Introduction

The Merthyr Tydfil Ministry Area has been entrusted with the care of many buildings, which form a significant part of the history and the heritage of the Ministry Area. The Ministry Area Council (MAC) is responsible for maintaining them for use and enjoyment by future generations. 

While Ministry Area premises are primarily intended for Christian worship and church-related activities, the MAC recognises that the practice of Christian hospitality is essential for mission.

By offering space for community activities at an affordable price, the Ministry Area can build meaningful relationships with the local community, and contribute to its flourishing. In welcoming those who may have no other contact with us, the MAC seeks to remove barriers and create opportunities for them to encounter the Christian message. 

This policy sets out how we will achieve these aims, in line with The Equality Act 2010, and our Equality, Diversity and Inclusion Policy, while giving due regard to our responsibilities as trustees.

Administration of Bookings

Administration

All bookings of the premises will be administered by the Ministry Area Administrator, on behalf of the MAC. This includes the acceptance and declining of bookings, in consultation with the relevant clergy and Churchwardens. The Ministry Area Leader will act as final arbiter if required.

Hiring Agreements

For all hires, a Church in Wales Hiring Agreement must be completed in advance of the booking or event. Any modifications or additions to the Hiring Agreement must be approved by the Ministry Area Administrator, or in their absence the Ministry Area Leader, unless they relate solely to notice periods required for cancellation of a booking. Once completed, the Hiring Agreement will be retained in a secure location by the Churchwardens, or the Ministry Area Administrator, for the duration of the Agreement, and for a reasonable period of time afterwards, in line with the Ministry Area’s Data Retention Schedule.

The person signing the Hiring Agreement (“the Hirer”) must accept full responsibility for the due observance of Conditions as set out in the Agreement. The Hirer must be a responsible adult over the age of 18.

Once a decision has been made to accept a booking, the Ministry Area Administrator, Church Administrator, clergy and the Churchwardens are each authorised to sign the Hiring Agreement as the Authorised Representative of the MAC.

Letting Restrictions 

The MAC reserves the right to refuse requests for hire by groups or for activities which, in its opinion, are either contrary to the purposes and beliefs of the Church in Wales, or where it considers that such use or activities may cause offence, on grounds of their religion or belief, to a significant number of Christians. Any requests received which may fall in this category must be referred to the Ministry Area Leader (or in their absence, to another member of clergy within the Ministry Area). 

Hire for ritual, worship, or 'spiritual' activities, or for activities which promote any political party or opinion, is not permitted without the permission of the Ministry Area Leader (or in their absence, the permission of another member of clergy within the Ministry Area). However, no bookings will be refused solely on the basis of the personal characteristics of the hirer (including their personal lifestyle or beliefs).

Lettings for church use will have priority. Reasonable efforts will however be made by the MAC not to cancel bookings which have already been agreed. 

The MAC will not hire out the premises for any parties which will involve loud noise or other nuisance to neighbours, and will not normally hire out the premises for any parties which will involve large groups of teenagers or young adults between the ages of 14 – 21.

Use of kitchens must be approved at the time of booking and may incur an additional charge. It will be the responsibility of the Hirer to provide any refreshments. It is the responsibility of an external Hirer to ensure that any persons using our kitchens are aware of the requirements of all relevant food health and hygiene legislation and regulations. Particular attention should be paid to the cleanliness of the kitchen, kitchen utensils and crockery at the end of the letting. Hirers should be warned that any breakages must be reported immediately in writing and be paid for.

Charges and Payment

The MAC will normally charge for the use of the premises, but reserves the right not to charge.

Charges will be set at a reasonable rate and below full commercial value. The rate set should cover running costs and provide a modest contribution to longer term refurbishment costs. The MAC will review the charges annually, and regular users will be given due notice of any changes. 

For one-off events payment must be made in full at least fourteen days in advance. For short-notice bookings (less than fourteen days in advance),  payment must be made in full on receipt of invoice. If payment is not made promptly the booking may lapse. 

The MAC may charge the Hirer for damages caused by the Hirer or their guests. 

Safeguarding

As part of The Church in Wales, the Ministry Area is committed to safeguarding as an integral part of its life, mission and ministry, and actively seeks to promote and protect the dignity, safety and wellbeing of all children and adults at risk who use our premises.

Therefore, the Hirer must adhere to the Safeguarding Conditions laid out in Schedule 4 of the Hiring Agreement. In the event of failure to comply with these conditions, the MAC will cancel the booking, and may refuse future bookings by the Hirer.

If the Hirer does not have adequate safeguarding arrangements, they may request to operate under the Church in Wales safeguarding policies and procedures, provided this is agreed in writing. If the MAC does not consider this appropriate, or the MAC has concerns about the hirer’s safeguarding standards, the MAC will decline the booking.