ANNEXE 2
CONDITIONS CONSISTENT WITH THE OPERATING SCHEDULE
General
1) Any misuse of the premises shall be quickly and ably dealt with by the Premises Supervisor.
2) A designated area shall be provided for children.
3) Children shall be supervised by duly qualified responsible adults at all times they are on the playing field, in the changing rooms and in the club house until they are collected by their parents.
4) Any members responsible for coaching children will be subject to a CRB check, made available on request.
5) The club must adhere to the RFU recommendations pertaining to the protection of children be they playing or as guests.
6) The club shall be committed to providing a safe, friendly and comfortable environment for patrons, guests, visitors and local residents.
The prevention of crime and disorder
1) The club adheres to a zero tolerance policy in respect of underage drinking and anti-social behaviour.
2) Alcoholic beverages will not be sold or supplied to any person who appears to have already had sufficient to drink.
3) Persons who are intoxicated will not be served and excessive consumption will not be encouraged.
4) Anti-social behaviour will be dealt with immediately, ensuring a safe environment for all. The club adopts a zero tolerance policy in respect of anti-social behaviour. An incident log book shall be maintained by the Premises Supervisor and will be available for inspection by the responsible authorities.
5) An appropriate and adequate number of staff must be employed at all times to ensure that the premises remain at a safe occupancy level. The Premises Supervisor will closely monitor recommended capacity numbers in the grounds and clubhouse.
6) Non-alcoholic drinks shall be stocked and promoted.
7) A range of snacks will be available at the bar at all times.
8) A last-minute rush at last orders will not be encouraged; staff shall not knowingly serve a member or guest several drinks just before closing unless they are intended for a group.
9) Groups drinking in the club shall be encouraged to nominate a non-drinker, with staff ensuring he/she only drinks non-alcoholic beverages.
10) The national designated driver campaign shall be in operation and promoted.
11) Staff shall be permitted to arrange taxis on request.
12) A member of staff will be allocated to clear finished or empty glasses regularly. Regular glass and bottle collection shall be carried out throughout the premises.
13) As far as is practical persons on or leaving the premises and using adjacent car parks and highways will be reminded to conduct themselves in an orderly manner and to not in any way cause annoyance to residents or persons passing by. This shall be done through suitable signage displayed and staff requests.
14) Clear and conspicuous notices warning of potential criminal activity (e.g. drink spiking) within the premises must be displayed.
15) All drinking glasses in which drinks are served must be made of plastic and toughened glass.
16) Drinks (glasses) must not be removed from the premises. Patrons will not be permitted to leave the premises with any glass which belongs to the premises.
17) Bar staff will be suitably trained to prevent the sale of alcohol to persons under the age of 18. All staff shall also be trained to refuse service to under age persons using the Portman groups ‘dealing with under age’ leaflet and Challenge 25 initiative.
18) There shall be zero tolerance to the possession or use of illegal drugs in the clubhouse or on the grounds. The Premises Supervisor will closely monitor the premises for any suspected drug use.
19) Prostitution and the sale of unlawful pornography is prohibited.
20) The sale of smuggled tobacco and alcohol is prohibited.
21) The organisation of racist activity or promotion of racist attacks is prohibited.
22) The Premises Supervisor will cascade down all relevant information and ensure that all staff are made aware of their legal responsibilities.
23) The Police and relevant authorities will be notified by the Premises Supervisor three months prior to any event to discuss and confirm event details and supervision requirements including the possibility of SIA security numbers required for the event.
24) A CCTV system will be installed and operative at all times while the premises are trading and equipment shall be maintained to the satisfaction of the Chief of Police. Recorded images shall be retained for 30 days and made available to the Police on request at any reasonable time. If the CCTV equipment is inoperative the Police and Licensing Authority will be informed as soon as possible and immediate steps will be taken to put the equipment back into action.
Public safety
1) Adequate access must be provided for emergency vehicles.
2) Facilities and equipment suitable for the number of patrons and type of event must be provided to enable first aid treatment to be given promptly to patrons or staff.
3) All doors and fastenings must at all times be kept in proper working order.
4) Gangways, exits routes and steps must be maintained in good order with non-slippery and even surfaces.
5) The Premises Supervisor will ensure that all entrances and exits are unobstructed.
6) An appropriate system must be in place to deal with spillages.
7) When an event is planned (in a non rugby capacity) and the major inducement is the sale of alcohol (from the bar and for consumption on the premises) or the major inducement is the performance of live amplified music or a fireworks display, the following conditions shall apply if it anticipated that 200 people or more shall be in attendance at any given moment:
(a) A detailed risk assessment shall be carried out by the Premises Supervisor and submitted to the relevant responsible authorities including the Police at least 3 months before the event.
(b) The Premises Supervisor shall ensure that there are suitable numbers of staff on duty at large events to control persons entering and leaving the event and to disperse queues as quickly as possible.
(c) Readily identifiable marshals shall be employed to manage queues and assist with safe entry and exit.
8) The Premises Supervisor must have the following in place for open air events:
(a) An event management plan tailored for the event.
(b) Fire Risk Assessment and General Risk Assessment.
(c) A management structure (i.e. Safety Officer/First Aiders/SIA/Stewards).
(d) Emergency Plan and Evacuation Plan.
9) The Premises Supervisor must be available throughout the duration of the event.
10) The Premises Supervisor shall ensure that there is no public access to areas where machinery or fireworks or pyrotechnical equipment is stored.
11) The Premises Supervisor will ensure that contractors and sub-contractors shall have relevant insurances, safe practice of work risk assessments and method statements in place.
12) The Premises Supervisor will use a ticket numbering system or clicker system on the main entrance and Astley Park entrance to monitor the number of people attending the event and to manage capacity in the Clubhouse.
13) The Premises Supervisor will ensure that adequate lighting is provided whilst the public is on site.
The prevention of public nuisance
1) The volume of amplified sound used in connection with the entertainment provided shall at all times be under the control of the Premises Supervisor or authorized member of staff and the controlling mechanism shall be operated from a part of the premises not accessible to the public.
2) The executive committee must ensure that staff who arrive early in the morning or depart late at night when the business has ceased trading conduct themselves in such a manner to avoid causing disturbance to nearby residents and leave the premises as quietly as possible.
3) Prominent, clear and legible notices must be displayed at all exits requesting patrons to respect the needs of local residents and to leave the premises and the area quietly.
4) A specific taxi operator shall be nominated for staff and customer use. The operator shall be made aware that they must arrive and depart as quietly as possible, should not sound horns as a signal of their arrival or leave their engines idling unnecessarily.
5) Staff must check prior to the entertainment and periodically throughout the entertainment that all windows and doors facing residential properties are shut and will remain so.
6) A member of the executive committee or nominated member of staff must assess the impact of any noisy activities on neighbouring residential properties at the start of the activity/entertainment and periodically throughout the activity/entertainment to ensure that levels of noise have not increased.
7) Provision of mechanical ventilation and air conditioning system must not allow noise break out from the premises or cause a nuisance by its operation.
8) Regular maintenance must be carried out on all plant and machinery to ensure that noise disturbance from such sources is kept to a minimum.
9) Music must be toned down for at least one hour before the sales of alcohol are stopped, to facilitate a gradual wind down.
10) Flashing or particularly bright lights on or outside the licensed premises must be positioned and screened in such a way so as not to cause a disturbance to nearby properties.
11) The handling of beer kegs, bottles and other similar items must not take place in the late evening, at night or in the early morning, when the noise generated could cause a nuisance particularly outside buildings.
12) Bottle skips and bins containing cans or bottles must not be emptied outside after closing but shall be dealt with the next day during normal office hours.
13) All rubbish produced by the premises must be stored securely in a designated area or in a bin with a tight fitting lid.
14) Noise or vibration shall not emanate from the premises such as to cause persons in the neighbourhood to be unreasonably disturbed. In general terms, noise from the premises should not be audible within any noise sensitive premises (e.g. dwelling) with windows open for normal ventilation especially after 11pm. This will be assessed from the boundary to the nearest residential properties, on all sides of the licensed premises.
15) A senior member of staff (manager) shall assess the impact of any noisy activities on neighbouring residential premises at the start of the activity/entertainment and periodically throughout the activity/entertainment to ensure levels of noise have not increased.
16) The Premises Supervisor shall keep a log book of all accidents and incidents including disruptive behaviour and any complaints made by the public.
The protection of children from harm
1) Children must only be admitted on the premises when accompanied by a responsible adult, except when the youth rugby teams attend for training. During these times children must be supervised by coaches and managers who are subject to a DBS check before appointment. Coaches and managers shall be under the control of the Children’s officer, who is also subject to a DBS check before appointment. Following completion of training or a match, children must remain in the designated youth area under the direct supervision of responsible adults and members of staff or committee until collected by their parents or guardians.
2) When children are using the changing facilities they must be supervised by no less than 2 coaches or managers. No other adults must be permitted in the changing or shower areas during this time and signage must be displayed on all entrances to these areas to ensure compliance.
3) Staff must be informed to ask for identification if in doubt of a person’s age and to request appropriate identification.
4) A sign must be positioned near the entrance to the premises indicating that the Club adopts the Challenge 25 initiative.
5) The Premises Supervisor must directly supervise all events.
6) Regular staff training meetings shall be held to emphasise the clubs commitment to the zero tolerance of underage sales of alcohol on the premises.
7) Training shall be undertaken, with respect to the conditions aforementioned, in The Protection of Children from Harm.