When your hall is approaching the top of the waiting list you will be invited to submit your hall's Pre-visit Document Pack and this needs to be with DVHA/Community First within four weeks of it being requested. If it is not it will probably mean that your assessment visit will need to be put back or your hall may be moved back to the bottom of the waiting list.
Once again, here are the documents you will need to submit:
- Your trust deed: the governing document for your charity
- The minutes of your last Annual General Meeting and Accounts
- A list of trustees with signatures showing acceptance of office
- Your last annual report (this often forms part of the annual accounts)
- Your hiring agreement, including Instructions to Hirers
- The policy schedule from your hall insurance policy
- Your hall entertainments licence
Please remember that we keep these documents as part of your record of Hallmark compliance so please do not forward originals.
Once DVHA/Community First have your pack of documents they be will reviewed against the published Hallmark 1 standards. If there are any queries with the pack we will contact you to resolve these issues. This means that you have a reduced likelihood of incurring visitor expenses unnecessarily.
When the pack has passed the pre-visit checks we will contact you to arrange for your formal assessment visit. We will ask a team of visitors (usually two people) to contact you to arrange a date and time for an assessment visit.You will need to think about who should be present at the assessment visit. This should include at least one officer (chair, secretary or treasurer) and a hall user group representative.
Once an appointment has been agreed it will be confirmed for you in writing by email.
At this point you should review the List of Documents required that the visitors will be working to (see download attached below) so that you are prepared to produce evidence when asked. For example, at a Hallmark 1 visit you will need to show:
1. The Minutes Book/File for regular meetings
2. Copies of Current Accounts and daily record of all receipts and payments in book or on the computer.
3. The Bookings system or Diary
4. The Maintenance Log
If you cannot produce that evidence then the visitors will be obliged to record that as a non-compliance which will probably delay or, at worst, jeopardise your Hallmark accreditation.
| Attachment | Size |
|---|---|
| DVHA Hallmark 1 docs required.doc | 327 KB |