Southfield Primary School (SPS) Supports the Community and Private Organisations by Letting

INTRODUCTION

Southfield Primary School (SPS) supports the community and private organisations by letting the school premises for appropriate activities that are carried out under the supervision of suitably trained people.

There are two strands of letting within the school. SPS has outsourced its externallettings administration to Kajima - an organisation that markets the school’s facilities, liaises with prospective clients and takes booking enquiries which they then pass to the school to confirm.Kajima’s Terms and Conditions of Hire are covered in appendix 1. The use of the facilities by the School community (i.e. after school clubs and SPSA events) are administered internallyunder the Schools Terms and Conditions with a separatebooking system and paperwork. Terms and Conditions are on p.3 – 6

It is a condition of hire that the procedure detailed in both “Terms and Conditions of Hire” sectionsare accepted and followed accordingly.

AIM OF LETTINGS POLICY

The School understands that its facilities,building and grounds can be a valuable asset to the community and wishes, where appropriate, to make them available to groups, organisations and individuals. Its aim is to assist organisations that help children to develop in a whole and balanced way and to learn the skills necessary to reach their full potential. Its secondary aim is to raise and invest any funds wisely in order to improve provision for the children that attend the school.

SCOPE

This policy covers all hire activities on the school premises and applies to all those attending such activities, whether or not they are pupils at the school. There are currently three main categories:

Categories

1. School use - Southfield Parent Staff Association or staff running extracurricular activities. This also includes the use of the school by peripatetic music teachers who enhance the school’s music curriculum. There is generally no charge for this form of school usage.
2. Community use – educational or well-being activities that are led by the local authority or community and not-for-profit organisations. These activities will be charged at a discountedrate.
3. Private or commercial use – activities that normally take place outside school hours and that cover lettings such as privately organised activities.These activities are managed by Kajima.

SOUTHFIELD PRIMARY SCHOOL - INTERNAL TERMS AND CONDITIONS OF HIRE

1. The routine of the school must not be disrupted. In many cases, the school will use its discretion to decide the most appropriate time for lettings to commence and cease.

1. Every effort must be made by the hirer before a let to protect school books, instruments, displays or anything else that is in the area of the let. Damage to any property will be charged directly to the hirer.

1. Any let must be agreed by the Headteacher to ensure it is practical.

1. The final decision to let the school rests with the Headteacher, in consultation with the Governing Body. The organisation of lets is an operational matter although their occurrence should be in line with the strategic aims of the school.

1. Governors will be notified of lettings periodically.

1. Notification of intention to sell and/or consume alcohol must be made on “The Application for Hire Form”. This will be subject to the permission of the Headteacher and proof of compliance with all legal requirements for a licence

1. Good Neighbour Clause - Our school is situated in a residential area and as such we are keen to be good neighbours.

1. Loud music/noise must be kept to minimum. No letting shall continue beyond midnight unless permission is obtained in writing from the School.
2. All outside activities must be curtailed by 10pm on any day.
3. Music / noise should not be heard from the premises at the school perimeter
4. The hirer must take responsibility for the clearance of litter and other such waste.

1. The hiring form (internal) and Kajima’s terms of let include a clause making the hirer responsible for any damage willful or accidental or any theft. (The school's insurance will cover any major structural damage). A returnable deposit of £100.00 will be asked for and will be used to contribute towards the cost of damage repair/replacement should any be necessary.

1. Lettings are charged on the basis of the level of space / services used. Charges are levied on the time the building is open, not the duration of the let. This allows an adequate level of time for cleaning and security checks.

1. The person signing the form shall be an officer of the hiring organisation and shall be deemed to be the hirer and the person responsible for ensuring that the hiring conditions are complied with, if the school accepts the application.

1. Every application must state the exact nature and purpose of the meeting for which the premises is required; failure to correctly identify the nature and purpose of the meeting may result in access being denied, or hiring terminated early.

1. Charges for hire are at the discretion of the Headteacher. There may be other models of hire and charging used within the school.

1. The premises must be left in good order and vacated not later than the time booked. A charge will be levied for any time used over and above that booked. Money may be deducted from the deposit should a letting run overtime.

1. No hirer shall sub-let the premises to another party.

1. No preparations are to be applied to the floor or paintwork.

1. Use of equipment which may cause damage to the floors is forbidden.

1. No equipment or furniture other than that provided may be used or left on the premises without written prior authorization from the Headteacher. The hirer will be required to ensure that any item of furniture used during the hire is returned to its original position in its original condition prior to leaving the premises.

1. Lettings for music, dancing or stage plays are permissible only if the entertainment is for a closed organisation where admission is by invitation or ticket. The maximum group size is 120 people. Entertainments are regarded as private if admission is restricted to members of a club or similar association and their guests. The hirer is advised to ensure that only members or persons specially invited, are admitted to any entertainment. Other forms of entertainment may be classified as public entertainment and the school building is not licensed for public entertainment purposes. Responsibility rests with the hirer to obtain the appropriate licence from PRS (Performing Rights Society) or PPL (Phonographic Performance Licence) if required. If in any doubt, the hirer is advised to contact the Borough Environmental Health Officer for confirmation if a licence is required.

1. Smoking is not permitted on the premises.

1. No animals or livestock may be brought onto the premises without prior written permission from the Headteacher. Governors reserve the right to cancel a letting if the premises areclosed or required for official purposes.

1. For ad hoc lets 7 days’ notice of cancellation (in writing) by the hirer must be given. Deposits will not be refunded on cancellations of less than 7 days. Where block bookings have been made on a termly basis, the school requires at least 8 weeks’ written warning of the cessation of the contract (not including school holidays). The school would in turn give the same notice to the hirer. If the hirer requires a longer period of notice by the school, then the school would require identical notice from the hirer.

1. The contract will run from 1st September until 31stAugust. The school would expect the hirer to adhere to similar procedures when informing the school of any changes it proposed to make.

1. The new contract should specify room rate charges and the maximum number of pupils allowed in each class (normally 28).

1. The hirer must undertake to make good any loss of property or damage to premises or property and to compensate the school against all actions, expenses, claims, damages, penalties and demands arising out of or in any way connected with the hiring. A guarantee or security against loss will be demanded prior to confirmation of booking if considered necessary by the Governors.

1. Hirers will have access only to the particular room(s) let to them. The use of the W.C. accommodation will be made available. No access will be permitted to other parts of the building other than those specifically hired.

1. There will be no access to the telephone except by pre-arrangement or for an emergency. All calls will be charged for. Hirers are expected to ensure that a mobile telephone number is provided to the school in the event that contact needs to be made.

1. The school does not hold insurance to cover loss or damage to hirer's property which is stored, kept or brought on to these premises. It is up to the hirer to take out such insurance.

1. No announcement or advertisement shall be made as to the proposed event or activity for which a hiring is requested until the application for such hiring has been accepted by the Headteacher and Governing Body.

1. Full payments of agreed price including the deposit must be made at least 14 days prior to the date of each hire.

1. The views of the school expressed by a member of school staff or governors will be final with regard to Health and Safety issues.

1. Hirers must provide their own First Aid kit and keep a log of any accidents.

1. All external hirers hiring the building for an activity where children will be present need to provide the school with a copy of their Child Protection Policy, for approval by the school, as a condition of hire or agree to comply with the School’s Child Protection Policy.

1. On application, hirers will be required to produce a fire exit plan that satisfies the school’s requirements.

REVIEW OF POLICY

Governing Body / Published / Review Date / Author
Sub Committee
Resources Committee / October 2017 / Sheila McCabe
Headteacher’s Signature
Chair of Governors Signature

Appendix 1

KAJIMA’S TERMS AND CONDITIONS

Definitions

1.1In these Terms and Conditions:

•Activities means the activities (stated on the Booking Form) carried out by the Third Party for the duration of the Hire Period on the School Premises;

•Booking Form means online booking form or hard copy thereof;

•Company means Southfield Primary School and also (where the context permits) its assigns and any sub-contractor for the Company;

•Contract means the contract between the Third Party and the Company comprising the Booking Form and Terms and Conditions of Use and codes of conduct entered into upon the Company notifying the Third Party that it has accepted the booking;

•Equipment means any equipment under the ownership, possession or control of the Company or otherwise present on the Facilities that is made available to the Third Party or to which the Third Party has access for use in connection with the Activities;

•Event of Force Majeure means, as regards a party, the occurrence of circumstances beyond the reasonable control of that party including (without limitation) industrial action, strikes, lockouts, blockades, riots, act of war, piracy, destruction of essential Equipment by fire, explosion, unfitness of playing fields for use, flood, earthquake, failures of, shortages in or a loss of access of Equipment, power, supplies, fuel or transport facilities at the Facilities;

•Expiry Date is the date of completion of the hire period set out on the Booking Form;

•Facilities means that part of the School Premises stated on the Booking Form;

•Facilities Staff means any employee or representative of the Company and the Company's sub-contractors with responsibility for the School Premises and Equipment;

•Hire Charge means the cost of hiring the Facilities and (where appropriate) the Equipment as specified in the Booking Form together with any additional charges or costs incurred due to loss or damage for which the Third Party is responsible for, and Hire Charges shall be construed accordingly;

•Hire Period means any and all periods of time during which the Third Party is permitted to use the Facilities and (where appropriate) the Equipment as stated in the Booking Form;

•Payment request – automated payment request

•Regular Hire means hire on a periodic basis;

•Regular Hire Session means one of the sessions which together with other sessions comprise a period of Regular Hire;

•School Premises means the school premises of the Company at which the Activities shall take place;

•Special Event means hire for “one off” Activities during a specific Hire Period only;

•Third Party means the person, organisation, club, firm or company with whom the Contract is made, and

•Third Party User means any person under the control of, connected with or on the School Premises with the consent of the Third Party.

1.2Words in the singular shall include the plural and vice versa, references to any gender shall include the others and references to legal persons shall include natural persons and vice versa.

2 General

2.1These Terms and Conditions of Use shall apply to the Contract to the exclusion of any other terms and conditions contained or referred to in any order, letter, form of contract or other communication sent by the Third Party to the Company and the provisions of these Terms and Conditions of Use shall prevail unless expressly varied in writing and signed by a director of and on the Company's behalf. The Company may issue supplementary Terms and Conditions and or codes of conduct which will be an addition to and not a replacement of these Terms and Conditions.

2.2Any concession made or latitude allowed by the Company to the Third Party shall not affect the strict rights of the Company under the Contract.

2.3If any particular clause of these Terms and Conditions of Use shall be or held to be invalid the other clauses of the Terms and Conditions of Use shall continue in full force and effect.

3 Health and Safety

3.1Whilst on the School Premises all Third Party Users must comply with the provisions of any relevant and applicable health and safety legislation and with all reasonable health and safety procedures applied or notified by the Company.

3.2Fire doors and doors fitted with automatic closure shall not be interfered with by Third Party Users.

3.3Third Party Users shall not obstruct any corridor, passage, entrance or exit of the School Premises.

3.4The Third Party Users shall ensure that there is no interference whatsoever during the Hire Period with fire extinguishers or any other fire fighting equipment, except in the case of emergency.

3.5Any electrical equipment brought on to the School Premises by the Third Party Users must have prior agreement with the Facilities Staff and have a current Portable Appliance Tested (PAT) certificate displayed on such equipment (indicating that the PAT test was performed no more than 12 months previous) or a dated purchase receipt for new electrical equipment, indicating that the purchase date was no more than 12 months previous.

3.6The Third Party will under no circumstances bring fireworks or pyrotechnics onto the School Premises. No gas container or apparatus which when being used has a naked flame is permitted in any area of the School Premises unless prior permission from the Company has been granted.

3.7Abusive behavior by any Third Party Users towards Facilities Staff and other users of the facilities will result in an immediate termination of booking.

3.8Third Party Users confirm that upon entering into the Contract they have read and understand the emergency evacuation procedures of the Facilities and School Premises and that they will share this information with any individual or group of individuals that they are responsible for bringing onto the School Premises.

3.9Third Party Users should notify in writing to a member of Facilities Staff within 5 days following the occurrence of any of these incidents: injuries or illnesses, incidents or near misses, property loss or damage, environmental and building damage or theft.

4 Third Party Users

4.1Third Party Users shall comply with the instructions of the Facilities Staff at all times.

4.2Third Party Users shall have access to toilets and common parts of the Facilities in relation to the Activities as designated from time to time by the Facilities Staff.

4.3The Third Party shall provide sufficient supervision of Third Party Users whilst on the School Premises to comply with all applicable regulations and best practice.

4.4All Third Party Users engaged in a supervisory role during the Hire Period must be carefully selected prior to appointment by the Third Party and be sufficiently skilled, experienced and trained by the Third Party to carry out their duties.

4.5Third Party Users must be appropriately dressed for each Activity and supplied, by and at the cost of the Third Party with personal protective clothing as shall be suitable and required by law and which shall be replaced and/or removed as required by the Third party.