Tasport City Council Licensing - A Guide to New Zealand Land & Hiring Licenses

Transcription

1 EVENT APPLICATION PACK This pack should be utilised in conjunction with the Devonport City Council Event Management Guide PLEASE ENSURE THAT ALL FORMS NECESSARY FOR YOUR EVENT/HIRE ARE COMPLETED AND ATTACHED TO THIS APPLICATION Return to Council at least 1 month prior to the event (along with applicable fees) Club/Organisation Name:... Address: Contact Person:... Contact Phone No: B/H:... A/H:... Mob:... Address:... Name of Event:... Date & Time of Event:... Duration of Event:... Description of Event: Location of Event:... No. of Expected Attendees:... Attachment A B C Casual Use of a Recreation Ground or Reserve or Facility Public Liability Insurance Specific Place of Assembly Licence Site Plan Forms required Forms attached Event Program List of Food/Beverage Stalls D E F G Application for a Temporary Food Permit (if applicable) Temporary Occupancy Permit Risk Management Plan Road Closure Certified Traffic Management Plan and Map

2 NB: Applications for a Liquor License can be obtained from the Licensing Board through Service Tasmania ( I agree to abide by the conditions of the enclosed applications: SIGNATURE OF APPLICANT:... DATE:.. Personal Information Protection Statement As required under the Personal Information Protection Act Personal information will be collected from you for the purpose of dealing with your application, and may be used for other purposes permitted by the Local Government Act 1993 and regulations made by or under that Act. 2. Failure to provide this information may result in your application not being able to be accepted and processed. 3. Your personal information will be used for the primary purpose for which it is collected and may be disclosed to contractors and agents of the Devonport City Council. 4. Your basic personal information may be disclosed to other public sector bodies where necessary for the efficient storage and use of the information. 5. Personal information will be managed in accordance with the Personal Information Protection Act 2004 and may be accessed by the individual to whom it relates on request to Devonport City Council. You may be charged a fee for this service. Payment of Fees Payment in Person Please pay at the Devonport City Council, Best Street, Devonport. Customer Service hours are between 8.30am and 5.00pm, Monday to Friday. Payment may be made by cash, credit card, cheque or EFTPOS. Payment by Mail Cheques should be made payable to Devonport City Council and posted to The General Manager, Devonport City Council, PO Box 604, Devonport, TAS, Credit Card Payment by Phone Please contact the Devonport City Council offices on Customer Service hours are between 8.30am and 5.00pm, Monday to Friday. OFFICE USE ONLY APPLICATION: APPROVED/REFUSED Reason refused... SPECIAL CONDITIONS: YES/NO Specify... SIGNED BY:... DATE:... (on behalf of Council)

3 APPLICATION FOR CASUAL USE OF A RECREATION GROUND OR RESERVE OR FACILITY ATTACHMENT A Area Required: Day(s) Date(s) Times Required Monday From... am/pm To... am/pm Tuesday From... am/pm To... am/pm Wednesday From... am/pm To... am/pm Thursday From... am/pm To... am/pm Friday From... am/pm To... am/pm Saturday From... am/pm To... am/pm Sunday From... am/pm To... am/pm Daily charge may apply depending on usage Will you be erecting marquees on the site? If yes, what size?.

4 ATTACHMENT A TERMS & CONDITIONS (1) All charges in relation to hire must be paid in full by the due date, unless the Council has approved suitable arrangements. (2) If you require the use of change rooms, toilets, canteens or meeting rooms you may be required to collect a key from the Devonport City Council Operations Centre at 44 Lawrence Drive, Devonport. It is the responsibility of the applicant to clean the change rooms after use. The change rooms must be left clean and tidy, failure to do so will incur any costs associated with the cleaning of rooms. (3) The Council reserves the right to approve the use of the facility by other persons at any time not specified in this application at any time when the facility is not required for use by the hirer. (4) The Council may require the hirer to make available any building or facility on the ground to another hirer where such building or facility is not the property of the hirer. This may include removal of goods and chattels of the hirer if deemed necessary. (5) The Council reserves the right to cancel the hirers use of a facility on a date shown in this application in the event of the facility being required for an extraordinary function or extraordinary use. (6) The Council reserves the right to close a ground for use, or redirect users to an alternate ground where in the opinion of the Manager of the Operations Centre or their delegate, conditions render the ground unsuitable for use. (7) The hirer shall not do, or neglect to do, or permit to be done or left undone, anything that will affect the Council s Insurance Policy or Policies relative to fire or public risk in connection with the hire of the facility and the hirer hereby agrees to indemnify the Council to the extent that such policies are affected by commission or omission. (8) The hirer agrees to indemnify and keep indemnified and to hold harmless the Council, its servants and agents and each of them from and against all actions, claims, charges, expenses and damages whatsoever which may be brought about or made or claimed against it by any of them arising out of or in any way related to the use of this facility. (9) The hirer shall at all times during the allocated period of hire insure and keep insured with an insurance company approved by the Council against public risk for an amount of not less than $10 million. (10) The hirer shall not produce, or perform, or suffer to be produced or performed at the facility any dramatic, musical or other work in infringement of the copyright, or performing right of any owner of such rights, and it shall be a condition and term of this hiring that the hirer indemnifies Council against any claim for breach of copyright during such hiring, and any costs incurred in connection therewith. (11) No intoxicating liquor is to be served, or sold in association with this hiring unless the necessary approval has been obtained from Council and evidence of Licensing Commission permits are produced. The hirer is to strictly observe wet and dry areas stipulated on the permit. (12) The use of portable soccer goal posts must comply with the Standards Australia document HB (13) The hirer shall ensure an inspection, to remove any waste or hazards that have evolved during the hire period, is carried out before departing the facility. Failure to do so will incur any costs associated with the cleaning of the facility. UNDERTAKING I of hereby make application for use of the above Council facility for the dates and times specified and acknowledge having received and read the Terms and Conditions of hire and undertake to be bound by and comply with the Terms and Conditions in every respect and I further undertake to be responsible for ensuring that all individuals or groups using the facility in association with this application comply with the terms and conditions. SIGNATURE OF APPLICANT:... DATE:..

5 ATTACHMENT B PUBLIC LIABILITY INSURANCE Devonport City Council requires event organisers to have public liability cover to the value of $10 million. A Certificate of Currency or copy of current Public Liability Insurance Policy MUST be attached to this application. Certificate/Policy Number:... Expiry Date:... Amount of Cover (Minimum $10m):...

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7 ATTACHMENT C SPECIFIC PLACE OF ASSEMBLY LICENCE APPLICATION Tasmania Public Health Act 1997 Part 5 A public event is defined by the Public Health Act 1997 as any performance, exhibition, spectacle, circus, festival, pageant, regatta, sports event or similar entertainment put on for the public. A Place of Assembly Licence is required for any public event that goes for more than two hours and may have over 1000 people at any given time Licence Fee Applicable: Specific Event $140 Specific Event less than 7 days prior to event $200 Specific Event (Charities and Schools) No Charge You must answer all sections in as much detail as possible even if you do not require a Specific Place of Assembly Licence To the General Manager of the Devonport City Council. I hereby apply for: * a special events licence pursuant to Part 5 of the Public Health Act 1997 and furnish the following particulars in respect of my application SECTION 1: Site Management Public Liability Insurance Devonport City Council requires event organisers to have public liability cover to the value of $10 million. See Attachment B. Number of Toilets The Guidelines for Health and Safety in Public Places requires all events to provide sanitary facilities for personal hygiene in a convenient location to manage the number and gender of the occupants expected to attend and also for the disability or other particular needs of the occupants. Will toilets be provided on site? If yes, please indicate how many:... If no, please detail why not and indicate where the closest offsite toilets are located:... Risk Management Event risk assessment and management is the careful examination of your event activities to identify any potential hazards, thereby allowing control measures to be introduced to reduce the risk to the lowest practical level. Attachment F of this pack is designed for use by small low risk events. Larger events are required to complete a more comprehensive Risk Management Plan.

8 ATTACHMENT C Site Plan A site plan is a drawing indicating the ground layout of your event and should be included in your application. The plan should indicate the site boundaries, street accesses, the location of stalls, tents, toilets, first aid, designated smoking areas, security, evacuation assembly locations, fire equipment, security/police, access to water, etc. For a more comprehensive list of features of a site plan see the Event Management Guide. Traffic Management Please detail the traffic management plans including road closures, site access, vehicle movements, etc: (attach a separate document if required and/or add details to site plan):... Structures See Attachment E to determine if a Temporary Occupancy Permit is required. If not exempt the Building Regulations 2004 require you to obtain a Certificate of Likely Compliance for any temporary structure/s or a Certificate of Suitability for Temporary Occupation if it is an existing building. Application is to be made to a qualified Building Surveyor to receive this documentation. Upon receipt of the required Certificate, application is to be made to Devonport City Council for a Temporary Occupancy Permit. The fee applicable for the Permit is $79. Examples of temporary structures include temporary stage/platform, bridge, tower, mobile structure or seating, poles, light towers, signage, tents. Number of structures:... Type of structures:... A Temporary Occupancy Permit is attached If no, why?... SECTION 2: General Stalls and Activities Number of General Stall Holders/Vendors?... Please detail the types of the General Stall Holders and activities, ie face painters, craft, entertainment, wood chopping, jumping castles, show rides, water activities, etc (attach a list if required):... Alcohol Stall Holders How many alcohol stalls/vehicles will be operating at this event?... *Note: Any activity involving the sale/distribution of alcohol requires a Liquor Licence.

9 ATTACHMENT C Food Stalls or Food Vehicles Information Will there be food being sold or given away at the proposed event? Any activity involving cooking, preparing or serving of food (either being sold or given away) at a public event MUST meet the standards of the Australia New Zealand Food Standards Code and the Tasmanian Food Act 2003 and be approved before proceeding; this is done via a Temporary Food Permit. As the event organiser you must ensure all food stalls/vans meet the requirements set out by Council in the Guidelines for Temporary Food Stalls and you must ensure you notify Council of all food stalls/vans proposed for the event by completing the following section of this application. Register of Stall Holders/Businesses Details of Food Businesses to operate at the proposed Event Ensure ALL food, coffee and alcohol businesses are included. Any business omitted will not be permitted to operate on the day. # Name of Food Business Please copy as many times as needed Name, contact number & address of the person responsible for the Business Details of the types of food for sale, particularly high risk foods (include copy of menu if easier). Have you given every food business a Temporary Food Permit application to submit to Council? Can you, as the event organiser, ensure they meet the food safety requirements set out by Council?

10 ATTACHMENT C SECTION 3: Resources Electricity & Gas Will you require power on site? Will gas be used on site? Fire Has a fire safety plan been prepared? A tested 1.5kg (E) Type Dry Chemical Fire Extinguisher will be mounted and clearly visible? A fire blanket will be easily accessible where any cooking activity is taking place? Water Will you require water on site? If yes, for what purpose:... Please detail your waste water disposal plans:... Fire Works Will you be using fireworks at your event? Have you gained approval from Workplace Standards Tasmania to do so? Have you attached such documentation to this application? Have you notified the public? if yes, how?... Waste Disposal What types of waste/rubbish will you have?... How do you plan on disposing of it? (detail both on site and off site plans)... SECTION 4: Agreement I hereby agree to occupy and use the site at our own risk and shall accept all liability for damage or injury to any persons or property howsoever the same shall occur and hereby release and indemnify the Devonport City Council from all claims and demands of any kind and from all liability which may arise in respect of any accident, damage or injury occurring to any person, persons or property on the site. Signed by: Event Coordinators Name: Signature: Date:.. Manager/President Name: Signature:. Date:..

11 APPLICATION FOR A TEMPORARY FOOD PERMIT DEVONPORT CITY COUNCIL - FOOD ACT 2003 For the use of Individual Food Vendor Only ATTACHMENT D ALL persons/business s intending to provide or sell food for public consumption MUST be registered with Council. This application form must be completed, returned to Council before each activity can occur. Applicant Details Full Name of Responsible Person:... Full Residential Address:... Phone Number: Mob: ... It is a requirement of the Food Act 2003 that the person responsible for a Temporary Food Premise can demonstrate a satisfactory level of knowledge and skills of food safety. Please specify such details (experience, qualifications etc):... Business Details (if applicable) - Food Business Name:... Full Business Address:... Details of Operation - Location of Operation:... Name of Event (if applicable):... Date:... Time:.. to. Description of premises (i.e. tent; food van):..vehicle Rego. no. (if applicable):... Description of food types proposed for sale:... Food Safety Details (permit will not be granted if these sections are left blank) Food Preparation - Describe how foods are to be prepared (i.e. cooked, heated, mixed, cut, etc) on-site at the event:... Will foods be prepared and/or stored prior to the event? If yes, where?... If yes - is this premise a registered kitchen with the Devonport City Council? - how will temperatures of foods be monitored during this time?... Temperature Control - Explain how potentially hazardous foods will be kept either cold (below 5 c) or hot (above 60 c) during transportation to the event:... Explain how potentially hazardous foods will be kept either cold (below 5 c) or hot (above 60 c) during storage and sale at the event:...

12 ATTACHMENT D Hand Washing - Does your temporary premise have separate hand washing facilities with warm running potable water from a single spout, together with pump soap & paper towel? (Note, waste water must be collected and disposed of correctly, water must not be recycled/reused) If No, provide details of alternative facility:... Skills/Knowledge - Do staff working in the food business have any food handler training or previous skills and knowledge of food safety? If yes, please describe:... Structure (n/a for vans) - Does your temporary booth, tent etc have the following? (please tick) Water resistant roof Easy to clean flooring area Separate dish washing facilities Protection from insects, pests etc Ample supply of gloves and clean tongs Sufficient rubbish receptacles 3 walls which cover the entire food preparation and display area Restricted public access Sneeze guard or similar to protect food from the public Smooth, easy clean and non-absorbent work surfaces A sanitising/cleaning method for all work surfaces A method of disposing of wastewater If you can not comply with any of the above, please provide alternative details:.... Site Plan - please draw an approximate sketch of your food premises, showing the location of equipment, fixtures and fittings in a bird s eye view (looking down on the premises). Please specify the items below, and indicate using corresponding numbers, as well as any other features you feel appropriate. 1 - Refrigeration/Cold Storage 2 - Equipment Washing Facility 3 - Hand Washing Facility 4 - Counter/Payment Area 5 - Food Preparation Area 6 - Display Area 7 - Wastewater Disposal

13 ATTACHMENT D Fees: (please tick appropriate charge) Licensed Charities No charge Or 1 day permit $ day permit $60 6 month permit half of full fee 12 month permit (All annual registrations expire on 31 st December of each year irrespective of starting date) Low Risk $100 Medium Risk $140 High Risk $200 I, have read all relevant information regarding the sale of food at a Temporary Food Premises and I agree to abide with all mentioned requirements. I also agree to abide with any directions given to me by the Environmental Health Officer and I understand that on the day of the event an Environmental Health Officer may be present and reserves the right to stop the sale of food, if I am not adhering to such requirements. SIGNATURE OF APPLICANT:... DATE :..

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15 ATTACHMENT E

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17 ATTACHMENT F RISK MANAGEMENT PLAN Controls should be identified for any applicable risks This list is not complete and should be used as a guide only, please add any other risks not listed Attach a separate document if required If unsure of level of Risk Management Plan required please contact Council. Identified Risk Drug or Alcohol affected person Control Measure Fire caused by electrical installations Fire risk caused by gas bottles or naked flame Marquee/Structure collapse Broken glass on reserve Sharps including syringes Food poisoning Power failure Water failure Disorderly conduct Noise nuisance caused to neighbours/businesses Excessive litter left at end of event Unclean toilets Overcrowding Lighting failure

18 ATTACHMENT F Trip hazards Identified Risk Control Measure Extreme weather Communications failure Communication system Lack of parking Inadequate access for emergency vehicles Incident during set up or event Fire safety on site First aid/medical assistance Staff training/responsibilities No shade Overhead power lines Chemicals or potentially dangerous materials High winds Safety of Operators amusement rides & attractions Other

19 APPLICATION FOR A PERMIT FOR ROAD CLOSURE Issued under the Local Government (Highways) Act 1982 ATTACHMENT G Application By Appendix A IMPORTANT: This application must be to Council FOUR weeks prior to the actual road closure. DCC Contractor Events Other Applicant s Name;... Responsible Person;... Contact Phone number;... Contact ;... A/H Contact Phone number;... Address of Organisation / Contractor;... Purpose for Road Closure;... Name of the road/s effected;... Name of car park closure required;... Proposed Start Dates;... Completion Dates;... Proposed Start Times; What arrangements are in place for emergency services, local residents, businesses and other interested parties to avoid inconvenience or access to their properties or businesses? Documents to be attached to this application; Copy of the Certified Traffic Management Plan and map. Copy of any approval provided by Tasmanian Police (If applicable). TERMS & CONDITIONS (1) The Council reserves the right to cancel the applicant s use of a road on a date shown in this application in the event of the road being required for an extraordinary function or extraordinary use. (2) The applicant shall not do, or neglect to do, or permit to be done or left undone, anything that will affect the Council s Insurance Policy or Policies relative to fire or public risk in connection with the closure of this road and the applicant hereby agrees to indemnify the Council to the extent that such policies are affected by commission or omission. (3) The applicant agrees to indemnify and keep indemnified and to hold harmless the Council, its servants and agents and each of them from and against all actions, claims, charges, expenses and damages whatsoever which may be brought about or made or claimed against it by any of them arising out of or in any way related to the closure of this road. (4) Ensure an inspection to remove any waste or hazards that has evolved during the road closure is carried out before reopening the road or area. Adopted Version Date TRIM Reference Review Document Controller Approved February 2015 D February 2017 RMC Document Printed 21/07/2015 Refer to TRIM / INTRANET FOR THE LATEST VERSION

20 APPLICATION FOR A PERMIT FOR ROAD CLOSURE Issued under the Local Government (Highways) Act 1982 ATTACHMENT G (5) The applicant shall at all times during the allocated period of use insure and keep insured with an insurance company approved by the Council against public liability for an amount of not less than $10 million. UNDERTAKING I... of... hereby make application for closure of the above road/s for the dates and times specified and acknowledge having received and read the Terms and Conditions and undertake to be bound by and comply with the Terms and Conditions in every respect and I further undertake to be responsible for ensuring that all individuals or groups using the road in association with this application comply with the terms and conditions. SIGNATURE OF APPLICANT:... DATE:.. Permit to Close a Road PERMIT APPROVED This permit is issued under the authority of the Local Government (Highways) Act 1982 and must be made available to viewing, along with attachments, at any time on the particular site or road upon request of a delegated officer. In executing this permit the applicant agrees to undertake activities in accordance with the Terms & Conditions set out in the application and the following additional conditions: Approved by: -... Position: -... Signature:... Date;... Adopted Version Date TRIM Reference Review Document Controller Approved February 2015 D February 2017 RMC Document Printed 21/07/2015 Refer to TRIM / INTRANET FOR THE LATEST VERSION

21 APPLICATION FOR A PERMIT FOR ROAD CLOSURE Issued under the Local Government (Highways) Act 1982 ATTACHMENT G IMPORTANT: This application must be to Council FOUR week prior to the actual road closure. Traffic Management Plan (TMP) Copy: A Traffic Management Plan and map with all signage marked and listed (i.e. Road Closed Ahead, Detour and any other signage where appropriate). The TMP Plan must be designed and approved by a person qualified as detailed in the Traffic Control for Works on Roads Tasmanian Guide 2011 to do Traffic Management Plans. Car Park Closures: If you are requesting access to, or closure of a car park, for your event please make sure you nominate the car park in the application form. Road Closure Signage: You must arrange for the nominated road signage in accordance with AS and detailed in the TMP to be available. The installation and removal of traffic control signage must only be undertaken by suitably qualified person. You may need to contact an appropriate road signage company to supply, install and remove the signs. Road Closure Pre-inspections: Organisers are to contact Council to arrange a pre-inspection of the road/s to be closed. Should the pre-site inspection indicate maintenance is required Council reserves the right to cancel the event and or application forthwith. Essential Services: Tasmania Police - Tasmania Fire Service SES Tasmania Ambulance Service Council will notify essential services of the road closure once the application has been approved. Letterbox Drop It shall be the responsibility of the applicant to notify residents and businesses in the vicinity of the road closure prior to the event being held. This will be done by a letterbox drop at least 2 weeks prior to the event. A copy of the letter distributed must be provided to Council for Council approval prior to being distributed. You must personally visit affected businesses to discuss the event. Road Closure Advertisement It is a legal requirement that the road closure be advertised in the local press at least 5 days prior to the actual closure. Council may delegate this responsibility to the nominated organisation / responsible person, and will require proof of the advertisement being placed. By agreement Council will place the advertisement; however Council will invoice your organisation to recover the cost of the advertisement. Failure to advertise the event or road closure, this permit will be withdrawn by Council. Road Cycle Races Section 49AB of the Police Offences Act 1935 requires that a person must not organise or conduct a Road Cycle Race or Road Cycle Event without a Permit (if it is to be held wholly or partly on a public street). Road Cycle Race: means a race, rally or other competitive sporting event involving two or more cyclists. Road Cycle Event: means an event that (a) involves 70 or more cyclists, and (b) requires the use of public streets. An Application to Conduct a Road Cycle Race or Event should be completed and forwarded to the Commander of the nearest District police headquarters. Adopted Version Date TRIM Reference Review Document Controller Approved February 2015 D February 2017 RMC Document Printed 21/07/2015 Refer to TRIM / INTRANET FOR THE LATEST VERSION