lettings pricing policy - West Blatchington Primary School

lettings pricing policy - West Blatchington Primary School
Letting & Charging Policy
Ratified by the Governing Body on 18th May 2015
Review date: May 2018
CONDITIONS GOVERNING THE LETTING OF SCHOOL PREMISES
1
General conditions
1.1
Applications for the use of the school premises must be made to the headteacher,
and responsibility for their approval rests with the school governors. The person
signing the application will be deemed to be the Hirer, or Provider where no charge
for use of the premises is made, and must accept responsibility for ensuring
compliance with these conditions.
THE HIRER/PROVIDER MUST COMPLY WITH THE LAW OF THE LAND
1.2
Hirer/Providers will be informed, at the time the application is approved, of the
charge for the use of the facilities required. The charge will be decided using the
current standard charges (see appendix A) unless it is considered that the use
necessitates alternative charges, e.g. no charge for provider of after school activities
for the School’s children. In this case, this will be decided by the Finance & Premises
Committee.
Payment will normally be made in advance, at the time when the letting is confirmed
unless monthly, half-termly or termly invoicing is agreed with the headteacher. If
there is damage, or the need for caretakers/cleaners to work longer than expected
after the letting, the Hirer/Provider will pay any subsequent account sent to him.
1.3
The school reserves the right to cancel any letting if the accommodation is required
for urgent official or academic business. In these circumstances, the Hirer/Provider
will be reimbursed his hiring fee.
1.4
Any intention on the part of the Hirer/Provider to cancel a letting must be notified to
the headteacher at least 24 hours before the letting is due to take place. In the
event of the Hirer/Provider failing to give at least 24 hours notice no reimbursement
of hiring fee will be made and if preparatory works have already been undertaken
the Hirer/Provider will bear the actual costs incurred.
1.5
The Premises Manager or Caretaker is normally expected to prepare for lettings, do
any necessary cleaning afterwards, and where the school require, be in attendance
throughout the course of the letting. No payment should be made direct to the
Premises Manager or caretaker, since he will be paid through the payroll system.
The Hirer/Provider's signature is required on form L2 to support any overtime claims.
1.6
No structural alterations to school premises, fixtures or fittings will be permitted and
notices must only be fixed to boards provided.
1.7
a
The Hirer/Provider is responsible for providing supervision during the course
of the letting and must satisfy the headteacher that the arrangements being
made are adequate.
b
The Hirer/Provider or his accredited representative must be in attendance at
all times and must accept responsibility for any damage caused to the school
grounds, playing fields, buildings, fixtures, fittings, furniture and equipment
resulting from the letting. Every precaution must be taken to avoid such
damage, and the Hirer/Provider will be required to meet the cost of making
good any damage, however caused.
1.8
Hirer/Providers are responsible for arranging their own insurance for:
a
b
c
d
personal accidents;
third party claims;
any loss or damage to the school grounds, playing fields, buildings, fixtures,
fittings, furniture and equipment resulting from the letting;
and for ensuring that they have adequate child protection procedures and
evacuation plans in the case of an emergency.
1.9
If it is intended to organise a public performance or entertainment, or performance
of music, singing or dancing to which members of the public are admitted,
Hirer/Providers are advised to consult the headteacher in advance to ensure that the
school premises are adequately licensed for the purpose before submitting a firm
application.
1.10
Footwear which is likely to cause damage to school floors must not be worn. French
chalk or its equivalent must not be put down when the hall is used for dancing.
1.11
The school premises may be used until 11.00 pm unless an extension is agreed by
the governing body. Members of the public must not be admitted to the school
premises after 10.00 pm.
1.12
Alcoholic liquor must not be sold or consumed on the school premises unless the
school governors have given specific approval. If approval is given to the sale or
consumption of alcoholic liquor, the responsibility and cost for obtaining the
necessary licence rests upon the Hirer/Provider.
1.13
School premises must be left clean and tidy after use.
2
2.1
Additional Conditions Governing Letting of School Meals Kitchens
When the kitchen is used, the Cook Supervisor or another member of the School
Meals Staff must be in attendance throughout the letting, except when only tea or
coffee is made and no cooking is involved. Hirer/Providers/Providers who wish to
use the kitchen for cooking must apply to the headteacher when the letting
application is made.
2.2
If boiler, cooking ranges or hot cupboards are used, the member of School Meals
Staff present during the letting must be responsible for their use.
2.3
Hirer/Providers/Providers will normally be expected to provide their own cutlery,
crockery and condiments.
2.4
All equipment and sinks must be left clean and tidy after use. The Hirer/Provider
must not use the dishwasher or any cleaning chemicals belonging to the school or
kitchen, due to the specific training required for this.
2.5
No smoking is allowed in the kitchen.
2.6
No animals are allowed in the kitchen.
3
Additional Conditions governing the letting of School Playing Fields and
Playgrounds
If there is any doubt as to the fitness of the ground the Hirer/Provider must consult
the headteacher who will make the final decision as to whether the ground may be
used, before the letting takes place. In the event of the ground being deemed unfit
for use immediately before a letting is due to take place, any letting charge already
paid will be refunded, and any account due will be cancelled.
3.1
3.2
Hirer/Providers must be responsible for ensuring that everyone taking part in the
lettings involved in the school playing fields and playgrounds, and all spectators, are
properly and adequately supervised.
3.3
Casual spectators not connected with the letting must not be admitted.
3.4
Stakes or the like must not be driven into the ground, unless permission has been
specifically given by the headteacher.
3.5
Vehicles must not be driven over or parked on the playing field at any time. Vehicles
must not be parked upon playgrounds unless permission has been specifically given
by the headteacher.
3.6
Bonfires must not be lit, unless permission has been specifically given by the
headteacher.
3.7
Animals must not be allowed on the playing field.
3.8
No marking out of pitches may be done except by the authorised ground staff unless
permission has been specifically given by the headteacher.
3.9
Playgrounds and playing fields must be left in a clean and tidy condition after use.
3.10
Any loudspeakers must be moderated so as not to cause a nuisance.
3.11
The headteacher must be consulted in advance if there is any doubt about the
interpretation of the above conditions.
3.12
Smoking is not permitted within the school grounds. This includes the car parks and
field.
4
4.1
Fire Precautions
The Hirer/Provider, or a responsible person nominated by them in writing, shall be in
charge of and be upon the hired part of the premises during the whole time the
premises are open to the public and there shall be during that time sufficient staff or
competent attendants on duty on the premises. The person in charge shall not be
engaged in any duties, which shall prevent him from exercising general supervision
of the premises. THE HIRER/PROVIDER SHALL ASCERTAIN AND COMPLY WITH ANY
SPECIAL FIRE PRECAUTIONS REQUIREMENTS CONTAINED IN MUSIC, SINGING AND
DANCE, THEATRE OR ANY OTHER LICENCES APPROPRIATE TO HIS INTENDED USE OF
THE PREMISES.
4.2
The seating accommodation, gangways and passages in the hired section of the
premises shall be provided as approved by the Chief Officer of the East Sussex Fire
Brigade, acting on behalf of the Hiring Authority.
4.3
All gangways, corridors and external passageways intended for exit shall be kept
entirely free from obstruction and shall not be used for cloakrooms.
4.4
All exit doors shall be available for exit during the whole time that the public are on
the premises, and shall be opened at the end of the function for the use of the
persons present at function.
4.5
Doors and opening other than exits, in sight of the audience, which lead to portions
of the premises accessible to the public, shall have notices placed over them
indicating the uses of such portions. Doors and openings leading to portions of the
premises not accessible by the public shall have notices placed over them indicating
"No thoroughfare".
4.6
Mats or other floor coverings shall be secured to prevent rucking, and any drapes
over exit doors or exits shall be hung to prevent them trailing on the floor.
4.7
Inflammable materials shall not be used for the decoration of the premises unless
such materials have been rendered flame retardant and are maintained in that
condition.
4.8
All electric fires, gas stoves and open fireplaces in the premises shall be provided
with adequate protective guards.
4.9
Temporary electrical installations, which are necessary for any particular function,
must comply with the following conditions:
a
All temporary electrical installations shall comply fully with the applicable
recommendations of the current edition (with amendments) of the following:
i
The Institution of Electrical Engineers Regulations for the electrical
equipment of buildings;
ii
The British Standard Specification and Code of Practice;
iii
The Electricity Supply Regulations;
and shall only be installed by a qualified electrician.
No temporary wiring shall be connected to circuits or fuseboards feeding the
main auditorium lighting.
b
Temporary wiring shall be carried out using PVC insulated and sheathed cable
to CMA manufacture, and switchgear and apparatus of a voltage rating not
less than the maximum rms voltage difference, which can normally develop
under fault conditions.
All additional stage lighting equipment that may be required shall be kept
entirely separate from the existing installation, portable dimmer units being
provided where required; no extensions shall be permitted from the existing
dimmer equipment without the approval of the County Architect.
c
All temporary equipment shall be bonded to the main system of earthing in
accordance with Part 4 of the IEE Regulations.
d
All temporary installations which have been installed shall be disconnected
from the permanent installation immediately after the occasions for which
they have been used.
e
Any special requirements or installations that are to be approved, or any item
that requires clarification, shall be brought to the notice of the Director of
Property Services seven days prior to the proposed date of the required
installation.
4.10
The Hirer/Provider shall ascertain the position of telephones, escape routes, fire
alarm systems and fire fighting equipment which shall be in the charge of some
suitable person specially nominated for the purpose, who shall ensure that the
appliances and equipment are always available for use. In the case of staff
performances and exhibitions the local Fire Officer shall be consulted as to whether
any special fire fighting equipment should be provided.
4.11
Thorough checks should be made by the Hirer/Provider at the end of the letting to
ensure that no smouldering fires are left burning and that all doors and windows are
properly secured.
4.12
If there is any doubt about the application of any of the above conditions, the advice
of the headteacher of the school should be sought.
LETTINGS PRICING POLICY
Letting Charge
All income from lettings must be credited to the school's budget, out of which expenses are
to be met. It is important to consider the VAT implication for each let as VAT may have to
be added to the charge. See Schools Finance Guidelines.
To arrive at a charging-out rate, the school should ensure that all costs are taken into
consideration and a checklist of the main items is provided below.
a
Premises Manager
Cost of opening and locking-up the school. Will
enhanced hourly rates be used ie time and a half or
double time for a Sunday.
b
Cleaning
-
This may be a separate item that may need to be
considered in addition to caretaking.
c
Heat/Light
-
Calculation of cost ie hourly rates if appropriate.
d
Water
-
If relevant
e
Wear & Tear -
f
Wear/Damage
to grounds-
Will depend on type of use. An on-cost will allow for
earlier renewal.
Lettings are an extra use of the facility; consequently
extra wear might therefore require extra care and
maintenance.
g
Insurance
-
See Insurance Section in Schools Finance Guidelines.
The school may wish to arrange "Public Liability
Hirer/Provider's Insurance as cover, the cost could be
passed on to the Hirer/Provider in the overall charge.
h
Profit
Element
-
May depend on local competition.
VAT
-
If applicable, see Schools Finance Guidelines.
i
If the school is used as a polling station expenses only can be charged.
Financial Administration
The school should send or hand to prospective Hirer/Providers the standard form, together
with a copy of the conditions governing the letting of school premises. The form should be
completed by the Hirer/Provider and returned to the school, together with evidence of
adequate insurance (as defined in 1.8), child safeguarding procedures (including valid DBS
certificates if applicable) and evacuation plans, for confirmation of both cost and that the let
can take place.
Issuing Accounts
The school should invoice the Hirer/Provider before the letting takes place unless otherwise
agreed with the headteacher. Refunds for cancelled lettings can be made with a deduction
for administration or loss of income if thought necessary. The school may consider invoicing
a non-returnable deposit with the balance to be paid at a later date, although this method
involves slightly higher risks.
Scale of Charges
Hire of Hall per hour
-
£15.00
Hire of School Field for Matches
-
£22 per match
Hire of School Field for training
-
£15 per session
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