hambledon village hall draft business plan 2014 –...

Hambledon Village Hall Business Plan 2014 – 2019

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Hambledon Village Hall Draft

Business Plan 2014 – 2019


TABLE OF CONTENTS

1. Executive Summary 3 ..............................................................................................................2. Glossary 4 ................................................................................................................................3. Introduction 5 ..........................................................................................................................

3.1. Aim 5 3.2. Current Status 6 ................................................................................................................3.3. Resources 6 .......................................................................................................................3.4. Management 6 ...................................................................................................................3.5. Market 7

3.5.1. Overview 7 3.5.2. Events 7

3.6. Utilisation 7 .......................................................................................................................3.7. Clubs and Societies 8 ........................................................................................................3.8. January-March 2014 Hambledon Flood 10 ......................................................................

4. Revenue and Finance 11 ..........................................................................................................4.1. Income and Expenditure 11 ..............................................................................................4.2. Hire Fees 11 4.3. Fundraising 11 ..................................................................................................................

5. Governance 12 .........................................................................................................................6. Issues 13 ..................................................................................................................................

6.1. Heating and Energy 13 ......................................................................................................6.2. General Refurbishment 13 ................................................................................................6.3. Environmental Impact 13 ..................................................................................................

7. SWOT Analysis 14 ..................................................................................................................8. Objectives 15 ...........................................................................................................................

8.1. Short Term 15 ...................................................................................................................8.2. Long Term 15 ....................................................................................................................

9. Action Plan 16 .........................................................................................................................10.Conclusions 17 ........................................................................................................................11. Appendices 18 .........................................................................................................................

11.1.Appendix 1 - list of Current Trustees 18 ...........................................................................12.Appendix 2 - Income and Expenditure Reports and summary of Reserves for past 2

years 19 13.Appendix 3 – Improvement Programme 23 .......................................................................13.4.Appendix 4 – Heating and Energy Saving Programme 24 ...............................................14.Appendix 5 – Village Hall Rules 25 ....................................................................................14.6.Appendix 6 – VH Policies 27 ...........................................................................................

14.6.1.Adult Safeguarding and Child Protection 27 .............................................................14.6.2.Equality and Diversity 27 ..........................................................................................

14.7.Appendix 7 - Risk Assessment 28 ....................................................................................14.8.Appendix 8 – Trustees Routine Check List 31 .................................................................14.9 Appendix 9 - Duties of the Designated Fire Officer 32 ....................................................14.10 Appendix 10 - Conditions of Hire 33..............................................................................

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1. Executive Summary

This five year Business Plan for Hambledon Village Hall will be reviewed annually by the management committee. The Hall is owned and managed by community representatives, for the benefit of the inhabitants of the village. The Business Plan has been agreed by the management committee to clarify their aims and objectives, and to assist with planning for the future. It is also intended to inform stakeholders and outside agencies. It briefly describes the facilities at the hall and sets out the main issues facing the management committee. The Business Plan is intended to be a dynamic document containing both short term and long term objectives and an action plan to facilitate the achievement of these.

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2. Glossary

Aim - this refers to the enduring ambitions associated with the Village Hall. This may sometimes be referred to as a "Mission Statement".

Trustees - those members of the community who are formally appointed as trustees of Registered Charity number 301845.

Management Committee - The trustees constitute the decision-making and management team for the Village Hall. Within the committee there are specific officers appointed as Chairman, Treasurer and Secretary. The management committee may also invite representatives of other groups, for example the Parish Council, to attend in an advisory capacity.

Bookings Secretary - the person who is responsible for managing the bookings of facilities who is also a member of the Management Committee.

Village Hall Rules - a guidance framework for decision-making, noting allowable actions and limits to decision-making,occasionally reviewed by the Chairman and management committee.

Village Hall - the buildings and land situated on West Street within the parish of Hambledon adjacent to the Vine public house. This comprises the Village Hall, the Youth Hut, car park, grassed area and playground.

SWOT Analysis - a summary of the current status under four headings Strengths, Weaknesses (referring to that is directly associated with the Village Hall) and Opportunities, Threats (referring to external factors influencing the Village Hall).

Objectives - a statement of what is to be achieved, usually quantified and with a timescale. These may be Short Term (within 12 months) and long Term (within 3 to 5 years)

Action Plan - a summary of activities for the next 12 months noting the key elements of the activity, timescale and persons responsible.

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3. Introduction

Hambledon is a rural village within the South Downs National Park. The village centre has been designated a Conservation Area, so planning applications can be sensitive. The population is about 1000 people. The village lies in a valley and is susceptible to occasional flooding by groundwater in very wet winters, such as 2001 and 2014 . The Village Hall was 1

fortunately not flooded as the land rises slightly from the road.

Hambledon is a small but very active village which has a strong sense of community, the Village Hall is at is heart. It provides the venue for numerous activities, social occasions, entertainment and vital services for the whole village. Reporters and politicians who have visited during the recent very difficult times when the village flooded have commented about the strong sense of community that Hambledon displays . The Village Hall is part of what 2

cements Hambledon together.

The Village Hall is centrally located and within walking distance of most of the village. This is of benefit to all and especially the older residents who form a significant part of the village demographic.

3.1. Aim

The Trust Deed dated 18 April 1946 and Conveyance dated 22 March 1977 state that the role of Hambledon Village Hall is :-

The

Management Committee is dedicated to ensuring that the Village Hall remains at the heart of the village by providing safe, modern, clean and environmentally sound facilities to local individuals and organisations at affordable rates consistent with the maintenance, upkeep and long-term viability of the facilities.

An assessment of the additional flood losses associated with groundwater flooding: a report to Hampshire County 1

Council and Winchester City Council, Flood Hazard research Centre, Middlesex University, September 2006. http://www3.hants.gov.uk/groundwater-flooding-2006.pdf

Community spirit shines through in flood-hit Hambledon, Portsmouth News, 6/2/142

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“for the purpose of recreation, entertainments or otherwise as may be found expedient for the benefit of the inhabitants of the Parish of Hambledon and its immediate vicinity, without distinction of sex, political, religious or other opinions”.


3.2. Current Status

The address of Hambledon Village Hall is West Street, Hambledon, Waterlooville, Hampshire, PO7 4RW.

3.3. Resources

The current village hall was built in 1982 to replace a previous hall on another site in the village. When purchased, the present site had a timber building, which has remained. This has transformed into the Youth Hut, which is now under separate management. The village hall was designed to incorporate a doctors’ surgery. A few years after it was built, a legacy funded the building of an extension, The Ron Turner Room and store room. The building is on one level with no steps so can be used by all.

Hambledon Village Hall comprises a main hall with a stage and adjacent smaller room with a bar. There is a modern well-equipped kitchen with serving hatches, a meeting room and toilets. There are also three rooms that accommodate a surgery, waiting room and dispensary, with a separate accessible toilet.

The Youth Hut is a smaller timber building in the grounds of the Village Hall. It is owned by the Trustees but managed by a separate committee that has a representative who serves as a trustee on the Village Hall Management Committee.

As well as the two buildings on the site (the Village Hall and the Youth Hut), the grounds comprise a car park and an area of grass used for recreation. There is a children’s playground, swings and basketball goal provided by Hambledon Parish Council, who take responsibility for maintenance of the play equipment together with the grass and shrubberies within the grounds.

3.4. Management

Hambledon Village Hall is a Registered Charity . The names of the current Trustees are 3

listed in Appendix 1. The hall is owned by the Trustees and run by a management committee, effectively the same people. Hambledon Village Hall Management Committee comprises representatives of village organisations who use the hall regularly, plus a maximum of six elected members. The maximum number on the committee is 18 including elected members. The officers of the committee seek to recruit committee members who bring appropriate skills and capabilities relevant to the management of the Village Hall.

Registered Charity no. 3018453

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The Management Committee appoint a Chairman, Treasurer, Secretary and Bookings Secretary annually at the AGM. Local residents may attend the AGM which is held in March. Committee meetings are held at least six times a year.

The hall is run entirely by volunteers (the Management Committee) and no staff are employed. A team of part-time cleaners undertake regular cleaning duties on a self-employed basis.

There is a Duty Rota whereby a member of the Management Committee inspects the premises regularly during their duty week and deals with any problems that arise. To cut costs, Committee members have undertaken redecorating, drain clearance and minor repairs. Local tradesmen will be engaged for maintenance work. The Chairman and others have attended training sessions on village hall topics arranged by Hampshire Community Action, an organisation under the umbrella of Hampshire County Council, to which Hambledon Village Hall subscribes.

Contact details for the Bookings Secretary are on a notice-board outside the hall, and it is advertised in the parish magazine, ‘The Hambledonian’, and via the parish website . 4

3.5. Market

3.5.1. Overview There is no other facility in Hambledon that can offer the resources that the Village Hall possesses. A small hall is for hire at the Methodist Church; the Parish Church does not have a hall. The village school has minimal parking and limited access. The nearest villages with community halls are Denmead, Clanfield and Soberton, all about three miles away.

3.5.2. Events

When not in use for regular bookings, the hall offers reasonably priced space that can be hired for wedding receptions and parties, for people within and beyond the village. Other external hirers occasionally use the facilities for activities such as rug sales.

3.6. Utilisation

Among the services the Village Hall offers are:-

Surgery for use of local Doctors and Physiotherapists Dispensary Waiting Room also used as a Dressing Room Main hall with stage for musicians and drama productions Meeting Room used by the Parish Council and available for any village society or local business

http://www.hambledon-pc.gov.uk4

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Large, fully equipped kitchen with crockery and cutlery Automatic shutters between kitchen and main hall Toilet facilities, including Accessible Toilet and Baby Changing Badminton Court Bar Room or additional meeting room Tables and chairs Pay phone and free WiFi.

Denmead Health Centre operates a drop-in surgery three mornings a week for Hambledon residents.

Regular activities in the Village Hall include:

Table tennis Bowls Dancing class Cubs and Beavers Badminton Horticultural Shows Concerts and talks Arts Society Painting groups Women’s Institute Holiday Club for children in August Lunch Club for elderly residents Harvest Supper Charity functions e.g. Rowans Hospice, Pre-School Jumble sales, Christmas fairs and the like.

Many of these activities attract people from outside the village as well, both increasing the social interaction and creating revenue. Villagers and others also freely use the car park when hall hirers do not require it. There is a bottle bank provided by Winchester City Council.

The committee is looking at ways of marketing the hall to increase bookings, particularly at the weekends when the hall tends to be under-used. However, since the hall was redecorated a few years ago there has been an increase in the number of bookings for private parties and weddings.

3.7. Clubs and Societies

The village is fortunate in having a number of thriving organisations, as noted above, which regularly use the Village Hall for shows and exhibitions. Regular events include the spring and summer Horticultural Shows, the Drama Society theatrical productions, talks and exhibitions presented by the Arts Society. These events may utilise the hall, committee room,

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kitchen and extend to the outside grass area and car park. This is the only venue that can offer these facilities to other organisations within the village.

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3.8. January-March 2014 Hambledon Flood

Ideally situated in the village, the Village Hall provided the premises for the Flood Emergency Headquarters, which ran 24/7 throughout the emergency.

The Waiting Room was commissioned by the local authority Emergency Planning Officer as a Major Incident Room, the communications hub for reporting problems, organising immediate responses and advice to householders.

The Meeting Room served as a place of rest and refreshment for the many agency workers e.g. Southern Water, Energy Providers, Environment Agency, Local Authority, Police and Liaison Officers, as well as the Flood Action Group and other local volunteers who patrolled 5

the village night and day ensuring the safety of householders and reacting to sudden emergencies such as pump failure.

The Main Hall was used for regular strategic Stakeholders Meetings, at which the Village Hall was represented. It was also used as a dormitory for Military personnel.

Although the Village Hall continued to offer hirers priority use of the facilities, most normal activities at the Village Hall were suspended by organisers during this emergency period, with associated financial implications. These are currently under consideration by the management committee.

The Flood Action Group is comprised of local residents who take responsibility for matters relating to 5

susceptibility to flooding and the management of flood events. Details are available on the Parish Council website, http://www.hambledon-pc.gov.uk/Article/Detail.aspx?ArticleUid=7925c8bb-19f1-4666-945e-39853a6fc0a2

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4. Revenue and Finance

4.1. Income and Expenditure

Income and expenditure accounts showing figures for the past two years are included in Appendix 2.

The Village Hall relies entirely on income from bookings to cover its costs. It receives no financial support from other agencies, other than via booking fees.

The policy of the Management Committee is to at least break even, balancing income against day-to-day expenditure and routine maintenance. For projects and improvements funding from alternative sources is planned in advance of expenditure and monitored whilst the project is in progress. Hire charges are reviewed annually.

The cost of electricity is a major item of expenditure. This is supplied under a fixed term business contract that is reviewed annually, usually resulting in a change of supplier.

The Village Hall holds shares in the Charities Investment Fund, originally purchased as the result of a legacy. The value of the fund has increased year on year. The shares effectively comprise the Reserves (Appendix 2); on occasions these have been drawn on to pay for major improvement works. Small amounts are retained in bank current and deposit accounts.

The management committee distinguish between annual operating expenses, maintenance and income, and longer term investment in improvements. Maintenance includes repairs and routine consumables, e.g. cleaning materials, light bulbs etc. A summary of major improvements to date is included in Appendix 3. The finances relating to the proposed heating and energy saving project are noted in Appendix 4.

4.2. Hire Fees

With increasing hire fees there is some evidence to suggest that a number of clubs and societies can no longer afford to use the facilities as much as they would wish.

4.3. Fundraising

The Management Committee has organised some small fundraising events in the village hall to help towards to the cost of redecoration and other projects. There may be a misconception within the village that the hall ‘makes a profit’ or is ‘funded by the council’ and does not need to generate revenue in this way. Alternative ways of raising funds need to be considered.

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5. Governance

The Management Committee has a policy on reserves, with a sum at least equivalent to one year’s operating expenses held in reserve. Currently this amounts to £14,000. A further £10,000 is held reserve to cover any major repairs and unanticipated events.

The Charity Commission recommends that more than one person signs all cheques, and the accounts have to be submitted to them annually. The bank account is held at Lloyds Bank and requires two signatories of the three authorised.

The management committee and specifically the Treasurer produce annual statements of income and expenditure, reserves etc. These are reviewed and signed off by an auditor and presented at the AGM.

The management committee produces and regularly reviews the Village Hall Rules; these are noted in Appendix 5.

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6. Issues

6.1. Heating and Energy

Although the building is generally in sound condition, when constructed in 1982 this was to lower standards especially with respect to energy utilisation. In particular the building suffers a lack of double-glazing, inadequate insulation and does not make sufficient use of low energy lighting. As a consequence electricity costs continue to rise disproportionately to the hire fees that can be achieved. Also during periods of cold weather this may lead to complaints from users and the additional use and cost of supplementary heating.

The main heating system, night storage radiators, is now outdated and spare parts are increasingly difficult to obtain. This is becoming a critical issue as the cost of heating and maintenance is becoming increasingly less affordable. The management committee has established a sub-committee to review this in more detail and produce recommendations for improvements. A preliminary report was presented in December 2013 and the sub-6

committee is commissioning more detailed work in order to fully understand the works required and their cost.

6.2. General Refurbishment

As the Village Hall is now over 30 years old there will be an ongoing requirement for maintenance and occasional more fundamental and structural improvements. Various programmes and projects have already been undertaken, the highest priority is the heating and energy review noted above, the car park also requires some repairs and some external redecoration will also shortly be needed.

6.3. Environmental Impact

The village of Hambledon is within the South Downs National Park and much of the village lies within a Conservation Area. The management committee have commissioned a number of reports with respect to energy utilisation and the maintenance and improvement of the fabric of the building. Government and other advice concerning energy efficiency within community buildings is also regularly reviewed when maintenance and improvements are under consideration . 7

Report by Richard Weavis FBEng, December 3rd 20136

eg http://www.planlocal.org.uk; http://www.hants.gov.uk/rh/comm/energy-efficiency-community-7

buildings.pdf

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7. SWOT Analysis

Strengths Weaknesses

Owned by a charitable organisation Building beginning to age, expenditure looming

Range, quality, condition of facilities Energy management requires improvement

Active and supportive village community Lack of regular fundraising activities to support hall

Central location Utilisation relatively poor at weekends

Doctors surgery providing vital service to community as well as revenue

Opportunities Threats

Improve utilisation and revenue generation

Continued gradual decline in village organisations reflecting on Hall usage

Obtain external and matched funding Reduction in external funding availability

Energy costs necessitate fee increases to detriment of utilisation

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8. Objectives

8.1. Short Term

Consultation with residents and users

Advertise assets and facilities

Increase usage and therefore extra revenue

Review cost/revenue consequences of 2014 flood

Prepare heating and energy proposals for consideration by the management committee.

Decide and implement maintenance programme for 2014

8.2. Long Term

New heating system

Implement energy plan

Initiate fund raising activities

Decide and implement maintenance programme 2015-2019

Be proactive in suggesting new activities in community.

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9. Action Plan

Action Responsibility Timescale Budget Outcome

Consultation with residents

with users

Advertising and marketing sub-committee

Group representatives on VH committee

Start Aug 2014 Ongoing

Advertise assets and facilities

Adv. & Mrkt sub-comm

TBD

Increase usage and therefore extra revenue

Adv & Mrkt sub-comm

Within 12 months of BP approval

Review cost/revenue consequences of 2014 flood

Treasurer and sub-committees

Complete Complete

Prepare heating and energy proposals for consideration by the management committee.

Heating and Energy sub-committee

March 2015

Maintenance programme for 2014/15

Agree list

Implement

Fabric committee and VH trustees

March 2015

March 2016

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10.Conclusions

The major issues identified are the need to:

Maximise income to keep pace with rising expenditure; Ensure the hall continues to be attractive to hirers and fit for purpose; Review and improve energy efficiency and effectiveness of heating.

The key actions for the management committee are to increase bookings, improve the heating and insulation and continue the programme of maintenance and improvements.

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11. Appendices

11.1.Appendix 1 - list of Current Trustees

FULL NAME REPRESENTATION

Mrs. Janet Diane Harrison – CHAIRMAN Parochial Church Council

Mrs. Elizabeth Marion Hall – TREASURER Horticultural Society

Mrs. Teresa Encke – SECRETARY Independent member

Mrs. Laura Plaisted Youth Hut

Mrs. Elizabeth Jean Rutherford W.I. and Bowls

Mrs. Jacqueline Foster Arts Society

Mrs. Myrna Mary Coates Lunch Club

Mr. Paul Michael Wilding Table Tennis

Mrs. Jane Davina Platt Hambledon School

Dr. Roger Palmer Independent member

Mr. Derrick Whapshott Independent member

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12.Appendix 2 - Income and Expenditure Reports and summary of Reserves for past 2 years

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13.Appendix 3 – Improvement Programme

Summary of improvements in recent years:-

Redecoration

New curtains and Stage curtains

New flooring in Meeting Room and corridors

Refurbishment of wood block floor in Main Hall

New furniture in Meeting Room

New cookers and fridge in Kitchen

Toilets refurbished including to upgrade the Accessible WC in line with current requirements

Planned improvements for 2014/15:

(TO BE LISTED ONCE DECIDED)

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13.4.Appendix 4 – Heating and Energy Saving Programme

(TO BE INCLUDED WHEN AVAILABLE)

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14.Appendix 5 – Village Hall Rules

HAMBLEDON VILLAGE HALL RULES (Revised April 2014)

1. The Hambledon Village Hall is held in accordance with a Trust Deed dated 18 April 1946, and a Conveyance dated 22 March 1977 for the purpose of recreation, entertainments or otherwise as may be found expedient for the benefit of the inhabitants of the Parish of Hambledon in the County of Hampshire and its immediate vicinity, without distinction of sex, political, religious or other opinions, subject to the provisions of these presents.

2. The Trust premises shall be managed by a Committee of Management consisting of not more than six which shall be elected at each AGM. The remaining members shall be chosen from active village organisations which make regular use of the hall up to a maximum of 18 members including elected members.

3. An AGM must be called in March of each year for the purpose of receiving the report and accounts by one week’s notice affixed to some conspicuous place in the Parish and to the Trust Premises. Inhabitants of the age of 18 or upwards of either sex of the Parish of Hambledon may attend and vote. If the AGM is not held in March it shall be held as soon as practicable thereafter.

4. All Committee members must retire annually at the AGM. Every organisation entitled to appoint a committee member may make the appointment during the preceding month. Casual vacancies may be temporally filled pending the AGM,.

5. The Committee shall hold at least six meetings in each year, one of which must be the Annual General Meeting.

6. The Committee at its first meeting in each year shall elect one of its number to be Chairman. If the Chairman is absent from any meeting, the members present shall, before any other business is transacted, chose one of their number to preside at that meeting.

7. The Committee shall appoint from among its members a Secretary and Treasurer to hold office at their pleasure without remuneration.

8. An auditor shall be appointed to examine the accounts before they are presented at the AGM.

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9. The Committee may: a. Decide the terms and conditions upon which the trust property may be used in accordance with the provisions of the 1946 Trust Deed, and the sum, if any, to be paid for such use.

b. Engage or dismiss such paid officers and employees as it may consider necessary.

c. Decide the quorum necessary to transact business, which however may never be less than one third of the total number of the members for the time being and shall at the present time be five.

d. Co-opt not more than three other members to represent interests not otherwise represented.

e. Appoint such subcommittees as may seem necessary and empower any such sub-committee to co-opt persons who are not members of the Committee on such a sub-committee. Committee members shall always exceed the number of co-opted members thereon.

10. All monies received are to be paid into accounts at Lloyds Bank Waterlooville in the name of the Hambledon Village Hall, or such other bank or suitable investment as may be approved by the Committee.

11. All cheques must be signed by any two of the Chairman, Secretary and Treasurer.

13. Any sum of cash at any time belonging to the Village Hall and not needed as a working balance shall be invested as a reserve fund for repairs, replacements and improvements.

14. All fire appliances shall be inspected annually by persons qualified to do so and repaired or replaced as necessary.

15. The Committee shall cause all the buildings and other property of the Village Hall at all times to be kept in repair and sufficiently insured against fire, theft, public liability and other insurable risks.

16. The Committee shall ensure that licences are obtained appropriate to the usual activities of the Village Hall.

17. The Trust Deed and any other legal documents governing the Trust Property shall remain in safe custody as determined by the Committee, except when required for legal purposes by the legal advisor for the time being of the Committee.

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18. These rules may at any time be altered with the consent of a two thirds majority of the Committee present, providing the terms of the Trust Deed and of any legal or statutory provisions are observed.

14.6.Appendix 6 – VH Policies

14.6.1.Adult Safeguarding and Child Protection

Clubs, Societies and other hirers should ensure the safe guarding of children abnd vulnerable adults with provision of checks where required.

14.6.2.Equality and Diversity The VH is open to all regardless of Age, disability, gender, race, religious belief or sexual orientation.

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14.7.Appendix 7 - Risk Assessment

What are the hazards

Who might be harmed and how

What are we already doing

What further action is necessary

Action by

Action due

Done

Slips, trips and falls eg Uneven surface of car park Floor cleaning Stairs in wings

Users of hall and car park eg bruising, fractures if they slip or fall

• Car park surface maintained to be as even as possible

• Good lighting in all rooms and corridors in hall and external security lights

• Users know (through hire agreement)

• to clear up spillages immediately and know where equipment for this is kept

• Mats at entrance to stop rain water being carried in

• No storage in corridors

• No trailing electrical leads/cables

• Lighting and bannisters in wings

• Car park to be inspected regularly and repaired as necessary

• Check that cleaner knows which products to use on which type of floor

VH trustees

• Regular weekly inspection

n/a

Work at height eg Changing lights bulbs, cleaning windows, putting up decorations, lighting stage

Anyone working at any height could suffer injuries (possibly serious) from a fall

• Appropriate commercial stepladder securely stored and available for use

• Hall users know (through hire agreement) that they are responsible for using the stepladder safely

• Trustees and cleaner know how to use the stepladder safely

• Trained users only (2 at any time) to use the scaffolding tower in main hall

• Copies of HSE guidance on safe use of stepladders to be made available to those who use it.

• Put in place system for checking condition of stepladder

• Consider implications for work at height of any future alterations to hall

• Review continued sound structure of scaffolding tower

VH Trustees

• Now

• As needed

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Action by

Action due

Done

Vehicle Movement

Pedestrians could suffer injury if struck by cars entering/leaving car park or moving in it

• Entrance/exit to car park clearly marked

• Parish council keep hedges at entrance cut to wall level for visibility

• Advise users of hall through hire agreement to consider whether they need to control car parking

• Remind local users that car park is not suitable to use as a playground (via parish magazine0

Hazardous substances eg cleaning materials

The cleaners, and others cleaning, risk skin problems and eye damage from contact with cleaning chemicals. Vapour may cause breathing problems

• Mops, brushes and strong rubber gloves provided

• Cleaning products stored securely in locked cupboard

• Professional contract cleaners used for regular cleaning

• Regular check on secure storage

Electricity Users risk electric shocks or burns from faulty equipment or installation

• Fixed installation correctly installed by qualified electrician and inspected regularly

• All repairs by qualified electrician

• Portable equipment checked for visual signs of damage before use and regularly PAT tested

• Hall users know they are responsible for any equipment used onsite and for its removal after even

• Update notices to explain where fuse box is and how to switch supply off in emergency

• Remind users that protable equipment considered unsafe should be marked and taken out of use during weekly inspection

Store equipment Users could be injured by collapsing stacks

• Users know that they must stack tables and chairs carefully so they do not collapse

• Stacks stored in cupboard when not in use

• NFA needed

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Action by

Action due

Done

Manual handling Users may suffer back pain if they try to lift objects that are too heavy or awkward

• Trolleys available to move heavy equipment and users know where they are kept

• NFA needed

Asbestos Users carrying out normal activities at very low risk. Asbestos only poses risk if fibres are released int air and inbhaled Maintenance workers are most at risk

• No risk controls at present

• Find out if hall contains any asbestos during upcoming improvements

31 Dec 2014

Fire If trapped users could suffer injuries from smoke inhalation/burns

• Fire fighting equipment clearly marked

• Annual fire check done

• Fire action clearly published on noticeboard in hall foyer

• Emergency lighting available and regularly checked

• Clearly marked and lit fire exits kept clear

• Combustible substances kept in locked cupboards

• Remind users that a fire officer should be appointed at large events

Fixtures and fittings

Poorly fixed shelving and cupboards and noticeboards could fall on users

• Regularly checked to be sure

• NFA needed

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14.8.Appendix 8 – Trustees Routine Check List

The approach and surrounds:

• Litter • Defects to outside equipment • Structures • Windows and doors • Gutters • Roof • Vandalism of any type • Lights left on • Fire exits clear

Internal walkthrough:

• Breakages • Any damage or defects • Windows • Diirs • Floors • Toilet fittings • Kitchen fittings • Electrical equipment • Bar Area • Committee room • Doctors waiting room • Stage area • Lighting • External fire doors • Signage • Fire extinguishers and other equipment • Locked cupboards • First Aid kit • Items left plugged in and/or switched on • Heaters not obstructed/covered • Chairs tidy/breakages • Spillages • Electrical fittings ie sockets and plug tops etc

PLEASE REMEMBER that apart from looking after ‘our’ building and its contents we carry a “Duty of Care” in law to provide a safe and healthy environment to members of the public. So anything untoward that cannot be readily fixed should be reported to the Chair, Secretary or Treasurer for action and a note to that effect made in the Action Book found in the electrical cupboard

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14.9 Appendix 9 - Duties of the Designated Fire Officer

The designated person shall familiarise him/herself with the following prior to a public function

• The means of escape, the siting of fire exits and the maintenance of such. (i.e. ensure clear gangways, unobstructed exits, and working door fastening/self closers and that the fire doors are kept closed at all times)

• The position and operation of all hand held fire extinguishers.

• The siting and operation of the fire alarm system.

• Location of the public telephone and the procedure for calling the Emergency Services.

• Location of the First Aid Equipment.

IN ADDITION

• Ensure that the Duty Officer’s name is displayed on the notice board.

• When a function entails rows of seating, the duty fire officer must be seated on the end of a row close to the double doors of the main hall.

• In the event of an emergency be responsible for raising the alarm and oversee an orderly evacuation of the premises.

• Rendezvous and liaise with the Emergency Services in the car park.

THIS NOTICE TO BE DISPLAYED IN THE MAIN FOYER AND A COPY TO BE KEPT WITH THE FIRE ALARM CONTROL UNIT SITUATED ADJACENT

TO THE ELECTRICAL INTAKE IN THE KITCHEN SERVERY AREA.

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14.10 Appendix 10 - Conditions of Hire

General Booking information.

• Ensure you allow enough time for setting up and you must vacate the hall at the designated time.

• To consider our neighbours, all music should be off by 11.30pm and the hall vacated by midnight

• For parties, dances etc, and other one-off events, we will require a deposit of £75 against breakages & cleaning. Please include, with your Bookings Form, a SAE with a separate cheque which will be returned after your event.

• The full fee must be paid at least 10 days prior to your event. • It is essential that you let the Bookings Secretary know as soon as

possible whether or not you will be selling alcohol. If you are, you may need to apply for a Temporary Events Notice “TENS” from the council. The Bookings Secretary will advise.

Supervision • The Hirer is responsible for the supervison of the premises and the

behaviour of all persons present. • There must be at least three responsible adults present over the age of

25 for all events: a) finishing after 9.30pm b) where alcohol will be provided or sold.

• Public access to the play area must be kept free. • Hirers are responsible for checking and tidying the grounds and swings

etc. after the event

Keys • You can collect the key for the hall from the village shop – “The

Peoples Market” (please check opening times on 02392 633965). Drop it back through the shop’s letterbox when you leave the hall. Do not collect it too far in advance as it will be needed by other hirers

• Switch off all appliances and lights as you leave. Check that all doors are locked.

Cleaning • Please ensure that the hall is left clean and tidy (see Handy Hints) and

that rubbish is separated and put in the large bins at the entrance to the hall car park, taking away any which do not fit.

• You may make a separate arrangement well in advance with Debs Wallace on 07930 004905 with regard to final cleaning.

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• Please let the Bookings Secretary know of any damage or spillages ASAP.

Alterations & Fixing • Decorations may be fixed to existing hooks and nails provided and

where no damage will be caused. • Hirers are welcome to discuss requirements with the Bookings

Secretary. • Hirers may not use drawing pins or Blu-tac which will damage any

walls or visible woodwork (including Notice board frames)

Health And Safety

• Organisers of large events and those involving the public, children, young people or vulnerable adults should read the Village Hall Policies and Risk Assessments in the Business Plan (pages 25-27).

• Clubs, Societies and other hirers should ensure the safeguarding of children and vulnerable adults with provision of checks where required.

• All public events must have a designated Fire Officer who must be conversant with his/her duties as stated on the notice on the main notice board, on the website and included here as APPENDIX A.

All Hirers To minimise injury to themselves or others, we ask hirers to adopt a common-sense and responsible attitude to Health and Safety.

The First Aid box can be found in the kitchen by the Microwave. Please advise if any items need to be replaced.

In particular Hirers should: • Ensure Fire exits and doors are not obstructed • Be aware of escape routes and the need to evacate the building before

attempting to use fire equipment. • Close Fire doors to prevent spread. • Never place tables or chairs against the heaters. • Use the trolley to move stacks of chairs. • Take precautions to minimise general risks of trips, falls, scalds, cuts

etc. • Take care when using step ladders • Never use the Scaffold Tower without permission and training.

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hambledon village hall draft business plan 2014 –...

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