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Leisure and Community Facilities
Brookwood Community Centre25 Hazel Glen Drive, Doreen VIC 3754
Phone: 9717 8203Email: [email protected]
2019 Expression of Interest for Regular Hire
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Table of ContentsImportant Information..............................................................................5Centre Hire Agreement - Regular Hire......................................................6Hire Agreement.........................................................................................6Insurance and Risk.....................................................................................6Car Parks and Outdoor Areas....................................................................6Hours of Use..............................................................................................7Centre Induction........................................................................................7Hire Fees and Payment Options................................................................8Bonds.........................................................................................................8Cancellation of Bookings...........................................................................9Additional Charges....................................................................................9Keys...........................................................................................................9Storage....................................................................................................10Furniture Set Up......................................................................................10Cleaning Requirements...........................................................................10Centre Maintenance................................................................................11Emergency Relief Centre.........................................................................11First Aid Kits.............................................................................................11Shared Spaces.........................................................................................11Behaviour................................................................................................11Security....................................................................................................11Noise Levels.............................................................................................12Centre Marketing....................................................................................12Sub-letting...............................................................................................12Animals....................................................................................................12Alcohol....................................................................................................12Smoking...................................................................................................12
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Helium Balloons and Decorations...........................................................12Fire Alarms..............................................................................................13After Hours Assistance............................................................................13Disclaimer................................................................................................13Privacy Statement...................................................................................13Fast Facts – Facility Information..............................................................14Fees until December 2019.......................................................................152019 Calendar.........................................................................................16Hirers Declaration and Booking Information...........................................17Key Allocation Form................................................................................19
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Important Information This information pack includes all the relevant information and forms required to hire space at Brookwood Community Centre on a regular basis.
To ensure ongoing equitable community access to City of Whittlesea Community Centres applications for hire will be submitted for consideration to the Facility Co-ordinator. Priority will be given to residents or community groups where the majority of participants reside within:
The suburb associated with the Centre The City of Whittlesea Municipality
All applications received will be considered and bookings allocated accordingly.
To express your interest, please complete and return the following:
Signed Hirers Declaration and Booking Information Copy of current Certificate of Currency for Public Liability Insurance Copy of current Incorporated or Not For Profit Registration (if applicable) Written request for additional hours (if applicable) Copy of current Liquor license (if applicable) Key Allocation Form
Completed forms can be returned via:
Email: [email protected] Post or in Person: 110 Hazel Glen Drive,
DOREEN VIC 3754
Please note: bookings are NOT confirmed until written confirmation is received.
If you require further clarification regarding the application process please contact the Facility Coordinator 9717 8203 or [email protected].
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Centre Hire Agreement - Regular HireAll space allocated to regular hirers is until 31 December of each year. Hirers who wish to continue using the Centre will need to submit an Expression of Interest each year.
Hire AgreementThe Centre Hire Agreement must be completed and signed prior to the booking. The person(s) signing the agreement must be over 21 years of age (photo ID may be requested).
Where the hirer intends to use the Centre to provide programs/activities for people under the age of 18 years, the hirer shall provide sufficient and competent adult supervision at all times and is responsible for all participants’ behaviour.
Insurance and RiskAll regular hirers must provide evidence on request of public liability insurance for a minimum of $10 million.
If the hirer does not already have their own public liability insurance, further information may be obtained by contacting their own insurance advisor and/or Local Community Insurance Services on 1300 853 800 or www.localcommunityinsurance.com.au.
Council at its sole discretion may also require the hirer to provide: A satisfactory risk management plan Traffic management plan Security plan or any other information it believes is relevant to the hire of
the space.
Failure to provide the required information may result in the booking being cancelled.
Car Parks and Outdoor AreasHirers wishing to use outdoor areas (including car parks) for activities during your allocated booking time, must contact the Events Approval Officer at [email protected] or 9217 2122. Once approval has been granted, a copy must be provided to the Facility Co-ordinator.
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Hours of Use
To ensure availability for private functions, regular bookings are only permitted during the times listed below.
Monday to Thursday 7:30am – 10:00pm
Friday and Saturday 7.30am – 11.00pm
Sunday 8.00am – 10.00pm
Allocation of space for any one regular program will not exceed ten hours in any given week per Centre unless prior approval is granted by council. Applications for additional hours must be submitted in writing to the Facility Coordinator. All applications will be reviewed on a case by case basis and will need to be approved by the Manager, Leisure and Community Facilities.
Hirers are to strictly observe the hours of their booking. This must include set up, set down and cleaning. Use of the facility after the booked time will incur additional charges. The venue and car park must be vacated by the end of your booking time. Every consideration must be given to those who reside close to the venue at all times.
Centre InductionA centre induction informs the hirer of their obligations during their hire regarding building security, emergency procedures and general housekeeping.
It is the hirers responsibility to ensure a centre induction is booked with the Facility Coordinator when there is a change of committee or group facilitator.
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Hire Fees and Payment OptionsRegular hire fees are invoiced on a monthly basis. Invoices are payable within 30 days. Failure to do so may result in suspension of future use of our Centres.
To be eligible for the Community rate your group must be registered as a not for profit organisation or an incorporated group. A copy of your certificate must be provided at the time of booking to receive the discounted fees.
The following payment options are available, details will be provided on your monthly invoices. Please check details are correct at the time of payment.
Credit card payments can be made via the council website at www.whittlesea.vic.gov.au.
Detach invoice payment slip and mail with payment to:City of Whittlesea PO BOX 2002, PRESTON VIC 3072. Receipts will not be issued.
Payments can be made at the Council offices by cash, cheque, EFTPOS or credit card.
Pay in person at any post office, phone 13 18 16 or go to postbillpay.com.au
Payments can be made through your financial institution's online, mobile or telephone banking facilities.
Invoice or payment enquiries can be forwarded to [email protected] or 9404 8849.
Bonds A bond will be held in trust with the City of Whittlesea for the duration of the regular hire period. Only one bond payment is required in the case of regular hire of multiple centres.
The bond will only be refunded if the hirer complies with all the conditions outlined in the Centre Hire Agreement, keys are returned and there are no outstanding payments due to the City of Whittlesea.
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The bond will be returned by:
• Cheque posted to your nominated address • Direct transfer via EFT.
Please allow one month from your last booking date for the bond refund to be processed.
Cancellation of BookingsRegular hirers are required to provide a minimum of 48 hours notice in writing with a maximum of six cancellations per calendar year free of charge per facility.
Please ensure you have checked your hire dates on the Event Sheet provided and confirmed use of the space during public/school holidays. Less than 48 hours written notice and/or additional cancellations will incur regular hire rates.
Council reserves the right to cancel any booking if the Centre is required for:
Council events Municipal, State or Federal elections National or Regional Emergency Planned Maintenance
Council will not be liable for any loss of earnings to the hirer due to cancellation by Council.
Additional ChargesIn the event of hirer negligence, the following additional charges may apply:
Replacement of key/swipe…………………………………….. $150.00 (max)After Hours Officer call out fee………………………………. $120.00Fire Brigade attendance…………………………………………. $1000.00 (min)Extra cleaning (if applicable)…………………………………… POA*Damage to centre/furniture……………………………………. POA*
*Price on Application
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KeysRegular hirers will be allocated up to two keys/swipes per group. Requests for additional keys must be made in writing and will incur a maximum fee of $150 per set.
StorageLimited storage may be available to hirers to store items required during your booking time. The hirer must clean out their allocated storage every six months. Non-perishable food items are permitted to be stored in airtight containers. Only Council locks are to be used on storage cupboards. Costs incurred to remove non-Council locks/chains will be invoiced to the hirer. Any items stored at the centre is at the hirers own risk.
Furniture Set UpFurniture set up and set down is only available for City of Whittlesea registered senior clubs regular bookings. For functions or meetings outside of regular booking dates; set up and set down of furniture can be arranged at a cost to the registered seniors club.
Cleaning RequirementsIt is the responsibility of the hirer to ensure the Centre is left in a clean and tidy state. Failure to do so may result in additional cleaning charges and/or suspension of future use of our Centres.
Duties Include:
• Disposing of all rubbish, including decorations in the provided bins. If rubbish exceeds the supplied bin, the hirers must remove excess from the premises
• All surfaces and appliances are to be wiped clean e.g. tables, benches, stove top, oven / BBQ
• All furniture is put away in an organised manner (if applicable)• Floors to be swept/mopped/vacuumed after each booking• The fridge must be emptied and cleaned • All group equipment to be put away The toilets and foyer spaces are to be left in a clean and tidy state. Benches
and floors need to be clear of all: paper towel toilet paper wrappers Human waste etc.
• All lights, heating/air-conditioning and appliances must be turned off and all external doors locked.
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Hirers are required to bring their own cleaning equipment e.g. garbage bags, sponges, surface sprays, tea towels and mop. A vacuum cleaner is provided.
Please note your booking time must be inclusive of cleaning time. Stains and damage must be reported to the Coordinator after your booking. Additional costs may be incurred by the hirer for damage to the Centre caused during your booking.
Centre MaintenanceEvery effort will be made to provide hirers with 30 days’ notice for planned maintenance closures. Hirers will receive verbal and written notice of dates and cancellation of bookings during this period. In the event of planned or emergency maintenance closures, council will endeavour to assist groups to relocate to an alternative centre.
Emergency Relief CentreHirers should note the centre is a designated Emergency Relief Centre (ERC) under the Council Emergency Management Plan. Council reserves the right to cancel any booking without notice if the centre is required for use as an ERC.
First Aid KitsThe hirer is responsible for ensuring a first aid kit is available during their booking. Council does not provide first aid equipment or supplies at the centre.
Shared SpacesDue to multiple spaces for hire within our Centres, the City of Whittlesea reserves the right to hire available spaces to various hirers at the same time. This may result in sharing of the foyer and toilets within the centre. As per the Centre Hire Agreement, it is the responsibility of every hirer to ensure these areas are kept clean and accessible at all times.
BehaviourNo obscene/insulting language or disorderly behaviour is permitted. This includes any form of entertainment that may be considered lewd or inappropriate for a public place that may offend or cause embarrassment to others.
SecurityYou will only be allowed to enter the facility during your scheduled time frame. This will be reflected on your swipe card access and with our security monitoring company.
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For weekend or after hour use of the Centre, the hirer is advised to lock the automatic doors once patrons have arrived. This is to ensure security for patrons and to deter members of the community entering the facility during your booking.
Noise LevelsDuring business hours the centre is used by various stakeholders. Music and noise levels must be kept to a minimum. Groups that do not comply with this condition may incur restrictions on their bookings or cancellation of future use of the Centre. As the Centre is located in close proximity to residential areas, please respect the local residents when leaving.
Centre Marketing Coordinators produce a Centre Newsletter each term. The Newsletter provides the community with information on different groups at each centre and how to get involved. As a regular hirer your group information will be advertised through the Newsletter and What’s On Board at the centre. Please notify the coordinator in writing if you do not wish for your group to be advertised.
Sub-lettingNo portion of the Centre shall be sub-let by the hirer.
AnimalsAnimals (other than Assistance Animals) are not permitted in the Centre.
AlcoholAlcohol can be consumed on the premises during your booking. Any club that wishes to supply liquor to club members or guests of members must obtain a liquor licence. The licence required will depend on your situation. The different types of licences for sporting or community clubs are outlined on the Victorian Commission for Gambling and Liquor Regulation website.
http://www.vcglr.vic.gov.au/liquor/sporting-and-community-club/apply-new-licence/apply-liquor-licence
A copy of this licence must be provided to the Facility Co-ordinator prior to event.
SmokingSmoking is strictly prohibited inside and within four meters of the building.
Helium Balloons and DecorationsHelium balloons are strictly prohibited in the centre.
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All property, decorations, catering appliances or fittings belonging to the hirer must be removed at the end of your booking allocation. Suitable temporary wall fixing options for your decorations can be discussed with Council staff at the induction.
Fire AlarmsWhittlesea Community Activity Centre is governed under regulations set out by the Metropolitan Fire Brigade (MFB) and/or the Country Fire Authority (CFA) now referred to as the relevant authority.
It is strictly prohibited to use any apparatus which may cause a false fire alarm call out to either the MFB or CFA. This includes but is not limited to:
smoke, ice, fog or haze machines sparklers or candles steamers cooking in a non-designated area cooking without engaging the exhaust fan smoking inside the building.
It is compulsory for all fire alarm call outs to be attended and investigated. If the relevant authority determines an alarm is caused by hirer negligence, the hirer will be invoiced for the full amount charged.
After Hours AssistancePlease report any maintenance or security issues to the after hours number on 9217 2170.
If you find any criminal activity or vandalism has occurred at the venue prior to or during your event, please contact the Police on 000 immediately. You are also required to report the findings to the after hours number.
DisclaimerThe Director of Community Services, may cancel any booking at the Centre at his or her discretion. The Director must provide the hirer with seven days notice and an explanation for the cancellation.
Neither the Council nor any of its officers shall be liable for any loss or damage sustained by the hirer or any person.
Privacy StatementThe personal information provided by you in the declaration is required for the purpose of your booking of a Council Facility and will be protected in accordance
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with the provisions of the Privacy and Data Protection Act 2014 and Council’s Information Privacy Policy.
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Fast Facts – Facility Information
Kitchen (Shared by both rooms). Fridge Microwave Sink 600 wide oven and stove top Urn/Kettle.
Community Room Floorboards Tables and Chairs Male, Female and Accessible
toilets and baby changing facilities
Car parking on site including disabled parking.
Hazel Glen Room Carpet Tables and Chairs Male, Female and Accessible
toilets and baby changing facilities
Car parking on site including disabled parking.
Fees until December 2019
Hire Fee Definition:
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Bond $500.00
Community Room (seated 50 or standing 65) Per hourRegular $27.00Community (Not For Profit or Incorporated Company) $19.00Seniors (group approved by Council) $5.20Hazel Glen Room (seated 50 or standing 65)Regular $27.00Community (Not For Profit or Incorporated Company) $19.00Seniors (group approved by Council) $5.20Meeting Room (seated 8 or standing 10)Regular $14.00Community (Not For Profit or Incorporated Company) $10.00Seniors (group approved by Council) $5.20
Regular – A group or business who hires space for more than 6 bookings per calendar year. Community – A group or business that is registered as a not for profit organisation or are an incorporated group.Seniors – A seniors group who are registered with the City of Whittlesea.
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2019 Calendar
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Hirers Declaration and Booking InformationBrookwood Community Centre
Organisation/Group Name:
Purpose of Hire:
Booking Contact Details
Name:
Address:
Phone:
Email:
Accounts / Billing Contact Details [ as above]
Name:
Address:
Phone:
Email:
Acknowledgement
I have read and agree with the conditions detailed in the Centre Hire Agreement
Where the hirer is a company or incorporated association, I am authorised by the hirer to sign the Hirers Declaration and Booking Information
I accept full responsibility for any damage to the facility and/or additional fees incurred as outlined in the Centre Hire Agreement
I agree for Council to contact me for matters other than my booking I agree for Council to publish my details for marketing purposes (Centre only)
Fire Alarm Regulations Agreement
I………………………………………………………………………………………………………(Print Name) am the nominated hirer, have read and understand the Fire Alarm Regulations
I understand and accept if the relevant authority determines an alarm is caused by hirer negligence, I will be invoiced for the full amount charged
Signed: _________________________________________________ Date: _ / / ____
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Booking Frequency (Please tick): Weekly Fortnightly Monthly
Other – please specify:
___________________________________________________________________________
___________________________________________________________________________
Please answer these questions to assist with your 2019 bookings.
1. Commencement date for 2019 ____/____/____
2. Final date for 2019 ____/____/_____
3. Will you use this venue during SCHOOL HOLIDAYS? Yes No
4. Will you use this venue on PUBLIC HOLIDAYS? Yes No
Other comments:
_____________________________________________________________________
_____________________________________________________________________
Print Name: ______________________________ Position: _______________________________
Signature: ______________________________ Date: _______/_________/_________
Key Allocation Form(Complete all details. Please print clearly.)
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Room Preference – please tickHazel Glen Room Community RoomMeeting Room
Preferred Days and TimesMonday Tuesday Wednesday Thursday Friday Saturday Sunday
From:
To:
From:
To:
From:
To:
From:
To:
From:
To:
From:
To:
From:
To:
Venue Name: Brookwood CC
Venue Area: Hazel Glen Room Community Room Meeting Room
Key Number/s:
Swipe Card Number/s:
Alarm Code/s:
Please record all the digits (numerals and letters) imprinted on the key, e.g 888 SMK8Z 2 and the numbers imprinted on the swipe card.
You are solely responsible for the key/swipe for the duration of this agreement. If you are required to give your key/swipe to other members or staff within your group; their details are required to be provided in writing to [email protected].
As per Booking Contact Details As per Accounts/Billing Contact Details Other (complete below)
Key Holder Name:
Organisation Name:(if applicable)
Address :
Phone: Mobile:
Email:
DECLARATIONPlease tick that you have read and understood the items outlined below
I accept full responsibility for the security and safe return of the key(s)/swipe(s) issued to me (as listed above) and will return them either upon request or at the time I am no longer a hirer of the centre.
I undertake to keep the key(s)/swipe(s) in my possession or alternatively to place them in a safe secure location at all times.
I also acknowledge if I am unable to return the key(s)/swipe(s) allocated to me, Council may recover the cost at $150.00 per set.
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Sample Council ABLOY key
Signature: _________________________________________ Date: _________________________
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