Clubs / Organisations are NOT permitted to use Council Reserves or Pavilions without first having WRITTEN approval from Hume City Council.

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1 1) INTRODUCTION This document sets out the terms and conditions of hire in relation to both casual and school use of all Hume City Council owned / controlled Reserves and Pavilions. 2) BOOKINGS Hume City Council s Leisure Services Department and relevant Reserve Committees of Management are responsible for the booking of all Hume City Council owned/controlled Reserves and Pavilions, for both permanent and casual usage. Clubs / Organisations are NOT permitted to use Council Reserves or Pavilions without first having WRITTEN approval from Hume City Council. Under no circumstances are Clubs / Organisations permitted to sub-let or hire out the Council s Reserves and/or Pavilions to any other party. Non-compliance will result in Council s withdrawing the allocation. 3) APPLICATIONS Applications for the use of any Hume City Council Recreation Reserve and/or Pavilion must be made on the required Application Form, signed by the applicant, stating the purpose, hours and portion of the Reserve / Pavilion required, and containing the applicant s undertaking to comply with the conditions of hire. Casual hirers failing to correctly disclose the exact nature of the function or proposed use of the facility on the hire form will result in the loss of the security bond, and may also jeopardise any future bookings of Council facilities. Where the application is made on behalf of an organisation or body, the application shall state the name of such organisation and the authority of the applicant for making such application. 4) HIRE PAYMENTS The hire charge must be paid not less than 28 days before the date on which the Reserve / Pavilion will be used or immediately upon booking should this be less than 28 days. The hire charges payable will be those in effect at the time the Reserve / Pavilion is used. 5) BONDS a) A security bond is required and is to be paid not less than 28 days before the date on which the Reserve / Pavilion will be used. The security deposit will apply as: a guarantee of compliance with these conditions; a security against damage to or loss of Council property or damage to or loss of the property of a permanent hirer; and a security against the cost of any additional cleaning required to be performed by the Council b) The hirer will be liable on demand by the Manager of Leisure Services to pay any further amount in excess of the security bond to meet the full cost of repairs to and replacement of either Council property or that of a permanent hirer and/or additional cleaning costs. The Manager of Leisure Services decision as to the amount demanded will be final c) The balance of the security bond remaining after deduction of the amount as referred to in a) will be refunded to the hirer should those conditions be broken

2 d) The full security bond will be refunded to the hirer where it is not necessary to deduct any costs as referred to in a). Please note: Processing of bond refunds can take up to four (4) weeks and will be returned directly to the addressee printed on the application form. 6) CANCELLATION OF A BOOKING a) When, in opinion of the Manager of Leisure Services, the state of the ground or pavilion is such that it should not be used, a cancellation of the usage for any scheduled activity may occur. b) Any decision by the Manager of Leisure Services to cancel a scheduled activity overrides that of any Association, Club or game umpire. c) The hirer hereby agrees to accept the decision of the Manager of Leisure Services and to be held to have consented to the cancellation and to have no claim at law or equity for any loss or damage caused by the cancellation. d) The Chief Executive Officer is empowered to cancel any booking made when the same is required for a Municipal function or by reasons of national or district emergency. e) In the event of Council cancelling a booking, any hire charge and security bond that has been paid will be returned in full. f) If the hirer cancels a booking, the hire charge and security bond will be returned in full upon the condition that notification of such cancellation is received in writing by the Manager of Leisure Services at least one (1) calendar month prior to the booking. g) In cases of extreme weather conditions, whereby a booking needs to be cancelled for the safety of participants, a written application for a refund must be submitted within three (3) working days of the booking date. 7) INSURANCE, PROPERTY INSURANCE & RISK MANAGEMENT PUBLIC LIABILITY INSURANCE Although Council holds Public Liability Insurance to cover its own liability, the activities of independent bodies, public elected committees and sporting bodies etc who occupy Council owned buildings are NOT protected by Council s Public Liability Insurance. The Hirer shall, at all times during the term of this agreement, be the holder of a current public liability policy of insurance, which covers it in respect of the activities the subject of the use of Council s facility and be for an amount of at least $10 million. The said policy shall be effected with an insurer approved by Council. The Hirer shall provide to Council evidence in writing of this policy prior to the commencement of this agreement. Copies of subsequent renewals during the hire period must be provided to Council prior to the renewal date.

3 PROPERTY INSURANCE Buildings owned by Council are fully insured by Council. Contents owned by Council are fully insured by Council. Contents purchased or supplied by occupiers and not considered fixtures of the facility, remain the property of the occupiers and are NOT insured by Council. Council DOES NOT insure property, which is owned by others. Council does NOT insure cash and consumable goods kept on premises by occupiers. Clubs /Organisations are also required to obtain appropriate insurance to cover all equipment they own, and are advised to take adequate precautions to ensure that equipment is stored and used safely. Council will not take any responsibility for equipment owned by clubs or hirers. RISK MANAGEMENT The hirer agrees, prior to the commencement of this agreement, to confirm to Council details of their risk management plan and policy which addresses the risks associated with the hirer s use of Council s facility and how such risk will be addressed. In the alternative, the hirer confirms to Council s satisfaction participation in a risk management program which addresses the risks associated with the use of Council s facility. Council reserves the right to request a copy of the risk management plan before commencement of this agreement. 8) SMOKING SMOKING INSIDE ALL COUNCIL FACILITIES IS STRICTLY PROHIBITED. 9) GST As of 1 st July 2000, GST will apply to all hire fees, excluding bonds. If however, Council retains a security bond for any reason, as outlined in this document, then it will be necessary to charge GST on the amount used. If the bond is insufficient to cover the damage and / or GST the hirer will be required to fund the difference. 10) CLEANING Pavilion a) It is the responsibility of the hirer to ensure that the Pavilion is maintained in a clean and tidy state at all times. Council officers will carry out periodical inspections and should the Pavilion, in the opinion of the Council Officer not be in a satisfactory state, the costs incurred in reinstating the Pavilion will be the responsibility of the hirer. b) Where facilities are shared it is the responsibility of the joint hirers to make the necessary arrangements to ensure that the Pavilion is maintained, in a clean and tidy state at all times. c) Where in the opinion of the Manager of Leisure Services, the facility has been left in an untidy state, a cleaning charge shall be incurred. Such charge will be deducted from any security bond held, or paid by the hirer immediately an account rendered. Reserve It is the responsibility of the hirer to ensure that the Reserve and its surrounds are left in a reasonable state of tidiness after each use. If the Reserve has been left in an unreasonable condition, the costs incurred by Council in reinstating the Reserve to an acceptable state will be the responsibility of the hirer.

4 11) DAMAGE Any damage to the Reserve or Pavilion being used must be reported immediately to the Leisure Services Department. Hirers must supply details of how the damage was caused so that it can be determined who will be responsible for paying for the repair or replacement of Council property. The Manager of Leisure Service s decision will be final and should the hirer fail to reimburse the Council for the repair or replacement costs after a reasonable time has passed, the Council may decide to withdraw the use of the facilities. 12) KEYS a) Any keys issued to the hirer are to remain in the control of the hirer (or responsible person nominated by the hirer) at all times and are not to be transferred. It is the responsibility of the hirer, or nominated persons to ensure that all doors and windows are locked at the conclusion of the booking b) Council will immediately remove any unauthorised lock fitted by clubs/groups without notice, and at the expense of the hirer who fitted the lock. c) Casual Hirers The Hume City Council Leisure Services Department will issue casual hirers with keys to gain access to the Reserve / Pavilion. d) Entry and closure It is the responsibility of the hirer to ensure that the Pavilion is secured at all times. e) Security Deposit The Hume City Council Leisure Services Department reserves the right to request the payment of a security deposit when issuing keys in both the short and long term. 13) MANAGEMENT OF FACILITY The hirer and any person under his / her discretion shall forthwith obey all directions or orders given by Council staff as to the management of the facility and activities being conducted thereon. 14) ADDITIONAL CONDITIONS The Chief Executive Officer may, in respect of any application, specify additional conditions that may be considered necessary. Any such additional conditions will be advised prior to confirmation of a booking. 15) VEHICLES No vehicles other than emergency vehicles are to be parked in or have access to a Reserve, except in those areas specifically set aside for vehicle parking. 16) LIQUOR Liquor cannot be sold and/or consumed on Council premises unless Council grants approval and a licence has been obtained from Liquor Licensing Victoria, otherwise alcohol should not be on the premises. The conditions contained within the licence must be strictly adhered to. 1) Contact Hume City Council Town Planning Department on Counter enquiries can be made at the Council Offices in Broadmeadows. 2) Liquor Licensing Commission Victoria on

5 When a liquor licence is obtained and it relates to Council property, a permit is granted by Council for the consumption of alcohol at the designated venue. This is done as part of the application process for a liquor licence. Council Local Law No 1 Item 2.4 states: Unless otherwise authorised by Council a person must not consume, or have in his or her possession in an unsealed container, any alcohol on a road or in a municipal place. Hirers usually have coverage over the pavilion or place of serving alcohol if they hold a liquor licence, but do not have a permit to allow consumption outside of the designated area. An example of this is people drinking around the perimeter of a sports ground whilst the game is in progress. Hirers must ensure that if they are providing alcohol to persons attending organised matches and allowing consumption outside of the licensed area that they must first submit an Application Form for a Permit to Consume Alcohol in Non-Licensed Areas on Council Land. You can obtain this form by contacting Council on or visiting Council s Broadmeadows Office. Where a permit does not exist the Police and Council Local Laws Officers are authorised to issue infringement notices against individuals who are in contravention of Local Law No 1. 17) GOOD ORDER Clubs/Organisations are responsible for the behaviour of all members/guests using the Reserve / Pavilion, the preservation of good order in the facility during the time allocated as the hirers responsibility. Any damage to the facility or fittings due to irresponsible behaviours will be at the expense of the hirer. 18) NOISE Hirers of the Council Reserves and Pavilions are to ensure that noise emanating from functions is not a cause for public annoyance, and that all noise pollution regulations are complied with. Excessive noise (ie at such a level that neighbours are disturbed) will result in the Councils retention of ALL of the security deposit. 19) COOKING In relation to indoor facilities safe cooking is to be undertaken on the appliances installed in the facility only. Open Spit Roasters, barbeques and other portable cookers are strictly prohibited indoors. 20) MARQUEES If you are planning to hold an event or activity for which entry is charged, or which is in a building or place having an area larger than 500 M 2, you may require an Occupancy Permit. The event or activity may be deemed a public entertainment under the Building Act 1993, and is therefore governed by the requirements of that legislation. If you are planning to erect marquees, stages, seating stands or other Prescribed Temporary Structures the written consent of council s Municipal Building Surveyor may be required. You are advised to contact Council s Building Control Services Department on telephone for further information. Any structures or equipment requiring pegs to be driven into the ground are not permitted on a designated playing field.

6 21) PUBLIC TOILETS It is the responsibility of user groups to ensure they are left in a clean and tidy state after all use. Hirers should consider providing toilet paper during the hire period. Additional cleaning of public toilets can be requested on occasions for an additional fee. Where in the opinion of the Manager of Leisure Services, the toilets have been left in an untidy state, a cleaning charge shall be incurred. Such charge will be deducted from any security bond held, or paid by the hirer immediately an account rendered. 22) LINEMARKING Council undertakes the line marking of sporting reserves for winter sporting codes at the commencement of the season, with the tenant clubs responsible for maintaining these lines throughout the season. Casual hirers are not permitted to mark lines on sporting reserves, without first obtaining permission from Council. If permitted, line marking must be carried out using a suitable marking paint. Lime, Roundup, Diesel or other substances that kill grass cannot be used. 23) LITTER Hirers are required to use the rubbish bins to dispose of all litter generated from their use. Should these bins become full as a result of the booking, additional litter is not to be stacked next to the bins. Additional litter must be removed from the site and disposed of appropriately elsewhere. 24) ADVERTISING Advertising signs are not permitted on either Council pavilions or fences without approval from the Hume City Council Town Planning Department. 25) SHARED USAGE Hirers sharing a Reserve / Pavilion are to liaise with other hirers to ensure clashes do not occur over training schedules, pavilion usage and equipment storage. 26) AFTER HOURS EMERGENCIES In the event of an emergency outside of normal business hours, hirers are to contact Hume City Council s After Hours Service on This number is to be used for urgent cases only, where the building can not be secured or there is some sort of fault that is dangerous. Any other issues should be reported to the Leisure Services department on the next day of business. 27) DISPUTES In the event of any dispute or difference arising as to the interpretation of these conditions or of any matter or thing contained therein, the decision of the Chief Executive Officer shall be final and conclusive. 28) BREACH OF CONDITIONS OF USE Any breach of one or more of these conditions may at the discretion of the Council, result in the use of the Reserve or Pavilion, or both being withdrawn. 29) ANY QUESTIONS / COMMENTS Please contact the Leisure Services Department on (03) during business hours. All correspondence should be sent to: PO Box 119, Dallas 3047 Fax: (03) ,

7 CONDITIONS OF HIRE CASUAL USE OF COUNCIL RECREATION RESERVES & PAVILIONS RISK MANAGEMENT What is the responsibility of the sports club? ADDENDUM No. 1 As has been the case in the past, clubs will be responsible for thoroughly inspecting the ground before the commencement of training or competition play. Clubs should check the playing surface for hardness, grass growth, and the general ground condition. Where the ground is deemed unsuitable for safe use the club should cancel play/training until the ground condition is improved. Clubs should use the checklist provided by their peak sporting body for this purpose. Clubs are required to complete the checklist (before training and competition) and keep all completed forms as part of club records. It is imperative that clubs undertake regular inspections of grounds prior to any use. It is preferable that formal inspections occur earlier in the week to enable sufficient time for remedial works to be undertaken. Council staff will also be regularly assessing the condition of grounds and will advise clubs if a reduction of use or closure of the ground is required. Clubs allocated use of grounds must comply with the approved conditions for use. Clubs should also consider minimising training sessions to prolong the useable life of their sports field. Where possible clubs should rotate the areas where training sessions take place and avoid training on wear areas such as those at the mouth of goals, boundary lines and floodlit sections of the sportsfield. Should you have any concerns regarding the condition of your ground, please contact the Sport & Recreation Team on to arrange a formal inspection,

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