CULTURAL FACILITIES FEES
AND CHARGES POLICY
EFFECTIVE DATE
REVIEW DATE
JULY 2014
AUTHOR
MANAGER, ARTS CULTURE AND HERITAGE
DIRECTORATE
SOCIAL AND ECONOMIC DEVELOPMENT
1. INTRODUCTION
The Yarra Ranges Council provides access to and participation in cultural activity as
a way of building better and stronger communities. Arts, Culture and Heritage
develops our sense of place, our local identity and improves our quality of life. The
Yarra Ranges Council currently operates a range of cultural facilities as the
cornerstone to delivering on the community’s Vision 2020 theme of Arts, Culture and
Heritage.
For the purpose of this policy, Cultural facilities are defined as those staffed with
Shire operational staff whilst in use. This policy applies to the use of space in Council
staffed Cultural facilities. These facilities are:

Mooroolbark Community Centre;

Montrose Town Centre;

Upper Yarra Arts Centre (including the Warburton Mechanics Institute);

Memorial Hall Healesville;

Yarra Ranges Regional Museum.
2. STATEMENT OF INTENT
The Cultural Facilities Fees and Charges Policy is developed to provide for the
transparent, consistent and equitable application of fees and charges at Council
managed cultural facilities to achieve community, arts, culture and heritage
outcomes.
3. RELATIONSHIP WITH VISION 2020 AND THE SHIRE’S SUSTAINABILITY
FRAMEWORK
This policy links to the community’s Vision 2020 through the theme of Arts, Culture
and Heritage and to Strong, Healthy and Connected Communities.
4. POLICY OBJECTIVES
The key objectives of the policy are to:

Acknowledge the intrinsic value of community and cultural groups;

Recognise the diversity of Yarra Ranges Council community;

Ensure equitable application of fees and charges;

Increase access to facilities for a diverse range of local organisations;

Implement a consistent approach to fees and charges across venues;

Maintain long term fees and charges comparable to other like
services;

Facilitate transparency in apportioning subsidies, and

Ensure the long term sustainability of staffed Cultural Facilities.
5. POLICY STATEMENT
The Cultural Facilities fees and charges policy has four (4) categories for applying
fees and charges. The categories are based on the capacity of an individual, group,
organisation or business to pay. Each category provides for a different level of
subsidy by Council for venue use. The categories are:
1. Full cost recovery (100% of cost);
2. Organisation Rate ( 70% of full cost);
3. Community Rate (50% of full cost);
4. Access Rate (zero cost).
1. Full cost recovery (100% of cost)
Full cost recovery applies to individuals, large businesses, government and profit
making organisations with a capacity to pay or to receive a fee for use of the facility
when delivering a service. The full cost as outlined in the annual schedule of fees
and charges applies to groups and organisations such as:

Businesses, corporations, political organisations;

Private individuals for parties, functions and general hire

Local, State and Federal government agencies (eg. DHS, Electoral Office).;
2. Organisation Rate (70% of full cost)
Organisation rate applies to not for profit groups and organisations and micro
businesses (less than 4 staff) with a capacity to pay, but who make a community
contribution through their activities. This includes organisations in receipt of state or
federal operational funding. The organisation rate applies to groups and
organisations such as:
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
Micro businesses,

sporting clubs, Non Government Organisations, Yarra Ranges Council
(eg, ,Anglicare);

All community groups located outside the shire.
3. Community Rate (50% of full cost)
Community rate applies to not for profit smaller groups and organisations with limited
capacity to pay. This may need to be proven with an annual financial statement. The
community rate applies to groups and organisations such as:

Community Groups located in the shire;

Service Clubs and organised groups operating within the Shire such as Lions,
Rotary, Seniors groups, Advancement progress associations, Chambers of
Commerce and traders associations;

Primary and secondary schools;

Arts and Cultural activity;

Social groups.
4. Access Rate (zero cost – full subsidy)
Community access rate aims to allow occasional use by community groups which
meet to directly support their local place or community. This rate applies to monthly
or one off use only for a nominated room at a venue during regular venue operating
hours. The rate will not to be applied for each group more than 12 times in the
calendar year. Eligibility may need to be proven with an annual financial statement.
The community contribution made in lieu of fees and charges will be indicated in the
signed venue agreement completed by each group. The zero cost rate may apply to:

Local township groups;

Localised community projects;

Emergency services including CFA, SES, Police, Ambulance service.
General conditions

Special circumstances such as community fundraising events or further
reductions in rates outside of this policy may be applied for by written
application to the Director Social and Economic Development.

Long term use is defined by entering an annual agreement. Long term use
attracts a further 10% reduction. Use for more than 8 hours per week attracts
a 20% reduction and partnership agreement.

Where any group wishes to operate outside of normal core hours they will be
charged their existing rate plus the staff cost for the booking.

Technical and other services have set fees for all users.

Schedule of rates is attached to this policy. Schedule of rates will be
reviewed and adjusted annually as part of the Council budget process.
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Agreements
The fees and charges system is supported and managed with agreements for all
users. The agreements to be used in Cultural Facilities are Casual, Annual and
Partnership. Each group using cultural facilities will be on one of these venue hire
agreements:

Casual Agreement – for one-off use on an ad-hoc basis;

Annual Agreement - for regular users of facilities who can indicate dates in
advance. (usage should not be less than 10 times and be spread across the
calendar year) ;

Partnership Agreement – is for the co-presentation of an event, project or
program. The agreement is for arts and cultural groups delivering on arts and
cultural objectives for a specified period.
6. RELATED POLICIES, STRATEGIES AND PLANS
This policy relates to the following Council and Community policies and plans:

Vision 2020;

Cultural Policy and Action Plan.
7. GRIEVANCE AND APPEALS
Any appeal against the implementation of rates will be referred to the Director Social
and Economic Development. Should the matter not be resolved, the appeal will be
referred to the Chief Executive Officer for resolution.
8. REVIEW
This policy will apply for a further three years from July 2011 to July 2014. Fees and
charges will be applicable on a calendar year basis. The schedules will be reviewed
annually each February as part of the budget process.
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