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This Group was formed by
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Bawdeswell activities group
bag CONSTITUTION AND POLICIES
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BAWDESWELL VILLAGE HALL COMMITTEECOMMUNITY
ACTIVITIES GROUP
CONSTITUTION WORKING
NAME 1. The working name of the group shall be
“Bawdeswell Activities Group”. RESPONSIBILITIES 1.
To organise and/or facilitate activities at the Village Hall and
Sports and Recreation Field for all Parishioners and other local people. 2.
To organise and/or facilitate activities in the community at the
Village Hall and Sports and Recreation Field for children and young adults on
weekdays during school holiday periods and after school. 3.
To organise and/or facilitate activities at the Village Hall and
Sports and Recreation Field or elsewhere for older residents. 4.
To obtain funds for sports and entertainment equipment for various
outdoor and indoor activities by local fund-raising and from grants. 5.
To recruit volunteers and helpers to run and/or organise sports and
social activities. 6.
To recruit volunteers and helpers to have the Village Hall open for
the use of Parishioners and other local people on weekday afternoons and
provide a refreshments service. 7.
To arrange CRB checks, First Aid and Child Protection Awareness and
other training for volunteers and helpers as required. MEMBERSHIP 1.
The Community Activities Group (hereafter shown as ‘The Group’) shall
be a sub-committee of the Bawdeswell Village Hall (Management) Committee. 2.
The Group shall consist of not less than 5 and not more than 12
members including at least one member of the Village Hall Committee. 3.
The Group will elect annually a Leader and a Secretary. The treasurer
will be the treasurer of the Village Hall Committee. MEETINGS 1.
Meetings shall be held as required and at least 4 times a year on a
day to be agreed by the group. 2.
Meetings held at the Village Hall shall be open to all Parishioners
and users of the hall. 3.
A minimum of 3 members shall constitute a quorum 4.
Confirmed minutes of meetings are to be copied to the Chairperson of
the Village Hall Committee. 5.
A member of the group will attend each Village Hall Committee meeting
to report verbally on progress and events. ANNUAL MEETING 1.
An Annual General Meeting of the group shall be held in June of each
year. This meeting shall be held at the Village Hall and be open to all
Parishioners and users of the hall. 2.
Notice of the Annual General Meeting shall be given in the Parish
magazine (The Reeve’s Tale). EXPENDITURE AND ACCOUNTS 1.
All income, expenditure and accounts shall be dealt with by the
Village Hall Committee under the existing arrangements. Amended April 2008 Approved by the Village Hall Committee ~~~~~~~~~~~~~~~~~
EQUALITY
POLICY We
strongly believe that everyone, regardless of race, age, faith/belief,
disability or sexual orientation, has the right to be treated with dignity
and respect. As a local organisation supporting those who live in Bawdeswell
and the surrounding area, we are conscious of the importance of equality of
opportunity and the promotion of good relations between members of different
groups. We will do our utmost to ensure
that all members of our community are catered for within the activities that
we organise. This
policy is highlighted in ‘The Vision’
of Project Bawdeswell which was the inspiration for this group and is adopted
as our vision so far as it involves our group. PROJECT BAWDESWELL VISION
Our community will be
energising and vibrant with opportunities and facilities for all ages. ·
People will have choices about their lives, which will be respected by
others. ·
Children and young people’s dreams and aspirations will be nurtured
and supported. ·
All will have the opportunity to access and enjoy the open countryside
and heath land. ·
Where everyone could find, explore and develop wider interests with
others. ·
Friendship and support will be offered to one another so that
isolation and loneliness will be unknown. ·
Everyone will have the opportunity through accessible support,
promotion and facilities to maintain healthy lives. ·
It will embrace, encourage, promote and actively support environmental
initiatives. ·
Through support, education and facilities our community will be safe,
where crime and ‘anti social behaviour’ will not be tolerated. ·
We will be a community of equal opportunities that respects and embraces
the diversity of ‘modern day’ lives and cultures. ·
There will be facilities and support at the heart of village life made
accessible to all. The members of the community
will have the opportunity to enjoy fulfilling and content lives caring and
respecting each other, through a mixture of traditional and modern
values. This
statement was agreed by: Bawdeswell Village Hall Committee 18 June 2007 ~~~~~~~~~~~~~~~~~
CHILD
PROTECTION POLICY STATEMENT Members
of this group commit themselves to the nurturing, protection and safe keeping
of the children and young people in their care. ·
It is the
responsibility of all volunteers to do their best to prevent the physical, sexual
and emotional abuse of children and young people and to report any abuse,
alleged or suspected. ·
This group is
committed to supporting, resourcing and training those who work with children
and young people. It will provide
supervision for volunteers because it recognises this as important in
maintaining good practice. ·
At least two
members of the group will be trained as Child Protection Officers through the
Norfolk Local Safeguarding Children Board. ·
This group will
arrange for everyone working with children or young people to undertake
appropriate Child Protection Training or Briefing as appropriate.. ·
This group is
committed to following the current Norwich & Norfolk Voluntary Services
(NVS) policy for The Protection of Children and Young People. It will ensure that, where appropriate, all
those who have regular contact with children under the age of 18 years are
CRB checked through NVS. These will be
renewed, if required, on a regular basis. ·
Portability of
CRB checks is no longer supported by the CRB and will therefore only be
accepted as an interim measure, subject to risk assessment, until a new CRB
check has been carried out. ·
The group will
accept responsibility for the appointment of volunteers and will ensure that
each person who has contact with children under the age of 18 years receives
a copy of this policy statement and is familiar with the NVS policies. ·
Any person
volunteering to assist the group but who does not have any responsibility for
or specific contact with children will be the subject of a risk assessment. ·
The group will
ensure that the consent of each child’s parent or guardian is obtained, prior
to them taking part in any activity organised by the group. ·
The group will
ensure that no photographs, film or video of a child is taken without the
explicit consent of the parent / guardian and will take all steps to ensure
that these images are used solely for the purposes they are intended for. ·
The group will
undertake to review this policy statement at least annually and display a
copy of this policy in a prominent place in the Village Hall so that all are
aware of its existence. Progress in implementing the policy
will be an agenda item at each group meeting. This
statement was agreed by: Bawdeswell
Village Hall Committee 18
June 2007 ~~~~~~~~~~~~~~~~~ ANTI
BULLYING POLICY POLICY STATEMENT Members of this
group acknowledge that bullying behaviour is unacceptable and will not be
tolerated. We will endeavour to ensure that a secure environment is provided for
every young person who wishes to participates in our events or take part in
activities on the playing field or in the play equipment area. We acknowledge
that bullying can take place and may need to be addressed amongst any
combination of persons present, regardless of their role, either participant
of volunteer. Our Anti-Bullying
policy aims to achieve a reduction in bullying due to: ·
The vigilance
and responsiveness of volunteers to bullying behaviour. ·
Acknowledgement
by young people that bullying will be tackled ·
Raised
awareness about bullying and the forms it can take ·
Young people
informing a volunteer if they are being bullied ·
The involvement
of volunteers, parents and young people in implementing the Anti-Bullying
Policy. This policy will be
clearly displayed in the village hall with a contact name and number for
confidential support. DEFINITION OF BULLYING Bullying is the use
of aggression with the intention of hurting another person. Bullying results in
physical or emotional pain and distress to the victim. Bullying can be:
PROCEDURES 1. Volunteers will be vigilant for any signs of
bullying. 2. Incidents should be reported to a volunteer
and subsequently to the designated person for child protection or deputy. 3. Incidents will be recorded in the daily log
book. 4. In serious
cases, parents shall be informed and may be asked to visit to discuss the
problem. 5. If
necessary and appropriate, police will be consulted. 6. The
bullying behaviour or threats of bullying must be investigated and the
bullying stopped quickly. 7. An attempt will
be made to help the bully (bullies) change their behaviour. OUTCOMES 1. The bully (bullies) may be asked to
genuinely apologise and other consequences may take place. 2. In very serious cases suspension or
exclusion could be considered. 3. If possible, the participants will be
reconciled. 4. Following any incident, those involved will
be monitored to try and prevent any repetition. Progress in implementing the policy will be an agenda item at each group meeting. This statement was agreed by: Bawdeswell Village Hall Committee 18 June 2007 ~~~~~~~~~~~~~~~~~ PROTECTION
OF VULNERABLE ADULTS POLICY Members of this group have a responsibility for the safety, well being, protection and welcome of others. · As members of this group we commit ourselves to the safeguarding of vulnerable adults and ensuring their well being during our events. · The group commits itself to promote the empowerment and well being of vulnerable adults and supports their rights to an independent life based on self determination and personal choice. · It is the responsibility of each of us to prevent the physical, emotional, sexual, financial and spiritual abuse of vulnerable adults and to report any such abuse that we discover or suspect to the Parish Clerk. · We undertake to exercise proper care in the appointment and selection of those who will work with vulnerable adults. · The group is committed to supporting, resourcing and training those who undertake this work. · This group, its members and those who work with vulnerable adults adopt the guidelines of Norfolk County Council. Progress in carrying out the policy will be an agenda item at each group meeting. This statement was agreed by: Bawdeswell Village Hall Committee 18 June 2007 ~~~~~~~~~~~~~~~~~ Data Protection Policy
The privacy of Volunteers’ information is very important to us.
The Bawdeswell Community Activities Group (The Group) will use personal
details in accordance with this Data Protection policy, and will always endeavour
to keep the information secure. 1.
Information
will be held both in paper and electronic formats. 2.
The
Group will not share or use the information given except as required for CRB
checks and training applications. 3.
The Group will
always follow strict security procedures in storing and using the information
you give us, in order to prevent unauthorised access
to it. 4.
The information
re any individual will be available for them to view on demand. To arrange to view the
information
held about you please contact Janet Cockburn on 01362 688749 5.
This policy
will be reviewed annually. Progress in carrying out the policy
will be an agenda item at each group meeting. This
policy was agreed by: Bawdeswell
Village Hall Committee 18 June 2007 ~~~~~~~~~~~~~~~~~ Policy Statement on the Recruitment of Ex-offenders
·
As an organisation using the
Criminal Records Bureau (CRB) Disclosure service through NVS to assess
applicants’ suitability for positions of trust, the Community Activities
Group (the group) complies fully with the CRB Code of Practice and undertakes
to treat all volunteers fairly. It undertakes not to discriminate
unfairly against any subject of a Disclosure on the basis of a conviction or
other information revealed. ·
The group is committed to
the fair treatment of its volunteers and users of its services, regardless of
race, gender, religion, sexual orientation, responsibilities for dependants, age,
physical/mental disability or offending background. ·
We have a written policy on
the recruitment of ex-offenders, which is made available to all Disclosure
applicants at the outset of the recruitment process. ·
We actively promote equality
of opportunity for all with the right mix of talent, skills and potential and
welcome applications from a wide range of candidates, including those with
criminal records. We select all candidates for interview based on their
skills, qualifications and experience. ·
A Disclosure is required for
ALL volunteers other than those merely assisting and not having specific
contact with, or supervising or organising children or vulnerable adults. ·
All volunteers filling in a
profile form prior to Disclosure are invited to provide details of their
criminal record. We request that this information is sent under
separate, confidential cover, to a designated person within the group and we
guarantee that this information will only be seen by those who need to see it
as part of the recruitment process. ·
Unless the nature of the
position allows the group to ask questions about your entire criminal record,
we only ask about ‘unspent’ convictions as defined in the Rehabilitation of
Offenders Act 1974. ·
We ensure that all those in
the group who are involved in the recruitment process have been suitably
trained to identify and assess the relevance and circumstances of
offences. We also ensure that they have received appropriate guidance
and training in the relevant legislation relating to the employment of
ex-offenders, e.g. the Rehabilitation of Offenders Act 1974. ·
At an interview, or in a
separate discussion, we will ensure that an open and measured discussion
takes place on the subject of any offences or other matter that might be
relevant to the work of the group. Failure to reveal information that
is directly relevant to working as a volunteer in the group could lead to
declining to accept them into the group. ·
We make every subject of a
CRB Disclosure aware of the existence of the CRB Code of Practice and make a
copy available on request. ·
We undertake to discuss any
matter revealed in a Disclosure with the person volunteering before declining
to accept them into the group. ·
Having a criminal record
will not necessarily bar you from working with us. This will depend on the nature of the position and the
circumstances and background of your offences. This policy
will be reviewed at least annually or as otherwise required. Progress in carrying out the policy will be an agenda item at each
group meeting. This policy was agreed
by: Bawdeswell Village Hall
Committee 18 June 2007 ~~~~~~~~~~~~~~~~~ Policy for Secure Storage, Handling ,
Use, Retention & Disposal of Disclosures and Disclosure information
1. General principles
As
an organisation using the Criminal Records Bureau (CRB) Disclosure service
through NVS to help assess the suitability of applicants for positions of
trust, the Community Activities Group (The Group) complies fully with the CRB
Code of Practice regarding the correct handling, use, storage, retention and
disposal of Disclosures and Disclosure information. It also complies
fully with its obligations under the Data Protection Act 1998 and other
relevant legislation pertaining to the safe handling, use, storage, retention
and disposal of Disclosure information and has a written policy on these
matters, which is available to those who wish to see it on request. 2. Storage and access
Disclosure information will be kept securely, in lockable, non-portable,
storage containers with access strictly controlled and limited to those who
are entitled to see it as part of their duties. 3. Handling
In accordance with section 124 of the Police Act 1997, Disclosure
information is only passed to those who are authorised to receive it in the
course of their duties. We maintain a record of all those to whom
Disclosures or Disclosure information has been revealed and it is a criminal
offence to pass this information to anyone who is not entitled to receive it.
4. Usage
Disclosure information is only used for the specific purpose for which it
was requested and for which the applicant’s full consent has been given. 5. Retention
Once a recruitment (or other relevant) decision has been made, we do not keep
Disclosure information for any longer than is necessary. This is
generally for a period of up to six months, to allow for the consideration
and resolution of any disputes or complaints. If, in very exceptional
circumstances, it is considered necessary to keep Disclosure information for
longer than six months, we will consult theNVS about this and will give full
consideration to the data protection and human rights of the individual
before doing so. Throughout this time, the usual conditions regarding
the safe storage and strictly controlled access will prevail.
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Contact us via email BawdeswellVH@aol.com or write to:- The Secretary,
Bawdeswell Activities Group, High Windows, Meadow Loke, | ||
