Once the visit is complete the visitors submit a report to Community First where the Village & Community Halls Adviser will ‘moderate’ it. That is to say, the Adviser will look through any non-compliances and decide whether that really constitutes an issue that needs to be addressed. As a result of the process the moderator may make specific recommendations to the hall and will do this by adding these recommendations to a copy of the assessment report and this will be forwarded to you for action.
Where possible we will wish to avoid the need for a further assessment visit. This will save you volunteer expenses and will reduce the burden on our volunteer assessors. Where there are non-compliances you will be invited to demonstrate that the issue has been addressed by one of these methods:
- Providing a copy of a document that may not have been available during the visit
- Providing a photograph showing something has been corrected
- Providing minutes of meeting where the trustees approved a change to policy or procedure
- Providing a signed statement from the chair of trustees or an appropriate officer confirming remedial action has been taken
- Providing any other evidence appropriate to resolve the non-compliance
This evidence should be sent to Community First for review.
With the visit report you may also receive an invoice for additional volunteers travel expenses and an evaluation form to enable you to provide feedback on the process so that we can continue to improve the scheme as it operates here in Dorset. Payment for the expenses (payable to DVHA please who will then reimburse the volunteers directly) and the evaluation form should be submitted with any of the evidence items identified above. Receipt of these items is a pre-requisite of your Hallmark award being made.