Radford Semele Community Hall Policies

Communications Policy

1. Introduction

This strategy will guide Radford Semele Community Hall (RSCH) communications with everyone who comes into contact with it. It is based on the guiding principles that communication must be effective and that protocols should be followed to ensure clarity and professionalism. It should enable RSCH to tell people about what it can and does do, as well as actively listen to what people think will enhance life in both the village of Radford Semele and the wider community, so that we can better respond to people’s needs and priorities. The strategy covers both internal and external communications made by any means.

2.     Aim

To be transparent in its dealings and to ensure that the trustees and all who have dealings with RSCH can communicate in a timely, appropriate and effective manner.

3.     Objectives

To effectively inform members of the public, and all those who have dealings with it, of its aims, objectives and activities.
To build the capacity and motivation of residents to be involved with the village hall and support the trustees in their effort to improve the quality of life for those who use the facility.
To use a variety of communication methods to ensure that the way RSCH communicates keeps everyone included and informed.
To ensure that RSCH communication with individuals and other organisations represent the views of the committee.
To build trust by being open and transparent.

4.     Stakeholders

We aim to reach everyone who has an interest in RSCH, be it that they are a user group or individual, live in the village or visit the village. It is important that we can effectively communicate with anyone who is interested and may want to become involved in influencing the future of the village hall. These people include, but are not limited to:

Village residents
Those hiring the hall or its facilities
Community groups and organisations
Local agencies and partners
Parish and district council
Local media

5.     General Rules of Communication

It is important that all RSCH communications are effective and in so doing must be:

Short and to the point
Courteous
In plain English
Based on facts and information
In a consistent format and style
Clear about the action required or taken
Informative

No communications to any external agency shall take place without the prior agreement of the committee. When this is not practical, due to urgency, the communication must be agreed, and confirmed via email/in writing, with either the Chair or Vice Chair.

6.     Methods of Communication

RSCH will use a variety of methods of communication based on what reaches its intended audience most effectively and efficiently. Over 80% of the population generally use electronic communication now (Office for National Statistics), so this is RSCH’s preferred method of communication. However, we recognise that not all people are able to or wish to use electronic methods of communication, so we will continue to utilise different media and approaches in order to reach our audiences. The website must be kept up to date and include information on activities and news on an ongoing basis, as well as provide details on RSCH’s policies and procedures.

It is important that members of the public can easily contact a member of the committee. Fill in a Booking Form and in the “Description of event” box send a message. Or write and post the letter into the letterbox of the Hall.

The AGM is held in November every year and provides an opportunity to communicate and discuss the committee’s activities over the past year and objectives for the following year. In accordance with the governing documents, the election of officers is carried out within the first committee meeting after the AGM.

If necessary, the committee, at the discretion of the Chair or Vice-Chair, reserves the right to undertake business on behalf of RSCH virtually. This includes, but is not limited to, holding committee meetings via video/audio conferencing technology. Committee meetings held in this way must still be carried out in the same format with an agenda sent to committee members in advance of the meeting.

Implemented by committee – June 2021

Last Review: March 2025

Next Review: March 2026

Signed                J Malin       Chairperson

 

 

Safeguarding Policy

1. Purpose

Safeguarding and promoting the welfare of children and adults at risk from abuse or neglect. This policy defines how Radford Semele Community Hall operates to safeguard children, young people, and adults at risk of abuse or neglect.

We have a duty of care and are committed to the protection and safety of everyone who enters our premises including children, young people and adults at risk involved as visitors and/or as participants in all activities and events. We also have a duty to safeguard and support our trustees, volunteers, and staff.

2. Definitions

Children and young people are defined as those persons aged under 18 years old. This policy will apply to all staff, contractors and volunteers and will be used to support their work.

Safeguarding and promoting the welfare of children is defined as:

• protecting children from maltreatment
• preventing impairment of children’s health and development
• ensuring that children grow up in circumstances consistent with the provision of safe and effective care
• taking action to enable all children to have the best outcomes

Adult at risk of abuse or neglect
For the purposes of this policy, adult at risk refers to someone over 18 years old who, according to Section 42 of the Care Act 2014:

• has care and support needs
• is experiencing, or is at risk of, abuse or neglect
• as a result of their care and support needs is unable to protect himself or herself against the abuse or neglect or the risk of it.

If someone has care and support needs but is not currently receiving care or support from a health or care service, they may still be an adult at risk.

Persons affected

• All trustees, volunteers, and staff.
• All those attending any activity or service that is being delivered from the village hall charity property.
• All visitors and contractors.

3. Policy principles

There can be no excuses for not taking all reasonable action to protect children and adults at risk from abuse or neglect. All citizens of the United Kingdom have their rights enshrined within the Human Rights Act 1998. People who are eligible to receive health and community care services may be additionally vulnerable to the violation of these rights by reason of disability, impairment, age, or illness.

Radford Semele Community Hall has a zero-tolerance approach to abuse.

Radford Semele Community Hall recognises that under the Care Act 2014, it has a duty for the care and protection of adults who are at risk of abuse. It also recognises its responsibilities for the safety and care of children under the Children Act 1989 and 2004.

Radford Semele Community Hall is committed to promoting wellbeing, harm prevention and to responding effectively if concerns are raised.

Radford Semele Community Hall is aware of the work of their local safeguarding Board/Partnership and other support organisations on the development and implementation of procedures for the protection of children and adults at risk. The policy is about stopping abuse where it is happening and preventing abuse where there is a risk that it may occur.

The Radford Semele Community Hall Committee is committed to the following principles:

• The welfare of the child, young person or adult at risk is paramount.
• All children, young people and adults at risk have the right to protection from abuse.
• Safeguarding is everyone’s responsibility: for services to be effective each professional and organisation should play their full part; and
• All suspicions and allegations of abuse must be properly reported to the relevant internal and external authorities and dealt with swiftly and appropriately.

4. Procedures

A.     All members of the committee will sign the Declaration of Acceptance of Office for trustees which includes a declaration that they have no convictions in relation to abuse.

B.     All members of the committee will familiarise themselves with safeguarding responsibilities, undertake training where appropriate on safeguarding issues including whistleblowing where it is available and offered by their local safeguarding board/partnership (Warwickshire Safeguarding) or other local support organisation and ensure that they understand the principles set out in this policy at 3 above.

C.     All members of the committee will work together to promote a culture that enables issues about safeguarding and promoting welfare to be addressed.

D.     All members of the committee, helpers or other volunteers will not have unsupervised access to children or adults at risk unless appropriately vetted.

E.     The hall committee will follow safe recruitment practices.

F.     A member of the committee will be appointed to be responsible for child and adult at risk safeguarding matters. This person will have responsibility for reporting concerns that arise, as a matter of urgency, to the relevant safeguarding agency.

G.     The named person is Maxine Rai until June 2026.

H.     All suspicions or allegations of abuse against a child or adult at risk will be taken seriously and dealt with speedily and appropriately. The appointed person will know who to contact and where to go for support and advice in relation to an allegation, a concern about the quality of care or practice or a complaint. An allegation may relate to a person who works with children or adults at risk who has:

• Behaved in a way that has harmed a child or adult at risk or may have harmed a child or adult at risk
• Possibly committed a criminal offence against, or related to, a child or adult at risk; or
• Behaved towards a child (or children) or adult at risk in a way that indicates they may pose a risk of harm to children or adults at risk.

I.     The hall committee will ensure that all hirers of the hall have signed a hiring agreement. This will require all hirers who wish to use the hall for activities which include children and adults at risk, other than for hire for private parties arranged for invited friends and family, to either produce a copy of their Safeguarding Policy and evidence that they have carried out relevant checks through the Disclosure and Barring Service (DBS) when requested to do so or, confirm that they have understood and will adhere to the hall’s principles and procedures with regard to safeguarding.

J.     The hall committee will carry out an annual review of this policy.

Adopted by committee: July 2021

Last Review: March 2025

Next Review: March 2026

Signed: J Malin    Chairperson

 

Complaints Procedure

Introduction

Radford Semele Community Hall Management Committee is committed to maintaining its strong partnership with members of the local community and the users of Radford Semele Community Hall.

We are open to feedback and comments about our work, both positive and negative, as these can provide us with valuable information about our effectiveness and how we can better meet our aims.

If any user of Radford Semele Community Hall or members of the local community is unhappy about the standard of service provided, the quality of the facilities within the Hall, the safety of users, the handling of a particular situation or issue, or any other matter, Radford Semele Community Hall Committee would wish to work to rectify this.

Radford Semele Community Hall Management Committee is equal to opportunities and we take complaints about discrimination very seriously.  The adoption of a clear complaints’ procedure will help the Radford Semele Community Hall Management Committee to ensure that most complaints are resolved quickly and smoothly and as close to the source of the misunderstand or problem as possible.

Our policy is intended to

1.  Provide a transparent and fair complaints procedure which is clear and easy to use for anyone wishing to make a complaint.
2. Publicise the existence of our complaints procedure so that people know how to contact us to make a complaint.
3. Make sure everyone at Radford Semele Community Hall Management Committee knows what to do if a complaint is received
4. Make sure all complaints are investigated fairly and in a timely way.
5. Make sure that complaints are, wherever possible, resolved quickly and that relationships remain healthy, so all our users benefit.
6. Gather information which helps use to improve what we do.

Complaints,  Confidentiality and Responsibility

Definition of a complaint

A complaint is any expression of dissatisfaction, whether justified or not, about any aspect of Radford Semele Community Hall.  The Committee expects it will hear about a complaint within three months of any incident.

Where complaints come from

Complaints may come from members of the public or persons and organizations using the hall, local residents or suppliers or their representative, with your permission.  A complaint can be received verbally, face to face or by ‘phone (in which case we will keep a note of your complaint), by email or by letter.

Confidentiality Assured

All complaints will be handled sensitively and confidentially, telling only those who need to know and we will follow any relevant data protection requirements.

The Trustees will not discriminate in any way in their dealings with handling complaints.

Whoever you speak to regarding your complaint, they will be respectful, calm and listen to your complaint.  We will take notes to record the facts so that we can deal with your complaint.  We may seek clarification on some details in order to help you more effectively.

Once we have listened to your complaint, we will repeat this back to you to ensure we have understood this correctly.  We will also ask what a successful resolution would look like from your point of view.

Responsibility

Overall responsibility for this policy and its implementation lies with Radford Semele Community Hall Management Committee.  The Committee aims to acknowledge complaints within five working days and give a full response to complainants within fourteen days.  If the complaint is judged to involve complex issues, complainants will be informed within fourteen days when they can expect a full response.  The main aim through the process is to resolve the matter as quickly and effectively as possible to everybody’s satisfaction.

Procedure for Handling Complaints

What to do if something goes wrong:  Step 1 – Information

Informal complaints should be raised with the Chairperson, or any member of the Management Committee.  The relevant contact details can be found on the website.  Complainants who remain dissatisfied at this stage will be informed that they have the opportunity to make a formal complaint.

If we cannot address your concerns right away:  Step 2 – Formal

Sometimes even prompt action cannot put right something you might be dissatisfied about.  In these circumstances, please put your concerns in writing (post it through the Community Hall letterbox) or via email, all the facts related to the complaint, your name, address, telephone number and email address so we might contact you in the way that suits you best.  Your relationship with Radford Semele Community Hall, eg hall user, hirer, local resident etc.

Once we have received your complaint and all the related details, we will first acknowledge your complaint within five working days or sooner.  We will take steps to speak to any other party involved to ensure everyone has a fair opportunity to put their perspective forward.  Where we have to gather information, which may take time, we will do so and respond to you not later than four weeks after receiving your complaint.  If your complaint is complex, we will agree a timescale with you that may be longer than this, sharing the steps required so everyone understands why this is necessary.  It is important that in any correspondence that you quote the reference provided.   In responding to your complaint, we will share with you what action we have taken, the conclusions we have reached from any investigation and any action resulting from your complaint.

Policy implemented    July 2021

Last Review: March 2025

Next Review: March 2026

Signed:        J Malin                     Chairperson

 

 

Equal Opportunities Policy

Equal Opportunties

Introduction 

Radford Semele Community Hall (RSCH) Committee recognises that everyone has a contribution to make to our society and a right to equal treatment and is firmly committed to striving for equality of opportunity. The policy applies to all matters relating to services affecting individuals and groups whether they are actual or potential service users, volunteers or hirers of Radford Semele Community Hall.

Statement underpinning the policy

The committee recognises that certain groups and individuals experience the negative effects of discrimination, these lead to unequal access to communal resources and services and may restrict opportunities for them to be involved in their community. The committee continually strive to broaden the use of the community hall and is committed to converting their Equal Opportunities Policy into good practice. To this end, it will actively oppose all forms of unlawful discrimination and will take positive steps to implement policies and practice which will counter direct and indirect discrimination on the grounds of race, gender, sexuality, disability, age, ethnic origin, nationality, religion, class or employment status.

Implementation

Radford Semele Community Hall Committee will:

• Not discriminate against employees, volunteers and service providers.
• Not discriminate against individual hirers, users or groups when considering taking bookings to use the community hall or whilst they are using the facilities.
• Work actively to make the premises fully accessible to those with a disability, the elderly, young people, parents with pushchairs and relevant authorities.
• Undertake to encourage activities that reflect the cultural needs of different groups.
• Develop, implement, monitor and review this policy regularly to ensure good practice.
• Will make our equal opportunities policy publicly available, via our website and, on request, provide paper copies.

It is important that all users of Radford Semele Community Hall, whether an individual or group, adopt and comply with this policy.

Adopted by committee:        July 2021

Last Review: March 2025

Next Review: March 2026

Signed J Malin     Chairperson

 

Data Protection Policy

Introduction 

We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Radford Semele Community Hall (RSCH). This personal information must be collected and handled securely. The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs. The Management Committee  will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy.

Purpose 

The purpose of this policy is to set out the RSCH Management Committee’s commitment and procedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen. The following are definitions of the terms used:

Data Controller – the trustees who collectively decide what personal information RSCH will hold and how it will be held or used.

Act – means the Data Protection Act 1998 and General Data Protection Regulations – the legislation that requires responsible behaviour by those using personal information.

Data Protection Officer – RSCH Management Committee are not required to have a DPO.

Data Subject – the individual whose personal information is being held or processed by RSCH, for example a donor or hirer.

‘Explicit’ consent – is a freely given, specific agreement by a Data Subject to the processing of personal information about her/him. Explicit consent is needed for processing “sensitive data”, which includes:

1. Racial or ethnic origin of the data subject
2. Political opinions
3. Religious beliefs or other beliefs of a similar nature
4. Trade union membership
5. Physical or mental health or condition
6. Sexual orientation
7. Criminal record
8. Proceedings for any offence committed or alleged to have been committed.

Information Commissioner’s Office (ICO) – the ICO is responsible for implementing and overseeing the Data Protection Act 1998. Processing – means collecting, amending, handling, storing or disclosing personal information. Personal Information – information about living individuals that enables them to be identified – e.g. names, addresses, telephone numbers and email addresses. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers.

RSCH Management Committee will only use Data Subject details which are disclosed for the purpose of bookings and any attendant correspondence.

Details will never be shared with any third party without specific consent. The only exception to this is in extreme case of emergency to save life, or protect from harm.

The Data Protection Act 

This contains 8 principles for processing personal data with which we must comply.

Personal data: 

1. Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met.
2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes.
3. Shall be adequate, relevant and not excessive in relation to those purpose(s).
4. Shall be accurate and, where necessary, kept up to date.
5. Shall not be kept for longer than is necessary.
6. Shall be processed in accordance with the rights of data subjects under the Act.
7. Shall be kept secure by RSCH, which takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information.
8. Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information.

Applying the Data Protection Act within the charity.

We will let people know why we are collecting their data, which is for the purpose of managing the hall, its hiring and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees and committee members.

Correcting data.

Individuals have a right to make a Subject Access Request (SAR) to find out whether the charity holds their personal data, where, what it is used for and to have data corrected if it is wrong, to prevent use which is causing them damage or distress, or to stop marketing information being sent to them. Any SAR must be dealt with within 30 days. Steps must first be taken to confirm the identity of the individual before providing information, requiring both photo identification e.g. passport and confirmation of address e.g. recent utility bill, bank or credit card statement.

Responsibilities 

RSCH Management Committee is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for. The Management Committee will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management, strict application of criteria and controls:

a) Collect and use information fairly.

b) Specify the purposes for which information is used.

c) Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements.

d) Ensure the quality of information used.

e) Ensure the rights of people about whom information is held, can be exercised under the Act. These include:

• The right to be informed that processing is undertaken.
• The right of access to one’s personal information.
• The right to prevent processing in certain circumstances, and
• the right to correct, rectify, block or erase information which is regarded as wrong information,

f) Take appropriate technical and organisational security measures to safeguard personal information,

g) Ensure that personal information is not transferred abroad without suitable safeguards,

h) Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information,

i) Set out clear procedures for responding to requests for information. (See Complaints or Communications Policy) All trustees and committee members are aware that a breach of the rules and procedures identified in this policy may lead to action being taken against them.

The Booking Officer primarily deals with the Data requested for bookings.

The RSCH Management Committee will be responsible for ensuring that the policy is implemented and will have overall responsibility for: 

1. Everyone processing personal information understands that they are contractually responsible for following good data protection practice,
2. Everyone processing personal information is appropriately trained to do so,
3. Everyone processing personal information is appropriately supervised by committee members.
4. Anybody wanting to make enquiries about handling personal information knows what to do,
5. Dealing promptly and courteously with any enquiries about handling personal information. Describe clearly how the charity handles personal information,
6. Will regularly review and audit the ways it holds, manages and uses personal information
7. Will regularly assess and evaluate its methods and performance in relation to handling personal information.

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998. In case of any queries or questions in relation to this policy please contact a committee member

Procedures for Handling Data & Data Security 

RSCH Management Committee has a duty to ensure that appropriate technical and organisational measures and training are taken to prevent:

• unauthorised or unlawful processing of personal data
• unauthorised disclosure of personal data
• accidental loss of personal data.

All trustees and committee members must therefore ensure that personal data is dealt with properly no matter how it is collected, recorded or used. This applies whether or not the information is held on paper, in a computer or recorded by some other means (e.g. tablet or mobile phone). Personal data relates to data of living individuals who can be identified from that data and use of that data could cause an individual damage or distress. This does not mean that mentioning someone’s name in a document comprises personal data; however, combining various data elements such as a person’s name and salary or religious beliefs etc. would be classed as personal data, and falls within the scope of the DPA. It is therefore important that all staff consider any information (which is not otherwise in the public domain) that can be used to identify an individual as personal data and observe the guidance given below.

Privacy Notice and Consent Policy

RSCH Management Committee uses personal data for the purposes of managing the Hall, it’s bookings, finances, fund raising, running and marketing events at the Hall. Data may be retained for up to 7yrs for accounts purposes and for longer where required by the Halls insurers. Data is stored in a securely held electronic or paper file. If you would like to find out more about how your personal data is used, or want to see a copy of information about you that we hold, please contact the Booking Officer. Only the data you give us is held.

Operational Guidance 

Email: All trustees, staff and volunteers should consider whether an email (both incoming and outgoing) will need to be kept as an official record. If the email needs to be retained it should be saved into the appropriate folder or printed and stored securely. Remember, emails that contain personal information no longer required for operational use, should be deleted from the personal mailbox and any “deleted items” box.

Phone Calls: Phone calls can lead to unauthorised use or disclosure of personal information and the following precautions should be taken:

• Personal information should not be given out over the telephone unless you have no doubts as the caller’s identity and the information requested is innocuous.
• If you have any doubts, ask the caller to put their enquiry in writing.
• If you receive a phone call asking for personal information to be checked or confirmed be aware that the call may come from someone impersonating someone with a right of access.

Laptops and Portable Devices: All laptops and portable devices that hold data containing personal information must be protected with a suitable encryption program (password). Ensure your laptop is locked (password protected) when left unattended, even for short periods of time. When travelling in a car, make sure the laptop is out of sight, preferably in the boot. If you have to leave your laptop in an unattended vehicle at any time, put it in the boot and ensure all doors are locked and any alarm set. Never leave laptops or portable devices in your vehicle overnight. Do not leave laptops or portable devices unattended in restaurants or bars, or any other venue. When travelling on public transport, keep it with you at all times, do not leave it in luggage racks or even on the floor alongside you.

Data Security and Storage: 

Store as little personal data as possible on your computer or laptop; only keep those files that are essential. Personal data received on disk or memory stick should be saved to the relevant file on the server or laptop. The disk or memory stick should then be securely returned (if applicable), safely stored or wiped and securely disposed of. Always lock (password protect) your computer or laptop when left unattended. Passwords: Do not use passwords that are easy to guess. All your passwords should contain both upper and lower-case letters and preferably contain some numbers. Ideally passwords should be 6 characters or more in length.

Protect Your Password: Common sense rules for passwords are:

• do not give out your password
• do not write your password somewhere on your laptop
• do not keep it written on something stored in the laptop case.

Data Storage

Personal data will be stored securely and will only be accessible to authorised trustees and committee members. Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately. For financial records this will be up to 7 years. Archival material such as minutes and legal documents will be stored indefinitely. Other Correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire. All personal data held for the organisation must be non-recoverable from any computer which has been passed on/sold to a third party.

Information Regarding Employees or Former Employees 

Information regarding an employee or a former employee, will be kept indefinitely. If something occurs years later it might be necessary to refer to a job application or other document to check what was disclosed earlier, in order that trustees comply with their obligations e.g. regarding employment law, taxation, pensions or insurance.

Emails

Use bcc if emails have to be copied wider than Management Committee

Accident Book 

This will be checked regularly. Any page which has been completed will be removed, appropriate action taken and the page filed securely.

Personal Disputes 

Personal Data should be anonymous if disputes have to be minuted

Data Subject Access Requests 

We may occasionally need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data (including sensitive data) without the data subject’s consent are:

1. Carrying out a legal duty or as authorised by the Secretary of State Protecting vital interests of a Data Subject or other person (e.g. child protection)
2. The Data Subject has already made the information public
3. Conducting any legal proceedings, obtaining legal advice or defending any legal rights
4. Monitoring for equal opportunities purposes – i.e. race, disability or religion We regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal. We intend to ensure that personal information is treated lawfully and correctly.

Risk Management. 

The consequences of breaching Data Protection can cause harm or distress to service users if their information is released to inappropriate people, or they could be denied a service to which they are entitled. Trustees, staff and volunteers should be aware that they can be personally liable if they use customers’ personal data inappropriately. This policy is designed to minimise the risks and to ensure that the reputation of the charity is not damaged through inappropriate or unauthorised access and sharing.

Adopted by committee:

Date June 2021

Last reviewed: March 2025

Next Review: March 2026

Signed: J Malin    Chairperson

 

Constitution of Radford Semele Community Hall & Pavilion

 

This is the set of rules which incorporate the terms of the lease when the management committee was set up. It is based on Charity Commission guidance and sets out how we propose to manage the administration of the charity in support of Radford Semele Community Hall & Pavilion.

This Constitution of Radford Semele Community Hall and Pavilion Management Committee as adopted on the 3^rd December 2024

1. Name.The charity referred in the lease document as the Foundation shall be Radford Semele Community Hall and Pavilion.
2. Administration.Subject to the matters set out below the Radford Semele Community Hall and its property shall be administered and managed in accordance with this constitution by Radford Semele Community Hall & Pavilion Management Committee, constituted by clause 8 of this constitution (“the Management Committee”) shall be the administering trustees for a period of 999 years from 1^st August 1966.This lease given under covenant by Radford Semele Parish Council to the trustees being Radford Semele Community Hall and Pavilion Management Committee.
3. Objects.The Charity’s objects (“the objects”) are:For the purposes of a community hall, for the use of the inhabitants of the Parish of Radford Semele without distinction of sex, sexual orientation, age, disability, nationality, race, political, religious or other opinions, including the use of the property for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the conditions of life for the said inhabitants.
4. Powers.The Management Committee jointly and severally covenant with the Parish Council as follows, but not so, as to impose any personal liability upon the Official Custodian for Charities
   1. To pay the rent hereby reserved on the days aforesaid
   2. To pay all existing and future rates taxes and outgoings payable by law in respect of the premises.
   3. To erect and maintain at their own cost, any buildings on the premises subject to approval by the Parish Council as required for use as a Community Hall and Pavilion.
   4. Not to erect or maintain or improve any buildings on the premises without the written consent of the Parish Council.
   5. To keep the premises and any buildings erected on the premises in good and tenantable repair.
   6. To permit the Parish Council and any person(s) authorised by the Parish Council, at all reasonable times to enter and examine the condition of the premises and any buildings erected on the premises and to carry out any repairs reasonably required by the Parish Council.
   7. To insure and keep insured the buildings erected on the premises from loss or damage by fire to the full value thereof to be agreed between the two parties.
   8. Not to permit or suffer anything on the premises or any buildings erected on the premises to become a nuisance or annoyance or cause damage of inconvenience to the Parish Council or owners or occupiers of any neighbouring land or premises.
   9. Not to assign or underlet or part with any possessions of the premises without the previous consent in writing by the Parish Council (given under the hand of the clerk) such consent not to be unreasonably withheld in the case of any suitable body or persons who are able to satisfy the Parish Council that the premises shall continue to be used for the purpose of a Community Hall and Pavilion and no other purpose.In furtherance of the objects but not otherwise, the Management Committee may exercise the following powers:
   10. Raise funds and invite and receive contributions by way of rent, subscription, donation and otherwise.
   11. Recruit suitable volunteers and staff as are required to achieve the objects.
   12. Do all other such lawful things as shall further the objects.
5. Honorary Officers.At the annual general meeting of the Management Committee the members shall elect from amongst themselves a chair, a vice-chair, a secretary, and a treasurer, who shall hold office from the conclusion of that meeting.
6. Management Committee.
   1. The Management Committee shall consist of not less than 5 members nor more than 15 members being any or all of the following:
      1. not less than 5 (who must include the honorary officers specified in the preceding clause) and not more than 12 members elected at the annual general meeting who shall hold office from the conclusion of that meeting.
      2. up to 3 nominated members may be appointed from other appropriate bodies subject to agreement between these bodies and the elected members of the Management Committee.
      3. The Management Committee may in addition appoint not more than 3 co-opted members but so that no one may be appointed as a co-opted member if, as a result, more than one third of the members of the Management Committee would be co-opted members. Each appointment of a co-opted member shall be made at a special meeting of the Management Committee called under clause 10(1) and shall take effect from the end of that meeting unless the appointment is to fill a place which has not then been vacated in which case the appointment shall run from the date when the post becomes vacant.
   2. All the members of the Management Committee shall retire from office together at the end of the next annual general meeting after the date on which they came into office, but they may be re-elected or re-appointed.
      1. The proceedings of the Management Committee shall not be invalidated by any vacancy among their number or by any failure to appoint or any defect in the appointment or qualification of a member.
      2. Nobody shall be appointed as a member of the Management Committee who is aged under 18 or who would if appointed be disqualified under the provisions of the following clause.
      3. No person shall be entitled to act as a member of the Management Committee whether on a first or on any subsequent entry into office until after signing in the minute book of the Management Committee a declaration of acceptance and of willingness to act in the trusts of the Radford Semele Community Hall.
7. Determination of Membership of Management Committee.A member of the Management Committee shall cease to hold office if he or she
   1. is disqualified from acting as a member of the Management Committee by virtue of section 72 of the Charities Act 1993 (or any statutory re-enactment or modification of that provision).
   2. becomes incapable by reason of mental disorder, illness, or injury of managing and administering his or her own affairs.
   3. is absent without the permission of the Management Committee from all their meetings held within a period of six months and the Management Committee resolve that his or her office be vacated, or
   4. notifies to the Management Committee a wish to resign (but only if at least three members of the Management Committee will remain in office when the notice of resignation is to take effect).
8. Management Committee Members not to be personally interested.
   1. Subject to the provisions of sub-clause (2) of this clause; no member of the Management Committee shall acquire any interest in property belonging to the Radford Semele Community Hall (otherwise than as a trustee for the Radford Semele Community Hall) or receive remuneration or be interested (otherwise than as a member of the Management Committee) in any contract entered into by Management Committee.
   2. Any member of the Management Committee for the time being who is a solicitor, accountant or other person engaged in a profession may charge and be paid all the usual professional charges for business done by him or her or his or her firm when instructed by the other members of the Management Committee to act in a professional capacity on behalf of the Radford Semele Community Hall: Provided that at no time shall a majority of the members of the Management Committee benefit under this provision and that a member of the Management Committee shall withdraw from any meeting at which his or her own instruction or remuneration, or that of his or her firm, is under discussion.
9. Meetings and proceedings of the Management Committee.
   1. The Management Committee shall hold at least two ordinary meetings each year. A special meeting may be called at any time by the chair or by any two members of the Management Committee upon not less than 4 days’ notice being given to the other members of the Management Committee of the matters to be discussed but if the matters include an appointment of a co-opted member then not less than 21 days’ notice must be given.
   2. The chair, or in his/her absence the vice-chair, shall act as chair at meetings of the Management Committee. If the chair and vice-chair are absent from any meeting, the members of the Management Committee present shall choose one of their number to be chair of the meeting before any other business is transacted.
   3. There shall be a quorum when at least one third of the number of members of the Management Committee of which must include two ex-offico members.
   4. Every matter shall be determined by a majority of votes of the members of the Management Committee present and voting on the question but in the case of equality of votes the chair of the meeting shall have a second or casting vote.
   5. The Management Committee shall keep minutes, of the proceedings at meetings of the Management Committee and any sub-committee.
   6. The Management Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
   7. The Management Committee may appoint one or more sub-committees consisting of three or more members of the Management Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Management Committee would be more conveniently undertaken or carried out by a sub-committee: provided that all acts and proceedings of any such sub-committees shall be fully and promptly reported to the Management Committee.
10. Receipts and expenditure.
    1. The funds of the Radford Semele Community Hall, including all donations contributions and bequests, shall be paid into an account operated by the Management Committee in the name of the Radford Semele Community Hall at such bank as the Management Committee shall from time to time decide.  All cheques drawn on the account, or electronic payments from the bank account must he signed or authorised by at least two members of the Management Committee.
    2. The funds belonging to the Radford Semele Community Hall shall he applied only in furthering the objects.
    3. Expenditure of the Radford Semele Community Hall is monitored by the Management Committee as follows: –
       1. Ongoing Radford Semele Community Hall costs e.g., insurance, electricity, gas, bookkeeping, essential urgent repairs, etc to be approved at the subsequent Monthly Management Committee meeting.
       2. Discretionary Expenditure (above £50) requires prior authorisation by the Management Committee.
11. Property.
    1. Subject to the provisions of sub-clause (11.2) of this clause, the Management Committee shall cause the title to:
       1. all investments held by or on behalf of the Radford Semele Community Hall.
       2. be vested either in a corporation entitled to act as custodian trustee or in not less than three individuals appointed by them as holding trustees. Holding trustees may he removed by the Management Committee at their pleasure and shall act in accordance with the lawful directions of the Management Committee.  Provided they act only in accordance with the lawful directions of the Management Committee, the holding trustees shall not be liable for the acts and defaults of its members.
    2. If a corporation entitled to act as custodian trustee has not been appointed to hold the property of the Radford Semele Community Hall, the Management Committee may permit any investments held by or in trust for the Radford Semele Community Hall to be held in the name of a clearing bank, trust corporation or any stockbroking company which is a member of the International Stock Exchange (or any subsidiary of any such stockbroking company) as nominee for the Management Committee, and may pay such a nominee reasonable and proper remuneration for acting as such.
12. Accounts.The Management Committee shall comply with their obligations under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to:
    1. the keeping of accounting records for the Radford Semele Community Hall.
    2. the preparation of annual statements of account for the Radford Semele Community Hall.
    3. the auditing or independent examination of the statements of account of the Radford Semele Community Hall; and
    4. the transmission of the statements of account of the Radford Semele Community Hall to the Commission.
13. Annual Report.The Management Committee shall comply with their obligations under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to the preparation of an annual report and its transmission to the Commission.
14. Annual Return.The Management Committee shall comply with their obligations under the Charities Act 1993 (or any statutory re-enactment or modification of that Act) with regard to the preparation of an annual return and its transmission to the Commission.
15. Annual General Meeting.
    1. There shall be an annual general meeting of the Radford Semele Community Hall which shall be held at a time to be determined by the Management Committee not more than 12 months after the adoption of this Constitution and in the same month of each subsequent year or as soon as practicable thereafter.
    2. Every annual general meeting shall be called by the Management Committee. The secretary shall give at least 21 days’ notice of the annual general meeting to all the members of the Radford Semele Community Hall. All the members of the Radford Semele Community Hall shall be entitled to attend and vote at the meeting.
    3. Before any other business is transacted at the first annual general meeting the persons present shall appoint a chair of the meeting. The chair shall be the chair of subsequent annual general meetings, but if he or she is not present, before any other business is transacted, the persons present shall appoint a chair of the meeting.
    4. The Management Committee shall present to each annual general meeting the report and accounts of the Radford Semele Community Hall for the preceding year.
    5. Nominations for election to the Management Committee must be made by members of the Radford Semele Community Hall in writing and must be in the hands of the secretary of the Management Committee at least 14 days before the annual general meeting. Should nominations exceed vacancies, election shall be by ballot.
16. Special General Meetings.The Management Committee may call a special general meeting of the Radford Semele Community Hall at any time. If at least ten members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting.  At least 21 days’ notice must be given. The notice must state the business to be discussed.
17. Procedure at General Meetings.
    1. The secretary or other person specially appointed by the Management Committee shall keep a full record of proceedings at every general meeting of the Radford Semele Community Hall Management Committee.
    2. There shall be a quorum when at least half the members of the Radford Semele Community Hall are present at any general meeting.
18. Notices.Any notice required to be served on any member of Radford Semele Community Hall shall be in writing and shall be served by the secretary or the Management Committee on any member either personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address in the United Kingdom, and any letter so sent shall be deemed to have been received within 10 days of posting.
19. Alterations to the Constitution.
    1. Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.
    2. No amendment may be made to clause 1 (the name of Radford Semele Community Hall clause), clause 3 (the objects clause), clause 10 (Management Committee members not to be personally interested clause), clause 20 (the dissolution clause) or this clause without the prior consent in writing of the Commissioners.
    3. No amendment may be made which would have the effect of making the Radford Semele Community Hall cease to be a Radford Semele Community Hall at law.
    4. The Management Committee should promptly send to the Commission a copy of any amendment made under this clause.
20. Dissolution.If the Management Committee decides that it is necessary or advisable to dissolve the Radford Semele Community Hall it shall call a meeting of all members of the Radford Semele Community Hall and Parish Council, of which not less than 21 days’ notice (stating the terms of the resolution to be proposed) shall be given.If the proposal is confirmed by a two-thirds majority of those present and voting the Management Committee shall have power to realise any assets held by or on behalf of the Radford Semele Community Hall subject to agreement with Radford Semele Parish Council.Any assets remaining after the satisfaction of any proper debts and liabilities shall be returned back to Radford Semele Parish Council.A copy of the statement of accounts, or account and statement, for the final accounting period of the Radford Semele Community Hall must be sent to the Commission.