

Hallmark – recognised quality standard award for Village Halls
Hallmark – recognised quality standard award for Village Halls
As follows can be used as content for the volunteer roles
[needs assessment / items to be in place at the hall as good practice]
How Hallmark works
Any charitable village or community hall in Cheshire (or another participating county) is eligible to apply for a Hallmark award. There are three levels, Hallmark one must be achieved before the hall moves on to Hallmark two, and Hallmark two must be achieved before Hallmark three. You don’t have to commit to achieving all three levels. A Hallmark award will be valid for three years from the date of the visit.
· Hallmark 1 focuses on charitable administration and management. It assesses whether the hall is complying with the requirements of its charitable status.
· Hallmark 2 focuses on health, safety, security and licences. It assesses compliance with legislative issues.
· Hallmark 3 focuses on community, social awareness, forward planning and development. It examines and assesses the role of the hall in the community and how it interacts with its users and the wider community.
All three levels aim to reward and establish good practice, encourage improvement in established customs and procedures and gain recognition for obtaining good standards in the management of the hall.
After a period of 3 years, a Hallmark award is not deemed to be valid. There will need to be a complete re-assessment if no other Hallmark is undertaken. This is important because of the implications of changes in legislation and possible changes of personnel at the hall. Progression to the next Hallmark is not possible if the previous Hallmark has lapsed.
Hallmark One
Charity Administration and Management
Hallmark assessment needs – initial selection
Please arrange for a minimum of two people and no more than four to be present at the visit, one of whom should be an officer of the committee. It would be helpful if one of these could be a representative from a user group.
Documentation to be made available to the visitors by the committee
1. Minute book/file (with agendas) for all meetings including the AGM
2. A copy of the accounts to be sent with entry or as soon as possible before the visit
3. Daily record of all receipts and payments (book or computer records)
4. A copy of the charity’s annual report
5. A copy of the trust deed or Charity Commission scheme or community association constitution i.e. the governing document of the charity
6. Booking diary/calendar
7. Hiring agreement and returned booking form including any instructions to hirers
8. Insurance policy and certificate
Any other paperwork you feel would be useful for the visitors to see to back up your management of the hall would be useful.
Checklist for Village Hall Management Committee
All items in bold must be achieved and 70% of the remainder excluding those that are not applicable to your hall COMMITTEE
1
Trust deed available for committee members
2
At least two meetings held annually or as stipulated in the trust deed
3
50% of committee attend meetings
4
Well-kept minutes
5
List kept of all committee members names and addresses and when they came into office (and when they resign)
6
Minutes to record trustees acceptance of their responsibilities on taking up office
7
Evidence that organisations (regular user groups) appoint representatives
8
Charity Commission CC3 The Essential Trustee is given to committee members
ANNUAL GENERAL MEETING
9
AGM is held annually - in or close to the month shown in the trust deed
10
Evidence that AGM is conducted correctly i.e. in accordance with the trust deed
11
Annual report prepared in accordance with charity law for income level
ACCOUNTS
12
Policy in place for financial procedures
13
Well-presented accounts
14
Accounts are independently examined
15
More than one trustee knows of the auditor/independent examiner
16
Accounts approved and signed by trustees at meeting before their adoption at the AGM, or in accordance with the trust deed
17
Cheques are signed by two (unrelated, unconnected) committee members
18
Accounts indicate that the committee is managing the finances responsibly
19
Daily record of all receipts and payments are kept up to date
HIRING
20
Hiring agreement used for all bookings
21
Clear arrangements for access to the hall - key collection
22
Instructions to hirers on use of the hall
23
Organised payment procedure in place
24
There is a clearly understood policy on the practices and procedures for hiring the hall i.e. hiring to under 18s, commercial bookings and deposits which are used for all bookings
25
The policy on the practices and procedures for hiring the hall is recorded in a written policy
26
Tidy and organised booking diary
INSURANCE
Evidence of insurance:
27
Building
28
Public liability
29
Contents
30
Employers liability insurance certificate current and displayed, if appropriate
31
Insurance cover reviewed annually
32
Compliance with any insurance conditions
NOTICES
33
Health and safety poster
34
Contact name/number for the hall
35
Premises Licence Summary or copy
36
At least one legible ‘No Smoking’ sign displayed at the premises
37
Community Action/Council membership certificate on view (if applicable)
MAINTENANCE : OUTSIDE OF HALL
38
Evidence that outside of hall is well maintained e.g. free of litter, gutters free of debris, planted areas are well maintained, doors and windows in good condition
MAINTENANCE : INSIDE OF HALL
39
Evidence that inside of hall is well maintained, clean and tidy, e.g. main hall decoration is in fair to good condition; kitchen is adequate and clean and the equipment is in safe condition; toilets are adequate and clean; furniture is in fair to good condition.
Hallmark Two
Health, Safety, Security and Licences
Documentation to be made available to the visitors by committee:
1. Copy of Food Premises registration (if applicable)
2. Any employment contracts (if applicable)
3. Food Handlers notice
4. Accident record
5. Fire risk assessment
6. Records for maintenance, emergency equipment/doors/lights
7. Risk assessment record and safety rules
8. Health and Safety file to include:
a. Fire evacuation procedure notice
b. Electrical and gas safety certificates
c. Reporting accidents, diseases and dangerous occurrences (RIDDOR) forms
d. Copy of plan of the building which should show location of services, pipes, gas mains, water pipes, overhead power lines on site
e. List of contacts from which expert advice and guidance can be obtained
9. Health and Safety policy
10. Inventory of equipment
11. End of session check list
Any other paperwork you feel would be useful for the visitors to see to back up your management of the hall would be useful.
Hallmark 2 Checklist for Village Hall Management Committee
All items in bold must be achieved and 70% of the remainder excluding those that are not applicable to your hall CHECK
1
Check bold items in Hallmark 1 and action points from report
2
There is a written policy on the practices and procedures for hiring the hall i.e. key collection, hirings to under 18s, commercial, deposits/bonds used for all bookings
3
Hirers are made aware of their responsibilities with regard to children and other vulnerable users
4
Contract of employment issued (where applicable)
HEALTH AND SAFETY
5
There is a Health & Safety policy
6
Risk assessment undertaken
7
Health and Safety poster on display (or evidence that employee has been given HSE leaflet) where appropriate
8
Food handlers notice on display
9
First aid kit is well stocked, easy to find and accessible
10
Someone is responsible for keeping the first aid kit well stocked
11
Accident Record kept
12
Fire Risk Assessment has been undertaken
13
14
Fire extinguishers are:
Checked annually by authorised person
Stored in allocated position
15
Correct emergency exit signs indicated by ‘Running Man’ sign
16
Instructions in case of fire
17
Evacuation procedure in place
18
There are instructions on how to use the lift in the event of a fire (if applicable)
19
Evidence that emergency lighting/doors checked as working
20
No emergency exit blocked by equipment or rubbish
21
Plan of premises on view showing fire exits, fire-fighting equipment, alarms etc.
MAINTENANCE AND SECURITY
22
There is a building maintenance record which is kept up to date
23
Location of services is indicated e.g. electric/water/gas
24
An access audit has been carried out on the hall
25
Advice regarding energy efficiency has been sought or given to users
26
There is procedure for hirers to report damage/broken equipment.
27
Someone is appointed to take necessary action
28
Inventory of equipment (kept up to date)
29
There is a policy on money left on the premises
30
End of session check list is on view
31
Doors to rooms/stores are marked with their use
32
Items kept in the building are stored safely and tidily
33
There is a policy for hirers storing equipment at the hall e.g. must have committees permission, no inflammable substances
34
General hall equipment and items available to hirers are accessible, clean, safe and in good condition e.g. chairs and tables
35
36
37
38
39
The kitchen is maintained as follows:
Clean and sound work surfaces
Clean impervious floor covering
Wall decoration sound
Hot water to sinks
Hand washing basin with soap and hand drying facility (where applicable)
40
41
42
Cleaning supplies and equipment are:
in good condition
stored safely
accessible for use by hirers
43
44
45
46
47
Toilets are maintained as follows:
Toilets clean / toilet paper provided
Hand drying facilities
Hot water and soap to the basins
Appropriate waste bin/s provided
Floor surface in good condition and clean
LICENCES
48
49
50
Halls that hold a Premises Licence should have:
Premises Licence Summary (or a copy) on display
Evidence conditions are kept e.g. electrical, gas etc. checks done at a frequency required by
licence conditions or set out in operating schedule
List of activities licensed and relevant conditions of the licence to pass to hirers (through hiring
agreement or additional information)
51
Temporary Event Notices (TENs) are used for all/some licensable activities
52
The committee have a record of the number of TENs that have been used by the hall
53
The hall complies with alcohol licensing regulations
54
Hirers including regular users are advised about the licence requirements for the sale of alcohol
55
If there is a permanent bar - the appropriate legal arrangements are in place
56
The hall has a Performing Right Society Licence (PRS)
57
The hall has a Phonographic Performance Licence (PPL) (Or has made alternative arrangements – If appropriate, demonstrate that the PPL is not needed)
58
If relevant the hall is registered as a food business
For more information on any of the above see ACRE Information Sheets (IS) or publications:
IS 9: Entertainment in Village Halls
IS 10: Alcohol in Village Halls
IS 15: Health & Safety Legislation and Village Halls
IS 20: Health and Hygiene in Village Halls
IS 22: Managing Employees and Volunteers
IS 37: Fire Safety in Village Halls
Model Hiring Agreement
Maintaining your Hall
Village Hall Good Management Toolkit
Hallmark Three
Community/Social Awareness, Forward Planning and Development
Please arrange for a minimum of two people and no more than four to be present at the visit, one of whom should be an officer of the committee. It would be helpful if one of these could be a representative from a user group.
Documentation to be made available to the visitors by committee:
1. Copies of any written policies for example:
· Hiring policy
· Financial policy
· Recruitment staff/committee members
· Equal opportunities policy
· Policy on activities involving children
2. Any published information for example:
· General hall leaflets
· Welcome leaflets for users
· Introduction packs for new committee members
· Guidance for teenage parties
3. Village/hall newsletters or magazines
4. Posters about events
Any other paperwork you feel would be useful for the visitors to see to back up your management of the hall would be useful.
Checklist for Village Hall Management Committee
All items in bold must be achieved and 70% of the remainder excluding those that are not applicable to your hall CHECK
1
Check of bold items in Hallmark 1 & 2 and action points from report
OVERALL VIEW OF THE HALL
2
Hall is clearly signed
3
Clean, tidy approach to the hall
4
Entrance hall uncluttered
5
Tidy, informative notices (not too many ‘Do not’)
6
The equipment and facilities available are appropriate to the size of the hall and kept in good order
ACCESSIBLE FACILITIES:
7
8
9
Details for booking the hall are accessible:
Contact number displayed at the hall (visible externally)
It is easy to make a booking
It is easy for everyone to access the key
10
The needs of people with disabilities have been catered for, such as:
• a dedicated parking place for people with a disability
• access to the building for people with disabilities
• toilet facilities for people with a disability
• induction loops and public address system
• signs and notices are easy to understand, visible, and of sufficient number. They should be in a good sized print, with strong contrast between text and background
11
Baby changing facilities are available and there are clear instructions for disposal of nappies
12
There is somewhere under cover for baby buggies and walking aids to be left
HIRERS AND USER GROUPS
13
There is a welcome pack/leaflet available
14
Regular communication with hirers and user groups ensuring that they are kept informed about hall matters and local community activities and events at the hall
15
Hirers are aware of the hall operating procedures
16
There is a regular agenda item for users reports/comments/feedback
17
There is evidence of encouraging new groups to use the hall
18
Organisations not represented on the committee are actively encouraged to appoint a representative
19
A new club/organisation has been established and has been using the hall within the last 3 years
20
Approved minutes of meetings are posted at the hall, or on the website
COMMUNITY
21
Diary of events is publicly available e.g. local notice board, website, newsletter
22
There is evidence of open accessibility for new users (e.g. no one group denied access to use the hall)
23
The annual report is made available to the community
24
There are established working relations with other organisations in the area
25
There are established and varied communications with the community including promotional material and it is of a good standard
26
If there is spare booking capacity available there is evidence to suggest that the committee are addressing how to fill it
27
28
Social events are held regularly:
for fund raising
to bring the community together
29
Social events are well attended by a cross section of the community
30
There is an internet connection at the hall and it is used effectively
COMMITTEE
31
The committee is representative of the community or evidence that effort has been made to widen the representation
32
Consideration been given to the inclusion of under 18s
33
New committee members are actively sought e.g.
· Consideration being given to timings of meetings
· Arranging lifts to meetings
· Mentoring new members
34
An introduction pack is given to new committee members
35
Committee members are encouraged to attend training
36
There is an established policy to meet committee members expenses for training
37
The whole committee take active part in the management of the hall
ENVIRONMENT
38
An energy efficiency audit been undertaken
39
Energy efficiency measures have been implemented
40
Hirers have been advised as to how they can save energy and recycle in the hall
41
There is a cycle rack to avoid car use
BUILDING MANAGEMENT
42
There is a maintenance programme in place
43
There is a contingency fund for maintenance/improvements/equipment replacement
Evidence of policies in place for:
44
· Finances (including Reserves)
45
· recruiting new committee members/staff
46
· equal opportunities
47
· fund raising
48
· hiring
49
· health and safety/hygiene
50
· environment & energy efficiency
51
· children and vulnerable users
52
There is a regular review of the above policies with records available
FORWARD PLANNING
53
A community/users survey has been conducted in the past 5 years in order to monitor the activities that take place in the hall
54
A community led plan has been undertaken and the committee have ensured that the role of the hall was included
55
56
57
There are development plans:
for the building
for use of the hall
contribution to the community
58
There is a fundraising programme
For more information on any of the above see ACRE Information Sheets (IS) or publications:
IS3: Providing Services in Village Halls
IS5: Village Halls, Children and Young People
IS19: Marketing Your Village Hall
IS25: Making your Village Hall Accessible
IS28: Creating a Business Plan
IS42: Equality in Village Halls