Stalisfield Village Hall Policies
The Stalisfield Village Hall Trust (SVHT) Environmental Policy
Stalisfield Village Hall Trust recognises that our activities, and those of our users, may impact the environment. We aim to comply with environmental laws, and seek to promote sound environmental practice in our activities.
Our aim is to ensure compliance with relevant regulatory requirements, promote awareness of our environmental policy to users, minimise waste through reuse and recycling and to minimise energy and water consumption and promote the efficient use of resources.
Minimise and Conserve
We aim to reduce the resources we consume, such as energy and water, and minimise the amount of waste we produce.
We will inform all users that it is incumbent on them to ensure noise is kept to a reasonable level.
We are mindful that the hall is in a residential area, and users must be considerate to our neighbours.
Recycle and Reuse
Where practicable and affordable, we aim to reuse materials, recycle waste, and encourage users of Stalisfield Village Hall to do likewise.
Measure and Monitor
Stalisfield Village Hall Trust will review this policy annually
Inform and Communicate
We will make our environmental policy publicly available, and promote recycling and reuse via our
Terms and Conditions of hall hire. Copies of this statement will be made available on request
Version 2. Reviewed March 2021
The Stalisfield Village Hall Trust (SVHT) Safeguarding Policy – March 2021
This policy defines how Stalisfield Village Hall operates in the safeguarding of children & young Persons and adults at risk in relation to the use of the hall
Children & Young persons are those persons aged under 18 years. The law requires:
Protection from maltreatment in any form which may impair health and development
Provision of safe and effective care
Taking any necessary action to enable children to have the best outcomes
Adults at risk relates to those over 18 years who have:
Care and support needs
Experience of, or risk of, abuse or neglect
An inability to protect themselves against any of the above factors
Enactment of policy:
Any person having a management function has a duty of care, under the relevant legislation, to any persons specified above, who in whatever capacity, use the hall. They must:
Be aware of legal responsibilities in relation to safeguarding
Be aware of Charity Commission expectations regarding safeguarding
Know their responsibility in the reporting of any incident.
Have clear guidelines on reporting any suspected incident
Trustees to have completed the ‘Trustee eligibility declaration’ form stating fitness
Ensure that the hall hiring agreement is in line with safeguarding policy
Ensure all hirers catering for children or adults at risk, , produce a copy of safeguarding policy.
Appointment of a ‘safeguarding lead’ person
The safeguarding lead responsible for ensuring implementation and practice of this policy is Bob Cameron (Trustee) contactable on 07922 577161.
This duty includes checking any relevant hall hiring agreements, and taking appropriate action.This will be determined by the nature of the hiring function.
Relevant legislation: The Safeguarding Vulnerable groups Act 2006. The Children Act 1989 & 2004. The Care Act 2014 & 2015
Relevant documents: Charity Commission ACRE information Sheet November 2020. Stronger Kent Communities advisory doc. 25/02/2021
The Stalisfield Village Hall Trust (SVHT) Finance Policy
The purpose of this policy is to provide guidance to the Trustees who are involved with managing the The Stalisfield Village Hall Trust (SVHT) funds and to ensure that there are adequate internal financial controls over the charity’s assets and their use.
This policy covers all financial activities associated with SVHT, including financial controls, monitoring activities, internal audits, financial information and communication, Trustee responsibilities, receipt of income, banking procedures, purchases and expenses. The individuals falling within the scope of this policy include Trustees, Committee Members, Volunteers and employees. This policy particularly applies to Trustees.
The Treasurer shall present to the Board of Trustees each annual general meeting the
report and accounts of the charity for the preceding year.
SVHT accepts and implements the guidance provided by the Charity Commissioners in the management of its operations, as follows:
1. The trustees of SVHT are under a duty to ensure that the charity keeps proper books and records, and that annual accounts are prepared. The trustees must also prepare an Annual Report. The Annual Report and accounts should conform to any relevant requirements and recommendations.
2. Trustees must ensure that the accounts are subjected to scrutiny, as required by legislation or by the charity’s governing document.
3. Trustees need to formally approve the charity’s Annual Report and accounts.
4. All trustees are provided with copies of the charity’s report and accounts each year. New trustees ought to be given a copy of the latest accounts on appointment, together with other essential documents such as the governing document, and information about the charity’s history.
Controls over expenditure
It is important for trustees to bear in mind that they are responsible for all expenditure of charitable funds and have to account for how the charity’s funds have been applied. A minimum of two trustees are required to authorise any payment out from the charity funds. Where expenses are being reimbursed to a Trustee, they cannot be one of these authorised signatories.
Controls over purchases
Trustees have a responsibility to ensure that adequate checks are made to both confirm that purchases have been properly authorised by a minimum of 2 trustees and that goods or services ordered have actually been received.
Controls over Public Donations and Legacies
The Trustees are responsible for ensuring that when a public donation or legacy is offered to SVHT that the treasurer confirms to the trustees that the party donating are personally known to SVHT and that any attached conditions are acceptable if they support the purposes of the charity and do not introduce any conflict of interest. If the donating party is not known to SVHT then it is necessary to carry out a Know Your Client Procedure. Donations and Legacies that do not support the charitable purposes for SVHT will not be accepted.
If funds are lost through trustees neglecting their duty of care they could be held personally liable to repay to the charity the funds lost. However, if reasonable controls are in place and have been adhered to, then trustees are unlikely to find themselves in the position of having to make good any such loss.
The Stalisfield Village Hall Trust (SVHT) Conflict of Interests Policy
The purpose of this policy is to provide guidance to relevant individuals who are involved with managing The Stalisfield Village Hall Trust (SVHT) and its associated activities to ensure that all such individuals act in the best interests of the charity and its beneficiaries.
This policy covers all activities associated with The Stalisfield Village Hall. The individuals falling within scope of this policy include Trustees, Committee Members, Volunteers and employees. This policy particularly applies to Trustees and Committee members or volunteers and employees who are involved with the work of awarding contracts or payments to organisations or individuals providing services to Stalisfield Village Hall.
If an individual working with or representing SVHT makes a decision or takes an action influenced by their personal circumstances or their involvement with another organisation, then they are in conflict of interest.
Roles and Responsibilities
All relevant individuals have a responsibility to be aware of the potential for a conflict of interest.
The ultimate responsibility for the management of potential and actual conflicts of interest rests with the trustees.
The Village Hall Committee and Trustees are responsible for communicating the Conflict of Interest Policy to all relevant individuals.
A register of any potential conflicts of interest will be maintained and reviewed regularly by the Trustees.
All individuals associated with Stalisfield Village Hall management or activities have a responsibility to report any known conflict of interest to The Board of Trustees.
If a trustee, committee member, volunteer or employee has a conflict of interest, they must declare this to the other trustees and not be part of any meetings or discussions on that subject.
If an individual’s actions have been identified as a conflict of interest then the Board of Trustees must take appropriate action which after due consultation with the individual involved can include exclusion from certain activities and if appropriate resignation.
Version 2. Reviewed March 2021
Stalisfield Village Hall Trust (SVHT) Health and Safety Policy
The purpose of this policy is to support the trustees and management committee in their aim to take all reasonable measures to ensure that the hall, and any equipment provided there, are safe for the purposes of all the users.
This policy relates to the village hall building and all activities taking place within the hall. The individuals falling within the scope of this policy include Trustees, Committee Members, Volunteers and employees and where appropriate contractors or individuals providing services to the village hall.
Roles and Responsibilities
Trustee and Committee Responsibilities
SVHT recognise their duty to ensure that measures are in place to protect all users as identified in the scope of this policy from risks to their health and safety as far as is reasonably practicable. The Trustees will support the Committee through the formation of policy and risk assessment procedures.
SVHT and Committee recognises its duty to all individuals as identified in the scope of this policy who may be affected by the use of the hall and aims to protect them from risks to their health and safety as far as is reasonably practicable.
The above will be achieved by advising all users to:
Identify and assess risks to which people in their activity are likely to be exposed
Introduce specific measures as appropriate to minimise these risks
Adopt safe working practices
Maintain procedures to effectively implement, monitor, review and improve health and safety policies on an on-going basis
Where appropriate receive instruction and training to enable them to perform their work/ activities safely and effectively
Ensure that appropriate Employers and Public Liability insurance cover is in place
Volunteers Staff and User Responsibilities
Every village hall user has a responsibility to take reasonable care for the health and safety of themselves and any other person who may be affected by his/her acts or omissions. Users should co-operate with SVHT in efforts to comply with statutory requirements and the health and safety policy, in particular all users should:
Conduct all activities in a safe and considerate manner
Use any equipment provided according to instructions
Report and record all incidents on the premises that have or may lead to injury or damage
Make suggestions to improve health and safety for users of the hall
Ensure agreed measure are introduced to reduce or manage identified health and safety risks
The first aid box is outside the Disabled/Accessible Toilet in a visible and easily accessible position.
The delegated Health and Safety person is responsible for maintaining the first aid box and for checking the accident/ incident book reporting all entries to the committee. A notice will be in place in the hall asking users to contact the health and safety person or a committee member in their absence in the event of urgent health and safety issues which require immediate attention.
Smoke detectors will be in place and regularly checked.
Fire exit signs will be clearly displayed.
There is a no smoking policy for all rooms on the premises and signs will be in place.
On discovery of a fire the person concerned must raise the alarm and ensure that everyone evacuates the premises.
A reporting schedule for the maintenance of portable electrical appliances will be undertaken by the delegated health and safety person. The schedule will be annually reviewed by committee.
House-Keeping and premises
The annual risk assessment will include reference to potential hazards such as trailing cables, loose carpeting, lighting, use of equipment and hand-tools, storage and waste disposal. When users book the hall they will be instructed to adhere to all health and safety guidelines for the benefit of all users.
The hall committee will ensure that, so far as is reasonably practicable, people who enter the premises will not be exposed to any health or safety hazard. Users will be instructed on the procedure for locking the premises and ensuring that all appliances are switched off. Signs are in place.
A risk assessment will be conducted on an annual basis with a user , a committee member and a trustee. Potential hazards will be identified listing what is currently in place to address the risk, stating where improvement can be made and assigning a person to carry out the task within an agreed timeline.
The Stalisfield Village Hall Trust (SVHT) Hiring of Premises Policy
The purpose of this policy is to provide guidelines to ensure that all individuals and groups associated with the management and use of the hall are aware of The Stalisfield Village Hall Trust’s (SVHT) aim to support a provision through the hiring of the hall, to promote the best interests of the charity and its beneficiaries.
Our aim is to make the Village Hall the social hub of our community. The individuals falling within the scope of this policy include, the committee and Trustees who are promoting and managing the hall on behalf of the community and charity and all users of the hall.
The Stalisfield Village Hall is available to all members of the community and to organisations outside of that community providing that the trustees are of the opinion that such an activity does not conflict with the Trust’s Governing Document.
The Hall is maintained both for:
1. The staging of activities by the Village Hall Committee for the general good of the community of Stalisfield and neighbouring districts.
2. The hiring of the hall by local user groups and the general public.
Use of the hall for a function where the primary objective is deemed to support the best interests of SVHT beneficiaries will take precedence over other uses. Every attempt will be made to accommodate other prospective users.
As a general principal when two or more prospective hirers apply for the same date and their requirements do not allow for compromise, the earliest application will take preference.
Hirers will agree to recompense the Hall for damage and breakages occurring as a result of their activities.
Hirers wishing to serve alcoholic drink must ensure that they are complying with Licensing Laws.
Any individual or group wishing to hire the hall where children will be present must acknowledge that they are aware of and agree to SVHT child protection policy.
Hirers will be given a written agreement with the above requirements and will be expected to sign their assent.
The hourly charge for the Stalisfield Village Hall will be reviewed and set by the Trustees annually, bearing in mind the costs incurred in maintaining the Hall and in line with the charges common among similar village halls.
Charges for hiring out furniture and other equipment will similarly be set.
At the discretion of the trustees, activities deemed to be of outstanding service to the community may be offered discounted charges for both Hall and equipment.
The Stalisfield Village Hall Trust (SVHT) Volunteer Policy
The purpose of this policy is to provide guidance to individuals wishing to volunteer to help Stalisfield Village Hall Trust (SVHT). SVHT believes in equal opportunities and diversity. We aim to deliver a varied range of activities within the Hall, which promote a cohesive community.
Our aim is to make the Village Hall the social hub of our community. We involve volunteers to ensure that our events meet the requirements of our community and increase our contact with villagers. The individuals falling within the scope of this policy include Trustees, Committee Members and other Volunteers.
Villagers are encouraged to volunteer and every effort is made to match their skills to tasks to ensure their full potential is realised.
All volunteers will have any monies relating to village hall expenditure reimbursed when a receipt is provided.
Training and Support
Training will be provided as appropriate. Volunteers can also contact any member of the Trustees.
No volunteer will have unsupervised access to children unless appropriately vetted. Should checks become necessary they will be undertaken in compliance appropriate legislation.
All volunteers are covered by SVHT’s insurance policy whilst they are on the premises or engaged in any work on SVHT’s behalf.
Other Hall Policies
Volunteers will have access to all SVHT’s policies and must have an understanding and commitment to them.
Health and Safety
Volunteers are covered by SVHT’s Health and Safety Policy and also should make every effort to operate in a safe manner.
All volunteers are required to observe confidentially where appropriate.
The Stalisfield Village Hall Trust (SVHT) Diversity/Equal Opportunities Policy
To state the policy of SVHT on Diversity and Equality of Opportunity issues in relation to the use of Stalisfield Village Hall.
The aim of SVHT is to make the Village Hall the social hub of the community. The hall will be used by local people – but also on an ad-hoc basis by others as a venue for various events including weddings and celebrations. The individuals falling within the scope of the policy include Trustees, Committee members, employees, job applicants, volunteers and users of the hall. SVHT recognises that everyone has a contribution to make to society, and a respect for diversity and equality issues is essential to make this work.
No job applicant or employee, member of committee, volunteer, or organisation/individual to which we provide services will be discriminated against by SVHT on the grounds of:
Gender (including sex, marital status, gender re-assignment)
Race (including ethnic origin, colour, nationality or national origin)
Religion or belief
Promotion of respect for diversity and Equality of Opportunity will be achieved by the following;
Opposing all forms of unlawful and unfair discrimination
Treating all users of the hall, in whatever capacity, fairly and with respect
Ensuring the hire of the hall is open to all potential users, subject to availability, agreement to the Terms & Conditions of use of the hall, and compliance with those Terms & conditions.These state a specific requirement to adhere to policies
Any employment vacancies will be advertised fairly, and will include a copy of this policy
Selection for employment, volunteering, any form of training or other benefit will be made on the basis of aptitude and ability.All selection/rejection decisions will be recorded
Employees, volunteers, and users of the hall have a legal and moral obligation not to discriminate on the grounds stated in the definition - against individuals or groups, and must report any such incident to a Trustee of SVHT.All responsible parties will be made aware of policies and required to read same
To create an environment in which individual difference, and the contributions of all employees, volunteers and users of the hall are respected, recognised and valued
To create an environment where all users, in whatever capacity, understand that they are part of an environment that promotes dignity and respect for all, and where intimidation, bullying, and harassment will not be tolerated
This policy will be monitored, and subject to annual review.
The Stalisfield Village Hall Trust (SVHT) – Data Protection Policy
Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and includes images and audio recordings as well as written information.
Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying or deleting personal data.
Overall and final responsibility for data protection lies with the Stalisfield Village Hall Trustees, who are responsible for overseeing activities and ensuring this policy is upheld.
All volunteers are responsible for observing this policy, and related procedures, in all areas of their work for the group.
Overall policy statement
Stalisfield Village Hall Trust needs to keep personal data about its committee, members, volunteers and supporters in order to carry out group activities.
We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the General Data Protection Regulation (GDPR) and other relevant legislation.
We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need.
We will only collect, store and use data for:
purposes for which the individual has given explicit consent, or
purposes that are in our group’s legitimate interests, or
contracts with the individual whose data it is, or
to comply with legal obligations, or
to protect someone’s life, or
to perform public tasks.
We will provide individuals with details of the data we have about them when requested by the relevant individual.
We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.
We will endeavour to keep personal data up-to-date and accurate.
We will store personal data securely.
We will keep clear records of the purposes of collecting and holding specific data, to ensure it is only used for these purposes.
We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.
We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.
To uphold this policy, we will maintain a set of data protection procedures for our committee and volunteers to follow.
Version 2 reviewed March 2021
The Stalisfield Village Hall Trust (SVHT) Risk Assessment Policy
The purpose of this policy is to provide guidance to relevant individuals who are involved with managing the The Stalisfield Village Hall Trust (SVHT) and its associated activities to ensure that a risk assessment is carried out and maintained.
This policy outlines the process for the carrying out of risk assessments. The risk assessments relate to activities conducted within The Stalisfield Village Hall. The individuals falling within scope of this policy include Trustees, Committee Members, Volunteers and employees.
A Health and Safety and Fire risk assessment to be carried out in accordance with Health and Safety and Fire requirements for activities conducted within The Stalisfield Village Hall.
Roles and Responsibilities
A Health and Safety policy which will include Fire Safety will be maintained and reviewed regularly by the Trustees.
A Heatlth and Safety and Fire risk assessment procedure template will be maintained and reviewed regularly by the Trustees.
The Trustee responsible for Health and Safety will carry out such risk assessments with representative(s) from Trustees, Committee Members, Volunteers, employees and or users, as appropriate.