Botolph’s Barn Access Policy

Botoloph’s Barn has been established to fulfil two principal purposes:

  1. The preservation, maintenance and management of a historic building within Helpston’s conservation area.
  2. The creation of a meeting venue for the church and the community as a whole.

The Barn is designed as a high quality meeting and exhibition venue. Its usage should reflect this status and its principle purposes, with an emphasis on events that are in keeping with its church, community, heritage, environmental and educational themes. Within this context, small, private parties are permitted at the discretion of the Barn Booking Manager.

In addition, in order to raise income to cover the costs of running the Barn, the Barn is also available for commercial hire as a meeting venue.

The Parochial Church Council (PCC) of St Botolph’s Church Helpston, which has ultimate responsibility for the Barn, has agreed the following access policy to reflect these objectives and the Barn’s education policy.

Community use

  • The Barn can be booked by members of the community in advance through the Barn manager.
  • The booking fee for community use is £5.50p an hour or any part of an hour. (2017)

Use by St Botolph’s Church

  • The Barn is reserved for use by the parish church of St Botolph’s on the second and fourth Sunday mornings of the month. The Barn will be open every Sunday morning to allow for the use of the lavatory by the congregation.
  • At any other time, the Barn can be booked by/for use by St Botolph’s in advance through the Barn manager, although the church will have no priority over other community or commercial bookings.
  • The Barn shall be free of charge for groups or individuals operating as part of St Botolph’s (to be defined if necessary by the PCC).

Police and politicians

  • The downstairs room will be made available, free of charge, to the local community police office or local ward councillor or local MP for a total of one morning each week, should they so require.

Commercial use

  • The Barn will be available for commercial hire.
  • Commercial use of the Barn will be booked in advance through the Barn Manager who will be responsible for opening the Barn and making sure it is clean and appropriately equipped at the required times. Refreshments (tea/coffee biscuits will be provided and cleared away appropriately)
  • The fees for commercial use of the Barn in 2017 shall be as follows
      • £20.00 an hour
      • £75.00 for half a day (4 hours)
      • £125.00 for a full day

Semi-commercial use

  • The Barn especially welcomes small perhaps “one-person” companies, such as exercise classes. Such companies have paying clients but it would be unrealistic to expect them to afford the full commercial fee as above, hence this category of user will be charged £9.00 per hour or part of an hour. (2017)

Booking policy

  • All bookings for use of the Barn will be through the Barn manager, who will be responsible for collecting and banking the fees.
  • The key to the Barn for all meetings booked in advance will be available from the Barn manager only. Regular users may be issued with a key for convenience at the discretion of the Barn manager.
  • Bookings will be taken on a first come first served basis.
  • No priority will be given to any one group or individual, with the exception of the permanent reservation of the Barn by the Church on the second and fourth Sunday mornings of each month. The Barn will be open for the use of the lavatory every Sunday morning whether there is a booking or not.
  • Booking forms should address issues of liability and health and safety.

Equipment hire

  • The Barn’s kitchen equipment and projector and screen are available for hire for use at other venues within the wider benefice by recognised community groups, provided they are not required for use in the Barn at that time.
  • The Barn manager has discretion as to whether to charge for the loan of kitchen equipment, but should charge a suitable deposit.
  • Responsibility for any damage will lie with the individual or group hiring the equipment, who will be expected to replace it on a like for like basis.
  • There shall be no charge for Church groups as defined by the PCC.

Responsibility

  • The PCC is responsible for implementing this access policy.
  • Changes to this policy can only be made by the PCC.
  • This policy should be reviewed annually.
  • Charges for Barn usage should be reviewed annually, with the presumption that they will rise roughly in line with costs.
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