Your details
1. Which category best describes your organisation or group? (Choose one only)
Category / DescriptionCommunity based group / · A group not in receipt of any ongoing local, state or federal funding.
· Does not receive a significant profit from the delivery of its services, activities and/or programs. Any profit is injected directly back into the group’s services.
· Examples of this type of group include art and craft, health and wellbeing, community network groups, residents associations, general interest groups.
Not-for-profit community service organisation or agency / · An organisation or agency that is in receipt of ongoing local, state or federal funding to support the services they deliver to the community.
· Registered not for profit (proof may be required). Any profit made is injected back into the services provided to the community.
· Examples of this type of organisation or agency include schools, counselling services, disability services, support services and welfare agencies.
Small and/or home based business / · A registered business that employs no more than five employees.
· A registered business that may operate from a private residence.
· A home based franchise of a larger company (e.g. Tupperware/, Avon rep).
Commercial business and training organisations / · Any business that is established for the purpose of making a profit from their services. They are larger businesses employing six or more staff and do not operate from a private residential property.
· Any training organisation that offers accredited training and is registered as a private training organisation.
Note: Private bookings ineligible for hire. Please try Casey public halls at www.casey.vic.gov.au
Your details (continued)
2. Name of your organisation or group
Address
Contact person name
Telephone (business hours) Mobile Email
3. Does your organisation or group have public liability insurance with a minimum coverage of $10 million?
Yes à If your booking is successful, you will be asked to provide a copy of the insurance certificate.
No à All hirers require public liability insurance while utilising the Community Centre. If your booking is successful, Council can arrange casual insurance at an extra cost per booking.
Use of community centre
4. What type of program or activity would you like to provide at the Community Hub? (please note this facility is not available for private functions – community members should be able to register to attend your event)
5. What is the target audience of your program or activity? (e.g. youth, older adults, young mums, men etc.)
6. What benefit will your program or activity provide to the local community? (e.g. increased health and wellbeing, community connections for vulnerable community members etc.)
7. Which rooms would you like to use and when would you like to use them? Bookings are currently available until 31 December 2018. Tea and coffee making facilities and kitchenettes are available to all users free of charge.
Room / Date / Times: Start time and end time / Frequency (eg weekly, monthly, once)Hall 1 (Max 170 people)
Hall 2 (Max 80 people)
Lounge (Max 25 people)
Training room (Max 20 people)
Meeting room 1 (Max 20 people)
Meeting room 2 (Max 18 people)
Meeting room 1 & 2 (Max 40 people)
Consulting suites (Max 5 people)
Kitchen (Max 7 people) Please note only cutlery, plates, mugs and cups are available and must be washed up after use, all other equipment required must be brought in.
Deck (Max 30 ppl)
8. What audio/visual equipment do you plan to use for your booking (ie Microphone, projector, music etc)
Please note if you are using any of the equipment at Selandra Community Hub you will be required to attend a meeting during business hours prior to your booking to be shown how to use the equipment.
9. Have you read and do you understand the schedule of fees and charges associated with your booking?
Yes No
10. Estimated attendance (must not exceed maximum room capacity)
Request for hire of the room and acknowledgement
By signing this document I acknowledge that:
· I have read and agree to the Conditions of Hire.;
· Where the hirer is a company or incorporated association, I am authorised by the hirer to complete the application form on the hirer's behalf; and
· I am personally responsible for ensuring that the hirer complies with the conditions of hiring the room and if the hirer breaches any of the conditions, I will be personally responsible for any such breaches, including any damage to the room.
· I have inspected the premises to be fit for purpose for my use.
I request that:
· The room is hired to the hirer on the terms contained in the conditions and the application form.
Name Signature Date
Acceptance of room hire
Council will notify you if the hiring of the room is accepted by Council.
How to lodge
By email:
By post: 7-9 Selandra Boulevard Clyde North, VIC 3978
In person: Selandra Community Hub, 7-9 Selandra Boulevard, Clyde North
How to pay
One off booking: Cash or EFTPOS at Selandra Community Hub.
Regular users: You will be billed quarterly through the City of Casey
Bond: Cash or EFTPOS at Selandra Community Hub. Please note bonds can take up to two weeks to be returned.
Privacy
Your personal information will be handled in accordance with the Privacy and Data Protection Act 2014 and used for the specified purpose. You can access your personal information by contacting Council’s Privacy Officer on
9705 5200.
Please keep your copy of the terms and conditions overleaf, and ensure that all facilitators / staff are aware of the conditions and procedures in the operations manual.
CONDITIONS OF HIRE
Table of Contents
TOC \o "1-3" \h \z \u Hiring the room 3
Eligible hirers 3
Hiring fee 3
Hirer minimum standards 3
Use of foyer and common areas 3
Permission to occupy 3
Requests to change hire 3
Regular users 3
Arrival and Departure 4
Permitted use 4
Number of people in room 4
Children 4
Times of use 4
Compliance with laws 4
Cancellation policy 4
Outstanding fees and charges 4
Nuisance 5
Security 5
Signs and notices 5
Heavy equipment and flammable substances 5
Illegal activities 5
Food Handling 5
Alcohol 5
No smoking 5
Animals 5
Licensee directions 5
Termination of room hire 6
Emergency 6
Emergency entry 6
Storage 6
Council's right of entry 6
Bond 6
Refund of bond 7
Public liability insurance 7
Release and indemnity 7
Liability of person signing application form 8
Definitions 8
Hiring the room
At least 14 days prior to the hire commencement date, hirers must:
• Complete and deliver the Facility Booking Form to Council in accordance with the How to. Lodge section of the Facility Booking Form; and
• Upon confirmation of the booking availability, pay Council the hiring fee and bond.
Upon receiving payment Council will confirm the booking with the hirer via email or post.
No bookings will be made without receipt of the booking form.
Eligible hirers
Hirers must meet the criteria set out in the descriptions in the Fees and Charges document.
Strictly no private bookings allowed at Selandra Community Hub. Community Groups must provide proof of registration/recognition of being a community group from the relevant organisation.
Hiring fee
The hirer must pay the hiring fee in accordance with the How to Pay section of the Facility Booking Form.
Hirer minimum standards
All hirers must:
· Remain respectful of other users and keep noise to a minimum
· Clean up after use including washing and returning cups, and cleaning tables and floors
· Pack up after use, returning all furniture to store room / original position
Use of foyer and common areas
The foyer is a space for the enjoyment of all users. It is encouraged to be used as a drop-in space during business hours. After hours please be respectful of other users as the space is a transition space between groups. It is not to be used as additional hire space or an extension to hire space unless formal, written approval has been obtained.
Permission to occupy
The hirer is only entitled to use the nominated area of the site on the date and time specified; management reserves the right to permit other areas of the site for any other purpose at the same time. No section of the hired location shall be sub-let, contract transferred or reassigned without consent from the site management.
Staff may request additional information on your booking or refuse to grant hire, the reasons will be directly discussed with the hirer.
Requests to change hire
To alter the days and hours required for hire throughout the term, the Hirer must, at least two days prior to the proposed change of hours and/or date (unless otherwise agreed in writing by Council) submit a written request (email) to alter current hiring times to .
The Council must then notify the Hirer that the variation of hire is accepted by Council prior to the date of next hire.
Regular users
Council may require the use of the facility for festivals and events that provide appeal to the broader community and on occasions may need to cancel some regular bookings. In this instance a minimum of four weeks’ notice will be given and every effort will be made to provide another space to the user.
Note: Regular bookings are not accepted for Hall 1 and 2 on Saturday nights.
Arrival and Departure
The Hirer is responsible for opening and closing the room and/or facility upon entry and exit. Upon departure the Hirer must always ensure that:
• Room/s are in a reasonable and clean condition as they were found.
• Lights and electronic equipment are switched off.
• Heaters/Air conditioners are switched off.
• Equipment has been turned off, packed away or removed.
• Windows and doors are locked.
• Alarm is activated.
If there are no Council officers in the facility at the time of arrival or departure; the Hirer is responsible for opening and closing the facility. This includes activation or de-activation of the alarm, and locking or unlocking the facility.
Facility opening and closing procedures are detailed in the ‘Selandra Community Hub Operating Procedures for Users’ which will be provided to hirers upon confirmation of the booking.
Permitted use
The hirer must only use the room for the use specified in item 4 of the booking form and not use the room for any other purpose.
If it is determined by Council that a hirer is not using the space for its intended purpose all future bookings will be cancelled. For example: personal use such as birthdays, unless agreed
Number of people in room
The hirer must not permit the number of the people in the room to exceed the maximum number specified in item 7 of the booking form.
Children
Children must be accompanied by a guardian at all times, and must remain in the room with the hirer. Children may not be left unsupervised in the foyer whilst their guardian is in a hired room.
Repeat occurrences may result in cancellation of all future bookings.
Times of use
The hirer must only use the room during the hiring times. The hirer must immediately vacate the room outside of the hiring times to allow other people to use the room. If the room is used by the hirer beyond those times specified, Council may charge an additional fee to the hirer or deduct the additional fee from any payment made by the hirer to Council. Council may also terminate this agreement and forfeit the security deposit if the room is used during such times that another person has booked the room.
Compliance with laws
The hirer must comply with all laws in connection with the room and the hirer's use of the room.
Cancellation policy
The hirer must provide 14 days’ notice for cancellation of a single booking and 7 days’ notice for cancellation of a regular booking.
Outstanding fees and charges
Council may terminate the hire at any time during the agreed period of hire if the Hirer has an outstanding balance exceeding 60 days.
Nuisance
The hirer must not do anything in connection with the room which may cause a nuisance or interference with any other person.
Security
The hirer must not do anything in connection with the facility which may cause a security issue or unnecessary alarm, such as accidental activation of the duress alarm. Callouts by the security company deemed unnecessary may be charged to the hirer.
Consulting suites 1 and 2 have a duress alarm however these are only monitored during business hours and not available evenings and weekends.
Signs and notices
The hirer must not erect any signs or notices in the interior or exterior of the facility without Council's prior written consent.
Heavy equipment and flammable substances
The hirer must not bring any heavy equipment or flammable substances into the room without Council’s prior written consent.
Illegal activities
The hirer must not permit any illegal activities in the room.
Food Handling
The Hirer must not allow or cause to be allowed any food to be sold or handled for the purposes of sale without holding a current Food Act (1984) registration certificate, irrespective of whether the activity concerned is of a commercial, charitable or community nature or whether it involves the handling or sale of food on one occasion only.
Council to the extent permitted by law accepts no responsibility, direct, indirect or otherwise for any liabilities under statute or common law for the sale or provision of food items from facilities.
Further information concerning the provision of food and matters of food safety may be obtained from Council’s Environmental Health Unit on 9705 5200.
Alcohol
The hirer will be required to obtain a Liquor Licence or a City of Casey Local Law Permit to bring or consume any alcohol in the Selandra Community Hub. Please contact Council prior to discuss your requirements.
No smoking
The hirer must not allow any persons to smoke in or around the facility including the outdoor deck area. Smoking is only permitted within 10 metres of an entrance to the facility.