12.2 Hire of Playcentre Buildings Procedure
To be followed when hiring out Playcentre buildings and facilities or allowing their use by third parties for purposes not directly related to operating a Playcentre.
From Playcentre Aotearoa’s Property & Equipment Policy
Third-party use of our Playcentre environments
As a community-based organisation and for fundraising purposes, we may hire out or allow access to our Playcentre environments outside of Centre sessions for non-Playcentre purposes. This may be from time to time or in regular instances. Use by third-parties for alternative purposes introduces risk and complexity that requires careful management by those with Playcentre environment responsibilities.
- Centres and their Regional team will determine the availability of their Centre environment to third parties
- Centres, Regional and National Teams will work together to co-ordinate local third-party use to ensure that we don’t compromise any designated use; lease or occupancy right; insurance conditions; ongoing use for Playcentre operations; or compliance with our governing regulations, including in relation to Covid-19.
- Nationally agreed procedures, timelines and approvals will be followed for various third-party use
- Third party users are provided with written advice about their obligations relating to their use of our Playcentre
- Records of use will be kept centrally at a national
Item | Procedure | Who |
1.0 | Making a Centre decision as to whether the Centre facilities is to be available for hire or use by a third party for non-Playcentre related purposes | |
1.1 |
Decision may be made for a number of reasons such as
|
Centre President / Leadership or equivalent |
1.2 | Impact of the decision for non-related Playcentre use of Centre facilities – whether formally OR informally and casually – attracts compliance requirements as it relates to use, safety and any contractual lease terms, such as: a) Centre’s obligations outlined in any lease or Property Occupancy Document documentation; b) any local authority or Council requirements regarding the designated use of Centre land and/or buildings; c) Centre’s continuing obligation to maintain the facilities to meet relevant ECC Regulation standards; d) all legislative requirements; e) insurance cover for Centre buildings and facilities; and f) core requirement for Centre buildings and facilities to always remain available for Centre operations. g) Any government or Public Health Orders relating to Covid-19 or other |
Centre President / Leadership or equivalent In consult with either the Centre’s Regional Property Co-ordinator or Property Administrator re legal, any lease, and Covid 19 obligation |
1.4 |
Review possible hire scenarios and decide which, if any, will be made available for hiring out for:
Centre President / Leadership or equivalent (in consultation with Centre membership) for scenarios 1&2, scenarios 3-6 eligibility of hiring to be confirmed by Centre’s Regional Property Coordinator or Property Administrator
|
Centre President / Leadership or equivalent (in consultation with Centre membership) for scenarios 1&2, scenarios 3-6 eligibility of hiring to be confirmed by Centre’s Regional Property Coordinator or Property Administrator |
1.5 | Record all decisions made regarding Centre hireage and third-party use in Committee Meeting minutes. Complete a copy of “Hire Form 12.2.1 – Hire of Playcentre Buildings” and send to [email protected] who will then provide the Centre with a Centre- specific version of the Terms and Conditions Document for hire and third- party use. Terms and Conditions are to be displayed at the Centre, and a copy shown/given to hirers. A copy of the Hire Cleaning Protocol will also be provided. |
Centre President and Centre’s Regional Property Coordinator or Property Administrator |
2.0 | Procedures for Scenarios | |
2.1 | Centre member – for a one-off period of less than 24 hours for a whānau event (e.g. Centre Members using the facilities to host a child’s birthday party). A Centre Officeholder or the Centre Advisor (CA) has the authority to approve the application and will forward a copy of the signed “12.2.2 Application/Contract for Hire of Playcentre Facilities” form (“Hire Form 12.2.2”) to [email protected] at least 48 hours before the date the event takes place. |
Centre officeholder of property related matters or Centre Advisor (CA) |
2.2 |
All other scenarios A copy of the signed “12.2.2 Application/Contract for Hire of Playcentre Facilities” form (“Hire Form 12.2.2”) must be sent to the [email protected] at least seven days before the date the event takes place. |
Centre officeholder of property related matters or Centre Advisor (CA) And Centre’s Regional Property Co-ordinator or Property Administrator |
2.3 | Once the Application/Approval process has been completed – the Centre will ensure that the third party hiring/using the Centre facilities is: i. provided with a copy of the signed “12.2.2 Application/Contract for Hire of Playcentre Facilities” form (“Hire Form 12.2.2”), ii. provided (or given access to – i.e. shown where, in the Centre they can find) a copy of the Centre-specific “Personalised Terms and Conditions of Hire” document and a copy of the Hire Cleaning Protocols |
Centre officeholder of property related matters or Centre Advisor (CA) |
2.4 | The Hire of Playcentre Facilities Procedure and Hire Application Forms 12.2.1 and 12.2.2 can be located on the website, https://www.playcentre.org.nz/current-members/property/property-and-equipment/. |