Boxmoor Cricket Club

    Contract 

          For the hire of 

     Boxmoor CC’s Pavilion

Between

Gade Valley Harriers 

and

Boxmoor Cricket Club

Final 2019

First Principles

The Pavilion is a key asset of Boxmoor Cricket Club (BCC) and revenue from this asset should be maximised. However, cricket comes first and any tenant must fit in with the operational running of the Cricket Club, especially playing cricket, on reasonable request to GVH. BCC responsibilities

BCC will acknowledge and respect the needs of their tenants during their hours of use. Whilst Gade Valley Harriers (GVH) are using the pavilion, their rent includes electricity, lighting, gas heating, water, rates, general pavilion cleaning and normal wear and tear. BCC are responsible for general pavilion maintenance, including painting, correcting breakages, drains, insect infestation etc. unless the damage is caused directly by GVH. GVH responsibilities in relation to the marathon preparation runs are covered in more detail in appendix A.

A Link Person will be appointed. This will be a member of the main BCC

Committee. This link will also contact all pavilion tenants to ensure problems do not become issues. This Link will also be available for GVH to contact around specific issues that may need to be raised.

Time – Core Hours

The typical core hours of GVH will be from 18.30 to 21.30 every Tuesday and Thursday, except Bank Holidays and other occasional days as advised by GVH Secretary. 

GVH may also rent out the pavilion for marathon training runs. This will be on an as required basis. See Appendix A for details. 

GVH have 3 free evening hires of the pavilion and bar each year during the contract period. Whilst they will endeavour to provide 1 month’s prior notice, this is to enable BCC to confirm Bar Staff and is not essential. Once the date is agreed GVH’s will not be “bumped” if a paying hire comes along.

Rented Accommodation 

Rooms

GVH are renting the following rooms and have sole use of them during Core Hours with the exceptions of items mentioned in “Mid-Week Cricket”.

•       Kitchen

•       Main Lounge excluding bar area

•       Female toilets

•       Both changing room and showers

•       Men’s toilets 

Storage Space

•       A Lockable cupboard is dedicated to GVH sole use 

Equipment

Kitchen

•       All BCC kitchen equipment may be used by GVH.

•       Other tenants may restrict use of their equipment, and should notify both BCC and GVH of this.

Notice-boards and display cabinet

GVH will have sole use of a notice-board, and are responsible for ensuring its tidiness. In addition GVH may also, with the agreement of the Cricket Club, display one similar size framed “picture” within the club.

Equipment Breakages

Any breakages inside Core hours are the responsibility of GVH unless caused as a result of a lack of maintenance, etc. by BCC; or by an existing latent defect. This includes damage to both GVH and BCC equipment caused either directly or indirectly by GVH guests. Outside Core Hours GVH equipment will be located in or on the secure cupboard.

Access

Keys

GVH have 7 keys for them to gain access to the pavilion. GVH will provide BCC with a key holder contact list to ensure that any changes to the security of the pavilion can be efficiently communicated. GVH will be responsible for locking up and setting the alarm when they finish each occupational period in accordance with BCC’s lock up check list.

The keys are security coded and can only be replaced by the manufacturer at a cost of £10 each. If, for security reasons the lock barrel has to be replaced, along with the 15 associated keys, the cost will be £150. If GVH loose a key they will have to pay to replace it. It will be BCC's decision to replace either the key or lock barrel and all associated keys at GVH's cost.

Security

The Pavilion should be secure after use. This requires all external doors and shutters be closed and locked. In addition, the alarm should be set whenever the pavilion is empty.

Core Hours

If BCC require access during Core Hours, e.g. pavilion maintenance, BCC will need to obtain GVH agreement within a reasonable notice period and dependant on arrangements being made with GVH members.  Notice must be given in writing by email with confirmation having been received from GVH.  Such agreement to access the pavilion will not be unreasonably withheld. 

Outside Core Hours

Outside Core Hours GVH have no specific rights to use the pavilion. If access is required by GVH for their operational purposes, e.g. dropping off or maintaining equipment, etc. the Link Person needs to be notified to ensure the pavilion is not being used for other purposes. Agreement to access the pavilion will not be unreasonably withheld by BCC

Deliveries to the pavilion – Car Parking

Boxmoor Cricket Club has NO dedicated car parking facilities and GVH should park in any of the nearby parking spaces. It is not permissible to park around the pavilion. This is a restriction placed on BCC by the Boxmoor Trust.

Vehicle access to the pavilion must be restricted to emergency vehicles and any heavy or large deliveries only if there is no long-term damage to BCC or Boxmoor Trust land and facilities. This is a restriction placed on BCC by Boxmoor Trust.

Mid-Week Cricket

Any adult mid-week cricket will be arranged around GVH’s regular use of the pavilion on Tuesday or Thursday evenings.

GVH will be provided with a copy of the BCC fixture card at the start of the season and given reasonable notice of any changes to this programme.   Whilst every attempt will be made to avoid Tuesdays and Thursdays for junior cricket, due to the number of games played, some clashes will be unavoidable. When this occurs, it is not permissible for any non-DBS cleared adults to share changing rooms with juniors, who will use the away team changing room.  GVH and BCC shall both ensure that their respective members are aware of the arrangements during junior cricket.

     PRS License

The BCC PRS licence does not cover GVH.   

Insurance

GVH will be responsible for third party liability whilst they are using the pavilion in relation to their activities.  

 Changes to the room fabric

GVH shall not make any permanent changes to the fabric (including wall mounted boards or photographs) or infrastructure of the pavilion without prior authorisation from the Link Person. 

All external signage requires BCC approval.  

Cleaning and Rubbish disposal

BCC are responsible for general cleaning of the pavilion i.e. it will be in a clean state prior to GVH use at 18.30 on weekdays. GVH have a responsibility to return the pavilion in a clean and tidy state in ALL hired areas when their occupation ceases.

BCC are responsible for publishing the cleaning schedule that will include each party’s cleaning responsibilities. 

Where continued failure to leave the BCC pavilion on in a clean and tidy state, a fine for £25 per occasion will be implemented to cover the additional cleaning requirements. This fine can only be levied after a written warning from BCC.

 Payment Terms

GVH will pay £276 per calendar month for twice weekly use of the pavilion during Core Hours. 

Payment to be made by DD on the15th of each month.

These prices have been reviewed against CPI as of March 2019.

Length of Tenure and Termination

This contract is for 2 years from 1 May 2019 to 30 April 2021.

After 12 months either party may terminate by giving 3 Months’ notice. 

The contract, including levels of rent payment, will be reviewed at an appropriate time before renewal in April 2021. 

Link Persons

The following are designated as Link Persons: