Generalhouse keeping and Booking Policy

 

Southdene Community Association employs a Caretaker and a Cleaner to ensure that the building is kept neat and tidy. However we do ask that all users of the building take responsibility for tidying away any rubbish and for stacking tables and chairs and leaving the facilities as they found them. We ask that users respect the fact that people may be using the building at the same time as them or immediately after they have left.

 

Cleanliness:

We ask you to leave any room you have booked in the condition you would like to find it. Please ensure surfaces and floors are cleaned and swept before you leave. If you require access to a vacuum cleaner, arrangements can be made at time of booking for one to be left available. All rubbish is to be either put in the bins provided at the Centre, the wheeled bins in the cellar (if you have access to it) or bagged up safely and left neatly near a bin, so it can be taken out by the cleaner or caretaker later. Please double bag and mark any bag that has broken glass or potentially sharp items in them. 

 

Nappies and sanitary items are to be placed in the appropriate bins and not in the general waste (the blue nappy bin in the baby changing room. And the sani-bin is in the end ladies toilets off the cloakroom). There is a Biohazard Kit and yellow biohazard bags are available in the main kitchen (on the wall) for spills of body fluids (blood, urine, vomit etc). Please dispose of these bags either in the sani-bin in the ladies toilets or the nappy bin in the cloakroom, not in general waste bins. 

 

 

Accident Book:

Accidents occurring whilst at the Centre and its premises MUST be entered into the Community Centre’s Accident Book. The Accident Book is located in the main office

We realise that some user groups will have their own Accident Books, which they are required to fill in. However we cannot accept any responsibility for any accidents not logged in the Community Centre’s Accident Book.  

 

 

 Lost Property:

 We cannot be responsible for items that are left in the centre, but we will do our best to ensure that you can reclaim your property. The building is checked regularly for items that have been left, and lost property is kept in a box in the main office.

 

Storage: 

We realise that there is only a limited amount of storage space within the building; we will do our best to ensure that all regular users have a fair share. Groups are responsible for providing padlocks to secure cupboard doors, if these are required. For health and safety reasons and out of consideration to all users of the building, please ensure that all equipment is put away safely after use or removed from the centre. Please also make sure that whatever is being stored at the centre complies with health and safety regulations, COSHH and also the fire Risk Assessment policy.

 

The centre must hold a spare key to each user group’s cupboard.

 

Wear and Tear:  

Any building that is used as much as the centre experiences a large amount of wear and tear. As the building is quite old, and is run as a Registered Charity, we have limited funds and we ask that users work together to ensure that the building is kept in an acceptable condition for future users. 

 

Any damage (either accidental or otherwise) caused by any centre user should be reported to the caretaker on duty on that day. Southdene Community Association reserves the right to charge the centre user for a repair or for a replacement as necessary.

 

 

 Bookings:

 

The purpose of the Centre is to provide affordable meeting facilities and is available for use provided that a booking has been made. 

 

A booking form should be completed and passed to Southdene Community Association Management Committee for this to be entered into the bookings diary.  No bookings will be authorised without the completed documentation, any user group that makes a booking and is registered as a charity must provide a charity number.

 

If a user requires the Centre to be available for early preparation for their event, the user MUST discuss this at the time of booking. The extra time will only be granted to the user if there is available space in the bookings diary. This extra time may be charged for.

 

As we are in a residential area, the Community Centre closes at 9pm, we ask all users to vacate the building in a quiet and respectful manner by this time. Any user found to be in breach of this deadline will incur an extra charge.

 

At the time of booking users will be asked to complete and return their risk assessment form to Southdene community centre.    

 

 If a user wishes to cancel a booking at the centre, we request that at least 48 hours’ notice is given before the commencement of their booking. Cancellations can be made by contacting the community centre. Failure to give 48 hours’ notice will result in the user being charged for their booking in full. 

 

If a regular user wishes to cease using the Centre completely, we ask that a notice period of 4 weeks is given in writing there will be a charge if this is not adhered to.

 

 Southdene Community Association Management Committee reserves the right to refuse, cancel or amend any booking giving one months’ written notice.