Extra meeting to discuss way forward on booking reservations for The Courtyard Studio at Worden.

Friday 2^nd February 2007 2:00PM – Courtyard Studio

Present.

Graham Dixon (Minutes)

Jayne Fletcher

Paul Humphreys

Geoff Clarke

Irene Wignall

Esther Goodwyn

Jan Harper

Apologies – Tracy Robinson.

Graham had expressed concern that the Courtyard Studio could quickly become a ‘Victim of its own success’ and that there was a danger that it would be monopolised by a few groups and individuals who were filling the diary with bookings.

Jayne confirmed that even before the facility is officially opened, she is receiving many requests for bookings.

The group agreed that there are two issues here.

·        1. We have to be seen to be fair and give everyone the opportunity to use the facility

·        2. We have to balance this against a need to ensure that the facility is getting maximum use.

It was decided that for the first year (until April 200 bookings should be taken on a first-come, first-served basis on weekdays/evenings (excluding Friday evenings) with a few minimum restrictions placed on bookings for Friday evenings, Saturdays and particularly Sundays.

The days will be divided into three sessions (Morning/Afternoon/Evening) it is understood that some overlap may be required by some groups or individuals; this should be made clear at the time of the booking. (Example – Bears Paw Patches will be booking some Saturday afternoons but will require the facility from 10:00 AM.)

Advanced bookings will be accepted as follows

Weekdays (Excluding Friday evenings) Block bookings of up to 52 sessions will be accepted.

Friday evenings and Saturdays. Up to 13 sessions can be booked in advance.

Sundays – up to 3 sessions can be booked in advance (it is felt that Sundays will be popular).

Any problems arising will be addressed at a review of the booking system scheduled for April 2008

Bookings will initially be made using the same form that Worden Arts Centre use (With the headings changed) The form will request that users submit a ‘Risk Assessment’ with their booking.

There will be a £50:00 deposit payable for any booking or block of bookings – this can be in the form of a cheque and will be refunded after the booking or block of bookings. This deposit will be used to pay for any damage or as a penalty for a no show or cancellation without notice or good reason.

South Ribble Arts Forum reserve the right to use the facility on their three event weekends (Parkicipate/Dickensian/St Georges)

In the unlikely event of any difficulties arising with use of the room all reasonable effort will be made to provide satisfactory temporary accommodation.

Groups using the facility for workshops/exhibition must ensure that either someone with CRB clearance is present at all times or they must display a sign stating ‘All children must be accompanied by a responsible adult’.

All portable electrical equipment (over 12 months old) must be covered by a current PAT certificate (Geoff Clarke will provide a PAT test session whereby forum members can bring their equipment along for certification. Provisionally 21^st February).

It was requested that the new Community Arts Development Officer (when selected) should contact the Forums insurers to see if they can provide a ‘reasonable rate’ for public liability insurance for Forum members (Currently Forum members are covered for Forum related events but not for independent ventures).

It was decided that there is a need for; fire extinguisher(s) eyewash bottles and a first aid kit.

Jayne and Paul to finalize security/locking up arrangements.