Hiring Policy. Date of Issue: December 2014 Review date: December Approved by Management Committee. Signature: Published by

Transcription

1 Hiring Policy Date of Issue: December 2014 Review date: December 2017 Approved by Management Committee Signature: Published by School Business Manager

2 General Principles Of The Hiring Policy The Management Committee will endeavour, within framework for the ESC set by the LEA, to use the guidelines set by HCC when hiring premises. HIRING OF THE PARK ESC PREMISES Advise hirer of letting charges Invite hirer to check school premises to ensure they meet the hirer's requirements Provisionally enter details in Lettings Diary Fill in school details on LT01 and indicate whether school has annual cover for Public Liability Insurance for Hirers. A copy of LT01 is available on the right hand side of this page If you are providing Hirers Public Liability, send a copy of the terms of insurance. If you are not providing this service strike through the box on the LT01 Send LT01 to hirer with hirer's checklist LT02 and, if appropriate LT03 'Safety in Swimming Pools'. The LT01 must be completed even if the hirer is entitled to the premises free of charge. Request a copy of the hirers cover note if school has no Public Liability Insurance for Hirers cover prior to the hiring On receipt of completed LT01, check details on form to ensure full name of organisation, clear definition of the function and dates and hire requirements. Check that it is signed and that the Hirer's Public Liability Insurance cover note has been received. Signing the form confirms compliance with the terms and conditions outlined in the hirer's checklist LT02 Cost the hire Obtain Headteacher's authorisation and confirm the booking in the Lettings Diary and enter details in the Lettings Register LT04 Send a copy of LT01 to hirer. If necessary pass copy to caretaker or other authorised person, file school copy Payment for hire of the facilities should be made in advance wherever possible, and, depending on the frequency, by cheque rather than cash, (refer to Schedule of Financial Delegation when dealing with handling cash within the school). Costing a hire The Management Committee and Headteacher can determine the final letting price. This may vary depending upon duration, the likely energy consumption and scarcity of alternative facilities. It should also take into account any caretaking costs that might be associated with unlocking, re-locking and keeping the residue of the site secure for the duration of the hire. For some local community interest groups with links to the school the school may be able to appoint a nominated delegate to manage the collection of keys and the locking and unlocking of the premises. For other unconnected organisations, the school may wish to maintain a higher level of security and only allow the caretaker to open and unlock the facility after use. Schools who offer Public Liability Insurance to the hirer should calculate the cost as 10% of the letting fee (or in the case of a free let 10% of the normal fee) with a minimum charge of 1.00 per session. Enter the cost in the box provided. At this stage check to see if the Public Liability Insurance is part of a vatable letting. If it is then the insurance fee is also standard-rated. If the school does not have Third Party Hirers Insurance and therefore cannot provide this service, strike through the Hirer Insurance Fee box on the application form LT Inform Hirer of rates (Appendix B)

3 2. Check availability check school diary 3. Send out letting indemnity form 4. Send out application to hire accommodation (LT01) 5. Send out LT02 leaflet on hiring premises 6. Upon completion of LT01 raise an invoice for the deposit of 10% 7. Secure a deposit of 10% which can be returned after the event cash in advance and return within one week of the hire taking place 8. Invoice should be raised 2 weeks before the event taking place, payment expected 48 hours before the event failure to make payment makes booking void and deposit forfeited 9. Refer to VAT chart to see if exempt from vat Invoicing Complete an invoice and a request for payment, immediately you receive a Hire of Accommodation form LT01 regardless of the date of the event(s). Hire applications should only be guaranteed if the hire charge is paid in full at least 10 days before the event takes place. For multi-hires, calculate the amount of money to be charged to the hirer and complete an invoice LT06 monthly or termly if preferable. You should consult directly with establishments such as colleges running the county council's Adult Learning Programme to agree the most appropriate invoicing period. Update the Lettings Register LT04 with the date and the sum invoiced and forward the invoice LT06 to the hirer. Payment When the booking is made, the hirer shall pay 10% of the hire charge by way of a deposit. This will not be returned in the event of a cancellation by the hirer. Payment of the balance of the full amount of the charge for the use of the accommodation and services shall be made not later than ten working days before the date on which the accommodation and services are to be used by the hirer. The management committee reserve the right to refuse any application or terminate the agreement at any time for non-payment. Once you have received payment from a hirer, check the amount is the same as on the invoice. Receipts should be provided whenever requested and you should: Complete a receipt LT07 and return to the hirer Enter the date and amount in the Lettings Register LT04 Pay cheques into your school's general account in the normal way, including any deposit cheques. Recovery of hire charges Wherever possible ensure payments are made in advance as required in the Terms and Conditions booklet LT02.

4 Check the Lettings Register LT04 weekly for hirers who have not paid their invoice and complete the first or second reminder as appropriate. Note the type of reminder sent and date in the Lettings Register LT04. It is strongly advised that groups who have outstanding debts for previous hires be refused any further bookings until the school has received full payment of any outstanding debt. Schools are responsible for recovery of their debts. If you would like assistance you can contact Pat Lloyd, Serco Accounts Receivable ( ). Damage occurring to school property If the hirer causes damage to your school's buildings, grounds or equipment, request an estimate to cover the cost of the damage. Schools that have contracted with Mouchel for the Building Maintenance Agreement for Schools should contact their liaison surveyor for building repair and contract services. The estimate should be submitted to the hirer for consideration by his or her insurance company before corrective work is carried out or items are replaced. Insurance It is required that all hirers are covered by Public Liability Insurance. This will protect your school from bearing the costs of any accidental damage to the hired premises, such as fire, or to your contents, where the hirer is negligent. It is strongly recommended that wherever possible cover should be taken out by schools through the county council's appointed insurance section who will provide a low cost comprehensive Public Liability Insurance. Your hirer may find it more cost effective to arrange their own insurance for hiring accommodation. This can be done by contacting the County Council's Insurance Section ( ) or through an insurance broker. For each hire you should charge the Hirer a insurance premium equal to 10% of the letting fee (or, in the case of a free let 10% of the normal fee) with a minimum charge of 1.00 per session. Enter the cost in the box provided on the hire form LT01. At this stage check to see if Public Liability Insurance is part of a vatable letting. If it is, then the insurance fee is also standard rated. This cost should be recorded in the appropriate box on the hire form LT01. Caretaker's costs All caretakers costs should be covered as part of the hiring agreement in order that the school can provide immediate re-imbursement back to the caretaker for any extra hours worked. Hirer's checklist Management Committee have a duty to ensure that groups hiring their premises comply with statutory and county council requirements. The checklist below is intended to guide potential hirers. Contact the school for clarification on any of the points made below: Thoroughly read the Terms and Conditions of Hire booklet LT02

5 Sign the Application to Hire form LT01 confirming your full compliance with the terms and conditions of hire in LT02, and return form LT01 to the school. Check you are covered by the school's Public Liability Insurance for Hirers - if not you will have to provide your own Public Liability Cover as a condition of hire. Ask the school for details of their Public Liability Insurance Scheme for Hirers if you would like this. If you are providing your own insurance, send a copy of your cover note to the school before the hire period. If you are using kitchen facilities check you have received 'Guidelines for the Safe Preparation of Food LT03' from the school, and have discussed your catering requirements with the head of kitchen prior to the hiring. If you are hiring a swimming pool ensure that you have read and can abide by the guidelines outlined in the Health & Safety Executive's publication 'Safety in Swimming Pools', a copy of which should be available from the school or the English Sports Council - Publications. Ensure that all your activities including pre-publicity of the event conform to statutory fair trading controls (contact Trading Standards Department on or Hertsdirect.org for further details). The HCC Third Party Hirers Insurance Scheme (TPH): How does it work? Any prospective Hirer or User of HCC premises (including school grounds) must have Public Liability Insurance to cover them in the event of their being held liable for damage to HCC property or injury/loss to individual/s due to their negligence. The normal HCC/school insurances do not cover third-party activities. The current County standard is a minimum level of cover of 5 million. The school/establishment should obtain a copy of the prospective Hirer s Certificate of Insurance. If the prospective Hirer does not have such insurance (or their insurance is inadequate) then they may be covered under the County s THIRD PARTY HIRERS (TPH) Insurance Scheme, as follows. Firstly, the school/establishment must be registered under the Scheme. If they are not they can register by writing to the Insurance Section, 2 nd Floor New Block, County Hall, Hertford SG13 8DQ. There is no cost to the school/establishment. The Scheme then operates as follows:- The school/establishment should charge the Hirer an insurance premium equal to 10% of the Letting Fee (or, in the case of a free let 10% of the normal fee). In the case of low level letting fees the insurance premium must never be less than 1.00 per session. The school/establishment should collect the premium and record it in an elementary ledger. The establishment holds this money in trust for the Insurance Section. If HCC/ the school are paying for a service.e.g. dance lessons for pupils after school then the organisation must have their own PL insurance cover. In September every year the Insurance Section will ask the school/establishment to declare the total premiums collected, and to pay over the same by a cheque. Claims under this policy are submitted to the HCC Insurance Section for processing. Schools wishing to make a claim must send it in writing we will then set it up and pass it to QBE.

6 PUBLIC / PRODUCTS LIABILITY INSURANCE INDEMNITY TO HIRERS Insured : Insured Persons : Interest : Limits Of Indemnity : Hertfordshire County Council Schools, and establishments, participating in the Indemnity to Hirers Public/Products Liability Insurance Scheme Hirers and/or users of facilities provided by the Insured, excluding those insured under the Hertfordshire County Council Policy No Y083461QBE0113A Legal Liability to Third Parties for Accidental Loss of or damage to property or for Death, Injury Illness or Disease, arising out of the business as defined in the Policy and including liability arising from goods sold or supplied Public Liability: Any one accident - unlimited in the period of insurance 5,000,000 Products Liability: Any one accident - and Pollution/Contamination in all during the period of insurance 5,000,000 Excess : Main Exclusions : Main Extension : Premium Basis : Declaration Requirements : Geographical Limits and Jurisdiction : Security : Policy Number : Renewal Date : in respect of Third Party Property Damage (See overleaf) Member to Member Liability Rated at 10% of hire fees charged, or 10% normal fees where you do not charge (Charities etc) Actual hire fees for the period ending 31 August Great Britain, Northern Ireland, The Isle Of Man or The Channel Islands Risk Management Partners Y083461QBE0113A 1 September annually

7 Liability arising out of: Exclusions (a) use of premises (i) for meetings organised by political parties (ii) for professional entertainment purposes (iii) for commercial or business functions which involve bringing into the premises hired from the Insured equipment which operates by means of the application of heat (iv) for martial arts activities (v) for any sporting activity but only in respect of property damage of any participant or bodily injury to any participant caused by another participant (vi) for adolescents parties *Any application of heat, including tea lights, candles etc are not to be used during hirings using this policy. vii) any claim for personal injury or damage arising out of the use of or caused by use of any aircraft or other aerial device or satellite or vehicle or any watercraft. (viii) Deliberate acts (b) hirers property property damage to property belonging to or in the custody or control of the hirer other than the premises hired from the public authority.