Terms and Conditions of Hire

Newton Leys Community Centre, Bletchley and Fenny Stratford Town Council. St Helena Avenue, Newton Leys, Milton Keynes, MK3 5FJ

TERMS AND CONDITIONS OF HIRE

The Newton Leys Community Centre is owned and managed by Bletchley and Fenny Stratford Town Council.

IMPORTANT: Use of the Newton Leys Community Centre is subject to the Terms and Conditions stated in this document. Failure to comply with the Terms and Conditions of Hire will lead to the retraction of the holding deposit. The hirer will also be liable to pay further charges in relation to specific clauses listed and agreed within this document.

Please note that in complying with the Terms and Conditions of Hire agreement, the hirer is actively respecting the position of Bletchley and Fenny Stratford Town Council, in respecting residents in close proximity to the Newton Leys Community Centre. It is the responsibility of the hirer to strictly communicate the Terms and Conditions of hire to their guests, and we thank you in advance for the conscious effort that you make to do so.

Please ensure that you read the Terms and Conditions of Hire in detail, placing your full name and a signature at the foot of each page to confirm acceptance of the clauses stated.

1. Applying to use the centre

a. Application for use of the Newton Leys Community Centre shall be made to Bletchley and Fenny Stratford Town Council, 74/76 Queensway, Bletchley, Milton Keynes, MK2 2SA. b. Usage of facilities is for the signatory hirer only. Sub-Lettings are not permitted under any circumstances. c. Allocation of hire is at the sole discretion of Bletchley and Fenny Stratford Town Council. The right to refuse an application for the hire of the Newton Leys Community Centre is reserved to Bletchley and Fenny Stratford Town Council. d. The Newton Leys Community Centre is not for business or commercial use; this includes the display of private business advertisement.

2. Hours of opening

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Strict enforcement of the Terms and Conditions of hire in regard of ‘2. Hours of Opening’ must be clearly communicated to all hirers and it is the responsibility of the hirer to strictly inform their guests. Failure to comply with this condition will result in Bletchley and Fenny Stratford Town Council retaining the deposit for hire.

In the case of private function hire, the hirer will not be permitted to book the Newton Leys Community Centre for use in the future, or in the case of a hirer with a block booking, termination of the hire contract will be immediate.

a. Facilities at the Newton Leys Community Centre are available for hire between the hours of 08.00-22.00, Monday to Sunday inclusive. In exceptional cases, these hours may be extended on formal application to Bletchley and Fenny Stratford Town Council. Use beyond the hours stipulated would be subject to a formally extended licence being agreed. b. The Key Holder will unlock the building at the commencement of hire, confirm Terms and Conditions of Hire and advise of relevant safety information. Only the rooms stipulated on the booking form will remain unlocked for the duration of the hire. c. The person signing the booking form must be present within the Newton Leys Community Centre for the full duration of the hire. This person is responsible for all persons present and their actions; this includes ensuring that the Terms and Conditions of Hire are adhered to without exception. d. The premises must be vacated within 15 minutes of the finish time stated on the booking form. Should this time be exceeded by more than 15 minutes a pro rata charge will be made.

3. Booking and Payment a. Both the hire charge and deposit must be paid at the time of booking, or at least 7 days in advance of hire. b. The hire times requested on the booking form must be inclusive of the time that you have allocated to set up and clear away your function. This includes returning the Newton Leys Community Centre to the condition in which it was found at the commencement of your booking. c. In addition to the hire charge a returnable deposit of £50 must be made at the time of booking. This deposit must be paid in cash only, directly to the Bletchley and Fenny Stratford Town Council Offices. d. Refund of any deposit is at the discretion of Bletchley and Fenny Stratford Town Council. i. The deposit will not be refunded in the case of late cancellation, except in exceptional circumstances. ii. The deposit will be retained if the hirers or guest’s behaviour is considered unreasonable, and if the Terms and Conditions of Hire are not adhered to. For example, if the hirer or guests of the function fail to park in the designated Newton Leys Community Centre parking spaces, and are found to

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be utilising private parking spaces on Lundy Walk, the deposit will not be refunded. e. Deposits can be collected within 3 working days following the booking providing that Bletchley and Fenny Stratford Town Council are entirely satisfied that the Terms and Conditions of Hire have been adhered to. A member of staff will contact you to confirm and arrange a date and time for collection. Please ensure that you bring your deposit receipt on collection of your deposit. f. Block booking hire charges will be invoiced on the first day of each month, one month in advance, unless arranged alternatively only in exceptional circumstances. Payment must be made within 7 days of the date of invoice and can be paid in cash, by cheque made payable to Bletchley and Fenny Stratford Town Council, or by BACS (insert BACS details here). Please ensure that the full name and address of the hirer is noted on any cheques submitted, in order to assist the booking process within the Bletchley and Fenny Stratford Town Council accounts department. g. Hirers that are working with children and young people, without parents present must be registered under the Milton Keynes Councils Community Group Registration Scheme. A copy of the certificate must be provided to Bletchley and Fenny Stratford Town Council at the point of booking. Compliance of those working with young children is their responsibility.

4. Cancellation a. A notice period of 5 days is required before a cancellation is made. b. Bletchley and Fenny Stratford Town Council reserve the right to cancel the hiring if the hirer breaks any of the Terms and Conditions of Hire. c. Bletchley and Fenny Stratford Town Council reserve the right to cancel any booking at its discretion and to change or amend the Terms and Conditions of Hire at any time, without prior notice. d. All arrangements for the use of the Centre facilities are subject to Bletchley and Fenny Stratford Town Council reserving the right to cancel bookings when the premises are required for other (council) purposes, such as Public Elections, or if the building is rendered unfit for the intended use, allowing for periodic or emergency maintenance. Staff will endeavour to give one month of notice of closure to any hirers that hold block bookings.

5. Safety Requirements a. All conditions attached to the granting of the Newton Leys Community Centre’s Public Entertainment’s Licence (a copy of which can be found in the centre), stage play or other Licences shall be strictly observed. Nothing shall be done to endanger the users of the building and the policies of insurances relating to it and its contents. Please note: i. Obstructions must not be placed in the gangways or exits, nor in front of the emergency exits which must be immediately available for free public egress; ii. The emergency lighting supply must be turned on during the whole time the premises are occupied and must illuminate all exit signs and routes; iii. Firefighting equipment shall be kept in its proper place and only used for its intended purpose;

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iv. The fire brigade shall be called immediately to any outbreak of fire by dialling 999 from the nearest telephone; v. Performances involving danger to the public shall not be given; vi. Highly flammable substances shall not be brought into or used in any part of the building; vii. No unauthorised heating appliances shall be used on the premises; viii. The First Aid box shall be readily available to all users of the premises and is located in the kitchen. All accidents/incidents at the centre must be recorded in the Accident Book located in the kitchen. ix. All electrical equipment brought onto the premises shall comply with the current Electricity at Work Regulations. Permission from the Council MUST be sort before a hirer can bring in any equipment. Any accidents resulting from equipment brought into the building are responsibility of the hirer. x. Authorised staff should be allowed access to inspect the property at any time to ensure that all regulations are complied with. xi. Children must not be allowed in the kitchen.

6. Maximum Capacity The Newton Leys Community Centre has a maximum capacity of 60. This figure is inclusive of organisers and attendees to single and block booking events and on no account shall this figure be exceeded. The hirer is responsible to ensure that the maximum capacity is adhered to.

7. Intoxicating Substances Strict enforcement of the Terms and Conditions of hire in regard of intoxicating substances must be clearly communicated to all hirers it is the responsibility of the hirer to strictly communicate this to their guests. Failure to comply with this condition will result in Bletchley and Fenny Stratford Town Council retaining the deposit for hire.

The handling, buying, selling or consumption of alcohol, smoking and use of illegal substances is strictly prohibited on the premises of the Newton Leys Community Centre. This condition is inclusive of the Newton Leys Community Centre car park and the patio area which surrounds the building.

Please note that this condition of hire is non-negotiable.

8. Car Parking Strict enforcement of the Terms and Conditions of hire in regard of ‘8. Car Parking’ must be clearly communicated to all hirers and it is the responsibility of the hirer to strictly inform their guests. Failure to comply with this condition will result in Bletchley and Fenny Stratford Town Council retaining the deposit for hire.

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a. Cars shall not be parked so as to cause an obstruction at the entrance to or exit from the centre; b. Cars shall NOT park in private resident car parking spaces on Lundy Walk or in any private resident car parking spaces in surrounding residential roads; c. Cars shall NOT park so as to cause an obstruction at the entrance to or exit from any residency, or private car parking space or driveways on Lundy Walk, or any surrounding residential road; d. Cars shall utilise the entrance/exit to the car park and not drive across the grassed area which borders the car park.

9. Nuisance a. Litter shall not be left in or about the Centre premises. All rubbish must be taken away by the hirer. b. The hirer is responsible for ensuring that the noise level throughout their function is not such as to interfere with other activities within the building, nor to cause inconvenience to residents of houses and property in close proximity to the Newton Leys Community Centre. c. As stated previously, the premises must be vacated within 15 minutes of the finish time stated on the booking form. Should this time be exceeded by more than 15 minutes a pro rata charge will be made. We ask politely that the hirer and their guests are mindful of residents in the houses and properties nearby when vacating the Newton Leys Community Centre and exiting the car park, particularly during the hours of 19:00 – 22:00.

10. Cleaning and Security a. All use of the Newton Leys Community Centre premises and facilities is subject to the users or hirers accepting responsibility for any damage to the building or fixtures and for reimbursing the Council for any such damage or breakage. This may potentially be taken from the deposit. The Key Holder/Cleaning Operative is authorised to take photographs as evidence if damage is caused during a booking. b. All hirers shall leave the premises and surrounds in a clean and tidy condition, which includes all furniture being put away. The Council reserves the right to make an extra charge if there is any excessive cleaning required following a function, this will be taken from the deposit. The Key Holder/Cleaning Operative is authorised to take photographs as evidence if excessive cleaning is required following a booking. c. ALL RUBBISH must be removed from the premises by the hirer, this includes the car park and the surrounding land. d. The Newton Leys Community Centre does not provide cutlery, cooking equipment, refuse bags or tea towels. Hirers are responsible for the provision of such items.

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11.Animals With the exception of disability assistance dogs, no animal shall be brought onto the premises of the Newton Leys Community Centre without exceptional consent of Bletchley and Fenny Stratford Town Council.

12. Supervision The hirer or person in charge of the activity 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. When the premises or any 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. The hirer shall be responsible for providing officials or stewards for an event when necessary.

13. Storage a. Permission of Bletchley and Fenny Stratford Town Council must be obtained before goods or equipment are left or stored at the Centre, the exception being when it has been formally authorised to allow overnight storage of goods and equipment in preparation for a particular event. b. Items left or stored at the Community Centre are done so at the hirers own risk and the Council takes no responsibility for any loss or damage.

14. Exclusion of Liability a. Bletchley and Fenny Stratford Town Council shall not accept liability for any loss, damage or theft of hirer’s property. b. Bletchley and Fenny Stratford Town Council shall not be liable to the hirer for any loss, damage or breach where such loss, damage or breach is as a result of the hirer’s failure to comply with its obligations under this Agreement.

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