Preparing to operate the hall (memo)

We are working with the club to agree practical working arrangements. Below is a first draft of topics that have already been discussed, but now need to be documented and agreed to operate the hall. Note that the lease speaks to Insurance, but we do have flexibility...

Items for discussion / agreement between Scouts and CS&SC in relation to operation of the Calley Memorial hall:

Memorandum of Understanding
This Memorandum of Understanding clarifies specific points and documents agreed positions and is in addition to the formal lease agreement between Chiseldon Sports & Social Club (CS&SC) and 1st Chiseldon Air Scout Group (Scouts).

Guiding Principles of this relationship

• A partnership between CS&SC and 1st Chiseldon Air Scouts to enable the Calley Memorial Hall to be operated by Scouts, for Scouts (as a Scout Hall) and the community (as a village hall) on a low cost, not for profit basis
• Share costs of any joint services, where possible and where cost effective
• Ongoing liaison and communication between the Club and the Scouts, to manage and deal with issues before they become significant
• Club and Hall are to be operated separately
• This memorandum of understanding is intended to be managed over time to document agreed positions and agreements

Liaison meetings between Club and Scouts

• Scouts and CS&SC will each nominate a point of contact
• Regular meetings will take place between points of contact at least once per quarter and on an as-required basis when issues, questions or proposals require
• Quarterly meetings will be minuted

Alcohol sales - arrangements and licensees

• Scout events will have the option to operate their own bar and make its own arrangements to supply alcohol
• Non Scout hall users and events will offer CS&SC the first option to operate a bar and supply alcohol
• Where CS&SC provides a bar, the CS&SC will provide the alcohol licence, otherwise the event organiser will organise its own licence

Gambling, dancing, singing

• Event organisers will be responsible for arranging appropriate licences (on an as required basis)

Insurance

• Buildings insurance will be XXXXXXXXXXXXXXX (yet to be agreed. Ideal is piggy back on the Club, but it may be cheaper for Scouts to cover this)
• Hall contents insurance and third party liability within the hall will be managed by the Scouts

Maintenance of the hall

• Maintenance of the hall (inside and out) will be the responsibility of the Scouts
• Maintenance of the Club will remain with CS&SC

Doors linking Hall to Club

• Whilst the Club and Scouts aspire to introduce lockable doors between the club and the hall, current (March 2009) advice is that costs are prohibitive. This item may be reviewed at a point in the future

Refuse disposal

• The minimal refuse produced in the hall will use CS&SC bins and will be reviewed after six months. Initial period to be at no cost to Scouts. Later arrangements and costs (if any) to be negotiated annually thereafter

Services:

• Services mean gas, electric, water, telecoms etc.
• Club and hall will use separate supplies for all services will be used, to ensure accountability for costs
• Scouts and CS&SC will pay for the services they use

Ladies sanitary disposal

• Points of contact to discuss possibility / practicality of sharing these services

Parking Arrangements / Car park use

• Scouts and CS&SC points of contact will discuss parking issues
• When a large event is planned, points of contact will liaise to ensure both organisations are aware and that active management of vehicle parking is applied
• Scouts will make every effort to keep the loading area clear on Tuesday mornings, when deliveries are made
• Key principle is: first come, first served, with no priority for Scout or CS&SC vehicles unless loading or unloading
• Where Scouts request use of the rear car park for non vehicle use, Scouts will make an informal request to the point of contact or the steward

Issues and disputes

• Issues and disputes will be routed via points of contact for resolution
• Objective is to arrive at a mutually beneficial outcome

Fire Safety

• Scouts 'responsible person', - normally the Group Scout Leader, will develop and maintain a risk assessment and evacuation plan for the hall
• Hall and Club will be treated as entirely separate entities for fire protection and prevention purposes
• Hall and Club emergency lights, alarms and detection systems will remain separate, - to be reviewed if a joint decision is made to open the connecting corridor up between hall and club
  

Gas Storage

• Scouts to have gas storage cage stored & bolted to floor in rear car park
• No cost to Scouts for placing cage in rear car park area