CENTRAL PARK COMMUNITY CENTRE 80 Lonsdale Circuit Hoppers Crossing APPLICATION FOR HIRE 2010/11 1. DETAILS OF HIRER Name of Hirer/Organisation: Name of Hirer s Representative: Position held: Street Address: Postal Address: Tel: (M) (BH) (AH) Email: ABN or Incorporation number : 2. HIRE ARRANGEMENT please tick as appropriate Casual hire Regular hire 3. CATEGORY OF HIRER Private *Any private/corporate function or where the purpose of the hire is to generate profit for an individual or company Community *Any organised activity/class by an individual or private business where there is demonstrated Benefit community benefit. * Any fundraising /celebration event by a not for profit organisation. Wyndham based Not for Profit groups are entitled to one (1) and Seniors/Disability groups two (2) fundraising/celebration events per year at the Community Benefit rate. Community * Not for profit community groups/organisations based in Wyndham. Group Brief summary of group/organisation: 4. FUNCTION TYPE/INTENDED USE Short description of event/activity: Number in attendance: Will an admittance fee be charged: YES NO YES NO Will food be provided If you answered YES to the above a food permit may be required. Contact council s Environmental Health Department on 97420777 for further information. I have contacted council s Environmental Health Dept and a permit is not / is required (please circle as appropriate). Will alcohol be provided A Liquor Licence may be required for your function. For further details go to www.consumer.vic.gov.au or contact council s Community Facilities Officer on 97420872. YES NO 5. INSURANCE It is a requirement of Council that Public Liability Insurance for the Event be in place. Attached is a copy of the relevant Certificate of Currency. Expiration Date on current certificate / / I wish to use the Public Liability scheme for hirers of Council facilities
6. APPLICATION This Application is for the hire of: (Please tick required Room/s) Activity Room 1 Activity Room 2 Activity Room 3 NB: Activity Room capacity - 75 per room max. Total capacity for all 3 rooms is 225. Date required: Casual hire: / / / / / / / / / / / / Regular hire: Weekly Fortnightly Monthly ( 1st 2nd 3rd 4th last ) Will your program operate during: Term holidays Y / N Public holidays Y / N Start date: / / Day & Time required: Finish date: / / DAY Monday Tuesday Wednesday Thursday Friday Saturday Sunday ROOM Arrival/ Setup Program/event Start Program/event Finish Pack away/ Leave 7. WYNDHAM CITY COMMUNITY FACILITY HIRE FEE SUBSIDY SCHEME. Wyndham City operates a subsidy scheme for local seniors and disability groups accessing Community Facilities. Under the scheme eligible groups can receive a subsidy for up to six hours of hire per week. Please refer to the Community Subsidy Scheme guidelines for further information. If eligible for the subsidy, please complete the attached form and submit with this application. 8. Regular hiring groups agree to advertising by Wyndham City on behalf of their group Y / N. WYNDHAM CITY - *RELEASE AND INDEMNITY I/We, the Signatories, agree to release the Wyndham City from any liability whatsoever for any bodily injury, loss or damage which may be sustained or incurred as a direct result of the hiring of this facility howsoever such bodily injury, loss or damage was caused whether by negligence or otherwise. I/We do further agree to fully indemnify the Wyndham City for any loss or damage to it s property which may be sustained or incurred as a result of the aforesaid hiring. I/We authorise the Wyndham City to use all or part of the Bond already lodged for that purpose. I/we further agree to personally pay all and any additional costs resulting from the said hiring where such amounts exceed the amount of the bond lodged. For the purpose of assessing any loss or damage which may be incurred, I/We now hereby agree to be bound by the assessment made by the Chief Executive Officer and/or City Valuer. I/We have read and understood the Application for Hire and the Access Agreement for Use and agree to comply with all such conditions. Name of Organisation/Agency/Private Hirer Signature Date / / Signature Date / / (Hirer) (Council) Privacy notification: The personal information requested on this form is being collected by Wyndham City for associated booking purposes at Wyndham facilities. Office use only: Hire Application received Subsidy Application received Eligible Y / N I:\FILES\Community Development\Council Facilities\Central Park\Forms\CP Application for Hire 08.doc
CENTRAL PARK COMMUNITY CENTRE Access Agreement for Use 1. APPLICATION 1.1 Application must be submitted on the required form to Wyndham City Council, Community Facilities Officer. All details must be completed in full. Council reserves the right to accept or refuse any Applications for Hire. 1.2 The Release & Indemnity clause contained within the application form refers to the applicant s undertaking to comply with this Access Agreement for Use. The application form signed by the applicant forms the basis for any agreement to hire. 1.3 The hirer is the person and/or company as detailed on the application form. Where application is made on behalf of an organisation or body of persons, the hirer s representative shall state the name of the organisation and the authority of the person making application, together with private and business telephone numbers of the hirer s representative. 2. BOOKINGS 2.1 Tentative bookings 2.1.1 Applications for Casual or Regular bookings (outside the Annual Allocation Process) will receive an answer (approval or rejection of the application) within (7) business days of receipt of the Application. 2.2 Confirmed bookings 2.2.1 A booking will be confirmed when all necessary requirements as determined by the Community Facilities Officer have been met. Payment of bond may be required to confirm a booking. Confirmation will be in writing. 2.2.2 The hirer shall only be entitled to use the particular part or parts of the building allocated and Council reserves the right to let any other portion of the building for any other purpose or purposes at the same time. 2.3 Use of the Hall after agreed booking time 2.3.1 All users are required to comply with agreed starting and finishing times. Users not adhering to this condition will forfeit the bond (if applicable) or may be charged for additional use at the full private rate applicable at the time. 2.3.2 People vacating the premises must give every consideration to the residents who live nearby in terms of minimising noise and unruly behaviour. 2.4 Rental 2.4.1 Casual Bookings: The full amount of rental shall be paid to Wyndham City Council at least fourteen days (14) prior to the function.
2.4.2 Regular Bookings: An invoice for the full amount of rental shall be issued on the last business day of the month in which the booking took place. 2.5 Cancellation of booking 2.5.1 Where the booking is cancelled, Council shall return the bond or part of monies paid as follows: a) Where notification of cancellation is received by the Community Facilities Officer at least one (1) calendar month prior to the function the full bond shall be refunded. b) Where notification of cancellation is received by the Community Facilities Officer less than one (1) calendar month, but more than two (2) weeks prior to the function, one half of the bond shall be refunded. c) Where notification of cancellation is received two (2) weeks or less before the function date, no monies shall be refunded. 2.5.2 If any function is cancelled by reason of national or district emergency, any bond and rental paid shall be returned in full. 2.5.3 If the allocated space is unused for a period of two (2) or more consecutive weeks without notification being given to council as to the reason for non use, Council has the right to cancel the booking without notice. 2.6 Return of Bond monies 2.6.1 Return of bond monies shall be in the form of a cheque. Upon inspection of the centre and receipt of the cleaners report, a request shall be forwarded to council s finance department for release of the bond. Fourteen (14) days should be allowed for processing of the request. Should any monies be retained to cover damages or extra cleaning, full explanation will be provided in writing. 2.7 Alteration of Booking Times/Days/Rooms 2.7.1 Hirers wishing to alter their booking arrangements must contact council s Community Facilities Officer. The request will be considered with regard to its effect on other hirers/allocations. 2.7.2 Users wishing to hold a Special Event either during or outside their allocated regular program hours of use will need to complete an application form and submit it to council s Community Facilities Officer. 3. KEYS AND SECURITY 3.1 Temporary Keys for casual out of hours hire are issued by Centre Management. Details of key issue will be recorded in the Key Register. Keys will be signed out when taken and signed in when returned. Proof of payment of hire fees (receipt) is required. 3.2 Approved regular out of hours users can be allocated a key to the facility for which a refundable bond of $30.00 per key is payable. 3.3 No copies of keys are to be made. 3.4 Keys are to be used only by approved/nominated users on days and times agreed. 3.5 Misuse of keys could result in users no longer being allowed access to the centre.
3.6 The hirer is responsible to pay a fee of $150.00 for additional security, maintenance and key collection call outs. The hirer is responsible to ensure that all external exits are secured and locked before leaving the premises. 3.7 Security & access information will only be issued once payment of hire fee is received. 4. EMERGENCY PROCEDURES 4.1 The hirer will be issued a copy of Emergency Procedures. These procedures are to be on hand and readily accessible when accessing the facility. 5. UTILITIES 5.1 Council is not responsible for making alternate provisions for gas, electricity etc. should there be any restriction to supply imposed by the provider, eg gas or electricity rationing. 6. CONSUMABLES 6.1 Each user group will provide their own tea, coffee, sugar, biscuits, detergent, garbage bags, cleaning products etc. 7. DAMAGE 7.1 Any damage to the premises or personal damages must be immediately reported to the Community Facilities Officer. 7.2 No notice, sign, advertisement, scenery fittings or decorations of any kind shall be erected in the building or attached to the walls, doors or any portion of the building without prior consent of the Community Facilities Officer. 7.3 Any extra insurance premium deemed necessary must be paid for by the hirer and evidence of the insurance submitted to the Community Facilities Officer 7.4 If any damage takes place the Council s assessment of damage shall be taken as final, and the hirer, upon request, shall pay Council the cost of repairing such damage. 8. DISORDERLY BEHAVIOUR 8.1 No spitting, obscene or insulting language or disorderly behaviour or damage to property shall be permitted in or to any part of the building. 9. POLICE ATTENDANCE 9.1 If so instructed by the Community Facilities Officer, the hirer agrees to register their event with the Werribee Police Party Safe program to help minimise the risk of unsafe practises occurring as a result of their activity. Proof of registration to be produced upon request. www.police.vic.gov.au 9.2 If considered necessary by the Community Facilities Officer, the hirer must abide by the guidelines contained in the Hire of Council Owned Facilities for Private Functions and Celebrations. A copy of the guidelines is available upon request. 9.3 The users shall, if requested, arrange for security. 10. SUB - LETTING 10.1 No portion of the building hired shall be sub-let or any booking transferred.
11. CLEANING 11.1 Users must leave the centre in a clean and tidy condition at all times 11.2 Tables and chairs to be cleaned with disinfectant spray. 11.3 All user groups are responsible for storing any equipment used in the appropriate place. 11.4 There is a set layout of chairs and tables, all user groups are required to adhere to this layout. If there is to be variation please contact Community Facilities Officer to discuss issues. 11.5 At the conclusion of a meeting or function, the user group must remove any excess rubbish that does not fit into the bin provided. Hirers not observing this request will be charged $30.00 on each occasion. Casual hirers must remove all rubbish from the premises. No access to wheelie bins is available. 11.6 Floors must be left clear of rubbish. Spills are to be swept / mopped as required. 11.7 If the cleaner is required to do additional cleaning, a fee will be deducted form the bond. 12. KITCHEN ACCESS 12.1 All hirers/user groups must adhere to Environmental Health regulations and ensure that relevant permits are obtained prior to the function. Copies of permits are to be provided to the Community Facilities Officer upon request. *To ascertain if a permits are required please contact council s Environmental Health Department on 9742 0775 or the Community Facilities Officer on 9742 0872. 12.2 The kitchen area must be left in a clean and tidy condition after use including: the refrigerator being emptied of all perishables and cleaned out, the stove and oven, if used, being wiped and cleaned, all benches wiped clean, any spills on floor surfaces being wiped up. 12.3 Hirers need to supply their own: crockery, cutlery, catering equipment, extra garbage bags and cleaning equipment. 12.4 Caterers or hirers shall not take into any part of the facility any gas or electrical appliances (eg. spit roasts, portable fryer, hot plates, etc.) unless permission has been obtained from the Community Facilities Officer. 12.5 Any catering requisites, appliances or fittings must be removed immediately after the function. If not removed the hirer will be charged for each day such property remains in the building. 13. SMOKING 13.1 Council endorses a smoke free policy for all indoor areas of the Community Centre. Smoking inside the building is prohibited. 13.2 Smokers using the outside area must use the smoker s tray.
14. ALCOHOL 14.1 If a hirer/user group wishes to hold a function at the Centre at which alcohol will be available, that group must first: Obtain permission from Council and If necessary under the Liquor Control Act, 1987 obtain a permit from the Liquor Licensing Commission. www.consumer.vic.gov.au 14.2 No drink carriers or devices, which may damage the floor, may be used. 14.3 Hirers of the facility must take care to avoid spillage s. In the event that a spillage occurs, the hirer shall be responsible for the cleaning of the area. 14.4 Alcohol is not to be provided within any Wyndham City Council facility to any person under the age of 18 years. 15. CHEWING GUM 15.1 Chewing gum is not permitted within the facility. 16. OBSTRUCTIONS 16.1 The hirer shall ensure that the facility is not overcrowded and that all emergency exits, passageways and corridors remain free of obstructions. 17. LIGHTING 17.1 No variation to the lighting shall take place without prior approval of the Community Facilities Officer. 18. DECORATIONS 18.1 Stage property, appliances or decorating materials brought into the facility must have the consent of the Community Facilities Officer. These, together with any other appliances or fittings, shall be removed from the building before 9.3Oam on the day following their use. If not removed the hirer will be charged for each day such property remains in the building. 18.2 At no time should pins, nails, tacks or tape etc. be used on surfaces. (except for pins when using the notice and display boards) 18.3 Any additional cleaning deemed to be necessary because of decorations will result in the users being charged for additional cleaning costs. 18.4 No flags may be placed around the Centre either internally or externally. 19. SEATING 19.1 The hirer may vary the arrangement of seats in the hall and/or rooms provided that they are returned to their original configuration. 20. MAXIMUM ACCOMMODATION 20.1 The maximum number allowed in the facility is 75 persons per room hired with a total capacity of 225 persons.
21. STRUCTURES 21.1 No permanent or semi-permanent structures are to be erected. 22. OPEN FLAME LAMPS 22.1 No open flame lamps shall be used in any part of the Centre. 23. THEFT 23.1 Council or its staff are not liable for any loss or damage sustained by the hirer, or any person or firm supplying any article to the hirer. 23.2 Any suspected theft must be reported immediately to Council s Community Facilities Officer. 24. ANIMALS 24.1 Animals are not permitted in the centre unless such animal is a registered assistance animal. eg Guide dog. 25. NOTICE BOARDS 25.1 Notice boards are provided for general use. 25.2 No political information may be placed on noticeboards. 25.3 No religious information may be placed on noticeboards. 25.4 No commercial advertising material may be placed on noticeboards without Council approval. 26. PERFORMING RIGHTS 26.1 The hirer shall not produce, or permit to be produced, any dramatic or musical work in infringement of copyright or performing rights. The hirer agrees to indemnify the Council against any claim for breach of copyright. 27. INSURANCE 27.1 Council requires that all hirers hold Public Liability Insurance for a minimum cover of $10,000,000 in respect of personal injury and property damage as a result of activities undertaken by hirers. 27.3 Council policies do not cover user groups or hirers. Use of the facility is at the sole risk of the hirer and Council shall not in any way be liable for injury, damage or loss incurred or sustained to any person or property by the use of the facility. 27.4 The hirer of any Community Centre shall not knowingly do anything which may invalidate the conditions of any insurance policies held by council and shall immediately cease any activity which has either of those effects if requested to do so by Council. 28. COUNCIL RIGHTS 28.1 Any council officer or approved contractor shall, upon presentation of appropriate identification, be entitled access to every part of the building. 28.2 Council has the right to cancel any bookings when the centre is required for Council functions, Municipal Elections, State or Federal Elections. Monies paid will be refunded. The hirer agrees in such case to accept the decision and to have no claim at law or in equity for any loss or damage.
28.3 Council has the right to cancel any bookings should the facility be required for the delivery of essential or emergency services in response to natural or other emergencies. Monies paid will be refunded. The hirer agrees in such case to accept the decision and to have no claim at law or in equity for any loss or damage. 28.4 Council reserves the right to restrict use of its facilities for activities such as but not limited to: 29. BREACHES Teenage parties 18 th birthday parties 21 st birthday parties after parties Parties where the majority of participants are under 25 Sporting Club functions Premises registered as or used to conduct a private business. 29.1 Any person/user group committing a breach of the conditions contained in this Access Agreement to Use is liable to be refused future access to the Centre. 30. GRIEVANCES AND DISPUTE RESOLUTION 30.1 If any dispute arises between a user group and Council in respect of this agreement, either party must give written notice of the dispute to the other party. The parties must then take all reasonable steps to resolve the dispute. 30.2 If the dispute remains unresolved and Council considers that the user group has been and continues to be in breach of the Agreement the Council will immediately end this Agreement without notice. 30.3 If in the event of any dispute or difference arising as to the interpretation of these conditions, or of any matter contained therein, the decision of the Council shall be final and conclusive. 31. AVAILABILITY OF COMMUNITY CENTRE 31.1 Priority of access to council managed Community Centres is given to HACC target residents and groups, City of Wyndham based groups, organisations and residents of the City of Wyndham 32. CONDITIONS OF HIRE 32.1 Hirers are advised that these conditions of hire may be altered or extended by the Council by notice at any time. 33. HOURS OF OPERATION 33.1 The centre is open Sunday Thursday 9am 10pm Friday & Saturday 9am 11pm
Contact Details: Community Facilities Officer Community Development Unit WYNDHAM CITY COUNCIL Phone: 9742 0872 Email: l.mcmorrow@wyndham.vic.gov.au OR halls@wyndham.vic.gov.au