ST CUTHBERT'S COMMUNITY HALL: CRITERIA FOR PRIVATE HIRE

The Community Hall at Colburn is authorised to be let for private hire under the auspices of The Diocese of Leeds and the authority of the Parochial Church Council of Hipswell with Colburn Parish. In order for Private Hire to take place a contract must be agreed and signed between the Hirer and two representatives of the Parochial Church Council (PCC)

The following bodies have laid down directives that must be adhered to in order that the venue is authorised for hire:

• HSE - Health and Safety Executive
• Diocesan Child Protection Policy
• Ecclesiastical Insurance Company
• PRS - Performing Rights Society
• North Yorkshire Police
• North Yorkshire Fire and Rescue Service
• North Yorkshire County Council

St Cuthbert's Community Hall is situated next to St Cuthbert's Church on Colburn Lane, Colburn, Catterick Garrison, North Yorkshire, DL9 4LT.

Facilities offered

• good-sized hall, which readily accommodates 60+ people
• small meeting room, which will accommodate 16 people
• WiFi
• modern kitchen
• recently refurbished toilet block, with disabled facilities
• central heating
• garden
• off-road parking
• licensed for performances, and sale of alcohol (via application for temporary event licence)

Booking the Hall

Contact Marie Smalley (Mob tel: 07984 272228  email: mariesmalley02@gmail.com ) to discuss availability, cost, payment, to obtain booking forms and for any general enquiry relating to the booking of the hall.

Hire charges

• Cheques should be made payable to: ‘St Cuthbert’s Church, Colburn’. 
• Hire includes use of the kitchen, sometimes shared between those booking hall and meeting room.
• All bookings are subject to a £50 deposit, returnable in full if the premises are left as originally found.
• NB: We regret that we are not able to offer storage facilities, even to regular users.

* Assuming that the hall is not in use on the Friday night, you may be able to set up beforehand, at no additional charge, by prior arrangement with the Bookings Manager, (contact details below).However, this is at your own risk.

We cannot be held responsible for the loss or damage of any goods left in the hall overnight.

Prior to Hire

• Application must be made in sufficient time, through the Booking Manager, to enable authorisation to be completed. (NB: Allow up to 7 days).
• Authority to hire the Hall must be obtained, in writing, from two PCC Members.
• Arrangements for collection and return of the keys through the Booking Manager.

During Hire

• Two responsible adults (RA – must be 25 years of age or older) must be appointed from among the hall users to act in the capacity of Safety Persons throughout the time of the function.
• Each group must have an appointed Fire Marshal, who holds responsibility for indicating to hall users the location of fire exits and fire extinguishers, and for demonstrating how the fire doors are opened.

1. In the event of a fire, the hall should be evacuated in an orderly manner using the appropriate exits, and the Fire Brigade called by dialling 999.
2. Access to all exits must remain clear and no chairs or obstructions placed in corridors.
3. Fire appliances must not be removed or tampered with unless in an emergency
4. (A diagram of the Fire Plan is attached to this form and is also displayed at various places on the Community Hall interior walls)

• All aspects of the Diocesan Child Protection Policy must be adhered to at all times (A copy of this is available upon request)
• No child will be left unsupervised at any time.
• Children are not allowed in the kitchen area at any time. Measures must be taken, by the hirers, to prevent children accessing this area, unless involved in a supervised activity. 
• All hirers must comply with the Health and Safety Directives laid down in the Health and Safety Policy Document. (A copy of this is available upon request)
• No smoking or vaping is permitted within the facility. A fixed ash can is found on the exterior wall by the main entrance doorway, for those who wish to smoke outside. Likewise, any vaping must occur outside the building.
• The Hall is surrounded by residential areas and the rights of the residents must be respected, therefore:

1. Noise levels must be kept within the guidelines laid down by North Yorkshire County Council
2. The venue must be vacated by 23.00
3. The entire Hall and grounds are designated as a No Smoking Area in accordance with HSE Directive; it is the responsibility of the RAs to ensure this legislation is complied with.
4. The hire of the Hall covers the Hall and its immediate surroundings. The Church and Vicarage and their respective grounds are deemed outside of the Hall Area, and therefore the privacy of these areas is to be respected.
5. The RAs are to ensure alcohol is not sold or bought on the premises (unless a licence for the sale of alcohol has been formally obtained), and any alcohol brought is consumed only by persons above the age of 18.
6. Nothing is to be fixed to any part of the building (walls, door-frames, windows) either permanently or as a temporary measure without the express written authority of the PCC.
7. There is no TV licence, so hirers are advised that no live streaming of TV from the UK or continental Europe is permitted, or access to catch-up TV viewing, whether BBC iPlayer or other facility.

Post-hire

• The Hall is to be left in the condition in which it was found, prior to hire.
• All excess rubbish is taken away from the venue.
• Arrangements are to be made with the Bookings Manager for:

1. Checking over the Hall and wider premises
2. Return of Keys
3. Refund of the Deposit, if appropriate.                                                                                                                                                                                              If there is a dispute regarding this, the final decision will be taken by the Standing Committee of the PCC and their decision is final.

General Points

Telephone

As there is no pay phone in the hall, it is strongly recommended that the person responsible for the booking ensures that a mobile phone is available in case of emergencies. The nearest pay phone is opposite the Co-operative store at the Broadway shops, 200m from the hall. A list of contact numbers is on the hall notice board. These are intended for emergency use only.

Car Parking

Limited car parking is available in front of the church and church hall. Rather than crowding Colburn Lane, overflow parking is available in the public parking area by the library, at Colburn Broadway, a 3-minute walk away.

Licence

The Premises Licence is to 11 p.m. only; this coincides with the end of your period of hire. After this time, only those helping to clear up the hall should be on the premises.

Consideration for Others

Please ask your guests to leave quietly at the close of your event.                                                                                                                                                                  Car doors banging and loud talk outside are disturbing to the local residents.

Please leave the hall clean and tidy. In particular, we ask you to ensure that the tables are wiped clean before being stacked.

Damage

You will be liable for any damage to the building and its contents found during the inspection on return of the keys.

Storage of equipment

We regret that we are not able to offer storage facilities.

Items left over from coffee mornings must be removed at the end of the hire period.

All of these instructions are in place in order to maintain the good condition of St Cuthbert’s Church Hall so that it remains a resource for the community. Your help in maintaining this aim is much appreciated.

We welcome feedback on your hire and any suggestions that you may have for further hall improvements.                                                                                                  Please contact Revd Andrew Cromarty, Mr Peter Kane or Miss Marie Smalley to discuss (details below).

WE WISH YOU A HAPPY AND SUCCESSFUL FUNCTION

St Cuthbert’s Community Hall Management Committee

Updated May 2022

Revd Andrew Cromarty (Vicar & PCC Chair): andrew.cromarty63@btinternet.com     

Mr Peter Kane (Licensed Lay Minister & PCC Secretary): peter.kane06@gmail.com

Miss Marie Smalley (Bookings Manager) mariesmalley02@gmail.com

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