1 Introduction
1.1 The following document sets out the Lettings Policy in relation to the letting of the Church premises of St Luke’s Centre, Cotford St Luke. This Policy document takes into account consideration of The Equality Act 2010. There is a need for a Lettings Policy to ensure St Luke’s Centre is managed within the law and also fulfils the mission of the PCC ‘to be a good neighbour’.
1.2 A Premises Hiring Agreement (which forms part of this policy) 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 an adult.
2. Primary Intent
2.1 The PCC’s purpose is to ‘promote in the parish the whole mission of the church’. St Luke’s Centre will provide a hub in the village, where everyone is welcome, making known the love of God in Jesus through worship.
2.2 The centre will care for and serve all the people in our church, community and the wider world.
2.3 St Luke’s Centre will be a friendly and welcoming community building in the heart of the village, open to everyone; a place of worship from which the church can serve the community; and a sanctuary space for those in need. As part of the Church of England, it will be open to all.
3. Letting Principles
3.1 Our attitude towards an application for the use of our premises will be a positive one. We will seek to encourage appropriate organisations to use the premises for meetings and activities, where such meetings do not conflict with Church’s regular activities.
3.2 No acts of worship, other than Christian worship, are permitted on the premises.
3.3 Lettings will not interfere unduly with Church life. They will not normally be accepted if the premises are already booked for a Church event.
3.4 Hirers must be an adult.
3.5 Out of respect to other users and our neighbours surrounding the premises, 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. It is important for community relations that no formal or informal complaints are received.
3.6 Planning permission provides for use of the St Luke’s Centre between the hours of 8am to 11pm on Mondays to Saturdays and 7am to 10pm on Sundays. All lettings must be within these times.
3.7 The site is a ‘smoke free zone’ and a smoking area is not provided; this includes vaping.
4. Charges
4.1 We will normally charge for the use of the premises by external organisations; however, charges may be waived or reduced in exceptional circumstances and at the discretion of the PCC. Initial charges will be £15 per hour for the Hall or Café. Discounts are to be made available for community based activities / events; with discretion being given to the Bookings Manager.
4.2 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 and Conditions relating to the Charges forms part of the Premises Hiring Agreement. The schedule of Charges will be reviewed on an annual basis.
4.3 If the Hirer wishes to cancel the booking, the Management Committee may, at its absolute discretion, refund any fees paid, but shall be under no obligation to do so. The Management Committee reserves the right to cancel the booking if exceptional unforeseen circumstances arise and without a reason being stated. In the event of the Management Committee cancelling the booking, all fees/deposits paid by the Hirer shall be refunded.
5. Access and Security
5.1 St Luke’s Centre does not employ a full-time caretaker; therefore, the Hirer is responsible for all setting up and putting away of any equipment used.
5.2 Any letting of the premises will require an adult 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.
5.3 If a key is provided, then this must be safeguarded at all times and returned to the Bookings Manager (or other identified Management Committee member) 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 the toilets) at the end of the letting period.
5.4 The right is reserved for a representative of the PCC or Management Committee member to enter any part of the building at any time.
6. Health and Safety
6.1 The Health & Safety procedures for Hirers must be followed (see website). Whilst St Luke’s Centre 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. A First Aid box is located in a designated cupboard in the Kitchen.
Any accident involving personal injury must be recorded in the Accident Book located with the First Aid kit. The Centre’s Fire Plan is displayed in the Kitchen.
6.2 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 as follows:
Hall – 112 with chairs. The Hall is 117sq m approximately 10mx11m. The Hirer will be responsible for ensuring that Security, Fire and Health and Safety requirements are met.
6.3 There are no public telephones in the premises, therefore the Hirer must ensure that he/she has access to a mobile telephone in case of emergencies.
6.4 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.
6.5 The Hirer is not permitted to bring in supplementary heating appliances.
7. General
7.1 A strict No Smoking Policy applies to all rooms (including toilets) in all the premises; this includes vaping. The premises are fitted with smoke alarms, which will be activated by cigarette smoke. Candles are only permitted during Church services and small candles on celebration cakes. Other candles are not permitted.
7.3 All such advertising material must clearly display the name of the person or organisation responsible for the event.
7.4 Assistance dogs are permitted inside the building for all events; dogs may also be permitted at designated Church events and for specific dog training events. Dogs will not be permitted in the café area.
7.5 No adhesive or fixing material may be used which may damage the fabric of the premises.
7.6 Chewing gum is not allowed on the premises.
7.7 All rubbish (including nappies) must be taken from the premises by the Hirer and must not be deposited in the outside refuse bins. No food or drink must be deposited on the ground outside the premises.
8. Car Parking
8.1 There is no car park at the Centre. Parking spaces may be found in the village car park adjacent to the Co-op store. Users should not make use of ‘The Chapel’ car park without prior agreement of the owners.
8.2 Consideration must be given to local neighbours when parking so as not to obstruct access. Users should not use Rogers Walk to park and only use this road for access when dropping off materials and equipment.
9. Responsibilities
9.1 The Management Committee will be responsible for providing facilities as agreed in good working order throughout the letting period. The facilities available to hirers include tables, chairs, cutlery, crockery, and Audio Visual equipment. If a hirer wishes to use the Audio-Visual equipment, this must be specifically approved with appropriate training having been undertaken by the operator.
9.2 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.
9.3 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 and around the premises.
9.4 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. If the committee deems that the Centre is left in an unacceptable condition then there will be a charge for professional cleaning.
9.5 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.
10. Kitchen Use/ Refreshments
10.1 Use of the Kitchens 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 Bookings Manager. 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 an external 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.
11. Insurance
11.1 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 a Hirer’s liabilities. The PCC accepts no liability for accidents, injuries, damage and/or loss of personal property as a consequence of using the premises.
12. Legal Requirements
12.1 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 Management Committee.
12.2 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 adults, in accordance with the Children’s Act.
12.3 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 purpose.
13. Compliance
13.1 Failure by 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 Management Committee to be just cause for immediate cancellation of any letting or series of lettings and may result in forfeiture of the entire security deposit.
14. Administration
14.1 Bookings of the premises will be administered by the Bookings Manager. This includes the acceptance and declining of bookings in consultation with the Rector and members of the Management Committee of the PCC if necessary. The Rector will act as final arbiter if required.
Approved by PCC June 2018
Review due June 2019