Untitled

Capel-le-Ferne Village Hall

Lancaster Avenue,

Capel-le-Ferne,

Folkestone, Kent CT18 7LX

Management Committee:-

Chairman	Mrs Pim Scales	01303 254464
Vice Chairman	Mr Michael Marshall	01303 257122
Treasurer	Mrs Jenny Carter	01303 250928
Secretary	Mrs Jayne Stone	01303 211480 the.stones101@btinternet.com
Maintenance	Mr Derrick Jeffrey	01303 259842
Farmers' Market	Mrs Jenny Barraclough	07899 082356 info@capelleferne.info
Community Afternoon	Mrs Barbara Brisley	info@capelleferne.info
Hall Lettings Secretary	Mrs Joan Woodsford	01303 252354 joan.kelly38@virgin.net
Other Contacts:-
Website	Mr Peter Jones	01303 248149 info@capelleferne.info
Parish Council Clerk	Mrs Maureen Leppard	01303 259564 maureen.leppard@btinternet.com
Community Warden	Mr Paul James	07977 981994

Annual report 2006/07

This has been another busy year for the Trustees and some of the results of their work can be seen here this evening and arrangements are in hand for to continue the refurbishment. Also we have two guests of honour- the two Wendys, here to formally open the kitchen.

I feel honoured to be involved with the Village Hall and would like to thank everyone for their continuing support. The treasurer’s report showing how much income has been raised and how much has been spent the Village Hall this year is a small indication of how much has been done. It must be remembered that most of the monies raised is entirely due to the hard work of a great many volunteers and it is all spent on maintaining and improving this asset for the village.

The list of people to thank is enormous and naming them all would take too long; we owe a debt of gratitude to the Community Payback team who have done so much work this year. In addition I would like to thank Mike, who is so tolerant and encouraging and Mick Marshall for his support as Vice Chairman.

A major piece of work has been completing the review of the Constitution – otherwise known as the Conveyancing Deed. Trustee Indemnity Insurance is being arranged to encourage more people to get involved with the running of the Hall.

Following this report at the AGM the Charity Commission will be contacted to update their files. Twelve organisations in the Parish of Capel-le-Ferne are named as being entitled to appoint Trustees; of these 5 no longer exist and three (Gardeners’ Association, Brownies and Playgroup) have written to renounce this right. Three (Parish Council, Over 60’s, renamed the Monday Club and the evening WI) have appointed Trustees. A written response from the 12^th organisation ( St Radigund’s Parochial church Council) is awaited.

The Trustees acknowledge the import role played by user groups who support the Trustees, particularly in fundraising events. Current Capel-le-Ferne organisations have been offered the opportunity to appoint Trustees, which the Capel-le-Ferne Short Mat Bowls Club have accepted. Trustee meetings, excluding confidential issues, will be open to user representatives who will have speaking. Trustees will have voting rights.

During the meeting today all Trustees will resign. However they recognise the amount of work still to be done and already the agenda for next year is filling out. This time last year we talked about the need to use or lose the Post Office. This year I’d like to thank all who worked so hard to keep it open. We will hear in December how successful the campaign has been.

Finally I’d like to say a couple of special thank yous.

Rachel Chandler for her work as secretary. For personal reasons she is resigning as a Trustee after 2 years, but wishes to remain involved with fundraising. Rachel please accept this token of our appreciation.

Many of you will know that Cherry Leppard is resigning as Treasurer although standing again as a Trustee. There are others more qualified than I to pay tribute to Cherry Leppard for her admirable work as treasurer- all the more valuable since she is a volunteer? So I shall say a final thank you to all and hand over to Barbara Brisley to thank Cherry on behalf on many many colleagues and friends in the village.

Jayne Stone

Chairman

REVIEW OF THE CONSTITUTION

Introduction

There has been a lack of clarity concerning who is/is not a Trustee of Capel- le-Ferne Village Hall. This has led to a situation where there is doubt about the legality of the current management structure and decision making procedure for the charity. This paper lays out the history and proposes a way forward.

Required outcomes

The required outcomes are:

More people understanding and accepting the role of a Trustee

Reduction in the risks associated with being a Trustee through:

o Clarification on who are/should be Trustees

o Compliance with legal requirements

Retention of people and their enthusiasm in the management of the hall

Non onerous non bureaucratic systems

No unnecessary or unproductive meetings

Good relationships with the residents

Openness and clarity, whilst observing confidentiality

History of the Charity for a village hall in Capel-le-Ferne

There is an abstract of title dated November 1885, followed by a conveyance document dated 23 June 1938 which passes a piece of land to the Parish Council for the erection of a village hall.

There is then an agreement between the National Council of Social Service and the Capel-le-Ferne Village Hall Committee of Management dated 19 June 1950. This was superseded in March 1959 when the village hall was sold to the local committee for £650.

On 25 July 1952 the Charity Commission approved and established a scheme for the regulation of the ‘above mentioned charity’ (charity for a village hall) scheme including appointment of trustees and vesting in Official Trustee of Charity Lands, comprised in a deed of gift dated 23 June 1938.

This identified the full members of the committee being thirteen:

6 elected members and

7 representative members.

In 1980 a conveyance and Trust deed was drawn up and referred to the conveyance made in 1952. The new conveyance and trust deed, in section 3 refers to,

in accordance with the Scheme of the Charity Commissioners, the committee shall consist of

6 elected members

up to 3 co-opted members

In addition one representative shall be appointed by each of the following organisations

o Scouts

o Brownies

o Playgroup

o Conservative association

o Over 60s

o Parish council

o Cubs

o Parochial church council

o Gardeners association

o Women’s Institute (evening)

o Women’s Institute (afternoon

o Guides.

In addition membership may include as many representatives as are necessary to cover the various organisations in the Parish of Capel-le-Ferne.

Background

Originally there were two types of charities, one requiring a conveyance, the other referring to a Constitution.

During the 1980s the management of charities was legally streamlined and the two merged. Thus some charities have conveyances, others have constitutions but the effect of either is the same.

The Charity Commission then contacted charities to inform them that all members of the management committee are Trustees.

Interpretation

Discussion with Ken Rogers from the Charity Commission elicited the following facts

· The conveyance document has the same status as a constitution.

· The named organisations have a right to nominate representatives to sit on the management committee. If these nominations are made then those nominees become Trustees.

· The Trustees cannot influence this; however the named organisations have the right to renounce their option to appoint a Trustee.

· Offering Trusteeship to other (i.e. unnamed) organisations to reflect current organisations in the village is a decision for the Trustees to make.

· Effective and real involvement of users is essential.

· Trustee meetings can be held in public – i.e. with members of user organisations present. These attendees would not be Trustees.

· These members may be given an opportunity to contribute to the debates during the meetings.

· Only Trustees may vote. ·

· The conveyance can be amended but not re-written

· Any changes must be within the spirit of the original documents

· Amendments must be agreed with the Charity Commission

· Recent changes to the charities legalisation allow the charity to take out indemnity on behalf of Trustees.

· The size of committee should be considered when considering increasing the number of Trustees.

Current position

A mixed committee of Trustees and non Trustees exists, with lack of clarity about voting rights. Members are extremely involved and vital to the running of the hall; however some are reluctant to become Trustees. Reasons for this have not been explored and are not in question.

Some organisations with an entitlement to appoint a Trustee no longer exist; others with an entitlement to appoint a Trustee have not recently been offered that opportunity whilst some organisations not officially entitled to appoint a trustee have done so.

However the issue of who is taking responsibility, and thus the decision making process, is unclear, leaving members at risk.

None of this is a significant problem and can easily be taken rectified.

Appointment of Trustees

Prior to each Annual General Meeting the current Trustees should

· Discuss which of the named organisations still exist. For example there are two play groups in the village – which is entitled to appoint a Trustee -one, both or neither? The answer will be informed by deciding if either are the original organisation.

· Approach all the named organisations to ask if they wish to take up or forego their entitlement.

· Decide which – if any- of the ‘unnamed’ organisations should be offered the entitlement to appoint a Trustee.

The right to appoint a Trustee is different to the right to nominate a Trustee – all organisations and individuals have the right to nominate someone for election as a Trustee.

Organisations should notify the secretary, in writing, of their appointed Trustees. An election for 6 Trustees should be held at the AGM.

At subsequent meetings Trustees may co-opted up to 3 Trustees, who should chosen for their skills, enthusiasm and expertise.

Clarification of the ‘management committee’

The contribution of non Trustees is absolutely essential to the future of the village hall; however no-one should be forced to take on responsibilities against their will. Therefore there needs to be clarification on roles and responsibilities.

The Trustees’ responsibilities are lain down by the Charity Commission; more information is available on the Charity Commission’s website, on request from the commission or in the Village Hall files.

The current arrangement can continue, provided it is clear that:-

· Non Trustees continue to contribute and be involved; they could be considered members of a users committee who meet jointly with the Trustees.

Only trustees vote; whilst there is no obligation on them to accept the advice of the users they would need good reason to ignore this advice.

Both users and Trustees would be entitled to hold separate meetings, although this would rarely happen.

Next steps

The following actions are recommended

The Trustees meet to discuss the content of this paper
The Trustees discuss which - if any- ‘unnamed’ organisations should be offered the right to appoint a Trustee.
The Trustees establish which of the original named organisations still exist and approach to them to appoint – or formally forego the entitlement to appoint - a Trustee.
The contents of this paper are shared with organisations within the village, maybe at an extraordinary general meeting.
The purchase of indemnity insurance for the Trustees
The attendance book, which is signed by attendees, is divided into Trustees and users.

.Conditions of Hire:-

Standard Conditions of Hire of the Village Hall

These standard conditions apply to all hiring of the Village Hall and are intended to help the hirer(s) comply with the conditions under which the premises are licensed. If the Hirer is in any doubt as to the meaning of the following, please contact the Letting Secretary or Committee Secretary.

1.

Supervision :The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Letting Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.

2.

Use of Premises: The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.

3.

Gaming, Betting and Lotteries: The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.

4.

Licences: The Hirer shall ensure that the Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they or the Hall hold it.

5.

Public Safety Compliance: The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.

(a)

The Hirer acknowledges that they are aware of the following matters:

-

The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall. (A mobile phone will be necessary)

-

The location and use of fire equipment.

-

Escape routes and the need to keep them clear.

-

Method of operation of escape door fastenings.

-

Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.

-

There must be at least one attendant per100 people in each room hired

-

For auditorium style seating the minimum width of gangway is 1 metre.

-

Where door security staff are to be employed they MUST be approved and registered by Dover District Council or the National Door Supervisor Scheme.

(b)

In advance of an entertainment or play the Hirer shall check the following items:

-

That all fire exits are unlocked and panic bolts in good working order.

-

That all escape routes are free of obstruction and can be safely used.

-

That any fire doors are not wedged open.

-

That exit signs are illuminated.

-

That there are no obvious fire hazards on the premises

6.

Means of Escape

(a)

All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.

(b)

The emergency lighting supply illuminating all exit signs and routes is operated by an automatic mains failure switching device.

7.

Outbreaks of Fire: The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.

8.

Health and Hygiene: The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator but not a thermometer.

9.

Electrical Appliance Safety: The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.

10.

Indemnity: The Hirer shall indemnify and keep indemnified each member of the Village Hall Management Committee and the Village Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.

(a)

The Hirer is advised to take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.

The Village Hall is insured against any claims arising out of its own negligence.

11.

Accidents and Dangerous Occurrences: The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book (kept in the kitchen). Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Letting Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).

12.

Explosives and Flammable Substances: The hirer shall ensure that:

(a)

Highly flammable substances are not brought into, or used in any part of the premises and that

(b)

No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.

13.

Heating: The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Thermostats must be turned down before the premises are vacated. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.

14.

Drunk and Disorderly Behaviour and Supply of Illegal Drugs: The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.

15.

Animals: The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.

16.

Compliance with The Children Act 1989: The Hirer shall ensure that any commercial activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have sole access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.

Private hirers are responsible for ensuring the physical and emotional safety of all children at the event.

17.

Fly Posting: The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.

18.

Sale of Goods: The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in Village Hall Information Sheet 34.

19.

Cancellation: If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall Committee. The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:

(a)

the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election

(b)

the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring

(c)

the premises becoming unfit for the use intended by the Hirer

(d)

an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.

(e)

any reason included in the Constitution of the Capel le Ferne Village Hall Management Committee.

In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.

20.

End of Hire: The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge.

21.

Noise: The Hirer shall ensure that the minimum of noise is made on arrival and dep

These standard conditions apply to all hiring of the Village Hall and are intended to help the hirer(s) comply with the conditions under which the premises are licensed. If the Hirer is in any doubt as to the meaning of the following, please contact the Letting Secretary or Committee Secretary.
1.	Supervision :The Hirer shall, during the period of the hiring, be responsible for: supervision of the premises, the fabric and the contents; their care, safety from damage however slight or change of any sort; and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Letting Secretary, the Hirer shall make good or pay for all damage (including accidental damage) to the premises or to the fixtures, fittings or contents and for loss of contents.
2.	Use of Premises: The Hirer shall not use the premises for any purpose other than that described in the Hiring Agreement and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything or bring onto the premises anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without written permission.
3.	Gaming, Betting and Lotteries: The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
4.	Licences: The Hirer shall ensure that the Village Hall holds a Performing Society Rights Licence which permits the use of copyright music in any form e.g. record, compact disc, tapes, radio, television or by performers in person. If other licences are required in respect of any activity in the Village Hall the Hirer should ensure that they or the Hall hold it.
5.	Public Safety Compliance: The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licensing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
	(a)		The Hirer acknowledges that they are aware of the following matters:
		-	The action to be taken in event of fire. This includes calling the Fire Brigade and evacuating the hall. (A mobile phone will be necessary)
		-	The location and use of fire equipment.
		-	Escape routes and the need to keep them clear.
		-	Method of operation of escape door fastenings.
		-	Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
		-	There must be at least one attendant per100 people in each room hired
		-	For auditorium style seating the minimum width of gangway is 1 metre.
		-	Where door security staff are to be employed they MUST be approved and registered by Dover District Council or the National Door Supervisor Scheme.
	(b)		In advance of an entertainment or play the Hirer shall check the following items:
		-	That all fire exits are unlocked and panic bolts in good working order.
		-	That all escape routes are free of obstruction and can be safely used.
		-	That any fire doors are not wedged open.
		-	That exit signs are illuminated.
		-	That there are no obvious fire hazards on the premises
6.	Means of Escape
	(a)	All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
	(b)	The emergency lighting supply illuminating all exit signs and routes is operated by an automatic mains failure switching device.
7.	Outbreaks of Fire: The Fire Brigade shall be called to any outbreak of fire, however slight, and details thereof shall be given to the secretary of the management committee.
8.	Health and Hygiene: The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator but not a thermometer.
9.	Electrical Appliance Safety: The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order, and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
10.	Indemnity: The Hirer shall indemnify and keep indemnified each member of the Village Hall Management Committee and the Village Hall’s employees, volunteers, agents and invitees against (a) the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises (b) all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises (including the storage of equipment) by the Hirer, and (c) all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
	(a)	The Hirer is advised to take out adequate insurance to insure the Hirer and members of the Hirer’s organisation and invitees against the Hirer’s liability under paragraph 10(a) and all claims arising as a result of the hire and on demand shall produce the policy and current receipt or other evidence of cover to the Hall Secretary. Failure to produce such policy and evidence of cover will render the hiring void and enable the Hall Secretary to rehire the premises to another hirer.
	The Village Hall is insured against any claims arising out of its own negligence.
11.	Accidents and Dangerous Occurrences: The Hirer must report all accidents involving injury to the public to a member of the Village Hall management committee as soon as possible and complete the relevant section in the Village Hall’s accident book (kept in the kitchen). Any failure of equipment belonging to the Village Hall or brought in by the Hirer must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. The Letting Secretary will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR).
12.	Explosives and Flammable Substances: The hirer shall ensure that:
	(a)	Highly flammable substances are not brought into, or used in any part of the premises and that
	(b)	No internal decorations of a combustible nature (e.g. polystyrene, cotton wool) shall be erected without the consent of the management committee. No decorations are to be put up near light fittings or heaters.
13.	Heating: The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the management committee. Thermostats must be turned down before the premises are vacated. Portable Liquefied Propane Gas (LPG) heating appliances shall not be used.
14.	Drunk and Disorderly Behaviour and Supply of Illegal Drugs: The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk nor to any person suspected of being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises. No illegal drugs may be brought onto the premises.
15.	Animals: The Hirer shall ensure that no animals (including birds) except guide dogs are brought into the premises, other than for a special event agreed to by the Village Hall. No animals whatsoever are to enter the kitchen at any time.
16.	Compliance with The Children Act 1989: The Hirer shall ensure that any commercial activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records Bureau checks have sole access to the children (checks may also apply where children over eight and vulnerable adults are taking part in activities). The Hirer shall provide the Village Hall committee with a copy of their Child Protection Policy on request.
	Private hirers are responsible for ensuring the physical and emotional safety of all children at the event.
17.	Fly Posting: The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises, and shall indemnify and keep indemnified each member of the Village Hall’s management committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority.
18.	Sale of Goods: The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser’s name and address and that any discounts offered are based only on Manufacturers’ Recommended Retail Prices. Further detail can be found in Village Hall Information Sheet 34.
19.	Cancellation: If the Hirer wishes to cancel the booking before the date of the event and the Village Hall is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Village Hall Committee. The Village Hall reserves the right to cancel this hiring by written notice to the Hirer in the event of:
	(a)	the premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election
	(b)	the Village Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or (ii) unlawful or unsuitable activities will take place at the premises as a result of this hiring
	(c)	the premises becoming unfit for the use intended by the Hirer
	(d)	an emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
	(e)	any reason included in the Constitution of the Capel le Ferne Village Hall Management Committee.
	In any such case the Hirer shall be entitled to a refund of any deposit already paid, but the Village Hall shall not be liable to the Hirer for any resulting direct or indirect loss or damages whatsoever.
20.	End of Hire: The Hirer shall be responsible for leaving the premises and surrounding area in a clean and tidy condition, properly locked and secured unless directed otherwise and any contents temporarily removed from their usual positions properly replaced, otherwise the Village Hall shall be at liberty to make an additional charge.
21.	Noise: The Hirer shall ensure that the minimum of noise is made on arrival and dep