Hartington Village Hall: Charity No. 525048

 Constitution (April 2026)

 The Village Hall has been in the ownership of the community of Hartington since 5th January 1944 when transfer of the property to the ‘beneficial ownership’ of the then Trustees took place following purchase from Victor Thomas Perry for the sum of £1,500. The Village Hall is held in trust for the purposes of’ physical and mental training and recreation, and social, moral and intellectual development for the benefit of the inhabitants of the Parish of Hartington Town Quarter and the wider community.

In carrying out the above charitable purposes the Trustees have the power to:

  • Raise funds, receive grants and donations
  • Apply funds to carry out the work of the charity
  • Co-operate with and support other charities with similar purposes
  • Do what is lawful and necessary to achieve the purposes.

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 At the current point in time (Spring 2026) the property entails a Main Hall, Lower and Upper Bakehouses which serve as  meeting rooms, a kitchen/bar area, three toilet areas, boiler room and adjacent storage area, a mezzanine floor used for storage over the kitchen/bar, an entrance lobby, cellar and outside spaces comprising an entrance courtyard, side terrace, a single car park space and grass areas to the rear and side which are also a right of way.

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Opportunities to benefit from the activities available at the Village Hall are offered without distinction of sex, and/or political or religious beliefs. Specific provision exists in respect of those with mobility issues with straightforward access to the Main Hall and a dedicated toilet area.

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The general management of the Village Hall is undertaken by volunteers in the form of a Management Committee. The Management Committee will consist of a maximum of seven Trustees and up to eight further members representative of the user groups of the Village Hall. Trustees are appointed following support of a proposer and seconder from among members of the Management Committee. Members will  be co-opted by Trustees and every effort will be made to secure a representative balance of the local community, and particularly hall users, in respect of age, gender and ethnicity. In recruiting to the Management Committee the skill set of an individual will also be considered so as to achieve a wide and relevant set of skills and experiences to serve the management of the property and the social needs of the community.

Members of the Management Committee will normally include the Chair of Hartington Community Group and a representative of Hartington Town Quarter Parish Council. Should one or other of the two organisations decide not to nominate a representative the Secretary will routinely notify both organisations of the minutes of meetings and any specific matter deemed important that they should be aware of.

There will be three fixed Trustee roles: Chair, Secretary and Treasurer. These roles will be held for a period of one calendar year with individuals requiring a proposer and seconder for appointment by the Management Committee at the Annual General Meeting. Individuals are permitted to serve for more than one year if supported by the Management Committee.

 

Other Trustees can serve indefinitely. However, should a Trustee fail to attend three consecutive Management Committee meetings the individual will be required to resign, and the Charity Commission records will be updated.

 

In respect of members of the Management Committee that are not Trustees they too will be required to resign should they fail to attend three consecutive Committee meetings.

 

It is the intention that, in the interests of effective management of the Village Hall, that a Trustee should normally provide a period of three months’ notice of their resignation.

 

 In the event of a vacancy arising through the death, resignation or removal of a Trustee or member of the Management Committee appointed at the Annual General Meeting then the Committee shall have power to fill such vacancy through co-option until the next Annual General Meeting.

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 A minimum of two Management Committee meetings will occur over a financial year, together with an Annual General meeting (AGM). Invitations to attend the AGM will be conveyed to the community at least two weeks in advance and generally will be scheduled for October.

At the AGM the Chair and Treasurer will present the Annual Report and Accounts.

 A quorum should not be less than one third of the total Management Committee.

 

Meetings will be minuted and posted on the Village Hall website (www.hartingtonvillagehall.co.uk ).

Should either a Trustee or member of the Management Committee have a conflict of interest they must declare it and leave the meeting while the matter is discussed or decided.

A change to the Constitution can be made at either an AGM or General meeting. No change can be made that would make the organisation no longer a charity.

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The Management Committee shall from time to time make alterations to the conduct of its business, particularly in respect of:

  • Conditions of Hire
  • Hire fees
  • The appointment of an external examiner of the accounts
  • Service contractors, including builders, electricity supply, broadband provider, insurance, banking provider(s).

From time to time there will be a need to establish smaller teams to meet a particular need e.g. to plan and organise events of a community nature, undertake maintenance, plan and organise a building improvement.

 

The Management Committee shall hold the following licences:

  • A Premise Licence (DDPLN 0055)
  • A Small Society Lottery Licence (so long as an annual lottery is held)
  • A Music Licence
  • And apply for a Bar Licence for relevant events where alcohol will be sold.

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 All payments in respect of the use of the Village Hall, including specific fund raising initiatives and donations, shall be paid into a specific bank account (currently a Nat West Business account). A separate business savings account will also be operated in order to secure interest on sums that will eventually be used to undertake improvements to the Village Hall. Monies in the accounts shall be applied as decided by the Management Committee in maintaining the premises and furniture, insurance, fuel and other measures related to the use of the premises.

The Management  Committee may, upon the vote of a simple  majority of its Members and (when necessary) with the consent of the Charity Commissioners, seek finance from time to time by Mortgage or otherwise by obtaining such advances on the security of the Trust premises or any part thereof as may be required for maintaining or extending  the building. Repayment in whole or in part and from time to time will then be made on any Mortgage or Charge on the said premises. However, such a decision should be considered only as a last resort with other approaches having been first explored.

 

 If the Committee, by a simple majority of those present at an extraordinary meeting called on the single item, decide at any time that on the grounds of expense or  otherwise that it is necessary or advisable to discontinue the use of the trust premises  in whole or in part for the purposes indicated then it shall organise a day for the Parish of   Hartington Town Quarter inhabitants of the age of eighteen+ years to attend and be informed with not less than fourteen days’ notice. The Chair of Trustees would be required to prepare a report in advance clearly outlining why such a decision is being considered. This will be made available to residents over the 14-day process.  On the day Trustees and members of the Committee will lead discussion groups. If such a decision is then  confirmed by a simple  majority of parish inhabitants present  and voting over the day then the Committee may, with the consent of the Charity Commissioners, let or sell the Trust premises or any part thereof.

 

 All monies arising from such letting or sale (after satisfaction of any liabilities) shall be applied either in the purchase of other premises approved by the Committee and to be held  for the stated purposes previously set out (or as near  as circumstances will permit) or towards such other charitable purposes or objects for the benefit of the inhabitants of the Parish of Hartington Town Quarter as may be approved by the Charity Commissioners.

 

Meanwhile such monies shall be invested by the Management Committee and any income arising  shall either be accumulated (for such time as may be allowed by law) or shall be used for any purpose for which the income of the Village Hall may properly be applied.

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In respect of Indemnities and Limit of Liabilities,  full indemnity out of the Village Hall Funds is given to:

 

[a] Trustees and other members of the Management Committee against all payment and other liabilities properly incurred by them in the exercise of their duties or powers

[b] Every Trustee or other member of the Management Committee entering into any contract on behalf of the Village Hall against all payments and other liabilities incurred by them in connection with such contracts.

In respect of indemnities and limit of liabilities insurance cover will be arranged annually (by 15th November) to address:

  • Material damage to property extending to buildings and contents
  • Personal accident, business interruption and legal expenses.
  • Liability insurance
  • Trustees Indemnity insurance
  • Hirers Liability cover for non-commercial users of the premises

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