Staploe Parish Council
33, Staploe, St. Neots, Cambs. PE19 5JA
Telephone: 01480 471526
www.staploeduloehoneydonparishcouncil.bedsparishes.gov.uk/
E-mail: [email protected]
TERMS AND CONDITIONS FOR THE HIRE OF DULOE PLAYING FIELD
1. Fees and Charges
(a) There is no charge for hiring the pitches on the playing field. The hirer is responsible for cutting
and maintaining the grass on the whole playing field (area shaded blue in the diagram below)
for the whole year. Between 1st August and 31st May the pitch areas should be mown to a
standard required to play sport and the rest of the field including the play area should be mown
at least every third cut. Between 1st June and 31st July the whole field should be mown to
maintain a reasonable length of grass for walking and playing on. At no point must it be over 4
inches high. The hirer should spray around the village hall as necessary to prevent weed growth
(possibly 2-3 times per year). The “whole playing field” excludes the grass verge bordering the
road but includes the remainder of the field to within 1m of the boundary (area shaded blue on
the map below). In addition, the whole field should be sprayed for weeds as necessary
excluding any designated wild flower areas (none designated as yet) and the Clerk should be
informed when this is done and when the weeds around the village hall are treated. Any grass
cuttings collected eg in the bucket of the small lawn mower should be either disposed of or
composted on site eg in the South West corner of the playing field.
Football Club not
responsible for cutting
grass verge
Compost grass
cuttings here if not
removed from site
In addition the hirer is responsible for repairing any damaged turf and maintaining the decking,
tables and benches outside the hall and the storage container in the south west corner of the
field. The hirer is responsible for keeping the areas around and behind the storage containers
and decking tidy and free from litter. The green metal bench, play area and the wood effect
resin bench bordering the road belong to the Parish Council. The hirer is not responsible for
maintaining them but should report any accidents / faults they notice with this equipment to
Staploe Parish Council Pitch Hire Terms and Conditions 2017/18
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the Clerk. The hirer is not responsible for cutting the hedge around the playing field. The hirer
will submit a report to the Annual Parish Meeting on the third Tuesday of March each year
detailing how the field was maintained and how the pitches were used in the previous season.
(b) Marking out pitches with paint is the responsibility of the hirer. The white lines marking the
pitches may be maintained throughout the year.
(c) No permanent structures can be erected on the field without written permission from the Parish
Council.
(d) The hirer will pay a deposit of £200 to cover any potential work which may be required on their
departure eg. Grass cutting required within a month of departure, making good after storage
units are removed, repair of any damage. This deposit will be rolled over into future seasons if
the hire continues into subsequent years. The Parish Council will account for this deposit in
their accounts.
(e) If the above conditions in 1 (a)-(d) are not met the hirers will be informed in writing and if action
is not taken within 30 days the right to use the pitch will be forfeited. In these circumstances the
Parish Council with either stop hiring out the playing field or the playing field will be allocated to the
next team on the waiting list and all temporary structures eg. changing rooms, kitchens and storage
units belonging to the club and not part of the Parish Council’s asset register must be removed
within 30 days of the Parish Council giving written notice. Any services eg. electrical, water and
sewerage connections would need to be made safe and ready for future hirers. The storage units,
football goals, decking and picnic tables adjacent to the hall, and the gate in the hedge behind the
play area belong to Duloe Football Club who are responsible for maintaining and insuring them
whilst their annual hire agreement is in place. The Parish Council are not responsible for any
accident or injury sustained as a result of using or climbing on equipment owned by the Football
Club. If their hire agreement is terminated for any reason Duloe Football Club may choose to:
transfer the decking to the Parish Council, sell it to a future hirer, or remove it at the Football Club’s
cost.
(f) All hiring arrangements will be reviewed annually and revised at the absolute discretion of the Parish
Council.
2. Use of Pitches
(a) The playing field will be allocated in January for a twelve month period (June 2017 to May 2018
inclusive). The Hirer is responsible for maintenance of the playing field, as outlined in 1(a) -1(d),
throughout this period. No activity (football fixutres / training) is permitted in June or July. Training
only (as outlined in 2(g)) is permitted from 1st August to 31st August. Regular use on a Saturday as
outlined in 2(f) and training, as outlined in 2(g) is permitted from 1st September 2017 to 31st May
2018. Teams wishing to use a pitch must apply before the 31st October to the Parish Clerk, giving
details of the preferred day(s) for use / hire. The fixture list should be presented to the Clerk before
the first match of the season and kept up to date at all times. Each week team managers should
check the fixture list displayed on the Village Hall noticeboard is accurate and inform the Clerk if there
are any changes with at least 48 hours notice.. If any fixtures change this must be notified to the
Parish Clerk on 01480 471 526 / 07779 237 947 / [email protected] and Sam Bygraves
who manages the Village Hall on 07768 303 373 / [email protected] as soon as
possible and at least 48 hours before the fixture. This is important as Village Hall users may request
use of the pitch area of the playing field when the Hirer is not using it.
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(b) If there is more than one applicant for annual hire then applicants will be added to a waiting list (held
by the Parish Clerk). Under no circumstances should a team attempt to secure use of the pitches
without permission. Applicants will be allocated in the following order: 1. Existing hirers i.e. those who
have held the pitch for the previous 12 months. 2. New applicants who are on the waiting list and
within 3 miles of Duloe. 3. New applicants from out of the area who are on the waiting list. However,
the Parish Council reserves the right to discontinue pitch hire at their discretion at the end of the year
(ie
in
May)
and
allow it
to
revert
to
an
informal village
playing
field.
(c) The Hirer shall not sub-hire or use the playing field for any unlawful purpose or in any unlawful way
nor do anything that may endanger the same or render invalid any insurance policies in respect
thereof.
(d) No Hirer may use the pitch without authorisation from the Parish Clerk.
(e) When the playing field is not in use by the Hirer members of the public are permitted to use it for
recreational purposes. However, any formal sports match (ie with more than 10 people playing) must
obtain authorisation from the Parish Clerk.
(f) There are to be no more than 3 matches on a Saturday with kick off times at 10am and 11.30am and
none on Sunday. No more than 3 matches on a Saturday will be allowed / considered at any time
(g) Training sessions can take place on three evenings of the week on Mondays, Tuesdays,
Wednesdays or Thursdays for two hours ending by 8pm. The chosen regular three days should be
determined after consultation with Sam Bygraves of Duloe Village Hall and the Clerk should be
informed which days have been chosen before training begins in August. There is to be no
floodlighting and no midweek fixtures. Training is limited to a maximum of 2 teams (maximum of 44
players) at any one time.
(h) There are to be no more than 5 teams using the playing field. This is due to parking considerations.
(i) Squad sizes are to be as follows:
Team age
U7
U8
U9
U10
U11
U12
U13
U14
U15
U16
Players Maximum match day squad size Allowable squad size
5v5
10
10
5v5
10
10
7v7
12
12
7v7
12
12
9v9
14
18
9v9
14
18
9v9
14
18
11v11
16
22
11v11
16
22
11v11
16
22
(j) The upper age limit for sports fixtures is Under 16’s.
Staploe Parish Council Pitch Hire Terms and Conditions 2017/18
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(k) All litter must be collected and disposed of after each use of the playing field and the litter bin
emptied. If a recycling bin is available this should be used for recyclable materials such as water
bottles.
(l) Dogs are not excluded from the playing field. However, fouling is an offence. The Parish Council
work hard to encourage people to pick up after their dogs and will report any offenders if they can be
identified but the Council cannot be held responsible for keeping the field free from dog fouling. It is
therefore the responsibility of the hirer to ensure that the field is free from dog fouling and litter before
matches or training commence.
3. Parking and use of Woodhouse Lane
(a) Parking is a very sensitive matter with local residents. All those using the pitches must show respect
for local residents by driving slowly and carefully in Woodhouse Lane. Under no circumstances must
any driveways be blocked and all parking signs and Marshal’s advice must be followed. The Lane is
used by pedestrians, dog walkers and children using the play area and consideration should be
shown to them at all times. Some residents have horses and may need to bring horse boxes in and
out of their driveways so plenty of space should be left for them to gain access. Sufficient space
should be available for emergency vehicles to have access to Woodhouse Lane at all times. Priority
should be given to residents pulling into and out of their driveways where possible.
(b) Similarly, speeding traffic in Duloe is a sensitive issue and all users of the playing field should abide
by the speed limits in the village at all times.
(c) At weekends the “away” team should park at the east end of Woodhouse Lane in the two signed car
parks (opposite 44, Woodhouse Lane and in the Celect / HoF car park (but not blocking access to the
industrial units or barns).
3c was not agreed by the
Football Club (Colin Bower
25th Jan 2017)
Away team to park in the
areas shaded blue.
Away team to use this entrance
and exit, not the Woodhouse
Lane entrance
(d) The “home” team should park along the grass verge before the village hall and, if the village hall is
not in use, extra cars may be directed to park there. If the village hall is in use by another group the
car park must not be used by hirers of the playing field. There is a car parking space in the hall car
park for disabled users.
(e) There must be a marshal / marshalls on duty to direct parking before every match and parking signs
must be used to direct users where to park.
Staploe Parish Council Pitch Hire Terms and Conditions 2017/18
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(f) Car sharing should be encouraged.
(g) All “away” teams managers should have information regarding parking and speed limits emailed to
them prior to attending any fixtures in Duloe and new members of the football club should receive this
information along with their code of conduct information.
4. Language
Residents of Woodhouse Lane have asked that there should be a ban on the use of bad language by
users of the pitches and their spectators.
5. Code of Conduct
Hirers of the playing field must issue every team member and opposing team member with a code of
conduct to be followed by players and spectators which includes an agreement to abide by points 3 and 4
above. This may be communicated by e-mail to opposing team managers for circulation to their teams.
Otherwise enforcement action will be taken (initially by the Hirer) but if the Parish Council are not satisfied
that these matters are being enforced a written warning will be given to the Hirer and if matters do not
improve within 30 days the Hire agreement will be terminated. The code should also include a reminder
that resident’s gardens should be respected and children are not to enter them. Also, players should be
reminded that there are livestock in many of the gardens near the playing field and they should be
particularly careful not to throw litter over any hedges.
The Parish Council should be sent a copy of the code of conduct before the season begins or by 30th April
for their approval.
6. Changing Rooms and Toilets
(a) The current changing rooms, storage units and toilets are owned by Duloe Football Club. They are
not to be used by any other Hirer. All Hirers must provide their own storage units after obtaining
written permission from Staploe Parish Council.
(b) The Village Hall can be hired by prior arrangement at the normal rate of hire. To book the hall please
call 07768 303 373.
(c) The security of any temporary buildings / units is the responsibility of the Hirer. The Parish Council
will accept no responsibility for loss, theft or damage to any equipment or personal items. The Hirer
is responsible for insuring their equipment, containers and any temporary structures erected on the
site.
(d) Any temporary structures must be kept in a good state of repair.
7. Goal Posts
(a) Goal posts are to be erected by the Hirer. Anchor pins must be used to secure the posts into the
ground. Any losses of bolts etc should be reported prior to the commencement of the match.
(b) At the end of the match, the Hirer must store the posts in a safe and tidy state; ideally not backing
onto the road otherwise children may use them and balls roll onto the road. The Hirer has the
responsibility for checking the safety of the posts prior to commencement of the match and storing
them safely throughout the year according to Football Association (FA) guidelines. The posts should
be moved to the edge of the field in June and July and stored securely as per FA guidelines.
8. Insurance
Staploe Parish Council Pitch Hire Terms and Conditions 2017/18
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(a) All Hirers must hold insurances (personal accident, professional indemnity, accidental damage, fire
and theft and any other relevant insurance) for their players, coaches and equipment. In addition,
they must have public liability of at least £10 million.
(b) A copy of the appropriate insurance schedules must be provided to the Parish Clerk prior to
commencement of the first match of each season and when the insurance is renewed (usually on 1 st
July).
9. Health and Safety
(a) Hirers should be aware of other users of the playing field and make reasonable efforts to ensure that
spectators and players behave safely and responsibly. Urinating in the hedgerows is strictly
forbidden.
(b) In the event of an accident or emergency, the hirer should contact the emergency services. The
emergency services should be advised that a universal padlock is fitted to the barrier and that access
can be gained using the appropriate key held by all emergency services.
(c) Any Hirer must maintain an Accident Record Book which is kept in accordance with the requirement
of the Data Protection Act 1998 which should be presented to the Clerk on request. Any accidents or
injuries requiring the involvement of emergency services or a visit to hospital should be notified to the
Clerk.
(d) Hirers who run activities involving children and young people using paid employees and volunteers
are required to declare that they have a Child Protection Policy in place and that they update their
CRB checks on a regular basis.
(e) The hirer must submit a risk assessment to the Parish Clerk before August each year. This should
include measures taken to protect operators and the public when spraying herbicide on the field or
when mowing (eg. display signs to warn children and dog walkers not to use the field for the amount
of time specified on the herbicide label, check playing field for foreign objects before mowing / playing
football) and a suitable risk assessment for managing the football activities (eg that available on
www.footy4kids.co.uk or similar).
10. Payment for Utilities
The Football Club are to negotiate a suitable annual payment for electricity, water and sewage
disposal with Staploe and Duloe Village Hall committee.
11. Cancellation of Matches
(a) The Parish Council reserves the right to cancel a match at any time if the hirer is in breach of this
agreement. In other exceptional circumstances the Parish Council would give at least 48 hours
notice before cancelling a match and every reasonable effort will be made to avoid this.
(b) The Parish Council will not be liable to the Hirer in respect of expenses, costs or losses incurred
directly or indirectly by the Hirer in relation to the termination.
(c) The Hirer may cancel a match at any time. Notification of cancelled matches must be made prior to
the date of the match to the Parish Clerk.
12. Termination of Hire
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(a) The Hirer may relinquish the right to use the allocated pitch and facilities at any time on presentation
of written notice to the Parish Council Office together with payment for any grass cutting / treatment
which the Parish Council deem to be required within 30 days of termination (estimated at £200). All
temporary structures / buildings must be removed from the site and any services to those buildings
disconnected and made safe ready for the next hirer.
(b) The Parish Council reserves the right to terminate any agreement with the Hirer, including the right to
use playing field and facilities, if the Hirer breaches any of these rules.
13. Liability
(a) The Hirer is responsible for all loss, damage and claims arising out of this agreement.
14. Complaints
(a) The Parish Council Office wishes to be notified should you have any complaints or problems
regarding the use of the playing field. Please address all correspondence to:
The Parish Clerk
33, Staploe,
St. Neots
Cambs. PE19 5JA
01480 471 526
07779237 947
[email protected]
(b) The Parish Council reserves the right to vary any of these terms and conditions at its absolute
discretion.
15. Agreement
Hire of football pitch for the period 1 June 2017 to 31 May 2018
Signed on behalf of Staploe Parish Council: …………………………………….……………………..
Position: …………………………………………………………………………………………………….…………
I agree to abide by the foregoing terms and conditions throughout the duration of the hire period shown
above:
Signed: ………………………………………………………………………………………………………
on behalf of …………………………………………………………………………………………. (Hiring Club)
Name in block capitals: ………………………………………………………………………………………………
Position in club: …………………………………………………….……………………………………………….
Staploe Parish Council Pitch Hire Terms and Conditions 2017/18
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