Conditions of Hire

 

LLANGENNECH COMMUNITY COUNCIL

LLANGENNECH COMMUNITY CENTRE CONDITIONS OF HIRE

1. Under these Terms and Conditions the following words shall have the following meanings:

"Council" - shall mean the Llangennech Community Council
"Clerk" - shall mean the current Clerk to the Llangennech Community Council
"Caretaker" - shall mean the current caretaker of the Community Centre
"Centre" - shall mean the Llangennech Community Centre or any part thereof which shall be the subject of a hiring
"Hirer" - shall mean the person, persons or body wishing to use the Centre or any part thereof
"Hire charge" - The amount payable to the Council for hiring the Centre

2. The accompanying hiring application form, completed by or on behalf of the Hirer - who must be at least 18 years of age - and counter-signed on behalf of the Council, shall confirm the hiring, and must be made available for inspection at the Centre during the hiring period(s).  The person completing the application form and by whom it is signed shall be considered the Hirer.  Where a promoting organisation is named on the form that organisation shall also be considered the Hirer and shall be jointly and severally liable herein with the person who signed the form.

3. Payment of the hire charge must be made to the authorized representative of the Council at least 48 hours prior to the booking time or as otherwise determined by the Council.  Failure to do so will lead to the cancellation of the hiring.

4. The hire charge covers cleaning, lighting and heating and the use of such cloakroom accommodation as may be available and of such furniture and equipment as is provided by the Council in the room hired.  Any additional chairs or furniture must be provided by and shall be at the sole risk and expense of the Hirer.

5. The Hirer may make use of the kitchen for the preparation of hot and cold drinks and small-scale / non-elaborate food preparation.  He/She must not commandeer the fridge and other storage facilities there and must leave the kitchen in a clean, uncluttered and tidy condition.


6. The Hirer shall be entitled to full use of the part of the Centre to which the hiring relates solely for the hiring period(s) referred to on the completed confirmation of hiring form, which shall include any time required by the Hirer for the purposes of setting up and clearing up.  The Hirer must not permit the hired room to be used for any illegal activity.

7. NO HIRER SHALL BE PERMITTED TO RETAIN ANY KEY(S) TO THE ENTRANCE DOOR(S) OF THE CENTRE.

8. The Council must be notified of any cancellation by the Hirer at least 48 hours prior to the hiring, after which time the Council may at its discretion refund less than the full hire charge.  If a cancellation occurs at shorter notice it is the Hirer's responsibility to let the Clerk or the Caretaker know immediately by telephone.  If the cancellation occurs when the Hirer is already at the Centre he/she must not leave without having first spoken to a member of the Council staff or to the Caretaker and without ensuring that the entrance door is locked shut.

9. In the event of the Hirer not appearing at the Centre at the scheduled start time of the hire period(s) referred to on the completed hire application form, the Caretaker shall remain at the Centre for a period of 15 MINUTES ONLY after this time to allow for any late arrival.  Thereafter, unless any alternative arrangement has been made directly with the Caretaker, the Caretaker shall lock the Centre and leave, and will not return to re-open the Centre for the hiring(s) in question, which shall be deemed forfeit by the Hirer, and no refund of the hire charge shall be made.

10. The Council reserves the right to close or prohibit the use of the Centre without giving any reason.  In such cases the Council's liability shall be limited to a refund of the hire charge.

11. The Caretaker is the authorized representative of the Council at the Centre and he/she is empowered to enforce the conditions of hire and to refuse entry to or require persons to leave the premises. He/She is also empowered to make decisions on behalf of the Council with regard to any unforeseen circumstances which may arise that require prompt resolution, with the proviso that he/she consults the Clerk (or the Chair of the Council in his absence) for matters of a serious nature.  The Caretaker will assist in setting out chairs etc. as required for the hiring.

12.   Except in the case of an emergency (see below - points 13 and 14), all persons entering or leaving the Centre must do so via the main entrance.  The emergency exits must not be used for this purpose.

13. The Caretaker shall instruct the Hirer with regard to the position of the emergency exits, and to any special evacuation procedures in cases of emergency.  It is the hirer's responsibility to ensure that all emergency exits in the room hired remain clear and accessible during hire.

14.       THE SAFETY OF THE HIRER AND EVERYONE FOR WHOM THE HIRER  IS RESPONSIBLE IS PARAMOUNT.  Therefore, if during the hiring the alarm starts ringing, unless the Hirer can quickly establish that is has been triggered by a small fire which he/she can and does put out immediately (using one of the fire extinguishers at the Centre), the Hirer MUST WITHOUT DELAY ENSURE THAT EVERYONE EVACUATES THE BUILDING in a safe and orderly fashion.  THE HIRER IS NOT EXPECTED TO STAY IN THE BUILDING TO FIGHT A FIRE WHICH HAS NOT BEEN EXTINGUISHED IMMEDIATELY.

15. The Hirer shall during the hiring be responsible for the efficient supervision of the
          hired room including the effective control of children, the orderly and safe
          admission and departure of persons to and from the Centre and the orderly and safe
          clearance of the Centre in the case of an emergency.  In particular, the person who
          signed the confirmation of hiring form shall be the person designated to take
          responsibility for the welfare of any disabled users, and for assisting in their safe
          and orderly evacuation in the case of an emergency.

16. In the absence of prior agreed arrangements to the contrary with the Council, all property belonging to the Hirer shall be removed immediately at the end of the hiring.  In the event of the Council having to remove such property, the Hirer shall be liable for the cost incurred by the Council in such removal.  This condition shall also apply to the utensils, refreshments, etc. of a caterer engaged by the Hirer, and the Hirer shall be responsible for ensuring that such caterer leaves all parts of the Centre where such refreshments are prepared and/or served in a clean and tidy condition at the end of the hiring.  The Hirer shall also ensure that all areas of the Centre associated with the hiring are left in a clean and tidy condition at the end of the hiring period. 

17. The Council, its officers, agents and servants shall not be responsible for the loss, theft or removal of any product brought to or left in or on any part of the Centre (whether in locked cupboards or cabinets or not), and the Hirer shall indemnify the Council and its officers, agents and servants from and against all claims, demands, actions and proceedings in respect of such loss.

18. The Hirer must ensure that all doors giving egress from the Centre shall be kept shut but unlocked and immediately available for exit during the whole of the hiring, and that no obstruction is placed or allowed to remain against any door or in any corridor or passageway within the Centre.

19. The Hirer must ensure that the Centre is not left unattended at any time during the hiring.

20. The Hirer must take measures to ensure that at the conclusion of the hiring the main exit is locked on departure, particularly if the hiring ends earlier than scheduled.  The only exception to this requirement is if the next hirer and/or the Caretaker is actually present and takes responsibility for securing the building.

21. The Hirer shall indemnify the Council against all claims, demands, actions and proceedings arising out of any infringement or copyright or the unauthorized playing, performance or use of any record, apparatus or equipment during the hiring of the Centre. 
 

22. The Hirer shall indemnify the Council against all claims, demands, actions or proceedings in respect of the death of, or injuries to any person howsoever caused at the Centre.  If the hiring is in the nature of a commercial or business enterprise, it is essential that the hirer has liability insurance cover for the hiring activity and must furnish the Caretaker with a copy of this insurance policy.

23.     Every Hirer who has charge of children or vulnerable adults during the course of a hiring period must be in possession of a Criminal Records Bureau (CRB) check and must furnish the Caretaker with a copy of the associated documentation.

24. Full details of any accident sustained during the hiring must be notified by the Hirer to the Clerk as soon as practicable and in any event not more than twenty-four hours from the occurrence thereof.

25. The Hirer shall be responsible for, and shall pay to the Council on demand the amount of any damage done or occasioned to the premises or to the fixtures, fittings, apparatus, equipment, furniture, crockery, utensils or other property of the Council during the use of the Centre by the Hirer; the amount of such damage shall be certified by the Council's Surveyor whose decision shall be final.  In particular, no nails or screws shall be driven into any part of the Centre, no decoration or notices (external or internal) shall be put up and no alterations made in the arrangements of the Centre except with the approval of the Clerk and such approval to be subject to such conditions as the Clerk may specify.

26. Explosives, inflammable liquids or unnecessary inflammable articles shall not be brought into or used in any part of the Centre.

27. No part of the Centre shall be used for the sale of furniture or other goods by auction or otherwise except when the Centre is specifically hired for the purpose of holding a sale of work or other similar hiring and in such case any auction or sale shall be incidental to the main purpose of the hiring.


28. The Council's Members and Officers, together with its authorised agents and contractors, shall at all times during the hiring have free ingress to and egress from the Centre and instructions must be given by the Hirer to permit their admission.

29. No dogs or other animal shall be brought into the Centre except with the consent of the Caretaker.

30. The Hirer shall ensure that during the hiring no activity takes place within the Centre involving the kicking of, or playing with a ball.

31. The Hirer shall at all times comply with the instructions of the Council, the Clerk or Caretaker.

32. The Centre shall not be used for any purpose other than that for which it is specifically hired.
 

33. No additional lighting or extension from the existing electric light fittings shall be installed without consulting the Clerk and receiving his approval.

34. The Hirer shall use the fixed and/or portable items of electrical equipment provided by the Council in the Centre.  The use of other electrical appliances brought to the Centre by the Hirer or his/her/its agent (e.g. caterer) shall be entirely at the Hirer's risk, and the Hirer shall be liable to the Council for any loss or damage, direct or indirect, caused by the use of such appliances.

35. A strict no smoking policy applies to the whole of the Centre.  Hirers are required to ensure that this policy is rigidly adhered to at all times.

36. The Hirer shall obtain all licenses or consents which may by law be required in connection with any entertainment which shall take place in the Centre during the period of hire.  The terms and conditions of all licenses and consents issued in connection with the Centre or any part thereof or the use of the Centre for any entertainment shall be observed and performed.

37. No excisable liquor shall be sold or supplied unless an occasional license for the Centre is in force at such time, and the Hirer shall produce such license to the Clerk before the commencement of the hiring.

38. In the event of a hiring being disrupted by violence or anti-social behaviour (or the threat of either) from persons outside the Centre, the Hirer is advised to contact the police immediately on Llanelli 772222 (or 999 in the case of a real emergency), and not to put him/herself at any risk by confronting the perpetrators.

39. Any complaints regarding the use of the Centre or any of the arrangements connected therewith must be made in writing to the Clerk within twenty-four hours of the occurrence thereof.

40.    Any notice demand or request by the Council to or upon the Hirer may be sent by 
         ordinary prepaid post addressed to the Hirer at the Hirer's address given in the
         application form and shall be deemed to be made or served at the time when the
         letter containing the same would be delivered in the ordinary course of post.

41.   The Council wishes the Centre to operate in as environmentally friendly manner
         as possible.  It therefore urges all users to contribute to this aim by being as    
         sparingly as possible in their use of energy vis--vis all energy consuming
         appliances.


10 February 2009.
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