Room hiring policy

The Jericho Communithy Association (JCA), which manages the Jericho Community Centre, aims to offer a good service to residents of Jericho and other users of the Centre. But we ask hirers too to be aware of their responsibilities - on equalities, on health and safety, on safeguarding children and vulnerable adults, and on other issues such as those outlined below.

Equalities

The JCA Constitution and Equal Opportunities documents state that use of the Centre will be open to all individuals and organisations that comply with JCA aims and objectives. This means that JCA will make positive efforts to ensure that the Centre is available to all, with the proviso that certain organisations and individuals might be considered not to comply – such as an organisation opposed to equality of opportunity for all.

JCA Constitution

JCA Equalities policy

If the Administrator has a query relating to this issue s/he will consult the Chair of the JCA Management Committee initially, and the Committee will be asked to make a ruling, having consulted with relevant experts such as Community Matters or Charity Commission.

Health and Safety and Control of Substances Hazardous to Health

Any hirer will be required to observe the requirements of the JCA policies on Health and Safety and Control of Substances Hazardous to Health. These can be downloaded below as as Adobe Acrobat files.

Policy on Health and Safety

Policy on Control of Substances Hazardous to Health

JCA will provide a safe environment for use. Hirers are responsible for the well being of their users and the safe use of the environment provided by the JCA. Any concerns about building safety must be reported to the administrator initially and then to the appropriate person – which could include the JCA health and safety representative, the JCA management committee, or Oxford City Council.

The JCA has a general Health and Safety risk assessment for activities, but regular users are responsible for producing a written Risk Assessment for their specific activity. JCA can help by providing an example of a Health and Safety Risk Assessment for an activity.

Fire and other emergency procedures

These procedures are clearly posted in strategic positions around the Community Centre, and hirers are responsible for ensuring they are fully aware of them. JCA has a general Fire Risk Assessment for activities, but regular users are responsible for producing a written Fire Risk Assessment for their activity. JCA can help by providing an example of a Fire Risk Assessment for an activity. Any hirer should have an emergency plan which might range from having emergency contact details for participants and a means of making contact (eg mobile phone) to more detailed procedures such as occasional but regular fire practices for regular users.

Children and Vulnerable Adult Protection Policy

All users must abide by the JCA policy on Safeguarding Children and Vulnerable Adult. This can be dowloaded using the link below.

Policy on Safeguarding Children and Vulnerable Adults

The JCA administrator is the JCA Child Protection Officer. S/he will maintain a record of the status of relevant regular hirers. This record will be checked regularly. Hirers are responsible for ensuring that their activity complies with Child and Vulnerable Adult Protection Act requirements, specifically for ensuring that the required Criminal Record Bureau (CRB) checks for staff and volunteers are obtained and up to date. Hirers must notify the administrator of any relevant changes to the circumstances of their activity, e.g. staffing changes.
The JCA is aware that changes to the Child and Vulnerable Adult Protection Act are proposed. If it becomes clear that these changes require changed procedures, JCA will notify users.

Conditions of Hire

The hire forms and corresponding conditions refer to a range of issues not covered above. These include: deposits, standard locking and unlocking times, consideration for residents, loss and damage, maximum user numbers, sale of alcohol, cancellations etc.

- Hire conditions for single event

- Hire conditions for regular use

Charitable Objectives

The JCA Constitution states that all Jericho residents are considered to be JCA members. There is no fee for JCA membership. JCA also offers a discount for one-off room hire for Jericho residents. The JCA Management Committee is prepared to consider specific written requests for room hire reductions which meet its Charitable Objectives, for example requests relating to fundraising, or new local community initiatives. Income from room hire is JCA’s main source of income.

Room hire charges

Users will pay the current regular hire charges, with a discount for Jericho residents.

Management Committee

Any issues relating to Hiring Policy generally will be considered by the JCA Management Committee at the earliest available opportunity.

The Jericho Community Association Hiring Policy should be used in conjunction with the Constitution and other policies, which are available above.