Brigg PCC Church Hall Lettings Policy

St John the Evangelist Church Brigg

Lettings Policy

for St John’s Church Hall

Bigby Street

Brigg

DN20 8ED

April 2017

Introduction

The following document sets out the Lettings Policy in relation to the letting of St John’s Church Hall on Bigby Street, Brigg, DN20 8ED.

A Premises Hiring Agreement must be completed and signed in respect of every booking of the premises.   The person signing the Premises Hiring Agreement shall be known as ‘the Hirer’ and shall accept full responsibility for the due observance in all respects of the Terms and Conditions as set out in this Policy document.   The Hirer must be a responsible adult over the age of 21.

 Primary Intent

The PCC (Parochial Church Council) has the responsibility for maintaining the Church Hall for the use and enjoyment of the Church and the people of Brigg.

 Letting restriction

The PCC reserves the right to refuse a let to any group whose values and aims are not deemed to be in accordance with Christian values.

All are welcome to request a booking and we want to use the hall as much as possible for education, recreation and social activities that help our town become a more confident and safer place, and to build relationships that strengthen our community life.

Out of respect for our neighbours surrounding the Church Hall we expect all users to conduct themselves in a reasonable and courteous manner whilst on the premises and when leaving the premises.   Lettings will not normally be taken for events likely to create noise or other nuisance to neighbours.

All events are to finish by 11pm, with the premises empty by 11.30pm. The premises will not be available to the Hirer before the beginning of the booking time.

Charges

Charges will be set at a reasonable rate below full commercial value, consistent with covering costs and providing a modest contribution to maintenance costs. A notice of charges levied will be reviewed on an annual basis.

If the Hirer wishes to cancel a booking, the PCC may, at its absolute discretion, refund any fees paid, but shall be under no obligation to do so.   The PCC reserves the right to cancel the booking if exceptional unforeseen circumstances arise and without a reason being stated.   In the event of the PCC cancelling the booking, all fees/deposits paid by the Hirer shall be refunded.

A refundable security deposit must be paid, the amount of which is set out in the Premises Hiring Agreement.

Access and Security

St John’s does not employ a caretaker, therefore the Hirer is responsible for all setting up and putting away of any equipment used.

Any letting of the premises will require a responsible person to be present at the beginning and end of the letting period on each occasion that a letting is to take place to check that the facilities are in order. The premises must not be left unattended during the period of the booking.

If a key is provided, then this must be safeguarded at all times and returned to the Parish Office in the Vicarage at the end of the letting period or as soon as is reasonably possible. The keys shall not be copied nor given or lent to any third party. If keys are provided, it is the Hirer’s responsibility to ensure that all fire doors and windows are closed, all doors locked and all lights switched off (including in the toilets and the outside light on the Bigby Street entrance) at the end of the letting period.

The right is reserved for a representative of the PCC or their appointed officer to enter any part of the building at any time. 

Health and Safety

Whilst St John’s will take steps to ensure the premises are safe to use, it is the responsibility of the Hirer to ensure the safe conduct of their activity during the period of hire, including the presence of a suitably qualified First Aider if necessary. First Aid boxes are located in the kitchen and fire extinguishers are at both entrances to the hall and the kitchen.   A fire blanket is also in the kitchen.

Any accident involving personal injury must be reported to the Incumbent or PCC Representative to be recorded in the Accident Book located in the kitchen.

All entrances and exits must be kept clear at all times and the number of people attending must be declared at the time of booking to ensure that this does not exceed the maximum number allowed (100 seated).

The Hirer will be responsible for ensuring that Security, Fire and Health and Safety requirements are met. The Hirer should complete a Risk Assessment Form prior to the booking.

There are no public telephones on the premises, therefore the Hirer must ensure that he/she has access to a mobile phone in case of emergencies.

Any portable electrical appliance or device brought in from elsewhere and used on the premises must have an up-to-date safety certificate which must be made available for inspection upon request.

The Hirer is not permitted to bring in supplementary heating appliances.

 General

A strict No Smoking Policy applies to any part of the parish hall (including the toilets). The premises are fitted with smoke alarms, which will be activated by cigarette smoke.

Alcohol cannot be sold in the building without a Temporary Event Notice from the North Lincolnshire Council. If you are showing films a Public Broadcasting Licence is required and if recording music a Recording Licence is required. These licences must be shown when the hirer signs the Letting Agreement. Also a risk assessment form is to be completed by the Hirer prior to the booking.

Any advertising material must be submitted to the Parish Office in the Vicarage (10 Glanford Road, Brigg) for approval by the Incumbent. All such material must clearly display the name of the person or organisation responsible for the event.

Dogs or other animals will not be permitted in the Church Hall kitchen.

No adhesive or fixing material may be used which may damage the fabric of the premises.

Chewing gum is not allowed on the premises.

All rubbish must be taken from the premises by the Hirer to minimise ants/pests in the hall.   No food or drink to be deposited on the ground outside the premises.

 Car Park

The Parish Hall has no car park, but there are council car parks nearby.

 Responsibilities

The PCC will be responsible for providing facilities as agreed in good working order throughout the letting period.

The Hirer will be responsible for ensuring that all users are aware of the procedures for safe and correct use of equipment and facilities, and shall report any deficiencies on the occasion of each use.

The Hirer shall ensure that there is a responsible adult or adults present and able to supervise at all times during the letting. During the period of hire, the Hirer is responsible for the orderly behaviour of guests/members on the premises.

The Hirer must leave the premises in a clean and tidy condition. Losses, breakages and damage must be reported and paid for in full. Hirers may re-arrange tables and chairs in the premises, but must restore them to their original places immediately at the end of the letting.

Chairs and tables must not be dragged across the floor.   Chairs should be stacked no more than 4 high, and the small tables only 4 high.   Any large folding Gopak tables used should be folded and returned to the store room.

The Hirer agrees to indemnify the PCC against all claims, demands, actions, proceedings, damages, costs and expenses arising out of non-observance of the Terms of this Policy document.

 Kitchen Use/Refreshments

Use of the Kitchen in the premises must be separately approved. Kitchens may be used for the preparation of tea/coffee and refreshments by approved personnel and with the prior agreement of the PCC. It will be the responsibility of the Hirer to provide the refreshment materials unless agreed otherwise in the Premises Hiring Agreement. It is the responsibility of the Hirer to ensure that any persons using the kitchens are aware of the requirements of the relevant Food Hygiene Regulations and Food Safety Act Codes of Practice. Particular attention should be paid to the cleanliness of the kitchen, kitchen utensils and crockery at the end of the letting. Any breakages must be reported immediately in writing and will be subject to an additional charge. All cutlery and crockery to be washed, dried and put away. Towels and tea-towels used can be put in the polythene boxes provided. All electrical equipment turned off (except the fridge).

 Insurance

It is the responsibility of the Hirer to effect whatever insurance he/she requires to cover his/her liabilities. Insurance effective by the PCC does not extend to the Hirer’s liabilities. The PCC accepts no liability for damage and/or loss of personal property as a consequence of using the premises.

 Legal Requirement

The Hirer must comply with any legal requirement concerning music, singing and dancing licences, theatre licences and copyright. The Hirer shall be fully responsible for obtaining any such licences or any other permission required, always providing that no such application shall be made without the approval of the PCC.

Hirers must also have in mind the provisions of the Children’s Act at any event involving children. Events for persons under 18 years of age must at all times be properly supervised by an adequate number of responsible adults, in accordance with the Children’s Act.

The Hirer shall not use the premises for any other purpose than that specified in the Premises Hiring Agreement, and is specifically forbidden to use, or allow the use of the premises or its surrounding grounds for any illegal or immoral purposes.

 Compliance

Failure of the Hirer to comply with any or all of the terms of this Policy document where applicable, whether intentionally or not, may be deemed by the PCC to be just cause for immediate cancellation of any letting or series of lettings and may result in forfeiture of the entire security deposit.

 Administration

Bookings of the premises will be administered by the Incumbent. This includes the acceptance and declining of bookings in consultation with the PCC if necessary. The Incumbent will act as final arbiter if required.

Departure check list:

Kitchen area    All items stowed away

All electrical items switched off (except the fridge)

Dishcloths and tea towels put in polythene boxes provided

Sink emptied and wiped clean

Washing up bowl emptied and wiped clean

Bins emptied and rubbish taken away or wrapped and put into grey bin outside on Bigby Str.

All excess rubbish removed from the building.

Furniture         All furniture back in the position it was found in

                          Chairs and small tables stacked no more than 4 high and replaced as found.

Heating:          No adjustment required

Decorations    All balloons and banners etc. removed

Lights:              All switched off including toilet lights and outside light on Bigby Street

Doors:             All locked securely and key returned to the Vicarage, 10 Glanford Road, as soon as is feasible

Fire exits are located at both ends of the Church Hall, and in the kitchen

Hall Emergency Exits

This policy was adopted by the PCC at its meeting on 13th February 2018

Signed   O. Mitchell, Chair of Brigg PCC

Date for review: February 2019