Davis Hall Policies

The Davis Hall, West Camel

POLICIES

Summary

OBJECTS of the Charity

The Davis Hall, West Camel was  built for the use of the inhabitants of the Parish of West Camel in the county of Somerset without distinction of political, religious or other opinions, including use for lectures, classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.

In order to maintain the hall in a fit condition to achieve these objectives certain policies have been established:

All our Policies – Hiring, Financial, Health and Safety, Equal Opportunities, Environmental Impact, Safeguarding of Children and vulnerable adults, Hygiene, General Data Protection, are available below.  They are reviewed annually.

Cleaning and Maintenance

You should find the Hall clean and tidy on your arrival.  If there is a problem please contact a member of the Committee immediately.  List on notice board by toilets.

We expect you to leave the hall as clean and tidy as possible when you leave.  Floors swept, carpet vacuumed and any rubbish taken home with you.  The Committee reserves the right to make an extra charge if there is an unreasonable amount of cleaning to be done after a booking.

The Hall is thoroughly cleaned once a week; it is up to hirers to help volunteers keep it well maintained throughout the week.

Trustees Expenses will be reimbursed  against a receipt.

There will be an annual review of the following:

Hiring Charges and Hiring Agreements:               Insurance

 

Bookings: The Hall can only be booked by someone over 18.  Parties for under 18’s must be supervised by adults throughout the hiring.  Organisations who have regular bookings for a year are entitled to a representative on the Committee.  Meetings are open to the public but only Trustees may vote.

Animals and Birds  are only allowed in the hall with the consent of th Committee for a specific purpose, e.g. a training class or show.  When there is any livestock in the hall there will be no access to the kitchen.

Children are only permitted in the kitchen with a responsible adult.

Organisers of events for children and/ or vulnerable adults must comply with relevant laws for the protection of children and vulnerable people.

Weddings should provide a contact responsible for the end of the event other than the Bride.

Controls: Please contact the relevant person before changing settings on any of the following:

Building and Fire Alarms                                              Alison Stevens  01935 850810

Boiler Controls (Heating and Water)                       Mary Gordon    01935 851214

Hearing Loop                                                                     Mary Gordon

Fridges and Freezers, Dishwasher                            Lena Morgan     07771795442

Heating Thermostats and Radiator Valves           Mary Gordon

Stage Lighting and Sound Equipment                     Derek Street      01935 850335

 

GENERAL DATA PROTECTION REGULATIONS

The Davis Hall holds personal data solely for the purpose of running the hall.  Information is not shared or processed.

POLICY AND PROCEDURES

General Data Protection Regulation (GDPR) detailed procedures for

The Davis Hall, West Camel, Somerset BA22 7QX

(The Davis Hall)

Based on the Information Commissioner’s Office (ICO) Twelve Steps Guidance document – our compliance procedures are as follows:

  1. Awareness

Decision makers and key people in the organisation are the Trustees, who are recorded on the Minutes of Meetings, The Charity Commission Records and on the Davis Hall Notice Board for the purposes of managing the hall.

  1. Information you hold

Anyone who wishes to be included on an email mailing list will provide their email address to the Secretary, The Davis Hall, West Camel.  This list is only used by the Trustees to send emails relating to Davis Hall management, fundraising and events.

Should anyone wish to contact each-other by telephone, they will need to share the information personally and directly, and not via the Trustees.

Social Media

Should events be publicised by Trustees on the personal social media sites of those involved in village hall events (Facebook, Twitter and Linked-In) this will be under the general rules of the media sites.  This is a personal choice.  There is no Davis Hall, West Camel social media site.

Trustees may from time to time take photographs of events for marketing purposes.  People at the event will be made aware that this is possible and can ask not to be included.

  1. Communicating privacy information

When someone asks to be added to the Davis Hall email list, we will do this and they will be deemed to have consented to and be aware that we hold their name and e-mail address for the purposes of managing, advertising and fundraising for the Davis Hall.  Their details will not be processed or shared with anyone without their express permission.  They can unsubscribe at any time and their information will be deleted.  Only current records will be held apart from where legally required for the management of the Davis Hall. (i.e. Accident Records)

  1. Individuals’ rights

The GDPR includes the following rights for individuals:

  •  the right to be informed;
  •  the right of access;
  •  the right to rectification;
  •  the right to erasure;
  •  the right to restrict processing;
  •  the right to data portability;
  •  the right to object
  •  the right not to be subject to automated decision-making including profiling.

We cannot see any reason why these cannot be adhered to with our procedures outlined above.

  1. Subject access requests

Should someone ask for the data we hold on them, the Secretary would be able to show them any information that is on our list.

Before we provide the data, we will ask them to answer a relevant security question, to ensure we are providing information to the correct person.  Most of our clients are personally known to Trustees for identification purposes but if this were not the case two forms of ID would be required (e.g. Utility bill with address/Driving Licence/Passport).  Should any authority (Police or Social Services) require information ID would be checked before any information was divulged.

  1. Lawful basis for processing personal data

Data held for Trustees and clients may include name, address, e-mail address and telephone number only; The Davis Hall mailing list only holds e-mail addresses; there is no processing of data.

  1. Consent

Before 25th May 2018, we will email everyone who is currently on the email list, to ask them to consent to continue to be on the list.  Anyone who does not reply by the deadline will be removed from the list and will need to re-subscribe should they wish to start receiving the emails again.

  1. Children

There are currently no subscribers under 16.  Should this change in the future, the permission of a Parent or Guardian will be sought before adding the name to the list.

  1. Data breaches

Should our email be hacked, we would need to send a message to every email address held on our list to explain that this may have happened.

  1. Data Protection by Design and Data Protection Impact Assessments

Records are maintained on a computer with password protection in a private house.  There is no processing of entries minimising any likelihood of breaches.

CCTV records are handled according to the guidelines set out by the ICO.  CCTV cameras cover the car park, entrances and surrounds of the hall and the tennis court on the neighbouring sports field.  They do not infringe on neighbouring private property. CCTV is maintained for the detection and prevention of crime only.

  1. Data Protection Officers

The Secretary For The Time Being (Mary G Gordon) will be DPO for The Davis Hall West Camel, the procedures in this document having been agreed by the Trustees at a meeting on 6th April 2018 at The Davis Hall, West Camel.

  1. International

N/A

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EQUAL OPPORTUNITIES POLICY

The Davis Hall welcomes everyone with equal fervour.  Our constitution does not allow anyone under the age of 18 to make a booking but parties are encouraged with suitable adult supervision throughout the event.

Community events constantly strive to be all inclusive and provide for all age groups.

Currently there are no employees.

The objects of the Charity are:

The property hereby demised together with such other property as may be acquired by or on behalf of the trustees …shall be held upon trust for the purposes of a village hall for the use of the inhabitants of the Parish of West Camel …..without distinction of political religious or other opinions, including use for lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.’

30/07/2015

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ENVIRONMENTAL IMPACT

 The Trustees of the Davis Hall, West Camel (The Trustees) will keep the environmental impact of the Hall under constant review.

 Implemented at the design stage (2000 – 2001)

  • Double insulation to roof and walls
  • Insulated acoustic tiled dropped ceiling
  • Underfloor heating  to all but Main Hall
  • Long Life low energy light bulbs wherever possible
  • Time switches on external lighting
  • Flexible heating control
  • Double glazing to all windows and glass doors.
  • Environmentally friendly cleaning materials with colour coded system
  • Car Park is permeable tarmac over a soakaway; feeds through 3” pipes to slow  down water run off  from roofs and car park to River Cam.  Grass terrace also slows run off to ditch/ River Cam.
  • Provision of surfaced paths to the Hall to encourage less use of cars
  • A cycle rack to encourage less use of cars
  • Car sharing for regular event transport (e.g. Lunch Club, Thursday Coffee Mornings)
  • Use of recycled paper products (hand towels, wipes and toilet paper)

Noise Pollution:  Time limit prevents music after midnight and before 8.30 a.m.  Light Pollution:  External lighting on timers. Curtains and/or blackout blinds on all windows of main hall and Committee Room.

Considered at the design stage

‘Grey water’ recycling was considered but dismissed owing to irregular and variable use of Hall.

Photovoltaic panels: A 10Kw system was installed in 2013 to provide electricity to the hot water system and power and lighting circuits.

A ‘French Drain’  limits rain run-off from fields to the north and A303 onto Hall premises providing slow release via ditch to River Cam.

 Considerations for the future

The site is suitable for a wind turbine to provide electricity.

Given the current level of use there is scope for recycling rainwater or ‘grey water’ to toilets.

 Lighting:  LED bulbs replaced fluorescent tubes in Main Hall and Committee Room in 2017.

Time Control press top taps to all handbasins in toilets added in 2017.

Canvas Bread Bags available to avoid use of plastic, 2018

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FINANCIAL POLICY

 

1          POLICY PRINCIPLES

            Overall the financial management is the responsibility of the Davis Hall Trustees (The Trustees)

The day to day management of the Hall’s finances are the responsibility of the Treasurer – who is appointed by the Trustees.

The Trustees will ensure that the income generated by the Hall will cover its operational costs, its routine maintenance, costs of refurbishment and new/replacement equipment.

The Trustees will ensure that the charges made by the Hall to hirers are fair, consistent and good value for money

The Trustees may, in special circumstances, seek funding by way of grants from external parties for specific projects.

The revenue raised by the Hall which is surplus to its requirements on an annual basis will be placed in a secure deposit account, for future use as required.

Trustees will be reimbursed for Hall related expenses on production of a receipt.

Trustees will be reimbursed for Hall related Training costs.

 

2  POLICY PRACTICE

2.1  Treasurer: is elected/re-elected annually at the first Trustees Meeting after the Annual General Meeting (AGM)

2.2  The Treasurer’s responsibilities include:

Preparation of an annual budget for the Hall covering income and expenditure – to be presented and approved by the Trustees at the first meeting after the AGM.

Monitor progress quarterly against budget and report to the Trustees.

Preparation of Annual Accounts, checked by an approved competent third party, for acceptance by the Trustees at a meeting before the AGM.

Preparation and submission of the Annual Charity Commission Return by September of each year.

The day to day management of the Hall’s finances (issuing of invoices to hirers, payment of bills, collecting and banking of Hall revenues, managing petty cash, keeping accurate records to document all of these).

Preparation of bi-monthly projections of Hall income to present to the Trustees

Initiating an annual review of Hall hiring and associated charges, and presenting proposals for change to the Trustees.

Where significant sums of Hall funds are involved (e.g. Insurance Premiums, Hall redecoration), obtaining alternative quotations and proposing which to accept.

Reviewing adequacy of insurance cover annually.

Liaising with the Booking Secretary to ensure Hall charges are applied appropriately, and amounts invoiced are correct.

 

2.3  BANK ACCOUNTS

The Hall will have two accounts:-

A current account at a major bank which provides favourable terms to  charities (currently Barclays).  All cheques paid on the account will require signatures by two unrelated and financially unconnected Trustees.  BACS payments will be authorised by The Treasurer and one other signatory.

A deposit account (currently a Base Rate Savings account)

All balances to be held in cash.  Money transferable to current account only by instruction from the Treasurer.

This Policy was discussed and approved at a meeting of the Trustees on 7th August 2015

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HEALTH AND SAFETY POLICY

Part 1 – General Statement of Policy

This document is the Health and Safety Policy of

THE DAVIS HALL, WEST CAMEL

Our policy is to:

  1. a) Provide healthy and safe conditions, equipment and systems of work for our

volunteers, committee members and hirers

  1. b) Keep the village hall and equipment in a safe condition for all users
  2. c) Provide such training and information as is necessary to staff, volunteers and users.

It is the intention of The Davis Hall Management Committee to comply

with all health and safety legislation and to act positively where it can reasonably do so to prevent injury, ill health or any danger arising from its activities and operations.

The Davis Hall Management Committee considers the promotion of the health and safety of those who use its premises, including contractors who may work there, to be of great importance. The management committee recognises that the effective prevention of accidents depends as much on a committed attitude of mind to safety as on the operation and maintenance of equipment and safe systems of work. To this end, it will seek to encourage employees, committee members and users to engage in the establishment and observance of safe working practices.

Employees, hirers and visitors will be expected to recognise that there is a duty on them to comply with the practices set out by the committee, with all safety requirements set out in the hiring agreement and with safety notices on the premises and to accept responsibility to do everything they can to prevent injury to themselves or others.

THE DAVIS HALL, WEST CAMEL

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HIRING POLICY

  1. Guiding Principle

The hiring of The Davis Hall will be consistent with the objects specified in the Trust Deed which governs The Charity.

These objects are:

  • To provide a village hall for the use of the inhabitants of the Parish
  • No distinction based on political, religious or other opinions
  • Use for lectures, classes and other forms of recreation and leisure time occupation

While every effort will be made to accommodate the needs of all actual or potential hirers, priority will be given to inhabitants of the Parish.

  1. Policies

      2.1  Premises Licence: The Trustees (in particular the Secretary and Booking Secretary) will ensure that The Hall is properly licenced for the activities which hirers conduct – or propose to                                                           conduct – in the hall.

2.2  Hiring Charges: 

  • The Hall operates a three tier hire charge structure:

–  preferential lower rates for hirers inhabiting the Parish

–  standard rates for all non-commercial hirers not inhabiting the Parish

–  a premium rate for commercial hirers (commercial = use of the Hall for profit or commercial gain to the Hirer).

 

  • The Hall operates a discount arrangement with regular hirers

(regular =  generally hiring once a month or more often).

  • Hiring charges are based upon what is required to keep the Hall on a sound financial footing, and charges elsewhere for comparable facilities (e.g. other local village halls).
  • Hiring rates are reviewed annually by The Treasurer and Booking Secretary and they propose any alterations to the Committee for approval.
  • If the Hall is hired by a Charity, or for Charitable purposes, at the Booking Secretary’s discretion, the lower parish inhabitant rate may apply.
  • The current charges and discount rates are specified in Appendix 1 to this document.

 

 

2.2  Hiring Process

  • The Booking Secretary maintains a diary with all bookings entered. A detailed schedule is issued monthly and distributed to Keyholders, and a copy posted on the Hall noticeboard.
  • The Booking Secretary is responsible for ensuring that bookings do not clash or overlap, and where special arrangements are required, to negotiate with hirers so that all are satisfied.
  • Every hirer is required to sign both a Hiring Agreement and a Standard Conditions of Hire before the hiring; these documents cover all aspects of the hiring. The Booking Secretary retains a copy of these documents until the final payment for any hiring has been received.  Regular Hall users sign a Hiring Agreement and Standard Conditions of Hire which cover a year in advance – currently this runs from 1st April to 31st
  • When a hiring is requested the Booking Secretary is responsible for establishing all key requirements for that hiring e.g. time, nature of the event, number of people, licence requirements for alcohol, adult supervision for children, under 18’s, and vulnerable adults, use of the kitchen – and to advise the hirer of any special conditions which apply.
  • The Booking Secretary issues invoices for each hiring. Regular users receive a monthly invoice to cover the previous months hirings.  Other hirers can either pay in advance or at the time of their hire.  All are provided with receipts if wanted.

2.3  Deposits

Regular users are not required to pay deposits.  Occasional hirers are normally required to pay a deposit (see schedule of current charges) – but this may be reduced or waived at the discretion of the Booking Secretary.  These waivers generally apply to:

–  hirers who are known to the Booking Secretary and have a history of responsible use of the Hall.

–  local residents using the Hall for small scale events such as a coffee morning   or childrens party.

In all cases it is made clear to hirers that they are responsible for paying the cost of damage incurred.

2.4  Other considerations:

  • When potential hirers wish to view the Hall in advance the Booking Secretary makes reasonable efforts to ensure a Committee Member is available to show them the Hall at a mutually convenient time.
  • If a hiring cannot be accepted because the Hall is already booked, the Booking Secretary suggests, if possible, alternative venues which may be suitable.                   

HIRING POLICY      APPENDIX 1

Hiring Charges effective 01.08.2015

HIRING CHARGES (per hour)

Booking Secretary: Kate Kirkham  katekirkham@hotmail.co.uk

Hirers must inform the Committee in writing if they wish to hold an event involving alcohol.

Residents of the Parish of West Camel

Main Hall                                                                            £7.00

Regular Hirers                                                                   £5.50

Committee Room                                                              £3.00

Kitchen  Per Session: Hot Drinks                                  £3.00

Cooking/food preparation: Up to 50 people                  £9.00

50 to 100 people                   £15.00

100 plus people                     £20.00

 

Non residents of the Parish of West Camel

Main Hall                                                                         £10.00

Regular Hirers                                                                         £8.00

Committee Room                                                               £5.00

Kitchen  Per Session: same as residents                            £3.00

 

Commercial Rate Main Hall                                         £16.00

                               Committee Room                                 £ 8.00

 

Hiring for fundraising for Charity at Booking Secretary’s discretion.  Resident rates may apply.

For late night parties finishing at midnight requiring a Committee Member to lock up, a £50 Bond, refundable provided conditions are fully met, will be required.

Cancellation Charges:  Commercial Bookings with less than 21 days notice,  50% of hiring charges.

All others by arrangement with Booking Secretary.

Deposits:  For substantial events (weddings, big parties) where Booking Secretary judges a Deposit is needed:           £100.

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SAFEGUARDING POLICY

Safeguarding of Children Guidelines

We are grateful to the organisers of our Sunday Club for the following Guidelines

Here are some practical steps we can all take in order to protect the children, leaders, helpers and members of the churches.  An allegation of abuse can be made against anybody, which includes you.  The following guidelines are taken from the Home Office Code of Practise entitled ‘Safe from Harm’ and are for your benefit.  Please do all you can to stay within these guidelines.

1)   Avoid being on your own with any child.  This may mean groups working in one large room, or adjoining rooms with doors open.

2)   Never take a child home on your own – preferably have another helper with you, or ensure that the last two children are dropped off together.

3)   Be wise in your physical contact with children.  Physical contact between adults and children can be quite healthy and is to be encouraged in public places, but actively discouraged when out of the public view.  If in doubt don’t touch.

4)   Be wise in your relationship with children.  Do not be over friendly with some children at the expense of others.  No favourites.

5)   Male helpers and males generally, need to be particularly careful in what they say, and in being around forward young females.  Females similarly need to be careful with forward young male children.

6)   Never smack, hit or physically discipline a child except by ‘holding’ which may be used if there is an immediate danger of personal injury to the child or another person.

7)  If you feel that a child may have a ‘crush’ on you, talk to the Leader for advice and guidance.

8)  In order to help children, we need to develop healthy relationships by listening to them and respecting them.

9)  We must be mindful of the safety of the children at all times, and in all circumstances.

10)  Whenever possible have two adults present with a group and do not take a group of children off the     premises with fewer than two adults.

11)  Where confidentiality is important (e.g. counselling a young person) ensure that others know that the interview is taking place and that someone else is around the building.  As far as possible an adult of the same sex should conduct counselling of a child.

12)  Please talk to the Leader about anything that concerns you in relation to the protection and safety of children.

A full and comprehensive Safeguarding of Children Policy Document is available should you wish to read it for further information.  Please ask the Leader in order to see the complete policy document.

West Camel Churches Working Together

SAFEGUARDING OF CHILDREN AND VULNERABLE ADULTS

POLICY

It is our policy to adhere to Government guidelines in respect of children or vulnerable adults using the Davis Hall.

As far as we are able we will ensure that there are always a sufficient number of responsible adults with suitable qualifications to oversee children and vulnerable adults.

Under 18 year olds may not hire the Hall for any purpose; an adult is required to complete the hiring agreement and to be present at all times covered by the hiring.

Children using the Playing Field must have at least one adult in that area at all times.  If this is not adhered to, the access to the playing field must be blocked;  in the event of fire the meeting point will then be on the grass terrace.

Attention is drawn to the attached Guidelines provided by the Combined Churches. (see above)

 

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