RATIONALE
The school facilities, in particular the Hall, are recognised as a community resource. Every effort needs to be made to ensure that all school facilities and resources are used responsibly.
PURPOSES
1 To facilitate Community access to the school facilities.
2 To ensure that there is adequate financial compensation for the use of the facilities.
GUIDELINES
1. Any person/group hiring any of the school facilities will be bound by the “School Facilities Hire Agreement” document (appended).
2. There will be a scale of charges, depending on the period of hire, the function and the nature of the hiring party. Charges may be varied at any time at the Board’s discretion.
3. In general, the Board delegates to the Principal, the authority to approve applications to hire the school facilities. Booking of the facilities is to be done through the school office.
4. The income generated will form part of the school’s operational budget.
5.The Board will make suitable arrangements for the insurance of the facilities.
6.Any outside use of the school facilities should not adversely affect school programmes.
7 Playing fields:The grounds will be closed on all occasions that the Wellington City Council lose their grounds.
OUTCOME
The school facilities are a resource available for the Community according to the terms of the Hire Agreement.
Chairperson’s Signature ______________________
Date ____________________________
CHURTON PARK SCHOOL FACILITIES HIRE AGREEMEMT
1. BOARD OF TRUSTEES’ RIGHTS
a) The Board of Trustees reserves the right without further notice to refuse any application or to vary any of the terms of hire. Specific aspects of this are as in Schedule 1.
b) The Board of Trustees disclaims responsibility for the security of the property belonging to the hirer.
c) Bookings may be cancelled by the Board of Trustees and deposits refunded should the school facilities be required urgently for use by the school, Board of Trustees or Home and School Association, or on other reasonable grounds.
d) The school facilities are in a residential area and shall not be used in a way that creates unreasonable noise or disturbance affecting nearby residents.
2. LIMITS OF HIRE
a) Areas of the school facilities being hired must be negotiated at the time of booking.
b) All hall hire includes use of the entrance foyer, toilets, use of lighting, heating, furniture, cleaning equipment and kitchen facilities.
c) Consumption of alcohol is subject to separate approval.
d) Parking within the school grounds is not permitted during school operating hour.
e) The privacy of teacher resources, desks and files is to be respected, along with individual children’s belongings. Users must be aware of the Privacy Act and its ramifications.
3. SCHEDULE OF CHARGES
a) A bond (normally half fee) must be made when booking is accepted. The hire charge is to be paid when keys are uplifted. The bond will be repaid on return of the key and completion of Schedule 2.
b) The fee for the hire of the school facilities is $60.00 for each complete hour or part thereof.
c) Charges for other than single usage of the school facilities will be determined as by negotiation (refer to Clause 9).
4. SECURITY OF THE SCHOOL FACILITIES
The hirer is responsible for the security of all exits and entrances from the school facilities, for the setting of alarms at the end of a function, and for the return of the keys to the address below, or to any nominated person, by the specified time of the day following the period of hire. Failure to return the keys in the specified time will result in the hirer being liable for the cost of replacing all locks and keys and failure to set the alarms will result in the hirer being liable for any cost to the Board resulting from damage which, in the opinion of the Board, is attributed to failure by the hirer to set the alarms or callout charge should the alarm be incorrectly set and activated or the Fire Brigade are called out.
5. PERIOD OF HIRE
Normal use of the school facilities is to be terminated at 12p.m. One further hour is allowed for cleaning. The school facility is to be vacated by 1a.m. and all power switched off. The Board of Trustees may extend the period for special functions, for which an additional charge will be made.
6. NUISANCE
In the event of complaints which the Board of Trustees deem as justified, from nearby residents concerning noise or other disturbance, the Board of Trustees may refuse further applications for hire, and/or terminate any continuing agreement for the hire of the school facilities with the person or persons to whom the hire of the school facility had been granted when the noise or disturbance occurred.
7. INDEMNITY
The hirer accepts all risks both for property and claims for personal accident, injuries or damages arising out of or in respect of activities carried out by the hirer in or around the school facility or arising out of or in respect of the conditions of the school grounds or hall and indemnifies the Board of Trustees against any such claims. The hirer will indemnify the school for any loss, cost or expenses suffered by the school arising from the use of the school facility by the hirer. The hirer has inspected the school grounds and the hall and accepts them as suitable for the purpose to which they are to be put during the period of hire and further acknowledges that the School Board of Trustees has not warranted their condition or suitability. The hirer agrees not to take part in illegal activities.
8. PERFORMING RIGHTS
A declaration in writing that performing rights (where necessary) have been obtained is to be lodged at the school office prior to the performance.
9. LONG TERM HIRE
In the event of the hirer wishing to use the school facility on a regular basis (e.g. whole school term or for a period in excess of TWO MONTHS) the following conditions will still apply in addition to those set out above:
a) Payment for such hire is to be negotiated separately to the satisfaction of the School Board of Trustees or its nominated deputy and paid in advance at such time or times as are agreed.
b) Fourteen days’ notice of termination (or such other period as may be agreed) to be given either in writing or by telephone to a person or persons to be nominated by the hirer and the school.
c) Fourteen days’ notice of intention to vary their agreement may be given by either party in writing or by telephone to a person or persons nominated by the hirer and the school. When giving such notice the terms of the proposed variation shall be set out. If no satisfactory agreement is reached within the fourteen days’ notice period then notice of termination may be given by either party in accordance with clause 9(b) above.
10. EQUIPMENT AVAILABLE
a) All school equipment and furniture must be returned to its original position if moved. In the case of a long term agreement, repeated failure to comply with this request may result in termination of the hire contract.
b) Use of school OHP, AV gear may be organised by prior arrangement. Responsibility must be accepted by the user for repair and /or replacement.
11. KEY ARRANGEMENTS/BOOKINGS
Pick Up __________________________________
Deliver __________________________________
I accept the hire of the school facilities as inspected by me on the above terms for a function on DATE ________________________ TIME ________________________ and agree to pay the hire charge of $ ______________ levied by the Churton Park School Board of Trustees.
Signed ________________________ Signed ________________________
on behalf of
_______________________
on behalf of Churton Park School
Board of Trustees________________________
Date _______________________
SCHEDULE OF DEPOSITS AND FEES
Fees per hour $____________________
Number of hours ____________________
Hireage subtotal $________________
+ Bond $____________________
Total Cost of Hireage $________________
Bond/ Deposit paid $____________________
Date ___________
Bond refunded $ ____________________
Date ___________
Schedule 1
CHURTON PARK SCHOOL
SCHOOL FACILITIES HIRE
HIRERS NAME:
ADDRESS:
TELEPHONE - HOME: WORK:
CONTACT PERSON (IF OTHER THAN HIRER):
PURPOSE OF HIRE:
DATE OF HIRE:
HIRE CHARGE: $
BOND: $
TOTAL COST OF HIREAGE: $
I AGREE TO ABIDE BY THE HIRE CONDITIONS
SIGNATURE OF HIRER: _______________________________________
WITNESSED BY:
(FOR BOARD OF TRUSTEES) _______________________________________
DATE: _______________________________________
Schedule 2
CHURTON PARK SCHOOL
BOND REFUND
The Treasurer,
Board of Trustees,
Churton Park School.
I certify that the school facilities and grounds have been inspected and I am satisfied that the terms and conditions of hire have been met.
Please issue a cheque for $ _________ being bond refund to the following person:
Name of Hirer:
Address of Hirer:
Date of Hire:
Cheque No: Date Issued:
Authorised: