Facilities Fees and Charges

Transcription

1 Facilities Fees and Charges Introduction This policy sets out the statutory and provider based fees and charges that apply to Kimberley Training Institute from 1 January 2014 and outlines the procedures governing the administration of these fees and charges. The values contained in this policy are GST inclusive. Scope This policy covers the use of Kimberley Training Institute s facilities and equipment. Library services The library provides services outlined in the Library Membership Policy. Lost or damaged books will be charged for according to the cost of the book plus postage. Bookshop All items sold through the bookshop are sold on a commercial basis. That is the cost prices plus a mark-up of 25% plus GST. The marked-up price absorbs postage charges incurred. The Learning Resource Centre Coordinator is responsible for calculating the prices according to the above formula. Vending machines Charges for items from Institute vending machines have been calculated to cover the cost price of the items and the operating cost of the machines. Video conferencing The videoconference facilities at all Kimberley Training Institute campuses are available for hire. Part hourly on-line charges are costed according to the rates contained therein. Refer to Schedule 1 for Video Conferencing Costs. Commercial room hire policy and rates Refer to Schedule 2 for Commercial Room Hire Policy and Costs. Equipment loan policy Refer to Schedule 3 Equipment Loan Policy for conditions of loan of Institute equipment. QMS details Responsible committee Category Policy manager Business Management Group (BMG) Corporate Services Finance Manager Policy number CS-14 version 2.0 Date approved by Managing Director 3 February 2015 Date of next review February 2016 Related policies and documents Library Registration Application TDF070 External Room Booking Request CSF061

2 Schedule 1 - Video conferencing costs Video conferencing Call Costs 256k ISDN Video Call 384k ISDN Video Call 512k ISDN Video Call Price inc GST 30 mins $38.30 $57.45 $76.60 Price inc GST 60 mins $75.50 $ $ IP (H323) Video Conference $33.00 $66.00 Additional charges (GST included) Administration Fee Australian link-up $22.00 After hours surcharge (4:30pm 8:00am) $44.00 Technical support / operator assistance per hour $38.50 Please note that cancellation of an agreed booking less than 24 hours before a conference will still result in customer liability for the administration fee. Facilities Fees and Charges Policy - CS-14.docx Page 2 of 8

3 Schedule 2 Commercial room hire policy and rates Activities permitted to be held on KTI premises KTI facilities can be hired by commercial organisations to run workshops, seminars, and events, subject to these activities not impacting on the key delivery and student activities of the Institute. KTI facilities cannot be hired to conduct any activities judged to be illegal, inappropriate for a Institute venue, or conflicting with the Institute s mission, goals or values, or likely to bring the Institute s name into disrepute. Priority of allocation The Institute s requirements for rooms and facilities take precedence over external organisations. Long term hire of KTI facilities Hiring of long-term annual bookings and long-term bookings that have been approved by the Regional Manager. Submission of hire applications All applications to hire a KTI facility for commercial use must be submitted to KTI in writing on the relevant application form. Refusal of hire applications The Institute reserves the right to refuse any application to hire a KTI facility, if the proposed event is judged to be inappropriate for a Institute venue, or conflicts with the Institute s mission, goals or values. The Institute is not required to explain its reasons for refusal of an application. Confirmation of bookings Commercial bookings cannot be confirmed until a signed and completed Terms and Conditions of Hire form has been received by KTI. Cancellation of bookings without notice The Institute may cancel a confirmed booking, or relocate a confirmed booking to an alternative facility, without notice if extraordinary or unusual circumstances warrant such action. The relevant hire fees will be reimbursed in such instances. Setting of hire rates It is the responsibility of the Corporate Services Director and Training Director or nominee(s) to develop an annual rental rate schedule for KTI facilities based on market rates. Hire rates The hire rate applicable to a particular booking is determined by the usage classification assigned to the event by KTI. All bookings for KTI facilities must be charged at the respective classification rates, as set by the Institute from time to time. Consumption of alcohol No alcohol will be consumed on Kimberley Training Institute grounds. Smoking is not permitted on any campus Distinguished visitors The Hirer shall give the KTI advance notice of the attendance of any Regal, Vice Regal or Government representatives or any other dignitaries to enable the KTI to ensure observance of appropriate protocols. Publicity The Hirer shall not issue any advance publicity of the use of the premises before receipt of a written acceptance of the booking by the KTI. The Hirer shall not make any statement in any advertisement which directly or indirectly implies that the event for which the premises are hired is conducted or promoted by the KTI. Facilities Fees and Charges Policy - CS-14.docx Page 3 of 8

4 The Hirer shall not issue any tickets, posters, advertisements, programmes or other literature containing any KTI logo unless the printers or other proof thereof has been approved in writing by the KTI. The Hirer shall not display any poster or advertisement in any part of the premises or grounds of the KTI without having first obtained the written approval of the KTI. Public liability insurance The KTI must undertake an appropriate risk assessment of each booking received to determine whether the proposed event requires additional public liability insurance. In such cases where KTI deems that additional public liability insurance is required, the relevant external hirer will be instructed to take out their own public liability insurance coverage. A copy of the certificate of currency must be submitted to KTI prior to the date of the event. Conditions of use Hirers of KTI premises must comply with the terms and conditions for use of KTI facilities that are developed and implemented by KTI from time to time. All persons attending an activity on KTI premises must abide by the hire agreement. Available rooms Rooms Locations Seating Large Small Double Class Room Class Room Broome Kununurra Broome Derby Fitzroy Crossing Halls Creek Kununurra Wyndham Broome Kununurra Broome Derby Fitzroy Crossing Halls Creek Kununurra Wyndham Various Sizes Pearlers Shed Broome 60 Conference room Availability: Monday - Friday, ** Access to ablution facilities Standard Equipment - Whiteboard, TV, VCR, OHP and screen Additional Equipment - Electronic Whiteboard, Multimedia Projector (upon request where available for additional costs) Conference Equipment - telephone and video conferencing (upon request and for additional cost) Catering Facilities coffee and tea facilities Class Room - Use of computers not included and are not available. Requests for computer will be at the discretion of your Regional Manager and will require a signed IS form. All Kimberley Training Institute Campuses Facilities Fees and Charges Policy - CS-14.docx Page 4 of 8

5 Availability - Monday-Friday, * Access to ablution facilities Standard Equipment Whiteboard, TV, VCR, OHP and screen Additional Equipment Electronic Whiteboard, Multimedia Projector (upon request where available and for additional costs) Conference Equipment - telephone and video conferencing (upon request and for additional cost) Catering Facilities coffee and tea facilities ** Out of hours incur Administration Fee Costings Non-profit organisation and government agencies Standard Classroom - more than 4hrs per day $ Plus GST Standard Classroom - up to 4hrs hourly $15.00 Plus GST Double Classroom - more than 4hrs per day $ Plus GST Double Classroom - up to 4hrs hourly $17.50 Plus GST Conference Room - more than 4hrs per day $ Plus GST Conference Room up to 4 hrs hourly $15.00 Plus GST Conference Double Room more than 4hrs per day $ Plus GST Conference Double Room up to 4hrs hourly $17.50 Plus GST Pearlers Shed per half day per day $ plus GST $ plus GST Quotation for morning and afternoon tea and lunch is available on request. Multimedia Projector per day $50.00 Plus GST Video Conferencing and Telecommunication costs as indicated in following Table See Table Out of hours admin charge per day $60.00 Plus GST Security Callout Fee per callout $ Plus GST Facilities Fees and Charges Policy - CS-14.docx Page 5 of 8

6 Profit organisation - private RTOs etc... Standard Classroom - more than 4hrs per day $ plus GST Standard Classroom - up to 4hrs hourly $20.00 plus GST Double Classroom - more than 4hrs per day $ plus GST Double Classroom - up to 4hrs hourly $22.00 plus GST Conference Room - more than 4hrs per day $ plus GST Conference Room up to 4hrs hourly $25.00 plus GST Conference Double Room more than 4hrs per day $ plus GST Conference Double Room up to 4hrs hourly $22.00 plus GST Pearlers Shed per half day per day $ plus GST $ plus GST Quotation for morning and afternoon tea and lunch is available on request. Multimedia Projector per day $50.00 plus GST Video Conferencing and Telecommunication costs as indicated in following Table See table Schedule 1 Out of hours admin charge per day $60.00 plus GST Security Callout Fee per callout $ plus GST Conditions and definitions Regional Managers have discretion regarding the hire of class. The minimum rate is charged for 2 hours duration and under. For hours greater than 4 hours the charge is based on hours rounded up. i.e. a 6.5 hour hire is charged at 7 hours. A Bond of $100 for one-off use or $1000 for ongoing use shall be requested for the hire of the facility. Special Purpose Rooms include laboratories, lecture theatres and specifically equipped training facilities. Security a charge for opening and closing of approximately $100 is to be negotiated where applicable. All Institute/Campus policies and procedures must be adhered to. Additional services may be negotiated and the minimum charged will be at cost. This includes use of specialist and support staff or cleaning. Forms available from Campus Administration Facilities Fees and Charges Policy - CS-14.docx Page 6 of 8

7 Schedule 3 Equipment loan policy This policy defines the conditions of loan of Institute equipment. Institute equipment loans are made available for loan as a Community service. All applications for equipment loans will be considered on an individual basis. Under no circumstance will equipment loans take precedence over Institute training delivery requirements or business operations. The Institute will loan equipment (in accordance with this policy) to staff members, individuals, community groups, private and Government organisations, for use in short term projects and activities. Equipment will not be loaned: for use in illegal activities; for conduct of regular business activities where the client would reasonably be expected to source the equipment commercially; to political parties or religious groups, or for political or religious oriented activities; for activities which directly compete with Kimberley Training Institute business operations or may raise a conflict of interest; to groups or individuals, or for activities which are likely to adversely affect the public image of the Institute and its services; or, where the risk of loss or damage to the equipment is deemed to be unacceptable. Each Campus will develop a list of equipment that is available for loan. The Asset Custodian at each Campus is responsible for determining what items are suitable for loan. Risk of damage, costs associated with loss or damage and the consequences of damage or loss to Institute operations must all be considered before offering a piece of equipment for loan. Length of loans Asset Custodians must approve the length of individual loans, depending on demand for the equipment and the purpose of the loan. Loan periods must not exceed two weeks (with the exception of loans to staff members over the Christmas shutdown period, where loans may be for the duration of the break). Loans may be extended at the discretion of the Asset Custodian. Extensions are to be treated as new loans and a new entry signed by the client must be made on the Loan Register. Loan fees Fees for equipment loans will be specified by the Institute on competitive market rates. Operating costs and consumables associated with the use of equipment are the responsibility of the client. When deemed appropriate, (for convenience, cost or safeguarding the equipment) the Institute may supply consumable material, at cost to the client, at the time of lending. Institute responsibilities The Asset Custodian at each Campus will keep a register of all equipment loans. Full details of all loans must be kept, and signed by the Client and Asset Custodian. The Asset Custodian must explain the terms of the loan and the Clients responsibilities (as outlined in this policy) before releasing the equipment. The Asset Custodian is responsible for ensuring that the Client has the necessary skills and knowledge to use the equipment safely and correctly before releasing the equipment. The Asset Custodian is responsible for checking the condition of the equipment immediately upon return and confirming any damage or loss with the Client. Facilities Fees and Charges Policy - CS-14.docx Page 7 of 8

8 Client responsibilities Clients are responsible for arranging collection, safe transport and return of the equipment to the Institute. They are also responsible for the security, care and the safe and proper use of equipment whilst it is in their charge. The Client is responsible for any loss or damage incurred to equipment whilst on loan, and is obliged to report any loss or damage on return of the equipment. Facilities Fees and Charges Policy - CS-14.docx Page 8 of 8