Lettings Policy
Aims of the Policy
The Governors of Woodthorpe Primary School wish to encourage community use of the school’s facilities when they are not required for school use. This Policy, which compliments the Charging and Remissions Policy, describes the arrangements the Governing Body has approved to facilitate this aim and should be read in conjunction with the School’s Rules of Hire (Letting). The school will seek to treat both Hirers and prospective Hirers fairly.
Guidelines
2.1 All prospective hirers are required to complete an Application Form (see Appendix 1) in advance of their event. When an organisation wishes to hire school facilities the first named contact on the Application Form will be deemed to be the hirer.
2.2 All hirers are expected to respect school property and to comply with:
2.3 Governors have delegated to the Headteacher the authority to refuse an application for hire, the purpose of which is:
2.4 In the event of a letting being refused the prospective hirer may appeal, in writing, to the Chair of Governors whose decision will be final.
2.5 Hirers are required to comply with the Health and Safety as well as the Safeguarding provisions set out in the Rules of Hire and staff must inform the Headteacher at the earliest opportunity of any incidents reported to them by hirers.
2.6 Any damages must be paid for by the user.
2.7 Please note there are no storage facilities at the school.
2.8 A risk assessment should be submitted to school before letting commences.
3.0 Hire Charges
3.1 Charges will be made according to the facility being hired, the length of time it is hired and the category of the letting as determined by its purpose namely:
3.2 Internal School Use includes Governors’ and Trust meetings and for which no charge will be made.
3.3 The School recognises the Local Authority may from time to time direct the use of school premises for such purposes as Adult and Community Education classes, Youth Organisation meetings or as a Polling Station. Compensation for such use will be by negotiation between the School and the Local Authority.
3.4 In setting charges for community and /or charitable purposes the Governing Body will seek to recover only the additional variable costs incurred in hiring out school facilities. Such variable costs may include energy, water and sewerage, repairs and maintenance, cleaning, caretaking, and domestic supplies.
3.5 Hire charges for commercial purposes will be as displayed on the Lettings Charges Sheet.
3.6 Governors have delegated to the Headteacher the authority to decide on the category of each letting.
3.7 Should a hirer disagree with the category into which their letting is placed they may appeal, in writing, to the Chair of Governors whose decision will be final.
3.8 Hire charges will be reviewed annually. The current scale is appended to this Policy (see Appendix 3).
3.9 Any change in charges will -
3.10 In exceptional circumstances the Governing Body will consider, on a case by case basis, the remission of charges in part or in full upon receipt of a written application. Their decision will be final.
4.1 Individual clubs or groups using the facilities must have their own liability insurance to at least £5m. Third party insurance cover is readily available through most insurance brokers, or may be available through affiliation to a recognised governing body. A copy of the insurance certificate must be given to the school office in advance of using the facilities.
5.0 Management
5.1 Governors have delegated day-to-day managerial responsibility for the hire of school facilities (lettings) to the Headteacher in accordance with the Governing Body’s policy. Where appropriate, the Headteacher may delegate all or part of this responsibility, such as security or administration, to other appropriate members of staff whilst still retaining overall responsibility.
5.2 School staff will be consulted where it is proposed to hire out their rooms and are asked to inform the Headteacher if any problems occur arising from this use.
5.3 An annual report of lettings will be made to Governors upon request and include information on hirers, finances, incidents and accidents, enquiries and any applications that were refused.
5.4 Governors will review this policy annually.
Summer Term 2019 Headteacher James McGann
Review Summer Term 2020 Chair of Governors Amanda Atkins
Appendix 1
APPLICATION FOR THE HIRE OF SCHOOL FACILITIES
Please see rules of hire attached
Name of person or organisation:
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Please specify the age group for your activity and state whether male / female / mixed:
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Type of activity: |
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Details for invoice |
Details of 1st contact |
Details of 2nd contact |
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Title
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Surname
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Forename
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Address
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Post Code
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Home Phone
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Mobile Phone
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Email address
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KS1 Hall |
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KS2 Hall
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Classroom
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Sports Pitch
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Times, Dates and Costs – Please see table of hire charges overleaf.
Start Time |
Finish Time |
Total Hours |
Day(s) of the Week |
Cost per week |
Start Date |
End Date |
Total No. weeks |
Total cost |
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I understand this is a request form and the booking is not confirmed until I have received confirmation from the School. I understand, under South Bank Multi Academy Trust insurance rules, that all hirers using the facilities are required to have their own liability insurance to at least £5m. A copy of the insurance certificate must be given to the school office in advance of using the facilities.
I accept and understand all the Rules of Hire of the School supplied with this form.
Name |
Signature |
Date |
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Appendix 2
Rules of Hire (Letting)
GENERAL
2.1 comply with all reasonable instructions and requests of the School;
2.2 ensure that the part of the premises and any equipment used is left in a clean, tidy and orderly condition at the end of use;
2.3 refrain from any conduct which is unseemly or which might cause annoyance, offence or danger to other users of the premises. The School will not tolerate abuse to its staff or other customers. In the event of any in your party causing offence, that person will be asked to leave the premises and your booking may be cancelled without refund;
2.4 ensure all children under 16 are fully supervised at all times by responsible adults;
2.5 park all vehicles, including bicycles and mopeds, in the designated parking areas and are left at the owners’ risk. Under no circumstances should any vehicle, including bicycles or mopeds, be taken onto the School grounds beyond the designated parking areas;
2.6 ensure all refreshments are consumed in areas designated by the School;
2.7 provide First Aid equipment appropriate to their activity and ensure a suitably trained First Aider is on duty during the let.
3.1 Sub-let the facility.
3.2 Permit smoking in any part of the School. The entire School is a non-smoking site including the grounds
3.3 Move equipment or furniture without prior permission.
3.4 Leave the premises unattended. A named person on the Booking Form will therefore be expected to be on the School premises at all times throughout the duration of the letting.
3.5 Use the facility for any other purpose than that specified on the booking form
3.6 Bring onto the premises or consume any dangerous, obnoxious, illegal or alcoholic substances.
3.7 Bring any animals, except dogs supporting those with disabilities, into the School or its grounds.
3.8 Sell or supply to other users any goods of any description whatsoever without the School’s prior permission.
3.9 Put up any posters, flags, emblems or other interior decorations without the School’s prior permission.
SAFEGUARDING
ADMISSION
FEES & CHARGES
Rules of Hire (Letting) continued
BOOKINGS & CANCELLATIONS
LICENCES
HEALTH & SAFETY
INSURANCE
PERSONAL PROPERTY
DAMAGE & BREAKAGES
The above general rules should be read in conjunction with the school’s regulations and/or conditions of hire relating to specific facilities and/or equipment. If applicable, these are available from the School office.
APPENDIX 3
LETTING RATES
Category 1 |
Category 2 |
Category 3 |
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School Managed |
Community |
Commercial |
KS1 (Infant) Hall |
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First hour |
No charge |
£40.00 |
£60.00 |
Each additional hour (or part of) |
No charge |
£20.00 |
£30.00 |
KS2 (Junior) Hall |
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First hour |
No charge |
£50.00 |
£75.00 |
Each additional hour (or part of) |
No charge |
£25.00 |
£38.00 |
Classroom |
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First hour |
No charge |
£30.00 |
£45.00 |
Each additional hour (or part of) |
No charge |
£15.00 |
£23.00 |
Playing Field |
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First hour |
No charge |
£30.00 |
£45.00 |
Each additional hour (or part of) |
No charge |
£15.00 |
£23.00 |
For lettings open to the public - it will be referred to a Governor for a decision |
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on the caretaker being present on site throughout the duration of the letting. |
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For block/long term community bookings a discount can be discussed with the school. |