Meadowside CP &
Nursery School
Lettings Policy
Policy Updated
November 2016
Reviewed & Agreed by
Governors
Next Review
December 2016
Headteacher
Chair of Governors
Mr Stuart Wright
Mrs Jo Warburton
December 2019
Lettings Policy – December 2016
Related Policy
/ Legislation
• Managing allegations against staff • Safeguarding Policies • Whistle Blowing • Code of conduct policies • Charging and remissions policy • Internal Financial Regulations
• Whole school pay policy 1: INTRODUCTION & OBJECTIVES
The Governors acknowledge the opportunity to maximise cash income to the school by
the appropriate profitable letting of the school premises together with their responsibility to
facilitate social and extra-educational activities for the children of the school and residents
in the area.
The purpose of the Letting Policy is to establish the school Governors' criteria for letting of
the school premises, the categories of prospective hirers and the scale of charges. The
accompanying conditions of hire agreement provides more details of the responsibilities of
the hirers and must be read alongside this policy.
2: THE LETTING POLICY
Criteria for Lettings
The Governors will consider applications for hire of the school premises that fulfill one or
more of the following criteria:
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Lettings for the use of school support organisations
Lettings that deliver, in the opinion of the Headteacher, appropriate educational
benefits to the children of the school. Lettings that deliver a social benefit to the children and/or parents of the school. Lettings for local community activities. Lettings for commercial ventures. In considering applications the Headteacher will need to be satisfied that the school
premises are suitable for the intended purpose of the let and that the intended activity
does not, in the opinion of the Headteacher, conflict in any way with the normal routine or
Lettings Policy – December 2016
ethos of the school, or the comfort of the staff and pupils. If an application for a let is
refused any decision of the Governors will be final. 3: APPLICATIONS FOR HIRE OF THE SCHOOL PREMISES Applications by prospective hirers must be made in writing to the Headteacher and must
include the following information: • The identity of the intended hirer and if appropriate the hirer's agent. • The intended purpose for the hire of the school premises. • The school facilities required. • A charge will be made for the maintenance officer for opening and/or closing the
school. • The number of persons to be on the school premises during the hire period. • The intended hire period. • The charge, if any, to be made by the hirer for the intended activity. • Confirmation that any necessary licenses, insurances etc. for the activity have been/will
be obtained before the commencement of the let. 4: SCHOOL LETTINGS CHARGES The charges for hire of the school premises are set out in Appendix A attached and are the
recommended by the Governing Body. It is a condition of the letting agreement that in the event of activation of the school alarm
resulting from incorrect setting of the alarm by the hirer when locking up at the end of the
let or activation by way of the premises being left inadequately secured by the hirer at the
end of the let, then the hirer will account to the Governors for any costs resulting from the
alarm activation.
Discounted or abated Letting Fees
When setting the charge for an agreed letting in accordance with the rates in Appendix A
the governors will consider discounting or abating at their absolute discretion the scale fee
for those applications that fall within the categories listed at paragraph 2 above.
Lettings Policy – December 2016
When a Letting fee discount or abatement is requested and/or is thought to be
appropriate, the Governors' decision regarding the Letting fee will be determined by
reference to the following:
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Will the Letting result in any intrusion upon normal school activities? Will the charging of a Letting fee adversely affect the viability of an educational or a
community use project? Will the Letting require use of school equipment? Any extra costs incurred by the school in respect of the Letting such as caretaking,
cleaning. Payment of Letting charges
For one-off lettings the agreed fee must be paid to the Headteacher at least 7 days in
advance of the Letting. For repeat lettings the agreed fee must be paid to the
Headteacher at the beginning of each half term in advance.
APPENDIX A
Room
Cost p/hour for community
Cost p/hour for commercial
use
use
School Hall
£10
£15
Classrooms
£10
£15
Community Learning Room
£5
£10
These rates do not include any element for caretaking.
Current Maintenance Officer
hourly rate of pay (as at April 2016) £10.80 in working hours. Additional costs outside normal
working hours.
Refreshments can be provided on request and will be invoiced separately.
Lettings Policy – December 2016
Meadowside Community Primary and Nursery School
Clough Avenue, Longford
Warrington. WA2 9PH
Headteacher: Mr SG Wright, BA(Hons), PGCE,NPQH
Chair of Governors: Mr A Moorcroft
Tel: 01925 632705 Fax: 01925 630922 Email: [email protected] www.meadowsidecpschool.co.uk
Letting Agreement
I, ______________________ as a representative of __________________
___________________________________________________________
(Company/Organisation) agree with the conditions outlined in Meadowside CP and
Nursery School’s Letting Policy and conditions of hire agreement.
We agree to
pay a sum of (£________) over a
period of from to (month and year) to hire
the ________________________________________________________
Signed_____________________________ Date ________________ Name in Capitals:
Please sign both copies – keep one and return the other to school.
MEADOWSIDE CP AND NURSERY SCHOOL
CONDITIONS OF HIRE AGREEMENT
1. All hire fees, storage charges and deposits must be paid at the times stipulated in the
Letting Policy and Hire Agreement. The hirer will have no right to use the rooms and
facilities, until all payments have been made in full at the times stipulated.
2. If the hirer wishes to cancel the booking and the school is unable to conclude a
replacement booking, the question of repayment of the fees will be at the discretion of the
Headteacher.
3. The hirer shall, on making the booking, inform the Headteacher or appointed
representative of any requirements concerning the provision of refreshments and shall be
responsible for any charges thereby incurred.
4. If the hirer is permitted to store equipment between sessions, it must be stored in such a
place and such a manner as indicated by the Headteacher and only for as long as is
permitted by the Headteacher subject to any payment of storage charge. No article that
is dangerous or unsuitable may be stored.
5. The Headteacher and School Governors accepts no responsibility for any stored
Lettings Policy – December 2016
equipment or other property brought onto or left on the premises, and all liability for loss or
damage is hereby excluded. All equipment and other property (other than stored
equipment) must be removed at the end of each session, otherwise fees will be charged
for each day or part of a day at the session hire fee until the items are removed. The hirer
shall indemnify and keep the school or its employees or agents and invitees indemnified
against all claims in respect of damage or loss of property or injury to persons arising as a
result of the use of the premises (including storage of equipment) by the hirer.
6. The school may dispose of items brought onto or stored on the premises, by sale or
otherwise, and on such terms and conditions as it thinks fit, and charge the hirer any cost
incurred in storing and/or disposing of such items, in any of the following circumstances:
• In respect of stored equipment - failure by the hirer either to pay any storage charges
due and payable or to remove the equipment within seven days after hiring.
• In respect of any other property brought onto the premises for the purposes of hiring failure by the hirer to remove the property within the seven days after the hiring.
7. The hirer shall take out adequate insurance to cover the hirer and members of the hirer’s
organisation and invitees against all claims arising as a result of the hire and, on demand,
shall produce the policy or other evidence of cover to the Headteacher or appointed
representative. Failure to produce such policy or evidence of cover will render the hiring
void and enable the Headteacher to re-let the premises to another hirer.
8. No literary, dramatic, musical, film, video or DVD work shall be performed or shown at the
premises without obtaining all the necessary copyright licenses and theatre, film, video and
DVD public entertainment licenses. No such work shall be performed or shown without prior
approval of the Headteacher, and no alteration to the work shall be made after such
approval.
9. The hirer:
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•
•
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Shall be responsible for any necessary approvals or licenses in connection with the
hire, other than those already held by the school. Will comply with all conditions attaching to such approvals or licenses, and will
indemnify the school against all losses, cost, damages and expenses resulting from
any failure to obtain such approvals or licenses or from any failure to comply with
the same. All such licenses shall be produced to the Headteacher or appointed representative
before the commencement of the hiring. No alcohol shall be sold, supplied or
consumed on the premises. The hirer shall, during the hiring be responsible for:
o Supervision of the premises in the areas of activity. o Protection of the building fabric and contents. o Safety from damage however slight. o The behaviour of all persons using the premises, whatever their capacity. Lettings Policy – December 2016
o
o
Ensuring that persons leaving the premises during or following the hiring shall
do so in an orderly manner and in such a way as not to cause nuisance or
annoyance to owners or occupiers of nearby premises.
Making good or payment for any damage caused, including accidental
damage, to the premises or to the fixtures, fittings or contents.
10. The hirer shall not use the premises for any purpose other than that permitted under the
hiring agreement and will not, without obtaining the prior consent of the Headteacher, use
or enter the premises at any times other than those permitted under the hiring.
11. The hirer shall not assign the benefit of the hiring agreement. The hirer shall not share
the use of the premises with any other person or organisation other than a member or
invitee of the hirer permitted to use the premises under the hiring.
12. The Headteacher and/or Governors reserve(s) the right to terminate forthwith any
entertainment, activity or meeting permitted under the hire that is not properly conducted.
13. No alterations or additions may be made to the premises, nor may any fixtures be
installed or placards, decorations or other articles be attached in any way to any part of
the premises without approval of the Headteacher. Any alteration, fixture, fitting or
attachment shall, at the discretion of the Headteacher be removed by the hirer who must
make good to the satisfaction of the Headteacher any damage caused to the premises
by such removal.
14. The hiring may be determined by notice given by the Headteacher:
•
If any fee, storage charge or deposit due under the hiring agreement is not paid on
time.
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If any of these conditions is not complied with by the hirer.
•
But without prejudice to any claim by the school against the hirer for non payment
of fees or non compliance with these conditions. The hiring agreement constitutes
permission only to use the premises, and confers no tenancy or other right of
occupation on the hirer. Signed Chair of Governors ...........................................................................................................
Date ...........................................................................................................
Lettings Policy – December 2016