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Wacton Village Hall Trustees
Minutes of Meeting on 21st February 2018

Present: Calvin Goreham (Chair), Peter J. Reason [PJR] (Secretary), Rev. Heather Wilcox,
Bob Tingley

1. Apologies: Peter Jacques; Absent: Pat Reynolds [PR] (Treasurer).

2. Minutes of the meeting 15th January were agreed and signed.

3. Matters Arising:
Following the burglary between 16th and 18th November, the Crime Prevention Officer was invited to inspect the hall. This he did on 18th January which formed the basis for his report and recommendations submitted on 30th January. The full report is attached as Appendix A to these minutes. PJR presented a summary of the major points, attached as Appendix B.
The committee decided to adopt the majority of the recommendation, the exception being planting below windows, installing CCTV and alarming the oil tank. The comments made in the report about the tank caused concern and will be the subject of further consideration.

Still on the subject of the break-in, PJR reported that Martindales had attended site and fitted the replacement Parish Office door. CG observed that there was difficulty in locking/unlocking. PJR to call Martindales back. CG reported that the insurance claim had been settled in the sum of £1550. A replacement filing cabinet would be the first purchase.

4. Matters for Consideration. None

5. Correspondence: None

6. Treasurer's Report:
In the absence of the Treasurer there was no report.

7. Building Progress:
Additional feet for the handrail have been acquired and erection of the handrail will now proceed.
The hot water boiler in the kitchen is leaking and a repair or replacement tap is required before further use

8. A.O.B.
The Social Club requested a pedal bin for kitchen and a supply of black sacks. This was agreed.
PJR reported that the website manager had asked how many years the archive of village hall minutes should be displayed on the website. 3 years was thought sufficient as, long as there was a full hard copy record held on file. PJR confirmed that such a record is on file and all minutes since 2007 were also saved in Word format.

9. Date of next meeting – 19th March at 19.30pm.

Meeting concluded at 20.30

Appendix A

Crime Prevention Survey report - Wacton Village Hall - 18/01/18
Wolsey, Richard <wolseyr2@norfolk.pnn.police.uk>
Tue 30/01, 14:12
Dear Peter
Apologies for the slight delay, which have been due to urgent operational demands. Thank you for allowing me the time to meet with you on Thursday 18th January to assess existing security measures at Wacton Village Hall as a result of recent criminality. What must be considered is the difference between security during closed hours and those vulnerabilities that come into play once the village hall is unlocked and visitor access is mostly unrestricted. Please find below my assessment and I have put my comment/recommendations in bold text:
External perimeter/lighting/fencing/oil tank/windows/doors/keys
      Wacton village hall is a large wooden structure (stud work inner walls) with bookable public community facilities including hall/kitchen/toilets/meeting room and private store rooms and Parish Clerk’s Office. Within the hall is also a locked/alarmed Licensed facility for intoxicants belonging to the Wacton Social Club (I would encourage the contents of this report is shared with their committee). The building is slightly elevated and set back off the main village roadway and to the side of the building is a hard standing car park.
         There are no street lights to provide beneficial borrowed lighting cover yet there are dwellings opposite the roadway which do provide natural surveillance cover to the front of the building. The car park is covered with security lighting from the gable end of the building but there is no other security lighting to cover the three other elevations. I recommend the fitting of security lighting, to be low energy vandal resistant ‘dusk to dawn’ sensored security lights as they provide improved light protection during the hours of darkness rather than on-off PIR devices. This approach seeks to remove dark voids and introduces a layer/barrier of low level light into and across which the criminals won’t wish to work for fear of being seen/heard. When considering security lighting, due regard should be given to preventing a nuisance to residents and minimising light pollution. I would recommend a security light features in the front porch to help identify persons wishing to hide within it.
         There are no physical restrictions to prevent access to the rear of the building and criminal or anti-social behaviour can take place easily out of sight from passers-by. I recommend the fitting of n/less 2m lockable gated welded mesh security fencing between the hall and rear walling at the western end of the building to permit authorised access to the rear and storage. At the eastern end I also recommend the fitting of similar welded mesh security fencing between the hall and metal storage shed and again between the storage shed and rea brick wall. In this way open permeability has been drastically reduced with restricted gated access and protection to the rear windows has been provided. This will help keep the criminal out in public view and deter them if there is an improved chance of being caught.
·         The external oil tank is positioned in view of passers-by and that is good for natural surveillance to take place upon it and the contents. Whilst the appearance of the tank itself might appear unsightly, do not enclose it with fencing as this will only serve to provide a hiding place for the criminal to use.  I would encourage you to consider fitting a specific oil tank alarm device to help protect against loss.  Consider the fitting of Police approved alarms by checking Secured by Design member companies for such devices.
         The double glazed uPVC windows and entrance doors are without attack resistant laminate panels and are vulnerable to attack and thereby potential access. Additionally, the keys for window locks are being habitually left in the locks, leaving the windows vulnerable to internal tampering and without laminate glazing protection, windows are vulnerable to attack from outside. I wholly recommend that no window keys are left in locks once the use of the building ceases and are kept safe away from the windows. Equally, the daily procedure for closing and locking windows, entrance doors and Fire doors should be conducted robustly.
   I recommend the fitting of internal security window film to provide extra glazing protection and potentially mirrored film to prevent visual intrusion into the building from the rear. I would encourage you to make contact with SSAF window film specialists to discuss such protection.
   The defensive under planting of windows with thorny shrubs can be an effective deterrent for those wishing to force their way in through such openings.
   Internal window blinds are very good to keep out visual intrusion and to protect modesty/privacy of activity inside.

Excepting internal storage rooms, Parish Clerks Office and Wacton Social Club store, all inner doors are unlocked. Consideration should be given for the provision of door locks on all rooms to help prevent casual unauthorised intrusion during communal activities/events and when the building is closed and locked for business. Where the facility is fitted with a security alarm system, the locked closure of internal doors puts additional barriers in the way of the criminal and thereby helps remove available time they have to get to their intended target (See alarms below).
   I would recommend the hall store room door is fitted with a 5 lever mortice lock to BS 3621 standard and a further x2 security bolts are fitted top and bottom to help strengthen the door. I would propose the Social Club door reflects no less than this approach to protect its assets.
   I would also recommend the Parish Clerks Office door is similarly fitted with a 5 lever mortice lock to BS 3621 standard and a further x2 security bolts fitted to strengthen the door. Window lock keys to be removed. Please ensure that all internal and external door locks and window locks are checked for proper closure/locking prior to finally leaving for the day, to protect against internal tampering.
         I am uncertain as to the security strength of the externally fitted key safe by the front entrance. It is known that the Master key safe model can be opened without force so I would encourage a rethink of what you keep inside it or where you keep the key safe for access. Police approved, attack resistant key safe models are available if you check Secured by Design member companies for such a device.
   The key safe fixed to the rear of the kitchen door provides a safe place in which to place keys and is accessible. However, it is not of a high security standard. I would encourage you to consider what is left inside this safe and the effect the loss of the contents would be if the safe was forced open and contents removed. Please consider fixing it where it is out of sight and out of the criminals mind as it can be readily seen through the kitchen windows from outside.  
Internal/furniture and valuables   
All equipment/furniture and personal belonging are of value for the village hall and users alike and any criminal losses should be reported to the Police. Circumstances of loss should be reviewed by the committee in order that lessons can be learned. The provision of lockable personal lockers might be useful to consider to keep users/visitor belongings safe whilst involved in activities. (See property marking below)
Alarms/ CCTV/property marking
          In light of the building being entered outside opening hours and forced access gained to the Parish Clerk’s Office/contents, I would recommend the fitting of a security alarm system (covering both door and window). The provision of an internal security alarm system will significantly reduce criminal time inside during closed periods and I would recommend the fitting of an internal security alarm system that will protect the external doors, vulnerable internal doors e.g. service cupboard & Parish Clerk’s Office and vulnerable windows (particularly the rear). I can only direct you to consider companies who are approved by National Security Inspectorate (NSI) or to provide such security alarm protection.
Security Systems & Alarms Inspection Board (SSAIB)         CCTV has its place but it’s generally used as an electronic witness to record activity and nothing else. Unless actively monitored, such a basic system is limited and you would need to decide what exactly you want it to protect? This is called an ‘Operational Requirement’ and would form the basis of what your CCTV needs are?
   I am happy to return to discuss this item further but consider (list not exhaustive):
§  The cameras should be fixed to evidentially capture torso features straight on with sufficient lighting to fall over the facial features (so that wherever possible offenders can be readily identified or recognised)
§  The cameras must be able to capture high quality imagery in daylight/darkness
§  Recording in the public domain and the placing of overt, public facing signage is a legal requirement and is also vital to reinforce the message that you have protective security measures in place and that those who need to see the warning signs inside and out can do so
§  All footage from your CCTV system can be classed as evidential and users of the system must be proficient in their use including the speedy retrieval of footage as evidence
§  The recording device must be secured away from unauthorised access to prevent evidential loss
§  Please link into the Information Commissioners Office in order to understand your liabilities and guidance when using CCTV

I would encourage you to consider physical security upgrades before investing in CCTV.
         We discussed the rudiments of property marking including both overt (e.g. Post coding& property name) and a more covert ‘forensic’ type applications e.g. (Smartwater or SelectaDNA). Security marking and associated overt warning signage can be very effective in deterring criminality and covert forensic marking kits can mark smaller items of value including electronic devices and more overt marking can protect larger items such power tools-maintenance equipment-furniture etc
Essential however, is the use of fresh, well placed and meaningful warning signs that indicate to the public/criminal that security measures have been taken and it’s not worth their while to steal. We want the criminal to see these warning signs and the best place is along the public facing perimeters e.g. roadway
For valuable items I recommend that there is a full inventory with good photo images and full descriptions, in case of theft
Other/lone working-suspicious behaviour/vigilance
          Where yourself and other village hall members work within the hall (or potentially respond to security alarm activations), I would encourage that they are provided with a cost effective personal attack alarm. In such scenarios the device can help distract an assailant as well as attract attention for help. Challenging suspicious behaviour is a feature of protection for the hall but do not put yourselves at risk of attack. In the event of emergency (e.g. crime in progress) tel 999 and any suspicious activity or behaviour tel 101.
         Your best form of protection will be to maximise the benefit from the recommendations above but also include the active surveillance benefits from vigilance by the committee, users of the facility, local residents, visitors, local interest groups (e.g. schools) and passers-by. In this way suspicious behaviour/activity can be challenged and/or quickly reported to the police.
         I left you with a few leaflets covering aspects of crime prevention covered during my visit and are reflected in this report.
The measures I’ve commented upon above will collectively reduce criminal opportunity and time they might have inside your village hall to steal during opening hours or after opening hours having forced their way in. Crucially, these are layers of protection which will be enhanced where an appropriate security alarm system is fitted. I hope the above gives you the chance to consider security measures more fully. Remember the total elimination of crime cannot be guaranteed but these few recommendations, if implemented, should reduce the opportunity for crime to be committed. As such they also need to be considered alongside any Fire Prevention advice, Fire Safety Certificate conditions, Health and Safety Regulations and Safe Working Practices as they will take precedence over Crime Prevention advice.

Appendix B

Village Hall Security

Richard Wolsey, the Architectural Liaison Office with Norfolk Police inspected the Village Hall at our request on 18th January. I forwarded his report to Trustees and I have summarised his report for ease of discussion

His general impression was that the hall was merely a wooden 'shed' with standard glazing which could be breached by any intruder with sufficient intent whatever defences were put in place. The aim should be to provide as little incentive and as many obstacles to entry as possible, thereby altering the risk/gain equation in our favour.

Summary of Recommendations

On-Site Valuables – reduce to an absolute minimum

Fencing – the rear of the building cannot be observed and would afford intruders complete privacy. Erect 2m weldmesh at both ends at rear of building with lockable gate for access.

Planting – prickly shrubs below all windows.

Lights – in the absence of street lighting security lights installed to front and west gable.

Locks - 5 lever standard with additional bolts top and bottom to all rooms/cupboards in which anything of value is routinely stored and all padlocks to be close shackle type.

Windows – remove keys and use mirror film, particularly in kitchen.

Key Safes – upgrade porch and kitchen safes. Reposition kitchen safe away from easy view.

Security Alarms – priority Parish Office door and window. Then Service Cupboard and rear windows.

Security Markings – all valuables with 'DNA' type markers.

Visibility – make all security upgrades public through clear, accessible signage.

Oil Tank – should be modern bunded design with alarm. (He noted that fuel theft is often effected breach of the tank wall with fuel removal by bucket resulting in significant waste. In our case pollution of the ditch was a risk as was the intervention of the Environment Agency.)

Alarms – to external doors plus Parish Office, Social Club and Service Cupboards.

CCTV – only consider when physical upgrades complete.

Not mentioned in report was the observation made during inspection that leaving a light on in the hall when not in use, coupled with open blinds would be a deterrent. To quote, 'when did you see a supermarket closed and unlit?'