King's Somborne Village Hall
Charity Number 301866

Documentation

The King’s Somborne Village Hall, Charity Number 301866, is governed in the first instance by the Governing Document, a Conveyance set up in 1955. You may view a .pdf retyped copy of this document by following this link: KSVH_Constitution. A brief summary of this document (for reference only, not to be treated as the Governing Document) can be found here: VH_Constitution_Summary.pdf.

Where the Governing Document does not provide guidance on a particular issue, documentation from the Charity Commission needs to be consulted. Documentation can be found by following this link: Charity_requirements_guidance. You can find html (web page) links to the documents, or download .pdf versions of the files.

All trustees should be aware of the above documents. In particular, read the Charity Commission documents “CC3 – The Essential Trustee – What you need to know”, and “CC10 – Hallmarks of an effective Charity”.

The Charity Commission’s public details about the King’s Somborne Village Hall should be found here. If this link fails, go to the Charity Commission’s home page at www.charity-commission.gov.uk and search the register of charities for 301866.

The Charity Commission issues a news article periodically. If you wish to read this article, please click here

 

Village Hall Documentation

The following documentation has been collated for reference by all trustees:

Click on a heading. or scroll down the page, to access the details.

  Documents   General description    
AGM Minutes Recent. Go to Archive page for earlier documents Archive
  VHMC Minutes   Recent. Go to Archive page for earlier documents   Archive
  Policy Documents        
  Accounts   Recent. Go to Archive page for earlier documents   Archive
  Forms   Forms used to progress booking, invoicing and licencing    
  Instructions   Instructions for the use of equipment in the hall    
  Notices   Notices placed around the Village Hall    
  Health & Safety   H&S and Fire inspections    
  Discussion Documents   CCTV, Preschool, Trustees, TV, Rates    
  Rates Considerations        
  Licences   Licences applying to the Hall    
  Assessments   Risk Assessments reports    
  Historic Documents   Governing Document. Hall opening 1975    
  Insurance Documents        

AGM Minutes
AGM Date Minutes Status
  30 May 2017 AGM_20170531 Draft.pdf
AGM_20170531_Annex.pdf
Draft
  12 July 2016 AGM_20160612.docx Approved
04 June 2015 AGM_20150604.pdf Approved
06 May 2014 AGM_20140506.doc Approved
23 April 2013 AGM_20130423.doc Approved
03 May 2012 AGM_20120503.doc Approved
Click Here for archived AGM Minutes back to 2006

Management Committee Minutes
VHMC Meeting Date Minutes Status
  19 September 2017   TBA
  19 July 2017 VHMC_20170719.pdf Draft
  29 June 2017 VHMC_20170629.pdf Approved
  25 May 2017 VHMC_20170525.docx Approved
  20 April 2017 VHMC 20170420.doc Approved
  13 March 2017 VHMC_20170313docx Approved
  20 February 2017 VHMC_20170220.docx Approved
  7 February 2017 VHMC_20170207.doc Approved
  10 Jan 2017 VHMC_20170110.docx Approved
  19 Dec 2016 (VHDC) VHDC_20161219.docx Approved
  17 November 2016 VHMC_20161117.pdf Approved
  10 November 2016(Joint) VHMC_VHDC_20161110.pdf Approved
  11 October 2016 VHMC_20161011.docx Approved
  13 September 2016 VHMC_20160913.rtf Approved
  30 June 2016 VHMC_20160630.docx Approved
  26 May 2016 VHMC_20160526.docx Approved
  28 April 2016 VHMC_20160428.docx Approved
Click Here for archived VHMC Minutes back to 2006

Full set of Minutes: The following is all minutes consolidated into a single file.
May be used to search for items between March 2006 and the present:   All Minutes.doc


Policy Documents
Name Document Approved
VHDC Financial Regulations VH_FinancialRegulations.doc 27-May-08
Reserves Policy VH_ReservesPolicy.doc 06-Jan-09
Environmental Policy VH_EnvironmentalPolicy.doc 17-Jun-09
Equality Policy VH_EqualityPolicy.doc 17-Jun-09
  Investment Policy investment policy0909.doc 12-Oct-09
Adult and Child Protection Policy VH_AdultChildProtectionPolicy.doc 22-Oct-13
  Complaints Policy & Procedure VH_ComplaintsProcedure.pdf 21-Feb-17
  CCTV Code of Practice Code of Practice KSVH CCTV.doc 12 Mar 17
  Conflict of Interest and Loyalty Conflicts of interest and loyalty policy.doc 20 Apr 17

Accounts
  Accounts Year Document
  2015-16 Accounts KSVH_Accounts_2015-2016.pdf
  2014-15 Accounts KSVH_Accounts_2014-2015.pdf
  2013-14 Accounts KSVH_Accounts_2013-2014.jpg
  2012-13 Accounts  
2011-12 Accounts KSVH_Accounts_2011-2012.pdf
  2010-11 Accounts KSVH_Accounts_2010-2011.pdf
  2009-10 Accounts KSVH_Accounts_2009-2010.pdf
Click Here for archived accounts back to 2002/3

Forms

Forms primarily used to progress booking, invoicing and licencing of the Village Hall

Form PDF or JPG version Word version Valid from Status
  Trustee Declaration Form Trustee Declaration Form.pdf Trustee Declaration Form.docx 12 Mar 2017 Approved
  Complaints Form KSVH Complaints Form.pdf KSVH Complaints Form.docx 20 Feb 2017 Approved
Booking request form BookingRequestForm.pdf BookingRequestForm.doc 01-Jul-2015 Check Key
Invoice InvoiceProforma.pdf InvoiceProforma.doc 01-Jul-2012 OK
Application to sell alcohol ApplicationToSellAlcohol.pdf ApplicationToSellAlcohol.doc 01-Jul-2012 OK
Authority to sell alcohol LetterOfAuthority.pdf LetterOfAuthority.doc 01-Jul-2012 Check contact
Check List VillageHallCheckList.pdf VillageHallCheckList.doc 01-May-2012 Check Contacts
  Feedback Form   Feedback_Form.doc   Draft
Long Term Key Control Long Term Key Control.pdf Long Term Key Control.doc 20 Feb 2017 OK
Quick Key Form Quick Key Form.pdf Quick Key Form.doc 21-Sep-11 OK


Instructions

Instructions
for the use of equipment in the hall
Instruction PDF or JPG version Word version Valid from Status
Cooker Cooker Controls.jpg   23-Oct-09 OK
Dishwasher   Dishwasher.doc 24-Jun-09 New available
Using Dishwasher   Using Dishwasher.docx 01-Apr-15 To be approved
Microwave H&S   Microwave H and S.doc 09-Jun-09 OK
VH Inventory   V H Inventory.docx 28-Jul-15 To be approved
Breakage Book Cover   Breakage Book Cover.doc 23-Oct-09 OK
  Hall Sound System   KS Village Hall Sound System.docx May 2017 N Denison
Hall Lights and Sound System   Hall Lights and Sound System.docx 01-Apr-15 To be approved
  Welcome Booklet V H Welcome letter vsn 4.pdf V H Welcome letter vsn 4.docx 2017 To Be Approved

Notices

Notices placed around the Village Hall
Notice PDF or JPG version Word version Valid from Status
  Contact Details   Contact Details.docx 20 Feb 2017 Check Key
Hall Address   Hall Location.doc 09-Jun-09 OK
Booking Secretary   Booking Secretary.doc 13-Nov-15 Check Key
Conditions of hire ConditionsOfHire.pdf ConditionsOfHire.doc 01-Aug-2012 OK ?
Hiring Rates Rates_2016.pdf Rates_2016.doc 01-Aug-2016 Marquee, Loan?
In Case of Fire   IN CASE OF FIRE.doc 23-Feb-08 OK
Sanitary Disposal   Sanitary Disposal.doc 09-Jun-09 OK
VH Plan – General Village Hall Plan 2016.jpg Village Hall Plan 2016.doc 23-Jun-16 OK
VH Plan with Fire Extinguishers VH Plan fire extinguishers 2017.pdf VH Plan fire extinguishers 2017.doc 24-Jun-17 OK
  Hall Heater Full Instructions   Heater Instructions.docx 2016 ?
  Hall Heater Revised Instructions   Heater Control.docx 31 Mar 2017 Proposed

Health and Safety + Fire Risk Assessments

The hall commits to regular checks for Health and Safety including checks for Fire Risks.

These inspections are performed professionally at approx 10 year intervals, and internally at least annually.

The following records and notices have been collated:

  Item Document Date
  Forms and Notices
  Site Plan showing Fire Extinguishers etc. VH Plan Fire Extinguishers 2017-3a.pdf 2017
  Action in the event of fire Action in the event of fire.docx 2017
   
  Health and Safety check - 2017
  H&S Assessment 2017 Health and Safety 2017.docx 2017
   
  Fire Risk - Professional check - 2016. Subsequent internal check, 2017
  Fire Risk 2017 - Internal Fire Risk Assessment 2017.docx 2017
  Fire Risk 2016 - Overview FireRisk2016-Overview.pdf 2016
  Fire Risk 2016 - Detail FireRisk2016-Detail.pdf 2016
  Fire Risk 2016 - Checklist FireRisk2016-Checklist.pdf 2016
   
Contractor's Data
  Information for Contractors Contractors Information.docx 2017
  Permit To Work Proforma PermitToWork.docx 2017
  Asbestos Locations VH Plan - Asbestos 2017.doc 2007

Earlier assessments can be seen here in the archive

Discussion Documents

  Area Topic Document Author Date
  CCTV CCTV Installation VH CCTV.docx I Bradley 12 Nov 2016
  Report on CCTV Codes of Practice CCTV and Codes of practice - a report.docx I Bradley 1 Mar 2017
         
  PreSchool Proposed Front Elevation Kings Somborne Hall A3 Proposed Front Elevation 007B.pdf HB Design May 2017
  Proposed Floor Plan Kings Somborne Hall A3 Proposed Floor 003D.pdf HB Design May 2017
  Site Wide Kings Somborne Hall A3 Site Wide 004A.pdf HB Design May 2017
  The Preschool and the Village Hall The preschool and the village hall.pdf J Davies 31 Dec 2016
  CAC Response CAC response to Jhn davies.docx T Mackintosh 28 Nov 16
  Objection 17_01674_FULLS-REEVE-1271353.pdf    
  Trustee Considerations Organisations represented in VHMC Organisations.docx I Bradley 28 Feb 2017
  Requirements for trustees Trustee Requirements.docx I Bradley 3 Mar 2017
         
  Television Hall TV Setup TV.docx I Bradley 23 Mar 2017
  Powerpoint Presentation Powerpoint Village Hall.pptx I Bradley 21 Jun 2016
         
  Rates Rates proposal Bookings and Rates.docx I Bradley 31 Mar 2017
         
           


Rates
       Item Document
  Rates of Hire letter Jan 2016 Rates of Hire Letter as from 1st Jan 2016.docx

Licences
Item Document
Premises Licence KSVH Premises Licence.pdf
Confirmation from TVBC Test Valley letter.pdf

Assessments

Item Document
H&S Assessment Oct 2009 H and S Assessment 6 October 2009.doc
Fire Risk Assessment 1 – Jan 2007 FireRiskAssessment1–Jan2007.pdf
Fire Risk Assessment 2 – Feb 2008 FireRiskAssessment2–Feb2008.pdf


Historic Documents
Item Document
The Governing Document VH_Constitution_Reformatted.pdf
Governing Document - Summary VH_Constitution_Summary.pdf
Opening the hall 1975 KSVH 1975.pdf
  Quote for building "new" hall 1972 Village Hall Quote 1972.pdf


Insurance Documents
Item Document
  Renewal Document 2017 Insurance_Renewal_Feb_2017.pdf
Policy Document Charity Policy Wording.PDF

Please note that the Renewal Document 2017 contains a covering letter, the Renewal pack, Employer's Liability and Changes to the Policy.



Further documents may be found on the archived_documentation page