Operating Procedures

In 2027 Hutton Rudby Village Hall will celebrate it’s centenary. This page has been constructed to ease the transition from the current Chair and Operations group manager, who’s positions become vacant in May 2022, to their successors.
It includes guidance on their main administrative duties.
If you might have an interest in becoming a trustee you are warmly invited to contact the chair or any member of the management committee for an informal chat.

Links to relevant documents and websites are included in the text. Clicking on the link will open the document in a separate tab in your browser. Many will be downloadable if required.

HUTTON RUDBY VILLAGE HALL
An Introduction to the roles of Chair and Operations Group manager

to be read in association with Hutton Rudby Village Hall Organisational Structure

The village hall is a registered charity and submits an annual report and accounts to the charity commission. It is administered by a committee of trustees whose terms of reference are defined in the scheme, the current version dating from 2001.

The responsibilities of trustees are outlined in The Essential Trustee published by The Charity Commission.

Additional advice relating to village hall matters are available from a number of local organisations such as Community First Yorkshire and Acre, Action with Communities in England.

MEETINGS

The chair and operations group manager are closely assisted by the secretary and treasurer in scheduling meetings, agreeing agendas and recording minutes.

AGM:
The annual AGM tends to be held in May and precedes a trustees meeting
The AGM, which is open to the public, should be advertised on community notice boards around the village.
The primary functions of the AGM are to re-elect trustees for the following year and approve the annual report which is then uploaded to the charity commission website.
It is planned for minutes for AGMs, subsequent trustees meetings and operations group meetings to be accessible on the village hall website.

Trustee meetings:
There are 3 – 4 trustees meetings scheduled throughout the year.

Ops group meetings:
The day to day running of the hall falls to the operations group which is chaired by the Ops group manager, usually a trustee, and attended by the secretary, booking secretary, hall manager and another seconded member of the trustees committee.
Agendas and minutes will be accessible on the website.

Regulatory Safety Checks

Maintaining a safe environment is a high priority. Compliance with certain regulatory inspections is mandatory. All relevant documentation is on file and upon request is available for inspection.

FIRE SAFETY

An annual inspection of the Fire alarm system, emergency lighting and fire extinguishers is performed by Wooleys and results are on file.

Since the Regulatory Fire Order 2005 fire safety including fire risk assessment has devolved to a responsible individual in the organisation, currently the ops group manager. This is based upon the format outlined in the government publication Fire Safety risk assessment small and medium places of assembly. This usually annual Fire Risk Assessment is posted on the website and is supplemented by additional weekly and monthly checks by the hall manager.

GENERAL RISK ASSESSMENT

A general risk assessment for the hall is performed again latterly by the ops group manager and is based upon guidance from the health and safety executive. This risk assessment is occasionally requested by potential hirers and is posted on the website from which it is accessible to download

ELECTRICAL SAFETY

The hall will undergo a fixed installation electrical check in October 2021. This is scheduled every three years.
Electrical testing of stage equipment was performed in October 2017 and is next due in October 2022.
The hall pocesses a calibrated PAT tester and the Hall Manager and Operations Group chairman have attended PAT testing training courses. Kitchen equipment is regularly tested and an extensive PAT testing of the lighting and sound equipment in the lighting box was completed in March 2019.

PLAY AREA and CAR PARK

PLAY AREA

Maintaining the Play Area in a safe condition is the responsibility of the village hall trustees. The Hall Manager performs regular inspections and remedial work as required. The Parish Council fund an annual ROSPA inspection.

CAR PARK

Car park maintenance is the responsibility of the village hall trustees.

MONITORING EQUIPMENT

INTRUDER ALARM

CCTV

WI-FI ROUTER and REPEATER

WEBSITE

The website www.huttonrudbyvillagehall.org.uk is a managed wordpress site hosted by go daddy. It was set up using code but most people now would edit using block editor or a website builder. Any change in administration would be a good opportunity to reconsider the design of the website perhaps with a view to redeveloping it using a website builder which makes subsequent editing so much easier.

RENEWABLE ENERGY RETURNS

RHI RETURNS

Historically the hall was heated from an oil fired boiler. The boiler remains in service but in 2014 two biomass boilers burning wood pellets were installed. Installation costs were met by the hall but fuel costs are partly offset under the Ofgem Renewable Heat Initiative for non domestic buildings. Repayments will continue for 20 years from installation. Deliveries of pellets is scheduled by the hall manager and are logged, with proof of compliance with published Ofgem specifications. Three monthly returns are submitted by the authorised signatory who is registered with Ofgem, currently the ops group chair, and an annual declaration of compliance is completed.

SOLAR PANEL FEED IN TARIF