ࡱ> \^[%` bjbj"x"x 4V@@ DDDX8Xf)((((((($*h,r )Db b b ) )###b p8D(#b (##:&,,Di& ^( |1& &\6)0f);&.,N!,i&,Di& L6#I,u ) ) #df)b b b b XXXdXXXXXX 3. Harrowby Lane Methodist Church & Community Centre: Property Committee Lettings Policy 3.1 Purpose & Introduction The purpose of this policy is to provide a overview of the process for managing lettings by the Harrowby Lane Methodist Church & Community Centre Property Committee The church is committed to making the building a focus for community activity, used by a wide range of individual and groups in the Harrowby area. The church is committed to effectively managing the asset that the building represents and ensure that we are able to meet the ongoing financial commitment associated with the building project. In letting the building the Property Committee will seek to balance these two goals. We want to ensure that those coming into the building find the a welcoming, pleasant and safe environment for there activity and 3.2 Lettings - Roles & Responsibilities It is anticipated that the management of lettings will be generally be staffed through existing church members until the level of revenue and the overall financial position warrants a review of this approach. It is envisaged that the following roles will be required: Lettings Coordinator this role will manage the overall lettings process and will report to the new building Management Committee/Church council. We may wish to consider if this can be added to the property stewards role TasksInitial point of contact Send out information Sets price to agreed criteria Confirms Booking Maintains lettings diary Coordinates work of volunteer supervisors Finance role - a small role in managing the payments for the lettings performed by the church treasurer. This is separated from the coordinator role to ensure a robust auditable process. TasksReceives Payment Processes payment Maintains Record Lettings Supervisor a small team of volunteers to oversee the letting on a day-to-day basis TasksOpens venue sets out room & Equipment Welcome and gives out all required information Facilities Fire Exits Disabled Access Dos and Dons Who to contact if there is a problem Tidies Closes venue Note: Additional cleaning may arising as a result of increased lettings but should be manageable as part of normal cleaning regime. 3.3 Lettings Process The lettings coordinator will manage the booking system. This role will be the main link between the Church and those wishing to book accommodation. In addition to acting as the initial point of contact for all lettings the coordinator will be responsible for maintaining a diary for the use of the building and ensuring that those supervising the lettings have the necessary relevant information. The stages in the booking process are described below: - Lettings Coordinator receives request for information. ACTION Coordinator provides general information, checks price band against criteria and advises. Request for booking is made. ACTION Coordinator checks suitability against statement of purpose and checks availability. If date or room not available suggests any possible alternative. Booking form is received. ACTION Coordinator sends out invoice, further information and conditions of hire. Coordinator informs supervisor of booking details and updates diary. Full payment is received at least seven days in advance. ACTION Treasurer issues Receipt and processes payment. If payment not received seven days prior to use Coordinator contacts client to inform that booking is no longer secured 3.4 Schedule of Charges Standard Room Rate Church / Main HallOther RoomsPrivate / Public Sector/hr/hrPublic Groups / Voluntary Sector/hr/hrChurch & Community Groups/hr/hr Additional Room Rate (Based on 20% discount for second and subsequent rooms.) Private / Public Sector/hrPublic Groups / Voluntary SectorhrChurch & Community Groups/hrOther/Existing rateAs above Hire of whole centre* (excluding Church) Private / Public Sectorper dayPublic Groups / Voluntary Sectorper dayChurch & Community Groupsper day* Guide price Additional Charges Storage 1 per cupboard per week (subject to availability)Flip Chart Hire per dayOverhead Projector per dayFlower Pedestals per dayUse of Kitchen for meal preparation per day Guidance Lettings will be for a minimum of 2 hours and will normally be allocated on a first come first serve basis Responsibility for agreeing lettings rates will be delegated to the lettings coordinator within certain limits to avoid the need for a lengthy process of potential lettings coming before church council. It is suggested that the coordinator have delegated authority to subsidise the rates shown below by up to 5% depending on the nature of the organization and the let.     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