lettings policy - may 2013

7/28/2019 Lettings Policy - May 2013

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Contact: Robert Jones Updated : June 2013LETTINGS POLICY

Issue No: 3 Author: R Colwill

Doc Ref: - LETTINGS POLICY - Mandatory

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HAYDON SCHOOL

Wiltshire LanePinner

HA5 2LXTel: 020 8429 0005Fax: 020 8868 8213

LETTINGS POLICY

2013


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Lettings

1. IntroductionLetting of the buildings and facilities is a way of increasing revenue for theschool and forming partnerships within the local community.

2. Acceptance of ConditionsThe hiring of accommodation is permitted only on the conditions outlined inthis policy. Acceptance of a hire permit is deemed to be acceptable of theseconditions.

3. Compliance with ConditionsThe Hires (the person or body to whom the permit is granted) shall beresponsible for the compliance with the conditions as set out in this policy.

4. Availability of Premises

Accommodation is available for hire between 18.00 22.00 hours Monday toThursday, 18.30 00.00 midnight on Fridays, 09.00 00.00 midnight onSaturdays and 09.00 18.00 on Sundays. Please note these times are

discretionary and subject to change.

5. ChargesHire charges will be made in multiples of half hour. The charge includes thecost of the insurance, heating and lighting, supervision by the Schoolkeeperand the normal cleaning of the accommodation (see appendix 1 for list ofcurrent charges).

5.1 Review of Charges

The scale of charges will be subject to periodic review by theGovernors.

5.2 Payment of ChargesFees will be invoiced directly to the hirer and should be paid withing

the agreed timeframes.5.3 Additional ChargesThe Governors reserve the right to invoice the Hirer for any charges

(a) Arising from excessive cleaning time incurred as a result ofthe Hirer failing to leave the accommodation in a reasonablecondition.

(b) For the repair of the premises or equipment damaged bythe Hirer.(c) Resulting from the Hirer failing to vacate the premises bythe time stipulated in the booking permit.

6. ApplicationsAn application form must be completed for the hire of accommodation. (seeappendix 2 for internal and appendix 3 for external application forms).

6.1 Receipt of ApplicationsApplications for the hire of the premises should be made at least threeweeks in advance. Reservations will not be accepted for dates more


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than twelve months in advance, except for special events requiringextensive preparations.

6.2 Refusal of ApplicationThe Governors may refuse an application to hire the premises

(a) If the premises are required by the school.(b) If there has been any damage to the property or a breach

of these conditions during a previous use of the premisesby the Hirer.

(c) If for any reason the Governors deem it necessary orexpedient to withhold the permit. No compensation shall bepayable by the Governors by reason of such a decision bythe Governors.

7. DepositsThe Hirer shall pay at the time of booking a 50 refundable deposit to be heldby the Governors against.

(a) Costs unavoidable incurred as a result of insufficient noticeof cancellation at the booking.

(b) Any damage caused by the Hirer.(c) Additional cleaning required as a result of the premises not

being left in a reasonable tidy condition. In the event ofdamage, or of additional cleaning being necessary, theproportion of the sum to be retained will be for theGovernors to decide and their decision will be final.

8. Cancellations

Whenever it becomes necessary to cancel a letting, The Governors will aim togive at least two weeks notice to Hirer.

8.1 Cancellation by HirerThe Hirer must give at least two weeks notice of cancellation to the LettingsOfficer, acting for the Governors. If any shorter notice is given, the Governorsreserve the right to pass on to the Hirer any costs unavoidably incurred. Sucha charge may be made by withholding part or all of any deposit paid at thetime of booking (see para 7).

9. Workshops, Science and Staff RoomsStaff rooms are not available for hire. Practical accommodation such as

laboratories, Domestic Science rooms and workshops will be available forhire only to qualified teaching staff and the Adult Education Service.

10. GymnasiumOutdoor footwear must not be worn in the gymnasium. No school gamesequipment or gymnasium equipment may be used without permission andonly then used if an adult with the recognised qualifications is in charge at alltimes.

11. School ApparatusApparatus such as stage fittings, pianos etc may not be used withoutpermission.


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No musical works in the repertoire of the Performing Right Societymay be performed in public on the premises unless the Hirer hasobtained permission from the Society. (The Society can be contactedat 29/33 Berners Street, London, WIP 4AA. Telephone 0171 5805544).

16. CopyrightNo copyright material must be delivered or performed unless the consent ofthe owner of the copyright has been obtained by the Hirer.

17. Hirers PropertyFurniture and apparatus required may be brought onto the premises at theHirers own risk. Hirers shall not bring onto the premises without the priorconsent of the Governors, any article of an inflammable or explosive nature,nor any article producing an offence smell, nor any other substance or articleof a dangerous nature.

18. AttendanceThe hirer shall ensure that the number of persons using the premises doesnot exceed that for which the application was made.

19. BehaviourThe Hirer shall be responsible for ensuring the preservation of good order forthe full duration of the letting and until the premises is vacated.

20. Own RiskIt is the Hirers responsibility to ensure that all those attending are madeaware of the fact that they do so in respects at their own risk.

21. Accident or InjuryThe Governors accept no responsibility for any accident or injury or loss ofproperty that may occur to, or be sustained by, persons using the premisesduring the period of the letting. Hirers are therefore advised to provide theirown cover against such an eventuality.

In the event of any such accident, injury or loss, the Hirer must notify theHead Teacher on the following working day.

22. AlcoholPermission must be sought from the Governors where alcoholic drinks areplanned to be available. Permission will be granted only in exceptional

circumstances. Applications must be made in writing by the Hirer at the timeof applying for the use of the premises. If permission is granted for alcoholicdrinks to be sold it will be the responsibility of the Hirer to obtain anoccasional licence from the Local Magistrates Court.

2.3 GamblingThe premises may not be used for games of chance, other than bingo, unlessspecific permission has been granted by the Governors.

23. SmokingHaydon School is a non smoking site. Smoking is not allowed anywhere inHaydon School.


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24. SchoolkeeperThe schoolkeper is instructed by the Governors to ensure that theseconditions are fully complied with. All reasonable instructions given by theschoolkeeper on duty must therefore be followed.

25. Right of AccessThe Governing Body and its agents reserve the right of access to the

premises during the letting.

Date Issue Status Comments

08/08 1 Draft With Governors for approval

08/08 2 Final Approved

May 2013 3 Update To F & P Committee 27.06.13 for approval Approved ToFGB 11.07.13 - Accepted


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Appendix 1

Proposed Haydon School Letting Charges

VENUE CHARGESMonday Thursday

per hour

CHARGESFriday Saturday

Per hour

St. Marys Hall 50 + 50 +

Sports Hall 50 50

St. Nicks Gym 35 35

Tennis Courts + nets 15 first court +5 court

extra

20 first court + 5 court

extraPitch 45 55

Classroom 30 30

Drama Studio/Library 35 35

Sixth Form Room 45 + 55 +

Additions

Changing rooms/showers/toilets 20 per sessionFloodlighting 15 per session

Piano Upright 30 per sessionPiano Grand 50 per session


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Appendix 2

HAYDON SCHOOL

FORM FOR BOOKING ROOMS FOR FACILITIES

FOR USE BY STAFF ONLY

Name of person organising booking

Date of Hire:

Reason for Hire:

Time facilities required for:Please allow for clearing uptime

From: To:

Accommodation required:Please tick as required

Whole school Hall ClassroomHow many .Dining Hall St Marys Gym Changing rooms

ShowersPlayground St Nicks Gym Playing fieldTennis courtOther:

Additional equipmentrequired:

Heating: Yes No

Furniture:

Other information:


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Appendix 3

HAYDON SCHOOL

LETTINGS APPLICATION FORM

Number attending:

Name of Organisation:

Purpose of the Booking:

Admission Charge (if any):

Dates required:

Times Required:

Accommodation required:

Furniture/Room requirements:

Heating required?


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Please Return to:Richard Colwill, Operations Manager, Haydon School, Wiltshire Lane, Eastcote, Pinner, Middlesex, HA5 2LX

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HAYDON SCHOOL

LETTINGS APPLICATION FORM

To the Governors of Haydon School:

Applicant: ________________________ Guarantor: ______________________

Name: ________________________ Name: ______________________

Address: ________________________ Address: ______________________

________________________ ______________________

________________________ ______________________

________________________ ______________________

Tel (Home): ________________________ Tel (Home): ______________________

Tel (Work): ________________________ Tel (Work): ______________________

Tel (Mob): ________________________ Tel (Mob): ______________________

Relationship: _______________________

We, being over the age of 18, thereby apply for permission for the applicant(s) to use the accommodation andequipment set out overleaf, it being understood that if such permission is granted it will be subject to the ConditionsOf Hire made by the Governors in relation to the use of the school premises, a copy of which we have received,and that the permission will only be effective so long as the Conditions are duly observed and performed.

We agree to the cost of hiring the accommodation in accordance with the Governors current scale of charges.

I/We, the Applicants jointly and severally hereby undertake and agree with the said Governors to perform andobserve all the said conditions. Including applying for an entertainments licence when necessary, should suchpermission be granted.

Do you wish to serve alcohol?

Agreed Fee:


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We, the Applicant And the Guarantor, hereby jointly and severally agree to indemnify and keep indemnified theCouncil of the London Borough of Hillingdon and the Governors of the school from and against all loss, damage,costs, claims, demands, expenses or charges which the Council or the Governors may sustain or incur, includingbreach or infringement of copyright, insofar as the same are not covered by the policy of insurance effected by theCouncil and referred to in the Conditions of Hire, or the obligation to give notice of any accident, damage orproceedings as aforesaid is not fulfilled by us and to pay to the Governors on demand all such sums as may bepayable by reason of this indemnity.

Signed (Applicant):_____________________ Signed (Guarantor):_____________________

Date: _____________________ Date: _____________________

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lettings policy - may 2013

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