Ground Booking Form

Ground Booking Form

(REGULAR/SEASONAL SPORTS USE)

Please return this form to the Senior Community Development Officer (Recreation) at the City of Nedlands:
71 Stirling Highway Nedlands WA 6009 (Office hours: Monday to Friday 8.30am to 5.00pm)
PO Box 9 Nedlands WA 6909 Phone: 9273 3500 Fax: 9273 3670
Email:

PLEASE ENSURE ALL SECTIONS ARE COMPLETED

APPLICANT DETAILS
Name of Association / Club / Organisation (if applicable):
______
Association / Club / Organisation postal address:
______Post code: ______
Primary Contact
Please circle: Mr Mrs Ms Dr
First Name: ______Surname: ______
Position: ______Date of birth: ______
Postal address: ______Post code: ______
Contact numbers: (H) ______(W) ______
(M) ______(F) ______
Email address: ______
Secondary Contact
Please circle: Mr Mrs Ms Dr
First Name: ______Surname: ______
Position: ______Date of birth: ______
Postal address: ______Post code: ______
Contact numbers: (H) ______(W) ______
(M) ______(F) ______
Email address: ______
How many junior and senior members did your Association/Club/Organisation have last season?
Total Juniors______Total Seniors ______
Approximately what percentage of your members reside within the City of Nedlands?______
Please complete a new form per location (page 2 and 3 only) and/or please be specific, the City will not be responsible for any errors caused due to lack of information
VENUE (please tick appropriate boxes)
Charles Court Reserve (Foreshore 1, corner the Esplanade and Broadway, Nedlands)
Rugby Fields Only
Cricket Wicket (Synthetic)
Teeball Fields
Soccer Pitches Only
Melvista Oval (Melvista Avenue, Nedlands)
Centre Turf Wicket
Practice Wickets  Synthetic  Turf
College Park (Princess Road, Nedlands)
Oval Upper (eastern oval)
Centre Turf Wicket (East)
Centre Turf Wicket (West)
Practice Cricket Wickets  Synthetic  Turf
Oval Lower (western oval)
DC Cruickshank Reserve (Beatrice Road, Dalkeith) (includes Centre Synthetic Cricket Wicket)
Centre Cricket Wicket (Synthetic)
Practice Cricket Wickets
Mt Claremont Oval (Graylands Reserve, Alfred Road, Mt Claremont) (includes Centre Synthetic Cricket Wicket)
Practice Cricket Wickets
Allen Park (Kirkwood Avenue, Swanbourne)
Upper Oval (western oval) (includes Centre Turf Cricket Wicket)
Practice Cricket Wickets  Synthetic  Turf
Lower Oval (eastern oval) (includes Centre Synthetic Cricket Wicket)
Highview Park (Verdun Street, Nedlands)
Other: ______
BOOKING DETAILS
*If both junior and senior bookings are required for your club, please separate times.
Day / Purpose
(train, fixture, final) / Level*
(Junior or Senior) / Time
From To / Start date / Finish date
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

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ADDITIONAL BOOKING DETAILS

1. Will there be any holiday break/s during your regular/seasonal booking?

No
Yes Date from: ______Date to: ______

1. Will you need to hire a City of Nedlands Hall/Pavilion at the reserve?

No
Yes – please complete a Hall Hire Application Form

1. How many playing fields will you require at the reserve? ______
2. Does your club require additional mowing at the reserve throughout the season? (A fee for this service will apply)

No
Yes – please indicate date/s: ______

1. Will anyone be consuming and/or selling alcohol at any of your bookings at the reserve?

No
Yes – please complete the application to sell and/or consume alcohol

1. A Certificate of Currency for all relevant insurance policies (see the Conditions of Hire for details of these) must accompany this application to enable bookings to be confirmed (this may be in the form of a letter from your State Association confirming coverage under a broad policy).

Are copies of relevant insurance policies enclosed?
No
Yes
LINE MARKING REQUIREMENTS AND INFORMATION
Will you require line markings at the reserve?
No
Yes – please indicate how many fields are required: ______
If yes, by what date will you need the lines marked? ______
The City of Nedlands is responsible for the initial line marking of your sports fields each season. An invoice for this service will be sent to the Club at the end of the season.
Clubs must give the City at least 2 weeks’ notice for all line marking requests. Requests are to be made to the Senior Community Development Officer (Recreation).
The use of herbicides, creosote, oil or petroleum based products, or any other product that may cause the turf to die IS STRICTLY PROHIBITED. The allowable line marking medium shall be restricted to dedicated products manufactured for this purpose.
PLEASE SEE ATTACHED NOTICE FOR AFFIXING TO CLUB NOTICE BOARD OR FORWARDING TO RELEVANT CLUB MEMBERS
USE OF SPIKES OR PEGS ON THE CITY’S PARKS AND RESERVES
Where any activity takes place on a City Park or Reserve that requires the use of spikes or pegs (eg. line marking, cricket wicket covers, anchoring soccer nets etc.), it is a requirement that the spikes or pegs are made of plastic or a material of a similar composition. THE USE OF METAL SPIKES OR PEGS IS STRICTLY PROHIBITED.
The City’s Parks Staff can provide Parks and Reserves presented and prepared to a much higher level if all hirers can be relied upon not to use metal spikes and pegs.
PLEASE SEE ATTACHED NOTICE FOR AFFIXING TO CLUB NOTICE BOARD OR FORWARDING TO RELEVANT CLUB MEMBERS
Please forward a copy of your Association / Club / Organisation’s season fixtures and current committee contact details to the City’s Senior Community Development Officer (Recreation) as soon as possible.
DECLARATION
To be completed by the hirer or the person who has authority or signing privileges on behalf of the incorporated association / club / organisation.
I have read, understood and agree to all Conditions of Hire for the City of Nedlands Parks and Reserves. In particular I have read and understood the aforementioned requirements with regard to line marking and the use of spikes or pegs and agree that the association / club / organisation I represent will abide by these requirements.
I understand that the ground booking is only confirmed once I have received in writing a City approved confirmation letter. I understand that completing this application form does not guarantee approval.
I will ensure that any booking alterations or cancellations are sent to the City in writing no less than 7 working days prior to the date in question. I understand and agree that if prior notification is not provided, the City will send the Club an invoice as per the booked details.
Signature of applicant: ______Date: ______

For your information: A regular booking differs from a seasonal booking based upon the applicant’s history of association with the City of Nedlands and the period of the booking. Once an applicant has regularly booked for an entire season and for a minimum of two consecutive sport seasons they will be classified as seasonal use and charged specialised services fees.

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Conditions of Hire

All potential hirers must familiarise themselves with these conditions at the time of preparing this Ground Booking Form

General Hire Conditions

1. All hire and specialised service fees must be paid as per the terms stated on the invoice received. Should any details on the invoice not be correct, the City must be contacted within 2 weeks of receiving the invoice. After such time, changes to the invoice may not be considered.

1. Should any hire or specialised service fees not be paid within the specified term, future use of City facilities may be forfeited.

1. Ensure that the entire area used be left in a clean and tidy condition with all excess rubbish removed.

1. If change rooms/toilets are used it is your responsibility to leave them clean, tidy and secure.

1. All patrons are to abide by the parking regulations surrounding the reserve.

1. Your group must harmonise with other users of the area.

1. No alcohol is to be consumed during your bookings unless prior written permission has been given by the City of Nedlands to do so.

1. If music is being played, the volume must be kept to a minimal level so as not to disturb local residents or other users of the area.

1. No vehicles are to access a reserve without prior permission from the City of Nedlands. A reserve access fee and bond does apply.

1. In the event that during the period of hire any damage is caused to the premises hired or any property of the City thereon, the City may, at its absolute discretion, call on the bond and apply it to repair the damage. Should the damage costs exceed the bond amount; the club will be invoiced for the additional costs. This applies whether the damage is caused by your own club members, visiting club members or any other person.

1. Please note that casual bookings, for example special events, carnivals and tournaments, are not included in the standard allocations that you have listed on this booking form. Applications for such bookings must be made separately in writing on the appropriate forms. Additional fees may apply. Event applications must be handed in to the City at least 4 weeks prior to the event. For large scale events (100+ people) more time is required.

1. No smoking is permitted in City halls/pavilions and if club members and spectators could also refrain from smoking near children’s playgrounds.

Legislative Requirements

The Club shall uphold and comply with Council Local Laws and all other legislative requirements, including the Working with Children (Criminal Record Checking) Act 2004 associated with their activities on City property.

Seasonal Bookings

Summer Season: 1 October – 31 March

Winter Season:1 April – 30 September

For bookings outside of your sport’s regular season, a separate booking will need to be made and booking fees may apply. Clubs in season will be given preference for use of the reserves.

For bookings during the summer season, preference will be given to senior cricket clubs for the use of reserves with turf cricket wickets.

Club fixtures for the upcoming season must be forwarded to the Senior Community Development Officer (Recreation) as soon as they are received by the club. It is the club’s responsibility to request in writing any alterations to bookings to suit the home and away fixture – THIS IS NOT THE CITY’S RESPONSIBILITY.

Dogs on reserves within the City

Generally all active reserves within the City of Nedlands are designated as dog exercise areas. The City’s Local Laws state that reserves are not for dog exercise (dogs must be on a lead) when an area is being used for sporting or other activities, as permitted by the local government, during the times of such use. Also of importance is the clause stating that aperson who is in control of a dog commits an offence if any dog excreta is not removed immediately by that person and disposed of in a lawful manner.

Please ensure that all club members and associates are aware of these laws. Should any member of the public not adhere to these laws a club representative can contact the City’s Rangers on 9273 3500.

Storage of equipment in City facilities

Storage availability in the City’s halls and pavilions is extremely limited. Should a club wish to store any equipment relating to your bookings at a City hall/pavilion or shed, a request must be made in writing to the Senior Community Development Officer (Recreation). Equipment must not be stored in a City facility prior to written permission being received.

Fees and Charges/Specialised Services

The fees for hire of the reserves and halls/pavilions and specialised services fees shall be at the rates as fixed by the City of Nedlands in its Annual Fees and Charges Schedule (a copy should be provided to your club each year for reference).

Specialised services refers to the initial marking of lines at the start of a season, use of floodlights (after 6pm during the winter season and after 7pm during the summer season) and the installation, removal, maintenance and storage of goal posts. The fees for these services are divided between the clubs that directly use each service.

All fees and bonds can be paid to the City’s Cashier by cheque, cash or by credit card (in person only).

Insurance

The City’s Public Liability Insurance Policy covers the City only, and does not cover your club, visiting clubs or any other person. Prior to commencing use of City facilities each season all clubs are required to provide certificates of currency relevant to the insurance listed below (as required):

1. Public Liability Insurance for an amount not less than ten million dollars ($10,000,000). Public liability insurance must also include the good sold extension – this is to provide cover for food and drink being prepared or supplied on the premises.
2. A Contents Insurance Policy. Clubs are fully responsible for their own furniture, equipment and any other contents stored or kept within or at Council owned facilities.
3. A Worker’s Compensation Policy in accordance with the Workers Compensation Act covering all employees (should the club have any).

This application form must be completed and forwarded to the City’s Senior Community Development Officer (Recreation) at least three weeks prior to the first requested booking date.

M10/3464Page 1 of 7

SPORTING RESERVE INFORMATION

Oval/Park / Street Location / Council Halls on Oval/Park / Electric BBQ / Toilets / Children’s Play Equipment / Change Rooms / Flood
Lights / Disabled Reserve Access / Disabled Hall Access
Charles Court Reserve / Esplanade, Nedlands /  /  D /  /  / 
Melvista Oval / Melvista Avenue, Nedlands / JC Smith Pavilion /  /  /  /  / 
College Park – Upper Oval / Princess Road, Nedlands / John Leckie Pavilion /  /  /  /  /  / 
College Park – Lower Oval / Princess Road, Nedlands / John Leckie Pavilion / x 2 /  /  /  /  /  / 
DC Cruickshank Reserve / Beatrice Road, Dalkeith /  D /  / * /  / 
Mt Claremont Oval (Graylands Reserve) / Corner Montgomery Ave and Alfred Road, Mt Claremont /  / 
Allen Park – Upper Oval / Kirkwood Road, Swanbourne / Allen Park Pavilion / * / * / 
Allen Park – Lower Oval / Kirkwood Road, Swanbourne / Allen Park Pavilion / x 2 /  /  / * / 

* Key required to access available from City’s Cashier

D indicates disabled facilities

Version 3 – MO4/7294 – 22July 2008

PROHIBITED PRACTICES ON RESERVES



LINEMARKING

The allowable line marking medium shall be restricted to dedicated products manufactured for this purpose. The use of herbicides, oil or petroleum based products, creosote or any other substance used for this purpose that MAY CAUSE THE TURF TO DIE IS STRICTLY PROHIBITED.



METAL PEGS

Where any activity takes place on a City reserve that requires the use of spikes or pegs (e.g. line marking, cricket wicket covers, anchoring soccer nets) it is a requirement that the spikes or pegs be made of plastic or a material of a similar composition. THE USE OF METAL SPIKES OR PEGS IS STRICTLY PROHIBITED.

The Manager Parks Services, at their discretion, shall establish if a line marking medium or peg/spike type being used on a reserve shall be prohibited.

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