Terms, Conditions and Policies

• The Management Committee reserves the right to refuse any application, postpone or cancel a hiring and revise the charges from time to time. Every effort will be made to give reasonable notice should any of these actions prove necessary. The Management Committee’s decision is final;
• The committee will not treat the booking as firm until the management committee has acknowledged the fully completed Booking Form, and received the requested deposit or payment in full;
• All deposits are non-refundable in the event of a cancellation;
• Single bookings will require payment in full on request; and
• The hirer must be over 21 years of age.

Whole Site bookings include:-

• Use of Car Park;
• Use of Main Hall, stage and its facilities;
• Use of Social Club;
• Use of licensed bar with separate arrangements with Llanarth Cricket Club;
• Use of Meeting Room;
• Use of all toilet facilities;
• Use of all chairs and tables;
• Use of crockery and cutlery;
• Use of kitchen for:-
  • preparation of hot and cold drinks;
  • hot and cold water;
  • ceiling infra-red heaters;
  • laying out food; and
  • use of the refrigerator.
• Use of broadband;
• Use of stage and associated spaces;
• Use of audio visual equipment, with separate fee payable;
• Use of heating, with seasonal surcharge; and
• Use of Electric Vehicle charging point with additional payment.

Whole Site bookings exclude:-

• Use of kitchen for food cooking purposes; and
• Use of your own mains powered heaters;

Main Hall bookings include:-

• Use of Car Park;
• Use of toilet facilities within entrance lobby;
• Use of chairs and tables;
• Use of crockery and cutlery;
• Use of kitchen for:-
  • preparation of hot and cold drinks;
  • hot and cold water;
  • ceiling infra-red heaters;
  • laying out food; and
  • use of the refrigerator.
• Use of broadband;
• Use of stage and associated spaces;
• Use of audio visual equipment, with separate fee payable;
• Use of heating, with seasonal surcharge; and
• Use of Electric Vehicle charging point with additional payment.

Main Hall bookings exclude:-

• Use of kitchen for food cooking purposes;
• Use of your own mains powered heaters;
• Use of Meeting Room;  and 
• Use of Social Club.

• Use of ceiling infra-red heaters;
• Use of broadband;
• Use of tables and chairs;
• Use of toilets in main entrance lobby;
• Use of Car Park.

• Use of Kitchen;
• Use of Main Hall and its facilities;
• Use of crockery and cutlery;
• Use of Social Club; and
• Use of your own mains powered heaters.

• Access through Social Club entrance;
• Use of broadband;
• Use of tables and chairs supplied within Social Club;
• Use of toilets in Social Club entrance lobby;
• Use of Car Park.
• Use of licensed bar with separate arrangements with Llanarth Cricket Club.

• • Use of Kitchen;
  • Use of Main Hall and its facilities;
  • Use of crockery and cutlery;
  • Use of the Meeting Room; and
  • Use of your own mains powered heaters.

• • Smoking is not permitted throughout the building at any time;
  • No alcohol to be brought into the Hall without prior permission of the Management Committee;
  • The Hall, surrounding area and contents to be left in the same condition as found;
  • The hirer shall be responsible for the full cost of repair or replacement of any damage or loss caused to any part of the Hall;
  • All damage or loss must be reported to the Management Committee as soon as is possible;
  • The hirer or nominated responsible person will be responsible for the supervision of the premises, the fabric and contents and behaviour of all persons using the premises during the hire period. This will extend to the car park, surrounding area, in particular the hirer must ensure there is no disturbance to local residents and no car-park overflow;
  • When more than one event is taking place at the same time, each hirer must show consideration to the other;
  • The hirer or nominated responsible person must ensure that the Hall and its contents are left in a clean and tidy condition. RUBBISH TO BE TAKEN OFF THE PREMISES;
  • Children are not allowed into the kitchen unless approved by the Management Committee.  Any incidents where this is not adhered to will be the full responsibility of the hirer;
  • If you wish to decorate or bring any entertainment equipment into the Hall for an event, the hirer must indicate this on the Booking Form;
  • The hirer or nominated responsible person is responsible for the safety of all persons at their event and for the safe and proper use of all equipment and also complying with all health & safety rules as displayed; and
  • The Management Committee reserves the right to charge a fee for repair or replacement for any of the above conditions that are broken.

• The person in charge (Temporary Responsible Person) who would be present throughout the event, must ensure they are aware of the evacuation procedure and the location of the Fire Assembly Point (Information on the Fire Action Notices);
• On entering the building locate the fire alarm panel, the fire alarm call points, the fire-fighting equipment, and the location of all fire exits appropriate to the area you are occupying (Fire exits are marked with green exit signs);
• Ensure the fire exits are maintained free and unobstructed throughout the use of the hall;
• At the start of the event notify all those present of the fire safety arrangements and procedures in the event of fire;
• Identify a person who will contact the Fire Brigade in the event of a fire (Hall address is located on the Fire Action Notices); and
• Ensure the NO SMOKING policy of the Hall is adhered to.

You confirm you are satisfied with our GDPR arrangements by accepting these Terms and Conditions on the Booking Form.

• The General Data Protection Regulations (GDPR) require organisations holding identifiable personal data to comply with a number of principles to protect individuals. The main relevant points are:

  ·         Data must be collected for fair and lawful processing. The purpose of the data collection must be identified and the data must not be used for other purposes;

  ·         All committee members must have training in the principles of the GDPR, and understand their legal responsibilities;

  ·         The holder must ensure privacy of personal data, and take measures to ensure no unauthorised processing can take place (for example, by passing it on to others); and

  ·         The data must be adequate for the purpose, accurate, limited to the data necessary for the stated purposes, and kept only as long as it is relevant for this purpose. In our context, individuals must actively consent to the data being held and must be aware of the purposes for which they are held. They must also understand how to withdraw consent. It is also a requirement of the GDPR that organisations holding personal data have an identifiable data protection policy.

  This policy describes

  ·         The personal data held by the Llanarth Village Hall Management Committee herein after (the Committee);

  ·         The purpose of the data and how it will be used; and

  ·         The control and security measures taken to ensure compliance with data protection principles.

   

  The Committee acts as the Data Controller as defined by the legislation, and holds the following personal data:

  ·         contact details for communication with residents of the area;

  ·         bank account details required for audit and accounting purposes; and

  ·         details relating to individuals who hire the hall or use its facilities.

   

  Confidentiality

  It is an important policy of the Committee that no personal or contact details kept on the hall contact list are passed on to others outside the Committee without the explicit consent of the individuals concerned at the time. Committee members asked by a resident about contacting another individual for a legitimate reason should pass on the request and gain consent before any personal details are shared.

  When using the hall contact list to send an email to multiple people, the Committee must use the Bcc (blind copy) field to maintain confidentiality of email addresses.

   

  Communication Data

  The Committee holds limited personal data for the purposes of communicating information that may be of interest to or may affect residents of the area. In some cases, communications may include news about fundraising events or activities run by the Committee or other organisations. The Committee may occasionally use the contact details for direct fundraising appeals.

   

  In most cases only names and personal email addresses are held, but telephone numbers and house addresses may also be retained for contact purposes.

  Individuals must explicitly request to be included on this contact list, giving consent for their data to be used for this purpose. In each communication, individuals should be informed of how to remove their consent.

  Contact information is held in a ‘Cloud’ based contact list, which includes names, contact details, and date and method of consent. This list will hold similar contact details for people who have volunteered to help with Committee activities. This is shared with Committee members involved with organising the activities.

  Where an individual has requested removal from the mailing list either through the website, social media direct messaging or by email, their contact details must be removed and a record of their request maintained in the same file.

  The files are managed by a limited number of Committee members on a ‘Cloud’ based storage medium such as Microsoft OneDrive.

   

  Finance Data

  The Committee members hold information about named individuals who have made donations or payments to the Hall. The data is held by the Treasurer for the purpose of providing an audit trail for the accounts, and includes the date and amount received, payment method and, in some cases if required, contact details.

  Names of individuals donating to the Hall must not be made public without the specific consent of the individual on each occasion.

   

  Data Relating to Users of the Hall Facilities

  Individuals using Hall facilities must accept the terms and conditions of use. These include contact details as required to facilitate the booking. These forms are retained securely by the booking clerk and data required for processing payments is passed on to the treasurer and incorporated into the finance data described above.

  Booking forms are retained for as long as necessary to provide evidence in the event of future issues arising from the use of the Hall, for example for insurance purposes.

   

  Llanarth Village Hall Management Committee 
  

Llanarth Village Hall Management Committee, herein after (the Committee), believe in the value of diversity and
promoting equality. We seek to maximise the potential of all our members to be responsive to new ideas, and to equip them for life in a multicultural and
diverse society. We seek to be an organisation that more fully reflects the society we serve, recognises, respects and values the differences that people
bring to the workplace and community, and seeks to serve the interests of all sections of our diverse society. Accordingly no member, employee, client or
contractor shall be discriminated against on the grounds of gender, age, marital status, sexuality, ethnic or racial origin, colour, social class, religion or disability. It is our aim to provide a supportive environment where we will treat each other with dignity, courtesy and respect. We will take such steps as are reasonable and practicable to ensure that opportunities for employment, membership and clients are equally accessible to all. We recognise that the ethos of valuing diversity and promoting equality rests on a firm foundation of good equal opportunities practice. To that end we intend to uphold and, wherever possible, exceed the guidance provided by anti-discrimination and related legislation.

For the Implementation of this Policy 

we will:

·        Communicate our commitment to valuing diversity and promoting equality, in conjunction with related policy documents, and other communications as appropriate;

·        Promote and support the development of good practice at all levels both internally, and externally during delivery of our services;

·        Ensure that the procedures for members and hall users who believe they have suffered from the unacceptable behaviour of others are fair and unbiased. All allegations of unacceptable behaviour will be investigated thoroughly and will be dealt with appropriately;

·        Fulfil our statutory obligations under current and subsequent legislation;

·        The Committee will take the lead in implementing this policy, and associated action plans; and will give their support to identifying and changing processes and practices which deny or limit fair and equal treatment; and

·        All members have a duty to comply with this policy. Any breach will be regarded as serious, and could lead to removal from Committee membership in accordance with the appropriate procedures.

Committee Membership Practices. 

We will actively assess our working practices to ensure equality of membership opportunity and best practice by:

·        Providing, where practicable, a variety of forms of flexible engagement, to suit committee members; and 

·        Formally investigating where committee members needs for flexibility have not been provided.

Recruitment of Members. We will make every effort to effectively recruit committee members that broadly reflect the diverse make-up of the local community by;

·      Ensuring that young and old applicants, are not disadvantaged during recruitment, by virtue of their age;

·        Using objective, simple and clear application procedures which contain our Equal Opportunities Policy Statement;

·        Ensuring persons responsible for selection procedures are competent to make recruitment decisions on an objective basis; and

·        Applying only criteria which are specifically required for the role, and avoiding other issues which do not affect ability to carry out the role.

Monitoring and Review. We shall regularly monitor the standard of our services to ensure that we continue to uphold and promote good equality practices. 

1. Obtain, collect and receive money or funds by way of contributions, donations, grants and any other lawful method towards the aim of the Group;
2. Associate local authorities, voluntary organisations and the residents of Bryngwyn, Clytha and Llanarth in a common effort to carry out the aim of the Group; and
3. Do all such lawful things as will further the aim of the Group.

1. Voting membership shall be open to anyone over the age of 18 who supports the aim of the group; and
2. The Management Committee shall have the power to approve or reject applications for membership or to terminate the membership of any member provided that the member shall have the right to be heard by the committee before a final decision is made.

1. A Management Committee elected annually at the Annual General Meeting (AGM) shall manage the Group;
2. The committee shall consist of a chair, vice chair, secretary, treasurer, and other voting members;
3. The committee may co-opt up to a further 10 voting members who shall resign at the next Annual General Meeting;
4. The committee shall meet at least once each year;
5. At least 3 committee members must be present at a committee meeting to be able to make decisions; and
6. A proper record of all transactions and meetings shall be kept.

1. An Annual General Meeting shall be held within 12 months of the date of the adoption of this constitution and each year thereafter;
2. Notices of the AGM shall be published three weeks beforehand and a report on the Group’s financial position for the previous year will be made available at the same time;
3. A Special General Meeting may be called at any time at the request of the committee, or not less than one quarter of the membership. A notice explaining the place, date, time and reason shall be sent to all members three weeks beforehand;
4. One third of membership or four members being present, whichever is the greater, shall enable a General Meeting to take place; and
5. Proposals to change the constitution must be given in writing to the secretary at least 28 days before a general meeting and approved by a two thirds majority of those present and voting.

1. The funds of the group including all donations, contributions and bequests, shall be paid into an account operated by the management committee. All cheques or mandates drawn on the account must be signed by at least two members of the Management Committee;
2. The funds belonging to the group shall be applied only to further the aim of the group; and
3. A current record of all income, funding and expenditure will be kept.

• The members of Llanarth Village Hall Management Committee will be ultimately responsible for ensuring compliance with this policy within the organisation; and
• Ensure that appropriate resources are made available for the effective operation of the policy including staff and volunteer training.

• Ensure that specific risk assessments are carried out where required by law e.g. display screen assessments, manual handling assessments, COSHH (control of substances hazardous to health) assessments;
• Ensure that the findings of the risk assessments are communicated to all members, contractors etc., who may be affected by the assessment;
• Ensure that the findings of any risk assessments are recorded and a copy of the risk assessment is kept until a new assessment is produced or the assessment is revised;
• Ensure actions and recommendations arising from the risk assessment are implemented and adequate resources are allocated to control the risks identified;
• Ensure the risk assessments are monitored and reviewed periodically, this would be at least every two years and more frequently if there are any changes which may affect the validity of the assessment e.g. changes in work activity, work processes, technology. This would also include an accident/incident/near-miss/dangerous occurrence, which would prompt a review;
• Ensure this policy is communicated to their members, contractors and hall users; and
• Ensure their members and contractors comply with this policy and any risk assessment derived from this policy.

• Assist the competent person (or risk assessment team) in carrying out a risk assessment where required;
• Comply with any working procedure or precautionary measure introduced to reduce or control identified risks; and
• Ensure the Chair or Vice-Chair is notified immediately if they become aware of anything which may constitute a risk e.g. faulty work equipment, work processes/arrangements.

• Ensure that the risk assessment policy is reviewed at least annually to ensure it is in line with current legislation;
• Provide advice and information on legislation or guidance relating to risk assessment;
• Audit compliance with the policy; and
• Carry out spot checks on risk assessments to ensure they are completed, up to date and are being followed.

• The fitting out and layout of the workplace and the particular site where they will be working;
• The nature of any physical, biological and chemical agents they will be exposed to, for how long and to what extent, e.g. cement, glues, mastics and sealants, asbestos, cleaning chemicals;
• What type of work equipment will be used and how this will be handled;
• How the work and processes involved are organised;
• The need to assess and provide health and safety training; and
• The requirement for any Personal Protective Equipment (PPE).

• Elimination
• Substitution
• Enclosure
• Guarding
• Safe System of Work
• Written Procedures
• Adequate Supervision
• Adequate training/competence
• Information (signs etc)
• Personal Protective Equipment (PPE)

1. Introduction

The Llanarth Village Hall Management Committee recognises the right that people have to participate in the life of their communities through volunteering. The Committee also acknowledges the unique and valuable contribution that volunteers can make to the benefit of local services, staff, communities and the volunteers themselves. The Committee is committed to working in ways that are encouraging and supportive in the development of volunteers.

The Committee recognise that organisations, which use the services of volunteers, have particular responsibilities towards them. This policy has been developed to ensure that where volunteers are involved in the activities of The Llanarth Village Hall Management Committee they do so within a framework of good practice.

2. Definition of a volunteer

A volunteer is anyone who freely commits time and energy for the benefit of others in the community, the environment and for themselves. They do so by choice and without concern for personal and financial gain.

3. Policy Guidelines

• Volunteers shall have the support and approval of the Board / Committee / Staff and administration.
• All paid staff will be fully informed about the rights and responsibilities of the volunteers and that volunteering tasks complement the work of paid staff and do not substitute for it.
• The Committee / Staff will ensure that volunteers are covered by adequate insurance and by the same health and safety provision as paid staff
• Written volunteer job descriptions should be drawn up, which detail time commitments, necessary skills and actual duties.
• Records containing information on the volunteer must be maintained with appropriate safeguards for confidentiality, and volunteers should have access to their records, where requested.
• Recruitment and appointment of volunteers should adhere to the Committee Equal Opportunities Policies and follow good practice as laid down in the Recruitment and Selection Policy.
• Volunteers working with children and young people will be subject to a Criminal Records Bureau check and taking up of at least two satisfactory references.
• Volunteers will have clearly defined tasks and limitations of tasks within the organisation.
• Volunteers will have a designated person responsible for them to whom they must have reasonable access for support and supervision

4. Basic rules of good practice when working with volunteers

• Volunteers should be made aware of the aims and objectives of the organisation
• Volunteers must be made aware of and understand all policies
• Volunteers should have clearly defined tasks and duties, and should know who is the designated person to provide support and supervision
• Volunteers should be properly prepared for their volunteering through an induction programme that includes all necessary information and training to enable them to carry out their volunteering duties
• Volunteers should be fully reimbursed for appropriate out of pocket expenses
• Volunteering is a matter of choice, and volunteers should have the time and opportunity to consider whether to undertake the tasks offered to them.