Burrington Parish Hall aims to provide a beneficial facility for the residents of Burrington and the neighbouring parishes. It is available for meetings, recreation, educational and leisure usage and works in conjunction with the adjacent Multi Use Games Area (MUGA).

Charity:

The Hall and MUGA are a registered charity (No. 274490). Our constitution is laid down in the Model Deed as supplied by the Charity Commission and updated annually. A management committee is responsible for the day to day running.

Management committee:

This is made up of voluntary trustees, consisting of:

Representatives from the permanent organisations from within the Parish – 11 places.

7 elected members.

2 co-opted members if required.

Committee meetings:

There are normally up to 4 per year or more as necessary. Meetings are open to any interested parties.

Property:

The building and land is owned by the trustees and is registered at the land registry in the name of the Burrington Parish Council as they are a corporate body.

Staff:

Caretaker and two cleaners.

2 Policies

a) Equal Opportunities Policy

a) We ensure that all people have equal access to an environment free from prejudice and discrimination.

b) We value, support and help individuals to develop their full potential. Where selection processes are used they are reviewed regularly to check that they remain relevant and free from bias either in content or scoring.

c) We respect and promote positive attitude to all individuals with disabilities and those who are different in gender, race, ethnic origin, colour, sex, sexuality, religion, marital status, age or social class. We oppose all forms of unlawful or unfair discrimination.

d) This statement will be adhered to and kept under review.

b) Health and Safety Policy

A regular maintenance schedule is adhered to and the caretakers & committee regularly inspect the premises for any damage which may be a safety issue.

Any accidents are reported in the accident book placed in the Cloakroom.

We ask hirers to report any damage or concerns to the caretaker or committee immediately. The Hall committee will report any incidents in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

Hirers play a key role in maintaining a healthy and safe environment by operating in a way that is sensible and relevant to their usage. The points below seek to support hirers in maintaining this standard and they are responsible for their own health & safety during their use of the facilities.

1. Calls to ‘999’ emergency services can be made on a mobile phone from a person present. Nearest public phone is in the centre of the village.

2. The entire building is non-smoking at all times.

3. No activities are allowed which involve danger to the public.

4. No obvious fire hazards are allowed on the premises.

5. No unauthorised heating appliances are to be used.

6. No hazardous substances (as regulated by COSHH) are to be used or stored in the hall.

7. No highly flammable substances shall be brought into or used in any part of the premises.

Regarding Safe Escape in the event of a Fire
Hirers should acquaint themselves with all exits (normal & emergency) and these must be kept clear (internal & external) at all times such as not to impede emergency evacuation. All fire doors are marked and must not be wedged open. All exits must remain unobstructed.
Hirers are responsible for their own fire drills and ensuring their hirers are familiar with emergency evacuation procedures.

In the event of an outbreak of fire however slight, the building must be evacuated immediately – fire extinguishers are provided at all exits to assist in clearing a path for emergency exit only. Wherever feasible and safe to do so, doors and windows should be closed to reduce the spread of the fire. The Fire Service should then be called on 999.

The map reference of the Hall is on the main notice board SS 638 168

Postcode: EX37 9LA

Regarding the use of the Kitchen

l Any hirer intending to provide catering (beyond cold or hot drinks and cold proprietary packaged biscuits/cakes) must ensure there is a person, responsible for food preparation and complies with current legislation.

l Children are only allowed in the kitchen under the supervision of a responsible adult.

l Rubbish: Hirers must remove all food waste at the end of their booking. Wheelie bins are provided outside the bar area. Excessive rubbish created, such as by parties, should be removed by the hirer.

l A hand wash facility is provided near the green cooker.

l Cleaning facilities are provided. Please leave the kitchen tidy.

Further general points

l No safety equipment must be tampered with. If any faults are observed they must be reported as soon as practical to the Committee.

l In the event of a power failure – an emergency lighting supply is automatically triggered to illuminate exit routes.

l First Aid boxes are located in the kitchen, cloakroom and the club area. Hirers are asked to advise the caretaker, if any items have been used, so they can be replaced.

l A qualified First Aider is not provided by the hall facility. Hirers are advised to consider and resolve their own First Aid requirements.

l Children are to be supervised at all times.

l Hirers are responsible for the safe operation of their own equipment.

l The Hall’s electrical facilities are regularly inspected by authorised personnel and a certificate issued. (WH Buckingham)

l Certain rooms/cupboards are generally locked for authorised access only – as stated on the doors.

l Designated parking for disabled use is available at the front of the building.

l Due to the Hall being in a residential area we request all hirers to respect our neighbours and to keep noise levels to a minimum.

c) Financial Policy

Please see constitution for more details.

Accounts are subject to external scrutiny annually, as required by the Charity Commission.

The Treasurer presents a financial report at each meeting and draft accounts are presented at the AGM.

A sub committee (Finance and General Purpose) are empowered to have meetings as necessary and then report back to the full committee. They have spending limit, without requiring authorisation from full committee, which is reviewed annually. (£750 2011)

d) Hire and Use policy

Please see Conditions of hire for more details.

All areas of the hall are available for hire, as a whole or as individual rooms and areas (except billiard room by special arrangement with comrades club secretary).

The management committee reserves the right to refuse a booking of hire without explanation.

No one under the age of 18 years old can hire the hall.

All hires are subject to the Conditions of hire and Public Entertainment Licence.

Payment is required in advance and a deposit may be required against damage.

e) Election of committee members and recruiting staff policy

Committee

The representative members are elected annually by their organisations and their names are put forward at the Hall AGM.

The 7 elected members are elected at the Hall AGM.

The two co-opted members are elected if necessary at any committee meeting following the AGM.

Members are given a copy of the constitution and asked to sign the membership declaration.

Employee

Should there be a vacancy for an employee; the position will be publicly advertised, followed by interviews held by members of the committee. The equal opportunities policy will be adhered to.

f) Environmental Policy

The Trustees of Burrington Parish Hall recognise that our activities and those of our hirers, impact upon the environment. Consequently, we embrace the principles of sustainable living and are committed to environmental improvement and pollution prevention. We undertake to comply with environmental laws and seek to promote sound environmental practice in our activities.

Aims

Ensure compliance with relevant regulatory requirements

Promote awareness of our environmental policy to hirers

Minimise waste through reuse and recycling

Minimise energy and water consumption and promote the efficient use of resources

Improve current equipment when and where possible (installation of Solar Panels 2009 & Air source heat pumps 2010)

Minimise and Conserve

We will make every effort to reduce the resources we consume, including energy and water and minimise the amount of waste we produce.

Recycle and Reuse

Where practicable and affordable, we will reuse materials, recycle waste and procure recycled products.

Measure and Monitor

The Trustees will review this policy annually.

Inform and Communicate

We will make our Environmental Policy publicly available and will promote recycling and reuse through the Terms and Conditions of our Hall Hire.

g) Activities involving Children policy

The Pre school and Toddler Group use the hall on a regular weekly basis. They operate under Ofsted regulations so are familiar and adhere to regulations involving children.

We do aim to provide hirers with appropriate safety and protection whilst in the hall and to ensure hirers are aware they have responsibility to ensure all activities involving children comply with current relevant legislation.

4. Conditions of Hire

Note : All Bookings are subject to the approval of the Management Committee

Schedule of Conditions laid down for Hirers of Burrington Parish Hall

Burrington Parish Hall is vested in the Official Trustee of Charity Land and is controlled by a Management Committee appointed annually and consisting of 11 members appointed by Parish Organisations, 7 members appointed at the Annual General Meeting and 2 co-opted by the Committee.

Rules governing the use of the Hall

a) "Local" hire is defined as when the profit/benefit is for a parish organisation or individual. If a local person books the hall on behalf of a non-parish organisation it is still treated as an outside let.

b) Application for the hire of some or all of the premises shall be made to the Honorary Secretary or their deputy. Applications will only be accepted from person’s aged 18 or over.

c) Bookings for outside lets will only be confirmed once the deposit is received.

d) The charge for hire of the premises, in accordance with the current scale, shall be paid to the Honorary Treasurer or the Honorary Secretary - an official receipt will be issued for all such charges.

e) A deposit at the current rates will be paid in advance by non-parishioners. This will be returned after the event, subject to no damage or breakages being recorded and deduction of any outstanding hire charges. To alleviate possible cash flow problems of potential hirers, deposit cheques will not be banked until 5 working days prior to the function. If the drawer's bank does not honour the cheque the booking shall be deemed to be cancelled.

f) A minimum of three Security staff, approved by the Committee, must be employed at all public and outside hire discos.

g) Regular lettings are subject to separate individual negotiations regarding letting charges.

h) Anyone hiring the Main Hall must help erect their own tables, chairs etc. under the supervision of the caretaker and especially put back the same in the correct place after each function, leaving rooms in a clean and tidy condition.

No nails, screws or fixtures to be put into walls or surfaces of the hall without the Chairman’s permission.

Any damage or loss in excess of the deposit will be charged to the hirer.

i) The Committee or the Chairman of the Committee reserves the right to refuse any application for hire of the premises and/or to refuse admission to any individual without assigning a reason.

j) The Committee reserve the right for a member of the Committee or any appointed representative to be present at any function for which the premises are hired.

k) No intoxicating liquors are permitted to be bought or sold in any part of the premises without booking the bar area and obtaining the necessary licence.

l) If a bar is required a fee at the current rates will be charged for the use of the bar by the Licensee. Serving must be restricted to the bar area provided.

m) No smoking is allowed on the premises in accordance with the new laws July 2007

Bar closure

Monday to Friday	ONE HOUR before the scheduled end of the function
Saturday	HALF AN HOUR before the scheduled end of the function.

n) Public dancing and music or other similar public entertainment is only permitted on the following days and during the hours specified.

Monday to Friday	10:00 a.m. - 02:00 a.m.
Saturday	10:00 a.m. - 11:45 p.m.
Sunday	10:00 a.m. - 10:30 p.m. (Music only)

o) Stiletto type heels are banned in all circumstances.

p) Dogs shall not be allowed on the premises other than Guide Dogs.

q) The Committee will not be held liable for any loss of cash or articles at a function.

r) Cars must not be parked so as to cause an obstruction at the entrance to the premises. They should be parked in the car park provided. Cars and contents are parked at the owners' risk.

s) Fire appliances must be kept in their proper place and not tampered with. Any misuse must be reported to the Caretaker immediately. Any subsequent claim refused because of misuse could be the responsibility of the Hirer. The cost to the Hall of any improper discharge of an extinguisher may be met by the forfeiture of the deposit or a charge of £200, whichever is the larger.

t) Performing Rights Surcharge, where music is used, will be added to normal charges, as per charge made by the Society.

u) Person(s) hiring any part of the Village Hall will be responsible for complying with the conditions of the Music and Dancing Licence as exhibited in the Hall - in particular:

1. The use the premises hereby licensed shall not be or become a nuisance to nearby residents or passers-by. Control of the volume of any sound system used shall be the responsibility of the Chief Steward.

2. The hall is available for hire for public discos subject to payment of the appropriate deposit.

3. The Fire Officer's recommendations, if any, shall be strictly observed.

4. Any authorised officer of the Devon & Somerset Fire and Rescue in uniform may enter the licensed premises at any reasonable time for the purposes of ascertaining whether or not the fire precautions are adequate and are being satisfactorily maintained.

5. No more than 200 persons to be on the premises at any one time. Maximum seating capacity of the hall is 130

F & GP Committee January 2011- amended

5. KITCHEN DETAILS

April 2008

General

The kitchen is hired on a regular basis by various hirers.

It is cleaned regularly by the hall caretaker and also prior to and after functions.

Electrical appliances are inspected by an electrician at intervals and also by the caretaker, as per maintenance schedule, on a regular basis.

The kitchen is fully equipped. No items are available for outside hire, thus all remain within the property.

Separate hand washing facilities are in place, additional to the washing up sinks and sink in the bar area.

The building is unlocked for hirers and locked after their departure. Any new hirers would be shown the facilities to familiarise with appliances etc.

Potential risks:

· Wet, slippery floors – mops are available for spillages.

· Through traffic – when kitchen is in use, doors can be shut to separate from rest of hall.

· Food contamination – individual chopping boards supplied, utensils etc and adequate hand washing facilities are available. Hirers take responsibility for preparation of food.

· Rubbish build up - wheelie bins are available at rear of hall and kitchen bin emptied regularly.

· Appliances – checked regularly as above.

The Hall committee operates a maintenance schedule which ensures all areas are kept to standard and any issues are dealt with as they arise.

CARETAKER can be contacted on: 01769 520490

Committee Chair: Graham Short: 01769 520279