GENERAL MEETING (AGM)
There is to be an AGM in the month of (Shown in Trust Deed) or as soon as
practical thereafter. Public notice is to be given at least 14 days before the
date of the AGM. All inhabitants of the area of benefit over 18 are entitled to
attend and vote.
The standing Chairman will preside over the AGM until the election of the new
Committee.
The accounts of the Charity for the preceding year are to be presented to the
AGM.
MEETINGS OF THE COMMITTEE
In addition to the AGM, the Committee is to hold at least 2 Ordinary Meetings
per year. A Special Meeting may be summoned at any time by the Chairman
or by any 2 Members with 7 days clear notice being given to all the other
members of the matters to be discussed.
The committee, at their first meeting in each year after the Annual General
Meeting, and before any other business is transacted, shall elect a Chairman
and may also elect a Vice-Chairman from amongst their Members. Chairman
and Vice-Chairman are always eligible for re-election.
A quorum at Committee is not less than one-third of the total number of
Members.
In the absence of both Chairman and Vice-Chairman, the members present
may choose one of their numbers to be Acting-Chairman for the meeting.
Decisions are determined by a majority of votes cast by Members present at a
meeting. The Chairman shall hold a second or casting vote if required.
A Minute Book and Books of Account are to be kept.
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RULES
The Committee is empowered to:
Set the terms and conditions for use of the Hall and to set the charges (if any)
for such use.
Appoint a Booking Clerk, Treasurer and other unpaid officers as considered
necessary.
Engage and dismiss paid officers and servants of the Charity as considered
necessary.
A quorum at Committee is not less than one-third of the total number of
members
The Committee may accept donations or property for the direct or indirect
support of the general purposes of the Charity.
INSURANCE
The Committee is required to insure the building, furniture and effects to their
full value against fire and the usual risks and suitably insure against risks
arising from the ownership of property and the employment of persons.
INCOME
The income of the Charity is to be paid into a trust account and is to be
applied as the Committee decide in insuring, maintaining and repairing the
property, furniture and effects, and paying rates and taxes as required in
furthering the object of the Charity. Surplus cash may be invested.
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PART 2
GOVERNANCE
The basic mechanisms by which the Committee fulfils the requirements of the
Charity Commission Scheme
INTRODUCTION
The Committee is committed to operate within the provisions of the Trust
Deed and where this appears to be archaic or lacking in guidance for the
contemporary situation, within the spirit of the original Charity Commission
Scheme and in accordance with the Charities Act 2006. When there is
sufficient variance to warrant it, the Committee will apply to the Charity
Commission for amendment to the existing Trust Deed. It is the opinion of the
Committee that this point has not been reached.
OBJECT OF THE CHARITY AND APPLICATION OF INCOME
The Committee considers that it has a duty not only to maintain the
Community Hall but also to improve the facility better to meet contemporary
needs, including due attention to environmental issues.
TITLE TO THE HALL
The title to the property is held in the name of the Official Custodian for
Charities on behalf of the Charity/or/other holding trustees. The property
is managed by the Committee on behalf of the Official Custodian for
Charities/or/other holding trustees. Under the provisions of Section 22(2)
of the Charities Act 1993 the Committee may carry out a transaction as if the
property were held in the names of individual Committee Members.
COMMITTEE
The Committee shall consist of No (of) Representative Trustees, and No (of)
Elected Trustees. Elected Members can also represent user organisations.
The Committee aspires to elect officers into the key positions of:
Chairman
Vice Chairman
Secretary
Treasurer
and
also aspires to identify Elected Members or Representative Members who will
lead on issues as the following titles imply:
Bookings
Fundraising
Licensing
Maintenance
Bar
Hallmark
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While the Trust Deed May list/s a number of defunct organisations and also
organisations that no longer regularly use the Hall, the Committee considers
that the following organisations are relevant and entitled to provided
Representative Members:
Name Parish Council
Name Short Mat Bowls
Name Table Tennis
Name Church
Name Woman’s Institute
County Scouts
Monday Club
The Committee accepts that:
Where those organisations are already represented by an Elected Member,
the organisation need not provide a Representative Member.
Those hirers who use the Hall for business purposes are not entitled to
provide Representative Members.
The current Committee, their roles and their Representative interests are
listed at Annex A.
Statuary powers provided to the Committee by the 1993 Act, as amended by
the 2006 Act, enable the Committee to amend the constitution of the
Committee by proposal to, and with the agreement of, an AGM. The record of
such an AGM would need to be sent to the Charity Commission so that
Register of Charities can be appropriately amended.
MEETINGS
Committee Meetings are currently held bi-monthly on the second Monday,
starting at 7.30pm.
In order to allow sufficient time for the closure of accounts, audit and analysis
of audit, the AGM will take place annually in Month as per Trust Deed or as
soon as practical thereafter. The AGM will be followed, as soon as possible,
by a Committee Meeting.
Having elicited any inputs from Members and cleared a draft with the
Chairman, the Secretary will circulate the Agenda to Members one week
before any Meeting.
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PART 3
OPERATING PROCEDURES
The detailed arrangements set in place by the Committee to underpin and guide its
management of the Charity
INTRODUCTION
The Committee of Trustees is committed to operating and maintaining Name Community
Hall in accordance with the law and the requirements of the Charity Commission for the
benefit of the residents of Name and its environs. It draws on guidance from the Village
Hall & Community Buildings Advisor from Community First. It aspires to membership of
the Hallmark scheme for Village Halls and is a member of the Wiltshire Village Halls
Association.
MANAGEMENT COMMITTEE
The Duties of the Management Committee are set down at Annex B and its Appendices.
FINANCE
Concept
The Committee established the following enduring principles:
Letting income should be set at a level to cover all overheads plus a reserve fund.
Banking of hiring deposits; Good financial practice is that you bank these at least two
weeks before the event so that the hall can cancel or get cash if it bounces. Also the
deposit for an outside group/party should be equal to your insurance excess.
The Trust will operate financial procedures which comply with the Charity Commission
guidance given in CC8 – Internal Financial Controls for Charities.
Budget
Each New Year the Treasurer is to prepare a Financial Plan and Budget for the new
financial year for consideration at Committee.
Charity Commission
It is the duty of the Charity Commission to take a close interest in the financial affairs of
the Charity. The Treasurer is the principal point of contact for finance and therefore has a
duty to update the Charity Commission on all matters. He possesses a login and
password to complete certain updates on-line. The login and password are related to the
Charity, and not the Treasurer, and therefore may be used by other Officers of the Trust,
as required.
Bank Accounts
The Community Hall maintains No (of) bank accounts: a Current Account, savings
Account, and Gold Account (Name the banks). All accounts are ‘2 signatory’ accounts,
whether for issuing a cheque for the Current Account or for issuing instructions for
moving funds between accounts or establishing regular payments. The current
authorised signatories are:
Chairman
Vice Chairman
Treasurer
Secretary and
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One other
Though the normal combination is Treasurer and Chairman, any instructions to the Bank
should be double signatory letters, addressed:
‘Attention Cashiers’
BANK ADDRESS & TELEPHONE NO
N.B. INTERNET BANKING SHOULD BE CONSIDERED
Reserve Funds
The level of reserve funds will be reviewed by the Committee from time to time. At the
present time it has been agreed that a reserve fund of £10,000 be established to cover
unforeseen emergencies and requirements. In addition it has been agreed that £5,069
per year will be placed in a savings account to form a replacement fund. This sum is
based upon the cost of replacing the limited life fittings and equipment over a 10 year
cycle. These reserves are in place. See Charity Commission website for RS5 – Small
Charities & Reserves
It is recognised that future major maintenance requirements may from time to time
require a review of these arrangements.
In Year Accounting
The accounts will be kept in accordance with the Charity Commission requirements as
expressed in CC15a/CC15b – Charity Accounts, The Framework.
The accounts will identify income and expenditure categories in sufficient detail for the
Trust to assess the financial situation as and when required.
The end of year accounts will be subjected to an Independent Review as specified by the
Charity Commission for our level of income and expenditure. This is no requirement for
an independent audit.
Utilities
It is noteworthy that the VAT rate for energy supplies to not-for-profit buildings such as
the Community Hall is set at a non-standard rate. Neither is the Community Hall liable for
the Climate Change Levy.
Our current suppliers conform. If energy suppliers are
changed, they may need to be advised of this provision before invoicing for services;
since it is not an automatic provision.
Electricity: Electricity is supplied by Name. A Direct Debit (DD) from the Current Account
is established. The Treasurer will reconcile the DD account at the end of each Financial
Year and adjust payments as necessary.
Water: Water is supplied by Name. There is a single, metered supply. Direct Debit (DD)
from the Current Account is established. The Treasurer will reconcile the DD account at
the end of each Financial Year and adjust payments as necessary.
Rates: The Hall currently enjoys Discretionary Non-Domestic Rate Relief from Wiltshire
Council.
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Spending Authority
The following spending authorities and limits currently apply:
Treasurer: The Treasurer may:
Settle conventional utility and other standard services bills (e.g. insurance premiums,
licensing fees, PRS/PPL, etc.) regardless of amount.
Make minor purchases (e.g. accounting materials, stationery, etc) and procure minor
services (e.g. postage, advertisements, cleaning materials etc) for necessary
administration purposes up to the value of £100.
Agree and settle minor bills for maintenance and repair up to £500 provided such funds
are available in the relevant sub account.
Agree and settle bills for administration, maintenance and repair up to £1,000 with the
authorisation of a quorum of a relevant sub-committee provided such funds are available
in the relevant sub account. Items over the value of £1,000 will be authorised by the full
Committee.
Chairman: The Chairman may:
Approve general, incidental, expenditures up to the value £250
Management Committee: The Committee will
Discuss and agree expenditures in excess of those listed above.
Recognise that justifiable and expedient actions will sometimes be necessary.
May occasionally give purchasing authority (within an agreed limit), to a particular
Committee Member (or Members) to act on its behalf for a specific purpose.
HIRE OF THE HALL
The Terms of Hire and the Application and Approval process are set down in the
document at Annex E. Applications to hire the Community Hall are made using the
detachable element of this document. If the Application is approved, the document
amounts to a contract between the Committee and the Hirer of the Hall for the activity or
event described.
The mechanics of the Application and Hire process are set down at Appendix 1 to Annex
E.
The Committee may use its discretion to waive or vary the standard charges set down in
the Hire Agreement, as it deems appropriate. However, in all cases of any use of the
Community Hall, the Application procedure is to be diligently followed.
STORAGE
Tables and chairs and staging are stored in the Storage Cupboards. Storage plans for
such areas are displayed on all storage doors and all users are required to comply with
them; to ensure safe storage and for the general benefit of all users.
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MAINTENANCE
All routine maintenance is closely monitored by Trustees and notifies the Chairman of
issues as required.
The Chairman is to direct an annual maintenance audit and, through the Maintenance
Sub-committee, establish a Maintenance Plan for the coming Financial Year.
DEVELOPMENT
Similarly, the Chairman is to direct an annual development review and, through
Committee, establish a Development Plan covering a rolling 5 year cycle.
LICENSING
PREMISES LICENCE AND ALCOHOL
The Committee has been granted and intends to maintain a Premises Licence.
The existence of the Premises Licence is not intended by the Committee to give free rein
to Hirers of the Community Hall regarding the supply or sale and consumption of alcohol
during their activity or event. De facto licence to supply or sell and consume alcohol
during an activity or event in the Hall is subject to specific application by the Hirer and
specific approval by the Committee.
The default position is that alcohol is not to be supplied or sold and consumed on the
premises without an approved application.
PERFORMING RIGHT SOCIETY & PHONOGRAPHIC PERFORMANCE
Option one
The Committee purchases an annual licence from the Performing Right Society (PRS for
Music) together with the Phonographic Performance Licence (PPL) for incidental music
and the like in the Hall.
Option 2
It is the Hirer’s responsibility to obtain the appropriate further licensing where music, such
as a disco, or other media-based entertainments are a significant element of their event
or activity. Such Applicants are to refer to Phonographic Performance Ltd to see what
kind of licence may be required and what the charge is. Applicant’s representing regular
use leisure groups are also required to satisfy themselves as to whether a PPL licence is
required for their activity and, if so, are responsible for licensing their activity
appropriately.
PROTECTION OF YOUNG AND VULNERABLE PEOPLE
Events where children, young and vulnerable people are present must conform to the
Law. Hirers must ensure appropriate supervision and that supervisors are properly
accredited.
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Hirers must ensure that young and vulnerable people are protected from alcohol abuse.
Drugs and substances that can be abused are not permitted on the Community Hall
premises and Hirers are responsible for appropriate supervision of their event to prevent
drugs and substance abuse.
FIRE
The Committee is committed to operating and maintaining Name Community Hall in
accordance with The Regulatory Reform (Fire Safety) Order
The Fire Safety Policy, together with the Assessment from which it arises and other
supporting material, is at Annex F.
HEALTH AND SAFETY
The Committee of Trustees recognises its responsibility, in law, to maintain a safe
environment for Users and Hirers of the Hall. It will review its Risk Assessment and the
provisions arising annually in January.
The Committee of Trustees cannot be fully responsible for the Health and Safety aspects
of activities that are not under its control. However, it will do all that it can to alert Hirers
of the Hall to recognise their own responsibilities regarding the Health and Safety in
regard to their own activities.
The Health and Safety Policy, together with the Assessment from which it arises, is at
Annex F.
KITCHEN
The kitchen is maintained principally to support the activities of the local clubs. The
Kettle, Lincat water heater, Warming Cupboard and Dishwasher can be used free of
charge. If the cooker is required a separate fee is payable.
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ANNEX A
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THE CURRENT COMMITTEE OF TRUSTEES 2010/2011
The current Committee comprises the following Elected Members:
Appointment
Incumbent
Representative
Member
Chairman
NAME
Representative
Membership
County Scouts
Lead for
W.I.
Secretarial
Charities
Commission
Hallmark
Opening & Closing
of Hall
Elected
NAME
Member
Vice Chairman
Representative
Member
Secretary
NAME
Elected
Member
Treasurer
NAME
Finance
Charities
Commission
(Financial)
Elected
Member
NAME
Bookings
Elected
Member
NAME
Maintenance
Licences
Elected
Member
Elected
Member
Representative
Member
NAME
NAME
Monday Club
Representative
Member
NAME
Parish Council
Representative
Member
NAME
Short Mat Bowls
Representative
Member
NAME
Table Tennis
Representative
Member
NAME
Representative
Member
NAME
NAME
Fund Raising/
Entertainment
Church
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ANNEX B
4 - 2 to 4 - 8
DUTIES OF THE COMMITTEE
INTRODUCTION
The responsibilities of Committee members as Charity trustees, is set down in The
Charities Act 2006 and is more readily accessible in both:
The Charity Commission booklet ‘The Essential Trustee’
ACRE’s Village Hall Information Sheet 17 – Trustees: Roles and Responsibilities
Committee Members of Name Community Hall are Charity (or Managing) Trustees;
those people who manage the Charity on a day to day basis. They are required to act
always for the good of the Charity and in compliance with the Trust Deed and prevailing
legislation.
GENERAL DUTIES
The General Duties of each of the Members of the Committee of Trustees are to:
•
•
•
•
•
•
•
•
Acknowledge their responsibilities as set down in the guidance literature, the trust Deed
and this Charter and certify the fact at the beginning of each year of office.
Act reasonably and prudently and not speculate with the Charity’s assets.
Ensure that the Charity is fully insured against loss and claim.
Comply with “all and every” legal requirement.
Maintain financial stability of the Charity.
Act together.
Avoid a conflict of interest. Trustees must remain beyond reproach.
Extend apologies to the Secretary prior to any Committee Meeting which they may be
unable to attend.
LIABILITY
Trustees may be liable for their actions if they have acted:
•
•
•
In breach of the governing document.
Unwisely with Charity assets resulting in a loss to the Charity.
Illegally.
Where a loss occurs despite the best and reasonable efforts of the Trustees it is not
probable that they will be held liable.
GOOD PRACTICE
ACRE’s Information Sheet 17 offers the following guidance:
•
•
•
•
•
•
Follow the governing document.
Attend meetings.
Act collectively.
Keep written minutes of decisions.
Ensure the treasurer presents regular financial reports and prepares a budget each
year.
Ensure that the property and committee are adequately insured.
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•
•
•
•
Obtain professional advice.
Act with due care and prudence.
Ensure the property is adequately maintained.
Keep all licences up to date.
When preparing correspondence on behalf of the Committee, the Registered Charity
Number 123456 should always be quoted (or incorporated in the letterhead).
TRUSTEE LIABILITY INSURANCE
Committee Members should be alert to the availability of this sort of insurance and
should review their posture in conjunction with the principal insurance policy, which
may also provide such cover.
The current view of the Committee is that liability risk to them as Trustees is included in
the conventional Insurance Policy.
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Appendix 1
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DUTIES OF THE CHAIRMAN
In addition to the General Duties of a Member of the Committee of Trustees, as set out
in Annex B, the Chairman is to:
•
•
•
•
•
•
•
•
Be the principal Trustee and ‘face’ of the Charity to external organisations.
Guide and mentor other Committee Members as required.
Chair Meetings of the Committee.
Guide and steer discussions at Meetings.
Use a second or casting vote as required at Meetings.
Keep Meetings focussed and completed within the 2 hours target duration whenever
possible.
Approve the Secretary’s draft Agenda for a future meeting so that it may be issued one
week prior to the Meeting.
Be principal second signatory to the Treasurer’s actions on behalf of the Committee.
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Appendix 2
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DUTIES OF THE VICE CHAIRMAN
In addition to the General Duties of a Member of the Committee of Trustees, as set out
in Annex B, the Vice Chairman in the absence or non-availability of the Chairman is to
• Assume the duties of the Chairman as set out in Appendix 1
o Including the second-signatory role and
o Approval of the Treasurer’s bill paying actions
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Appendix 3
4-6
DUTIES OF THE SECRETARY
In addition to the General Duties of a Member of the Committee of Trustees, as set out
in Annex B, the Secretary is to:
•
•
•
•
•
•
•
•
•
•
•
•
Maintain the formal records of Meetings.
Maintain the principal files and records of the Charity, including the Trust Deed.
Hold and maintain the Trustee’s copy of the Charity Act 2006 and The Essential
Trustee.
Hold and maintain the Trust’s Constitution, Governance and Operating Procedures for
the Community Hall.
Ensure that Trustees are issued with a copy of the pamphlet The Essential Trustee on
appointment, or advise where to obtain it by email from the Charity Commission, and
sign the Code of Practices & Responsibilities to acknowledge their acceptance of their
responsibilities on an annual basis.
Provide each Trustee with a copy of the Constitution, Governance and Operating
Procedures for the Community Hall.
Provide the Trustees with any amendments to the Constitution, Governance and
Operating Procedures.
Prepare and despatch correspondence as required by the Committee.
Maintain copies of incoming correspondence, alert the Committee as required as to its
content and respond as required by the Committee.
Write to entitled User organisations and groups annually to elicit Representative
Membership for the coming year.
Issue draft Minutes to Members within one week of any Meeting.
Prepare a draft Agenda for the Chairman’s approval in time for it to be issued to
Members one week prior to any Meeting.
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Appendix 4
4-7
DUTIES OF THE TREASURER
In addition to the General Duties of a Member of the Committee of Trustees, as set out
in Annex B, the Treasurer is to:
• Maintain accounts on behalf of the Committee.
• Make a financial statement (Treasurer’s Report) at each Committee meeting.
In his absence from any Meeting he should endeavour to provide a written report.
• Regularly review, research and advise the Committee regarding the most suitable
banking arrangements for the purposes of the Charity.
• Review and maintain the Insurance policies in accordance with the law and the current
needs of the Charity and its Committee.
• Prepare a Financial Plan and Budget for the new Financial Year for consideration at
Committee.
• Arrange for the necessary review of the accounts at the year end.
• Notify all regular users in advance of any change of the hire rates.
• Responsible for the financial management of any employee/s.
The Treasurer is authorised to:
•
•
•
•
•
•
•
•
•
Hold the cheque books and receive statements from the Bank.
Issue cheques in settlement of all bills properly invoiced to the Charity for services
provided. A second signatory is required; usually the Chairman.
Issue written instructions to the Bank to move assets between accounts. A second
signatory is required; usually the Chairman.
Establish and amend Direct Debit / Standing Orders for routine bills regardless of the
amount.
Settle conventional utility and other standard services bills regardless of amount.
Agree and settle minor bills for administration, maintenance and repair up to £500
provided such funds are available in the relevant sub account.
Agree and settle bills for administration, maintenance and repair up to £1,000 with the
authorisation of a quorum of a relevant sub-committee provided such funds are
available in the relevant sub account.
Make minor purchases (e.g. accounting materials, stationery, etc) and procure minor
services (e.g. postage, advertisements, etc) for necessary administration purposes up
to the value of £100.
Act as the principal contact between the Committee and The Charity Commission
regarding the yearly Financial Statement.
With the exception of conventional utility and other standard services bills, the
Treasurer is not to settle bills in excess of £1,000 without the authorisation of the full
committee.
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Appendix 5
4-8
DUTIES OF THE REPRESENTATIVE MEMBERS
In addition to the General Duties of a Member of the Committee of Trustees, as set out
in Annex B, a Representative Member is to represent the particular interest of the User
organisation or group represented.
Representative Members are full voting Members of the Committee and, accordingly,
are expected to participate fully in the activities of the Committee. In law, they have a
first duty to the Community Hall Charity and not to their organisation or group.
(Reference Charity Commission - The Essential Trustee)
Representative Members may, and are encouraged to, take a lead role for a specific
function, as set out under Committee in Part 2 – Governance.
Elected Members may also act as Representative Members in respect of a particular
User organisation or group.
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ANNEX C
4 – 9 to 4 - 13
Appendix 1
4-9
SUB COMMITTEE RESPONSIBILITIES
FINANCE COMMITTEE
•
Meet at least once per year.
•
To review the hire charges for the use of the facilities, on an annual basis, with the
new charges being brought into force on 1 April the following year.
•
To inform, in writing, the Hirers of any increase as soon as possible.
•
To investigate any item which requires expenditure above £1,000
•
To investigate and recommend to the full trust, any changes to the cleaner’s wages,
hours and duties.
•
To discuss the financial situation (at the appropriate time) and make any specific
recommendations to the full Trust as felt appropriate.
•
Normally three quotations should be obtained for items of expenditure up to say
£1,000 up to £5,000, and over £5,000 for example.
•
To advise the full Committee on any suggested fund raising that might be felt
necessary.
4-9
Appendix 2
4 - 10 to 4 - 11
MAINTENANCE COMMITTEE
•
•
•
•
•
•
•
•
•
•
•
•
Will comprise of 5 members.
Each member will have a specific responsibility plus a general overall responsibility
for the hall and its fixtures and fittings.
The Committee will meet as required.
The Committee will submit a schedule of planned maintenance as part of the
Annual Budget.
Minor unplanned repairs/maintenance will be carried out by any Committee member
having the appropriate skill. If it is beyond this level the Chairman will call out the
appropriate approved repairer after discussion with Treasurer.
The Treasurer can authorise maintenance and repair up to £500 provided such
funds are available in the relevant sub account.
The Treasurer can authorise maintenance and repair bills up to £1,000 with the
authorisation of a quorum of the Maintenance sub committee provided such funds
are available in the relevant sub account.
Major repairs/maintenance should, whenever possible, be subject to 3 estimates
which will be submitted with a recommendation to the main Committee.
Review annually:
o Fire Safety Policy
o Fire Risk Assessment
o Health & Safety Policy
o Basic Risk Assessment
o Routine Community Hall Tests & Checks
Organise the annual cleaning day for both the inside and outside of the hall.
Organise the maintenance required when the hall is closed during the first week in
August.
Appoint and supervise cleaner/window cleaner/handyman or anyone in the employ
of the Trust.
Specific Responsibilities
•
•
•
•
•
•
•
Checking Fire alarm, emergency lighting and external doors on a monthly basis.
Taking a regular overview of the kitchen and its equipment to include 6 weekly salt
replenishment of the dishwasher and descaling of the Lincat boiler and kettle as
required
6 monthly inventory checks.
Ensuring that all contracted maintenance is carried out when due.
Taking a regular overview of the bar and its equipment to include 12 weekly salt
replenishment of the glass washer (frequency can be more often in periods of heavy
bar utilisation).
Regularly checking the contents of the First Aid Box.
Replenish cleaning products as necessary.
4-10
Routine Community Hall Tests/Checks
Item
Date Due
Checking of Fire
Alarm Systems and
Extinguishers.
Fire
Extinguisher
Check
Fire
Alarm
&
Emergency Lighting
Maintenance
Alarm System Check
Regular
By appointed Trustee
Once per Annum
Name & contact no of contractor
Twice per Annum
Name & contact no of contractor
October
Name & contact no of contractor
PATS test of loose
electrical equipment
September
Name & contact no of contractor
5.
Lightning Protection
System
September
Name & contact no of contractor
6.
Heating
System
Check
Dishwasher Salt &
Glass washer Salt
At end of summer before winter
Name & contact no of contractor
Every 6 weeks approx for
Dishwasher
Every 12 weeks for Glass
washer
Or in each case if the wash
smears
By appointed Trustee
Inventory Check
Three times per year
By appointed Trustee
Grass Cutting
As required during
Summer & Autumn
Windows Out side
Inside
Four monthly intervals
Once a year.
1.
2.
3.
Responsibility
4.
7.
8.
9.
10.
11.
Spring,
4-11
Name & contact no of contractor
Name & contact no of contractor
Appendix 3
4 - 12
HALLMARK
Resume
The Hallmark Quality Status Award Scheme in Wiltshire aims to recognise and reward
good standards of village and community halls management and where appropriate to
encourage improvements in establishing customs and practices.
Any hall may apply for a ‘Hallmark’ award which comes in the separate stages:
•
•
•
Hallmark 1 focuses on the management and administration of the Charity.
Hallmark 2 focuses on health and safety, security and licences.
Hallmark 3 focuses on the role of the hall in the community, its social awareness,
forward planning and development.
The Hallmarks must be achieved in turn.
Items of special attention are as follows:
Committee Procedures
Accounts
Maintenance outside Hall
Hiring
Notices
Health & Safety
Annual General Meeting
Maintenance and Security
Maintenance inside Hall
Insurance
Licences
The Hallmark Certificate remains valid for three years from the visit date. Successful
halls are encouraged to publicise their Hallmark status throughout this period.
The aim of the Committee of Name Community Hall is to achieve all three awards as
soon as practically possible.
•
•
•
•
•
The Committee will comprise of at least 5 members of which must include the
Chairman, Treasurer, Secretary, and Booking Clerk.
Meet as necessary to obtain all the relevant paperwork required for the Hallmark
Scheme.
Prepare a Constitution, Governance and Operating Procedures to cover all aspect
of the running of the Community Hall.
Ensure all the required paperwork is completed and ready for the visiting examiners.
Ensure all the requirements regarding the state of the hall both inside and outside
as stated on the Hallmark documentation are met.
4-12
Appendix 4
4 - 13
FUNDRAISING / ENTERTAINMENT COMMITTEE
•
Will comprise of at least 5 members.
•
Meet at last 3 times per year.
•
If possible organise 2 entertainments/fundraising events per year.
•
Organise a special event if requested by the Trust Committee.
4-13
ANNEX D
Appendix 1
4 – 14 to 4 - 25
Name Community Hall
Charity Number 123456
Member of Wiltshire Village Halls Association
Address
Chairman: Name
Booking Clerk: Name & contact details
APPLICATION FOR BOOKING AND HIRE AGREEMENT
INTRODUCTION
Name Community Hall is a registered charity, run and maintained by a Committee of
Trustees, for the benefit of the residents of Village/Parish and its environs. Its use by
others is welcomed when there is no other booking.
All users are to be represented by an Applicant who makes the Application for a
Booking. If the Application is agreed by the Committee, the Applicant enters into a
formal Hire Agreement with the Committee.
All Applicants are required to read, accept and adhere to the Terms and Regulations as
set down in this Hire Agreement.
TERMS
Applicants for use of the Hall must be over 18 years of age and, if unknown to the
Committee, may be required to establish their bona fides.
Applications for the use of the Hall must be approved by the relevant Committee
Member before the Application becomes a firm booking.
The Applicant is wholly responsible for the appropriate and legal conduct of their event
or activity, the provisions of this Hire Agreement and any additional requirements as
may apply in Law.
Regular users may pay in advance, at the time of use or monthly in arrears.
Private Party applicants must pay a booking deposit at the time of Application and the
balance one month before the event. Private bookings require a damage/cleaning deposit
of £100.
Hire charges apply to setting up and clearing up time and Applicants must take this into
account.
Charges for services and utilities are usually included in the hire rates. However, when
Bar, Cooker, & other are required further charges will be applicable.
4-14
Applicants are to make specific arrangements with the Booking Clerk regarding access
to the Hall and securing it after use.
No explosive, inflammable, toxic, hazardous or infectious materials are to be brought
onto the premises.
Fire safety equipment is not to be interfered with or moved except for its intended
purpose in an emergency. Notices, signs and emergency lighting are not to be
interfered with or obscured.
Setting up chairs and tables and clearing them away afterwards is the responsibility of
the Applicant. PLEASE DO NOT DRAG ACROSS FLOOR. The Hall is to be left clean
and tidy after use. Any damage, breakage or loss is to be reported to the Booking
Clerk immediately. Deposits may be used to defray such replacement or repair costs.
Items left at the Hall premises overnight or unsupervised by day, remain the
responsibility of the Applicant and not the Committee.
The Hall, its fixtures and fittings are not to be modified and loose property is not to be
removed or used for a purpose other than intended. No new fixtures or fittings are to
be installed by the Applicant without the specific consent of the Chairman.
Car parking at the Hall is free.
Those attending events at the Hall are required to leave quietly, showing due respect
for the Hall’s neighbours.
The Trustees are authorised, and have a duty, to close the hall and terminate an event
if they have reason to believe that the Law, Hall Premises Licence, or the Terms or
Regulations of the Application have been or are being broken.
Those regular users granted storage space within the Hall are to return all their
resources to the agreed area at the end of their session and store them in a safe
manner that does not create a hazard to other users. Insurance of any items so stored
is the responsibility of the user.
Whilst on the Premises children are to be fully supervised by an adult at all times.
At the end of the event or activity the Applicant is to:
•
•
•
•
•
•
•
•
•
•
•
Return the Hall to the condition in which it was received.
Secure all doors and windows, and close fire exits.
Check that all water taps are turned off.
Check that heating is turned off.
Turn off all lights.
Unplug electrical appliances.
Complete the Accident Book if necessary.
Report any damage, breakages or losses to the Booking Clerk.
Make any constructive suggestions regarding the management of the Hall, Fire
Safety or Health and Safety to a Committee Member.
Return the keys as per agreed arrangement.
Pay any balance of hire charges to the Booking Clerk.
4-15
REGULATIONS
Alcohol
No alcohol may be consumed on the premises of the Hall, regardless of whether the
alcohol is sold or provided free of charge, unless the Applicant has applied for, been
granted permission. Where such permission is granted, it is the duty of the Applicant to
nominate a responsible person to stay sober in order to assist in the case of
emergencies (e.g. fire evacuation).
Performance Rights & Phonographic Performance license
The Committee purchases an annual licence from the Performing Right Society
Phonographic Performance (PRS/PPL) for incidental music and/or other media based
entertainments and the like in the Hall. Applicant’s representing regular use leisure
groups should satisfy themselves as to whether a separate PPL licence is required for
their activity and, if so, are responsible for licensing their activity appropriately.
Guidance on this licence can be obtained by contacting PPL on 0207 543 1000.
Fire safety
The legal capacity is as follows:
•
•
Main Hall
o Seated:
o Standing:
o Mixed seated and standing:
o Seated with Stage:
250
350
250
250
Meeting Room
o Seated:
30 persons
Fire Instructions are displayed in the Hall together with a plan of the premises and the
fire exit routes. The Fire Safety Risk Assessment is also available. It is the Applicant’s
duty to be familiar with the Fire Safety Risk Assessment, to be familiar with the exit
routes available and to adhere to the Fire Instructions. It is a requirement for the
Applicant to arrange the delivery of a briefing for those attending and to keeping fire
exits clear during the event or activity. While all fire exit routes are available to those
with reasonable mobility, wheelchair users, in particular, should be alerted to use the
main entrance if possible. Applicants organising activities or functions attended by the
infirm are advised to nominate able-bodied persons to assist individuals in the case of
fire evacuation.
Health and Safety
The standard HSE Poster is on display in the Bar.
The Committee maintains a Health & Safety Policy together with a basic Risk
Assessment for the premises. These documents are available on request. Hirers must
conduct a Risk Assessment for the specific event and have a duty to mitigate all risks
identified in their planning.
Insurance
The Committee maintains building, contents and liability insurance to reasonably
discharge its duties regarding its own responsibilities and activities. The Certificate of
Insurance is on display in the Hall. Applicants may view a copy of the policy on
request. This insurance may not provide adequate or even any suitable cover for
4-16
Applicants and their event or activity. Applicants are urged to consider, and obtain if
appropriate, their own insurance to underwrite their event or activity, to cover any
property brought to the Hall, and to discharge their own liability towards others involved
in or affected by their event or activity.
First Aid
A First Aid box is situated in the kitchen.
Ensure that all accidents and Incidents, whether requiring First Aid or not, are to be
recorded in the accompanying Accident / Incident Book. The completed form should
be given to the Booking Clerk.
Smoking
In accordance with the Law, smoking is not permitted anywhere within the Hall.
Smoking is permitted in the car park, with due discretion and regard to the Hall’s
neighbours, provided that butts are disposed of responsibly in the bin provided.
Smokers are to move clear of manoeuvring cars.
Young and Vulnerable People
Events where children, young and vulnerable people are present must conform to the
Law. Applicants must ensure appropriate supervision and that supervisors are properly
accredited. Applicants must ensure that young and vulnerable people are protected
from alcohol abuse.
Drugs and Substance Abuse
Drugs and substances that can be abused are not permitted on the Hall premises and
Applicants are responsible for appropriate supervision of their event to ensure drugs
and illegal substances are not available.
Unsupervised Items
Items left in the premises overnight or unsupervised by day, remain the responsibility of
the Hirer.
Flammable & Toxic Material
No explosive, flammable, toxic, hazardous or infectious materials are to be brought
onto the premises.
Security
Hirers are responsible for the security of the premises at all times during the period of
hire.
(This application may be detached for processing if the applicant wishes to keep the
preceding 4 pages for reference)
4-17
Name Community Hall
Regular Users Annual Hiring Agreement
Name of Hirer
Contact details:
Telephone Number:
Email:
Times of Hire:
Use of Community Hall for:
Community Hall charges from April 2012 – April 2013: £6, £8, £14 per hour.
The Hirer should ensure that they have read and understood the attached Conditions of
Hire and that the details above are correct BEFORE signing and returning this form to
the Booking Clerk: Name
I declare that I have read and understood the Conditions of Hire, and agree that
they shall form part of the terms of this agreement.
I also declare that the information I have given in this agreement is correct to the
best of my knowledge and I acknowledge that any misstatement or
misrepresentation will invalidate the agreement.
Signed by the individual named above: ______________________ Date: _________
The Committee agrees to permit the Hirer named above to use the premises on the
dates detailed, on the understanding that all the special condition are adhered to at all
times.
4-18
Name Community Hall Address
Hiring Agreement and Invoice
1. Today’s date: Date(s) and times required: __________________________________________________
2.
Authorised Representative: Name & contact number: ________________________________________
3. Hirer: Name: ____________________________________________
Note: Person signing must be 21 years of age or over. A responsible adult (over 21 years) must be present
throughout the period of hiring.
Under no circumstances is alcohol to be consumed by any person less than 18 years of age.
4.
Reason for hiring:
Private bookings require a damage/cleaning deposit of £100: Deposit required Yes / No
Number of hours:
Use of other: £amount Yes / No
Use of kitchen for preparation, cooking, washing
Limited use of kitchen for tea /coffee Yes / No
up or by caterers : £amount Yes / No
This is free
Use of the bar: £amount Yes / No
The Management Committee must be notified if you intend to sell alcohol on these premises and an additional form signed.
Rooms required: kitchen / bar / hall / meeting Room
Total cost excluding damage/cleaning deposit: £
Booking Deposit: £30 or 10% of the total cost will secure this booking
Full payment is due 1 month prior to event date. A late payment fee of £10 may be charged.
Please make separate cheques (cost of hire and damage/cleaning deposit) payable to Name and return
with the bottom section of this form to the treasurer: Name & Contact
Enquiries: Name & contact email: contact
Please make sure that the hall is cleared up within the hiring period and left clean. This usually takes at
least an hour after the party has finished and up to 2 hours if the floors needs washing. Your cheque for
the damage /cleaning deposit will be destroyed after the event as long as everything is in order. If the Trust
has to clean up you will lose your damage deposit. Please think carefully about how long you will require
the hall. You will be charged an extra £20 if the hall is not cleared in time.
It is hereby agreed that the Standard Conditions of Hire attached, together with any Special
Conditions of Hire, shall form part of the terms of the Hiring Agreement unless specifically
excluded. I declare that the information given in this agreement is correct to the best of my
knowledge and I acknowledge that any misstatement or misrepresentation will invalidate the
agreement. I have read the conditions of hire.
Signature of hirer as named in number 3: _________________ Date: ____________________
Name/Organisation: ________________________________ Date of hiring: ____________
Total cost of booking: _____________________ Amount enclosed: _____________
Damage deposit: £100
Yes / No
Under Insurance rules, if this hiring is for Commercial Purposes then the Hirer must
ensure at least £5M (Million) of Public Liability
4-19
Name Community Hall Charges
Date: February 2012
(To be reviewed annually)
Facilities
Hire Charges
For
Commercial or
non village
organisation
Village
organisation
or villager
Meeting Room & £8
Kitchen
per hour
£6
Main
Hall
Kitchen
£8
& £13
per hour
Cooker
£20
Midnight –
1am extension
£20
-
Fee for Use of Bar
£10
per function
-
Whole Building
£21
£14
Fee for Other
£60
Minimum of 2 hours
There
is
a
application form
further
(Please note that while crockery, cutlery, utensils and other appliances are included in
the applicable hire rates, there is a charge of £20 for use of the cooker.
4-20
Name Community Hall: Conditions of hire
The term HIRER shall mean an individual hirer or, where
the hirer is an organisation, the authorised representative.
10 Animals. THE HIRER shall ensure that no animals
(including birds) except guide dogs are brought into the
hall, other than for a special event agreed to by The
Community Hall Management Committee. No animals
whatsoever are to enter the kitchen at any time
11 Compliance with Children Act 1989. THE HIRER shall
ensure any activity for children under eight years of age
complies with the provision of the Children Act of 1989 and
that only fit and proper persons have access to the
children.
12 Sale of Goods. THE HIRER shall, if selling foods on the
premises, comply with Fair Trading Laws and any code of
practice used in connection with such sales. In particular,
the hirer shall ensure that the total prices of all goods and
services are prominently displayed, as shall be the
organiser’s name and address and that any discounts
offered are based only on manufacturer’s Recommended
Retail prices.
13 Cancellation by the Community Hall Management
Committee.
The Community Hall Management
Committee reserves the right to cancel this hiring in the
event of the hall being required for use as a Polling Station
for a Parliamentary or Local Government election or byelection, in which case the Hirer shall be entitled to a
refund of any deposit already paid.
14 Cancellation by the HIRER. If THE HIRER wishes to
cancel the booking before the date of the event and the
Community Hall Management Committee is unable to
conclude a replacement booking, the question of payment
or the repayment of the fee shall be at the discretion of the
Committee.
15 Unfit for Use. In the event of the hall or any part thereof
being rendered unfit for the use for which it has been hired,
the Community Hall Management Committee shall not be
liable to the hirer for any resulting loss or damage.
16 Refusal of Booking. The Community Hall Management
reserves the right to refuse a booking without notice or to
cancel this hiring agreement either before or during the
term of this agreement upon giving 7 days notice in writing
to the hirer. THE HIRER shall be entitled upon such notice
to reimbursement of such monies including the deposit or
a proportion of the same as has been paid by the hirer to
the Community Hall Management Committee. The
Community Hall Management Committee shall not be
liable to make any further payment to the hirer.
17 End of Hire. THE HIRER shall be responsible for leaving
the premises and surrounding area in a clean and tidy
condition, properly locked and secured unless directed
otherwise and any contents temporarily removed from their
otherwise the
usual positions properly replaced
Community Hall Management Committee shall be at liberty
to make an additional charge.
18 Noise. THE HIRER shall ensure that the minimum of
noise is made on arrival and departure.
1. Supervision. THE HIRER will, during the period of the
hiring, be responsible for supervision of the premises,
the fabric and the contents; their care, safety from
damage however slight; or change of any sort and the
behaviour of all persons using the premises whatever
their capacity; including proper supervision of the car
parking arrangements so as to avoid obstruction.
2. Use of Premises. THE HIRER shall not use the
premises for any purpose other than that described in
the hiring agreement and shall not sub-let or use the
premises for any unlawful purpose or in any unlawful
way or do anything or bring onto the premises anything
which may endanger the same or render invalid any
insurance policies in respect thereof nor allow the sale
of alcohol thereon without a licence.
3. Licences.
THE HIRER shall be responsible for
complying with the conditions set by the Premises
Supervisor where sale of alcohol is to occur on the
premises. Under no circumstances is alcohol to be
supplied to anyone under the age of 18 years
4. Gaming, Betting and Lotteries. THE HIRER shall
ensure that nothing is done on or in relation to the
premises in contravention of the law relating to gaming,
betting and lotteries.
5. Public Safety Compliance. THE HIRER shall comply
with all conditions and regulations made in respect of
the premises by the Fire Authority, Local Authority, and
Local Magistrates’ Court or otherwise, particularly in
connection with any event which includes public
dancing or music or similar public entertainment or
stage plays.
6. Health & Hygiene THE HIRER shall, if preparing,
serving or selling food, observe all relevant food health
and hygiene legislation and regulations.
7. Electrical Appliance Safety. THE HIRER shall ensure
that any electrical appliances brought by him to the
premises and used there shall be safe and in good
working order, and used in a safe manner. Where a
residual circuit breaker is provided under terms of the
PEL or CPL, the hirer must make use of it in the
interests of public safety.
8. Indemnity.
THE HIRER shall indemnify The
Community Hall Management Committee for the cost of
repair of any damage done to any part of the property
including the curtilage thereof or the contents of the
buildings which may occur during the period of the
hiring as a result of the hiring. THE HIRER shall be
responsible for making arrangements to insure against
any third party claims which may lie against him or her
(or the organisation if acting as a representative) whilst
using the Community Hall.
9. Accidents and Dangerous Occurrences.
THE
HIRER must report all accidents involving injury to the
public to a member of The Community Hall
Management Committee as soon as possible. Any
failure of equipment either that belonging to the hall or
brought in by the hirer must also be reported as soon
as possible. Certain types of accident or injury must be
reported on a special form (obtainable from the hall
representative) to the local authority.
This is in
accordance with the Executive Reporting of Injuries,
Diseases and Dangerous Occurrences Regulation
1995.
4-21
BOOKING PROCESS
Seq Event
Response
1
Booking Clerk outlines the
hire arrangements and
discusses as required.
Potential hirer
calls or emails
Booking Clerk.
Remarks
Booking Clerk advises on
availability.
Puts booking in diary.
Booking Clerk despatches
application form to
potential hirer.
Preferably by email.
If necessary Booking
Clerk arranges for viewing
visit to Hall.
Booking Clerk, or
another hosts visit.
This becomes a firm
booking in the Booking
Diary.
2
Potential hirer
returns tear off
slip with deposit
to Treasurer.
Treasurer advises
Booking Clerk that the
deposit has been
received.
3
If necessary, a
damage deposit
payment made
to Treasurer.
4.
Event takes
place.
Treasurer advises
Booking Clerk on receipt
of damage deposit.
Treasure retains cheque
until after the event.
Booking Clerk arranges
access via a weekly print
out to all Trustees.
Treasurer ensures
balance has been paid.
5
At suitable
intervals.
Booking Clerk liaises with
Treasurer.
6
Monthly.
Treasurer reconciles
receipts with bookings.
Anomalies are chased
through.
Note: Regular users are required to re-apply before the beginning of each new
Financial Year.
4-22
Appendix 2
4.- 23 to 4.-25
Bar Procedures
INSTRUCTIONS FOR TRUSTEES OPENING THE
BAR FOR HIRERS
Bar users should have one of the following:
1.
2.
3.
Personal License to sell alcohol.
Temporary Event Notice authorising alcohol sales.
Letter of Authorisation from a Trustee in the form of either A or B
below.
If the Hirer does not have any of the above proceed as follows:
A.
HIRER SUPPLYING ALCOHOL FREE OF CHARGE
Using Appendix A authorisation letter complete 2 copies which
should be signed by both the Trustee and the Hirer.
One copy is to be given to the Hirer the other is retained in the
folder.
Draw the Hirer’s attention to the permitted hours of opening
contained in the premises License and the restrictions on the
supply of alcohol to young people.
B.
HIRER SELLING ALCOHOL
Using Appendix B authorisation letter complete in the same
manner as A above.
N.B. Trustee signs and prints name.
4-23
Name
COMMUNITY HALL
MANAGEMENT COMMITTEE
Registered Charity No 123456
FOR OUR VILLAGE
Appendix A
Annex to Hiring Agreement where alcohol is to be available.
I, _______________________________ (in capitals) the undersigned agree to
accept responsibility from the Designated Premises Supervisor/Trustee for ensuring the
following:
•
That I will conform to all the requirements of the Premises License displayed in the
Hall Foyer.
•
Under no circumstances will alcohol be consumed by any person less than 18 years
of age except as covered in paragraph 3 below.
•
Persons between the age of 16 and 18 may consume BEER, WINE, or CIDER if
taking a table meal accompanied by an ADULT.
•
Under no circumstance will alcohol be supplied to any person who is drunk.
I understand that allowing supply of alcohol is contravention of the above is a
criminal offence.
Signed:
HIRER
Signed:
TRUSTEE
Dated: ___________________
4-24
Appendix B:
Letter authorising sale of alcohol in accordance with
Licensing Act 2003
Dear
The Licensing Act 2003
This letter gives you the authorisation to sell alcohol at the following function (s) at
Name Community Hall
Date:………………………………………….
complete as appropriate
Description: ……………………………………
complete as appropriate
Times: ………………………………………….
complete as appropriate
The following responsibilities apply to all those selling alcohol:
•
•
•
•
•
•
•
No alcohol is to be sold or delivered to anyone less than 18 years of age (a PASS proof of
age card, photo driving licence or passport can be accepted as proof of age. A soft or nonalcoholic drink may be provided, not a low alcohol drink. An adult may purchase wine, beer
or cider for someone aged 16 or over only for drinking with a table meal taken with an
adult.)
No alcohol is to be sold to anyone who appears to be drunk or who is buying for someone
who appears drunk. (Slurred speech, clumsy movement and loud or aggressive behaviour
are signs of drunkenness).
No alcohol is to be sold after the following time: ____________
Drunk and disorderly behaviour must not be permitted. (If someone refuses to leave when
asked politely do so warn them that they are committing a criminal offence. If they still
refuse to leave call the police for assistance, do not attempt to remove them, for safety
reasons).
Smuggled goods must not be sold or kept on the premises.
Every sale of alcohol by a person aged under 18 must ne specifically authorised by myself
or the following adult(s) who have authority to give such approval.
If you suspect that anyone is taking or supplying drugs inform the police.
These responsibilities apply where sale is carried out under the authority of a Temporary Event
Notice, as well as sales under a Premises Licence.
Note the maximum penalty for breaking the law in these respects is a fine of £20,000 or 6
months in jail. Those attempting to purchase alcohol who are under 18, buying for someone
under 18 or who are drunk buying or buying for a drunk are also guilty of an offence.
Signed:
Authorised Trustee
I Herby agree to comply with these requirements for the sale of alcohol.
Signed:
Dated:
4-25
ANNEX E
4 - 26 to 4 - 34
FIRE SAFETY POLICY
Date: January 2012
(To be reviewed annually)
Within the Policy the term ‘Users’ is intended to imply: the Committee; workmen, tradesmen and officials
who have legitimate business to discharge at the premises Name Community Hall.
Within the Policy the term ‘Hirers’ is intended to imply those Applicants who hire Name Community Hall
in order to conduct their own activity and the members of the public who attend that activity.
Name Community Hall is a registered charity, run and maintained by a Committee of
Trustees, for the benefit of the residents of Name of village/ parish and its environs.
The Committee is committed to operating and maintaining Name Community Hall in
accordance with The Regulatory Reform (Fire Safety) Order 2005.
The Committee will do all that it can to:
•
•
•
•
Minimize Fire Risk.
Identify and assess risks.
Provide suitable fire safety equipment.
Provide Fire Instructions.
The Committee cannot be fully responsible for all the Fire Safety aspects of activities
that are not under its control. While the Committee recognises its overall responsibility
under the law it makes a distinction between Users and Hirers of the Hall. It must
therefore alert Hirers of the Hall to recognise their own responsibilities regarding the
Fire Safety aspects of their own activities while using the Hall.
The Committee will:
•
Do all that it can to engender Fire Safety within both the letter and spirit of the law.
•
Do all that it can to maintain a safe environment at the Premises that is Name
Community Hall.
•
Establish, maintain and keep under review a Fire Risk Assessment for the
Premises.
•
Maintain fire appliances and instructions in accordance with the Fire Risk
Assessment.
•
Prominently display a copy of this Policy.
•
Keep this Policy under regular review.
•
Alert all Users to the Fire Risk Assessment and Fire Instructions encourage Users
to read them and encourage Users to adhere to both the letter and spirit of them.
4-26
•
Make it a requirement of the Hire Agreement that Hirers do read and conform to the
Fire Risk Assessment and Instructions.
•
Make it a requirement that appropriate fire instructions, and especially the exit
routes, are briefed to members of the public using the Hall at the beginning of any
activity by the Hirer.
•
Maintain Public Liability Insurance for the premises and its own Committeesponsored activities.
•
Maintain a First Aid Kit.
•
Maintain an Accident Book.
The Committee considers that it is still the duty of all Users and Hirers of Name
Community Hall to:
•
Remain vigilant and ‘risk aware’.
•
To be familiar with this Policy, its supporting Risk Assessment and Fire Instructions
and to conform to their requirements
•
Make others aware of risks and the means to mitigate such risks as appropriate for
the activity being undertaken.
•
Report and record accidents in the accident book provided with the First Aid Kit.
•
Alert a Committee Member to any newly apparent risks.
•
Assist the Committee with constructive suggestions as to how the Fire Safety
management of Market Lavington Community Hall might be improved.
It is the specific responsibility of the Committee to:
•
Keep Fire exits clear.
•
Conduct a weekly check that the internal and external normal lighting is fully
functioning, replacing bulbs as required and reporting any required maintenance
needs to the Chairman or designated Committee Member responsible for
maintenance.
•
Arrange for a yearly contracted check of the smoke alarms combined with a full Fire
alarm check.
•
Arrange for a yearly contracted check of all Fire extinguishers.
•
Keep all areas clean and clear from the build up of dirt, dust and fluff etc.
•
Keep the Plant Room free from stored material (except inert material).
•
Ensure that flammable materials such as paint are not stored on the premises.
•
Ensure that quantities of flammable cleaning materials and the like are kept to
minimum and stored appropriately
4-27
•
Conform to the intent of the Fire Safety Risk Assessment in all respects
After each Hire period, check that:
•
Internal bins have been emptied after hires.
•
Lights are turned off and appliances unplugged as appropriate.
•
Stored material is stored in accordance with plan.
•
All areas are tidy.
The Maintenance Committee will nominate a person to check the emergency lighting at
regular intervals.
The Fire Alarm System and all allied equipment are subject to a Maintenance Contract
with Name Ltd and are checked twice a year.
4-28
4 - 29
FIRE SAFETY RISK ASSESSMENT
Date: January 2012
(To be reviewed annually)
TABLE 1 – PEOPLE AT RISK
Group
Risk
Remarks
Committee
Low
Familiar with premises, hazards, equipment and
escape routes
Hirers
The Hire Agreement requires hirers to become
familiar with the Fire Instructions
Healthy
Adult
Provided they have been given an appropriate brief
at the beginning of the activity
Healthy
Children
Provided they have been given an appropriate brief
at the beginning of the activity and remain under
adult supervision
Infants
Provided that parent has been given an
appropriate brief at the beginning of the activity
retains supervision
Neighbours
Although unaware of Fire Instructions they are
unlikely to be affected
Passers By
Although unaware of Fire Instructions they are
unlikely to be affected
Disabled
Medium
Elderly and
infirm
Alcohol
impaired
Through the 4 primary escape routes, they may
need time and assistance from able bodied
Through the 4 primary escape routes, they may
need time and assistance from able bodied
High
Where the hire agreement allows the consumption
of alcohol, hirers are to nominate and maintain
representatives who remain sober to organise and
assist the impaired if required in an emergency
4-29
TABLE 2 – ESCAPE ROUTES
4 - 30
Route
Route
Comments
Suitability
From Main Hall
1
From Bar
Through Entrance Hall to Car Park
7.
Notes:
1.
2.
3.
From the Entrance Hall the route also serves the Kitchen, Meeting Room,
Bar, Plant Room and Toilets.
Route lit with emergency lighting and signed internally.
Externally with bulkhead lamp and emergency lighting.
•
Suitable for all from Toilets, Main Hall, and Meeting Room, Kitchen, Bar and
Plant Room.
Back Door of Bar opens outwards.
Inward opening door into Entrance Hall. Route lit with
emergency lighting and signed internally.
Externally with bulkhead lamp and emergency lighting.
•
.
Suitable for all from the Bar area.
Back Door of Kitchen opens outwards.
Inward opening door into Entrance Hall. Route lit with
emergency lighting and signed internally.
Externally with bulkhead lamp and emergency lighting.
•
Suitable for all from Kitchen area.
•
Suitable for all from all other rooms in the building.
•
•
Suitable for all from Plant Room and Bar
Suitable for all from Toilets, Main Hall, and Meeting Room, Kitchen, Bar and
Technical Services Room.
Externally with both bulkhead lamp and emergency lighting.
Fire door with push bar. Route lit with emergency lighting
and signed internally.
3
6.
•
Through3 fire doors; 1 south facing
and 2 west facing, turn left or right
to Car Park or safe area
From Managment Room
Through Entrance Hall to Car Park
5
Suitable for all from Main Hall.
Doors open inwards into Entrance Hall. Route lit with
emergency lighting.
2
4
•
Through Entrance Hall to Car Park
From Kitchen
Through Back Door of the Kitchen.
Through Entrance Hall to Car Park
From Toilets
Through Entrance Hall to Car Park
From Entrance Hall
Through Main Door to Car Park
From Plant Room
Through Bar to Entrance Hall to
Car Park
Inward opening door into Entrance Hall. Route lit with
emergency lighting and signed internally.
Externally with bulkhead lamp and emergency lighting.
Outward open door.
Route lit with emergency lighting and signed internally.
Externally with bulkhead lamp and emergency lighting.
Inward opening door into Entrance Hall. Route lit with
emergency lighting and signed internally.
Externally with bulkhead lamp and emergency lighting.
The Assembly Point for all routes is the Car Park as far away from the fire as possible.
There is a full Fire Alarm system activated by smoke and or break glass boxes from all areas.
Emergency lighting activates on main power failure activated by smoke sensors or “break glass” alarm activated points.
4-30
TABLE 3 – FIRE RISK ASSESSMENT
Identified
Hazards
4 -31 to 4 -32
Observation
Detection
Equipment
Escape Lighting, Remarks / Action
Routes and Signs
Ignition source but not if
properly disposed in bin
provided there is no fuel
Ignition and fuel source
Human
senses
None.
Extinguishers
may be
brought from
inside Hall
Retire to safe
distance
Entrance Hall:
Notice Boards
and paper
notices
No obvious ignition or fuel
source
1 Smoke
Alarm
6lt Water
2 kg CO
Route 4
Area to be kept tidy.
No storage to be allowed in area.
Main Hall:
Wall Hanging
on West Wall
No obvious ignition or fuel
Smoke
Alarm
2 off 6lt
Water
2 off 2kg
CO²
Routes 1, 2, 3 & 4
Area to be kept tidy.
Any chairs are to be placed in a row
around the hall wall.
Smoke
Alarm
None
Route 4
No storage to be allowed in area
Area to be kept tidy and bin to be emptied
before closing the hall.
Smoke
Alarm
None
Route 4
No storage to be allowed in area.
Area to be kept tidy and bin to be emptied
before closing the hall.
Smoke
Alarm
None
Route 4
No storage to be allowed in area.
Area to be kept tidy and bin to be emptied
before closing the hall.
Smoke
Alarm
None
Route 4
Area to be kept tidy.
Car Park:
Cigarette butts
Hot car engines
Gents Toilet:
None
Ladies Toilet:
None
Disabled Toilet
None
Meeting Room:
Stored chairs,
No obvious ignition or fuel
tables &carpet
source
4-31
If possible extinguish fire after calling the
Fire Brigade.
Retire to safe
distance
Identified
Hazards
Observation
Detection
Equipment
Escape Lighting,
Routes and Signs
Remarks
No obvious ignition or fuel
source
Smoke Alarm
None
Route 4
Area to be kept tidy and bin to be emptied
before closing the hall.
Route 1,2,3, & 4
To be stored in accordance with plan.
Area to be kept tidy.
Bar:
Fridge
Glass washer
Store Rooms No 1 & 2:
Stored materials
No obvious ignition or fuel
sources
Plant Room:
Heating
No obvious ignition or fuel
equipment
sources
Kitchen:
Electric cooker
Potential ignition of cooking
items but no obvious fuel
sources
Kettle
No obvious ignition or fuel
sources
Dish washer
No obvious ignition or fuel
sources
Microwave
Potential ignition of contents
but no obvious fuel sources
Lin Cat Boiler
No obvious ignition or fuel
sources
Fridge
No obvious ignition or fuel
sources
Heated Cabinet
Potential ignition of contents
but no other obvious fuel
source
Human
Senses
Smoke Alarm
2kg Powder
Route 4
No storage of flammable materials.
Area to be kept tidy.
Smoke Alarm
2kg Powder 1
off Fire
Blanket
Back Door or Route
4
Statutory inspections as required.
Due diligence by all kitchen users.
No storage of fuel sources.
Area to be kept tidy.
All cleaning material to be kept in secure
cupboard.
Bin to be emptied before closing the hall.
Human
Senses
General:
Domestic lighting
Potential ignition from switching
sparks or shorting through
failure of installation or
insulation. Immediate fuel
generally minimal
Electrical installation by certified professionals
only.
No tampering permitted.
Occasional professional checks as deemed
necessary.
4-32
TABLE 4 – DISTRIBUTION OF FIRE EQUIPMENT
4.-.33
Area
Current
Proposed
Main Hall
2 off 6lt Water
2 off 2kg CO²
2 Smoke Alarms in ceiling
2 Emergency Lights in ceiling
2 off Break Glass Points at West end
1 off Break Glass Point at East end
Exit sign over
Entrance Hall
Meeting Room
1 off Smoke Alarm in ceiling
1 Emergency Light in ceiling
Any fire to be fought from Entrance Hall.
Using the extinguishers located there.
Entrance Hall
1 off 6lt Water
1 off 2kg CO²
1 off Smoke Alarm
1 off Emergency Light in ceiling.
Together by Fire Door Route 4
Bar
1 off Smoke Alarm in ceiling
1 off Emergency Light in ceiling
1 off 2kg CO² for use in Plant room
and/or Bar.
Exit sign by the Back Door exit
Plant Room
1 off Smoke Alarm in ceiling
1 off Emergency Light in ceiling
Kitchen
2kg Powder1 off Fire Blanket
1 off Smoke Alarm in ceiling
1 off Emergency Light in ceiling
1 off Smoke Alarm in ceiling
1 off Emergency Light in ceiling
Ladies Toilet
Gents Toilet
Remarks
door
to 1 set by Fire Door Route 1.
1 set by Fire Door Route 2.
Exit sign by the Back Door Exit.
1 off Smoke Alarm in ceiling
1 off Emergency Light in ceiling
4-33
4 - 34
Name COMMUNITY HALL
FIRE INSTRUCTIONS
Any person discovering a fire should:
1.
2.
3.
Raise the alarm by shouting ‘Fire, Fire’ and activate the alarm system
by breaking the nearest call point.
Call the Fire Brigade. (There is no public telephone in the building, the
nearest is at the cross roads by the Post Office).
Attack the fire using the appropriate appliances provided, if it is
deemed safe to do so.
On hearing ‘Fire, Fire’ or other alarm all persons on the premises are to:
4.
5.
6.
7.
Leave the building by the nearest safe fire exit.
Close all doors.
Report to the Assembly Point in the Car Park.
Senior person or organiser to check everybody is evacuated.
4- 34
ANNEX F
4 - 35 to 4 - 36
HEALTH AND SAFETY POLICY
Date: January 2012
(To be Reviewed Annually)
Name Community Hall is a registered charity, run and maintained by a
Committee of Trustees, for the benefit of the residents of Name of village /
parish and its environs.
The Committee of Trustees is committed to operating and maintaining Name
Community Hall in accordance with the law and the requirements of the Charity
Commission. It draws on guidance form the Village Hall & Community Buildings
Advisor from Community First who also provides other guidance from relevant
sources such as Action with Communities in Rural England (ACRE).
The Committee or Trustees recognises its responsibility, in law, to maintain a
safe environment for Users and Hirers of the Hall.
The Committee of Trustees cannot be fully responsible for the Health and Safety
aspects of activities that are not under its control. However, it will do all that it
can to alert Hirers of the Hall to recognise their own responsibilities regarding the
Health and Safety in regard to their own activities.
Through the Committee of Trustees of Name Community Hall a cleaner is
employed.
The Committee of Trustees will:
•
Do all that it can to engender Health and Safety within both the letter and
spirit of the law.
•
Do all that it can to maintain a safe environment at the Premises that is Name
Community Hall.
•
Establish, maintain and keep under review a Risk Assessment for the
Premises.
•
Establish, maintain and keep under review a Fire Risk Assessment for the
Premises
•
Prominently display the Poster: ‘Health and Safety Law – ‘What you should
know’
•
Prominently display a copy of this Policy.
•
Keep this policy under regular review.
•
Alert all Users to the Risk Assessment and Fire Risk Assessment encourage
them to read them and encourage them to adhere to both the letter and spirit
of them.
•
Make it a requirement of the Hire agreement that Hirers read and conform to
the
Risk Assessment and Fire Risk Assessment.
•
•
Maintain Public Liability Insurance for the premises and its own Committeesponsored activities.
•
Maintain fire appliances and instructions in accordance with the Fire Risk
4- 35
Assessment
•
Maintain a First Aid point.
•
Maintain an Accident Book.
However, the Committee of Trustees considers that it is still the duty of all Users
and Hirers of Name Community Hall to:
•
Remain vigilant and ‘risk aware’.
•
To be familiar with this Policy and its supporting Risk Assessments and to
conform to their requirements.
•
•
Make others aware of risks and the means to mitigate such risks as
appropriate
for the activity being undertaken.
•
Report and record accidents in the Accident Book in the Kitchen
•
Alert a Committee Member to any newly apparent risks.
•
•
Assist the Committee with constructive suggestions as to how the Health and
Safety management of Name Community Hall might be improved.
4- 36
4 - 37 to 4 - 39
BASIC RISK ASSESSMENT
Date: January 2012
(To be reviewed annually)
Area
Car Park
Entrance
Hall
Identified Risks
Mitigation
Responsibility
Cars manoeuvring
• Warn users of hazards and to Hirer
Pedestrian
take due care.
access/egress
• Pedestrians and smokers not to
Goods loading
loiter in middle when cars are
unloading
manoeuvring.
Smokers loitering
• Smokers are not to smoke at the
Children playing
main entrance to the Hall.
Inclement weather
• Children to be supervised by
Combinations of the
responsible adult and restricted
above
to pavement area.
Snow and ice
•
Hirers to consider
outside main door.
Darkness
•
Maintain outside lights.
Grassed area, and
other outside areas.
Routine hazards.
•
To maintain a tidy and safe area. Hirer
Committee members, delivery
and maintenance engineers to
take due care.
Aco Drain (High Heels)
•
Maintain outside light.
Committee
Wet floor in inclement
weather
•
Children to be supervised by
responsible adult.
As above plus maintain doormat
and mop floor when practicable.
Wet floor signs deployed until
floor is dry
If present, Hirer to be verbally
warned.
Coats to be distributed along
rack so that entrance is not
further restricted.
Hirer
•
•
Wet Floor after
cleaning
Coat Hooks
Main Hall
Main door opening
inwards from Entrance
Hall
•
•
•
clearing Hirer
Committee
Hirer
Cleaner
Hirer
No activities near door swing Hirer
area.
Cleaner
Wet floor after cleaning
•
•
Slipping on spilt liquids
•
Wet floor signs deployed until
Cleaner
floor is dry
If present Hirer to be verbally Committee
warned.
Hirer
Clean up spills immediately.
4- 37
Storeroom Stacked Furniture
No 1
•
•
•
•
Store
Room
No 2
Stacked Furniture
•
•
•
•
•
Stored furniture to be stacked
only in accordance with plan.
Storage plan on display on wall.
Chairs not to be stacked more
than 8 high and moved using
trolley provided.
Furniture to be moved as
individual items.
Users should not work alone.
Plastic Chairs not to be stacked
above a stable height.
Furniture to be moved as
individual items.
Those entitled to store material
in the Store room must conduct
their own risk assessment for
storage and movement of their
material, confine their material to
their designated area and not
create a hazard to other users.
Users should not work alone.
Hirer
Committee
Committee.
to check
regularly
Hirers
Hirers
Entitled Hirers.
Committee to
check regularly
Furminger
Room
No risks identified
•
•
To be kept under review.
Risk should be reassessed
according to usage.
Gents
Toilet
Cleaning materials
Slippery floor if wet
•
Apart from hand wash, no Cleaner
cleaning materials to be stored
Hirer
in toilet.
Clean up spills immediately.
•
Ladies
Toilet
Cleaning materials
Slippery floor if wet
•
•
Disabled
Toilet
Door opens outwards
Cleaning materials
•
•
Slippery floor if wet
•
Plant
Room
Bar
Normal trip and bang
hazards from fixtures,
surface edges.
Intrinsically safe area
but usual bar hazards
when in use as bar
Slippery floor if wet
Roller Door in Hatch
Apart from hand wash, no Cleaner
cleaning materials to be stored
Hirer
in toilet.
Clean up spills immediately.
Care to be taken in this area.
Apart from hand wash, no Cleaner
cleaning materials to be stored
Hirer
in toilet.
Clean up spills immediately.
•
Access restricted to authorised Authorised
Committee members in pursuit Committee
Members.
of their duty.
•
Hirers to conduct their own risk Hirer
assessment
according
to
envisaged use.
•
•
Clean up spills immediately.
Care needed when closing
Hirer
Roller Door.
4- 38
Hygiene
•
•
•
•
Kitchen
Fridge to be left clean,
switched off, unplugged and
door open after use.
Surfaces to be wiped clean
after use.
Glasses, to be washed up,
dried and put away after use.
Rubbish to be removed from
premises at completion of hire.
Hirer
Hirer
Hirer
Hirer
Hirer
•
Hirers to conduct their own risk Hirer
assessment
according
to
envisaged use.
Slippery floor if wet
•
Clean up spills immediately.
Roller Door in Hatch
•
Care needed when closing.
•
Fridge to be left clean,
switched off, unplugged and Hirer
door open after use.
Surfaces to be wiped clean
after use.
Glasses, crockery and utensils
to be washed up, dried and put
away after use.
Hirers to satisfy statutory food
handling requirements.
Rubbish and food waste to be
removed from premises at
completion of hire.
Normal trip and bang
hazards from fixtures,
surface edges.
Intrinsically safe area
but
usual
kitchen
hazards when in use
as kitchen
Hygiene
•
•
•
•
4- 39
Hirer
Hirer
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