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The Village Hall in Maplebeck
previously known as Turton Memorial Hall
Turton Memorial Hall Charity. No 502304

Rules and Regulations

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Rules and Regulations

  • AIMS
  • THE COMMITTEE
  • MANAGEMENT PROCEDURES
  • MINUTES AND ACCOUNTS
  • USE OF THE HALL
  • ALTERATION TO POLICIES
  • DISSOLUTION
  • POLICIES
    • Health and Safety Policy
    • Equal Opportunities Policy
    • Children and Vulnerable Adults Policy
    • Environmental Policy

 

  • AIMS

The function of the Committee as stated in the Trust Deed is to make sure the Hall is available -
“for use of the inhabitants of the Parish of Maplebeck* without distinction of political, religious or other opinions including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupations with the object of improving the conditions of life for the said inhabitants”.
*The Charity, when registered in 1972, was set up to serve the Civil Parishes of Kersall, Maplebeck and Winkburn.  To this end the Committee welcomes members from all three villages and encourages all residents to actively participate in Village Hall events.
Membership of the Management Committee is open to all adult residents of the three villages regardless of sex, race, disability, political or religious belief or sexuality.
2. MEMBERSHIP OF THE COMMITTEE

  • The Committee is made up of members elected at the annual Parish Meeting, representative members appointed by the Parochial Church Council (PCC) and representative members of any other organisation in the Parish. In addition, members can be co-opted onto the Committee at a duly constituted meeting.
  • All members must retire from office at the next annual Parish Meeting but they can stand for re-election or re-appointment if they wish.
  • Elected, appointed and co-opted members should indicate their acceptance of appointment and willingness to act by signing the minute book.  All new members will be given a copy of these Management policies and access to the Trust Deed governing the Turton Memorial Hall and publications of the Charities Commission.
  • No member may receive remuneration from Village Hall funds without the prior approval of the Charity Commissioners.  Any member who is declared bankrupt must resign.
  • If a member wishes to resign before the next annual Parish Meeting, they should advise the Secretary in writing.

3. MANAGEMENT COMMITTEE PROCEDURES

  • At the first meeting of the Committee after the annual Parish Meeting, the members will elect a Chairman, Secretary and Treasurer.
  • If the Chairman is unable to attend any subsequent meetings, he/she will appoint a temporary Chair.
  • The Committee must hold at least two ordinary meetings in addition to the Annual General Meeting. Additional meetings may be called at any time by the Chairman or two members of the Committee provided at least seven days’ notice is given to all members of the Committee of matters to be discussed.
  • All matters discussed in Committee will be determined by majority voting unless otherwise stated in these rules.  The Chairman will have the casting vote in the event of equality of votes.
  • Any meeting of the Committee will be invalid if it is not attended by a quorum of members which is not less than one-third of the total number of members for that year.

4. MINUTES AND ACCOUNTS

  • The Committee must keep minutes of each meeting and these will be circulated by the Secretary to all members.
  • The Committee must keep appropriate books of account to record all transactions and comply with the provisions of the Charities Act 1993.
  • The Accounting Year will run from 1st January to 31st December.
  • The Statements of Account must be presented at the annual Parish Meeting normally held in March.
  • The Bank Accounts for the Hall are held in Trust Accounts currently at a High Street Bank. Cheques drawn on the current account must be signed by two of the four signatories given on the Bank Mandate.  A new Mandate is required when any of the signatories ceases to be an officer of the Committee.

5. USE OF THE HALL

  • The Hall will be made available to the PCC for two occasions a year.
  • Applications for the hire of the Hall should be made to a member of the Committee via the online Booking Form.  Should you not have access to the internet then please ring 01636 636185 or 636421
  • Charges for the hire of the Hall will be set at the Annual General Meeting of the Committee. With Agreement of the Committee, reduced charges can be set for long-term bookings.
  • The Committee, or the Chairman of the Committee, acting on their behalf, may refuse, without reason, any application for the hire of the Hall provided that the refusal does not contravene the aims of the Committee or breach the Equal Opportunities Policy. The Chairman must communicate his/her decision at the next meeting of the Committee.

6. ALTERATION OF THE POLICIES
 The Committee may at any time alter the above policies and procedures or add new ones with the consent of a two-thirds majority of the Committee provided that the terms of the Trust Deed and any statutory provisions are observed.
7.  DISSOLUTION
If the Management Committee decides that is necessary to dissolve The Charity, a Residents’ Meeting will be called with at least 21 days notice.  The proposal to dissolve must be confirmed by two thirds majority of those present and voting.  After settling any debts or liabilities of the Charity, any money, equipment or assets held by the Charity will be passed to a not-for-profit organisation or group to use for charitable purposes for the benefit of the communities of Kersall, Maplebeck and Winkburn, as may be approved by the Charities Commission for England and Wales.
8. POLICIES
8.1 Health and Safety

1. The Committee aims to provide the highest possible standard of health and safety for the users of the Hall.
2. When an application for the hire of the Hall is made, a member of the Committee will draw the hirer’s attention to relevant Health & Safety issues.
3. The conditions attached to the granting of Public Entertainment and Theatre Licences must be observed.
4. Fire Safety:
Fire exits must be kept clear at all times
The fire extinguishers must be serviced once a year and checked before each public event
A fire evacuation procedure will be planned by the Committee before any public event
5. Accident Reporting:
A First Aid box must always be available
All accidents, however minor, must be noted in the Accident Book
6. Other Health and Safety Issues:
No food or drink is to be stored in the Hall and rubbish must be cleared after every function
The toilets and kitchen are to be kept clean and tidy and stocked as necessary
7. Risk Assessments:
A risk assessment will be conducted by a suitably trained member of the Committee for each public event.

8.2 Equal Opportunities Policy
The Village Hall in Maplebeck, Management Committee (The Committee) acknowledges that the United Kingdom is diverse in culture race beliefs and religion and believes that no individual or group of people should receive less favourable treatment on the grounds of gender, age, colour, race, nationality, racial or national origins, cultural heritage, disability, marital status, social background, sexual orientation or geographical location. 
The Code of Conduct
People will be treated with dignity and respect regardless of the group to which they belong.
People’s feelings and views will be valued and respected. Language or humour that people find offensive will not be used or tolerated, e.g. racist jokes or derogatory terminology.
No one will be harassed abused or intimidated on the ground that they belong to a vulnerable group.  Incidents of harassment will be taken seriously, and The Committee will undertake investigations of any complaints quickly, impartially and thoroughly.
Legislation
The Committee acknowledges the definitions of various groups of people who are vulnerable to discrimination as set out in the relevant legislation.  The Committee will support and implement the legislation and will work to ensure that no person protected by the legislation is discriminated against unlawfully, and that any positive obligations and duties are performed.
The Committee gives the following specific commitments:
Disabled persons
It recognises that the legislation applies to persons who are not apparently disabled or ill.
Age
It believes that people of all ages have skills experiences and ideas, which are equally valid, and have valid needs, expectations and aspirations.
Ethnic Minorities
It will be alert to any implications of its services and actions for potential unlawful discrimination.  .
Gender and Sexual Orientation
Sexist policies, practices and attitudes (including policies, practices and attitudes which may relate to sexual orientation and gender re-assignment) will be challenged, and users will be encouraged to do the same.
Religion and Belief
It endorses the right of each individual to his or her own religious beliefs or the absence of a belief.

8.3. CHILDREN AND VULNERABLE ADULTS POLICY
The Committee recognises that it has a duty to safeguard vulnerable users of the Hall and those who may come into contact with vulnerable users.
For the purpose of this policy:
A child is defined as: a person under the age of 18.
A vulnerable adult is defined as: 
Any person aged 18 yrs or over who is or maybe in need of community care by reason of mental, physical disability or by age or illness and who is or may be unable to take care of themselves or unable to protect themselves against significant harm or serious exploitation.
It is understood by The Committee that it owes a duty of care to all those using their premises and this includes children and vulnerable adults.  Further, it recognises that a higher standard of care is required by those who cannot read or who have physical disability.
It is the intention of The Committee to ensure that all children and vulnerable adults using the facilities are provided with a safe, secure environment and are protected from harm.
All members of The Committee will be made aware of current legislation regarding Children and Vulnerable Adults and a committee member will be nominated to contact with any concerns.  All such concerns/suspicions should be reported to the nominated person.
The Committee will not hire the Hall to organisations for use by children and vulnerable adults unless the organisation can demonstrate to the committee that they meet all current legislation this includes proof of CRB (enhanced Criminal Records Bureau check).  Where the Hall is hired for private functions (wedding receptions, birthday parties etc) the hirer will not be expected to have CRB checks in place.
All suspicions or allegations of abuse will be taken seriously and will be dealt with in an appropriate manner. (Refer to guidance notes below). The Committee only authorises the nominated person to contact the relevant bodies in the event of an allegation or suspicion.
The Committee will ensure that hirers are made aware of their obligations under the Licensing Act 2003, to ensure that alcohol is not sold to those under the age of 18.  The Committee will also ensure that no child will be admitted to films when they are below the age classification for the film or show.  No gambling or entertainment of an adult or sexual nature shall be permitted on the premises.
Guidelines for responding to abuse or suspicion of abuse
Do:

  • Treat any allegation extremely seriously and act at all times towards the child/vulnerable adult as if you believe what they are saying.
  • Tell the child/vulnerable adult they are right to tell you.
  • Reassure them that they are not to blame.
  • Be honest about your own position, who you have to tell and why.
  • Tell the child/vulnerable adult what you are doing and when, keep them informed.
  • Take further action- you may be the only person in a position to prevent further abuse-inform your nominated person immediately.
  • Document everything that is said and what was done.
  • Seek medical attention if necessary.
  • Inform parents/carers unless there is suspicion of their involvement.

Don’t:

  • Make promises you can’t keep.
  • Interrogate a child/vulnerable adult.
  • Cast doubt on what the child/vulnerable adult has told you, don’t interrupt or change the subject.
  • Say anything that makes the child/vulnerable adult feel responsible for their abuse.
  • Do nothing-make sure you tell your nominated person immediately- they will know how to follow this up and where to go to for help.

8.4. ENVIRONMENTAL POLICY
The Committee will ensure that environmental priorities are integrated into the decisions it takes on all its services and will seek to:
Make the most efficient use of energy.  It will endeavour to use the minimum quantities of energy possible in accordance with the safe and efficient operation of its heating, lighting, plant and machinery.  It will, from time to time, review its energy sources, energy using appliances and energy efficiency with a view to causing the least environmental impact.  It will monitor consumption and eliminate excessive or unnecessary use.  It will communicate to hirers and volunteers the means by which energy may be conserved, e.g. closing doors.

Encourage those using the hall to walk, cycle and use public or communal transport as alternatives to the private car. 
 
Minimise and where possible eliminate all forms of pollution, using biodegradable chemicals where possible, and minimising use of solvents and lead-based paints. Users will be encouraged to avoid creating noise pollution, especially at night.

Use the minimum quantities of water possible in accordance with its activities and ensure that the water it uses is both supplied and disposed of, in the purest condition possible, meeting statutory requirements.  It will reduce leakage and eliminate excessive or unnecessary use.  It will communicate to users and volunteers the need to conserve water e.g. turning taps off after use.

Avoid waste and encourage the appropriate conservation, re-use and recycling of resources. 

It will re-use and recycle materials as far as possible and, if this is impractical, disposal by a means which will have the least impact on the environment and conforms to statutory requirements. It will encourage users to minimise waste.

It will encourage hirers and volunteers to use and operate the building correctly to conserve energy and minimise waste.

Promote a sense of responsibility and understanding for the environment and participation in environmental issues, by raising user and user awareness, by information provision and open consultation with the local community.

It will seek, where possible, to purchase from local or regional suppliers, in order to maximise input to the local community and minimise carbon emissions from transport.

Protect the health and well-being of all users and improve and safeguard the quality of The Village Hall in Maplebeck.

Monitor, review and where possible improve performance each year with positive action on any areas of non-compliance.

NB. This policy statement will be reviewed on an annual basis and will be updated in line with changes to legislation when needed.  A copy of this statement will be made available to hirers/users on the website www.maplebeck.org.uk and in the Village Hall Manual.

Posted 3rd September 2015

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