Community Facilities
Access Policy
Version No.
4.0 5 February 2013
Endorsement
General Manager, Community Services
Policy Review Panel, 20 December 2012
Authorisation
Council 5 February 2013
Expiry Date
5 February 2016
Responsible Officer
Leisure & Facilities Manager
Policy owner
Recreation Coordinator
1
Purpose
Council is responsible for the management of a diverse range of facilities available for use by
residents and visitors to the City. The purpose of this policy is to define Council’s position in
relation to the use and objectives of community facilities, which provides the basis for a consistent
approach in their management and use.
2
Scope
This policy applies to all groups and individuals wishing to access a Council owned or operated
community facility. The following table provides an overview of the range and type of facilities that
apply to this policy, whilst Section 3 defines the nature of such bodies that may wish to apply for
access:
Type of Facility
Sports Pavilions
Description
These facilities are normally located adjacent to Sports Reserves and
Parks with playing surfaces used for sport. These facilities generally have
a club or clubs that have approved access to the facility for a fixed period
of time, which is often a seasonal allocation. They are also available for
use for other compatible, and community activities.
Examples: tennis pavilions and football pavilions.
Sports Reserves
and Parks
These are sports fields, hard courts and parks that can provide for a range
of recreational activities. These areas may have clubs that have approved
access for a fixed period of time. (E.g. football clubs during their season)
but are also available for use by compatible activities and general public
non structured use.
Examples: football / cricket grounds, local parks.
Community Centres
These include community halls, Neighbourhood Houses and community
centres (centres from which services operate e.g. pre-schools, maternal
child health centres) that have spaces designated and available for
community use. The type and size of spaces available varies dependant
on the facility.
Examples: function halls and meeting rooms.
Leisure Centres
(excluding Aquatic
Centres)
These are facilities specifically designed to cater for indoor sports such as
basketball, volleyball, indoor soccer.
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4.0 5 February 2013
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This policy does not apply to Aquatic centres owned by council but managed under Contract on
Council’s behalf or a facility that has exclusive use by one group and who have full management
responsibilities for that facility. These facilities will be covered by Management Contract or a
Lease Agreement.
The following table outlines different categories of users which are relevant to this policy and to
which different access requirements may apply.
Category of
User
Not-for-profit
groups
Examples of Users and Activities
 Sporting clubs and associations using facilities for scheduled sporting
competitions, social activities, training activities etc.
 Children and family groups e.g. playgroups, parent network meetings
 Community meetings
 Council supported information and training sessions
 Arts cultural and special interest groups
 Service organisations e.g. Rotary for meetings and fund-raising activities.
Education
organisations
 Educational Institutions using facilities for regional and local interschool
sporting events, study programs, workshops etc
 Community language schools.
Commercial *
 Organisations using facilities for business workshops, recruitment purposes,
conferences, and sales promotions.
 Fitness programs e.g. personal trainers and professional coaches for
exercise, weight-loss and fitness activities
 Professional dog walkers, obedience trainers.
 Dance Schools
 Martial Arts groups
Government
 Federal, state, local government agencies using facilities for information
sessions, workshops, meetings, programs etc.
Individuals
 Individual community members using facilities for family celebrations such as
wedding anniversaries, birthdays etc.
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3
Definitions
Type of
Group
Description
Community
Group
An organisation that is not-for-profit, a registered incorporated group or,
association that is accessible and accountable to members of the community. A
community group provides the community and/or its members with opportunities
to engage in local community, cultural, leisure, and/or educational activities.
Generally a community group or not-for-profit organisation;
Commercial
Organisation
Primary user

has primary objectives relating to community benefit and community
engagement and participation

levies fees/charges on participants by club, paid into club funds operated by
a committee or similar group with the responsibility of administering funds on
behalf of the interest of the club/organisation

has an elected committee of management or executive group that act on
behalf of and for the benefit of the club, organisation and/or the broader
community.
An organisation commercial in nature or operated for the primary purpose of
returning a commercial benefit, monetary gain or profit. Generally a commercial
organisation;

levies fees / charges on participants aimed at recovering the operating costs
and generating a personal profit

has controlling principals who make the decisions and who are not
answerable to a committee or board of trustees

has no specific requirements to act on behalf of, or in the interests of the
activity’s participants

has no constitution or democratically elected community representation

has primary objectives relating to generating a fee for service.
A user that has priority use of a facility. Priority users are generally Council
services or a service provider that has a service agreement with Council, to
deliver a specific service on behalf of Council. E.g. Counselling Services, a preschool or kindergarten.
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4
The Policy
4.1
Objectives
Council makes a significant contribution to the management of community facilities as they assist
Council to achieve relevant service delivery and community development objectives.
Council encourages use of facilities by a broad range of groups and organisations on the basis that
they provide for a need within the community and/or assist Council achieve its service and
community development objectives.
The objectives of this policy are to:
 optimise opportunities for local community engagement and for the community to access a
diverse range of community facilities
 encourage greater participation in activities that improve individual and community health and
wellbeing
 encourage and support existing organisations and activities and the emergence and new ones
that address community needs
 ensure that people of all abilities have the opportunity to access community facilities
 ensure the use of facilities is sustainable over time
These objectives form the basis of the criteria used to evaluate applications received by Council for
use of facilities, and to determine the successful applicant should more than one group apply for
the same vacancy. (Refer Appendices 1)
4.2 Principles
The following set of principles underpins and enables the achievement of policy objectives:
4.2.1
All facilities are considered ‘multipurpose’ facilities. That is they will be
available for shared use by a number of compatible users and will not be used
exclusively by any one group.
There is a high and growing demand for access to facilities from which
organisations and interest groups can provide for a range of community activity
needs. Given this demand, Council will design and manage facilities so they have
the flexibility to accommodate a broad range of activities and organisations.
Facilities that support multi-use result in a more efficient use of capital works
funding, minimise duplication of infrastructure (e.g. change, meeting and activity
rooms.), reduce maintenance overheads and they optimise opportunities for
community engagement and collaboration.
4.2.2
All individuals and organisations will have the opportunity to access
community facilities including not-for-profit groups and commercial or semicommercial activities or groups. (Refer to Section 3)
The policy recognises the community and individuals may at some time have the
need for a range of activities and services that are offered through community
facilities. These activities and services may include those organised by not-for profit
organisations (e.g. service clubs, sports clubs), individuals (e.g. for family functions)
or commercial / semi-commercial organisations (e.g. for a conference, promotional
event).
Consideration will therefore be given to use of community facilities by a range of
users including those that are community-based, commercial or private. However,
Groups and activities that are in conflict with Council policies and/or operating
principles will not be granted access to community facilities.
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Different access requirements will generally apply to different types of users (Refer
Section 4.2.3).
4.2.3
Some community groups will have priority access to facilities because they
are deemed to provide a greater range of health and wellbeing outcomes to
the community.
Community facilities are primarily provided to support community-based or not-forprofit organisations on the basis that they;
 provide for a range of health and wellbeing, recreation and sporting needs of the
community at minimal cost to participants
 minimise financial barriers to participation given their low operating overheads
 and their members do not have the capacity to provide for all the infrastructure
needs associated with their activity alone
 assist Council achieve a range of its service and health and wellbeing objectives.
Accordingly, the following groups or organisations will generally be given priority
access to community facilities:
 Those that align with the core or primary designed use of a community asset (i.e.
early childhood programs in a children service facility or sporting groups in a
recreation centre).
 Groups or organisations contracted to provide a service for Council (e.g. preschool providers).
 Not for profit organisations.
 Groups or individuals that assist Council to achieve its objectives relating to
community facilities.
 Groups that can show that at least 75% of its membership comes from within the
City of Melton.
 Schools as a significant partner of the City of Melton community, provide Council
with opportunities to form a variety of partnership models to provide access to open
space and facilities for community purposes. Reciprocally, Council’s community
facilities are available for use by Schools. Priority is given to those schools within
the Melton City as opposed to schools external to the City.
4.2.4
users.
Council may restrict the use of community facilities by some types of
This principle is to ensure facilities remain accessible for use by community-based
organisations that assist Council achieve its Council Plan and this policy’s
objectives, and to ensure facilities are not dominated by one type of user group.
In order to minimise the potential for one or a number of groups, or a type of user to
dominate a facility;
 Individual community organisations can make application for no more than 20%
of available time or 100 hours per month
 Commercial and semi-commercial organisations can make application for up to
5% of available time or 26 hrs per group per month for a maximum of 2 sessions
per week; unless the organisation is under contract to provide specific services
on Council’s behalf.
Council will provide opportunities for groups who are commercial in nature to use
Council’s community facilities where significant community benefit and demand is
evident.
These types of commercial / semi-commercial activities may include martial arts
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and dance organisations that provide participation opportunities not commonly
provided by community not-for- profit organisations.
However, to ensure implementation of the principles and objectives of this policy,
Council reserves the right to restrict commercial use of community facilities where
demand is not evident.
It should be noted that some facilities may have a ‘primary user’. This is a tenant
that has priority use of a facility. Priority users are generally Council services or a
service provider that is auspiced by Council e.g. counselling services, a pre-school.
At these facilities, use by other parties may be restricted because of operational
and / or risk management considerations associated with any primary use of the
facility.
4.3
Fee Waivers and Exemptions
All fees and charges for use of Council facilities are approved within the Council Annual Plan
budget process.
Council’s Financial Hardship Policy provides ratepayers or facility users with the opportunity to
apply for a fee waiver, refund, deferment of rates, charges and/or interest on the grounds of
financial hardship, compassion or special circumstances.
All requests for such exemptions must be approved by a Council General Manager or
representative of Council’s executive. (Refer to Appendix 2)
5
Approved Access / Allocation
Council manages and maintains access to community facilities via a formal agreement between
Council and the approved group or individual who has applied for use of facilities.
Within this policy, there are two types of agreements. The type of agreement applicable will
depend on the type of use and the length of use approved.
The following table provides an overview of the type of user agreements that are applicable to this
policy.
Type of
Agreement
License
Agreement
Type of Use
A licence agreement gives the user
(usually defined as ‘the licensee’)
approved hours of access to the
facility for a prescribed fee*.
The agreement has conditions and
responsibilities that apply for the term
of the agreement.
License agreements typically apply to
sporting clubs, community groups and
essential services of council such as
pre-schools etc.
Term of an Agreement
License Agreements are generally
for a three (3) year period and will
specify the seasonal use over the 3
years. An option for a further 3 years
may be included within the license
agreement.*
Organisations will need to confirm
the seasonal requirements and
update Club details periodically as
determined by the License
agreement
*Agreements with Commercial
operators will be for a 1 year term
only with the opportunity to extend
their agreement term on a12 month
basis subject to Community needs.
This allows Council to prioritise
Community access for not for profit
or other community uses if required.
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Type of
Agreement
Type of Use
Term of an Agreement
Hire
Agreement
A Hire Agreement is for organisations
or individuals that have approval for
use of a facility on a casual or
occasional basis for a prescribed fee*
Hire Agreements typically apply to
community groups, community
businesses or individual community
members seeking hireable space as
a “once-off”.
* Refer Council’s annual ‘Fees and Charges for Community Facilities’
A minimum of three months prior to the end of the Agreement term, Council will invite applications
for use of the facility for the following term. Applications are assessed according to the
Assessment Criteria. (Refer Appendix 1)
Appendices
Appendix 1 – Assessment Criteria
Appendix 2 – Fee Waiver Request Form
Appendix 3 – Casual Hire Agreement
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Appendix 1
MELTON CITY COUNCIL
COMMUNITY FACILITIES ASSESSMENT
CRITERIA
APPLICANT _________________________________________________________________
VENUE/S REQUESTED___________________________________________________________
Criteria
Notes
Program/Service suitability to nature
of Centre.
 Suitable space requirements
 Child, Family or Community focused
 No restrictions on adjacent bookings
eg. Noise considerations
 Fits with centre vision to provide an
integrated service delivery model.
 Storage Requirements
Weight Rating
Total
3
Community Access
 Inclusive, with access available for
special needs and minority groups.
 Low Program Costs for participants
 Meets Community Needs
2
Program Participation
 % Shire of Melton Community
members
 High or expanding number of
participants/ opportunities for
community involvement and
wellbeing
2
Other Considerations
 Previous use of council facilities
 Fee payment history
 Reference checks
3
NB: New groups will at a minimum
receive a rating of 3 for this criteria
General Comments
Weighting:
1= Desirable
2= Important
3= Essential
Rating:
1= Unacceptable, Does not meet minimum requirements
2= Marginal, Meets minimum standards
3= Satisfactory, Meets the full requirements
4= Exceeded, Exceeds requirements
5= Outstanding, Clearly surpasses all requirements
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Appendix 2
Application for Fee Exemption
Please complete for consideration of fee exemption for use of Council Community Facilities.
Name of Applicant
Name of Organisation
Postal Address
Telephone: BH
Telephone AH
Email
Tentative Booking Number
Reason(s) for seeking an exemption




Fundraising Event
New Group / Organisation
Financial Hardship
Other
Is this request consistent with section 4.3 of the Community Facilities Access Policy?

Yes

No
4.3 Fee Waivers and Exemptions
“The opportunity for an exemption to fees can be applied for in circumstances such as community
forums encompassing Shire wide impacts or issues or one off occasions or special events.”
Officer Recommendation
Approved / Declined
Signature
Date
Coordinator Recommendation
Approved / Declined
Signature
Date
Manager Recommendation
Approved / Declined
Signature
Date
General Manager Recommendation
Approved / Declined
Signature
Date
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Appendix 3
18 February 2016
«FullName»
«Position»
«Company_Name»
«Postal_Address1»
«Postal_Address2»
«Postal_Suburb» «Postal_State» «Postal_Postcode»
Tentative Application for «Venue_groups» - «UniqueVenues»
Event Number:
Event Name:
Start Date:
End Date:
Number of Guests:
«Event_Number»
«Event_Name»
«Event_Start_Date»
«Event_End_Date»
«Total_Pax»
Thank you for your recent enquiry. Please note that a tentative booking has been made for your event.
Please complete the following steps to confirm your booking:




Check hire details are correct
Complete and return the attached “User Declaration”
Complete and return the party safe application and alcohol checklist
Return the payment form (Event Sheet) with the 50% deposit within one month of making the booking.
Please note: your tentative booking may be cancelled if your deposit is not paid by the due date.
In order to confirm your booking you will need to the final payment one month before the event date.
If your booking is made within one month of your event, full payment is due immediately. Upon receipt of final payment,
your booking will be confirmed in writing and arrangement will be made for the collection of keys to the facility.
Please refer to “Conditions of Use” supplied with your application form, for specific terms and conditions
pertaining to your hire. Should you require further assistance please do not hesitate to contact me on
9747 7200.
Yours Sincerely
«User_Full_Name»
«User_Description»
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Please return the completed form with your payment.
User Declaration
Tentative Application for «Venue_groups» - «UniqueVenues»
«FullName»
«Position»
«Company_Name»
«Postal_Address1»
«Postal_Address2»
«Postal_Suburb» «Postal_State» «Postal_Postcode»
Event Number:
«Event_Number»
Event Name:
«Event_Name»
Start Date:
«Event_Start_Date»
End Date:
«Event_End_Date»
Number of Guests: «Total_Pax»
1.
PLEASE READ “Conditions of Use” CAREFULLY AND SIGN DECLARATION
I/ ( name of applicant) ………………………………………. on behalf of the above, undertake to pay all
charges levied by the Melton City Council for or in connection with the use of the facility described on
this form. I understand that this booking will remain tentative until the bond and / or hire fee is paid. I
have read and understand my obligations as outlined in the “Conditions of Use” and other documentation
supplied with this application. I agree to leave the building, fixtures and all furniture or equipment used, in
an acceptable condition for others in accordance with those terms. I also understand that failure to
comply with any part of the “Conditions of Use” may result in the loss of part or the entire security bond
fee.
Signed………………………………………….
Community Facilities Access Policy
4.0 5 February 2013
Date……/……./……
Page 11
MULTIPURPOSE COMMUNITY FACILITIES
CONDITIONS OF USE
City of Melton – Leisure Services – Revised August 2012
Service After Hours: 9747 7200
The following instructions constitute the conditions of use applying to Council’s Multipurpose Community Facilities. By signing
the applicable application form, all users agree to abide by the clauses contained therein. Please take the time to read these
conditions carefully. In the event of any dispute or difference arising as to the interpretation of these conditions or any matter or
thing connected with the subsequent hire or use of any facility the decision of Council’s Authorised Officer, or in the event of an
appeal, by the Manager of Leisure and Facilities or the General Manager of Community Services shall be final and conclusive.
Failure to comply with any of the “Conditions of Use” may, at the discretion of the Facilities Officer, result in the
forfeiture of the security bond and or discontinued use of the centre.
All users must at all times comply with any directive given by an authorised officer of
Melton City Council
1.
Application
Council may at their discretion refuse to let the facility for any purpose at any time.
No portion of the building hired shall be sublet or any booking transferred or assigned by the Hirer without the written
consent of Council.
Each application for use of the facility must be upon the prescribed form, signed by the applicant and forwarded to
Leisure Services, City of Melton, PO Box 21, Melton, 3337.
2.
Fees
The fees and bond shall be in accordance with the schedule set out on the application form and must be paid in full prior
to use.
In order to confirm your booking you will need to make the final payment one month before the event date. If your
booking is made within one month of your event, full payment is due immediately. Upon receipt of final payment, your
booking will be confirmed in writing and arrangement will be made for the collection of keys to the facility.
3.
Bonds and Cancellations (Not applicable to Melton Library and Learning Hub)
Casual hirers are required to pay a bond of up to $500 which will be refunded in full provided the facility is left in an
acceptable condition and there are no outstanding issues relating to damage / cleanliness, noise or disturbances.
Centre management will endeavor to return bonds within 21 days from date of the hire.
The Facilities Officer may cancel or reallocate a facility, where a booking has remained as tentative for more than one
month, and when reasonable attempts have been made to contact the hirer concerned regarding confirmation of the
booking.
The table below outlines the retention of fees applicable for cancellations.
Retention of Fees for Cancellations
TIME OF NOTIFICATION
One month in advance
Three to Four weeks prior
Two to Three weeks prior
One to Two week prior
One week or less
Community Facilities Access Policy
AMOUNT
No Charge
25% Retained
50% Retained
75% retained
100% retained
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Page 12
4.
Bond Payment (Not applicable to Melton Library and Learning Hub)
Council offers two options for payment of the bond. Hirers are able to pay by credit card when collecting keys or by cash
one month prior to the date of the booking.
Credit Card Process:
On collection of keys hirers are required to swipe their credit card at the customer service counter which will allow
Council to hold the bond amount on the credit card. Council will release the funds within 7 days provided the facility is
left in an acceptable condition and there are no outstanding issues relating to damage, cleanliness, noise or
disturbances.
Cash Payment:
If the hirer does not have access to a credit card, the bond must be paid one month prior to the date of the booking. If
the bond is paid using this method, hirers will receive their bond refund up to 21 days after the booking.
5.
Keys/ Access Cards
Collection of keys or access cards is the responsibility of the hirer. After the hire fee and bond has been paid key
collection will be arranged by the Facilities Officer.
All keys or access cards issued on behalf of Council remain the property of the City of Melton and must be returned
upon completion of the function. If keys or access cards are lost or misplaced, the replacement costs will be charged to
the hirer concerned.
6.
Limit of Hiring
The hirer shall only be entitled to the use of the particular part or parts of the facility hired and Council reserves the right
to let any other portion of the facility for any other purposes at the same time.
The hirer must not exceed the capacity of the space hired or obstruct emergency exits at any time during their event.
7.
Smoking / Liquor Sales/ Gambling/Party Safe
Smoking is not permitted inside any Council facility. Liquor sales or gambling in any form are not permitted unless the
necessary permits have been obtained by the hirer. Arrangements for the provision of alcohol must be approved by the
Facilities Officer prior to the event. Council does not support the consumption of alcohol by minors under any
circumstances. A Party Safe application and alcohol check list must be completed for functions after 6pm. Council will
forward the completed application to Victoria Police on your behalf.
Alcohol is not permitted at the Burnside Heights Pavilion, Darlingsford Barn, Springside Children’s and Community
Centre and Springside Community Pavilion.
8.
Noise
It is the responsibility of the hirer to ensure that noise from any activity does not cause annoyance to residents and local
businesses in the vicinity of the facility. Should complaints of excessive noise be received by the Facilities Officer, hirers
may forfeit their bond.
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9.
Damage
The hirer shall be responsible for any damage due to unfair wear and tear to any part of the facility or buildings including
floor coverings and surrounding grounds. Any service or repairs, including those required as a result of faulty or
unsuitable equipment being used by the hirer will be arranged by centre management and the user will be expected to
meet all costs. It is the hirer’s responsibility to report any damage to the Facilities Officer. Council will arrange all
necessary repairs.
10.
Subject of Entertainment
Council venues are unsuitable for some types of activities., Council may require the hirer to submit details of the
entertainment being held for approval prior to confirming a booking. Additional permits may be required for certain
activities. Provisions for decorating of the facility should also be discussed with the Facilities Officer.
11.
Special Equipment
If additional electrical equipment is supplied by the hirer Council requires that the equipment be given a certificate of
clearance from a qualified tradesperson.
Theatrical smoke machines are not permitted for use at Council venues as these may activate smoke
alarms. In the event of smoke alarms being set off, the hirer will be responsible for the call out fee charged
to Council by the Country Fire Authority (CFA).
12.
Fixtures, Fittings & Equipment, Installation or Erection
Hirers shall not install or erect or employ the services of any contractor to install or erect any fixture or temporary
structure on or in any part of the building or surrounds.
13.
Sale of Goods
Goods are not to be sold on the premises unless prior approval has been received from Council’s Facilities Officer and
appropriate permits have been obtained from Council’s Environmental Health department.
14.
Theft
Neither the Council nor its servants shall be liable for any loss or damage sustained by the hirer or any person, firm or
corporation entrusting to or supplying any article or thing to the hirer by reason of any such article or thing being lost,
damaged or stolen. The hirer indemnifies the City of Melton Council against any claim by any such person, firm or
corporation in respect of such article or thing.
15.
Insurance
The hire fee charged to casual users includes an amount to cover the cost of public liability insurance for, private users,
non-profit and community groups.
Council insures all Council assets. The hirer shall not do, permit, nor neglect to do anything that will affect Council’s
insurance policies in relation to Council assets or the facilities used by the hirer.
The hirer agrees to indemnify and keep indemnified Council and to hold harmless Council, its staff and agents, and each
of them from all actions, costs, claims, charges, expenses, damages, death and injuries whatsoever which may be
brought or claimed against them or any of them arising out of or in relation to this agreement.
Council is not insured for loss of hirer property. The hirer may insure their assets, including personal belongings, money
and private property brought onto the premises.
Council and its staff and agents shall not be liable for any loss or damage sustained to equipment, assets, contents,
personal belongings, money or other effects belonging to the hirer, its members, invitee’s or visitors.
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16.
Close of Functions
All hirers must cease activities at 12 midnight* and will be granted a period of one (1) hour in which to vacate the
premises.
Should Hirers not vacate the facility within the time allowed an additional charge may be incurred.
*Functions must cease at the following times for the venues below:
Toolern Vale Hall
Darlingsford Barn
Banchory Community Centre
Burnside Heights Pavilion
Melton Library and Learning Hub
17.
11pm
8pm
6pm
10pm
At Library closing time
Cleaning
All hirers are required to leave the facility in a clean and tidy condition. Cleaning, including outdoor areas of the facility
used by the hirer, must be completed immediately following the hire period. All consumables and cleaning items are to
be provided by the hirer. The facility must be left in an acceptable condition for other users. All traces of decorations
must be removed.
Two cleaning options are available to the hirer for the after function clean.
Option 1 is to engage Council’s cleaning service to provide the after function clean for your event. Cleaning charges will
apply. The hirer is responsible for leaving the facility in a clean and tidy condition as per the checklist provided however,
the bulk of cleaning duties will be undertaken by Council’s cleaning contractor.
Option 2 is for the hirer to complete a self clean. The hirer is then responsible for completing the self cleaning checklist
in full. Council will arrange an inspection to ensure the clean has been completed to the desired standard.
Failure to complete cleaning duties to the required standard as per checklist provided may result in additional cleaning
charges and inspection fees being held from the hirers bond.
18.
Rubbish & Recycling
All hirers are required to dispose of any rubbish in bins provided or take with them at the end the function. Bottles and
excess rubbish must be removed by the hirer and not left in or outside the facility. Where provided receptacles for
recycling should be utilised. No rubbish is to be left in internal bins.
19.
Vehicle Access
Vehicle access to service entry points is restricted to the process of loading or unloading of goods. Parking is restricted
to car park areas only and not permitted in driveways, grassed or other areas of the facility without permission from
Council.
20.
Items of Historical Significance
Many of the structures at these venues are of historical significance and are not replaceable. In the interests of safety
and the preservation of Melton’s heritage, children must be strictly supervised.
Special conditions apply to access “The Willows Homestead” and all historical displays situated within the park grounds
for weddings etc. Signage at all venues must be observed and notices on individual displays, equipment and garden
beds strictly adhered to. No climbing is permitted anywhere within the Willows Historical Park. Access to the Willows
Homestead may be arranged by contacting The Melton & District Historical Society on 9747 3333.
Community Facilities Access Policy
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Page 15
Please return the completed form with your payment.
Responsible Alcohol Management Checklist:
Guidelines for functions, events and programs
A responsible host of an event at which alcohol is consumed, takes reasonable steps to ensure no
person or property is hurt, injured or damaged.
Reasonable steps by a host to manage the supply or consumption of alcohol at an event or function
includes a range of options. Please indicate from the list below each of the steps you will take to
ensure the safety of guests at your function, event or program.
This checklist is to be submitted with your Facilities Use Application Form and will serve to support
Council’s assessment of your application to hire a facility for an event, function or program within the
City of Melton.
1.
Providing non-alcoholic and low-alcohol drinks.
2.
Encouraging guests to drink non-alcoholic or low-alcohol drinks.
3.
Providing substantial food whenever alcohol is consumed.
4.
Providing a bar service instead of self-service.
5.
Not serving a person who is intoxicated.
6.
Not serving alcohol to any person under the age of 18
7.
Discouraging guests from engaging in drinking games.
8.
Discouraging guests from drinking a large amount of alcohol.
9.
Registering the event with the PartySafe program.
10.
Providing adequate security.
11.
Providing safe transport options for guests after the event.
Applicant Name:
Applicant Signature:
Date:
Community Facilities Access Policy
4.0 5 February 2013
Page 16
Revised 11/08
VP Form
1016their payment.
Functions
after 6pm must return the completed form
with
PARTYSAFE REGISTRATION FORM
The following information will enable us to provide a more effective response, if required, and ensure a safer
and more enjoyable night for everyone.
Please complete all sections and return this form with your completed application. Council will
advise the local police station of your function.
Party details
Party date: _________________________________________________________________________________
Start time: _________________________________________________________________________________
Finish time: ________________________________________________________________________________
Predominant age of guests_____________________________________________________________________
Number of guests attending: ___________________________________________________________________
Adult supervisor present:
Yes
No
If yes, number of adults supervising:
What is the occasion (birthday, after party, etc):___________________________________________
Will the neighbours be notified:
Verbal
In writing
Will there be alcohol:
Yes
No
Will BYO alcohol be allowed:
Yes
No
Is it a licensed premises:
Yes
No
Will there be hired or private security:
Yes
No
Not notified
Party location
Street address: ___________________________________________________________________________
Suburb: ________________________________________________________________________________
Postcode:
Venue or type of premises (circle):
Licensed venue
Hall
Restaurant
Private house
Park
Contact details
Host contact name: _________________________________________________________________________
Host contact number: _______________________________________________________________________
Host contact email: _________________________________________________________________________
Other contact during party: ___________________________________________________________________
Venue contact number: ______________________________________________________________________
Security contact number: _____________________________________________________________________
I do not want to be contacted by Victoria Policy after this party, to participate in evaluation of the Partysafe Program. Yes/No
The information contained in this Partysafe registration form will be kept in strict confidence and used only for the express purpose of the
Partysafe project.
Community Facilities Access Policy
4.0 5 February 2013
Page 17
Please return the completed form with your payment.
Cleaning Checklist
(Not applicable to Melton Library and Learning Hub)
Cleaning must be undertaken immediately following the conclusion of your event, returning it in the same
condition it was presented to you. All hirers must ensure the facility is left in an acceptable condition for other
users including removal of all personal items and decorations. Furniture should be left clean and returned to
storage areas provided. All hirers are responsible for ensuring the building is left secured with doors locked and
alarms set (where applicable)
HIRERS OPTING TO SELF CLEAN THE VENUE INSTEAD OF ENGAGING THE $100 CLEANING
SERVICE SHOULD COMPLETE THE CHECKLIST BELOW TO ENSURE BOND IS RETURNED.
Note: Where the facility is not returned in a satisfactory condition an inspection fee of $45 will apply, along with the necessary
cleaning charges determined by Council’s cleaning contractor.
Entire Facility
Action
Yes
Walls
All traces of decorations removed. Walls should be free of marks (including
sticky tape and blue tack).
Entire Centre (Including Outdoor Areas)
All rubbish is to be removed from the premises and should not be left in the
bin enclosures.
Entire Centre (Including Outdoor Areas)
All personal items removed from premises
Equipment / Storage Rooms
Tables, chairs etc should be left clean and placed back in storage rooms as
found. Storage rooms are also to be returned as found.
Mops, Buckets, Brooms
Returned clean – as provided.
Function Room/s
Action
Hard Floors
(Tiles / Vinyl/ Wood)
Ensure floors are swept. Spills should be cleaned up and floors mopped.
Carpeted areas
Carpets should be visibly clean and free of ingrained dirt/ mud and rubbish.
Glass Doors / Walls
Glass should be clean.
Community Facilities Access Policy
4.0 5 February 2013
Yes
Page 18
Toilets / Bathrooms
Action
Hard Floors
Floors should be visibly clean and free of rubbish and dirt.
Toilet Bowls, Seats, Lids, Urinals
Should be visibly clean.
Rubbish Bins
Empty and rubbish removed from premises
Consumables (Toilet Paper/Hand Towels)
Consumables restocked as supplied.
Kitchen Areas
Action
Sinks, Bench tops, Tiles, Splashbacks
Wiped down with cleaning spray and cloth. Visibly clean.
Hard Floors
Floors should be visibly clean and free from dirt and rubbish.
Microwaves and Ovens
Left visibly clean. All food and personal cooking equipment removed.
Rubbish Bins
Empty, Rubbish removed from premises
Community Facilities Access Policy
4.0 5 February 2013
Yes
Yes
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