CCS Community Buildings Winter Newsletter 2023

WINTER 2023

COMMUNITY BUILDINGS NEWSLETTER

We hope all of your preparations for Christmas are well underway, all of the extra seasonal bookings in your hall – the pantos, end of term concerts, lunches and the parties!

As we move towards the coldest part of the year don’t forget to check your boiler and heating setting to prevent any frozen pipes.

See our top tips on page 1. Also look out for Christmas decorations that can be a fire hazard such as paper decorations, fairy lights etc.

If you have added anything to the building, is it covered in your risk assessment?

Everyone at CCS wishes you a happy and peaceful Christmas and New Year!

In this issue P1: WINTERPROOFING YOUR BUILDING P2 - 3: NEWS P4 - 5: DATES FOR YOUR 2024 DIARY P 6 - 7: FUNDING OPPORTUNITIES

Happy Reading Robert Horn CCS Community Buildings Advisor robert@somersetrcc.org.uk

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There is conflicting advice about the clearing of snow and ice from pathways entrances and car parks, with concern that by taking action to make things easier you could be open to a claim if someone then has an accident. RoSPA says that prevention should be put ahead of fears about being sued. Your risk assessment should take into account that people walking on snow and ice have a responsibility to be careful themselves. For a case to be successful it would have to be proved that it was your actions that caused the accident or made the situation worse than it would otherwise have been. If you are in any doubt, check the full guidance given in the ACRE information sheet VHIS 12 Village Halls and Car Parks which can be downloaded from the Funded by members’ area of our website. You could also consult your insurance company for advice.

IMPORTANT: All water services to the building (i.e. toilets, cloakrooms, kitchens, and central heating systems where appropriate) must be protected from the effects of sub-zero temperatures. This can be achieved in several ways: Heating can be left on at a very low level at times when freezing temperatures are expected.

Tubular or Panel heaters can be placed in areas vulnerable to frost damage and with the thermostat set a few degrees above freezing. Take due care with heaters and consider hazards.

Pipe protection: water pipes can be protected by trace heating using a special electric cable wrapped around them and thermostatically controlled to prevent freezing.

Frost-stats: a thermostat set a few degrees above the freezing point can be used to switch on a central heating system or suitable individual units when temperatures fall. Two stage frost protection is a more efficient method where the frost-stat is arranged to start the heating pump alone to begin with. This circulates the heating at its current temperature and only if the temperature of this water drops to a set low temperature, will the boiler be fired up.

While the building is not being used, drawing the curtains may help to retain the heat for longer.

The cost of additional fuel for frost protection may seem wasteful but is cheaper than the cost of repairing burst pipes, flooding and the time and inconvenience of any repair work especially if the hall is out of use during repairs If any additional heating is used e.g. fan or bar heaters are used during an event they must be electrically safe and it is important to remember to switch them off and ideally unplug them after use to prevent them from being accidentally left on which is not only a cost to the hall but is also a fire risk.

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NEWS CCS Annual Conference 2023 The Community Buildings Conference held at Edington at the beginning of November was a popular event. It was sponsored by the Royal Countryside Fund, Utility Aid and Norris & Fisher Insurance Brokers. With speakers from the Royal Countryside Fund and the National Lottery as well as a case study from Caryford Village Hall, exhibitors, a Q&A session, and one to one surgeries there was something for everyone. Over 60 people attended representing 26 halls.

Topics included funding, fire safety, licensing, the terrorism bill and RAAC concrete which thankfully is not affecting many halls.

Funded by

One of the highlights of the event was the presentation of the Hallmark Awards with 33 awards being made to 19 halls. The awards were a mixture of renewals and new applications, some for a single level and others for two or three. In addition, three halls Brompton Ralph, Mark and Odcombe Village Halls were given an excellence award for their outstanding work.

We were also delighted to relaunch the Trustee of the Year award which recognises individuals who have excelled in the service that they give to their community. This year the winners were Jendy Weekes of Mark Village Hall and Caroline Ambrose of Ashwick and Oakhill Village Hall.

Congratulations to every single person!

SAVE THE DATE FOR 2024!

We are already planning next year’s conference which by popular request is going to be held on a Saturday to allow trustees who are working to attend. The date we have selected is 19th October 2024 and the venue has yet to be confirmed.

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NEWS Eco Halls Later in November, there was an online evening conference about Waste Management in Community Buildings. This the final part of the EcoHalls project presentations are available online to watch back via You Tube, watch back: Somerset Food Cupboard Resource Futures Somerset Waste Don’t forget about all the resources available on the Eco Halls page available to you visit: https://ccslovesomerset.org/eco-halls/

Terrorism Bill (“Martyn’s Law”) There is no further news on the progress of the Terrorism Bill (“Martyn’s Law”) which is still going through Parliament. As soon as the bill is completed and passed we will advise you of how it will affect your situation. ACRE continues to lobby on our and your behalf to the government on this matter.

COMING SOON: Village Halls Week 18-24th March 2024 Village Halls week is moving from January to late March in response to members across the country asking for it to be held when there is warmer weather for more public engagement events. The theme next year is Environmental Sustainability and will focus on making buildings more energy efficient and the role that Village Halls can lead in the path towards Net Zero.

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Here are some of the dates and events being planned for next year. There may be more added later, but this may help you with your planning, especially the training if you or your trustees need to enhance your skills. There are a few venues which have yet to be confirmed (TBC) but here is a simple outline of the training and events we are planning for 2024.

If there are any other topics that you would like a training course about, please let us know!

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15 January

PAT testing TBC

14 February

Hallmark volunteer training (for visitors) - Taunton

20 February

Health & Safety for Village Halls (& Trustee Indemnity) - online

27 February

Marketing your Community Building (how to increase bookings, usage and income!)

18 – 24 March

VILLAGE HALLS WEEK has moved from January! The theme is “Go Green!”

18 March

Safeguarding for Village Halls – online TBC

20 March

Networking event: Taking green steps towards net zero

21 March

Hallmark webinar for halls planning to apply for in 2024 - online

17 April

How to write a successful Funding Application – online

30 April

Village Halls and Parish Councils: Understanding and supporting each other (suitable for trustees and councillors!)

15 May

Incorporation for Community Buildings (CIO, what it means and how to make the transition)

22 May

Parish Councils acting as Sole Trustee

23 May

PAT testing – becoming a competent person – venue TBC

11 June

Trustee Roles & Responsibilities – online

21 June

Risk Assessment: How to carry out an effective one – venue TBC

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7 July

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Successful meetings and AGMs – online

8 October

Safeguarding – online TBC

19 October

Community Buildings Conference – venue TBC

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Trustees Week

12 November

The role of the Chair - online

13 November

Secretarial duties for a charity - online

3 December

Trustee Roles & Responsibilities - online

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FUNDING NEWS National Lottery Awards for All The National Lottery’s Awards for All programme has now changed and will fund from £300 to £20,000 for community projects for up to two years. It has one of the highest success rates of any fund. You should apply 16 weeks before starting your project.

Visit: www.tnlcommunityfund.org.uk

Screwfix Foundation Grants of up to £5,000 can be used for the improvements of buildings including lighting, heating, painting & decoration, safety & security measures, but not for removeable items.

This is best used for smaller projects as the Foundation would prefer to be either the only or the main funder rather than part of a much bigger project. There is plenty of time to get the project in place as the next review date is March.

Apply online via www.screwfix.com/landingpage/screwfix-foundation

Somerset Community Foundation The Main Grants fund for local groups so they can provide the extra support that some people in their community need. Granting between £1,000 - £5,000 for projects with one of three themes: Helping Children and Young People to achieve their potential; Supporting Adults with Mental Health problems; Support for Older People helping them to age well and reduce isolation and loneliness.

This fund will not work with general repairs but could be used for an outreach project to any of these groups e.g. setting up a coffee morning and covering the additional costs which the charity could not otherwise afford. The closing date for the next round is 5th January with notifications due in early March.

Visit: www.somersetcf.org.uk/grantfunding/grants-groups

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FUNDING NEWS VCSE Energy Efficiency Scheme An update on the VCSE Energy Efficiency Scheme which is part of a package of over £25 million of support from the Government to help frontline delivery organisations with the increased cost of living. The fund is not designed specifically for Community Buildings but you can apply if your organisation runs or regularly hosts events like warm hubs, energy advice sessions, lunch clubs etc There is an eligibility criteria checker on the website below.

There are two parts to the programme: The first part, funding to cover the cost of an independent energy audit is now open. The second part a capital grants fund to help with the cost of installing energy efficiency measures recommended by the audit will open in January.

Even if your building has had an independent energy survey/audit in the last two years we recommend that you apply for a new audit and include a copy of your audit with your submission. If the old one is acceptable in the funder’s opinion they will not insist on a new one and will simply allow you to proceed to the capital fund. If you have undertaken one of our DIY energy audits we recommend that you also apply for a new audit to be conducted with evidence of your DIY one and the results and recommendations from the follow up session. We will keep you informed as soon as we know more.

Organisations must be based in England, be a voluntary, community, and social enterprise, deliver frontline services and not be suitable for blended finance or loan support through other schemes.

The loan support criteria should not exclude you and we advise that you state that you are not eligible for loans. Priority will be given to organisations for whom energy is the biggest concern and those directly supporting individuals and communities with critical needs, particularly those related to the rising cost of living. The project is being administered by the national charity Groundwork.

Applications for energy audits are now open. The capital grants programme will be open for applications from mid-January. There will be three rounds for capital grants with the second two being mid-April and early July 2024.

For more details and to apply visit: www.groundwork.org.uk/news-vcseenergyefficiencyscheme/

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WINTER ISSUE 2023

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