Annual General Meeting
held - July 2023
report to follow
NEWS
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SAFE
ENVIRONMENT
We look forward to seeing you !
Little Waltham Memorial Hall
OUR HIRE CONDITIONS and
any SPECIAL CONDITIONS
* Please read through before signing and agreeing to our Hire Agreement *
If you require these to be Emailed to you then please contact
STANDARD CONDITIONS OF HIRE
These Standard Conditions apply to all hirers of the Little Waltham Memorial Hall. If the Hirer is in any doubt as to the meaning of the following, the Bookings Secretary should immediately be consulted.
1 SUPERVISION
The Hirer shall, during the period of the hiring, be responsible for supervision of the premises, the fabric and the contents, their care, safety from damage however slight or change of any sort and the behaviour of all persons using the premises whatever their capacity, including proper supervision of car parking arrangements so as to avoid obstruction of the highway. As directed by the Booking Secretary, the Hirer shall make good or pay for all damage [including accidental damage] to the premises or to the fixtures, fittings or contents and for loss of contents.
Any bonafide representative of the Memorial Hall Management Committee shall at all times have access to the premises.
2 Use of Premises
The Hirer shall not use the premises for any purpose other than that described in the. Hiring Agreement form HA1 and shall not sub-hire or use the premises or allow the premises to be used for any unlawful purpose or in any unlawful way nor do anything which may endanger the same or render invalid any insurance policies in respect thereof nor allow the consumption of alcohol thereon without prior notification.
3 Gaming, Betting and Lotteries
The Hirer shall ensure that nothing is done on or in relation to the premises in contravention of the law relating to gaming, betting and lotteries.
4 Licences
The Hirer shall note that the Little Waltham Memorial Hall holds a licence from the Performing Rights Society Ltd. which collects royalties on behalf of the composers of music, but Little Waltham Memorial Hall Management Committee requires Hirers to make arrangements direct with Phonographic Performance Ltd. who collect royalties on behalf of companies producing the records, tapes or
CD’s, when sound recordings are used in public. A Village Halls Information Sheet is available from the Booking Secretary. Phonographic Performance Ltd. should be contacted for further information and application forms (Tel. No. 0207 534 1000)
5 Public Safety Compliance
The Hirer shall comply with all conditions and regulations made in respect of the premises by the Fire Authority, Local Authority, the Licencing Authority or otherwise, particularly in connection with any event which constitutes regulated entertainment, at which alcohol is sold or provided or which is attended by children.
Hirers should not allow children into the kitchen.
Hirers should be aware of the dangers of clothing catching fire whilst utilising the cooker in the kitchen.
The Hirer acknowledges that they have received instruction in the following matters:
The action to be taken in the event of fire, including calling the Fire Brigade and evacuating the hall.
The location and use of fire equipment.
Escape routes and the need to keep them clear.
Method of operation of escape door fastenings.
Appreciation of the importance of any fire doors and of closing all fire doors at the time of a fire.
At the commencement of any hiring the Hirer shall be made aware of the following items:
That all fire exits are unlocked and panic bolts are in good working order.
That all escape routes are free of obstruction and can be safely used
That any fire doors are not wedged open.
That exit signs are illuminated.
That there are no obvious fire hazards on the premises.
6 Means of Escape
All means of exit from the premises must be kept free from obstruction and immediately available for instant free public exit.
The emergency lighting system comes into operation automatically in the event of mains failure.
In the event of fire, the designated assembly point, on evacuation from the Hall, is the grass area beyond the rear fence.
7 Outbreaks of Fire
The Fire Brigade must be called to any outbreak of fire, however slight. One of the following must be informed:
Chairman 07889 429606
Booking Secretary
Caretaker 01245 361368
8 Health and Hygiene
The Hirer shall, if preparing, serving or selling food, observe all relevant food health and hygiene legislation and regulations. In particular dairy products, vegetables and meat on the premises must be refrigerated and stored in compliance with the Food Temperature Regulations. The premises are provided with a refrigerator and thermometer.
9 Electrical Appliance Safety
The Hirer shall ensure that any electrical appliances brought by them to the premises and used there shall be safe, in good working order and used in a safe manner in accordance with the Electricity at Work Regulations 1989. Where a residual circuit breaker is provided the hirer must make use of it in the interests of public safety.
The Hirer must inform the Booking Secretary if they are employing a contractor to heat and/or prepare food, in order to obtain special instructions regarding the use of such appliances. Failure to meet the above requirements could lead to loss of electrical supply for which the Hall will not be held responsible.
10 Indemnity
The Hirer shall indemnify and keep indemnified each member of Little Waltham Memorial Hall Management Committee volunteers, agents and invitees against [a] the cost of repair of any damage done to any part of the premises including the curtilage thereof or the contents of the premises, [b] all claims, losses, damages and costs in respect of damage or loss of property or injury to persons arising as a result of the use of the premises [including the storage of equipment] by the Hirer, and [c] all claims, losses, damages and costs suffered or incurred as a result of any nuisance caused to a third party as a result of the use of the premises by the Hirer.
The Hirer shall hold adequate insurance to insure the Hirer and members of the Hirer's organisation and invitees against Public and Employee liability and all claims arising as a result of the hire. On demand the Hirer shall produce the policy and current receipt or other evidence of cover to the Booking Secretary before the time of Hire. Failure to produce such policy and evidence of cover will render the hiring void and enable the Booking Secretary to re-hire the premises to another hirer for the intended date and time.
The Hirer shall produce relative risk assessments to the Hall committee prior to the time of hire as required.
The Little Waltham Memorial Hall Management Committee insures against any claims arising out of its own negligence. The Hall risk assessments are available on request
11 Accidents and Dangerous Occurrences
The Hirer must report all accidents involving public injury, to the Booking Secretary or other members of the Memorial Hall Management Committee within 24 hours and complete the relevant section in the Memorial Hall's accident book. Any failure of equipment belonging to the Memorial Hall must also be reported as soon as possible. Certain types of accident or injury must be reported on a special form to the local authority. A Memorial Hall Management Committee representative will give assistance in completing this form. This is in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 [RIDDOR].
12 Explosive and flammable substances
The Hirer shall ensure that:
Highly flammable substances are not brought into, or used in any part of the premises.
No internal decorations of a combustible nature [e.g. polystyrene, cotton wool] shall be erected without the consent of Little Waltham Memorial Hall Committee. No decorations are to be put up near light fittings or heaters.
The Hirer shall notify the Booking Secretary if he wishes to use lighted candles on tables or other forms of naked lights so that a proper risk assessment can be undertaken. If permission is granted the Hirer remains responsible for the cost of repairing any damage to table or floor surfaces (see Special Indemnity)
13 Heating
The Hirer shall ensure that no unauthorised heating appliances shall be used on the premises when open to the public without the consent of the Little Waltham Memorial Hall Committee. Portable Liquefied Propane Gas [LPG] heating appliances shall not be used on the premises under any circumstances.
14 Drunk and Disorderly Behaviour and Supply of Illegal Drugs
The Hirer shall ensure that in order to avoid disturbing neighbours to the hall and avoid violent or criminal behaviour, care shall be taken to avoid excessive consumption of alcohol. Drunk and disorderly behaviour shall not be permitted either on the premises or in its immediate vicinity. Alcohol shall not be served to any person suspected of being drunk, nor to any person being under the age of 18. Any person suspected of being drunk, under the influence of drugs or who is behaving in a violent or disorderly way shall be asked to leave the premises.
No illegal drugs may be brought into the premises.
15 Animals
The Hirer shall ensure that no animals [or birds] except registered support dogs for the incapacitated are brought into the premises, other than for a special event agreed to by the Little Waltham Hall Memorial Hall Management Committee. No animals whatsoever are to enter the kitchen at any time.
16 Compliance with The Children Act 1989
The Hirer shall ensure that any activities for children under eight years of age comply with the provisions of The Children Act of 1989 and that only fit and proper persons who have passed the appropriate Criminal Records· Bureau checks have access to the children [checks may also apply where children over eight and vulnerable adults are taking part in activities]. The Hirer shall provide the Booking Secretary with a copy of their Child Protection Policy on request.
17 Fly Posting
The Hirer shall not carry out or permit fly posting or any other form of unauthorised advertisements for any event taking place at the premises and shall indemnify and keep indemnified each member of the Little Waltham Memorial Hall Management Committee accordingly against all actions, claims and proceedings arising from any breach of this condition. Failure to observe this condition may lead to prosecution by the local authority. Any legitimate posters should be removed immediately after the event.
18 Sale of Goods
The Hirer shall, if selling goods on the premises, comply with Fair Trading Laws and any code of practice used in connection with such sales. In particular, the Hirer shall ensure that the total prices of all goods and services are prominently displayed, as shall be the organiser's name and address
19 Cancellation
If the Hirer wishes to cancel the booking before the date of the event and the Little Waltham Memorial Hall Booking Secretary is unable to conclude a replacement booking, the question of the payment or the repayment of the fee shall be at the discretion of the Little Waltham Memorial Hall Management Committee, who also reserve the right to cancel this hiring by written notice to the Hirer in the event of:
The premises being required for use as a Polling Station for a Parliamentary or Local Government election or by-election.
The Management Committee reasonably consider that:
such hiring will lead to a breach of licensing conditions or other legal or statutory requirements, or
unlawful or unsuitable activities will take place.
The premises becoming unfit for the use intended by the Hirer.
An emergency requiring use of the premises as a shelter for the victims of flooding, snowstorm, fire, explosion or those at risk of these or similar disasters.
20 Commencement and End of Hire
The Hirer shall be responsible for arriving and for leaving the premises at the agreed time and leaving the surrounding area in a clean and tidy condition, and contents temporarily removed from their usual positions properly replaced otherwise the Little Waltham Memorial Hall Management Committee shall be at liberty to make an additional charge. Cleaning equipment for use by the Hirer is located in the rear Foyer cupboard. Once the premises have been opened by the Caretaker or Booking Secretary, the responsibility for the premises and the contents shall remain the responsibility of the Hirer throughout. Please note that the Caretaker will attend the premises at the end of the hiring at the time specified on the Agreement.
21 Noise
The Hirer shall ensure that the minimum of noise is made on arrival and departure, particularly late at night and early in the morning. The Hirer shall, comply with any other noise related licensing condition for the premises, particularly ensuring that nearby residents are not inconvenienced.
22 Stored Equipment
The Little Waltham Memorial Hall Management Committee accepts no responsibility for any stored equipment or other property brought on to or left at the premises and all liability for loss or damage is hereby excluded. All equipment and other property [other than stored equipment] must be removed at the end of the hiring or fees will be charged for each day or part of a day at the hire fee per hiring until the same is removed. The Little Waltham Memorial Hall Management Committee may, at its discretion in any of the following circumstances, namely:
In respect of stored equipment, failure by the Hirer either to pay any storage charges due and payable remove the same within 7 days after the agreed storage period has ended.
In respect of any other property brought on to the premises for the purposes of the hiring and failure by the Hirer to remove the same within 7 days after the hiring, dispose of any such items by sale or otherwise on such terms and conditions as it thinks fit and charge the Hirer any costs incurred in storing and selling or otherwise disposing of the same.
23 No Alterations
No alterations or additions may be made to the premises nor may any fixtures be installed or placards, decorations or other articles be attached in any way to any part of the premises without the prior written approval of the Booking Secretary. Decorations must not, for example using blu-tac, sellotape or drawing pins, be attached to the walls.
24 No Rights
The Hiring Agreement constitutes permission only to use the premises and confers no tenancy or other right of occupation on the Hirer.
25 Hirer in Attendance
The Hirer confirms that he/she will be in attendance throughout the hiring period.
26 Recyclable Waste
The Hirer shall remove recyclable waste generated by the hiring as the Hall does not have separate designated disposal facilities.
27 Outside Equipment
The Children’s play equipment to the rear of the Hall is the property of Little Waltham Pre-School and is not available for use by Hirers, who will be responsible for any damage or injury should these occur
28 Wi-Fi Availability
A Wi-Fi facility is available for hirers on application to the Bookings secretary. Hirers will be responsible for any charges resulting from inappropriate use.
SPECIAL CONDITIONS OF HIRE
We are ,aimtaining some of our special conditions while we blend back into normal operations.
If byou nee clarifiaction then please contact one of our team of Officials
Specific conditions relating to the current (updated 3-09-2021)
Covid-19 variation to Hire Agreement
User group should elect a person to be responsible for collecting names of participants at each activity – record time in and out –record phone numbers and to relay this information, only if a member becomes infected with the Corona virus, back to one of the Hall committee officers. The hall will not be responsible for contacting participants or authorities, that responsibility lies with the elected person of the group affected. This action will enable the Hall to initiate a deep clean at the correct time, avoiding any potential transfer to other groups.
Hand sanitiser should be applied on entry to and exit from, the hall.
User groups are encouraged to make full use of the products supplied. This includes hand sanitiser, gloves and wipes where available but are welcome to bring their own in this respect.
Please take note of all posters / signage and act accordingly. Particularly following any one way routes through the hall that have been identified.
Please note that the Elliott room door should not be used as a general entry/exit.
The use of toilets is restricted to one person entering at a time. This should be controlled by the user group members own directions.
Use of any kitchen utensils that are not the Groups own items should be appropriately cleaned and returned to their place after use. It is advised that where practical,
User group items that are brought into the hall for use with the activities are removed at the end of those activities.
It is the responsibility of the User group to Clean all areas that have been used by their group and complete the wall mounted charts to show that toilets and other general areas have been attended to.
A chart will be placed in the Toilet lobby and at the main entrance/exit door. (Please note our cleaning and sanitation procedures take into account the usage of the hall to avoid any unnecessary ‘doubling up’ on cleaning an area. We would like to feel that we are all working together in this respect and by doing so will ensure comprehensively that we are keeping the hall as well sanitised as possible)
If the User Group finds it necessary to Isolate one of their members whilst in the hall and evacuation of that person is deemed impossible, then the Elliott room has been identified as a dedicated isolation area and should be used for that purpose.
Opening and closing the Hall
For General Hirers (Not regular User groups) the Hall will be Unlocked by the Caretaker prior to the Hiring time, please also note paragraph A below.
Regular user groups will be supplied a key for the front door ‘Top Lock’
The lower lock to the front door will be opened by the Caretaker, telephone 01245 361368 and will be closed immediately after the hiring. Please ensure that any outside caterers, contractors and bar staff are aware of the hire period and that they will not be able to enter before or leave after the hire period.
A:- The Hirer and guests are expected to vacate the premises punctually at the end of the hiring period. In arranging your event please allow for clearing up and removal of all items brought onto the premises within the specified hiring period.
Safety and in the event of Fire
Smoking is not allowed on the premises or in the front porch under any circumstances.
In the event of a fire, the Memorial Hall should be evacuated in an orderly manner using the appropriate exits and the Fire Brigade called by dialling 999. [Please refer to our Standard conditions of hire Item 7].
The exact location of the nearest telephone, fire exits and fire extinguishers must be noted before the village hall is occupied and the manner of opening fire doors should be made known to your guests. [A sketch plan showing these shown on the Hall noticeboard and here].
It is recommended that organisations hiring the Little Waltham Memorial Hall for public activities have emergency plans specific to their activities and membership. The Memorial Hall Management Committee may ask for evidence of such plans.
Please use the trolleys provided for moving chairs and tables in order to avoid injury. Please stack chairs and tables in the storeroom in the manner shown on the notice.
The Hall's Health and Safety file is kept in the cupboard in the Elliott Room.
The first aid box is located in a cupboard in the Kitchen and use of any materials from the kit is to be recorded in the Accident Book to ensure speedy replacement.
Power Circuits/Heating
Main Hall light switches are located to the left of the front door entrance on entering. The heating system is remotely programmed but may be switched on and off from the panel located on the wall to the right of the entrance doors when entering. There is a response delay of approximately ten minutes in the operation of the heaters. Individual heaters must not be switched off. The control of the room temperatures is automatic and no adjustment is available to hirers.
The Electrical System
There is a three phase electrical installation to the premises and the outlets on each phase are clearly labelled. Care shall be taken to ensure that no electrical equipment is connected across phases. Should any of the electrical circuits trip the Caretaker or Booking Secretary should be informed immediately. If any equipment provided by the Hirer is suspected of being the cause of the failure it should be removed immediately from the power source.
Emergency Lighting
The emergency lighting system operates in the maintained mode during hiring’s and will switch on automatically in the event of failure of the mains supply.
Thank you for reading our conditions
Acceptance of these are by signature on your Hiring Agreement