Lettings Policy: Terms & conditions

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Aim:

Eagle's Nest Charity Hub is a community hub of excellence which is used by charities and not-for-profit organisations in Arnold and surrounding areas. It is a shared resource to facilitate meetings, hire hot desks, and bring charities together to increase social provision.

 

Facilities:

Eagle's Nest Charity Hub is located in Arnot Hill House, in Arnot Hill Park in Arnold and easily accessible by major bus routes in and out of the City of Nottingham. 

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The meeting room is suitable for up to eleven people or can be used as a co-working space for two people. A next door office also has a hot desk. As well as these rooms there is a shared kitchen and toilets. Car parking in Arnot Hill Park is free for up to two hours in some places, or parking is unlimited on nearby roads. 

 

Strategic Aims:

• Encourage charities and not-for-profit organisations in Arnold and surrounding areas to utilise the space as and when required. 

• Facilitate introductions between charities and organisations to encourage a breadth of community provision across the town.

• Ensure the long term viability of the Charity Hub is secured by managing the hire and facility condition in a responsible manner.

 

Rates:

Free of charge to all charities and not-for-profit organisation, although users will be given the opportunity to make a donation to the ongoing costs of the Charity Hub.​

 

Cancellation of a Rental by the User:

Any changes or cancellation must be received as soon as possible, to enable someone else to use the space. 

 

Cancellation by the Charity Hub:

The Charity Hub Manager (John Fahy - Eagle's Nest Church) may cancel a hiring if the facilities are required for any purpose in connection with a European, Parliamentary or local government election, emergency planning, if the facilities are rendered unfit for use or essential maintenance and repair work needs to be carried out. If the booking is cancelled for any such reason, the Charity Hub Manager will give to the user the maximum practicable notice but will not otherwise be liable to the user. The user hereby agrees in both cases to accept the same and to have consent to such cancellation, and to have no claim at law or in equity for any loss or damage in consequence thereof.

 

User Conduct:

All tenants will be asked to show respect at all times for all others using the Charity Hub, others in the shared areas of the building and the property itself. Children are not permitted to access the Charity Hub.

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The Charity Hub shall not be used for any purpose other than that duly authorised in advance by the Charity Hub Manager. The Hirer is responsible for effective supervision of the activities in the premises during the hire period, for the prevention of disorderly or unlawful behaviour and for ensuring no nuisance arises to the Charity Hub or other users of the space or to residents in the vicinity by noise in particular.

Failure to meet with these requirements may result in cancellation of further bookings.

 

Security:

Tenants must ensure that appropriate measures are taken to ensure security of their guests before any use takes place.

In the event of any security problem (e.g. fighting) which Charity Hub Manager feel is posing a threat and is not being adequately dealt with by the Hirer, the police will be phoned.

 

Smoking:

In compliance with current legislation governing premises with eating facilities, smokers are required to stand at least 15ft. away from the building entrance. Users are responsible for informing any guests of this policy.

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Classes:

Organisers of courses or training held within the Charity Hub are responsible for ensuring that appropriate qualifications and all necessary insurance is in place.

 

Health & Safety:

Hirers are responsible for ensuring Health and Safety compliance during their hire. Health & Safety procedures developed for activities in the space should reflect those of Eagle's Nest Charity Hub so that Hirers are not endangered in any way. If the group leader changes during the duration of the use, the new group leader will be asked to countersign the document to ensure he/she recognises his/her responsibilities in relation to Health and Safety requirements. As a minimum any group leaders are advised to have their fire, general, and activity specific risk assessments, reviewed on an annual basis.

Any equipment owned and used by the users must be regularly maintained and maintenance records kept. Any electrical equipment must have a current Portable Appliance Test Certificate. The use of portable gas equipment is strictly forbidden. Hirers may be required to provide the Charity Hub Manager with copies of the above documents on request.

More advice on Health and Safety is available from Health and Safety Executive.

All accidents, near misses and health and safety concerns must be notified to the Charity Hub Manager immediately.

Please note that groups with wheelchair users in attendance must make necessary arrangements to ensure their safety in case of fire.

For health and safety reasons, smoke machines cannot be permitted on the premises.

For health and safety reasons, ‘heelies’ cannot be permitted on the premises.

 

Damage:

The users shall immediately report to the Charity Hub Manager any damage existing at the commencement of the period of use. The user shall be responsible for and shall pay to Eagle's Nest Community Action on demand the amount of any damage done or occasioned to the premises or to the fixtures, fittings, apparatus, equipment (including sound, lighting and projection), furniture or to other contents thereof during the use of the premises by him; or if the building is left unlocked or unattended and damage results. The amount of such damage shall be certified by the Charity Hub Manager, whose decision shall be final.

No tape or fixings that damage the paintwork can be used in the Charity Hub. 

 

Indemnity and Insurance:

The user shall indemnify Eagle's Nest Community Action from and against any claim for damages, costs or expenses that may be made against the Charity Hub in respect of any personal injury or loss of or damage to property in consequence of the hiring.

Eagle's Nest Community Action shall not be liable for any loss due to any cause beyond its control including failure of supply of electricity, leakage of water, fire, government restriction or any other Act of God which may cause the premises to be temporarily closed or may cause the hiring to be interrupted or cancelled.

For regular bookings the users shall maintain throughout the period of hire, a policy of insurance affected with a reputable insurance company covering the user against third party risks for a sum of not less than £5 million and will produce a copy of such policy to the Charity Hub Manager at least 24 hours before the period of hire.

 

Gambling:

No sweepstake, raffle or other form of lottery shall be promoted or held on the premises except such lotteries as are deemed to be not unlawful by virtue of any enactment relating to Gaming, Betting and Lotteries.

 

Catering:

All refreshments brought onto the premises should not be stored longer than three hours before the start of the hire. This requirement is necessary in the interests of food safety. Any waste food or rubbish generated by the user providing his own refreshment must be removed from the premises at the end of the function and deposited in the bins provided.

Propane Gas, Barbecues, Portable stoves or any other cooking/heating equipment is not permitted on site at any time.

 

Photographs:

Photographs taken at exclusive use hire purely for personal use are permitted. Control of such photography is the responsibility of the users. Photographs in other circumstances can only be taken with the permission of the Charity Hub Manager.

 

Parking:

Persons using Arnot Hill Park's car parking facilities do so at their own risk and shall park in a manner so as not to cause any obstruction or nuisance to other users. Only cars displaying a valid disabled parking badge may park in marked disabled bays, and a valid permit in the permit holders only car park. 

 

Lost Property:

The Charity Hub will not under any circumstances accept responsibility or liability in respect of any damage to or loss of any goods articles or property of any kind brought into or left at the Charity Hub either by the user for his own purposes or by any other person.

 

Animals:

No animals (except disability assistance dogs) shall be brought in to the premises except with the consent of the Charity Hub Manager.

 

Liquor:

Alcohol is not to be brought into the Charity Hub. 

 

Child Protection:

Children are not permitted to access the Charity Hub.

 

Internet Usage:

By accepting this agreement and accessing the wireless network, you acknowledge that you are of legal age, you have read and understood, and agree to be bound by this agreement.

• The wireless network service is provided by the property owners and is completely at their discretion. Your access to the network may be blocked, suspended, or terminated at any time for any reason.

• You agree not to use the wireless network for any purpose that is unlawful or otherwise prohibited and you are fully responsible for your use.

• The wireless network is provided "as is" without warranties of any kind, either expressed or implied.

• Eagle's Nest Charity Hub doesn't have a TV License so no BBC content can be watched at the centre, unless the user has their own TV license, thus complying with legal requirements.

All named users are responsible for who they share the WiFi code with and usage of the wireless network whilst their group is running.   

 

 

Centre Users:

Allowed

• Community not-for-profit organisations

• Charities 

 

Not Allowed

• Illegal activities

• Activities with adverse impacts on the building or Charity Hub

• Activities that are discriminatory in nature

• Activities that contradict the strategic aims of Eagle's Nest Charity Hub

• Political organisations

 

This policy will be reviewed on an annual basis.

 

Name: John Fahy                                                                           Title:  Charity Hub Manager

Signed                                                                                              Date: 10 October 2018

 

Subject to review and circulation every 12 months or sooner if activities require.