OTARA YOUTH HUB TERMS AND CONDITIONS
1. PAYMENTS:
1.1 Booking is not confirmed until full payment of booking is received. ALL payments must be received prior to using the facility – unless otherwise arranged with the onsite Kaitiaki.
1.2 Payments can be made through internet banking or over the counter at your nearest Westpac Bank. No cash payments are available at the Otara Youth Hub.
2. HEALTH AND SAFETY:
2.1 It is the aim of the OYH Kaitiaki Committee to make the Otara Youth Hub as safe a place as possible to minimise the risk of accidents and has a commitment to observe all health & safety requirements as may be specified by any relevant authority.
2.2 It is the responsibility of the hirer to ensure all its users are aware of health and safety procedures as discussed with the onsite Kaitiaki and the procedures are adhered to, during the duration of the usage of the facility.
2.3 Any potential hazard should be pointed out to the OYH team so that remedial action can be initiated as soon as possible. If this happens outside normal business hours they are to be recorded on an “Incident form” which is located in the music studio by the main light switches.
2.4 In the event of an accident, the OYH Kaitiaki will investigate to see if there is any action which can be taken to prevent a repetition of the incident.
2.5 First Aid kits are the responsibility of user however we do have a basic kit available on site underneath the kitchen sink. However, it is recommended that professional aid should be sought in the event of any injury.
2.6 In the event of an accident occurring during office hours, the on-site OYH team member should be notified immediately.
2.7 In the event of an accident outside office hours, the OYH Kaitiaki will need details from those involved so that a report can be made to the OYH Kaitiaki Collective. An “Incident form” is located in the music studio by the main light switches.
2.8 The OYH Kaitiaki Collective will keep an accurate record of all such incidents.
2.9 COVID 19
I. USING TRAFFIC LIGHT SYSTEM – strict health and safety protocols will be activated.
ii. RED LIGHT – maximum 10 people without my vaccine pass, maximum 20 people with my vaccine pass – masks compulsory
iii. ORANGE LIGHT – maximum 38 people without my vaccine pass, 42 people with my vaccine pass – masks optional but is preferred
iv. GREEN LIGHT – max 42 without my vaccine pass, full room capacity with my vaccine pass. Masks optional but health and cleanliness standard still upheld
v. Please use the QR code or manual sign in to register that you were on site.
FULL HEALTH AND SAFETY PROTOCOLS WILL BE ISSUED TO BOOKING CONTACT WHO MUST ENSURE GROUP MAINTAINS STANDARDS.
3. HIREAGE:
3.1 Prior to hiring, all hirers are required to provide booking details whether through online booking form, paper copy or email stating – booking name, contact, number attending, date/s and time/s and room.
3.2 All hirers must sign a hire agreement which outlines the terms and conditions, hirers responsibility and the expectations during hireage. Signing this means you have read and understood what is expected as a hirer.
3.3 Booking is confirmed once FULL payment is made and a signed agreement form is returned.
3.4 All payment for hireage must be paid in advance, unless otherwise arranged.
3.5 All bookings will be processed promptly, please allow 3-5 working days to complete the procedure.
3.6 Non-payment by due date will result in your booking removed without notice
4. CANCELLATION:
4.1 Cancellation of any confirmed bookings will result 50% deduction of the total hire charged plus an admin fee, if applicable.
4.2 Regular hirers can pay by Direct Credit or AP to our Bank Account. No rent is refundable due to cancellations.
4.3 Cancellation of Casual hire (one off hire) can be credited for future use depending on the availability and must be used within a three-month period.
4.4 A discount may be given for advanced lump sum payments (6 or 12 months in advance) but no rent will be credited in case of cancellation.
4.5 COVID 19 CANCELLATIONS
i. In the event of lockdown in Levels 3 or 4 and in Level 2 where you are over the reduced capacity numbers you may reschedule your booking for a later date. (Be in credit)
ii. If you have to forego your booking you will be refunded your full amount. (applicable only for Covid reasons)
5. USE OF THE PREMISES:
5.1 The OYH may only be used in accordance with prior bookings and payment arrangements made with the OYH Kaitiaki.
5.2 Once booking is confirmed through payment and receipt of a signed hire agreement – a Hirers Info Pack will be sent outlining the access information, expectations and responsibilities of the hirers.
5.3 All setting up and tidying up is to be completed within the booked period of hire. Hirers may not enter the hired room until the time booked and must end all meetings/functions and clean up by the completion of the booked period.
5.4 The hirer is responsible for returning all chairs and tables to their original positions and leaving the premises clean and tidy. Hirers are to ensure their rubbish is removed from the premises. There is a vacuum and broom available for use from the cupboard in the hallway.
5.5 The hirer is responsible for securing the facility at the end of each session, checking that all doors and windows are locked and all lights and other electrical appliances are turned off. (Except those labelled DO NOT TURN OFF).
5.7 No decorations or scenery may be attached or hung in any part of the OYH without prior consent.
5.8 No drugs or alcohol on premises.
5.9 The OYH is a smokefree facility. No smoking in the venue or outside the facility at all times.
5.10 No additional heating or cooking appliances are to be brought into and used in the buildings without prior approval.
5.11 Any damage is to be reported promptly to the OYH Kaitiaki. If the Hirer is responsible for that damage, they may be held liable for all or part of the cost of repairs.
5.12 Any person hiring or using the OYH, as a condition of that hire or use agrees to act as the Fire/Building Warden on being advised of fire or other danger. The emergency evacuation plan is included with the hire agreement.
5.13 The Kaitiaki/Booking Coordinator shall have the authority to refuse to accept any group as hirers if they have displayed a disregard for these rules and/or failed to leave the building(s) secure after use.
6. KITCHEN USE:
6.1 The OYH will provide hot water, detergent, a plug and a dishcloth.
6.2 All user groups must be responsible for providing their own tea towels.
6.3 The fridge, freezer, microwave, jug, kettle and electric stove top are available for use.
6.4 All user groups must wash their own dishes and leave the kitchen area clean and tidy.
6.5 There are limited cups and saucers so please provide your own.
6.6 Please ensure you take all food with you offsite at the end of your booking.
7. PARKING:
7.1 The OYH accepts no responsibility for the location or layout of the car park.
7.2 Parking directly outside of the OYH on the berm is not permitted. Please use the allocated parking in the town centre car park.
8. ANIMALS AT THE OYH:
8.1 No animals are allowed at the OYH or inside any of the rooms.
8.2 Animals may be brought into the OYH but only on the following conditions:
- Animals, with the exception of seeing-eye dogs, are not to be brought into any of the buildings. This applies to both front and back entrance areas.
- Animals must be under their Owners’ control at all times.
- Animals must not cause any damage to Centre property.
- Animals must not harm any person or other animal on the Centre property.
- In case of any damage/harm being done by an animal, it is the Owner’s, not the Committee’s, responsibility to remedy it.
- Animal droppings must be collected immediately and removed by the Owner.
Special Hiring conditions for Social Events: (read these along with the general conditions listed)
Host responsibility: No alcohol on premises.
Please note:
- Alcohol is not permitted on site.
- Under no circumstances are guests allowed to hold functions that differ to that stated on the booking form i.e. a family re-union cannot become a 21st Party.
- These premises are protected by an automatic fire alarm and smoke detectors. If deliberately activated the fire service will attend. This will result in a fine to the hirer of up to $1500.
- No smoking, open fires, BBQs, smoke or fog machines, naked flames or candles can be used during a booking unless prior consent is given by the kaitiaki collective. Please note there is a charge to isolate the fire alarm.
The OYH reserves the right to charge a cancellation fee of 50 per cent if a hirer cancels a confirmed booking. This includes bookings cancelled and re-booked for different day or time.
- The HIRER considers Healthy Environment Approach (H.E.A) to program/event – GUIDE to H.E.A:
• Wai (water) is the first choice - Free water is provided and accessible i.e. water jugs OR click on the link to access water vendors https://healthyaucklandtogether.org.nz/assets/Uploads/Resources/Wai-Supplier-Database-Sheet1.pdf
• Good kai (food) for all - click on the link to access kai ideas https://healthyaucklandtogether.org.nz/assets/Uploads/Resources/GFKP-Bronze-Guidelines-for-Events-Brochure.pdf
• Encourage movement - Promote the movement / cultural activities
The OYH reserves the right to charge a cancellation fee of 50 per cent if a hirer cancels a confirmed booking. This includes bookings cancelled and re-booked for different day or time.
Fire Safety & Evacuation Scheme for Persons Hiring The Otara Youth Hub.
In case of fire, evacuate facility IMMEDIATELY; notify the Fire Brigade by ringing 111.
Exit through the front door. Should an emergency occur, the assembly area is by the public toilets in front of the centre. Wait until you are accounted for before leaving. Do not re-enter the OYH until told it is safe to do so. The person responsible for the booking is the designated FIRE WARDEN.
Any person hiring or using OYH as a condition of that hire or use agrees to act as the building warden on being advised of fire or other danger.
It is essential that every continuous sounding of the alarm or other warning is treated as a genuine emergency and evacuation procedures are commenced immediately.
IF YOU ARE IN CHARGE OF A GROUP ON THE CONTINUOUS SOUNDING OF THE ALARM OR OTHER WARNING, YOU ARE THE WARDEN.
FIRE WARDEN - On hearing the warning signal
1. Evacuate occupants via the front entrance door (Check all rooms, including the toilet.)
2. Watch for any people with disabilities who may require assistance and appoint a suitable person to assist as necessary.
3. Note the location and number of any persons remaining in the premises.
4. Report to Building warden at the alarm panel and advise status of evacuation.
IF YOU ARE THE FIRST PERSON TO ARRIVE AT THE ALARM PANEL YOU ARE THE BUILDING WARDEN.
BUILDING WARDEN - On hearing the warning signal
1. Ensure Fire service has been called, Dial 111 or delegate to a responsible person.
2. Report to the fire alarm panel and receive status reports from floor wardens.
3. Initiate action if no report received from any wardens.
4. Advise fire service, on their arrival, of the evacuation status, including the location of any persons with disabilities.
5. Do not allow any person back into the building until the all clear has been given by a NZ Fire service officer.
EMERGENCY CONTACT LIST
Emergency Service: Fire / Police / Ambulance = 111
- Southseas Healthcare
Watford Street, Otara Town Centre
09 273 9017
- Local Doctors
120 East Tamaki Road, Otara Town Centre
09 274 9354
- Otara Family & Christian Health Centre
5/120 East Tamaki Road, Otara Town Centre
09 274 6654
PERSONAL INJURY/ACCIDENT:
* FIRST AID BOX CAN BE LOCATED IN THE KITCHEN UNDER THE SINK.
Please fill in relevant form and leave in front of folder. Forms included:
- Serious Accident
- General Accident/Hazard
- Use of First Aid Supplies
SERIOUS HARM – DEFINITION:
Has occurred if any of the following symptoms or conditions results in severe loss of bodily function (permanent or temporary). Need for emergency medical care/hospitalization.
Unconsciousness. e.g. From lack of oxygen
Serious Harm – injury. Falls/slips causing e.g. severe laceration, bone fracture, crushing
OYH HAZARD REPORTING:
Record on the incident form which is located on the wall in the music studio by the light switches, any hazards you have noticed or any accidents, near misses which have happened while you were at the Otara Youth Hub, so that improvements can be made.