GENERAL RULES GOVERNING THE HIRING OF

ST JOHN THE EVANGELIST, BROWNSWOOD PARK

This agreement covers the letting of any of the above premises.

The management of the lettings is managed by the Parochial Church Council (“the PCC”) St John the Evangelist, Brownswood Park. The PCC is empowered to make rules, or to withdraw or amend them at any time.

1. Use of the Church facilities

Use of the facilities is subject to the following rules and to the conditions incorporated in the hiring agreement.

2. Equal Opportunities

Church facilities shall be open to all members of the community regardless of ethnicity, gender, sexual orientation, age, disability, religious or political beliefs.

3. Applying to use the Church facilities

a) Applications for use of the Church facilities shall be made to theVicar.

b) A contract must be made between the PCC and the hirer.

c) All arrangements for the use of the facilities are subject to the PCC reserving the right to cancel bookings.

d) The PCC shall have priority use of the facilities, including the right to suspend lettings when the space is required for church purposes.

4. Hours of Opening

Church facilities are normally available between the hours of 9am and 11pm Mondays - Saturdays, and 12.30pm to 11pm on Sundays.

5. Safety Regulations

All conditions attached to any licences held by the Church shall be strictly observed. Nothing shall be done which will endanger the users of the building, or invalidate the policies of insurance relating to it and its contents. In particular:

a) obstructions must not be placed in gangways or exits, nor in front of emergency exits, which must be immediately available for free public egress;

b) emergency lighting supplies must be turned on during the whole time the premises are occupied, and must illuminate all exit signs and routes;

c) fire-fighting apparatus shall be kept in its proper place and only used for its intended purpose;

d) the Fire Brigade shall be called to any outbreak of fire, however slight, and details of the occurrence shall be given to the Parish Administrator;

e) the hirer shall be the Responsible Person under the terms of the Regulatory Reform (Fire Safety) Order 2005

f) highly flammable substances shall not be brought into, or used, in any part of the premises;

g) performance involving danger to the public shall not be given;

h) no internal decorations shall be undertaken or erected without the consent of the PCC;

i) no unauthorised heating appliances shall be used on the premises;

j) The Vicar shall be informed of any accident or injury occurring on the premises, so that it can be registered in the Accident Logbook.

k) All electrical equipment brought into the building shall comply with current regulations and must have been PAT tested, and display a current safety sticker on the plug. The PCC disclaims all responsibility for all claims and costs arising out of any such equipment that does not so comply.

6. Supervision

The hirer or person in charge of the activity ("the Representative") shall not be under 18 years of age and shall be on the premises for the entire period of hire, or duration of the activity. The Representative shall not be engaged in any duties that prevent him or her from exercising general supervision.

When the premises or part of them are used for the purpose of public entertainment, there shall be a minimum of two persons, neither of whom shall be less than 18 years of age, on duty.

All persons in charge or on duty shall have been informed of the procedure for evacuation of the premises, and shall be familiar with the fire-fighting equipment available.

7. Children and Child Protection

The parish of St John the Evangelist, Brownswood Park regards the safe care and protection of children and vulnerable adults as of the utmost importance. Groups that hire or use church premises are expected to share this concern and ensure that any activities comply with current legislation.

The hirer must supply the PCC with a copy of their safeguarding and/or child protection policy, which must be in line with that of the parish of St John the Evangelist, Brownswood Park.

8. Intoxicating Liquor, Smoking and Drugs

There is no Alcohol Licence held at any Church building. Alcohol is not to be sold at any time, except when a Temporary Events Notice (TEN) has been issued. Any breach of this will result in immediate termination of the contract, and liability to be charged for 1 month of the usual rent to regular users, or forfeiture of rental charges to casual users.

There is a strict No Smoking policy in all church buildings. Any breach of this will result in immediate termination of the contract, and liability to be charged for 1 month of the usual rent, or forfeiture of rental charges to casual users.

The PCC has a zero-tolerance policy with regards to drugs and other illegal activity. The Police will be called if any hirer or user engaging in such illegal activity is discovered, and they will be immediately barred from the premises and refused the right to make further booking.

9. Betting, Gaming and Lotteries

Nothing shall be done on or in relation to the premises in contravention to the law relating to betting, gaming and lotteries, and the persons or organisations responsible for functions held in Church premises shall ensure that the requirements of the relevant legislation are strictly observed.

10. Storage

Except when this has been agreed and paid for as part of a hiring agreement, there is no facility for storage of equipment in the premises.

11. Loss of Property

Neither the PCC nor the Management Committee shall accept responsibility for damage to, or the loss or theft of, users' property or effects.

12. Car Parking

Cars shall not be parked so as to cause an obstruction at the entrance to, or exits from, any of the premises. Cars may not be parked on church premises.

13. Neighbours, Nuisance and Call-Outs

Because the premises are in a residential area, the noise must not be such as to cause annoyance or inconvenience to any person.

a) Litter shall not be left in or about the premises.

b) No dogs are allowed on the premises except in the case of registered assistance dogs for the deaf or blind.

c) All evening events will finish and all users must leave by 11.00 pm, when the premises must be locked. Please be quiet on leaving the building. Failure to do so will result in a statutory fee of £25 added to the rental charges. If users refuse to leave the premises or cause significant nuisance, or create difficulties for any representative of the Church, the Police will be called.

d) All rubbish must be bagged, and food waste placed in dustbins or removed.

e) Should we receive a complaint from local residents, the police or the local authority whilst a Hire is taking place, and a member of staff is required to attend, there will be a statutory fee of £25 added to the rental charges. The Vicar will write to you to express our concerns. Should we be forced to write to you on a second occasion, you will be found in breach of these terms and conditions and the contract will be immediately terminated, and liability to be charged for 1 month of the usual rent.

f) Should a complaint be received after an event has ended, the Vicar will write to you to express our concerns. Should we be forced to write to you two occasions, you will be found in breach of these terms and conditions and liability to be charged for 1 month of the usual rent.

g) If a call out is required to enable access to the buildings, due to forgotten keys etc, then a statutory fee of £25 shall be added to the rental charges.

14. Cleaning and Security

All use of premises and facilities is subject to the users or hirers accepting responsibility for returning furniture and equipment to their original position, and for securing doors and windows of the premises as directed by the Vicar. Groups that hire the worship space are not permitted to move any of the furniture on the sanctuary dais, nor use or place anything on the altar table at any point. All users shall also leave the premises and surrounds in a clean and tidy condition, as may be directed by the Vicar. All floors must be mopped and swept clean before leaving, unless the hirer pays the additional cleaning charge.

15. Grievances

Grievances should be made in writing to the PCC.

16. Conditions of Hire.

A) Bookings for Individual Occasions

  1. In order to confirm any booking, the hirer shall pay as a security deposit one half or 50% of the cost of the booking. Such deposit shall be refundable to the Hirer in the event of the Church cancelling the booking in pursuance of Rule 3 c or d, or 14 days after the booking, subject to any deductions that may be incurred.
  1. The hirer shall pay the balance of the fees due at least 14 days before the date of hire. Fees shall only be refundable in the event of the Church cancelling the booking as above. The same process applies to weddings.
  1. The Representative hereby accepts personal responsibility for the compliance by the hirer with all the conditions and rules governing the use of the facilities, and indemnifies the PCC accordingly.
  1. The hirer shall not use any part of the facilities not let and paid for.
  1. Hours booked shall include setting up and tidying up time.
  1. The hirer shall, during the period of the hiring, be responsible for supervision of the premises, protection of the fabric and contents, safety from damage (however slight), and the behaviour of all persons using the premises whatever their capacity.
  1. It is not permissible to advertise events or meetings on church premises. Posters and banners may not be put on any noticeboards, walls or windows.
  1. The Vicar, church wardens and PCC shall have access to all parts of the Church facilities at all times.
  1. The hirer shall be responsible for obtaining any licences necessary in connection with the booking, other than those already held by the Church.
  1. The hirer shall be responsible for making arrangements to insure against any third party claims which may lie against his or her organisation whilst using Church facilities. The Church is insured against any claims arising out of its own negligence, and the Hirer shall do nothing to invalidate or jeopardise such insurance.
  1. The hirer shall not sub-let the premises.
  1. The hirer shall indemnify the Vicar, the Church Wardens and the PCC for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the building during, or as a result of, a booking, and against all expense, liability, costs and claims that may arise against any person as a result of the hiring.
  1. The hirer acknowledges that no tenancy is intended to be created between the PCC and the hirer and no relationship of landlord and tenant exist between them.

B) Regular Bookings

  1. In order to confirm any booking, the hirer shall pay as a security deposit the equivalent of one month’s rental and a £25 key deposit. Such deposit shall be refundable to the Hirer in the event of the Church cancelling the booking in pursuance of Rule 3 c or d, or 14 days after the ending of the booking, subject to any deductions that may be incurred.
  1. The hirer shall pay the fees within 28 days of the date of invoice. Fees shall only be refundable in the event of the Church cancelling the booking as above. In the event of non-payment, persistent late payment or breach of these terms and conditions the Management Committee may terminate the booking immediately.
  1. Rental charges may be increased by the Management Committee at any time, giving 28 days written notice. All rental charges will be reviewed by the Vicar and PCC each year.
  1. Bookings may be terminated at 14 days notice by either party.
  1. The Representative hereby accepts personal responsibility for the compliance by the hirer with all the conditions and rules governing the use of the facilities, and indemnifies the PCC accordingly.
  1. The hirer shall not use any part of the facilities not let and paid for.
  1. Hours booked shall include setting up and tidying up time.
  1. In the event that the hirer does not require use of the premises, 14 days notice must be given to the Parish Administrator, or rent will be charged.
  1. The hirer shall, during the period of the hiring, be responsible for supervision of the premises, protection of the fabric and contents, safety from damage (however slight), and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car-parking arrangements so as to avoid obstruction of the highway.
  1. The Vicar, Church Wardens and PCC shall have access to all parts of the Church facilities at all times.
  1. The hirer shall be responsible for obtaining any licences necessary in connection with the booking, other than those already held by the Church.
  1. The hirer shall be responsible for making arrangements to insure against any third party claims which may lie against his or her organisation whilst using the building. The Church is insured against any claims arising out of its own negligence, and the Hirer shall do nothing to invalidate or jeopardise such insurance.
  1. The hirer shall not sub-let the premises.
  1. The hirer shall indemnify the Vicar, the Church Wardens and the PCC for the cost of repair of any damage done to any part of the property including the curtilage thereof or the contents of the building during, or as a result of, a booking, and against all expense, liability, costs and claims that may arise against any person as a result of the hiring.

July 2013

DPS

1