TERMS & CONDITIONS
COVID-19 Terms and Conditions
· General Health – If anyone is vulnerable or unwell in your group, they are to stay at home or go home immediately and seek medical advice. If participants are uncertain whether or not to attend your activity in regards to their health, they should ring their GP or call Healthline on 0800 358 5453
· Contact Tracing – Every person entering the building for your activity must complete the Contact Tracing Form which will be at the entrance to the House. This is a condition of entry and is mandatory. Any persons on site that have not completed the Sign-In Register will be asked to leave immediately.
· Hygiene – As people enter the building, please ask them to use the hand sanitiser that will be at the entrance to the House. If you use any equipment, you are to wipe it down before and after use with the cleaning items we provide in each room. Please remember to wash and dry your hands often and properly.
· Payments – We will no longer be accepting cash payments. Invoices will be emailed at the end of the month for online payment.
· Social Distancing – Each room is to have a maximum of 10 people in it with adherence to current social distancing rules of having a 1-metre space around all persons at all times.
· PPE – You are to provide any necessary PPE for yourself and your participants.
· Booking Time – Hirers and House users will only use the room allocated to them for the time specified on this form. Entry and exit must be within the booking time.
· Kitchen – the kitchen will be closed and no glasses, crockery or cutlery are to be used. No electrical appliances are to be used and nothing is to be stored in the fridge/freezer.
1. BOOKINGS
Hirers must complete this Agreement in full to hire a room at the Devonport Community House.
The Manager reserves the right to refuse a booking.
A tour of the building and the room being hired can be arranged with the Manager before your hire.
During the School Holidays the Devonport Community House is not available for hire from 7.30am to 6pm Monday to Friday due to operating our School Holiday Programme.
The Devonport Community House is closed for 2 weeks over the Christmas and New Year period.
2. USE OF BUILDING
The Devonport Community House opening hours are:
Sunday to Thursday, 7.30am until 10.30pm
Friday and Saturdays, 7.30am until 12midnight.
The hirer must not allow any illegal activities to take place inside or outside the Devonport Community House.
The times of hire stated in this contract must be adhered to and setting up, packing up and cleaning must take place within that time. There may be 15 minutes between yourself and the next hirer which is a “shared” departure and arrival time.
Under no circumstances are curtains, decorations, scenery etc be attached to or hung from walls, ceilings or attached to the floor. These items will only be permitted if self-supporting and must be removed immediately at the end of your hire period.
3. INTERNET
The House has a Wifi connection that is available for hirers. The code and password can be requested from the Manager.
Hirers and participants who access or download any illegal or offensive material will be banned from using the House Wifi and could result in the Hire Agreement being terminated.
4. NOISE AND BEHAVIOUR
Noise, both inside and outside the Community House, must be kept to an acceptable level when sharing spaces with other hirers.
It is the responsibility of the hirer to reinforce with those attending your event that they must at all times respect other hirers by keeping noise levels in the kitchen and foyer to a minimum.
Children under the age of 18 years old must be supervised at all times both inside the Community House, the carpark and the communal gardens.
The hirer shall be responsible for the maintenance of law and order throughout the duration of your hire.
The Committee accepts no responsibility for the behaviour of attendees at any activity.
5. SMOKING
The Community House, the carpark & the communal gardens are non-smoking areas.
6. ALCOHOL
No alcohol is to be brought into the Community House while any public function is in progress and on all other occasions, the provisions of the Sale of Liquor Act 1989 Section 73 shall be complied with strictly, which may mean obtaining a Liquor Licence from Auckland Council.
7. ILLEGAL SUBSTANCES
No illegal substances are to be brought into the Community House, the carpark or the communal gardens.
8. FURNITURE & EQUIPMENT
Hirers are responsible for setting up, cleaning and packing away any furniture and equipment used during your hire period.
No furniture or equipment is to be removed from the Community House unless authorised by the House Manager.
Only Tag Tested equipment is to be used within the Devonport Community House.
9. LIABILITY FOR DAMAGE
The hirer will be held responsible for any damage or loss incurred during your hire and will be invoiced for any repairs or replacement required.
10. KEYS AND SECURITY
Regular Hirers - Keys will be issued to regular hirers and remain your responsibility until returned at the end of the hire period.
Casual Hirers - An email will be sent confirming your booking and will have details about how to access the lockbox which contains the House front door key and details about the alarm. The front door key is to be returned to the lockbox at the end of the hire period.
If you, the hirer are the last person in the building, you must ensure all windows and external doors are locked, fire doors are closed, heat pumps are turned off and the alarm is set.
The hirer will be liable for any loss or damage to the premises as a result of the Community House being left unlocked and/or unalarmed when they are the last to leave.
Any hirer inadvertently setting off the alarm will be responsible for the call-out fee to have the alarm reset. Likewise, any breach of security (i.e. failure to lock up securely or set alarm) which results in a call-out will also be subject to a call-out fee of $100.00 plus GST.
All security arrangements are to be made by the hirer to ensure the safety of the public and House users.
11. COMMUNITY HOUSE TO BE LEFT CLEAN AND TIDY
The Community House including the car park, communal gardens and toilet areas are to be left in a clean and tidy condition.
All rubbish must be removed from the building at the end of the hire period.
Tables, chairs etc are to be returned to their original places.
All utensils and items used in the kitchen during your hire must be washed in the dishwasher and put away at the end of the hire period.
All appliances are to be left in a clean condition.
12. HEALTH AND SAFETY AND EMERGENCY PROCEDURES
Hirers are responsible for making sure participants are aware of emergency procedures displayed in each room, foyer and corridor of the Community House.
A large fire hose is in the foyer of the Community House on the stairway to the mezzanine area and there is a fire extinguisher in the kitchen. There are also fire alarms (of the “break glass” type) at many different locations throughout the Community House. Please familiarize yourself with these.
Exits must be left clear at all times. Access to these exits must also be left clear.
Community House users present in the building during an emergency procedure drill will be expected to take part and gather at the assembly point which is at the far side of the car park.
Hirers are required to make their participants aware of any Health and Safety rules or issues that are relevant to their activity. Hirers may be required to provide a copy of their Health and Safety Policies and procedures to the House Manager.
The Committee requires all Community House hirers and users to take responsibility for their own safety as much as possible and not act in a way that causes harm to themselves or others.
Hirers are to advise the House Manager as soon as possible if they become aware of a potential hazard or property maintenance issue.
Hirers are responsible for completing an Incident/Accident report for any incident/accident that occurs during the hire period. The Incident/Accident report is located on a clipboard by the front door. Once the form is completed, either past this to the Manager or post it into our letterbox.
13. PARKING
A private car park is located beside the House and is available to Creche and Community House users only.
Staff car parks are only available for public use after office hours.
The 15-minute drop zone car parks operate Monday-Friday 9-3.30pm during the school term and are available outside these days and times for House users.
Hirers are required to make their users aware of these parking restrictions.
14. ATTENDANCE REPORTING
Regular Hirers - The User Attendance Sheet is located on a clipboard by the front door. A representative of each user group is required to complete this each and every time you use the House.
Casual Hirers - Please email the office the numbers who have attended your event.
This statistical information is required for grant applications and reporting to Auckland Council.
15. PAYMENT
Our payment terms are strictly 7 days from the invoice date.
Regular Hirers - Invoices for room hire will be emailed at the end of the month. Any money owing for overdue invoices could result in this Agreement being cancelled.
Casual Hirers - An invoice will be emailed at the time of booking and a bond of $100 may be required.
16. CANCELLATIONS
Regular Hirers - The Hirer must advise the Manager at least one week in advance if a session is not to be held. If we do not receive a notification, then the normal room hire rate will apply.
Casual Hirers - At least 14 days notice must be given via email for a full refund. The refund will be processed with other creditors on the 20th of the month and paid via direct debit into your nominated bank account.
17. BREACH OF TERMS & CONDITIONS
Breach of any part of these Terms and Conditions could result in the Hire Agreement being terminated, extra charges being incurred and a refusal to accept future bookings.
18. DISPUTES
In the event of any dispute or difference arising as to the interpretation of these conditions or as to any matter or thing contained therein or as to the meaning of any of these items or conditions, the decision of the Committee thereon shall be final and conclusive.
19. PERSONAL INFORMATION
All information collected will be held securely in the Community House and the Hirer will have full access to their information to check it for accuracy.
Information will be used for the purpose of hiring and complying with Auckland Council, property insurance and health and safety policies and regulations.
When no longer required this information will be destroyed.