This page brings together the plans and policies that guide the work of the Village Hall Trustees. As custodians of this vital community space, the Trustees are committed to ensuring the hall is safe, welcoming, and well-managed for all who use it. These documents set out our responsibilities, procedures, and long-term goals - from day-to-day running and maintenance to future improvements and development. They help us stay accountable, transparent, and responsive to the needs of our community. Whether you're hiring the hall, attending events, or just curious about how things work behind the scenes, this is where you'll find the detail.
The Constitution of the Management Committee sets out the rules and structure for how Welwick Village Hall is governed and managed. It outlines the roles and responsibilities of trustees, committee procedures, financial management, meetings and decision-making processes, ensuring the hall operates fairly, transparently and in line with Charity Commission guidance.
The Annual Report provides an overview of the Village Hall Trustees' activities, achievements and management of the hall over the past year. It includes information on finances, community events, fundraising, improvement projects and future plans, helping keep residents informed while supporting openness and transparency in the running of the hall.
The Bullying and Harassment Policy outlines Welwick Village Hall's commitment to providing a safe, respectful and inclusive environment for all users of the hall. It explains how bullying and harassment are identified, reported and managed, and sets out the committee's zero-tolerance approach to unacceptable behaviour.
The Complaints Policy explains how Welwick Village Hall manages and responds to concerns or complaints relating to the hall, its activities, trustees or volunteers. It outlines the process for raising complaints, how they are investigated, and the trustees' commitment to resolving issues fairly, promptly and transparently.
The Data Protection & CCTV Policy explains how Welwick Village Hall collects, uses and protects personal information in accordance with UK GDPR. It also outlines how CCTV is used to support the safety and security of the hall, including how recordings are stored, accessed and managed responsibly.
The Equality and Diversity Policy outlines Welwick Village Hall's commitment to providing an inclusive, welcoming and accessible environment for all members of the community. It explains how the committee promotes equality, prevents discrimination and ensures the hall and its activities are open and fair to everyone.
The Financial Reserves Policy explains how Welwick Village Hall manages and maintains financial reserves to support the long-term stability of the hall. It outlines why reserves are needed, how they are monitored, and how they help protect the hall against unexpected costs, loss of income and future maintenance or improvement needs.
The Fire Safety and Evacuation Policy outlines the procedures and responsibilities in place to help protect hall users in the event of a fire or emergency. It explains the hall's fire safety measures, equipment checks, evacuation procedures and legal responsibilities, helping ensure the hall remains a safe environment for everyone.
The Finance Policy & Procedures document outlines how Welwick Village Hall manages its financial affairs responsibly and transparently. It explains the procedures for handling income, expenditure, fundraising, reporting and auditing, helping ensure the hall remains financially sustainable and compliant with Charity Commission requirements.
The Hall Hiring Policy and Procedures document outlines the terms, conditions and responsibilities relating to hiring Welwick Village Hall. It provides guidance on bookings, health and safety, safeguarding, use of facilities and hirer responsibilities, helping ensure the hall remains a safe, well-managed and welcoming community venue.
The Health and Safety Policy outlines Welwick Village Hall's commitment to providing a safe and suitable environment for all users. It explains the responsibilities of the committee and hirers in maintaining health and safety standards, including accident prevention, fire safety, equipment maintenance and reporting procedures.
The Safeguarding Policy outlines Welwick Village Hall's commitment to protecting children, vulnerable adults and all hall users from harm, abuse or neglect. It explains the responsibilities of trustees, volunteers and hirers in maintaining a safe environment and ensuring safeguarding concerns are reported and managed appropriately.
The Working at Heights Policy provides guidance for carrying out work safely when using ladders, steps or other equipment at height within Welwick Village Hall. It outlines practical safety measures and responsibilities designed to reduce the risk of accidents or injuries during maintenance or other tasks.