Harris School adopts the attached Warwickshire County Council Policy and Conditions for the Hiring of Educational Premises and Grounds Out of Normal Hours.
Harris School is available to hire during weekdays (from 4.30 p.m. onwards), and Saturdays and Sundays by community groups and organisations Each request for hiring the school premises will be looked at individually.
The school facilities are not hired out on Sunday mornings, other than for Church Services/meetings.
Hirers may not "borrow" or use school equipment other than tables and chairs. Any other request for the use of school equipment will be considered, but not necessarily granted. In certain circumstances, i.e. the Main Hall sound and projection system may be used if a member of the school staff is available to operate it.
It is expected that hirers will leave the premises clean and tidy. Any breakages will be paid for.
Access
All hirers will be asked to respect the residents of Harris Drive and not park anywhere along Harris Drive.
Hirers will be asked, as far as it is possible, to not park on the grass areas.
Supervision
For lettings involved young people, we expect a high degree of supervision. It is particularly important that they are confined to the areas covered by the letting agreement and are not permitted into other parts of the school. They will not be permitted to use any of the school's equipment unless it is a specified part of the letting and the supervision is by a person qualified in the use of such equipment.
Operational Procedures
Daily control of School Lettings is the responsibility of the Finance Officer, under the direction of the Business Manager, who is authorised to negotiate fees within the limits determined from time to time by the Resources Committee.
Accommodation and lettings
The letting of rooms and facilities will generally be exempt from VAT. The letting of sports facilities will only be exempt when certain conditions are met, the main exemptions will require that the letting is for a series of ten continuous sessions, over a defined time scale and paid for as a whole, or a single letting for a continuous period exceeding 24 hours, or the facilities are let for purposes other than sport such as a political or religious meeting.
Insurance
All hirers must show proof of having Public Liability Insurance amounting to at least £5,000,000. If the insurance is for less than this amount, the hirer must buy into the County Council Scheme.
The following procedure is followed when lettings are taken:
-When an enquiry is received an Application for the Use of Premises Out of Normal Hours Form, Price List and Conditions for the Use of Premises Our of Normal Hours Form are sent to the applicant for completion. All enquiries are recorded and progressed by the Finance Officer, and signed by the Headteacher.
-Payment is due 14 working days before the booking date. However, in the case of regular long-term Hirers, receipt of the fees may be delayed.
-For single lets at short notice an invoice will be raised immediately and the hirer is required to pay the amount due in full prior to the let.
·For ongoing long term arrangements, the Business Manager may agree special charging fees.
·Regular users will be invoiced in advance with payment due 14 days from the date of invoice.
·Invoices are raised by the Finance Assistant.
Proposed to Governors: Summer, 2008
Review Date: Summer, 2009