POLICY NO: DSD9 - CL
AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS
POLICY
Date Resolved By Council:10 February 2010
Commencement Date:10 February 2010
Review Dates:December 2012
Responsible Department:Social Development
This policy has been authorised and is included on Council’s Website.
Peter Brown
Chief Executive Officer
10 February 2010
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AQUATIC AND LEISURE CENTRES
SCHOOL CARNIVALS AND EVENTS POLICY
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1.PURPOSE
The purpose of this policy is to detail the circumstances in which groups can book areas at aquatic and leisure centres for exclusive use for events / activities, and the conditions that apply to ensure the event / activity is safe and conducted to a high standard.
This policy applies to all aquatic and leisure centres owned by Moreland City Council;
- Brunswick City Baths
- Coburg Leisure Centre
- Coburg Olympic Swimming Pool
- Fawkner Leisure Centre
- Oak Park Aquatic Centre
Pascoe Vale Outdoor Pool
2.OBJECTIVE
The objectives of this policy are:
To achieve a balance between competing community demands for ongoing access to centres by members and casual users, and exclusive use required to conduct events / activities with community benefit;
- To ensure that events / activities conducted by hirers are safe and of a high standard;
- To ensure that hirers are aware of their obligations in regard to relevant legislation and industry guidelines;
- To ensure that hirers are directed to the most appropriate facility for their event;
- To ensure that patrons are well informed of events / activities that may impact on their access to areas of the centres; and
- To maximise usage and financial return of centres;
3.BACKGROUND
Moreland City Council aquatic and leisure centres are available for members and casual users to access during advertised operating hours to undertake a range of activities, some of which is general access, and some of which is programmed in specific locations at specific times. Access to different areas is based on the services purchased however aquatic areas are usually accessible for recreational and lap swimming at all times, even when capacity is reduced to accommodate programs such as aqua-aerobics or learn to swim classes.
This policy provides the opportunity to approve temporary closure of areas of centres to members and general public for the purpose of an exclusive booking.
The term ‘Aquatic Area’ is used throughout this policy and may refer, individually or collectively, to pools, sauna and steam rooms, water features and water slides.
4.DETAILS
4.1Indoor Aquatic Areas
In general, exclusive use of indoor aquatic areas during operating hours is not permitted so that there is continuity of access for members and casual users to these areas. Groups may book part of indoor aquatic areas to conduct activities such as school Learn to Swim programs, however part of the area remains open for general public use.
4.2Outdoor Aquatic Areas
Outdoor aquatic areas may be booked for exclusive use outside of operating hours, and within a limited range of off-peak operating hours by schools, swimming clubs and community groups to conduct events / activities with community benefit.
When the main outdoor pool is booked for exclusive use, the other pools, water features and water slides will be closed, regardless of whether or not they are used for the event / activity, for the purpose of safe operation.
Off-peak hours for outdoor aquatic areas are 9.00am to 3.30pm, and 11.00am to 3.30pm for outdoor aquatic areas that open at this time, This provides the opportunity for general public access prior to exclusive events / activities where demand is sufficient for aquatic areas to be open prior to 9.00am, and after school at all centres.
4.3Aquatic Areas - Private and Commercial Purposes
Indoor and outdoor aquatic areas may be booked for private or commercial purposes outside operating hours, and within a limited range of off-peak operating hours, provided that there is minimal impact on general public use.
4.4Dry Areas
Dry areas, such as group fitness rooms, may be booked for community, private or commercial purposes outside operating hours, or within a limited range of off-peak operating hours, provided that there is minimal impact on general public use.
4.5Fees and Charges
Fees and charges will be in accordance with those adopted by Council as part of the annual budget process, with hourly and session booking rates available.
4.6Coordination
Exclusive use bookings must be notified when booked via:
- E-mail notification to other centre managers so that they are aware that patrons may be referred to alternate Moreland City Council centres during the exclusive use; and
- E-mail notification to the Unit Manager Aquatic Facilities so that enquiries from general public can be responded to and to ensure that all Moreland aquatic and leisure centres are not booked for exclusive use at the same time.
4.7Advertising of Exclusive Use
Exclusive use bookings must be advertised at least one month prior using:
- Signage on facility notice-boards;
- A contact number visible on the outside of the facility for public to enquire about upcoming bookings / exclusive use
- Verbal reminders to patrons by receptionists and lifeguards;
- Information on the activemoreland website; and
- Newsletters (if produced).
Advertising will include external signage that is visible to passing traffic to indicate the facility is closed for an event.
4.8Booking Enquiry Referrals
Centre managers will refer booking enquiries to the most appropriate facility for the event / activity. In particular, events / activities with more than 150 participants will be referred from Brunswick City Baths to Oak Park Aquatic Centre in the first instance, and then to other outdoor pools, due to space constraints at the Brunswick City Baths.
4.9Hirer Obligations for Exclusive Use Events / Activities
Hirer obligations are detailed in the ‘Moreland City Council Terms and Conditions for Hire of Aquatic and Leisure Centres’ as approved by the Aquatic Facilities Unit.
These obligations will include reference to;
- Royal Life Saving Society of Australia Guidelines for Safe Pool Operations, including relevant ratios;
- Department of Education school excursion guidelines, including relevant ratios;
- Provision of evidence for staff / leader qualifications relevant to the event / activity (i.e. Austswim, pool lifeguard, first aid);
- Proof of relevant insurances;
- Control of participant behaviour;
- Control of staff and contractor behaviour;
- Requirements for identification and supervision of non-swimmers;
- Arrangements for identification and compensation for any damage to the facility and/or equipment; and
- The Moreland City Council Events and Festivals Safety Policy.
4.10Handover of Patron Responsibility at Conclusion of Exclusive Use
At the conclusion of an exclusive use event / activity, all participants will be required to exit the venue and re-enter as a fee paying customer to ensure that there is a clear handover of responsibility for the person who wishes to continue to use the venue, and to ensure that patron numbers are in accordance with Royal Life Saving Society of Australia Guidelines for Safe Pool Operations ratios.
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