2014/15 HIRE OF SCHOOL PREMISES GATEACRE SCHOOL. I. K. THORNHILL BUSINESS MANAGER May 2014

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1 GATEACRE SCHOOL 2014/15 HIRE OF SCHOOL PREMISES I I. K. THORNHILL BUSINESS MANAGER May 2014

2 CONTENTS 1) PRINCIPLES OF HIRE 2) CONDITIONS OF USE 3) HIRE AGREEMENT 4) HIRE REQUEST FORM 5) HIRE CHARGES 6) LETTINGS POLICY

3 GATEACRE SCHOOL PRINCIPLES OF HIRE 1. Use of School Premises The use of the school premises both during and outside of normal school hours is under the control of the School Governing Body. The Governing Body will make accommodation available subject to assurance that the purpose for which the premises are hired will not result in controversy, disrepute, legal action or disorderly behaviour. 2. Responsibilities of the School s Governing Body. The governors of Gateacre School are responsible for hiring procedures, arrangements and conditions. These documents incorporate all of the advice, guidance and requirements of the Local Authority in order to safeguard users, buildings, equipment and sites and cover the legal liabilities of the Governors and the Local Authority in the event of accident or damage. The Governors will ensure that the area and any furniture or equipment being hired is in a suitable condition for use. The governors will ensure, as far as is reasonably practicable, that there are no risks to health and safety. This duty extends to the rooms or spaces being hired, corridors, staircases, and pavements used to access the premises and accommodation, toilets, furniture and equipment used. The procedures adopted by the school for the safe hire of premises and use outside of school hours is outlined in the school Health and Safety Policy. If the accommodation is to be used at night, suitable fire exit and emergency lighting to escape routes will be in place to allow users to evacuate safely. All areas that are hired will be accessible to people with special needs. The Governing Body is responsible for the security of the school premises when they are hired out to other users. Keys will not be given out to hirers. The school

4 must be locked / unlocked by a designated member of the school staff at all times and without exception. The school reserve the right to terminate the contract at any time. 3. Conditions of Hire For every hire, the hirer must complete, sign and retain a copy of the hire form and will be given a copy of the full conditions of hire. The forms used for the hire of the school s premises and facilities are attached to this policy document. All hirers should make themselves aware of the emergency procedures, fire fighting equipment and information displayed in the area of hire. A no smoking policy is in place across all areas (both internal and external) of the school site and must be strictly adhered to at all times. 4. Insurance Hirers When the premises are used for purposes not under the direction of the Head Teacher then the principal, or person in charge of the activities for which the premises are in use will have responsibility for safe practices. The Head Teacher will seek to ensure that hirers who use the school premises conduct themselves and carry out their operations in such a manner that all statutory and advisory safety requirements are met at all times. When the school premises or facilities are being used out of normal school hours as long as they are being used for school-sponsored or school-run activities they are suitably insured. However, the organiser of a non-school-run or school-sponsored activity, even if an employee, will, for the purposes of this policy be treated as a hirer. The Head Teacher will ensure that hirers, contractors or others who use the school premises provide written confirmation of public Liability Insurance cover before hiring of the premises is allowed. In summary for the school:

5 LA premises may be hired for non-school & non-authority use by private organisations, clubs & individual members of the public, some may hold suitable legal liability insurance and others will not; It should be made clear in the hiring agreement that any hirer, who causes damage to the premises or equipment, will be held responsible for the cost of any repairs and must insure this risk and hold legal liability for claims arising from their group's activities. This policy offers cover to those lettings that are non-commercial, community groups etc; Should ensure that any commercial hirer produces evidence of his or her current legal liability insurance before accepting their booking ( i.e. minimum of 5 million for Public Liability ) The THIRD PARTY HIRERS POLICY offers liability insurance that will provide indemnity to persons hiring School premises in the event of a claim being made as a result of an incident during the letting. When the premises are hired to persons outside the employ of the school it will be a condition for all hirers, contractors and others using the school premises or facilities that they are familiar with the school s health and safety policy. THIRD PARTY HIRERS POLICY This is a primary cover protecting the hirer, i.e. in the main voluntary groups / individuals who have no Public Liability insurance or very limited cover. It is therefore administratively easier for the school to include within that fee an additional charge for insurance; this saves the school from having to check that the hirer has adequate insurance and ensures compliance. It will also be much cheaper for the hirer as even if they could arrange temporary cover it would be much more expensive than the additional fee. No cover is provided to the school as any liability arising as property owners would be covered by the school s Public Liability arrangements. Summary of cover as follows:- Personal injury to any person ( other than an employee of the Hirer if such injury arises out of or in the course of employment by the Hirer Property damage to the premises or the contents of the premises Property damage to any other property not belonging to nor in the custody or control of the Hirer or any person in the Hirer s service

6 Property damage or personal injury under the terms of the agreement occurring during the period of insurance arising out of the activities of the Hirer at the premises Limit of indemnity is 5 million ( excess = 100 ) Hirers When the premises are used for purposes not under the direction of the Head Teacher then the principal, or person in charge of the activities for which the premises are in use will have responsibility for safe practices. The Head Teacher will seek to ensure that hirers who use the school premises conduct themselves and carry out their operations in such a manner that all statutory and advisory safety requirements are met at all times. When the school premises or facilities are being used out of normal school hours as long as they are being used for school-sponsored or school-run activities they are suitably insured. However, the organiser of a non-school-run or school-sponsored activity, even if an employee, will, for the purposes of this policy be treated as a hirer. The Head Teacher will ensure that hirers, contractors or others who use the school premises provide written confirmation of Public Liability Insurance cover before hiring of the premises is allowed. In summary for schools: LEA premises may be hired for non-school & non-authority use by private organisations, clubs & individual members of the public, some may hold suitable legal liability insurance and others will not; It should be made clear in the hiring agreement that any hirer, who causes damage to the premises or equipment, will be held responsible for the cost of any repairs and will be expected to insure this risk and hold legal liability for claims arising from their group's activities. This policy offers cover to those lettings that are non-commercial, community groups etc; Schools should ensure that any commercial hirer produces evidence of his / her current legal liability insurance before accepting their booking ( i.e. minimum of 5 million for Public Liability )

7 The THIRD PARTY HIRERS POLICY offers liability insurance that will provide indemnity to persons hiring School premises in the event of a claim being made as a result of an incident during the letting. When the premises are hired to persons outside the employ of the City Council it will be a condition for all hirers, contractors and others using the school premises or facilities that they are familiar with the school s health and safety policy. THIRD PARTY HIRERS POLICY COUNCIL PREMISES, INCLUDING SCHOOLS This is a primary cover protecting the hirer, i.e. in the main voluntary groups / individuals who have no Public Liability insurance or very limited cover. It is therefore administratively easier for the school to include within that fee an additional charge for insurance; this saves the school from having to check that the hirer has adequate insurance. It will also be much cheaper for the hirers as even if they could arrange temporary cover it would be much more expensive than the additional fee. No cover is provided to the Council as any liability arising as property owners would be covered by the Authority s Public Liability arrangements. Summary of cover as follows:- Personal injury to any person ( other than an employee of the Hirer if such injury arises out of or in the course of employment by the Hirer Property damage to the premises or the contents of the premises Property damage to any other property not belonging to nor in the custody or control of the Hirer or any person in the Hirer s service Property damage or personal injury under the terms of the agreement occurring during the period of insurance arising out of the activities of the Hirer at the premises Limit of indemnity is 5 million ( excess = 100 )

8 Exclusions:- Political events / religious rallies / or other meetings relating to demonstrations. The Governing Body reserves the right to refuse any booking. 5. Charges The Governing Body set hire charges on an annual basis via the school s Charging Policy. The charge for hire takes into consideration additional heating, lighting and cleaning costs associated with an out of school hour s activity as well as any payments to caretaking staff.

9 GATEACRE SCHOOL HIRING OF SCHOOL PREMSIES AND FACILITIES CONDITIONS OF USE 1. Application for use of the school premises must be made to the Business Manager on the attached Hire Request form. Arrangements for payment will be agreed before the use of premises commences. These payments are nonrefundable if the hire is approved by the school and is then not used. 2. The time of hiring must be strictly adhered to and access to the premises for preparatory work and clearing up at the end in connection with the hiring must be covered by the hiring period. 3. Alcohol must not be consumed on the school premises or site at any time, without prior written agreement. 4. If the premises are suitable and to be used for dance, concert or stage performance, the hirer must obtain any necessary licence unless the establishment obtains or already has a licence. 5. The hirer must ensure that adequate supervision is available at all times and see that no unauthorised persons are permitted to enter the premises. All security and fire procedures must be adhered to including having an emergency plan in place. The hirer is responsible for the behaviour and safety of all parties attending. This will include direct users of the premises and spectators.

10 6. The use of the premises shall not be granted for any purposes that may interfere with the operational activities of the school. 7. The laying of any composition or other preparation on floors is prohibited. 8. The hirer shall take good care of, and shall not cause damage or permit or suffer any damage to be done to the hired premises, or any part or parts thereof to any fittings, equipment or other property therein and shall make good any pay for any damage thereto (including accidental damage) caused by an act or neglect of himself, his servants, agents or any person resorting to the hired premises by reason of the use of the hired premises by him/her. 9. It shall be the responsibility of the Hirer to satisfy himself/herself that the premises, furniture, fixtures and fittings are fit for his/her purpose. 10. All hirers must complete risk assessments for their activities. A copy of the assessment must be provided to the school prior to booking. 11. Smoking on the school premises and site is strictly prohibited. 12. The hirer must provide evidence that insurance cover in respect of both the hirer s liability to the public and to the school under the terms of this hire has been arranged with a limit of indemnity of at least 5,000,000. A copy of the certificate of insurance must be provided to the School s Business Manager before the hire takes place. 13. All means of escape, security and fire precaution measures, instructions and notices must be adhered to during the hire. 14. First aid kits are located at various locations around the school and will be pointed out to hirers. 15. All hirers must leave the school site promptly at the end of the hire period. Any time over above what is determined reasonable to pack up will be chargeable to the hirer.

11 16. The school reserves the right to cancel a booking if it is necessary to hold a school event that would clash with the booking, e.g examinations, parent evenings, school sports fixtures. Every effort will be made by the school to give as much notice as possible to the hirer. Bookings that are cancelled by the school in such circumstances will not be chargeable. 17. The school reserves the right to cancel a booking due to circumstances beyond its control, e,g electricity failure or weather conditions. 18. In respect outdoor bookings (e.g football pitches), the school reserves the right to cancel the booking if it deems the pitch to be unplayable or liable to damage. The school reserves the right to cancel a booking at short notice in such circumstances even if other non- school officials (e.g FA referee) deems the pitches playable. 19. If the hirer wishes to cancel a booking then advance notice of at least seven days must be given. Any cancellations by the hirer after this time will be chargeable. 20. All invoices issued by the school to hirers must be settled in full within thirty days of the invoice. The school reserves the right to terminate a hire agreement if the hirer fails to pay within this timeframe. 21. All visitors vehicles are parked at owners risk whilst on the school site. The School reserve the right to restrict parking at any time. At such times all visitor Vehicles must be parked off the school site.

12 GATEACRE SCHOOL HIRE AGREEMENT I have read, and will ensure observance by persons using the premises, the school s conditions of Hire. I confirm we have adequate supervision in place. I confirm we have risk assessment in place based on our activities in the school premises. A copy has been provided to the school. I agree to be responsible for making good any loss or damage to the school premises (including accidental damage) resulting from the hire, and will ensure that they are left in good order. I confirm that we have public liability cover in place for a minimum of 5,000,000. I enclose a copy of the certificate. Signed: Organisation: Position Held: Date Signed by Business Manager for and behalf of Gateacre School :- Date

13 GATEACRE SCHOOL HIRE REQUEST FORM Organisation: Person(s) in charge of session: Address: Contact telephone number: Facility request(s):- Facility: Date(s) / Day: Date to (if Block booking ): Time from: To: Details of usage: Signed: Print Name: Date:

14 GATEACRE SCHOOL HIRE CHARGES 1 ST SEPTEMBER 2013 to 31 ST AUGUST Facility Weekday Saturday Sunday per hour per hour per hour Sports Hall Aerobic Studio Fitness Suite P.O.A P.O.A P.O.A Theatre* 50.00* 70.00* 80.00* Classroom ICT suite Football Pitch** 15.00** 20.00** 25.00** Multi Use Games 15.00** 20.00** 25.00** Area** Conference Facilities P.O.A P.O.A P.O.A * Cost of hire of theatre includes compulsory use of school technician to control sound / lighting. ** Cost of hire of external facilities does not include cost of changing rooms. An additional cost of 10 per hour is chargeable if changing rooms are required. Note: These charges are to be reviewed annually by the Governing Body and will be effective from 1 st September each year. Enquiries regarding conference facilities, and any other special requests, should be made directly to Mr I. Thornhill (School Business Manager).

15 GATEACRE SCHOOL LETTINGS POLICY Adoption The school governors at their meeting on adopted the lettings policy. Policy Objectives The Governing Body adopt and endorse this Lettings Policy and recognise the principles therein, namely:- (i) that school premises represent a significant capital investment and should be fully utilised; (ii) (iii) are a valuable community resource; educational usage, education premises constitutes a natural priority; (iv) that a profit margin would be welcome when derived from private or commercial usage but are not the objective when facilitating education activity by designated users. Administration of Lettings General The Governing Body recognise that it would be impossible for them to personally vet every applicant or organisation who wish to make use of the school premises. Accordingly they have delegated the authority to accept applications for hire to the following persons:- Head teacher Business Manager Variations No member of staff is allowed to vary the terms and conditions under which the school premises are hired to either individuals or organisations nor to deviate from the Governors published charging policy. Lettings Documentation

16 All formal hiring of the schools premises, including those for which no charge, is made shall be properly documented. All hirers must complete a Hire Agreement and will receive a copy of the conditions of hire. The hire agreement is a contract which the governors may enforce at law. Scale of Charges In arriving at their scale of charges the governors have followed the following principles :- (i) that private users will be charged on a cost plus an income margin for the school; (ii) that there will be parity of treatment for similar users; (iii) that overall the cost of letting school facilities will be recovered from users. Value Added Tax The governors are constrained by law to apply value added tax to all transactions where this is appropriate. Minimum charges and deposits The minimum hire period will be one hour. The Governors reserve the right to require a deposit over and above the hiring charge as a surety against damage to the premises (including any equipment) or the premises being left in an unacceptable condition necessitating their incurring additional cost for cleaning, caretaking or other expenses. Cancellations Governors will seek to recover any cost incurred by the school which are unavoidable and result directly from the cancellation of a letting. Payment methods The Governors are mindful of their responsibilities in safeguarding the school from bad debt. The school will invoice the hirer directly immediately following the letting. Hirers who have block bookings of school facilities will be invoiced on a monthly in advance basis. Extension of Credit

17 The Governors will allow the extension of credit to bone fide local organisations and individuals where they are satisfied that these are credit worthy. In all the cases the Governors reserve the right to withdraw credit facilities where prompt payment is not received. In all cases where credit is extended, an official school invoice will be issued The Governors have chosen to delegate the approval of credit facilities to the School Business Manager who is to maintain a list for the guidance of administrative staff. In all cases where credit is advanced the invoice is to be raised at the time of booking. Security The school will always have at least one member of staff on site during the period of hire. The school reserves the right and have delegated power to the Headteacher to insist upon additional staffing presence where in his/her view the nature of the hiring may leave the school vulnerable to theft or damage. This additional cost will be borne by the hirer and be subject to prior negotiation and approval prior to the letting. Review of Policy The governors will review the policy each year and the scale of hire charges for the forthcoming year will also be reviewed and updated.