Hire And Tax Law In Crawley - The County Council

Transcription

1 Application for the regular hire of community centres Community Services Community Services Admin Town Hall, The Boulevard Crawley RH10 1UZ Tel: (01293) , , , PLEASE READ ATTACHED CONDITIONS OF HIRE BEFORE COMPLETING THIS FORM. Return form to: Crawley Borough Council, Community Services Admin, Town Hall, The Boulevard, Crawley RH10 1UZ Community centre required:... Room required: Main hall Small hall Meeting room. (Bewbush): Sports hall Hall 2a Hall 2b (kitchen/stage) Meeting room Voluntary sector Interview a Interview b (Langley Green): Hall 1 (kitchen) Hall 2 (stage) Meeting room (Maidenbower Pavilion) Main hall Small hall Meeting room TIME OF FROM: TO: DAY OF WEEK: HIRE: AM/PM AM/PM NUMBER OF PEOPLE EXPECTED TO ATTEND? (PLEASE CHECK CENTRE CAPACITY) Name of Organisation (if applicable):... Purpose of Hire:... Person Arranging the Hire who will be responsible for the building/guests and arranging payment: (applicants must be 21 years of age or over and proof may be required photo driving licence/passport) Name... Address: Tel No: Home... Mob A Temporary Event Notice (TEN) must be applied for if using the premises in the following instances - Performance of a play - Boxing or wrestling entertainment - Selling alcohol - Exhibition of a film - Indoor sporting event - A club supplying alcohol Yes No Do you wish to sell alcohol? If yes, Temporary Event Notice needed from Licensing Are you a Club supplying alcohol? If yes, Temporary Event Notice needed from Licensing Will there be food at the event? Please ask about Food Safety. Are you selling tickets in advance? If yes, SIA Door supervision required see conditions. Are you holding a raffle outside of your immediate group? If yes see conditions Will any electrical equipment be used? If yes, sight of valid PAT certificate(s) required 2 weeks prior to event date.

2 Please note dates required are financial year April to March. 1. Payment i) Payment for all facilities is in accordance with the published schedule of charges and must be made in advance of the hire date(s) as detailed in the confirmation/invoice which will be sent to you. ii) If your payment is not received by the date(s) as outlined, your hire agreement will automatically be cancelled without further reference and access to the site prohibited. iii) Please make cheques payable to Crawley Borough Council. iv) Please note that there is a 1.5 per cent charge on credit cards (debit cards remain unaffected). 2. Any additional costs incurred by the council for damage to the building/fixtures and fittings/cleaning etc will be invoiced separately. 3. Cancellations/changes to hire i) Made by the hirer: Must be made to this office in accordance with the regulations and conditions of hire and must be confirmed in writing by letter or . ii) Made by the council: If in any doubt regarding the availability of facilities owing to bad weather, power failure, fuel shortage or any other unforeseen circumstances, please telephone , or For adverse weather conditions please call the Duty Officer or view the council s website at for updates. THE CONDITIONS FOR COMMUNITY CENTRES ARE ATTACHED FOR YOUR INFORMATION AND RETENTION. PLEASE READ TO ENSURE YOU FULLY UNDERSTAND BEFORE SIGNING BELOW. By completing and signing this Hire Application and Conditions of Hire you are agreeing that the information given may be disclosed to other departments with Crawley Borough Council. You acknowledge the organisation/club s details to be passed onto relevant third parties. It will not be used for any other purpose unless required by law. If you do not wish this to happen, please tick this box. Declaration I hereby apply for the use of the council s facilities at the venue and on the date(s) mentioned above. I acknowledge that the use of facilities is subject to the council s conditions and regulations of hire for community centres, a copy of which I have read and understood. I agree to accept and comply with the terms of the conditions and that the application and the declaration is a contract between the council and me. Signed: Date:

3 1. Bookings Conditions of hire for community centres Series of engagements (regulars) The council is unable to take bookings from persons under the age of 21. The hirer must be present at the centre for the duration of the hire period. The council reserves the right to ask for identification and proof of address and if this is requested the hirer will need to provide either a current passport or photo driving licence. The use of false identification may result in legal action. Should the hirer not be present at the centre for the hire period they must provide details of a responsible person who will be on site. The hire period stated on the application form includes the setting up, preparation, cleaning and exiting the venue and grounds. Early entry and late exiting of the premises is not permitted and will be charged for. Should the activity vary from that stated on the hire form or subsidy application, then the council reserves the right to allocate an additional charge. Should the hirer continue to use the centre for any purpose other than that stated, the council reserves the right to cancel hires. Additionally, the hirer should use only the venue specified on the hire application. Use of other rooms not detailed on the hire application is not permitted and will result in a charge. Each community centre has a maximum amount of people allowed to attend at any one time. It is the hirer s responsibility to ensure that these numbers are not exceeded and that the centre they are booking is adequate for the function they are holding. The maximum numbers for each centre are set as part of fire regulations. Hirers will be invoiced for all bookings made. The regular hirer is required to make payment by the first day of each month for all bookings to take place within that month or arrangement series. Hirers who fall in arrears with monthly payments will be contacted, informing them of any outstanding balances. If balances remain outstanding, the council reserves the right to cancel future hires until payment is received. Regular hirers are required to complete hire forms, detailing their activity on an annual basis. Failure to return the form by the stipulated date may result in the council cancelling the hirer s booking. Furthermore, hirer s must notify the council should they wish to terminate their use of the centre(s). (See section 15) A minimum of 48 hours notice is required for bookings or amendments to be made. 2. Subsidies and charges The council operates a subsidy level charge band system for the use of community centres by regular hirers. The level applicable to each hirer is determined by application based on the activity. A subsidy form will need to be completed for each activity.

4 All regular hirers are requested to fill out a subsidy form at regular intervals. The purpose of the form is to confirm that the hirer is being charged at the correct level within the subsidy levels. To qualify for a subsidised rate, the hirer should: Be able to demonstrate that the activity is providing a direct benefit to local health, social care or education issues Be able to demonstrate evidence that the activity specifically targets and attracts groups within the community who may not be able to afford commercial hire rates Be able to demonstrate evidence of actively implementing equal opportunities Be able to demonstrate that activities are open and accessible and actively encourage and welcome new members. The council has the flexibility to increase the charges at any point without prior notification. Current charges should be obtained from the council. The council reserves the right to alter and vary any fees or charges in respect of the hire of the premises and to impose any special conditions in respect of particular hiring. 3. Access to the centres/keys Regular hirers will be issued with keys. These keys can be retained by the hirer for the duration of their hire period providing that all hire fees are paid by the required time. The keys will only be issued on receipt of a 10 cash deposit and signature from the hirer. An additional set of keys will be made available on request but a charge of 10 cash for each spare set will be made for this service. Keys must be returned after the series of engagements is complete. If the hirer cannot collect the deposit for any reason, they must submit in writing details of the person nominated to collect the deposit, who again will be asked for ID. Loss of keys may result in the hirer being charged the full cost of lock and/or shutter key replacement. 4. Entering the building The hirer is not permitted to enter the centre until the stated hire time. On entering the building the hirer is responsible for carrying out a quick inspection of the building, any problems or damage should be reported to the Community Centre Officer on It is important to report any damage or poor condition of the centre, failure to do so could result in the hirer being charged for damage not caused by their use of the centre. The Community Centre Officer s phone number is also displayed on the information boards, located in the entrance halls of the centres. There may be a delay in picking up and answering text messages. Council staff and Contractors are permitted to enter any part of the premises at any time to carry out checks or repairs. Where possible, advance notice will be given. However, this may not be possible in emergency circumstances or due to the nature of the situation. 5. Alcohol and temporary event notices If you as the hirer are supplying alcohol at the event, planning on selling alcohol or hiring a bar that will be selling alcohol, you must produce a copy of the relevant licence (Temporary Event Notice). This will take up to 10 working days. You will not be issued with keys without evidence of a licence. A licence is required by law. Failure to provide a licence or not abiding by the conditions of the licence may result in prosecution of the hirer. More information is available at 6. Decorations/notices These must only be fixed to the designated boards provided on the walls at the centres. Selotape must not be used in any circumstances. 7. Electrical equipment All equipment including discos must have undergone Portable Electrical Appliance Testing (PAT). The council will require sight of an up-to-date PAT test certificate. It is the hirer s responsibility to ensure all equipment has a valid certificate. If a valid certificate is not produced the council will not allow the equipment to be used in the centre.

5 8. Gas cookers (portable or otherwise), candles/burners, tea lights. These are not permitted. Only equipment provided by the council is permitted in the community centre building. Use of naked flame is not permitted although small cake candles are acceptable. 9. Smoking It is now illegal to smoke in confined spaces and consequently the council operates a no smoking policy in and directly around all community centres. Failure to prevent smoking on the council s premises may result in a fine of 2, Raffles, bazaars, lotteries No sweepstakes, raffles or other form of lottery can be promoted, conducted or held on the premises except lotteries deemed to be lawful by virtue of enactment relating to gambling, betting and lotteries, for which approval in writing has been given by the council and the relevant statutory licence or permit has been obtained. More information is available at Fire exits These must be kept clear at all times and an adequate gangway left between chairs and tables to allow easy exiting from the centre. 12. Cleaning Cleaning the centre, any equipment, and the surrounding area outside the centre you have used is the responsibility of the hirer. The necessary cleaning equipment is provided at each centre. Failure to leave the centre and/or equipment used in the same condition as found will result in the council retaining the security deposit and/or an additional charge. 13. Exiting the building The hirer is responsible for the security of the centre for the duration of their hire period. On leaving, the hirer must ensure that: a) All electrical equipment is switched off b) Hall curtains are fully open c) All taps are turned off d) Windows and doors are securely shut/locked e) Shutters (where provided) are locked. f) Only lock the top lock do not double lock the centre. If the hirer or any persons connected with the hire depart the centre after the stated hire time, then the council reserves the right to charge for additional time used. If this occurs on a regular basis the hirer s future bookings will be cancelled. The centres are checked, locked and alarmed at the end of every day by council staff. 14. Cancellations/changes to bookings If due to an emergency or circumstances such as inclement weather, the council will, if necessary, cancel your booking. In the event of your booking being cancelled, the council will not refund your booking fee. The council shall not be liable to pay any compensation to you, the hirer or any other person due to the cancellation. The council will, however, offer a free reschedule of the hire (room cost only) for another date. The council reserves the right to terminate the hire or cancel the booking if it finds or suspects that the hirer is using or is intending to use a centre for any activity other than that stated on their application.

6 Multiple bookings may be submitted via the booking forms provided. Once a booking form is submitted and the bookings have been confirmed, any changes requested by the hirer will be subject to a fixed administration fee of 5.00 (per booking). The fee will be charged for every individual booking, date or time amendment requested by the hirer. All bookings/amendments/cancellations must be made via or in writing. A normal hire charge will not be made for cancellations made with notice of four or more working days. Cancellations made with three or fewer working days will be charged the normal hire fee. 15. Lost or damaged property The council will not under any circumstances, accept responsibility or liability in respect of any loss of or damage to any property, articles or items placed or left upon the premises by or on behalf of the hirer or any other person, or in connection with the hiring. The hirer is responsible for ensuring that the activity on the hire form is compiled with. An additional charge and/or removal from the centre may be incurred should the following take place: a) Use the centre for any purpose other than that stated on the booking form b) Use the centre outside of the stated hire time c) Depart the centre after the stated hire time d) Allow entertainment/music to continue to the detriment of other hirers e) Fail to clean the areas of the centre and the surrounding area outside the centre you have used (the facilities must be left in the same condition as found) f) Damage any equipment, furniture, fixtures and fittings or building fabric g) Use equipment which has not passed a valid Portable Appliance Test h) Fail to take responsibility for the centre, fellow hirers and guests within your hire (including communal areas) i) Ensure that the activity and use of the premises does not cause, permit or become a nuisance or inconvenience or cause damage or annoyance to the council or to any person sharing occupation of the premises or which may infringe any legislation. The centres remain the property of the council. Hirers should not instruct delivery of any mail to the centres or publicise the centres as a business address. Hirers are not permitted to register themselves at the centres for a business purpose or be allowed to register it as a business address. The council will not accept responsibility or liability in respect of articles, items or mail delivered to the centres or Town Hall in respect of hirers. Hirers only should use their personal address submitted on the hire application for any delivery and business address. 16. Safeguarding & Child Protection Crawley Borough Council recognises the need to ensure the welfare of children, young people and vulnerable adults. The hirer is responsible for ensuring that the group/organisation has suitable and sufficient policies and procedures in place for safeguarding of all users and for child protection. 17. Copyright works The hirer shall not use or permit the use of the premises for performance in public of any dramatic, musical or other works for the delivery in public of any lecture in which copyright exists, without the consent of the owner of the copyright, or in any other manner infringe any subsisting copyright. The hirer shall indemnify the council against any sums of money which the council may have to pay by reasons of any infringement of copyright occurring during the period of hire. 18. Damage, loss, injury

7 The hirer is responsible for making sure both they and the council are indemnified against any damage, loss or injury that may arise as a result of their activity. Hirers may be required to take out Public Liability Insurance. If it is determined that the hirer s activity requires Public Liability Insurance, no bookings will be accepted until such time as a valid certificate is produced by the hirer. 19. Failure to comply The council reserves the right to terminate any letting or series of lettings immediately in the event of the hirer s failure to observe or perform any of the conditions of regulations herein contained, but without prejudice any right or remedy which the council may have against the hirer under these conditions and regulations and the council may retain the charges paid by the hirer. The council reserves the right to terminate the hire or cancel the booking if it finds that any of sections 1 to 19 of the conditions of hire not be adhered to. If you, or someone you know, would like this in a different format such as large print, Braille or tape, or in a different language, please contact the Contact Centre on or communitycentres@crawley.gov.uk Additional section for voluntary sector space In addition to items 1 to 19: Bookings The hirer has the right to use one desk/workstation at the premises for the purposes of carrying out the voluntary/community work business as stated on the application form. Each individual is to be allocated one desk/workstation. Should another member of the organisation wish to be present then additional desks/workstations or rooms will need to be hired. Each area has a maximum number of people allowed to attend at any one time. It is the hirer s responsibility to ensure that these numbers are not exceeded and that the venue and room they are booking is adequate for the activity they are holding. The maximum numbers for each room are set as part of fire regulations. The hire period stated on the application form includes the setting up, preparation, cleaning and exiting the venue and grounds. Early entry and late exiting of the premises is not permitted and will be charged for. Should the activity vary from that stated on the hire form, then the council reserves the right to allocate an additional charge. Should the hirer continue to use the centre for any purpose other than that stated, the council reserves the right to cancel hires. Additionally, the hirer should use only the venue specified on the hire application Use of other rooms not detailed on the hire application is not permitted and will result in a charge. Use of premises While using the premises the hirer shall be responsible for securing the premises and equipment at all times to prevent access by unauthorised users. Ensure that the activity and use of the premises does not cause, permit or become a nuisance or inconvenience or cause damage or annoyance to the council or to any person sharing occupation of the premises or which may infringe any legislation. The hirer is responsible for keeping the site in a clean and tidy state at all times. It is important that the hirer shall have use of part of the premises at the specified times and the remainder of the premises shall be used by the council and any authorised personnel. The hirer shall not interfere with the council s use of the remainder of the premises in any way: - Not to obstruct the pedestrian access, or any associated public right of way at any time - Not to erect any permanent structures, make any permanent physical changes to the premises or carry out any other alterations

8 - To be responsible for all outgoings in relation to its use of the premises - To be responsible for any damage caused by its users, contractors, agents and visitors to the premises - To be responsible for all possessions and items brought on to, stored or used at the premises by the hirer. The hirer is responsible for providing their own office consumables (pens, telephone, pencils, stapler, paperclips, refreshments etc.) as well printer paper. The council will be responsible for providing printer ink cartridges for an average ink supply (although this is subject to monitoring, change and review). The council has the flexibility to charge for the use of printers should it believe the usage is deemed necessary. Should the hirer require use of a telephone it is their responsibility to contact a supplier (BT/Virgin Media etc.) to request a telephone number and line. Once this is organised the hirer will then have their own phone and charges allocated accordingly. Their phones should be locked in their lockers and locking plates put on those sockets which are in use to prevent usage by third parties. No dangerous or toxic materials should be stored on the site at any time and the hirer must comply with all relevant statutory requirements in relation to the site s use and its operations. Insurance The hirer must be responsible for maintaining public indemnity insurance at all times while occupying the site and cover any claim up to 10 million.