Parkfields Middle School POLICY 18 “to flourish, learn & grow”

LETTINGS’ POLICY 1.

Introduction From April, 1991, Parkfields School has been responsible for all costs involved in letting the School's premises or equipment to other organisations or individuals. The School is allowed to keep any revenue thus earned. There is, therefore, a requirement for a Lettings’ Policy to ensure that only appropriate organisations are allowed to hire premises or equipment, and that a reasonable return is achieved to make the activity worthwhile to the School.

2.

Prime Objective It is clearly stated by the Governing Body that Parkfields School is an educational establishment first and foremost, and that no activities will be allowed or encouraged which would dilute or detract from this educational commitment. The quality of education is seen as of paramount importance and the duty of the Governing Body is to encourage the existing high standards to be preserved. The Governing Body does not intend to exploit to the full the marketing opportunities the premises and equipment offer.

3.

Principles of the Lettings’ Policy 3.1

Any letting or hire should cover the direct costs incurred (Site Agent's overtime, heating, lighting, water, cleaning, etc.), as well as an allowance for wear and tear. In addition, an element should be added taking into account the market price for similar lets in other comparable establishments.

3.2

Each letting must be covered by a contract, a clause of which must indemnify the School for any damage howsoever caused. It must be signed by the Chair of the Finance Committee, the Bursar and the hirer.

3.3

A deposit of 10% is required at confirmation of booking - this is returnable if the letting is cancelled more than four weeks prior to the event. Full payment is required four weeks prior to the event. A refundable 1

Policy 31 – Lettings Approved by: Finance and SIG – Jan 2011

deposit of £100.00 (or such greater sum as the Chair of the Finance Committee may decide is appropriate) may be charged, returnable, subject to the conditions of hire being met. 3.4

For lettings requested with less than one month's notice approval must be sought directly through the Chair of the Finance Committee who will make arrangements for covering the letting. The Chair of the Finance Committee will contact the Site Agent, the Assistant Site Agent or outside help as necessary.

3.5

The Site Agent will usually be required to supervise lettings and should be consulted four weeks before each let commences.

3.6

Where a licence for Performing, alcohol, etc is required the hirer must make an application to the appropriate Licensing Authority, giving at least ‘TWENTY-ONE DAYS’ notice. Confirmation and a copy of the licence approval must be sent to the school at least 2 working days before the hire period. Hirers are also reminded that the appropriate legal requirements on noise levels must be observed.

3.7

The school has a strict NO SMOKING POLICY. There must be no smoking on the premises at all.

3.8

It is the responsibility of the hirer to adhere to all Health and Safety and Fire Regulations and, particularly, the number of people who are allowed to attend various functions. The hirer should familiarise themselves with the escape routes and the positions of the fire alarms and fire extinguishers. They should ask the school duty Site Agent to show them these. If there is a fire the hirer should call the fire service immediately. See appendix A.

3.9

Hirers must familiarise themselves with the potential hazards of the school and carry out their own risk assessment

3.10

There is no access to either a telephone or first aid facilities whilst on site.

3.11

No additions, adaptions or alterations of the electrical installation shall be carried out nor shall any material be affixed to the school walls without permission from the Site Agent. Hirers are responsible for ensuring that any electrical equipment which they bring onto the site complies with current Health and Safety Regulations, and all temporary electrical installations must comply with BS7671. The school has no liability for any electrical equipment brought on to the school site.

3.12

The organisation would be responsible for restoring the premises to their previous condition. 2

Policy 31 – Lettings Approved by: Finance and SIG – Jan 2011

3.13

The number of major events would be limited to an average of one per fortnight.

3.14

With the exception of Guide dogs and Hearing dogs, animals are not allowed on the school site without the prior agreement of the Governors or school managers.

3.15

Criminal Records Bureau (CRB) As the school promotes activities to the children from time to time, it needs to satisfy itself that any adults working with children, albeit through a private provider, have received the appropriate clearances to work with children. It is the Hirer’s responsibility to ensure that Child Protection policies and procedures are in place eg. CRB Clearance/List 99 and be available for inspection if requested.

3.16

The responsibility for implementing this Policy is vested with the Finance Committee. It is not required actively to market the School's facilities. In case of uncertainty as to whether events are covered by this Policy, the Chair of the Finance Committee is delegated to make the final decision.

3.17

A diary of lettings should be maintained by the Site Agent and this diary should be available for inspection by the Governing Body at each main meeting.

3.18

All events organised by Parkfields Staff, FOP and Governors will be exempt from 3.1, 3.2 and 3.3 of the Lettings’ Policy.

3.19

Insurance The County Council’s public liability insurance policy will cover any claim for personal injury to a third party or damage to third party property that arises because of its negligence. It is a requirement that all hirers of County Council premises have public liability insurance cover of their own to cover claims arising through the hirer’s negligence and they have suggested that an appropriate minimum limit of indemnity would be £5m. The School must be provided with a copy of the hirer’s public liability insurance schedule for the files. If the hirer does not have suitable cover, it is possible for the school to offer third party hirers’ insurance at an additional cost. The school can provide further details.

3.20

It is the responsibility of the hirer to reimburse the school for any loss or damage of equipment, or damage to the fabric of the building that occurs during the letting period.

3.21

Cars are left in the car park at the owners’ risk. No responsibility can be accepted by the school for loss or damage to vehicles. 3

Policy 31 – Lettings Approved by: Finance and SIG – Jan 2011

4.

3.22

Charges will be reviewed by the Finance Committee from time to time. The Chair of the Finance Committee shall be entitled to agree a concessionary rate for any particular hiring provided that the direct costs in para. 3.1 and insurance costs are met. On special occasions where funds are being raised for the School the Chair of the Finance Committee may waive all charges.

3.23

Only those areas specified in the lettings agreement will be used during the period of hire.

3.24

The Governors and the Local Education Authority will not accept responsibility for any loss or expense, however incurred by the hirer, in the event of the cancellation, by the local Education Authority, of the hire.

Premises Available for Letting (a) (b) (c) (d) (e) (f) (g) (h)

Main School Hall and Foyer Changing Rooms Individual Classrooms Tarmac Area for Car Parking Ancillary facilities Science Studio/Labs ICT Suites Any part of the school not included in 5

If use of the lift is required this must be established at the time of booking to ensure that relevant instruction can be given to the hirer. 5.

Premises Not Available for Letting - except where para. 6(g) applies but only after consultation with the Head of P.E. (a) (b) (c) (d)

6.

School Playing Fields Tennis Courts Wooden outdoor activity trail Large PE equipment in the hall

Events Considered (a) (b) (c) (d) (e)

Plays, Concerts Jumble Sales/Antique Fairs Conferences/Meetings Adult Education/Evening Classes Extra-curricular activities after school, organised and run by teaching staff. If a charge is levied to third parties, then 10% of that charge should be donated to the School Fund in lieu of hire charges 4

Policy 31 – Lettings Approved by: Finance and SIG – Jan 2011

(f) (g)

8.

Organisations Considered Inappropriate (a) (b) (c) (d) (e)

9.

All Parkfields FOP events Any other event where the Chair of the Finance Committee is satisfied that the hirer can be trusted to look after and take responsibility for the premises and the facilities to be used

Organisations promoting racial, sexual or religious prejudice or inequality. Tobacco Companies Organisations which use or advocate the use of unlawful acts to achieve their objectives. Political (except where required by Law) Any other organisation which the Governing Body considers inappropriate

Review The above policy guidelines should be reviewed annually by the full governing body and changes made, if appropriate, bearing in mind experience and the financial needs of the School at any particular time.

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PARKFIELDS MIDDLE SCHOOL CHARGES FOR LETTINGS - EFFECTIVE NOV 2010 (Hourly rates) A minimum charge of £25 will be applied to all lettings

Summer (May-September) Mon-Sat

Sun/BankHol.

£

£

Hall

15.00

25.00

Classrooms (1-3) or Playground Area

12.50

17.50

Kitchen (Apply separately) Science Studio/ICT Suite to be agreed on a case by case basis depending on use. All the above charges include lighting, water, car parking and basic caretaking (opening, cleaning, setting out chairs, closing). Half an hour is to be allowed for arriving and basic clearing after the event. If furniture is required, time to set up and clear away is additional to the half an hour allowed above. Supplements 1. 2. 3. 4. 5.

Hire of Foyer Hire of Changing rooms After midnight Oct. to April Service Charge

6.

Usage requiring subsequent polishing of the Hall floor

an additional charge of £5/hour an additional charge of £5/hour a charge of £10/hour an extra £5/hour for heating £15/hour, or part thereof if tables or heavy furniture and equipment are to be moved by the Site Agent an additional charge of £15

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Maximum number of people for each room of letting: Hall & Foyer

(depends on letting) Seated 250 Dance 150

Classrooms

(less cast and helpers)

30

A deposit of 10% is required at confirmation of booking - this is returnable if the letting is cancelled more than four weeks prior to the event. Full payment is required 4 weeks prior to the event. A refundable deposit of £100 (or such greater sum as the Chair of the Finance Committee may decide is appropriate) may be charged, returnable subject to the conditions of hire being met. All lettings are subject to the conditions of hire set out on the reverse of the application form.

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Appendix A

FIRE ALARM PROCEDURE

To ensure the health and safety of all users of the school the following procedures must be adhered to:

1. Any fire alarm activation must be treated as a potentially life threatening situation, unless informed otherwise prior to the activation. Please do not assume that the activation was caused by builders, pupils misbehaving etc.

2. Organisers of all groups must have a planned escape route in case of emergency and must ensure that all users of the group are aware of the route.

3. Organisers of all groups must have a register of everyone attending each session. During an alarm activation the organiser must take the register and all members of the group must leave the building via the planned escape route and assemble in the designated area. The organiser can then check the register to ensure all members are accounted.

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