Hallmark Quality Assurance | barrowvillagehall

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

Trust deed available for committee members

At least two meetings held annually or as stipulated in the trust deed

50% of committee attend meetings

Well-kept minutes

List kept of all committee members names and addresses and when they came into office (and when they resign)

Minutes to record trustees acceptance of their responsibilities on taking up office

Evidence that organisations (regular user groups) appoint representatives

Charity Commission CC3 The Essential Trustee is given to committee members

ANNUAL GENERAL MEETING

AGM is held annually - in or close to the month shown in the trust deed

Evidence that AGM is conducted correctly i.e. in accordance with the trust deed

Annual report prepared in accordance with charity law for income level

ACCOUNTS

Policy in place for financial procedures

Well-presented accounts

Accounts are independently examined

More than one trustee knows of the auditor/independent examiner

Accounts approved and signed by trustees at meeting before their adoption at the AGM, or in accordance with the trust deed

Cheques are signed by two (unrelated, unconnected) committee members

Accounts indicate that the committee is managing the finances responsibly

Daily record of all receipts and payments are kept up to date

HIRING

Hiring agreement used for all bookings

Clear arrangements for access to the hall - key collection

Instructions to hirers on use of the hall

Organised payment procedure in place

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

The policy on the practices and procedures for hiring the hall is recorded in a written policy

Tidy and organised booking diary

INSURANCE

Evidence of insurance:

Building

Public liability

Contents

Employers liability insurance certificate current and displayed, if appropriate

Insurance cover reviewed annually

Compliance with any insurance conditions

NOTICES

Health and safety poster

Contact name/number for the hall

Premises Licence Summary or copy

At least one legible ‘No Smoking’ sign displayed at the premises

Community Action/Council membership certificate on view (if applicable)

MAINTENANCE : OUTSIDE OF HALL

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

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

Check bold items in Hallmark 1 and action points from report

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

Hirers are made aware of their responsibilities with regard to children and other vulnerable users

Contract of employment issued (where applicable)

HEALTH AND SAFETY

There is a Health & Safety policy

Risk assessment undertaken

Health and Safety poster on display (or evidence that employee has been given HSE leaflet) where appropriate

Food handlers notice on display

First aid kit is well stocked, easy to find and accessible

Someone is responsible for keeping the first aid kit well stocked

Accident Record kept

Fire Risk Assessment has been undertaken

Fire extinguishers are:

Checked annually by authorised person

Stored in allocated position

Correct emergency exit signs indicated by ‘Running Man’ sign

Instructions in case of fire

Evacuation procedure in place

There are instructions on how to use the lift in the event of a fire (if applicable)

Evidence that emergency lighting/doors checked as working

No emergency exit blocked by equipment or rubbish

Plan of premises on view showing fire exits, fire-fighting equipment, alarms etc.

MAINTENANCE AND SECURITY

There is a building maintenance record which is kept up to date

Location of services is indicated e.g. electric/water/gas

An access audit has been carried out on the hall

Advice regarding energy efficiency has been sought or given to users

There is procedure for hirers to report damage/broken equipment.

Someone is appointed to take necessary action

Inventory of equipment (kept up to date)

There is a policy on money left on the premises

End of session check list is on view

Doors to rooms/stores are marked with their use

Items kept in the building are stored safely and tidily

There is a policy for hirers storing equipment at the hall e.g. must have committees permission, no inflammable substances

General hall equipment and items available to hirers are accessible, clean, safe and in good condition e.g. chairs and tables

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)

Cleaning supplies and equipment are:

in good condition

stored safely

accessible for use by hirers

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

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)

Temporary Event Notices (TENs) are used for all/some licensable activities

The committee have a record of the number of TENs that have been used by the hall

The hall complies with alcohol licensing regulations

Hirers including regular users are advised about the licence requirements for the sale of alcohol

If there is a permanent bar - the appropriate legal arrangements are in place

The hall has a Performing Right Society Licence (PRS)

The hall has a Phonographic Performance Licence (PPL) (Or has made alternative arrangements – If appropriate, demonstrate that the PPL is not needed)

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

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

Check of bold items in Hallmark 1 & 2 and action points from report

OVERALL VIEW OF THE HALL

Hall is clearly signed

Clean, tidy approach to the hall

Entrance hall uncluttered

Tidy, informative notices (not too many ‘Do not’)

The equipment and facilities available are appropriate to the size of the hall and kept in good order

ACCESSIBLE FACILITIES:

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

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

Baby changing facilities are available and there are clear instructions for disposal of nappies

There is somewhere under cover for baby buggies and walking aids to be left

HIRERS AND USER GROUPS

There is a welcome pack/leaflet available

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

Hirers are aware of the hall operating procedures

There is a regular agenda item for users reports/comments/feedback

There is evidence of encouraging new groups to use the hall

Organisations not represented on the committee are actively encouraged to appoint a representative

A new club/organisation has been established and has been using the hall within the last 3 years

Approved minutes of meetings are posted at the hall, or on the website

COMMUNITY

Diary of events is publicly available e.g. local notice board, website, newsletter

There is evidence of open accessibility for new users (e.g. no one group denied access to use the hall)

The annual report is made available to the community

There are established working relations with other organisations in the area

There are established and varied communications with the community including promotional material and it is of a good standard

If there is spare booking capacity available there is evidence to suggest that the committee are addressing how to fill it

Social events are held regularly:

for fund raising

to bring the community together

Social events are well attended by a cross section of the community

There is an internet connection at the hall and it is used effectively

COMMITTEE

The committee is representative of the community or evidence that effort has been made to widen the representation

Consideration been given to the inclusion of under 18s

New committee members are actively sought e.g.

· Consideration being given to timings of meetings

· Arranging lifts to meetings

· Mentoring new members

An introduction pack is given to new committee members

Committee members are encouraged to attend training

There is an established policy to meet committee members expenses for training

The whole committee take active part in the management of the hall

ENVIRONMENT

An energy efficiency audit been undertaken

Energy efficiency measures have been implemented

Hirers have been advised as to how they can save energy and recycle in the hall

There is a cycle rack to avoid car use

BUILDING MANAGEMENT

There is a maintenance programme in place

There is a contingency fund for maintenance/improvements/equipment replacement

Evidence of policies in place for:

· Finances (including Reserves)

· recruiting new committee members/staff

· equal opportunities

· fund raising

· hiring

· health and safety/hygiene

· environment & energy efficiency

· children and vulnerable users

There is a regular review of the above policies with records available

FORWARD PLANNING

A community/users survey has been conducted in the past 5 years in order to monitor the activities that take place in the hall

A community led plan has been undertaken and the committee have ensured that the role of the hall was included

There are development plans:

for the building

for use of the hall

contribution to the community

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

Hallmark – recognised quality standard award for Village Halls

Barrow Village Hall, High Street, Barrow Upon Humber.

villagehallb-u-h@outlook.com - 07597 397692